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

The City of Topeka Forestry Division is soliciting bids from qualified contractors for mowing services of Mt. Auburn Cemetery at 11th & California, Topeka, KS. The 9.6 Acres requires mowing, trimming, and edging around headstones, trees and building structures Q And A Open:1/18/2024 1:01:00 AM Q And A Close: 2/1/2024 4:30:00 AM The bidder must familiarize themselves with the requirements, the physical conditions to be encountered in the quantity and quality of work to be performed as specified here. Failure of the bidder to completely familiarize themselves with the scope of work involved and requirements prior to the submission of their bid shall in no way relieve the Contractor of the responsibility of performing in such a manner as to meet or exceed the quality intent of these specifications. A. The Contractor shall furnish all personnel, labor, materials, machinery, tools, equipment, and services to complete all work required to mow, trim, and edge the appropriate properties as specified. It is the responsibility of the Contractor to maintain all equipment and supplies in good repair. B. The location contains structures fences, trees, head stones, etc. and are located in "high public access areas" or "high public view areas." The property may have uneven or soft ground, ruts, rocks, weeds and/or grass. Contractor will be notified of any changes in conditions or mowing instructions as needed. The City of Topeka is not responsible for damage done to the Contractor's equipment due to Contractor error or ground conditions. The Contractor will need to trim along headstones, fencing, sidewalks, roadways, curbs, small ground structures, bushes and small trees. Contractor will be required to trim grass growing from cracks in roadways and sidewalks. Excess mowing or trimmed grass will be removed from roadways or sidewalks by air blower or other means. C. The Contractor shall make all reasonable effort to protect all property including structures, head stones, trees, fences, flowers and ornamental shrubs from damage. It shall be the Contractor's sole responsibility to ensure that all workmen comply with this stipulation and they shall be responsible for restitution of any damage claims resulting from failure to comply with these provisions. D. Reports of claims are to be handled by the Contractor as expeditiously as possible by settlement and/or referral to Contractor's insurance carrier. The contract will not be closed-out until all claims have been settled or accepted for processing by the Contractor's insurance carrier. Failure to settle claims could result in termination of this contract and/or the vendor being removed from vendor bidding list E. General information for the sites: There are no underground sprinkler systems at any of the sites F. Mowing, Trimming and Edging 1. Contact: Contractor will call the Forestry Mowing Supervisor, Travis Tenbrink - 785-368- 0914, Monday between the hours of 7:00 A.M. and 3:00 P.M. for mowing instructions. 2. Frequency: Normally the mowing frequency will be weekly during the months of April, May and June. During July, August, September and October the mowing frequency may be every two weeks. The mowing schedule will be weather dependent and will be determined by the Forestry Division contact person. This schedule equates to a total of approximately 20 mows. The City reserves the right to require more frequent or less frequent mows and to pay for only those mows required at the unit price. 3. Grass Height: The grass will be mowed at a height of approximately 3 inches. 4. Clippings: Excess mowed/trimmed grass will need to be removed from sidewalks and roadways by air blower or other means. 5. Trimming and Edging: The Contractor is required with each mowing to trim, edge, or use a weed eater around head stones, trees, shrubs, steps, ramps, curbing, ball guide wires, sidewalks, fencing, etc. The site will vary with the types of objects that will require trimming. The use of products such as Round-up, for chemical trimming will be at the discretion of the Forestry Supervisor. G. The Contractor will not be required to trim shrubbery. H. All bidders shall be a registered business under the laws of the State of Kansas and upon request shall prove they are a business regularly engaged in lawn care. I. The Contractor will provide the Forestry Mowing Supervisor with a business address and telephone number as well as the name and telephone number of its local designee so that communications can flow freely. A formal orientation session will be held with the Contractor and the Forestry Mowing Supervisor prior to beginning work. This meeting will provide exact mowing instructions that the Contractor will be required to follow. The Contractor should be prepared to ask any questions at this meeting. J. The Contractor shall not commence work until all insurance has been obtained, has presented a certificate of Insurance (with the City as additionally insured) along with a signed contract to the City for approval, and the contract has been executed by the City Manager. The Contractor shall also attend the formal orientation session as set out by Item I above. K. Subcontracting: This agreement cannot be assigned without the written consent of the City of Topeka. All personnel must be employed directly by the Contractor. NO SUB-CONTRACTORS WILL BE ALLOWED. L. Liquidated Damages in the amount of eighty dollars ($80.00) shall be deducted from payments to the Contractor for each and every day in excess of five (5) calendar days taken to do work involved for each mowing. M. If events beyond the control of the Contractor will prevent completion of work within said days, the Contractor may request a time extension. Such request shall be made to the Forestry Mowing Supervisor in writing within the five (5) day period. The Contact person will make the determination to allow or disallow the extension, given the circumstances. The term of the in contract is for an eight (8) month period from April 1, 2024 through December 31, 2024 and may be renewed up to (5) Five additional (1) one-year periods. In the event the contractor is not interested in renewing for any additional term, contractor must notify the City 90 days prior to contract expiration.