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					                  City of Albany, Oregon




                         INVITATION TO BID
                           CITY OF ALBANY
               FIVE YEAR MOWING CONTRACT
                                      FOR
               ALBANY PARKS & RECREATION
                      DEPARTMENT




Parks & Recreation Director……………………………..………………………...…Ed Hodney
Parks & Facilities Maintenance Manager………………………………....Craig Carnagey


               For more information on this Invitation to Bid, contact
                         Craig Carnagey at (541) 917-7759




            PARKS & RECREATION PARK MAINTENANCE
                                                            TABLE OF CONTENTS



Invitation to bid......................................................................................................................Page 2

Contract Mowing Specifications ............................................................................................Page 3

Employee Drug Testing Program Certification Form ............................................................Page 12

Bid Bond ................................................................................................................................Page 13

Performance Bond .................................................................................................................Page 14

Mowing Contract – Cost Worksheet ......................................................................................Page 15

Bid Additive 1 (Softball Fields).............................................................................................Page16

Bid Additive 2 (Edging) ........................................................................................................Page 18

Appendix A - Report Form ....................................................................................................Page 19

Appendix B - Maps................................................................................................................Page 20
                                          NOTICE TO CONTRACTORS
                                              CITY OF ALBANY
                                            INVITATION TO BID

                                Category of bid: Five-Year Parks Mowing Contract
                                 Bids Due at 2:30 p.m., Tuesday, March 1, 2011


The City of Albany hereby extends an invitation to submit bids for:

A five-year contract to mow approximately 186 acres of combined park and City property.

Contract Documents may be examined at the Office of the Parks and Recreation Department, City Hall, 333 Broadalbin
Street SW, Albany, Oregon, (541) 917-7777; downloaded from the City of Albany website at
www.cityofalbany.net/finance/bids; or a printed set may be purchased for $35. It is imperative those who download the
solicitation documents check the website regularly for addenda, clarifications, and other pertinent notifications. All
who are known by the City of Albany to have received a complete set of the Bid Documents will receive notification
when additional items are posted. Please call (541) 917-7759 to be added to the plan holder’s list.

Bids submitted shall be filed in sealed envelopes, and received at the City of Albany Parks & Recreation counter, not
later than 2:30 p.m., March 1, 2011, addressed to the attention of Diane Wood, Purchasing Coordinator, at Albany City
Hall, Finance Department, 333 Broadalbin Street SW, Albany, OR 97321. The outside of the envelopes shall plainly
identify: (1) the Project name, (2) the Bid Opening time and date, (3) the Bidder’s name, and (4) the Contractor’s
license number (per ORS 701). Immediately following the filing deadline, the bids shall be opened and publicly read in
the Periwinkle Room of City Hall. Bid totals will be posted on the City of Albany’s website which is
www.cityofalbany.net/finance/bids.

Time is of the essence to award a contract. The annual mowing season typically begins around February 15.

No bid shall be received or considered unless the bidder is licensed with the State Landscape Contractors Board for
landscaping projects (ORS 671) or holds a current Oregon Construction Contractor’s license (ORS 701).

DATED THIS 7TH DAY OF FEBRUARY 2011.




                                                          Diane M. Wood
                                                          Purchasing Coordinator


PUBLISH:        Albany Democrat-Herald on Monday, February 7, 2011




City of Albany – 2011 Five Year Mowing Contract                                                           Page 2
                                       CITY OF ALBANY
                                CONTRACT MOWING SPECIFICATIONS
Scope

These specifications set forth the requirements for mowing of turf areas owned or managed by the City of Albany.
Attached to these specifications is a cost worksheet, which needs to be completed and returned as part of the
official bid.

The successful bidder (hereafter referred to as the Contractor) shall be responsible for furnishing all equipment
tools and labor necessary to accomplish work described in these specifications. These specifications shall become a
part of the final contract.

Mowing Frequency

The mowing of all property areas shall be done on an as-needed basis. The mowing frequency or number of times
each property is mowed may vary depending upon weather, cultural practices and seasonal conditions. The typical
turf mowing season is from mid February – mid November. The Contractor shall be required to operate on a
regular, “as needed” mowing schedule, including those times of adverse weather conditions. When the grass is
actively growing, it must be mowed regularly to prevent it from growing to a height of more than three (3) inches.
Equipment and equipment maintenance schedules shall be adequate to accommodate peak mowing demands.
During the seasons of rapid growth on irrigated, high usage turf, a mowing interval as frequent as once every four
days may be required for certain locations. During hot, dry summer months, un-irrigated turf may require mowing
as infrequently as once every three weeks.

A flexible mow schedule is essential to accommodate both changing growth patterns of turf and special event
considerations. Large-group reservations, softball tournaments, AYSO soccer games, Thursday concerts at
Monteith Riverpark, and the NW Art and Air Festival celebrations would be examples of special events requiring
such flexible scheduling.

Mowing Frequency for Timber Linn and Bryant Soft Ball Fields – see Bid Additive A (Softball Fields)

Reductions in Mowing

Notwithstanding any other provision in these specifications, the City retains discretion to reduce mowing frequency
as necessary to meet any City objective including, but not limited to, cost saving measures which may result from
anticipated or unanticipated budgetary constraints. The City may limit mowing frequency regardless of vegetation
height.

Cutting Height
Cutting height is defined as the distance above soil at which the turf is mowed. The Contractor shall mow the grass
to a height of two (2) inches before it reaches a height of three (3) inches. The cutting height may be altered from
this norm only if approved by the Park Maintenance Manager. The Contractor shall remove no more than thirty
percent (30%) of the grass leaf at any one mowing. The overall average height of grass throughout the park is the
determining factor when measuring grass height.

Cutting Height for Timber Linn and Bryant Soft Ball Fields – see Bid Additive A (Softball Fields)




City of Albany – 2011 Five Year Mowing Contract                                                             Page 3
Grass Clippings

Mowing equipment shall be designed and operated to uniformly disburse the grass clippings. Clippings shall not
be blown onto parking areas, walkways, City streets and gutters or other paved surfaces, or into tree wells
or flowerbeds. Mowing schedules shall be planned so that mowing of high frequency turf areas is not done early
in the morning when the grass is wet from dew or automatic irrigation systems. Clippings shall be removed when
they are heavy enough to cause light exclusion damage or otherwise harm turf. Frequent mowing of high
maintenance turf areas is required if clipping removal is to be avoided.

Mowing of High Use Areas

Certain irrigated high visibility areas including Waverly Park, Grand Prairie Park, and Monteith Riverpark require a
much higher mowing frequency than non-irrigated, low visibility areas.

Mowing of High Use Areas for Timber Linn and Bryant Soft Ball Fields – see Bid Additive A (Softball Fields)

Trimming

Trimming shall be performed around all trees, shrubs, culverts, sign posts, and all public facilities which include;
garbage cans, water hydrants, sidewalks, buildings, benches, curb strips, head stones, play ground and athletic field
structures. Trimming shall be completed in conjunction with each mowing with small powered equipment or hand
tools. It is the Contractor's responsibility to maintain all trim mowing at the same cutting height as large turf areas.
All accessible turf areas with actively growing grass shall be trimmed by the Contractor.

Tree Damage

Tree damage will not be tolerated. Care must be taken with all power mowers, monofilament line trimmers, and
manual equipment so as not to damage trees. This includes both damage to tree trunks and limbs. Park
Maintenance should be advised of any low hanging branches that present a problem.

Mowing Pattern

A planned schedule for varying the mowing pattern shall be utilized to reduce soil compaction and control turf
grass grain. Grain refers to the tendency of turf grass leaves and stems to grow horizontally in one or more
directions rather than vertically.

Mower Operation

All equipment shall be operated in a safe manner, giving special consideration to the safety of park users. That
means using extreme caution and speeds under four miles an hour when park customers are present. Yield to park
customers. If large organized groups are present, come back at another time.

All litter on the turf areas shall be picked up and deposited in trash receptacles prior to mowing the turf area to
avoid mowing over it and creating more litter. The Contractor shall avoid rapid, spinning turns which may
bruise or tear the turf. Avoid making repeated turns over the same turf area and creating wheel ruts that
may result on water-saturated ground. The Contractor shall be responsible for watching for faulty irrigation
heads, which may be sticking up from the turf. If the irrigation heads are mowed off, or the head is ruined, the
Contractor shall be required to reimburse the City for the repair and/or replacement of all mower damaged
irrigation heads as determined by City irrigation technicians.




City of Albany – 2011 Five Year Mowing Contract                                                                 Page 4
Obstacles

People and picnic tables are primary obstacles. Portable picnic tables shall be moved to one side so the grass under
the tables can be mowed. There are approximately 220 portable picnic tables in the parks. These tables are
generally concentrated at Timber Linn and Bryant Parks. Portable tables are moved to other parks occasionally on
an "as needed" basis. Wherever located, the Contractor shall move and mow under the tables with each mowing.
Mowing around fixed tables, benches and shelters shall be done so that grass clippings are blown away from these
furnishings; grass clippings shall not be allowed to accumulate under furnishings or on adjacent concrete slabs.

Mowing Equipment

All turf areas shall be mowed with front mounted rotary mowers, or City approved equal. Tag-along and belly-
mounted mowers are not acceptable for irrigated turf. The Contractor is responsible for traversing and mowing all
park acres under all conditions without causing turf damage. At least one mower should be capable of traversing
wet ground without becoming stuck and without rutting turf areas. We recommend a six foot Steiner eight-wheel
drive mower for this purpose. In addition the Contractor should have at least one large three-deck machine capable
of mowing at least a ten-foot swath. All of the decks should be mounted in front of wheels so that the turf is cut
before the wheels flatten it down.

Blades shall be inspected and sharpened daily to ensure a clean, sharp cut. Equipment shall be adequate for
mowing heavy, wet grass under rainy weather conditions.

Contractor's Representative

The Contractor agrees, at all times, to provide a competent foreman or supervisor who is both skilled and
knowledgeable of the contract standards and specifications.

Personnel

The Contractor's personnel shall, at all times, present a neat appearance, and all work shall be performed and all
complaints handled with due regard to the City of Albany's public relations. The Contractor shall utilize skilled
employees, knowledgeable of the contract specifications and standards, in performing the work specified in this
agreement.

Public Relations

Mowing performed by the Contractor shall be completed with as little disruption to the activities of the park users
as possible. The mowing of high use park areas (Monteith Riverpark, Waverly Park, Eleanor Park, Grand Prairie
Park, Timber Linn Park including soccer fields, and Bryant Park) shall not be permitted on Saturdays and Sundays
from May 1 through October 1 and during periods of good weather that may occur throughout the year. Parks
adjacent to residential neighborhoods should not be mowed prior to 8:00 a.m.

The safety of the public shall always be the highest priority. The mowing schedule should accommodate the user
public. The Contractor shall not inconvenience large organized groups (over 50 people) by the Contractor's need to
mow. The Contractor shall delay or postpone mowing a park that is being used by a large organized group until the
group has left the park. A small group, without an advance reservation, may be politely asked to temporarily move
a safe distance away to allow mowing of that location.

Insurance

Contractor shall procure and maintain for the duration of the contract, insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of the work hereunder
by the Contractor, his agents, representatives, employees or subcontractors.

City of Albany – 2011 Five Year Mowing Contract                                                             Page 5
A. Minimum Scope of Insurance

Coverage shall be at least as broad as:

    1. Commercial General Liability: Insurance Services Office (ISO) form CG 0001 with an edition date of 10-
       2001 or later, providing Commercial General Liability – Occurrence Form. With CG 25 03 (Amendment
       Aggregate Limits of Insurance per Project) attached.

    2. Automobile Liability: Insurance Services Office (ISO) form CA 0001, providing Business Automobile
       Coverage on owned, non-owned and hired vehicles.

    3. Workers’ Compensation insurance as required by Oregon Revised Statutes and including Employers
       Liability Insurance.

B. Minimum Limits of Insurance

Contractor shall maintain limits no less than:
    1.    General Liability:                                                        $1,000,000 Each Occurrence
                                                                                    $2,000,000 General Aggregate
                                                                                    $2,000,000 Products Aggregate
                                                                                    $1,000,000 Personal Injury

The General Aggregate shall apply separately to this project.

    2.    Automobile Liability:                                                     $1,000,000 Each Occurrence

    3.    Employers Liability:                                                      $500,000 Each Accident
                                                                                    $500,000 Disease Aggregate
                                                                                    $500,000 Disease Each Employee

C. Deductibles and Self-Insured Retentions

Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City,
either: the insurer shall reduce or eliminate such deductible or self-insured retention as respects the City, its
officers, employees and agents; or the Contractor shall procure a bond guaranteeing payment of losses and related
investigations, claim administration, and defense expenses.

D. Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

    1. Commercial General Liability and Automobile Liability Coverage
       a. The City of Albany, its officers, employees, and agents are to be covered as additional named insureds
          as respects: liability arising out of activities performed by or on behalf of the Contractor including the
          Insured’s general supervision of the Contractor; products and completed operations of the Contractor;
          premises owned, occupied, or used by the Contractor, or automobiles owned, leased, hired, or
          borrowed by the Contractor. The coverage shall contain no special limitations on the scope of
          protection afforded to the City, its officers, officials, employees, or volunteers.

         b. The Contractor’s insurance coverage shall be primary insurance as respects the City, its officers,
            employees, and agents. Any insurance or self-insurance maintained by the City, its officers,

City of Albany – 2011 Five Year Mowing Contract                                                             Page 6
              employees, or agents shall be excess of the Contractor’s insurance and shall not contribute to it.

          c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to
             the City, its officers, employees, or agents.

          d. The Contractor’s insurance shall apply separately to each insured against whom claim is made, or suit
             is brought, except with respect to the limits of the insurer’s liability.

    2. Workers’ Compensation and Employers Liability Coverage

          The insurer shall agree to waive all rights of subrogation against the City of Albany, its officers,
          employees, and agents for losses arising from work performed by the Contractor for the City.

    3. All Coverages

          Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
          suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days’
          prior written notice by certified mail, return receipt requested, has been given to the City.

E. Acceptability of Insurers

Insurance is to be placed with insurers with an A.M. Best rating of no less than A- VII. Exception to this
requirement is given to SAIF Corporation for Workers’ Compensation. Any other carriers with lower ratings may
be given prior written approval.

F. Verification of Coverage

Contractor shall furnish the City of Albany with Certificates of Insurance that contain original endorsements for
each insurance policy and signed by a person authorized by that insurer to bind coverage on its behalf. All
certificates and endorsements are to be received and approved by the City before work commences. The City shall
be listed as an “additional insured”.

