Parks & City Facility Mowing (Annual Contract)

PARKS MAINTENANCE SERVICES BID SPECIFICATIONS

The City of Greenville Parks and Recreation Department is accepting bids for annual mowing and maintenance for the following areas:

1. Austin Neighborhood Park
2. Police Station
3. Reecy Davis Recreation Center
4. Middleton Neighborhood Park
5. Arnold Neighborhood Park
6. Wright Park
7. Ja-Lu Community Park
8. Long Branch Trail
9. Warren Park
10. Civic Center
11. Animal Control
12. Oak Creek Community Park
13. Fire Administration

Please submit the following forms of the bid based on the chart below with numbers of services per month. Servicing with be defined as Mowing, Edging, Weed-Eating, Blowing, Trash Pickup

1. Individual property bids (Per property)
2. Inclusive property bid. (Both together)

All parks shall be completely serviced at least once every five (5) days and must be completed between Monday – Friday. Any mowing on Saturday or Sunday would need to be approved. Under no circumstances should any maintenance cycle begin prior to the previous cycle has been satisfactorily completed and inspected. The contractor will meet with the Director to establish a mowing schedule and must furnish a final mowing schedule within ten (10) days of award of contract. A Cycle is defined as all properties being satisfactorily completed within a 5 day period.

Trash Removal: Remove all litter from the park grounds and adjacent areas prior to mowing.

Remove fallen tree limbs and any debris generated by typical thunderstorms. Empty all public trash receptacles. Completely remove and legally dispose of all trash and debris generated from grounds maintenance activities, daily. No debris piles are to be left on site overnight. The contractor must ensure that his/her employees are collecting and disposing of debris in accordance with the contract and be able to provide documentation of debris legally disposed of.

Mowing: Mow and trim all turf areas. Height of grass shall be cut at no less than one- and one-half inch (1.5") and no more than three inches (3”) not removing more than one third (1/3) of the turf. Grass cuttings may be mulched back into turf provided the cut grass is unnoticeable. Any noticeable accumulation of grass or vegetative debris must be collected and removed from the park.

Trimming: Trim and/or edge around all structures or obstacles including trees, shrubs, buildings, mausoleums, vaults, monuments, markers, slabs, coping, fencing, poles, signs, benches, water spigots, sidewalks. Height of grass shall be cut at no less than one- and one-half inch (1.5") and no more than three inches (3”). All grass cuttings leaves, and debris must be swept or blown from structures.

Leaf Removal: Remove all fallen leaves, twigs, fruit, and other vegetative debris.

This includes the removal of such in or under shrubs or small trees or other vegetation. This also includes the removal of such in ditches, culverts, or storm drainage systems.

Leaves, twigs, fruit, and other vegetative debris can be mulched into turf areas provided no debris remains visible. Any noticeable accumulation of leaves, twigs, fruit, or vegetative debris must be collected and removed from the park. No dumping will be allowed on the park property. Fallen leaves, twigs, fruit, and other vegetative debris may be blown into piles for collection; however, no such debris may be blown into streets, wooded areas ditches, culverts, or storm drainage systems.

Wild Growth Removal: Remove wild growth and weeds from flower and shrub beds, parking lots and along fence lines. Maintain turf along wooded areas by cutting back small trees and wild growth which encroach into established turf areas and/or existing park lots. Weeds and wild growth in ditches, culverts, or storm drainage systems must also be removed to allow for drainage. Weeds and wild growth may be treated with appropriate growth regulators to prevent re-sprouting. All chemicals must be approved by the Department of Parks and Recreation prior to its applications.

Tree and Shrub Maintenance: Remove weeds, and wild growth from flower and shrub beds, parking lots and along fence lines. Removal of limbs from all trees over 18" diameter to provide ten feet (10') of clearance. Remove fallen tree limbs and any debris generated by typical thunderstorms. Take precautions not to damage any planted or established trees or shrubs.

Growth Regulator Applications: The contractor may apply growth regulators to reduce maintenance. Non- selective herbicides may be applied as needed to reduce need for trimming and edging around obstacles and structures. The spray pattern shall not exceed four (4) inches from the obstacle or structure. Growth regulators may be applied to turf areas. All chemicals must be approved by the Department of Parks and Recreation prior to its applications. The contractor must maintain accurate records of all chemical applications and submit to the Director of Parks and Recreation upon request.

Mulching: The contractor may mulch around trees and shrubs to reduce trimming.

