Monday, October 8, 2012

Public Works Committee 9/24

I attended the Public Works meeting on 9/24 and here's what I saw.  Report, Minutes and Contract attached below.

Cortney
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The Public Works Committee recommends the Village not renew the 2012 Mowing Contract with 4 Seasons and instead go out to soft bid for 2013 (since bid is expected to be below $50,000).  Text of proposed Contract is attached.

Respectfully Submitted,
Cortney Scheeser

Jeff Andrews

Denise McCarthy


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The Public Works Committee met on 9/24 to discuss the Mowing contract for 2013.

The meeting was called to order at 6:45, attending were Cortney Scheeser, Jeff Andrews, Denise McCarthy and John Scherpenberg.

John recommended not renewing the existing contract based on performance.  He said he believed the vendor got more contracts than it expected and labor became an issue.  Cortney asked if the Committee was supportive, Denise and Jeff agreed to not renew.

John said the new contract can be "soft" bid since possibly under $50,000 (new State limit).  He recommends us applying lowest and best.  He recommends up to 2 renewals at a max 2% before going back out to soft bid.  This allows the vendor to walk away too.  Cortney to followup with Ed to see legality of the contract as is and see if additional wording is needed to protect the Village for non-performance.

The Committee was supportive of the new contract with Ed's blessing.  The meeting adjourned 7:15PM

Cortney
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                        THE VILLAGE OF MARIEMONT

 

 

The State of Ohio requires that any local government proposing to enter into an agreement for services, the cost of which would exceed a specified minimum amount, must advertise for bids and make bid documents available to all who request them.  In recent years, the State of Ohio increased that minimum amount to $50,000.

 

For the past few years, bids for providing mowing and trimming service for parcels throughout the Village of Mariemont were below the new state minimum.  Therefore, the Village of Mariemont will be requesting from several contractors, “soft bids” for the 2013 mowing and trimming of parcels throughout the Village. 

 

If all bids exceed the State of Ohio’s minimum bid amount, the Village will proceed to post a legal ad for sealed bids.

 

It should be noted that the contract for the 2013 season includes many changes from the 2012 contract.  It should also be noted that the Village of Mariemont reserves the right to accept that bid which is lowest and best for the interest of the Village of Mariemont, and also reserves the right to reject any and all bids.

 

This request for “soft bids” is by direction of Council of the Village of Mariemont, Ohio.

 

 

           

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contract documents and specifications for the mowing and trimming of various

Parcels throughout the village for 2013.

 

 

            The Village of Mariemont is presently taking soft bids for the grass and trimming maintenance for the year 2013 season for certain village properties hereafter identified.  The season starts on Monday, March 25, 2013 and continues to Friday, November 29, 2013.  The bids must be filed in the Office of the Clerk of the Village of Mariemont at 6907 Wooster Pike, Before ______________________________2013.

 

            All bidders must have $ 1,000,000.00 worth of liability insurance as well as proof of current and paid workers compensation insurance covering all employees.  The successful bidder is responsible for withholding all Village taxes on all the employees working within this contract and submitting on a timely basis.

 

The successful contractor must register their company and employees with the Village of Mariemont Tax Office.   3814 West St. Mariemont, Ohio 45227 or call (513) 271- 1606 .  The company must submit a list of employee’s name and social security numbers who are working under this contract.  Failure to register the information before the contract begins will result in the Village of Mariemont holding any payment due.

The successful contractor must update any changes in employees to the Tax Office.

 

 All bidders shall be properly insured while working for the Village of Mariemont.  The Village of Mariemont shall have no liability whatsoever for those employees while working for said bidding company performing this work under this contract The successful contrator must submit current insurance and workers compensation during this contract. Any changes/renews must be sent to the Village of Mariemont, 6907 Wooster Pike, Mariemont, Ohio 45227. The Village office can be contacted by calling (513) 271- 3246. Failure to keep current liability and workers compensation current will result in holding any monies due. A payment schedule can be set up through the Village Offices.

