LEGAL NOTICE
REQUEST FOR BIDS
LAWN AND LANDSCAPE CONTRACTORS
The City of Crestview Hills, Kentucky is soliciting bid proposals from qualified lawn
care and landscape maintenance contractors to provide contract lawn care and landscape
maintenance in specified locations within the City of Crestview Hills. Specifications
relating to this request for bids may be obtained from the City of Crestview Hills City
Building, 50 Town Center Boulevard, Crestview Hills, Kentucky after 1:00 p.m. local
time on Friday, February 13th, 2015. Sealed bid proposals in response to this request for
bids must be submitted to the City Administrator, 50 Town Center Boulevard, Crestview
Hills, Kentucky 41017, no later than 11:00 a.m. local time on Friday, February 27th,
2015, at which time they will be opened and read aloud. The City of Crestview Hills
reserves the right to reject any and all proposals.
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Section 1.1 Description of Work
The City of Crestview Hills, located in Kenton County, Kentucky, is accepting sealed bid
proposals to perform contract grass cutting, lawn fertilization, landscape bed
maintenance, and irrigation system maintenance as specified herein.
The successful bidder shall provide all labor, equipment, and materials necessary to
accomplish the work specified in this document. All bid proposals submitted in response
to this request for bids shall fully respond to all instructions and provisions of the bid
specifications.
Section 1.2 Examination of the Work Site
The bidder is expected to carefully examine the sites of the proposed work and fully
acquaint himself/herself with the conditions as they exist so that he/she may fully
understand the facilities, difficulties, and restrictions attending to the execution of the
work. The submission of a bid shall be considered evidence that the bidder has made
such examination and is satisfied as to the conditions to be encountered in performing the
work, and understands the requirements, specifications, and provisions of the work.
Section 1.3 Term of the Contract
The initial term of this agreement shall be for one (1) year. This agreement also provides
two options for extensions of one (1) year each. Each optional extension period shall be
exercised at the exclusive pleasure of the City of Crestview Hills.
Section 1.4 Payment for Services
The successful bidder shall send a detailed monthly invoice to the City of Crestview Hills
for the portion of the contract completed each month. Any services outside of the scope
of work herein shall be clearly separated and identifiable when presented for payment.
The City of Crestview Hills will make payment to the successful bidder based on the
itemized monthly invoice within thirty (30) days after receipt.
1.5 Business License Fees
The successful bidder shall obtain an Occupational License ($50) to do business in the
City of Crestview Hills before a contract can be executed.
1.6 Insurance Requirements and Indemnification
The successful bidder shall at all times during the duration of the contract maintain
Worker’s Compensation Insurance, General Liability Insurance, Bodily Injury Liability
Insurance, Automobile Liability Insurance, Property Damage Liability Insurance and
Excess Umbrella Coverage. All insurance shall be provide by insurance providers
acceptable to the City having a Best Rating of not less than “A” (or equivalent rating) and
in amounts acceptable to the City as outlined below. The City of Crestview Hills shall be
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notified not less than thirty (30) days in advance of cancellation or alteration of such
coverage by the insurance provider. The minimum limits of coverage shall be as follows:
Type of Coverage
Limits of Coverage
Worker’s Compensation
General Liability
Statutory Requirements
$1,000,000 per occurrence
$2,000,000 aggregate
$1,000,000 per occurrence
$2,000,000 aggregate
$1,000,000 per occurrence
$1,000,000 per occurrence
$1,000,000
Bodily Injury Liability
Automobile Liability Insurance
Property Damage Liability Insurance
Excess Umbrella Coverage
In lieu of providing excess umbrella coverage, the successful bidder may choose to
provide comparably adjusted occurrence and aggregate limits.
The successful bidder shall agree to indemnify, defend, and hold harmless the City of
Crestview Hills, its agents, elected officials, representatives, and employees from and
against all claims, demands, damages, losses, liability, and expenses, consequential
damages of any kind or nature, including attorney’s fees arising from the execution of the
successful bidders work performance, or failure to perform under the terms of the
contract; except for those claims which arise from the sole negligence or willful
misconduct of the City of Crestview Hills.
