HomeMy WebLinkAbout#11 - Lawn Mowing RFP STAFF REPORT
DATE: 2/20/2018
CONSENT
ITEM #: 11
TO: City Council
FROM: Rob Weldon, Public Works Director
AGENDA ITEM: Advertisement for Lawn Mowing RFP
REVIEWED BY: Kristina Handt, City Administrator
BACKGROUND: In 2014 the City of Lake Elmo sought Requests for Proposals (RFP’) to mow city
property (parks, buildings, and ROW’s). This included weekly mowing of all areas excluding ROW’s
which are mowed on a bi-monthly basis. Staff would like to issue an RFP for these services to be
conducted during the 2018 Mowing Season in an effort to determine competitive pricing versus hiring
additional part-time staff.
ISSUE BEFORE COUNCIL: Should council approve an RFP for Lawn Mowing Services in 2018?
PROPOSAL DETAILS/ANALYSIS: Upon receipt and review of mowing RFP’s it shall be determined
if it is more cost and time effective to contract city lawn mowing services. If RFP’s are found favorable
there could be a reduction in the amount of seasonal staff that is required to undertake these tasks.
Additionally, if contracting mowing services is beneficial excess mowing equipment could be sold.
FISCAL IMPACT: TBD
OPTIONS: Approve issuing RFP for 2018 Lawn Mowing Services
Deny issuing RFP for 2018 Lawn Mowing Services
Amend and Approve RFP for 2018 Lawn Mowing Services
RECOMMENDATION:
“Motion to approve issuing an RFP for 2018 Lawn Mowing Services of city properties.”
ATTACHMENTS:
• RFP
Request for Proposal
Lawn Mowing Services for 29 City Parks, Trails & Facilities
For Growing Season 2018
The City of Lake Elmo Public Works Department is accepting proposals from qualified individuals or firms
to provide lawn maintenance at 29 owned city parks, trails and turn yards servicing city-owned buildings
for the FY 2018 growing season. The scope of work includes providing labor, equipment and affiliated
material for lawn maintenance care to properties owned and operated by the City of Lake Elmo.
The City requires weekly mowing and trimming of 44.6 acres and bi-weekly mowing and trimming of an
additional 3.3 acres from April 15, 2018 through October 15, 2018. Areas are in regularly used public
parks, auxiliary yards adjoining buildings, signs, well houses, and roadway boulevards. A map and
acreage listing are available on request from the Deputy Clerk at tnuss@lakeelmo.org. Questions can be
answered by Rob Weldon, Director of Public Works, 651-747-3940.
Respondents agree that there will not be discrimination as to race, sex, religion, color, age, creed or
national origin in regard to obligations, work and service performed under those terms of any contract
ensuing from this RFP.
Respondents agree to provide the City with a Certificate of Insurance with no less than $1,000,000 of
liability coverage at the time of bid submittal.
Bids will be due no later than March 2, 2018 at 1:00 p.m. and must be delivered/mailed to the Lake Elmo
City offices at 3880 Laverne Avenue North, Lake Elmo, MN 55042.
Scope of Proposal
The bidder shall be held to have examined the 29 premises and site and specifications and to have
satisfied themselves as to the condition of the premises, obstructions, the actual levels and other factors
necessary for carrying out the work before the delivery of their proposal. The bidders shall also acquaint
themselves with the character and extent of the Owner’s operations in the area of the work, so that
they may plan their services accordingly. No allowances or extra payment will be made to a Contractor
for or on account of costs or expenses occasioned by failure to comply with the provisions of this
paragraph or by reason of error or oversight on the part of the bidder or on account of interference by
the Owner’s or other Contractor’s activities. It shall be expressly understood that the Owner’s
operations will take precedence over any other activity.
Mowing Services
Mowing services shall be performed at times mutually agreed upon between Owner and Contractor.
Contractor shall be responsible for complying with all local ordinance regarding working times.
Contractor assumes all liability for complying with local ordinances. Any changes to the established
schedule must have prior approval of the Owner and scheduled at the least disruptive time possible. All
mowing shall be performed on same day at each site. The Contractor agrees that once mowing has
begun on any date, mowing will be completed within twenty-four (24) hours, unless unusual weather
prevents compliance.
All litter such as paper, cans, bottles, branches, etc. must be picked up and disposed of prior to mowing.
Mowing frequency shall be such that the grass cutting or clippings are not sufficient quantity to detract
from the overall site appearance. If the time between cuttings must be extended for any reason,
thereby causing an excessive amount of clippings on the lawn, the clippings shall be eliminated by
whatever means are available to the Contractor and at no expense to the Owner.
Mowing shall be coordinated to prevent the depositing of mowing debris into planters or flower beds.
Any clippings or debris blown into these areas shall be removed immediately. All non-turf areas such as
sidewalks, patios, entrances, planters, etc. shall be free of clippings and cutting debris by means of
blowers, sweepers or other equipment.
Workmanship
Performance will be evaluated based upon the expectation of a neat, professional looking appearance of
the grounds. Where, not more specifically described in any of the various sections of these
specifications, workmanship shall conform to all the methods and operations of best standards and
accepted practices of the trade or trades involved and shall include all items required for completion of
the services. Personnel skilled in their respective lines of work shall execute all work.
The Owner may request a meeting with the Contractor at any time for the purpose of evaluating the
Contractor’s performance. Item not completed to the satisfaction of the Owner will be corrected by the
Contractor within a mutually agreed upon timeframe. Failure by the Contractor to remedy concerns of
the Owner may result in the termination of this contract.
Trimming
Trimming shall be done simultaneously with the mowing operation. Trimming (including ditches) is to
be completed each time a site is mowed. Trimming shall be done in all areas that are inaccessible to
mowing equipment. This includes fence lines, ditches, back stops, play areas, playground equipment,
