Cortney
---------------------------
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
---------------------
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
----------------------
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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