IFB 2530 Mowing landscaping bid package

Location:	Ohio
Posted:	Dec 19, 2025
Due:	Jan 23, 2026
Agency:	City of Piqua
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Solicitation No:	IFB 2530
Publication URL:	To access bid details, please log in.

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INVITATION FOR BID IFB No. 2530

C I T Y 0 F PIQUA, OHIO

Purchasing Department

201 W. Water St.

Piqua, Oh 45356 Date: December 19,2025

For further information contact:

Bev Yount, NIGP-CPP, CPPB

Contract & Purchasing Manager

Phone: 937-778-4002

Email: byount@piquaoh.gov

Your written bid is requested for: Mowing and landscaping city lots, parks and right of ways per the

included bid form and specifications.

Sealed bids must be received in the Purchasing Office, 201 W. Water St., Piqua, OH 45356

no later than: 2:00 P.M. Friday, January 23, 2026.

Sealed envelopes shall be plainly marked: IFB 2530 Mowing on left, lower comer of envelope

User agency: City Departments (Power, Public Works, Parks & Water Utility)

Submit signed original bid and one (1) copy of the bid.

Bidder is requested to use the City's bid form that is enclosed, as none other will be accepted.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by sending a stamped self-addressed envelope.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of

interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Piqua is exempt from payment of federal excise taxes and state retail sales taxes (Federal Excise

Tax Exemption Certification No. 31-6000136).

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on

same with your bid. Any brand names on our bid form are to establish quality levels and do not indicate

preference.

The City ofPiqua reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept

the bid or bids which the judgment of proper officials, is to the best interest of the City.

The City ofPiqua reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If

you are not in a position to quote, advise to this effect so we may keep your name on our active vendor list.

BID to the

City ofPiqua, Ohio

Purchasing Department

Please Reply to I.F.B. 2530 No Later Than: 2:00 p.m. 1/23/26

The undersigned proposes and agrees to furnish any or all items bid at the prices stated herein.

Provide all needed material, labor, equipment, etc. to do work as described in the attached scope of work

for 2026 through 2030 for the mowing and landscaping of city lots, parks and right of ways (ROWs) in

Piqua, OH 45356. We are looking for a partner that shares our desire to make these areas of our City

look impeccable. The Local Preference Purchasing Program pursuant to Piqua Code Section 34.22 will

be applied to this project.

Contractors to submit a monthly invoice to the City of Piqua throughout the year as work is completed.

Mowing to begin in April and continue through October of each year. The Department Directors will

set up exact start and end dates based on the weather. We will need your invoices broken down by the

areas shown below.

There will be a mandatory pre-bid meeting on Tuesday, January 13, 2026 at 10:00 a.m. in our

Commission Chambers located on the second floor at 201 W. Water St, Piqua, OH 45356. A

company representative must be in attendance and sign the meeting sign-in sheet to qualify to

submit a bid for this work. We will review the GIS map provided and each property will be

shown. To access the GIS map, use the following link:

https://experience.arc2is.com/experience/8c0163d9372a43b388dd92c09584adb7

We also have static maps created for anyone who would prefer to look at those. Just send Bev an

email and request a shared link be sent to you.

Contact Bev Yount at byount@piquaoh.gov with any questions regarding the scope of work. Deadline

for submitting questions is 1/16/26 at 3:00 p.m. Any necessary Addendums will be posted to our

website and sent to all known bidders. It is the contractor's responsibility to check for these before

submitting their bids to the City.

These contracts will renew automatically for 5 (five) years, 2031-2035, upon successful work done by

the selected contractors in 2026-2030 and mutual agreement of the parties. Performance reviews will be

done by the Department Directors at their discretion. Any intent to terminate these agreements will

require 30 days written notice to the other party.

Each Department's cost is broken down separately and we will award based on each Department's

decision. The contractors may bid on one department only or all four. The awards may also be split

between mowing and landscaping work as well.

Quality Control:

The City of Piqua will monitor all maintenance of these zones and properties to ensure City expectations

are met. Contractors will provide a name and number of an on-call manager.

If expectations cannot be maintained, the City of Piqua will inform the contractor they are not meeting

the City's expectations and reserves the right to terminate the agreement at any point. The City is

requesting a bid from qualified mowing and landscaping companies to provide the service of

maintaining these areas to be a model or standard that other municipalities would use as a standard of

excellence in maintenance.

The successful bidder must have and maintain current workers compensation insurance, comprehensive

general liability and automobile insurance for bodily injury, death or loss of or damage to property of

third persons in the minimum amount of $1,000,000.00 per occurrence with the City of Piqua as an

additional named insured.

It is the policy of the City of Piqua not to discriminate on the basis of race, color, national origin, age,

sex, or disability in its hiring and employment practices, or in admission to, access to, or operation of its

programs, services and activities. With regard to all aspects of this contract, contractor certifies and

warrants it will comply with this policy. Please sign and return the Americans with Disabilities Act

Compliance Certification and the Drug-Free Workplace Compliance Affidavit Form provided in

this bid package.

**Return the pricing sheets for each Department with your signed bid document.**

If there are any Departments you choose not to bid on, please return their sheet marked "No Bid."

THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL

ACCORDANCE WITH THE CITY OF PIQUA SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED

ABOVE. THE CITY OF PIQUA RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, TO WAIVE ANY IRREGULARITIES

IN A BID, OR TO ACCEPT THE BID OR BIDS WHICH THE JUDGMENT OF PROPER OFFICIALS, IS TO THE BEST INTEREST

OF THE CITY. THE CITY OF PIQUA RESERVES THE RIGHT TO ACCEPT A PART OR PARTS OF A BID UNLESS OTHERWISE

RESTRICTED IN THE BID.

All delivery costs are included in this quotation

regardless ofF.O.B. designation.

Bidding Company:

Cash Discount Allowed: % 1 0 Proximo.

Leave blank if your terms are Net 30 days.

Address:

Delivery will be made within _ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance

within 90 calendar days after bid opening unless

otherwise stated.

City

State

Zip Code

By: _

Name and Title (please print or type)

Signature:

Phone No.: /Fax No.:

Fed. I.D. No.:

E-Mail Address:

Standard Terms and Conditions

1. BILLING: All goods or services must be billed to the City ofPiqua and at prices not exceeding those stated on the purchase order. If prices

or terms do not agree with your quotation, you must notify the Purchasing Department within three business days or your disagreement is

waived.

2. INVOICE: Prepayment or progress payments are not permitted unless prior permission is obtained from the Finance Department. All

invoices are to be in duplicate and are to be mailed to the Finance Department and shall reference the City's purchase order number. Failure

to include the purchase order number may prevent timely payment. Each purchase order must be invoiced separately. Unless specified

otherwise, the invoice will only be paid upon completion of the order. The City ofPiqua may issue payments to vendors electronically

upon mutual agreement of both parties.

3. CASH DISCOUNTS: All cash discount terms will be effective from date of actual receipt and acceptance of the items purchased, or receipt

of correct and acceptable invoice, whichever is later.

4. FREIGHT: NO COLLECTION FREIGHT SHIPMENTS WILL BE ACCEPTED. All quotations are solicited on a "delivered price" basis.

When, in rare instances, tile City accepts a quotation not including all shipping charges, your claim for reimbursement, must be itemized on

the invoice and supported with a copy oftlie original freight bill.

5. TAXES: The City ofPiqua is exempt from payment of Federal excise taxes and State retail sales taxes. Our Federal Excise Tax Exemption

Certificate Number is 31-6000136. You are responsible for all Social Security taxes and Workers' Compensation contributions for yourself

or any of your employees.

6. DELIVERIES: All deliveries on this order must be in ftill accordance with specifications, properly identified with the purchase order

number and must not exceed the quantities specified.

7. CANCELLATION: The City ofPiqua reserves the right to cancel tliis order by written notice if you do not ftilfill your contractual

obligations with respect to timeliness, quality and/or any other reason.