Mulch shall extend no more than three (3) feet from the edge of the trunk and must not be in contact with the trunk. All mulched areas must be kept free of weeds and wild growth. Mulch must be kept from washing into ditches, culverts, or storm drainage systems. Mulching material must be approved by the Department of Parks and Recreation prior to its installation.

Protection of Structures, Trees and Shrubs: All reasonable precautions should be taken to protect the public infrastructure, privately- or publicly owned monuments, markers, and other structures, trees, shrubs, and other vegetation, landscape, and other features, and such from grounds maintenance employees, equipment, or operations. Through quality control, the contractor must be able to determine if damage has occurred and must notify the Parks & Recreation Department immediately. Vendor will be responsible for damages caused by the Vendor’s employees. If quality controls fail, and damage caused by grounds maintenance employees, equipment or operations is identified, the contractor must demonstrate how quality control will be improved.

Reporting and/or Responding: Report any damage, complaints received, vandalism or suspicious activities immediately to the Department of Parks and Recreation at (903) 457-2994. The contractor is expected to respond to all notices and complaints from the City. The contractor shall repair or replace at his own expense any damage caused by grounds maintenance employees, equipment or operations including, but not limited to tire ruts in turf, broken water lines, or damaged park structures, trees, and shrubs.

Quality Control and Supervision: The contractor must provide adequate training, supervision and quality control over the services provided under this contract. The contractor or his/her representative must inspect all areas to ensure that all contract specifications have been satisfactorily met for each cycle completed. The contractor or his/her representative must sign and date each invoice to certify that each cycle has been completed and inspected. Invoices should not be submitted for payment until the contractor is satisfied that the standards and specifications of the contract have been met. When the contractor or his/her representative has inspected all areas and ensured that all contract specifications have been satisfactorily met for each cycle, he or she should submit the signed and dated original invoice to the Department of Parks and Recreation within 24 hours.

Performance: Performance will be considered unsatisfactory when, upon inspection, it can be demonstrated that certain areas have not been properly maintained. Invoices for unsatisfactory work will be returned to the contractor unpaid. The work must be satisfactory prior to the start of the next cycle and prior to payment on the invoice.

Under no circumstance should another cycle begin the previous cycle has been satisfactorily completed. Repeated unsatisfactory performance will be grounds for termination of the contract.

Communication: The contractor must have a cellular telephone, or other type of approved communication device whereby he/she can be reached 24 hours a day, when problems develop. If the contractor is not present during grounds maintenance operations, he/she must designate a representative in charge and must also notify the Department of Parks and Recreation. The contractor or his/her representative must communicate with his/her employees to ensure that work is compliance with contract.

The contractor must notify the Director of Parks and Recreation immediately if he/she experiences any difficulty in performing park grounds maintenance as specified for any reason.

1. Under no circumstances should any maintenance cycle begin before the previous cycle has been satisfactorily completed and inspected. Services should be completed Monday – Friday. Any weekend services would need written approval from the Parks and Recreation Department.
2. Fence lines, fence structures surrounding the park must be kept clear of growth and debris.
3. The contractor and his/her employees must be neat in appearance. Employees must wear uniforms with contractor’s logo clear and visible. Uniforms shall include shirts, long pants, and safety shoes. Uniforms shall be subject to the approval of the Director of Parks and Recreation. No clothing with offensive print or designs will be allowed.
4. Work operations shall not be performed in any area where a rental is taking place.
5. Workers may move to another area not in conflict with rental services.
6. Loud conversation and/or offensive language are/is not permitted on park property. The playing of radios, record or tape players is not permitted on park grounds. Firearms, alcohol, or illegal drugs are not allowed in the park.
7. The Parks and Recreation Department reserves the right to restrict work activities in any section or sections of the park for any time and for any reason.

Contract Award: The City reserves the right to award each park location to different contractors if deemed in the best interest of the City.

All chemical applications must be applied by a licensed Texas Department of Agriculture certified applicator and must be approved in writing by the Director of Parks and Recreation prior to use.

Contractor will be required to furnish certificate of:

General liability insurance in the minimum amount of $100,000 covering bodily injury and property damage combined single limits with the City named as an additional insured. Worker’s compensation insurance in the amounts required by law with a waiver of subrogation in favor of the City (self-employed operators with no employees are exempt from worker’s compensation requirements.) Insurance shall be provided by a company(s) authorized to do business in Texas. City prefers companies rated A-VI or better by AM. Best and Company or rated A or better by Standard and Poor City shall be provided written notice of cancellation or material changes to the policies ten (10) days prior to such event.

Contractor must provide five references at the time bids are turned in.

Name:

Address:

Telephone Number: