March 1, 2017 Re: 2017 Grass Cutting and Trimming Proposal for Properties in Violation Dear Sir / Madam: Your company has been identified as an eligible grass cutting and trimming vendor for the. If you are interested in providing these services for properties that are in violation of the property maintenance code, please complete the attached Proposal Forms and submit no later than Monday, March 20, 2017. The proposals should include the price for mowing the entire lawn and trimming all areas visible from the street. Sidewalks, driveways and parking lots must be blown clear of grass and debris. The quotes should be based upon the square footage of the area being mowed, the hourly labor rate and the estimated time it would take to complete the properties identified. For properties cited due to high grass violations, such services will be e-mailed in accordance with an electronic request for services from the Community Development Departments authorized representative Housing Inspector Noell Sivertsen or designee. Staff will provide the property addresses for all properties to be cut. The contractor is responsible for confirming the lot dimensions by accessing it through the Lake County Auditor s website at http://www.lake.iviewauditor.com/. For high grass violations, the contractor is expected to respond to the request within 48 hours, weather permitting. In addition, the Contractor is required to prepare a daily log (see attached) and a written invoice for services on his/her business letterhead and the number of hours allocated to each parcel (including preparation and cutting time). This information must be e-mailed to the authorized representative once a week or no later than once every two weeks. The cost of travel time and preparation of a daily log must be broken out to distinguish those costs from the grass cutting and trimming. In order to be considered as a contractor, you must provide an original copy of a liability insurance policy in the amount of $100,000 (after being chosen) with the City of Painesville named as additional insured. In addition, the following information is required to provide at the time that the proposal is submitted: 1) pictures of the equipment to be used to complete the work, 2) three (3) governmental and/or corporate references, 3) other pertinent or similar references, 4) staffing levels of work crews, and 5) the number of cuts a crew can complete on a daily basis.
Grass Cutting and Trimming Proposal for Properties in Violation Page 2 If you wish to submit a bid, there will be an optional pre-bid conference meeting on Monday, March 13, 2017 at 11:00 a.m. at the Community Development Department in the Conference Room, 2nd Floor of 66 Mentor Avenue, Painesville, Ohio 44077. Interested contractors must submit proposals as described on the attached forms. The will evaluate proposals and advise you of your status for the 2017 season no later than Friday, March 31, 2017. If you have questions or concerns regarding this matter, please feel free to contact me at (440) 392-5802. Sincerely, CITY OF PAINESVILLE, OHIO Doug Lewis Douglas L. Lewis Assistant City Manager/ Community Development Director
SPECIFICATIONS All proposals must be submitted in a sealed envelope marked CITY MOWING PROPOSAL and submitted by Monday, March 20, 2017 no later than noon. All sealed proposals must be hand delivered or mailed to: ATTN: City Mowing Proposal, Community Development Department,, 66 Mentor Avenue, Painesville, Ohio 44077. If you wish to submit a proposal, there is an optional pre-bid meeting. The optional prebid meeting will be held on Monday, March 13, 2017 at 11:00 a.m. at the Community Development Department in the Conference Room, 2 nd Floor of 66 Mentor Avenue, Painesville, Ohio 44077. See the attached Proposal Form for specific items on which the proposals are requested. The Proposal Form shall also include the following documentation. 1) Proof of liability insurance with at least $100,000 and must list the as the additional insured (upon award of the bid). 2) Copy of valid certificate of coverage from The Ohio Bureau of Worker s Compensation. 3) Amount of equipment, number of employees and estimated number of cuts a crew can complete on a daily basis. Pictures of equipment (trucks, mowers, etc.) to be used. 4) Any governmental agencies, corporate or non-profit organizations for which the contractor worked and reference person and contact information. 5) Any other CURRENT references along with contact information. Other Requirements: 1) Must be compliant with the withholding of state and local income taxes, including the. 2) Must keep detailed records of all hours worked and the list of all work performed for each property. 3) Must have a digital camera and take digital photographs of lawns both pre and post cut to be submitted with #4 below. Pictures must include: 1) the date mowed 2) the address of the property, and 3) proof that that lawn was higher than 6 inches when mowed. 4) Must submit a detailed invoice of hours and work performed to program administrator every two weeks during the grass cutting season April to November. History For reference, in 2016 the ordered 253 properties to be mowed by the contractor after citing 392 properties for high grass. In 2015, we ordered 402 to be mowed after citing 635 properties.