G. Subcontractors

Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and
endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements
stated herein.

Accident Prevention

The Contractor shall exercise precaution at all times for the protection of persons and property. Safety provisions
of all applicable laws and ordinances shall be strictly observed. The Park Maintenance Manager or his authorized
representative may require the Contractor to discontinue hazardous work practices upon written notice.

Penalty

If the Contractor fails to perform the work in the manner specified by this Agreement, the City of Albany may
penalize the Contractor for each day the work is not performed. Before assessing a penalty, the City of Albany will
notify the Contractor in writing of the problem and allow the Contractor twenty-four (24) hours to take corrective
action. The penalty will be not more than One Hundred Dollars ($100.00) per day. If, after notice, the Contractor
fails to take corrective action, the City of Albany may terminate the contract and enter into an agreement with
another Contractor or may perform the work itself. The cost of performing the work or the amount of any penalties


City of Albany – 2011 Five Year Mowing Contract                                                                Page 7
assessed hereto may be deducted from any monthly payment amount due.

Observance of Laws

The Contractor shall secure all permits and maintain current licenses imposed by law and ordinance, pay all
charges and fees, and give all notices necessary and incidental to the due and lawful performance of the work
described in these specifications, for the duration of the contract.

Consultation

Upon request and/or necessity, an authorized City representative will accompany the Contractor to the work areas
to further clarify or describe mowing methods and procedures. The Contractor will consult with the Park
Maintenance Manager or his authorized representative regarding the details, scheduling and performance of turf
mowing.

Termination for Breach

If the Contractor fails to perform the work in the manner specified by these specifications, the City of Albany may
terminate the contract. Before termination for breach, the City of Albany will notify the Contractor in writing of
the problem and allow the Contractor twenty-four (24) hours to take corrective action. If, after notice, the
Contractor fails to take corrective action, the City of Albany may terminate the contract and enter into an agreement
with another Contractor, or may perform the work itself. The Contractor shall be responsible to the City for all
damages caused by his breach of the contract.

Performance Evaluation Meetings

The City of Albany reserves the right to call periodic meetings with the Contractor on an as needed basis to discuss
and evaluate the performance of the Contractor.

Reporting

The Contractor shall provide Park Maintenance with a tentative weekly mowing schedule (Appendix A) via FAX
or Email at the beginning of each week. This will help us to coordinate litter removal, sidewalk cleaning, herbicide
applications, etc. It is understood that actual field conditions may necessitate a change in the tentative daily mowing
schedule.

In addition, the Contractor will submit the prior week’s mowing schedule (Appendix A) at the beginning of the
following week. The report will identify:
                 a)      The properties that were mowed.
                 b)      The date the properties were mowed.
                 c)      All problems and any comments or suggestions that were identified during the week.

Examples of problems the Contractor is expected to report are: broken tree limbs, vandalism of any kind, including
graffiti, plumbing malfunction (including irrigation equipment), broken glass, excessive litter, safety problems, and
mower clearance problems.

Site Inspection

The City Park Maintenance Manager will randomly inspect each park area. During this inspection, a correction list
will be made of all deficiencies in the work required by these specifications. If deficiencies are identified, the list
will then be immediately forwarded to the Contractor. Payment will not be made on these areas until all
deficiencies have been corrected.


City of Albany – 2011 Five Year Mowing Contract                                                                Page 8
Contract Payments

All bids shall include separate bid price for a single mowing of each mowing area. The mowing cost worksheet
includes a list of 38 City properties; this list is subject to change. A separate bid amount should be assigned to each
listed area. Contract payments will be determined by the number of times a particular park area is mowed on a
monthly basis; payments will be made from a monthly billing. Checks are cut by the City two (2) times a month.

During wet weather, there are turf areas within certain parks that become soft and cannot be mowed. If a soft turf
area is more than one-half acre in size within any one park, and cannot be mowed, the City will only pay the
Contractor for the number of acres within the park that are actually mowed on a pro-rated, per-acre basis. For
example, if a park is four (4) acres in size, and one (1) acre of turf is too soft to mow, and the accepted bid per
mowing of the entire park is $100.00, the City will pay $75.00 for one (1) mowing of the particular park. The
Contractor shall be responsible for notifying the City (on the weekly reports) of any parks that have soft turf areas
that cannot be mowed and the number of acres involved. The acres of soft turf that are not mowed will be deducted
from the monthly payment to the Contractor.

Terms of Contract

The contract shall be for approximately a five-year period of time, estimated to begin on March 10, 2011 and
ending December 31, 2015. The typical annual mowing season is from approximately February 15 – November 15.
The “Contract Year” is described as January 1- December 31.

Changes in Scope of Work

During the term of this contract, in the event a change in the scope of work (either by addition or reduction of
work) is required, the contract may be adjusted by negotiations. The change in the scope of work shall be
confirmed by a duly signed Change Order to the contract.

Fuel Cost Adjustment

The Contractor may request a fuel rate adjustment no more frequently than annually for the ensuing one-year
period beginning on the effective date of the Contract or on an anniversary of the effective date (“Contract Year”)
to reflect actual increases in Contractor’s cost to perform the services, by submitting a written request with backup
documentation establishing the actual increases in cost. In no event shall the rate adjustment be more than the
percentage change during the preceding Contract Year in the Consumer Price Index for All Urban Consumers
(CPI-U) published by the U.S. Department of Labor. Any request for a rate adjustment shall be submitted to the
City Parks and Facilities Manager no less than thirty (30) calendar days prior to the end of the Contract Year, and
adjustments shall be effective as of the beginning of the current Contract Year.

City's Right to Terminate Without Cause

The City may terminate this contract without cause.

In the event that the City determines that the Contractor has failed to satisfactorily perform its obligations under the
terms of the contract, the City may terminate this contract. In the events of such termination, the City shall pay to
the Contractor all sums due to and including the date of termination but shall have no further obligation to
Contractor thereafter.




City of Albany – 2011 Five Year Mowing Contract                                                                 Page 9
Should the City desire to terminate the contract pursuant to this paragraph, written notification of said proposed
termination should be set forth the proposed termination and the grounds therefore. The Contractor shall then
thereafter have a right to appeal the decision of the Parks Director to the Albany City Council. In order to exercise
such right, the Contractor must, within ten (10) days of receipt of the Notice of Cancellation, provide a written
Notice of Appeal to the City Manager. Thereafter, a hearing shall be held before the City Council, whose
determination shall be final and binding.

Requirement to Hold License and Provide Performance Bond

It is necessary that the Contractor have the financial capacity to acquire quality equipment necessary to perform the
contract work. A current Oregon Construction Contractors License (per ORS 701) or a current Oregon Landscape
Contractors License (per ORS 671) must be provided at the time of bid. A Performance Bond in the amount of fifty
percent (50%) of the one (1) year Base Bid is required if bidder is determined to be the apparent successful bidder.

Bid Tabulation

The attached Five Year Mowing Contract Cost Worksheet should be completed and will be used in calculating the
bid. The unit cost you bid will also be the basis for contract payments. The City will use the annual estimated
mowing cost figure as a basis for calculating the low bidder and award of contract. It is also the figure to use in
calculating your 10% bid bond and the performance bond (fifty percent (50%) of the one (1) year Base Bid).

Listed acres are approximate. It is the Contractor’s responsibility to make sure that all park boundaries are
understood.

Bid Award

Contract will be awarded on the base bid of the Estimated Five Year Mowing Contract Cost Worksheet.
In addition two additives may be awarded at City’s discretion if funding is available:
         Bid Additive 1 (Softball Fields)
         Bid Additive 2 (Edging)

Bid Submittal Requirements

    1.   Mowing Cost Worksheet
    2.   Employe Drug Testing Program Certification Form
    3.   Bid Bond
    4.   Contractor’s License

Additive Submittals

    1. Bid Additive 1 (Softball Fields)
    2. Bid Additive 2 (Edging)
Payments shall be made as provided in the Contract Documents.

Should suit or action be undertaken to enforce any of the terms of this agreement or to seek damages for its breach,
the prevailing party shall be entitled to an award of its reasonable attorney fees, including those incurred on appeal.




City of Albany – 2011 Five Year Mowing Contract                                                               Page 10
IN WITNESS WHEREOF, the parties hereto have subscribed their names and affixed their respective official
seals.


CONTRACTOR:                                                              CITY OF ALBANY, OREGON

DATE:                                                                    DATE:

By:                                                                      By:
Printed                                                                     Ed Hodney, Parks and Recreation Director
Name:

Title:


By:
Printed
Name:

Title:
    (Note: Signatures of two officers are required for a corporation )




Corporation Tax No. (if incorporated)



Social Security No. (if individual)




Mailing Address



Telephone



Facsimile



Oregon Landscape Contractors License Number



Oregon Contractor’s License Number




City of Albany – 2011 Five Year Mowing Contract                                                            Page 11
                      EMPLOYEE DRUG TESTING PROGRAM CERTIFICATION

The City of Albany requires that bidders shall demonstrate and disclose to the City of Albany that he/she has an
employee drug testing program in place before a public contract can be awarded.
Therefore, by signing this Certification, the Bidder does hereby certify and confirm that, as the proposed contractor
for City of Albany Five Year Mowing Contract, that he/she has an employee drug testing program in place.

CONTRACTOR:

BY:

TITLE:

DATE:




City of Albany – 2011 Five Year Mowing Contract                                                             Page 12
                                                   BID BOND

BOND NO.

