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Posted on: June 26, 2020

Cemetery Mowing and Grounds Maintenance

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TOWN OF OLIVER SPRINGS INVITATION TO BID CEMETERY MOWING AND GROUNDS MAINTENANCE

The Town of Oliver Springs is soliciting bids from qualified contractors for lawn mowing and grounds maintenance of the Town of Oliver Springs cemetery per the Bid Specifications. This will be on an as needed basis.  Sealed Bids will be received at, Town Hall, 717 Main St. Oliver Springs, TN. 37840 until 2:00 pm on July 15th, 2020, at which time the bids will be opened and read aloud

Bids shall be submitted in a sealed envelope clearly marked:

BID: Cemetery Mowing, and include all forms provided in the bid documents completed without exceptions, modifications, or additions.

A copy of Contractor’s Liability and Worker’s Compensation Insurance Certificate shall also be required in the bid packet. For bid specifications please see our website at oliversprings-tn.gov or call (865) 435-7722.  All questions shall be directed to Thomas McCormick, City Manager in writing at Town Hall, 717 Main St. Oliver Springs, TN. 37840 no less than four (4) days prior to the bid opening.  The Town of Oliver Springs reserves the right to reject any and all bids.  The Town of Oliver Springs is an Equal Opportunity Employer.






BID FORM

Date Issued: June 25th, 2020

Opening Date:  July 15th, 2020 at 2:00 pm                                                     Bid No.:07152020

The Town of Oliver Springs will accept sealed bids for the Town Cemetery Mowing, this mowing will be on an as needed basis “it shall be scheduled as needed based on the Towns needs and available budgetary funds”.

Sealed and marked bids must be received before 2:00 pm, July 15th, 2020 and will be opened at City Hall located at 717 Main St. Oliver Springs, TN. 37840

Bid must include 1 original and 1 copy.

 

Return sealed bid to:

 

Regular Mail:

Attention: Thomas McCormick

Sealed Bid: Cemetery Mowing

Town of Oliver Springs

717 Main St.

Oliver Springs, TN. 37840

 

I/We agree to furnish at the prices shown and guarantee that each item offered will meet or exceed all specifications, terms and conditions, and requirements listed.  I herein affirm I have not been in any agreement or collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding or otherwise.  I have read and understand all terms and conditions of this bid.

 

_________________________________   ________________________________ Company Name       Authorized Signature

 

_________________________________   ________________________________ Mailing Address       Typed/Printed Authorized Name

 

_________________________________   ________________________________ City, State, Zip       Title

 

_________________________________   ________________________________ Telephone   

E-mail     






BID FORM

PRICE SHEET                                                                         Opening Date:  July 15th, 2020

Invitation to Bid No.:  07152020                                                         Opening Time:  2:00 PM

 

 

 

LINE NO.

DESCRIPTION

APPROX.QTY

UNIT

AMOUNT

PER MOW OF THE CEMETERY

1

Town Cemetery Mowing as described in the attached specifications

As needed

Mowing

$

Prices quoted above for all services shall be total delivered price. Your bid price, if accepted, will be the only cost incurred by the Town.  No additional cost/charges will be accepted by the Town.

 

  • Evidence of insurance is required for this Bid
  • Contract prices for services are for a period of one year and may be renewed for up to two additional years, provided the terms of the contract do not materially change.
  • This bid shall not be subcontracted to different business entities. 

 

 

 

 

NOTE:  FOR THIS BID TO BE CONSIDERED RESPONSIVE, ALL INFORMATION REQUESTED SHOULD BE SUPPLIED, AS APPROPRIATE OR THE ENTIRE BID MAY BE DISQUALIFIED.  BID RESPONSE MUST BE IN INK OR TYPED WITH THE ORIGINAL SIGNATURE INCLUDED.

 

 

 

_____________________________________          ____________________________________ Bidder Signature                                                          Company

 

 

 

STANDARD TERMS AND CONDITIONS

 

IN ORDER TO SUBMIT A RESPONSIVE BID, IT IS VERY IMPORTANT THAT ALL TERMS AND CONDITIONS, SPECIFICATIONS AND INSTRUCTIONS ARE READ THOROUGHLY.

 

Bid response envelopes shall be properly identified on the front with the invitation to bid number, opening date and time.  Each individual invitation to bid shall be submitted in a separate sealed envelope.  Multiple bid responses submitted in the same envelope/courier package (that are not in separate envelopes properly identified) shall be rejected.  The Town assumes no responsibility for late bid responses that occur due to the U.S. Postal Service or private courier service.  

 

Bid responses and signature page must be submitted on this form in ink or typewritten or the bid will be rejected.