Section 1.7 Proposal Inquires
Inquiries regarding the language, intent, or scope of services requested through this bid
proposal should be made in writing, either faxed, emailed, mailed, or hand delivered to:
Tim Williams
City Administrator
City of Crestview Hills
50 Town Center Boulevard
Crestview Hills, KY 41017
Phone Number (859) 341-7373
Fax Number (859) 341-6993
Email: [email protected]
The person or firm making the request shall be responsible for its prompt delivery to the
City contact person designated above. Inquiries should make reference to specific pages,
sections and/or paragraphs of the bid specification. Any interpretation of the bid
specification that requires a change to this document will be made by addenda duly
issued and mailed, emailed, faxed, or delivered to each person, firm, or organization on
record as having received a copy. The City of Crestview Hills will not be responsible for
explanations or interpretations of the bid specification except as those issued in
accordance herewith. Questions received by the City of Crestview Hills less than three
(3) days prior to the bid due date which would require the issuance of an addendum for
resolution cannot be answered.
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Section 1.8 Traffic Control
The successful bidder shall be responsible for providing traffic control in accordance with
current state and federal regulations. Contractor’s employees shall have proper signage
and safety vests at all times while working in the right of way. Failure to wear such vests
or install proper traffic warning signs will result in vacation of the contract with the City
of Crestview Hills if not corrected after notification by City staff.
Section 1.9 References
Bid proposals shall include four (4) references from contracts of similar dollar size or
larger that the bidder has serviced over the past 3 years. Reference information shall
include the name of the organization, contact person, address, and contact person phone
number.
Section 2.0 Mowing Services
Medians
Lawn mowing services shall be performed on the Dixie Highway median island
approximately in front of (1) Carrabba’s Italian Grill (2899 Dixie Highway), the (2) Dixie
Highway median in front of Panera Bread (2911 Dixie Highway), the (3) Dixie Highway
median island near Lookout Farm Drive, the (4) Turkeyfoot Road median in front of
Thomas More College, and the (5) Turkeyfoot Road median island located approximately
in front of T.G.I. Friday’s Restaurant (2804 Turkeyfoot Road). Grass shall be cut to a
height of three inches (3”). Grass cutting services shall be performed one (1) time per
week beginning the first week of April through the end of October and one final cut in
November. All mowing services shall also include string trimming and blowing
(removal) of grass clippings from landscape beds and pavement areas around landscape
beds. All median grass shall be cut by a standard ‘push’ mower no wider than 22” in
width.
Right of Ways
A. Dixie Highway: Grass cutting services shall be performed along the west side of
Dixie Highway on the hillside beginning at Rosemont Avenue and extending to
the north side of Winding Way between the existing fence line and the public
sidewalk along Dixie Highway. Grass cutting shall also occur behind the existing
public sidewalk north of Winding Way extending in a northerly direction to the I275 westbound entrance ramp. Grass cutting shall extend approximately ten feet
(10’) behind the sidewalk or off the edge of roadway except near the I-275
westbound entrance ramp where grass cutting shall extend approximately thirty
feet (30’) off the edge of the roadway along the western side of Dixie Highway
northerly to the I-275 westbound on-ramp. Grass shall also be cut along the
eastside of Dixie highway from the guardrail to the curb from the main entrance
to the Crestview Hills Town Center to the southern entrance. This shall include
weeding along the guardrail.
B. Turkeyfoot Road: Grass cutting along Turkey foot road from entrance to US
Bank Branch to the I-275 overpass bridge and to the west-bound off-ramp. The
cutting shall also extend on the west side of the Turkeyfoot Road right of way
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from the westbound on-ramp to the eastbound off-ramp. This area shall be cut
approximately 10’ back from the edge of the curb, or to the guardrail, whichever
is the shorter distance and include periodic trimming along the guardrail.
C. Grass shall be cut to a height of three inches (3”). Grass cutting services outlined
in this paragraph shall be performed one (1) time every ten (10) days beginning
the first week in April through the middle of October and one final cut in
November. All mowing services shall also include string trimming along
landscape beds, edge of sidewalk, or edge or roadway as necessary and blowing
(removal) of grass clippings from landscape beds and pavement areas.