 

All contractors or persons performing work under this contract must be 18 years of age or older.  All bidders shall provide specified services using their own mowing and safety equipment, transportation and personnel.  All equipment shall be in good working condition and order.  All work must be performed between the hours of 7:30 a.m. to 6:00 p.m. weekdays and 9:00 a.m. to 4:00 p.m. on Saturdays. No Mowing on Sundays. (exception of the village needing special cuts).

 

The Village shall have the option of extending this contract for two 1 additional years, ( 2013, 2014).  The extension of terms remains the same terms and conditions contained herein except that any changes are mutually agreed upon for that additional year.  The extension term provided that the increase for the extension year shall not be more than two percent (2%) over the previous initial term.  Notice of such extension shall be given in writing to the Village sixty (60) days or more prior to the expiration of the initial term.

All areas listed below shall be mowed one time per week.* (Except Bell Tower Park).   If mowing is not needed the first week, we ask that all-proper edging be done on the curbs and sidewalks.  In late July or August when there maybe little rain, there maybe no mowing needed in areas that do not have a sprinkler system.  (Contact the Superintendent to discuss which parcels should be mowed).   The week of May 20, 2013 the following areas are to be mowed on Thursday or Friday.  Parcel # 09,11, 23-26, 30, 33-36, 38, 39.  This ensures the village is cleaned up for the Memorial Day Parade on Monday, May 27, 2013.

 

Wooster Pike Islands shall be bagged (even if using mulching eguipment) at each mowing and the contractor shall remove the clippings.  *The Bell Tower park and fields shall be mowed twice per week from March through November, once on Monday and then on Thursday. ( Friday morning if bad weather exists).  The grass shall be cut at the height no less than three inches and no more than three and half inches.  Mowers must be sharpened frequently to insure a good clean cut.  Grass should be mowed when its dry, however mowing should not be delayed for long periods of time in the event the grass is wet.  Under no circumstances shall grass be clumped together and left piled up on the turf area.  The successful bidder shall remove clumped piles.

 

All litter shall be picked up before mowing by the contractor and disposed of by the contractor.  All fallen limbs, twigs & branches, shall be picked up and stacked near the curb or tree, in the area where such debris exists.  The Village Service Department will pick up the debris.

 

All other areas shall be cut using professional mulching equipment which includes blades and shields.  This is to ensure the Village’s commitment to recycling.  All trees, poles, signs, fire hydrants, shrubs and street sides of curbs shall be trimmed using stick trimmers on a weekly basis (see figure A).  All curbs and sidewalks areas shall be trimmed using edge trimmers on a BI-weekly basis (see figure B).  When mowing and trimming around any Village tree, extra care shall be taken not to damage the tree trunks or roots of the tree.  If an employee does come in contact with any tree they must notify the village ASAP.  All cuttings shall be accomplished in such a manner to prevent clippings from being blown onto the streets, sidewalks and storm drains.  All sidewalks, streets, sewer drains, flowerbeds shall be blown free from all grass clippings and debris. Any question or concerns Contact the Superintendent  (the numbers will be provided to the successful contractor) to discuss which parcels should be trimmed.  

 

During the fall season when leaves fall to the ground and become very heavy, and it is to much to mulch, all leaves shall be blown towards the wooded areas when at all possible.  In the non wooded areas, the leaves shall be blown or mulched and placed at the curb but NOT IN THE STREET for leave pick up by the Village Service

Department.  (please call for pick up). During leaf season, when mowing Wooster Pike Island between Homewood and West St. please dump leaves on Oak St. for the Village to pickup.   All areas shall be mowed using the mulching kits including blades and shields.

 

 

Safety is very important and all company employees shall wear safety vest when working near or in the village right of way. Employees shall wear proper atire when working under this contract. (i.e., company shirts, pants, work boots and safety equipment).  No smoking shall be allowed while on the job site. 