 

For a “no-bid” response, return the signature page signed and marked “no bid”.  Non-response may result in removal from active bidders list.

 

The attached specifications are being provided to potential bidders as guidelines that describe the type and quality of services the Town of Oliver Springs is seeking to contract.  The bidder must indicate compliance or list exceptions to each specification item for consideration.  Failure to comply with this provision could be cause for rejection of the bid.

 

Bid responses must be received at City Hall not later than the date and time specified.

 

The Town will not accept e-mail or facsimile (fax) transmissions of bids.

 

Changes or modifications of this Invitation to Bid are allowed only by written authority of the City Manager.

 

Non Appropriation of Funds: Continuation of any agreement between the Town of Oliver Springs and a bidder beyond a fiscal year is contingent upon continued legislative appropriation of funds for the purpose of this bid and any resulting agreement.  Non availability of funds at any time shall cause any agreement to become void and unenforceable and no liquidated damages shall accrue to the Town as a result.  The Town will not incur liability beyond the payment of accrued agreement payment.

 

The Town of Oliver Springs reserves the right to modify all or any portion of this Invitation to Bid when the best interest of the Town is involved.

 

The Town of Oliver Springs is exempt from all Federal, sales and use taxes.

All bidders shall maintain such insurance as will protect bidder and the Town of Oliver Springs from claims under Workman’s Compensation Acts and from claims for damage and or personal injury, including death, which may arise from the operation and/or fulfillment of the resulting contract of this Invitation to Bid.  Insurance shall be written by companies authorized to do business in Tennessee.  Evidence of insurance shall be furnished to the Town of Oliver Springs City Manager with submitted bids when requested.

 

The Town of Oliver Springs reserves the right to terminate any contract resulting from this bid for any reason whereby it appears to be in the best interest of the Town.

 

The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold the Town of Oliver Springs harmless from any and all causes of action or claims of damages arising out of or related to bidder’s performance under this contract.

 

An electronic version of this document is available from the City’s website at http://oliversprings-tn.gov/

 

The hard copy of the invitation to bid on file in the Town of Oliver Springs administrative office shall serve as the master document. Any alterations, deletions, additions or other changes that materially change the intent of the bid could be considered grounds for rejection of the bid response.

 

Exclusion of the electronic files in a bid response is not a basis for rejection.

 

A BID RESPONSE MAY BE REJECTED IF:

  • Bids improperly submitted or identified
  • Bid not signed or not original signature
  • Requested information, or documentation not submitted with bid
  • Bid Bond Not Included
  • Failure to acknowledge receipt of addendum with bid
  • Material alteration of the master document
  • Invitation to bid number not on face of envelope
  • Received late
  • Bid response not on original form
  •  Bid not in ink or typed
  • Proper licensing not included

 

PLEASE CALL OR EMAIL THOMAS MCCORMICK, CITY MANAGER IF YOU HAVE ANY QUESTIONS ABOUT THE BID REQUIREMENTS (865) 435-7722.  

TOWN OF OLIVER SPRINGS CEMETERY

LAWN MAINTENANCE SPECIFICATIONS

 

Prices quoted for each visit shall be total delivered price. Your bid price, if accepted, will be the only cost incurred by the Town.  No additional cost/charges will be accepted by the Town.

 

SCOPE OF WORK

Furnish necessary tools, labor, equipment and materials to provide the following:

  • Mow all turf areas on property unless noted here, mulch clippings when possible or collecting and removing them when necessary.
  • Contract is to remain in effect for mowing over or under the stated quantity.
  • Trim around all obstacles, including fences, in turf areas.  All close trimming shall be with the utmost care so as to protect city property.
  • Edge the turf along all edges, including drives, walks, curbs and beds.
  • Blow all paved areas, sidewalks and gravesites stones free of trash and debris resulting from mowing operations.
  • Hand weed all shrub beds or mulched areas as necessary.
  • Prune all shrubs and small trees as necessary to maintain ornamental characteristics.  This includes shearing and/or hand pruning as determined by plant variety.
  • Any vehicles or equipment used on the job needs to be out of the field of view during burials. 

 

SITE VISITS:

Each contractor bidding must completely satisfy themselves as to the exact nature and existing conditions of working areas and requirements of the specifications for extent and quality of work to be performed.  Failure to do so will not relieve the successful contractor of their obligation to carry out the provisions of the contract.

 

CONTRACT PERIOD:

The contract period will be from the date of award for 12 months. The Town of Oliver Springs reserves the right to extend this contract for 2 additional 12 month periods if funds are available and required circumstances remain.  If the Town of Oliver Springs does opt to extend for an additional year(s), the Town of Oliver Springs will notify the contractor on or before July 1st of any succeeding year.