Other Areas
Lawn mowing and maintenance of an approximately 75 x 50 area at the corner of
Orphanage and Horsebranch Ranch, and the mowing and maintenance of grass at the
Crestview Hills City Building, 40-50 Town Center Boulevard. Proposer price is to
including once per week mowing, trimming, and blowing of grounds. It is also to include
lawn fertilization as noted below in Section 2.1.
Exclusions to Mowing
From time to time weather conditions will dictate the need for less grass cutting (during
the hot dry months) or more grass cutting (during the wet spring/fall seasons). When a
regular grass cutting is not necessary due to hot/dry weather, the successful bidder shall
not perform the work (upon agreement with the City) nor charge the City for this work on
their monthly invoice (based on the pro-rated hourly rates constituting the mowing bid).
When an extra cutting may be necessary, the successful bidder shall perform the work
(when authorized by the City of Crestview Hills) and shall invoice the City the normal
and customary per unit charge for the service on the monthly invoice.
Mower Blades
The contractor is expected to maintain sharp blades at all times when performing mowing
services. City staff will alert contractor in writing when there is a failure to cut grass with
sharp blades. After the second written warning, contractor will forfeit thirty percent
(30%) of the mowing fee for that week. If contractor does not correct after three written
warnings, the City may terminate agreement with contactor.
Section 2.1 Lawn Fertilization
Lawn fertilization services shall be provided in the locations outlined in Section 2.0
(Medians, Right of Way and Other Areas) above, excluding the Turkeyfoot Road and
Dixie Highway right of way. The successful bidder shall maintain the applicable
licensing from the State of Kentucky in order to perform this work. A current copy of the
applicable license shall be included with the bid proposal. Lawn fertilization shall
include the following four (4) treatments applied at appropriate times during the growing
season:
•
•
•
Round 1: Pre-emergent for crabgrass prevention with balanced fertilizer.
Round 2: Broadleaf weed control with balanced fertilizer.
Round 3: Broadleaf weed control with balanced fertilizer.
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Round 4: Heavy rate application of nitrogen for early spring green up.
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Section 2.2 Spring Bed Maintenance
Spring bed enhancement shall occur in the locations outlined in “Medians” of Section 1.9
above, as well as, the landscape beds located at the Crestview Hills City Building (50
Town Center Boulevard), two landscape beds at Turkeyfoot Road and College Park
drive, and the three (3) landscape beds located along Dixie Highway at Winding Way.
This work shall occur between late March and the end of May of each year. This work
shall consist of cutting a new edge in all beds, pruning plants as needed, weeding as
needed, clean up, application of pre-emergent weed control, and the application of two
and one half inch (2 1/2”) depth black platinum quality mulch.
Section 2.3 Annual Bed Maintenance
This work shall include the installation of fifteen (15) assorted 8 inch potted mums in the
median island near T.G.I. Friday’s Restaurant (on the north end of the island), the
installation of twenty-four (24) assorted 8 inch potted mums in the median island near
Carrabba’s Italian Grill (12 on each end of the island) by September 15th each year and
the installation of ten (10) mums on the Dixie Highway median in front of Panera Bread.
In addition, annual bed maintenance services shall be performed in all landscape areas
specified in Section 2.0 above following the Spring Bed Enhancements at approximately
regular intervals throughout the growing season. Annual bed maintenance work shall
include:
•
•
•
•
•
•
•
•
•
1st Visit: Cutting back of roses, liriope and ornamental grasses along with
removal of all debris.
2nd Visit: Selective pruning as needed, weeding, general bed clean up and
removal of all debris.
3rd Visit: Pruning of evergreens, weeding as needed and removal of all debris.
4th Visit: Selective pruning, weeding as needed, general bed clean up, and
removal of all debris.
5th Visit: Selective pruning, weeding as needed, general bed clean up, and
removal of all debris.
6th Visit: Selective pruning, weeding as needed, general bed clean up, and
removal of all debris.
7th Visit: Selective pruning, weeding as needed, general bed clean up, and
removal of all debris.
8th Visit: Selective pruning, weeding as needed, general bed clean up, and
removal of all debris.
9th Visit: Fall clean up services are provided during this visit which includes
pruning as needed, cutting perennials as required, removing annuals, performing
general clean up of beds (including leaves), and removal of all debris.
