This is a service / maintenance or supply contract in Batavia, Illinois. Contact the soliciting agency for additional information.

Introduction: The City of Batavia is seeking a single contractor for code compliance lawn mowing services, and hereby requests a written proposal for contractors to perform nuisance lawn mowing abatements at residential and commercial properties. The abatement includes the mowing of grass and weeds over 8 inches i n height. Abatement requests will be on a per site authorization basis from the Code Compliance Division. 2. Requested Services: The City of Batavia Code Compliance Division receives and responds to complaints regarding long grasses, weeds or vegetation which exceed 8 inches in height on average. The City desires for a contractor to supply mowing services for properties which fail to be mowed by the property owner after a notice of violation. Approximately 6 properties were cut in 2022. The selected contractor will be responsible to provide mowing services to the City of Batavia for properties requested by the Code Compliance Division during the 2023 growing season. 3. Description of the work to be performed: The work includes mowing of all established grasses and vegetation (excluding shrubs, trees, heavily wooded areas, and reasonably maintained garden areas) at property(s) requested by the Code Compliance Division. Each property will be identified by address and parcel ID number with any special circumstances noted. Job Expectations: The contractor will be expected to complete all jobs within 4 days of notification -weather permitting. The contractor must provide before and after photos of services rendered. The contractor must be able to receive requests via e-mail. The contractor's invoices will give a detailed description of the location (address and/or parcel number), dates and time of work performed rounded to the quarter hour in an itemized categorization of charges incurred within 15 days of performing the service. City reserves the right to withhold payment on all unauthorized work. Requirements - The contractor must: Be prepared to complete many mowing jobs in a timely manner on a per call basis. Be able to handle some jobs consisting of extremely long grass/weeds. Have the equipment, personnel and skills needed for cutting residential and commercial properties consisting of grass/weed heights more than 8 inches in height. Be capable of mowing ungraded lots or steep slopes Identify possible hazards including garbage, debris, and miscellaneous junk that may be present in grass. Mow vegetation in and around structures (example: swing set), walks, trees, fences to a neat appearance with grass height of 3.5 inches or less. Be capable of getting equipment through fence openings of a minimum of 30 inches to mow rear yards. Remove all trash and debris in the mowing area and properly disposed of. Disposal costs may be separately itemized Clear sidewalks, alley ways or adjacent public right of ways of clippings following mowing. 4. Contract Termination: The City of Batavia may, by written notice, and at any time, terminate the agreement if, in the judgment of the City, the contractor has failed to comply with the terms of the agreement. In the event of such termination, the contractor shall be entitled to payment for work performed through the date notice is delivered to Contractor. No sums shall be owed to the contractor for work performed after such notice is delivered. Contractor acknowledges that this agreement is contingent upon sufficient budget allotments, and is subject, by written notice to contractor, to restriction or cancellation if budget adjustments are deemed necessary by the City Council. In the event the contract is terminated due to such budget restructuring, contractor shall be entitled to payment for work performed through the date notice is delivered to contractor. 5. Bidder Qualifications and Proposals: The city request that contractors interested in submitting proposals: 1. Bid the following to provide all the services described in the Proposal specification section of the RFP for the 2023 growing season: a. a rate to abate a quarter acre property. b. a rate to abate a half-acre property c. a rate to abate an acre property. d. a rate for properties that may exceed grass height of 3 feet. All prices are to be per cut. 2. Provide a certificate of liability insurance and automobile/mowing equipment insurance. (The contractor(s) will need to name the City has additional insured and meets the following liability limits if awarded a contract: $500,000 per claimant and $1 million per occurrence). 3. Submit a written summary of their company's qualifications, years in business, and experience providing the level and type of service specified in the RFP. 4. Provide a list of three references of clients that have a current contract for services with their company. 5. Specify this staff to be involved (primary contact, clerical contact, and owner or owner's agent). 6. Confirmation that neither the contractor nor any employee would be in a conflict of interest with respect to the proposal if the contractor were selected to perform the services required. 6. Term of Contract: The term of the contract shall run for seven months from April1, 2023, thru November 1, 2023 with a possible extension from April 1, 2024 thru November 1, 2024 and from April 1, 2025 thru November 1, 2025. The City of Batavia has the right to extend the one-year contract to a three-year contract without going back to bid with the same contractor. 7. Payments: Payments will be made upon submittal of separate invoices on a per lot/property basis. Invoices must be received by the City of Batavia, Code Compliance Division for payment to be processed. Payments are made upon approval by the City Council and may take 30 days to pay from the date the invoice is submitted. 8. Selection Process: The City of Batavia reserves the right to reject all proposals and the right to reject a proposal which is in any way incomplete or irregular. Proposals will be awarded to the best overall proposal as determined by the best interests of the City of Batavia. In comparing the responses to the RFP and making awards, the City of Batavia may consider such factors as quality and thoroughness of a proposal, and past performance of the contractor. Preference will be given to those contractors providing demonstrated capability and experience in addition to that of the proposal price. The City of Batavia reserves the right to award the contract to acon tractor who is not the lowest cost; however, cost is an important factor in the selection of a contractor. Additional information: All questions regarding this Request for Proposal shall be directed to: Jeff Albertson, Building Commissioner City of Batavia 100 N. Island Ave Batavia, Il 60510 (630) 454-2700.