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REQUEST FOR PROPOSALS
PROPERTY MAINTENANCE CODE ENFORCEMENT MOWING
VILLAGE OF MONTGOMERY
The Village of Montgomery (“Village”) is requesting proposals for the provision of mowing services for property maintenance and code enforcement purposes. Mowing requests will be on a per-site authorization basis.
Proposals will be accepted only from qualified contractors with experience and competency in mowing and grounds maintenance.
Nature of Services and Description of Work
Contractor shall provide residential and commercial mowing services for the Village’s property maintenance and code enforcement matters. Village staff will identify parcels that are in non-conformance with Village property maintenance ordinances and whose owners are non-responsive to the Village’s requests for mowing. Upon receipt of authorization from the Village, the Contractor will be responsible for mowing private property that remains in a state of non-conformance to the Village’s grass and weed height ordinance. The Contractor shall mow residential properties within three (3) business days, weather permitting, of notification from the Village to proceed. Due to their varying size, if a commercial lot is found to be in violation, the Village shall notify Contractor and request that a quote be provided within three (3) business days. Upon the Village’s approval of the furnished quote, the lot in violation shall be mowed within five (5) business days.
Properties shall be designated by two categories, Finish Grade and Rough Grade, at the discretion of the Village:
“Finish Grade” properties are properties which are generally level, free of construction debris and other large, non-decorative or unplanned obstructions, and would normally be capable of being maintained using typical turf maintenance equipment that would be used to maintain occupied residential properties. However, additional numbers and types of equipment may be required to mow these properties. Clippings and other trimmings resulting from Finish Grade property mowing shall be collected and properly disposed of off-site by the contractor.
“Rough Grade” properties generally have uneven surfaces, including ruts and mounds, may have grass and/or weeds of varying species, height and quality, may contain construction and other debris, and will generally be too uneven for the use of typical turf maintenance lawn mowers. Tractors, sickle bars, weed whips, and other equipment designed to clear weeds and tall grasses may be needed to complete this mowing. A trash/garbage sweep must be done before or after the lot is mowed. All obstacles must be trimmed around.
So that the Village may properly lien the lots indicated by Code Enforcement, the contractor shall submit a separate invoice for Code Enforcement mowing every two-week period in which code enforcement mowing occurs. Included with each invoice shall be a work log identifying the location, type of mowing, and the dates mowing occurred on each individual property covered under the invoice.
The Contractor shall furnish all labor, materials, tools, and equipment required to perform said maintenance.
Qualifications and Proposals:
All proposals shall contain, at a minimum, provisions for both residential and commercial properties in accordance with the following specifications:
(a) Residential Lots
Residential lots are to be based on an average of 10,000 square feet. The quote should include three-unit prices based on the criteria listed below:
Residential Code Enforcement mowing per average lot size
8”-12” Finish Grade 8”-12” Rough Grade
12”-18” Finish Grade 12”-18” Rough Grade
18”- up Finish Grade 18”-Up Rough Grade
(b) Commercial Lots
The quote shall also include pricing for Commercial Code Enforcement mowing per acre based on the criteria listed below:
Additionally, the Contractor must provide the following:
(a) certificate of liability insurance and vehicle/mowing equipment insurance. Upon selection, contractor shall name the Village as an additional insured and ensure that the policy meets the minimum liability limits of $1,00,000,000. Said certificate of insurance must be submitted to the Village prior to the commencement of work. Contractor’s failure to submit insurance meeting these requirements, or its cancellation of such insurance without prompt replacement, will be cause for immediate termination of its services.
The Village reserves the right to reject all proposals and to reject any proposals which are in any way incomplete or irregular. In considering proposals, the Village may consider factors which as quality and thoroughness of the proposal as well as past performance of the contractor. The Village reserves the right to award the contract to a contractor who is not the lowest in cost, if upon balance, the Village finds that additional factors demonstrate superior capabilities and experience and doing so would be in the best interest of the Village. However, cost is a significant factor in the Village’s evaluation of proposals.
Submission of Proposals
Two (2) copies of a written response to this RFP shall be submitted to the Village of Montgomery on or before April 27, 2018. Proposals submitted after the above-deadline shall not be considered. Faxes and e-mails will not be accepted. Proposals may be mailed or hand delivered in an envelope clearly marked with the following information:
RFP: Property Maintenance/Code Enforcement Mowing
Attn: Matt Fitzpatrick
Village of Montgomery
200 N. River Street
Montgomery, IL 60538
All inquiries regarding this RFP shall be directed to:
630-896-8080 ext. 9025