AMOUNT OF BID: $

KNOW ALL MEN BY THESE PRESENTS, that

                             hereinafter called the PRINCIPAL, and

a corporation duly organized under the laws of the State of                           having its principal place

of

business at                                                                       ,

in the State of __________                                                        ,

and authorized to do business in the State of Oregon, as SURETY, are held firmly bound unto the City of

Albany, Oregon, hereinafter called the OBLIGEE, in the sum of
                                                                                      DOLLARS (                    ),

for the payment of which we bind ourselves, our heirs, executors, administrators, successors, and assigns,

jointly and severally, firmly by these presents.


THE CONDITION OF THIS BOND IS SUCH THAT:

WHEREAS, the PRINCIPAL is herewith submitting his/her/its Bid Proposal for                                     ,
said

Bid Proposal, by reference thereto, being hereby made a part hereof.

NOW, THEREFORE, if the Bid Proposal submitted by the PRINCIPAL is accepted, and the Contract awarded
to the PRINCIPAL, and if the PRINCIPAL shall execute the proposed Contract and shall furnish such
Performance and Payment Bond as required by the Contract Documents within the time fixed by the
documents, then this obligation shall be void; if the PRINCIPAL shall fail to execute the proposed Contract
and furnish the bond, the SURETY hereby agrees to pay to the OBLIGEE the said sum as liquidated damages,
within ten (10) days of such failure.


Signed and sealed this                  day of                              2011.


PRINCIPAL                                                     SURETY

By:                                                           By:
                                                                            Attorney-in-Fact



City of Albany – 2011 Five Year Mowing Contract                                                            Page 13
                                            PERFORMANCE BOND
                                                                     BOND NO.
                                                                     AMOUNT: $
KNOW ALL MEN BY THESE PRESENTS, that

of                                                                                                                     ,
hereinafter called the CONTRACTOR (Principal), and                                                                     ,
a corporation duly organized and existing under and by virtue of the laws of the State of                              ,
hereinafter called the SURETY, and authorized to transact business within the State of
as SURETY, are held and firmly bound unto
as OWNER (Obligee), in the sum of:
_______________________________________________ DOLLARS ($                                                          ),
lawful money of the United States of America, for the payment of which, well and truly be made to the OWNER, the
CONTRACTOR, and the SURETY bind themselves and each of their heirs, executors, administrators, successors, and
assigns, jointly and severally, firmly by these presents as follows:

THE CONDITION OF THE ABOVE OBLIGATION IS SUCH THAT:
WHEREAS, the CONTRACTOR has executed and entered into a certain Contract hereto attached, with

the OWNER, dated ____________________________, 2011, for Five-Year Mowing Contract                    .

NOW, THEREFORE, if the CONTRACTOR shall in all things perform all the terms and conditions of the within and
foregoing Contract as provided in the Contract Documents to be by such CONTRACTOR performed, and shall honor
all claims for defective work made within one (1) year after the completion and acceptance of the foregoing Contract,
and shall pay over, make good, and reimburse to the OWNER, all loss or damage which the OWNER may sustain by
reason of failure or default on the part of CONTRACTOR, then this obligation shall be void; otherwise it shall be and
remain in full force and effect.

PROVIDED, HOWEVER, that the SURETY, for value received, hereby stipulates and agrees that no change,
extension of time, alteration, or addition to the terms of the Contract Documents or to the work to be performed there
under, shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change,
extension of time, alteration, or addition to the terms of the Contract Documents.

IN WITNESS WHEREOF, the above parties bounded together have executed this instrument this ____ day of
____________________________, 2011, the name and corporate seal of each corporate party being hereto affixed
and those presents duly signed by its undersigned representative, pursuant to authority of its governing body.

CONTRACTOR: ___________________________________________
                    By: ___________________________________ (Seal)                     ____________________
                                                                                                           Attest
SURETY:             ___________________________________________
                    By: ___________________________________ (Seal)                     ____________________
                                                                                                           Attest
APPROVED AS TO FORM:

__________________________________

City of Albany – 2011 Five Year Mowing Contract                                                              Page 14
 2011 Five Year Mowing Contract - Cost Work Sheet
                                                              Unit Cost            Estimated Annually
 Location                            2011 Sq Ft     Acres      Amount           # of Times      Cost
 Albany Depot                             57,317      1.32                 X         48
 Albany Police Department                  8,888      0.20                 X         48
 Bowman Park                             211,347      4.85                 X         30
 Bryant Park                             587,219     13.48                 X         30
 Burkhart Park                            74,732      1.72                 X         42
 Deerfield Park                          482,614     11.08                 X         32
 Doug Killin Friendship                   64,028      1.47                 X         40
 Draper Park                             217,804      5.00                 X         40
 Eades Park                               38,226      0.88                 X         32
 Eleanor Hackleman Park                   89,200      2.05                 X         42
 Gibson Hill Park                        265,779      6.10                 X         42
 Grand Prairie                           343,178      7.88                 X         42
 Hazelwood Park                           32,475      0.75                 X         20
 Henderson Park                            8,643      0.20                 X         40
 Kinder Park - Irrigated Turf            233,289      5.36                 X         42
 Kinder Park - Rough Turf                 85,878      1.97                 X         20
 Kinder Park - Wetlands Turf              83,785      1.92                 X         4
 Lehigh Park                             214,294      4.92                 X         40
 Lexington Park                          387,629      8.90                 X         40
 Lyon Street & 9th                        10,108      0.23                 X         42
 Maple Lawn                               68,150      1.56                 X         40
 Monteith Riverpark                      178,925      4.11                 X         42
 ODOT Medians                             42,063      0.97                 X         48
 Periwinkle Park                         237,277      5.45                 X         40
 Pineway Park                             39,249      0.90                 X         40
 Riverview Heights                        53,752      1.23                 X         40
 Skate Park - Rough Turf                  46,520      1.07                 X         8
 Sunrise Park                            203,474      4.67                 X         40
 Swanson Park                             65,196      1.50                 X         40
 Swanson Park - Rough Turf                43,923      1.01                 X         20
 Takena Landing                           44,830      1.03                 X         20
 Takena Park                             126,428      2.90                 X         40
 Teloh Calapooia Park                    192,208      4.41                 X         40
 Timber Linn Irrigated Turf              537,624     12.34                 X         48
 Timber Linn Un-irrigated Area A       1,249,898     28.69                 X         40
 Timber Linn Un-irrigated Area B         894,129     20.53                 X         20
 Timber Linn Rough                       271,460      6.23                 X         8
 Waverly Lake Park                       316,887      7.27                 X         48
 Totals                                 8,108,426    186.15                                              $0.00
                                              Award Base Bid (Annual Estimated Mowing Costs)

City of Albany – 2011 Five Year Mowing Contract                                                Page 15
2011 Mowing Contract – Bid Additive 1 (Softball Fields)

Mowing Frequency Timber Linn and Bryant Park Softball Fields

The mowing of the softball complex outfields (areas of play) at Timber Linn Park and Bryant Park shall be done on
an as-needed basis. The mowing frequency or number of times each property is mowed may vary depending upon
weather, cultural practices and seasonal conditions. These enhanced mowing specifications are for the period of
mid April – mid October. The Contractor would gradually cut the grass down to the desired height of 1 ¾” in an
effort to avoid damaging the plant. The Contractor shall be required to operate on a regular, “as needed” mowing
schedule, including those times of adverse weather conditions. When the grass is actively growing, it must be
mowed regularly to prevent it from growing to a height of more than two and one quarter (2 ¼”) inches. Equipment
and equipment maintenance schedules shall be adequate to accommodate peak mowing demands.
A flexible mow schedule is essential to accommodate both changing growth patterns of turf and special event
considerations such as weekend softball tournaments. Typical preferred mowing schedule would be Monday’s and
Thursday’s, with possibility of special request mowing on Friday’s for certain weekend tournaments.

Cutting Height (Softball Fields Specs)

Cutting height is defined as the distance above soil at which the turf is mowed. The Contractor shall mow the turf
at a height of one and three quarter (1 ¾”) inches. The cutting height may be altered from this norm only if
approved by the Park Maintenance Manager. Grass shall be mowed at a height of one and three quarter (1 ¾”)
inches before it reaches a height of two and one quarter (2 ¼’) inches. The overall average height of grass
throughout the softball complex outfields (areas of play) is the determining factor when measuring grass height.

Grass Clippings (Softball Fields Specs)

Mowing equipment shall be designed and operated to uniformly disburse the grass clippings in such a way that all
areas of play maintain a consistent surface for safe running and ball roll (no clumps exceeding 1/8” on the surface
of play). Clippings shall not be blown onto sports infields, parking areas, walkways, or other paved
surfaces, or into tree wells or flowerbeds. Mowing schedules shall be planned so that mowing of these turf areas
is not done early in the morning when the grass is wet from dew or automatic irrigation systems. Clippings shall
be removed when they are heavy enough to cause light exclusion damage or otherwise harm turf. Frequent
mowing of these turf areas is required if clipping removal is to be avoided.

Trimming (Softball Fields Specs)

Trimming shall be performed around all trees, shrubs, sign posts, and all public facilities which include; garbage
cans, light poles, walkways, cement slabs, benches and all athletic field structures such as fencing (including the
homerun fences areas on the back sides to prevent grass from growing into and through the homerun fence onto the
field of play), kiosk’s, and all permanent structures. Trimming shall be completed in conjunction with each mowing
with small powered equipment or hand tools. It is the Contractor's responsibility to maintain all trim mowing at the
same cutting height as large turf areas. All accessible turf areas with actively growing grass shall be trimmed by
the Contractor.

Mowing Pattern (Softball Fields Specs)

A planned schedule for varying the mowing patterns would consist of four different mowing patterns. The
Contractor would be expected to utilize a different mowing pattern at each scheduled mowing, never repeating a
pattern until all four patterns have been utilized to reduce soil compaction and control turf grass grain. Grain refers
to the tendency of turf grass leaves and stems to grow horizontally in one or more directions rather than vertically.