8. DEFAULT PROVISIONS: In case of your default, the City ofPiqua may procure the items from other sources and hold you responsible for

any excess costs occasioned thereby and any other damages permitted by law, if you liave been notified in writing by the City ofPiqua you

are in default and you liave failed to cure the default within the time specified.

9. NO VERBAL AGREEMENTS: The City ofPiqua will be bound only by the terms and conditions of this order, and will not be responsible

for verbal agreements made by any officer or employee of the City ofPiqua. In order to be binding on the parties, any changes made to

these Terms and Conditions shall be in writing and signed by both parties.

10. PATENT AND COPYRIGHT INFRFNGEMENT: It is hereby understood (and by acceptance of this order) you agree to defend, indemnify

and save harmless the City ofPiqua, Ohio, its officers, agents and employees from any and all loss, costs or expense on account of any

claim, suit or judgment as a result of, caused by, or incident to any patent, copyright or trademark infringement and/or royalty, actual or

claimed, because of the use or disposition by said City of any article enumerated on this order and sold to said City pursuant to this order.

11. INSPECTION: The City ofPiqua may inspect the items ordered hereunder during their manufacture, construction and/or preparation at

reasonable times and shall have the right to inspect such items at tlie time of their delivery and/or completion. Items furnished hereunder

may at any time be rejected for defects revealed by inspection, analysis, or by manufacturing operations or use after delivery even though

such items may have previously been inspected and accepted. Such rejected items may be returned to you for fiill refund to City ofPiqua

including shipping and transportation charges.

12. WARRANTY: You warrant that the items and their production or completion shall not violate any federal, state or local laws, regulations or

orders. You warrant all items delivered liereunder to be free from defects of material or workmanship, to be good quality, and to conform

strictly to any specifications, drawings or samples which may have been specified or furnished by the City ofPiqua, and you further warrant

that you have good title to the items free and clear of all liens and encumbrances and will transfer such title to the City ofPiqua. Said

warranties shall not negate nor limit any implied warranties ofmerchantabitity or fitness. This warranty shall survive any inspection,

deliver;', acceptance or payment by the City ofPiqua.

13. RISK OF LOSS: Title and risk of loss to and with respect to the items shall remain with you until the items in a complete state have been

delivered to and accepted by the City ofPiqua or to an agent or consignee duly designated by (lie City ofPiqua at the location specified on

the face hereof, items which are to be shipped shall be shipped F.O.B. destination unless otherwise specified by the City ofPiqua. A

packing slip must accompany each such shipment and if a shipment is to a consignee or an agent of the City ofPiqua, a copy of the packing

slip shall be forwarded concurrently to tlie City ofPiqua. If no sucli packing slip is sent, tlie count or weight by the City ofPiqua or its

agent or consignee is agreed to be final and binding on you with respect to such shipment.

14. SAVE HARMLESS: You shall indemnify and hold tile City ofPiqna, its officers, elected officials, agents, consignees, employees,

volunteers, and representatives harmless from and against all expenses, damages, claims, suits, or liabilities (including attorney's fees of the

City ofPiqua) of every kind whatsoever by reason of, arising out of, or in any way connected with, accidents, occurrences, injuries or losses

to or any person or property which may occur before or after acceptance of the completed items by the City ofPiqua upon or about in any

way due to resulting from, in whole or in part, the preparation, manufacture, construction, completion, and/or delivery of the items,

including such as are caused by your subcontractors and excluding only such as are caused by tlie sole negligence of the City ofPiqua other

than where the City of Piqna's negligence consists of its failure to discover a condition caused or permitted to exist by you or any

subcontractor of yours.