under fixed bleachers, next to buildings where established plantings are not present and around all
other obstacles to provide a neat and even appearance to the entire site. Care shall be used when
trimming around trees and wooden posts to prevent damage to these items.
Attachments
• Weekly/bi-monthly park acreage schedule by area
• Lake Elmo park map
DOWNS
LAKE
LAKE JANE
HILL PARK
LAKE ELMO
REGIONAL
PARK RESERVE
TARTAN
PARK
GOLF CLUB
LAKE
ELMO
LAKE JANE
SUNFISH
LAKE
OLSON
LAKE
LAKE DEMONTREVILLE
CLEAR
LAKE
HORSESHOE
LAKE
ROSE
LAKE
REID
PARK
VFW
PARK
LIONS
PARK
31ST ST N
32ND ST N
LAVE
RNE
CT
N
LAYT
O
N
CT
N
30TH ST CIR N
30TH ST N
TANA RIDGE
PARK
LE
G
I
ON AV
E
N
LI
S
B
ON AV
E
N
LIS
B
ON
CT
N
LISB O N
A VE NLA
N
S
ING
AVE
N
24
T
H
ST
N
24TH
ST
CT N
N EVA OMLE EKAL
20
T
H
ST
CT
N
20TH ST N
LE
G
I
ON AV
E
N
LEGION
LN CIR N LEGION
LN CT N
21ST
ST N
LE
G
I
ON
N EVA
MA
N
NIN
G
TR
L
N
12TH ST N
LAYT
O
N
AVE
N
LAVE
RNE
AVE
N
LE
E
W
A
RD
AVE
N11TH
ST N
14TH ST N
MA
N
NIN
G
AVE
N
STONEGATE
PARK
KRAMER
LAKE
GOOSE
LAKEARMSTRONG
LAKE
RIDGE
PARK
EAGLE POINT
BLVD
HUDSON BLVD
JULEP
AVE N
9TH ST N
JULEP
CT N
JE
W
ELAVE
N
J
A
S
M
I
N
E
A
V
E
P
L
N
10
T
H
ST
LN
N
10TH ST N
WHISTLING
VALLEY RD
WHISTLING
VALLEY TRL
10
T
H
ST
CT
N
KE
ATS
AVE N
LA
K
E
EL
M
O A
VE
N
3RD STREET
PL N
15TH ST N
15T
H
ST C
T
IVORY CT
16TH
ST N
IV
O
R
Y
A
VE
N
21TH ST N
22ND ST N
21ST
ST N
22ND
CT N
EAGLE POINT
LAKE
TABLYN
PARK
HEIGHTS
PARK
26TH ST N
27TH ST N
IM
P
E
RIA
L
AVE
N
IN
N
S
DAL
E
AVE
N
IRONWOOD
TRL N
28TH
ST N
27TH
ST N
IR
I
S
H
AVE
N
2
7
T
H
S
T
C
T
N
STILLWATER BLVD N
IN
N
S
DAL
E
AVE
N
31ST ST N
JA
M
L
EY A
VE
N
28TH
ST N
JONQUIL
TRL N
JO
N
QUI
L
AVE
N
JAMACA
CT N
ID
E
A
L
AVE N
38TH ST N
39TH ST N
IN
N
S
DAL
E
AVE
N
36TH ST N
37TH ST N
IR
W
I
N
AVE
N
35TH ST N
IRIS
AVE
N
37TH
AVE
35TH
ST N
IR
I
S
H
CT
N
IR
V
I
N
E
CI
R
N
IS
L
E
AVE
N
LAK
E
JAN
E
TRL
N
JA
M
A
CA AVE N
LAKE
JANE
HILLS
PARK
PEBBLE
PARK
LAKE JANE
TRL N
IR
V
I
N
E
CT
N
IVY
CT N
42ND
ST N
DEE
R PO
N
D
TR
L
N
JA
C
K
PI
N
E
TR
L
N
DE
E
R
PO
N
D C
T
N
WINDBREAK TRL N
HID
D
EN
BAY T
R
L
N
HIDDEN BAY
TRL N
BIR
C
HBAR
K
TR
L
N
City of
Oakdale
West
La keland
Township
Ba yto wn
Township
City of
Oak Park
Heights
City of GrantCity of
Pine Springs
59th ST N
HIGH L ANDS
TRL N
H
I
L
L
T
O
P
A
V
E
N
53RD
ST N
DEM O NTR E VILLE
TRL C
I
R N
HILL
TRL N
50TH ST N
H
I
L
L
T
R
L
N
HI
G
H
LAN
D
S
TR
L
N
H
I
G
H
L
A
N
D
S
C
T
N
HY
T
R
AIL
AVE
N
DEMONTREVILLE
WILDLIFE PARK
DEMONTREVILLE
PARK
55T
H
ST N
JA
M
A
CA
AVE
N
IS
L
E
AVE
N
JA
M
A
CA AVE N
JANE
RD N
49TH
ST
JA
S
P
ER AV
E
N
JAMA
C A
B L VD N
JER
O
M E
AVE
N
KLEIS
PARK
CARRIAGE
STATION
PARK
39TH ST N
LAYT
O
N
AVE
N
LAVE
RNE
36TH ST
35TH ST
34TH ST
UPP E R 3 3RD ST N
33RD ST N
32ND ST N
KR
A
F
T
CI
R
N
LA
M
PER
T
AVE
N
LA
N
GLY
CT
N33RD
ST LN N
KL
O
NDI
K
E
AVE N
STILLWATER LN N
KE
LVIN
AVE
N
43RD ST N
KIRK
WOOD
AVE
KIND R ED
W A Y
KIND
RED
CT
TAPE
S
TRY
HI
L
L
TAPESTRYBEND
TAPESTRY TRL
47TH ST N
KI
M
B
RO AV
E
N
LA
K
E
EL
M
O A
VE
N
50TH ST N
KI
R
K
WOO
D A
VE
N
KE
ATS
AVE N
58TH ST N
56TH ST N
58
T
H
CT
N
MA
N
N
IN
G
AVE
N
LI
N
D
EN
AVE
N
LI
LYAVE N
MARQUESS
LN N
M
A
R
Q
U
E
S
S
T
R
L
N
MA
R
QUE
S
S
TR
L
C
T N
MARQUESS
TRL CIR N
55TH ST N
LI
N
D
EN
T
RL N
LA
R
K
S
P
U
R
LN
N
LI
L
A
C L
N
N
44TH ST
LN N
44TH ST N
BLUESTEM LN NLI
LY
AVE N
LI
LY
AVE N
LILAC PL N
LILAC WAY N
51ST ST S
55TH ST
53RD ST N
57TH ST N
JU
L
E
P
WAY
JU
L
E
P
AVE
N
JA
N
E
CIR
N
ISL
E
CT
N
BL
U
E
-
ST
E
M
TR
L
N
MARQUESS
LN CV N
MA
R
QUE
S
S
WAY
N
KI
N
D
RED
WAY
J
E
R
O
M
E
A
V
E
C
T
N
O
L
S
O
N
L
A
K
E
T
R
L
N
HUDSON BLVDHUDSON BLVD
10TH ST N
HUDSON
BLVD
IN
W
O
OD AV
E
N
IN
W
O
OD AV
E
N
SUNFISH LAKE
PARK
H
I
D
D
E
N
B
A
Y
C
T
N
CHERRY-
WOOD
TRL N
JANE
RD N
DEM
ONTR
EVIL
L
E
TRL
N
59th ST N
55
T
H
ST
N
J
A
N
E
C
T
N
47TH ST N
50TH ST N
STILL
W
A TE R B L V D N
LA
K
E
EL
M
O A
VE
N
A
V
E
BLUE
S TEM
CIR N
LITT L E
LITTLE
BLUESTEM
CIR N
LINDEN
TRL N
ST
I
L
L
W
ATE
R
BLVD
N
50TH ST N
60TH ST N
LA
K
E
EL
M
O A
VE
N
57
T
H
ST
CI
R
57TH
ST
57
T
H
ST
C
V N
60TH ST N
59TH S
T CT N 59TH ST N
KE
LVIN
AVE
N
60TH ST N
DE
M
ONT
R
EVI
L
L
E
TR
L
N
50TH ST N
LIBS
O N
A VE N
30TH ST N
10TH ST N
MA
N
NIN
G
AVE
N
10TH ST N
15TH ST N IV
O
R
Y
AVE
N
City of
Stillwater
Stillwater
Township
34TH ST N
KlondikeAve N
STILL
W
A TE R B L V D N
TAPESTRY TRL
T
A
P
E
S
T
R
Y
T
R
L
TAPESTRY
GR
JULEP
AVE N
STILLWATER BLVD N
HOMESTED
PARK
HEL M O AVE N
M
A
N
N
I
N
G
A
V
E
N
40TH ST N
N
8
5
17
20
29
7
19
32
HERITAGE
PARK
VERONICA
POND
GOETSCHEL'S
POND
Union Paci fic Ra ilro a d
Unio n Pac i fic R a ilro a d
LI
S
B
ON
AVE
N
Demontreville
Highlands Add
M
A
N
N
I
N
G
T
R
L
5
Ì
Contractor Name:
Address:
Business Phone:
Contact Person:
1. Weekly Mowing/Trimming (44.6 acres) $/per occurrence
2. Bi-Monthly Mowing/Trimming (3.3 acres)$/per occurrence
Equipment to be used:
Number of Staff to be used:
City of Lake Elmo Lawn Mowing Bid Proposals
2018 Growing Season
Bid Proposal