City of Albany – 2011 Five Year Mowing Contract                                                               Page 16
Site Inspection (Softball Fields Specs)

The Park Maintenance Manager will randomly inspect each park area. During this inspection, a correction list will
be made of all deficiencies in the work required by these specifications. If deficiencies are identified, the list will
then be immediately forwarded to the Parks Maintenance Manager, who will contact the Contractor to ensure all
deficiencies have been corrected.

Terms

The softball field additive will be for approximately a five-year period of time, estimated to begin on March 10,
2011 and ending December 31, 2015.

 2011 Mowing Contract Cost Worksheet – Bid Additive 1 (Softball Fields)

                                                                  Unit Cost                Estimated Annually
 Location                            2011 Sq Ft         Acres     Amount               # of Times       Cost
 Bryant Softball Fields                   250,929         5.76                   X          57
 Timber Linn Ball Fields                  175,017         4.02                   X          57
 Totals                                    425,946        9.78
                   Additive 1 Bid Total (Annual Estimated Mowing Costs for Softball Fields)




City of Albany – 2011 Five Year Mowing Contract                                                               Page 17
2011 Mowing Contract – Bid Additive 2 (Edging)

This alternate provides for the monthly edging of all park curbs, sidewalks, mow strips (like around playgrounds), and fixed site
furnishing pads (like for tables, signs, benches, and barbeques). The approximate feet of edging is listed in the attached cost table.
Edging is to happen one time per month during the mowing season (February – October). Edging equipment is to be operated so
as to produce a uniform, professional appearance that follows the concrete hard surface edge. Grass is to be cleanly cut along the
concrete hard surface and thatch, or grass clippings, resulting from edging removed and disposed of.
The Edging additive will be for approximately a five-year period of time, estimated to begin on March 10, 2011 and ending
December 31, 2015.
 2011 Mowing Contract Cost Worksheet - Bid Additive 2 (Edging)
                                     Sidewalk                  Street Curb             Monthly
 Location                        Lineal Ft of Edging        Lineal Ft of Edging          Cost
 Albany Depot                                    1,197                      1,659
 Albany Police Dept                                235                           0
 Bowman                                          1,204                      1,929
 Bryant                                          2,180                           0
 Burkhart Park                                   1,411                        744
 Deerfield                                       2,026                      1,271
 Doug Killin                                     2,777                        858
 Draper                                          3,155                        668
 Eads                                              593                           0
 Eleanor                                         1,863                      1,395
 Gibson Hill                                     5,656                      1,021
 Grand Prairie                                   6,767                        640
 Henderson                                         415                        144
 Kinder Park                                     6,906                           0
 Lehigh                                          3,556                           0
 Lexington                                       5,712                      1,814
 Lyon St. Intersection                             407                        324
 Maple Lawn                                        775                           0
 Median Strips                                   2,160                      1,865
 Monteith                                        5,605                          50
 Periwinkle                                      3,717                           0
 Pineway                                           644                           0
 Riverview Heights                               2,385                        100
 Sunrise                                         4,407                          27
 Swanson                                         2,700                      1,238
 Takena                                          2,737                        892
 Takena Landing                                     76                      1,072
 Teloh Calapooia                                 1,252                           0
 Timber Linn                                   21,133                       6,551
 Waverly                                         5,933                      2,920
 Totals                                        99,584                      27,182
                         Additive 2 Bid Total (Annual Estimated Edging Costs)


   City of Albany – 2011 Five Year Mowing Contract                                                                          Page 18
                                     Appendix A – Report Form (Sample)

                                       Planned to Mow
                                          This Week
                 Location              Day        Date   Date Mowed      Comments
 Albany Depot
 Albany Police Department
 Bowman Park
 Bryant Park
 Bryant Softball Fields
 Burkhart Park
 Deerfield Park
 Doug Killin Friendship
 Draper Park
 Eades Park
 Eleanor Hackleman Park
 Gibson Hill Park
 Grand Prairie
 Hazlewood Park
 Henderson Park
 Kinder Park - Irrigated Turf
 Kinder Park - Rough Turf
 Kinder Park - Wetlands Turf
 Lehigh Park
 Lexington Park
 Lyon Street & 9th
 Maple Lawn
 Monteith Riverpark
 ODOT Medians
 Periwinkle Park
 Pineway Park
 Riverview Heights
 Skate Park - Rough Turf
 Sunrise Park
 Swanson Park
 Swanson Park - Rough Turf
 Takena Landing
 Takena Park
 Teloh Calapooia Park
 Timber Linn Irrigated Turf
 Timber Linn Ball Fields
 Timber Linn Unirrigated Area A
 Timber Linn Unirrigated Area B
 Timber Linn Rough
 Waverly Lake Park

City of Albany – 2011 Five Year Mowing Contract                                     Page 19
                                                  Appendix B- Maps




City of Albany – 2011 Five Year Mowing Contract                      Page 20

				
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