PROPOSAL CHECKLIST Name of the Company: Manager/Owner of the Company: Address/City/State/Zip Code: Telephone Numbers (Cell and Office): E-mail Address: I have included the following information or documentation with my proposal please check. The quotes for the properties provided and all pertinent information requested. Proof of liability insurance with at least $100,000 and must list the City of Painesville as the additional insured (provide after award of the bid). Copy of valid certificate of coverage from The Ohio Bureau of Worker s Compensation, if applicable. Number of employees, crew members and estimated number of cuts a crew can complete on a daily basis. Amount and type of equipment to be used to complete proposed work. Pictures of the equipment are required and must accompany proposal. Any governmental agencies, corporate or non-profit organizations for which the contractor worked and reference person and contact information. Other pertinent or similar references along with contact information. I hereby certify that I have reviewed the provided information and can provide necessary proof of other required documents upon request. Signed by Company Owner: Print Name Below: * Failure to provide any information above can result in disqualification and is at the discretion of the City of Painesville.
REQUEST FORM *GRASS CUTTING: Prices should reflect the amount to cut and trim the entire grass area of the properties listed below. The contractor is responsible for confirming the lot dimensions by accessing it through the Lake County Auditor s website located at http://www.lake.iviewauditor.com/. Trimming should include all areas visible from the street. The driveway and sidewalks must be blown clear and free of all grass and debris. Work orders will be e-mailed to the contractor once they reach the number of lawns you identify a crew can cut in one day. However, there is no guarantee of a full day s work. The contactor has 48 hours from the time they are notified to perform the work, weather permitting. The Contractor must have a digital camera and take photographs of lawns pre and post cut and e-mail them to Noell Sivertsen (nsivertsen@painesville.com) or designee along with the daily log and invoice every two weeks. The pictures must show the date cut, address, and provide proof that the property was over six (6) inches in height before mowing. Contractors must be able to communicate with the Community Development Department by cell phone during work hours. Work may be required on weekdays and weekends if necessary. PROPERTIES TO PROVIDE QUOTES: 1) 840 Eastwood Drive a. Labor Rate for Grass Cutting/Hour*: $ b. Estimated Square Footage of Lawn: c. Estimated time to Complete Lawn (Minutes): d. Labor Rate for Debris Clean-Up/Hour: 2) 255 Stage Avenue (Vacant Lots) Parcels #: 15C0250000140 and 15C0250000150 a. Labor Rate for Grass Cutting/Hour*: $ b. Estimated Square Footage of Lawn: c. Estimated time to Complete Lawn (Minutes): d. Labor Rate for Debris Clean-Up/Hour: 3) 260 Richmond Street (Vacant Lot) Parcel #: 15D0090000020 a. Labor Rate for Grass Cutting/Hour*: $ b. Estimated Square Footage of Lawn: c. Estimated time to Complete Lawn (Minutes): d. Labor Rate for Debris Clean-Up/Hour: * As specified above. ** See auditor s site to confirm dimensions of lawn. The reserves the right to waive any irregularities or informalities which may occur in the proposal process and reserves the right to reject any and all proposals. Questions regarding the proposals should be directed to Doug Lewis via e-mail at dlewis@painesville.com. Responses to questions will be sent to each bidder prior to the proposals being submitted.
CITY OF PAINESVILLE REQUIREMENTS AND PROCESS Below is a list of terms and the process and timeline to be followed to provide grass cutting and trimming services for Proposal #2 for the : 1) Contractor must confirm, in writing, square footage costs and cost per hour for services. 2) Grass cutting will occur on an as ordered basis as electronically directed by City s authorized representative in the Community Development Department. He/she will provide the location/ address for any property which services are requested. Contractor understands that the City s authorized representative will make assignments to minimize costs to the. 3) Mandatory 48-hour turnaround from time contacted weather permitted. 4) Contractor is required to take digital pictures of property before and after it is mowed and must submit them to the City s authorized representative. The contractor must make sure that the date stamp and address is on each picture when submitted. In addition, they should provide proof that the lawn is in excess of 6 inches high. For example, a ruler could be placed in the ground when picture is taken. 5) Grass cutting will include the entire yard and trimming will be limited to those areas visible from the street. Sidewalks, driveways and parking lots will be blown clear of grass and debris. 6) A log, invoice, and pictures must be submitted by e-mail and/or faxed every two weeks for services performed. Failure to do so will result in non-compliance and vendor will be terminated. Payment will be made within 20 days of invoice date. 7) General Liability Insurance for a minimum of $100,000.00 must be presented and on file with the within one week of contract award. 8) Contractor must provide valid certificate of coverage from the Ohio Bureau of Worker s Compensation, if applicable. 9) Any damage caused to property by contractor or employees of contractor must be reported to City s authorized representative the same day as work is performed. 9) The reserves the right to terminate services at any time with fifteen (15) days prior written notice. 10) Properties will be inspected by the Housing Inspector or City representative. If the City of Painesville determines work to be inadequate, the City may terminate services as specified in #9 above. I hereby acknowledge that I have read and understand the requirements and process in order to provide grass cutting and trimming services to the. I further agree that I am an independent contractor and will abide by the requirements for such services as outlined above if chosen as the primary or secondary vendor. Signed Name Date Company