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The City of Urbandale, Iowa, is seeking a three (3) year bid from qualified Contractors to provide general turf mowing and trimming services. The City has divided the mowing into three (3) mowing zones. This approach reduces the size of the mowing account into a more manageable territory/zone for the Contractor. Each zone consists of Grounds mowing (designated public park lands, designated public building grounds, and potential initial rough field mowing) and Roadside mowing (designated medians and roadside public rights-of-way, not rural ditches). A Contractor may bid on more than one (1) zone to mow; there is no preference for bidding on all three (3) zones; as the bid for each zone will be individually evaluated with preference given for the lowest qualified bid for each zone. Zones next to each other may have different prices per acre based on the Contractor’s bid, and the number of acres mowed will also be different based on the mowing frequency estimated for each zone. School properties are not included in any of the zones.
The three (3) mowing zones are listed below, and greater detail about each zone is provided in the RFP:
Zone 1 = East of 86th Street, 100.26 Acres consisting of Ground (87.24A) and Roadside (13.02A) mowing, located between the north and south corporate boundaries. This zone includes the Urbandale Historical Society at 1.28A, however, participation of the Urbandale Historical Society is at its discretion to participate with the City’s Contractor or to accept a separate bid resulting from this RFP or any separate bid to secure services.
Zone 2 = East of I35/80 to 86th Street, 112.81 Acres consisting of Ground (78.05A) and Roadside (34.76A) mowing, located between the north and south corporate boundaries.
Zone 3 = West of I35/80, 120.05 Acres consisting of Ground (88.19A) and Roadside (31.86A) mowing, located between the north and south corporate boundaries.
The mowing seasons and annual renewal periods in general are:
Year 1, (April 1, 2018 to October 31, 2018), automatically renewed for year 2, unless terminated by the City within sixty (60) days after end of mowing season;
Year 2, (April 1, 2019 to October 31, 2019), automatically renewed for year 3, unless terminated by the City within sixty (60) days after the end of mowing season;
Year 3, (April 1, 2020 to October 31, 2020), end of last renewal period.
The Contractor is expected to provide all supervision, labor, equipment, materials, supplies, insurance, and other components necessary to satisfactorily perform the general turf mowing and trimming services, without the use of a sub-contractor(s) for the entire three (3) year of mowing seasons.
Minimum Qualifications to Bid:
Please see the RFP for the “Minimum Qualifications to Bid”, which a prospective Contractor would need to meet in order to bid on this project.
Question and Answer (Q&A) Period Ends,
Friday, January 12, 2018, at 9:00 a.m. local time. You may submit questions in writing (by fax to 278-8356, attention “Kevin James- RFP”, by e-mail to email@example.com or by regular mail) until the above date and time. It is anticipated that the questions and answers will be posted continuously (daily, if possible) to the web site as a separate document at www.urbandale.org. The questions and answers will remain posted until the proposals are due.
Sealed Bids (3 copies) Due, Friday, January 19, 2018, at 9:00 a.m. local time/per the City’s clock, at the City Administrative Offices, 3600 86th Street, Urbandale, IA. If hand delivering or delivering by courier, deliver to the preceding address to the main reception counter by the Council Chambers. Bidders must submit three (3) copies in a sealed envelope clearly marked as a bid for this RFP and on the forms furnished by the City. Bids will be opened immediately thereafter, and bidders may attend the bid opening in the Council Chambers. After the bid opening, City staff will further review the bids and calculations, conduct interviews with several bidders, inspect equipment, check references, review insurance, and prepare a formal recommendation for the City Manager prior to consideration by the City Council. Bids submitted by e-mail or fax will not be accepted.
The anticipated start of the mowing season is on or about April 2, 2018, depending on the weather. The City anticipates that the contract will be considered at the City Council meeting of February 13, 2018, pending City staff review. Due to circumstances, it could be awarded as late as February 27, 2018. At the time of contract award, the cost per acre, and/or total bid price of all bidders will be presented in written form available to the public.
For more information and a complete bid packet, please visit http://www.urbandale.org/bids.aspx.