 

BIDDER QUALIFICATIONS:

All bidders must be primarily engaged in the lawn care business and must have been actively engaged in this field for a period of no less than 2 years.

 

No contract will be awarded except to responsible bidders properly licensed and capable of performing the class of work specified.

 

Before the award of contract, any bidder may be required to show that they have the necessary facilities, experience, ability, and financial resources to perform the work in a satisfactory manner and within the time stipulated.  Bidders may be required to furnish the Town with sworn statements as to their experience.

 

Each vendor must supply three (3) references with their proposal.  Failure to supply references may be cause for rejection of bid.  The Town of Oliver Springs reserves the right to check all references furnished and consider the response received in determining the award of this bid.

 

BILLING AND PAYMENT:

The contractor shall submit an invoice for the service provided during the preceding month to:

  • Cemetery Mowing
  • Town of Oliver Springs
  • 717 Main St
  • Oliver Springs, TN. 37840

Each invoice shall include the following information

  • Purchase Order Number
  • Date Service Performed
  • Invoice Total

 

Payment will be made only after performance of service, approval of the City Manager and upon receipt of proper invoice.

 

TERMINATION:

The Town of Oliver Springs may terminate this contract, in whole or in part, whenever the Town determines that such termination is in the best interest of the Town, without showing cause, upon giving written notice to the contractor.  The Town of Oliver Springs shall pay all reasonable costs incurred by the contractor up to the date of termination.  However, in no event shall the contractor be paid an amount that exceeds the price bid for the work performed.  The contractor will not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.

 

TERMINATION FOR DEFAULT:  

When the contractor has not performed or has unsatisfactorily performed the contract, the Town may terminate the contract for default.  Upon termination for default, payment may be withheld at the discretion of the Town of Oliver Springs.  Failure on the part of a contractor to fulfill contractual obligations shall be considered just cause for termination of the contract.  The contractor will be paid for work satisfactorily performed prior to termination, less any costs incurred by the Town in re-procuring and completing the work.

 

CANCELLATION:

This contract may be cancelled by either party upon by the City Manager with a written notice of his intent.

 

INDEMNITY:

If a contract is awarded, the successful bidder will be required to indemnify and hold the Town harmless from and against all liability and expenses, including attorney’s fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person, arising out of or attributable to the bidder’s performance of the contract awarded.

 

The bidder will replace, at bidder’s expense, all property or work damaged or destroyed by any cause whatsoever.

 

INSURANCE:

The successful bidder will be required to purchase and maintain during the life of the contract, Comprehensive General Liability Insurance with a limit of $1,000,000.00 and any other insurance normally required for the type of service to be provided.  Insurance is to name the Town of Oliver Springs as additional insured.

 

The bidder shall provide the Town with a Certificate of Insurance evidencing the coverage required above.  Such certificates shall provide the City be given at least 30 days prior written notice of any cancellation of, intent to not renew, or material change in such coverage.  Bidders must provide Certificates of Insurance before commencing work in connection with the contract.

 

The providing of any insurance required herein does not relieve the bidder of any of the responsibilities or obligations assumed by the bidder in the contract awarded or for which the bidder may be liable by law or otherwise.

 

Failure to provide and continue in force such insurance as required above shall be deemed a material breach of the contract and shall operate as an immediate termination thereof.

 

LICENSES:

Successful bidder must possess all of the applicable licenses as required by local, state and federal laws for this project.

 AVAILABILITY OF FUNDS:

The contractual obligation of the Town under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.

 

PREPARATION OF GROUNDS BEFORE MOWING:

Trash:  All papers, bottles, debris, etc. shall be collected and removed from the lawn areas at each location during the contract period.

 

The boundaries will include the area within the Cemetery.   

 

WORK SCHEDULE: Normal working hours shall be considered as Monday through Friday, 6:30 a.m. till 5:00 P.M.

 

Based on the weather and ground conditions, the contractor shall be required to perform service within 5 days after notification.  Services performed by the contractor without prior approval will not be paid.

 

Each visit must be completed within a three-day period.

 

Any vehicles or equipment used on the job needs to be out of the field of view during burials. 

Please quote a price per visit.  Prices quoted for each visit shall be total delivered price. Your bid price, if accepted, will be the only cost incurred by the Town.  No additional cost/charges will be accepted by the Town.

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Posted on: March 22, 2020

Town of Oliver Springs
717 Main St.
Oliver Springs, TN 37841
Ph: 865-435-7722
Fx: 865-435-4881