15. FNSURANCE: If requested by the City ofPiqua, you shall maintain policies of liability insurance such types and such amounts and with

such companies as may be designated by the City ofPiqua, which policies shall be written so as to protect the City ofPiqua and you from

(lie risks enumerated in Section 14. Such policies of insurance sliall not be cancelable except upon thirty (30) days written notice to the City

ofPiqua and proof of such insurance sliall be fumishecl by you to the City ofPiqua. In addition, such policies shall protect all your

subcontractors. You agree to make prompt written report to the insurance company involved of all accidents, occurrences, injuries or losses

which may occur and of any and all claims made against the persons insured under said policies of insurance and to send copies of such

reports to the City ofPiqua within hventy-four (24) hours of the time that you obtained knowledge of the occurrence thereof.

16. SPECIFICATIONS CONFIDENTIAL: Any document marked confidential or proprietary, received from Tile City ofPiqua, shall not be

released by the Company prior to the City's consent that the information to be released is disclosable and/or a public record. Tlie City shall

receive immediate notice of any other document disclosed by the Company.

17. EXAMINATION OF PREMISES: If work is to be performed hereunderon the premises of the City of Piqua, you represent that you have

examined the premises and any specifications or other documents furnished in connection with the items and that you have satisfied

yourself as to the condition of the premises and site and a

purchase order, except such representations as are specifically set forth here, and each party acknowledges that it has relied on these

representations in connection with its dealings with the other.

21. GOVERNING LAW: This purchase order, the performance under it, and all suits and special proceedings under it, shall be construed in

accordance with the laws of the State of Ohio. In any action, special proceeding or other proceeding that may be brought arising out of, in

connection with, or by reason of this agreement, the laws of the State of Ohio shall be applicable and shall govern to the exclusion of the

laws of any other forum, without regard to the jurisdiction in which the action or special proceeding may be instituted.

22. ADDITIONAL RIGHTS: Any rights or remedies granted to the City ofPiqua in any part of this purchase order shall not be exclusive of,

but shall be in addition to, any other rights or remedies granted in another part of this purchase order and any other rights or remedies that

the City ofPiqua may have at law or in equity in any such instance. Any litigation arising from disputes herein shall be instituted only in

Miami County, Ohio.

23. GOVERNING DOCUMENT: Should there be any conflict between the terms of the executed contract and this purchase order, the terms of

the contract govern.

24. INDEPENDENT CONTRACTOR: The contractor, his assigns, heirs, successors, employees and any and all subcontractors are independent

contractors and are not agents and/or employees of the City ofPiqua.

25. ASSIGNMENT: This purchase order is not assignable to any other entity or contractor. Assignment of the purchase order shall void the

purchase order.

City of Piqua, Ohio

Scope of Work

Maintenance for all city owned lots, parks and right of ways includes mowing, trimming and

landscaping so that all areas look well maintained and pristine. See the attached exhibits showing the

mowing and landscaping levels of service. The pricing sheets then break down properties by department

and levels of service desired.

During the progress of the work, install and maintain all traffic control devices as required for the

protection of the traveling public in accordance with the Ohio Manual of Uniform Traffic Control

Devices of Streets and Highways, current edition.

Work to include the following:

• Remove all trash, including cans, bottles and cigarette butts.

• All grass clippings are to be blown from all walk spaces and out of the street or bagged and

removed from site.

• The City will not tolerate underperfonnance for this project. If the selected contractor is not

performing according to this agreement, they will be notified immediately and also by a formal

letter, and if the contractor's performance is not changed, the City will terminate this agreement.

• The awarded contractor will not be permitted to subcontract this work to anyone that is not

named on the bid documents. The awarded contractor must have a sufficient labor force able to

perform all above stated in the work scope. The lowest bidder will be required to give references

of work that has been performed for another municipality or large commercial accounts within

the last two years.

• The contractor is expected to provide appropriate personal safety equipment for all workers on

the job while working on the City property at all times. This includes all mowers to have safety

discharge, and best practices, which include not operating mowing equipment over non-mowable

surfaces, such as asphalt.

• Please be mindful to park in areas that will not affect others.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	IFB 2530
Bid Title:	IFB 2530 Mowing landscaping bid package
Category:	Equipment / Services
Status:	Open

IFB 2530 Mowing landscaping bid package

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See also