 

 

 

The following are the parcels to be mowed and trimmed throughout the Village.

 

01)    Isabella Hopkins Park**       (Irrigated area)

02)    CG&E median from Pocahontas to Indianview and from Plainville to Belmont

03)    Indianview Islands

04)    Miami Hill side

05)    Miami Island**/Trolley Connector

06)    Point*

07)    Emery Park**

08)    Tennis Court outside** (and inside gate hilside)

09)    Community Gardens/Patriot Lane

10)    Park Lane High

11)    Bicycle Turnpike

12)    Lower Meadows

13)    Tot Lot*

14)    Bell Tower*  (Also inside gate)      (Irrigated area)

15)    Denny Pl., Island

16)    Mariemont Ave., from Pleasant to 6610 Mariemont Ave.,

17)    Midden Way Island

18)    Livingood Memorial**

19)    Center St. Island

20)    Mt. Vernon Islands

21)    Jordan Park

22)    Forsythia**

23)      Wooster Pk., Islands**

24)      Wooster Pike Triangle*

25)      Beech Grove *

26)      Emery Memorial**

27)      Backschrieder Island

28)      Albert Pl., Island**

29)      Sheldon Close Island

30)      Chestnut, Plainville, W/B Wooster Pk., Northside planting strip**

31)      Miami Bluff

32)      Madisonville Site (need to trim behind wooden fence)

33)      Statuary Park*        (Irrigated area)

34)      Dale Park Green

35)      Dale Park Dip

36)      Church Yard

37)      Ann Buntin Becker**

38)      Village Square *       (Irrigated area)

39)      Old Town Square **   (Irrigated area)

40)      Concourse Park **       ( Irrigated area)

41)      Settle Road  and Island **

42)      Mariemont Pool outside **  (Inside gate,*  need to be done in early a.m.)  cut behind fence/hillside

43)   6500 Mariemont, left side and rear of lot

*    Curbs or Sidewalks

**  Curbs and Sidewalks

Weeds that grow in the street next to curbs must be trimmed down.

 

Parcel # 34/35 Dale Park areas will are not ready to be mowed at this time but come Spring or June may be ready to be mowed in 2013.

 

 

Any questions, please call (513) 272 – 5741 or cell (513) 615 - 7749, ask for Superintendent John Scherpenberg

 

 

THE VILLAGE OF MARIEMONT


                                         LAWN MAINTENANCE 2013

                                                     BID SHEET

 

 

 

Contractor:    _________________________________________

 

Address:         ________________________________________

 

                        _________________________________________             

 

 

Contact Person: ________________________________________

 

Business Phone: _________________________________________

 

Fax Number: ___________________________________________

 

 

 

 

Bid price for the seasons 2013 $ ________________________

 

  

 

 

 

 

If you have any questions, please contact  Superintendent John Scherpenberg

Office  (513) 272 5741  or  Cell (513)  615 7749.

 

 

 

 

Respectfully,

 

 

 

John Scherpenberg

Superintendent

 

 

 

 

 

To:   All Bidders

 

 

The following are the bids for previous years for mowing and trimming.  The bids very year to year, because the # of parcels and contract has changed every year.

 

1999                Lawnscapers               $70,000                      

 

2000                Neltner                                    $ 48,000                     

 

2001/2002       Swisher                       $ 106,980                   

01)     $ 52,600

02)     $ 54,380

 

2003/2004       Lawnscapers               $  96,899                    

03)      $ 47,949.50

04)      $ 48, 949.50

 

2005                Swisher                       $  56,600     increase renewal less than 1% declined             

2006/2007       Lawnscapers               $ 127,970

            06)    $ 63,150.00                   

            07)    $ 64,820.00

 

2008                Lawnscapers               $   69,480

 

2009                Lawnscapers               $  71,564.40   3% increase renewed

 

2010                Grass Cor                    $ 49,500

 

2011                Grass Cor                    $ 48,100

 

2012                4 Seasons                    $ 43,338

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