Also included in bed maintenance is a semi-annual tree and shrub insect control and
fertilization treatment, performed during the spring and fall seasons.
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Section 2.4 Irrigation System Maintenance
The maintenance of the City’s landscape irrigation system shall be included with this
contract as outlined in this section. Irrigation systems exist in the locations outlined in
“Medians” Section 2.0 above, as well as, in the front lawn and front landscape beds
located at the Crestview Hills City Building (50 Town Center Boulevard), in the two (2)
landscape beds located along Turkeyfoot Road near College Park Drive, and in the three
(3) landscape beds located along Dixie Highway at Winding Way. Maintenance to the
City owned irrigation system shall consist of the following:
•
•
Spring Opening: This work consists of all work necessary to start up the
irrigation systems that includes checking all zones, setting each zone for the
desired watering schedule, and validating the water patterns. One (1) to two (2)
hours of service work is typically required to complete this work. Parts to make
repairs or the related labor may be billed as an additional change in accordance
with the provisions of this bid specification.
Winter Closing: This work consists of shutting off the main feeding the
irrigation systems, back drain the main line, if applicable, and blowing out all
irrigation lines.
2.5 Additional Work
From time to time, the successful bidder may be asked to perform additional work related
to the contract. Bidders shall provide an hourly labor rate on the appropriate line of the
bid form for such work. All work must be segregated in any invoices to the City.
Over-seeding
Contractor may be requested to provide over-seeding of certain areas in the spring or
early fall. Seed shall be a tall fescue blend, with a minimum application rate of 2 lbs. per
1,000 square feet. Contractor is requested to provide a price per square foot for the
duration of the contract.
Aeration
Contractor may be requested to provide aeration of certain areas and should provide a
cost per square feet of aerated soil for the duration of the contractor. Aeration will be
performed with a machine capable of pulling four (4”) plugs and include a minimum of
two overlapping passes.
3.0 Submission of Bid
One (1) original bid proposal signed by an authorized representative and two (2) copies
must be submitted in a sealed envelope plainly marked “Bid for Lawn and Landscape
Maintenance Work” to the City Administrator, City of Crestview Hills, 50 Town Center
Boulevard, Crestview Hills, KY 41017. Sealed bid proposals are due by and will be
publicly opened at 11:00 a.m. local time on Friday, February 27th, 2015 at the Crestview
Hills City Building located at the above address at which time they will be opened and
read aloud.
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Interested businesses are to submit the proposed costs for the lawn and landscape services
from the attached bid form, as well as the following background information:
A.
B.
C.
D.
E.
Firm name and full contact information.
Years in Business, and principal owners.
Name and contact information for firm employee directly in-charge of work.
Firm background and experience.
Four references with contact information.
Submittals received after the bid date and time will not be considered. Faxed or e-mailed
proposals will not be accepted. The City reserves the right to reject any and all bid
proposals.
3.1 Evaluation of Bids
The City of Crestview Hills will evaluate and intends to select the lowest and best overall
bid proposal that most closely meets the specifications and needs of the City. In
evaluating proposals, the City will consider cost, experience, qualifications, references,
ability to perform, previous work history, and any other factor deemed appropriate.
3.2 Resident Bidder Preference
The City of Crestview Hills follows State Bidder Preference requirements incorporated in
KRS 45A.494 for evaluation of bidders. This preference is for businesses located or
paying taxes in Kentucky, but only if the State which they operate also gives in state
bidder preference. Please see Attachment 2, Affidavit for Bidders Claiming Resident
Bidder Status.
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LAWN AND LANDSCAPE MAINTENANCE BID PROPOSAL FORM
I, the undersigned, propose to provide the services as set forth in the Bid Specifications entitled:
CITY OF CRESTVIEW HILLS BID FOR LAWN AND LANDSCAPE
MAINTENANCE
I further declare that I have carefully read and understand the specifications and that I understand
the exact scope of bid. I further acknowledge receipt of the following addenda, if any, and have
included said provisions in this proposal:
Addendum No. _____________________ Dated ______________________
Addendum No. _____________________ Dated ______________________
Addendum No. _____________________ Dated ______________________
In submitting this bid I agree to hold this proposal open for forty-five (45) days after bid date, and
agree to enter into an agreement with the City of Crestview Hills for lawn and landscape
maintenance services if the proposal submitted is accepted by the City of Crestview Hills. The
organization outlined below hereby proposes to provide lawn and landscape maintenance services
for the costs outlined below:
NAME OF BIDDER: _________________________________________________________
INITIAL ONE YEAR TERM: March 2015 through February 2016
Service
Mowing services for the initial one year
term of the contract
Lawn Fertilization services for the initial
one year term of the contract
Spring Bed Maintenance services for the
initial one year term of the contract
Annual Bed Maintenance services for the
initial one year term of the contract
Irrigation System Maintenance services for
the initial one year term of the contract
Proposed Annual Cost
Total Annual Cost for all services during
initial one year term of the contract
Cost per Sq. Ft.
Over-seeding
Aeration
Additional Services
Mowing
Pruning
Mulching
Planting (shrubs, flowers, trees)
Sodding
Hourly Rate
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FIRST OPTIONAL EXTENSION YEAR TERM: March 2016 through March 2017
Service
Mowing services for the first renewal
year of the contract
Lawn Fertilization services for the first
renewal year of the contract
Spring Bed Maintenance services for the
first renewal year of the contract
Annual Bed Maintenance services for the
first renewal year of the contract
Irrigation System Maintenance services for
the first renewal year of the contract
Proposed Annual Cost
Total Annual Cost for all services during
first renewal year of the contract
Cost per Sq. Ft.
Over-seeding
Aeration
Additional Services
Mowing
Pruning
Mulching
Planting (shrubs, flowers, trees)
Sodding
Hourly Rate
--------------------------------------------------------------------------------------------------------------------SECOND OPTIONAL EXTENSION YEAR TERM: March 2017 through March 2018
Service
Mowing services for the second renewal
year of the contract
Lawn Fertilization services for the second
renewal year of the contract
Spring Bed Maintenance services for the
second renewal year of the contract
Annual Bed Maintenance services for the
second renewal year of the contract
Irrigation System Maintenance services for
the second renewal year of the contract
Proposed Annual Cost
Total Annual Cost for all services during
second renewal year of the contract
Cost per Sq. Ft.
Over-seeding
Aeration
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LAWN AND LANDSCAPE MAINTENANCE BID PROPOSAL FORM (CONT)
Additional Services
Mowing
Pruning
Mulching
Planting (shrubs, flowers, trees)
Sodding
Hourly Rate
--------------------------------------------------------------------------------------------------------------------BIDDER INFORMATION:
Organization: ______________________________________________________________
Authorized Contact: ________________________________________________________
Title: ____________________________________________________________________
Address: _________________________________________________________________
State:_____ Zip: _____ Authorized Contact Email:________________________________
Telephone No.: ________________________ Fax No.: ___________________________
Date: _________________ Signature: __________________________________________
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ADDENDUM 1
REQUIRED AFFIDAVIT FOR BIDDERS CLAIMING RESIDENT BIDDER
STATUS
For Bids and Contracts in General:
The Bidder or Offeror hereby swears and affirms under penalty of perjury that, in accordance
with KRS 45A.494(2), the entity bidding is an individual, partnership, association, corporation, or
other business entity that, on the date the contract is first advertised or announced as available for
bidding:
1. Is authorized to transact business in the Commonwealth of Kentucky;
2. Has for one year prior to and through the date of advertisement –
a. Filed Kentucky Corporate Income Taxes;
b. Made payment to the Kentucky Unemployment insurance fund established in
KRS 341.49; and
c. Maintained a Kentucky workers compensation policy in effect.
The City of Crestview Hills reserves the right to require documentation supporting a bidder’s
claim of resident bidder status. Failure to provide such documentation upon request shall result in
disqualification of bidder or contract termination.
___________________________
Signature
___________________________
Printed Name
___________________________
Title
___________________________
Date
Company Name
_____________________________________________
Address
_____________________________________________
_____________________________________________
Phone Number/Fax
_____________________________________________
Subscribed and sworn before me by
__________________________
Affiant
__________________________
Title
____________________________________________________
Notary Public
{Seal of Notary}
My Commission Expires: _________________
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