1-ScopeOfWork GrassCuttingContract 2026-006-000-50-4430021 20261019.pdf

INVITATION TO BID

and PROPOSAL

Scope of Work Specifications

THE HOUSING AUTHORITY

of the City of Allentown

1339 Allen Street Allentown, Pennsylvania 18102-2191

Section 4 Page 12

Grass Cutting Services

Bid No. 2026-006-000-50-4430021

GRASS CUTTING SITE LOCATIONS

All Sites are located within the City of Allentown, PA

Bid A: Site 1. AMP 200 and AMP 300 Towers East and Gross Towers 1337 and 1339 Allen Street

Site 2. AMP 800 Walnut Manor 1519 Walnut Street

Bid B: Site 3. AMP 700 700 Building 700 Union Street

Site 4. AMP 500 Little Lehigh (Phase 2) Lehigh Street & Martin Luther King Jr.

Drive

Site 5. AMP 700 401-409 Market Street

Bid C: Site 6. AMP 100 616,624-626, 636 N. Godfrey Street

Site 7. AMP 100 Central Park 683 Wahneta Street

Bid D: NSA Site 8. KC Building 124 N. Fourth Street

AMP 600

Site 9. 101 N. Third Street

AMP 600

Site 10. 726 Walnut Street

AMP 600

Site 11. 643 N. Front Street

AMP 600

Site 12. 1950 Chew Street

AMP 600

Site 13. 237 N. Seventh Street

Bid D: AMP 600 Site 14. 837 – 839 Gordon Street

403 N. Ninth Street

AMP 600

Site 15. 228 Ridge Avenue

AMP 600

Site 16. 910 N. Sixth Street

AMP 600

Site 17. 428 N. Sixth Street

Bid E: CGCC Site 18. Cumberland Gardens Community Center 501 E. Cumberland Street

CGCC

Site 19. Cumberland Gardens Gym 501 E. Susquehanna Street

CG1lihtc Site 20. Cumberland Gardens Phase 1 501 E. Cumberland Street

CG2lihtc Site 21. Cumberland Gardens Phase 2 501 E. Cumberland Street

CG3lihtc Site 22. Cumberland Gardens Phase 3 501 E. Cumberland Street

Site 23. AMP 100 102-124 E. Wyoming Street

Bid F: OPCC Site 24. Overlook Park Community Bldg 445 Hanover Avenue

OPCC

Site 25. East Hamilton St. Corridor (Between S. Albert St. and S. Carlisle St.)

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SCOPE OF WORK

I. SPECIFICATIONS

A. All Grass Cutting Locations

1. Bidders shall furnish all labor, equipment, materials, transport, and travel for all grass cutting and trimming services specified herein at locations designated in Bid A through Bid G.

Additional fees and surcharges (e.g. equipment rental, disposal fees, fuel surcharges, etc.) not included in the proposed bid costs will not be accepted.

2. All bidders must complete the cost per cut sheet of the Form of Bid. This rate schedule will be used on a deduct basis only in the event of a work site deletion or unacceptable service by the successful contractor.

3. It is the responsibility of the bidders to visit the sites to familiarize themselves with boundary lines and terrain. The pre-bid conference on Tuesday, November 3, 2026, is the only time an AHA representative will accompany any prospective bidder.

Cutting Height. The grass cutting height shall be three (3) inches. Any deviation shall be established by the particulars of each location in accordance with standard landscape practices. Approval to change cutting heights must be obtained from the site Property Manager, site Maintenance Supervisor, or Director of Maintenance Operations at AHA.

B. Grass Clipping Requirements

1. Bagged and removed from the entire location for the following bids:

• Bid A – Towers East, Gross Towers, Walnut Manor

• Bid B – 700 Building, Market Street

• Bid C – Godfrey Street, Central Park

• Bid D – KC Building, 101 N. Third Street, 726 Walnut Street, 643 N. Front Street. 1950 Chew Street, 237 N. Seventh Street, 837-839 Gordon Street, 910 N. Sixth Street, 428 N.

Sixth Street

• Bid E – 102-124 Wyoming Street

• Bid F – Overlook Park Community Building, East Hamilton St. Corridor

2. No bagging requirements:

• Bid B – Little Lehigh

• Bid D – 228 Ridge Avenue

• Bid E – Cumberland Gardens Community Center, Cumberland Gardens Gym, Cumberland Gardens Phase 1, Phase 2, Phase 3

3. All properties will have grass clippings directed away from buildings as much as possible where bagging is not a requirement. Compliance with bagging requirements will be monitored on weekly inspections by AHA.

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4. All residual grass clippings shall be removed on the day of the cut from sidewalks and all other paved areas, including public streets, by power blowing the debris off all surfaces or collecting the clippings for off-site disposal.

C. Trimming

1. Trimming will be done in a workmanlike manner with the intent to yield a finished project with a clean, crisp appearance of the property. Trimming for each site will be completed in full each time a site is cut. These areas shall include:

a. Grass to sidewalk, grass to curb, grass to driveway, grass to shrubs or trees, grass to poles or pipes.

b. Vegetation management: weeds and grass protruding above 1) the sidewalk joints and/or 2) the surface of the street/curb joints. The Contractor is responsible to control this growth to maintain a consistently clean appearance.

2. Vegetation management chemicals to control growth as described above may be considered for approval provided that the contractor:

a. Submits the product label and Safety Data Sheet (SDS) to the respective Property Manager for review.

b. Obtains prior written authorization from the respective Property Manager to use the proposed product.

3. Non-selective total kill herbicides shall only be considered for application along street/curb joints where healthy plants are not exposed directly or indirectly to these chemicals.

D. Safety Requirements: Protection of Residents and Property

1. All work must be completed in a safe and workmanlike manner to avoid personal injury to residents and damage to property. The Contractor shall be responsible for ensuring the safety of the residents, AHA employees, his employees, pedestrians, etc. while performing the assigned work.

2. All mowing equipment must have all manufacturers' safety equipment installed and functional. For example, all equipment will be equipped with chute deflectors that shall be positioned downward at all times that mowers are engaged.

3. The Contractor shall be held responsible for repairing or replacing property that is damaged by reason of the Contractor's operation on the property and all costs of such replacement or repairs shall be the sole responsibility of the Contractor.

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4. If Contractor fails to correct any damages within a reasonable amount of time, AHA shall have the right to correct the damages, repairs or replacement, without any further notice to the Contractor and shall deduct the cost of such repairs or replacement from any monies due to the Contractor.

E. Communication.

1. The Contractor will assume full responsibility to communicate with each respective Property Manager(s) and to inform the Property Manager or designee of any scheduling conflicts and/or delays and make adjustments only upon prior approval by AHA. Contact information will be provided to the awarded Contractor.

2. Field supervisors/foreman shall be equipped with a cellular telephone or two-way radio so that scheduling issues, delays, and incidents occurring as services are performed in the field are reported immediately to the owner/Contractor who shall communicate these issues immediately to the AHA representative(s).

F. Callbacks. As deemed necessary by the Authority and at no additional charge to the Authority, the Contractor will be required to respond to a call for service within 24 hours pertaining to any areas not properly cut or omitted during the normal schedule. If the response is not completed, this interruption of service will be considered grounds for:

1. A pro-rated deduction in the site fee based on the amount of incomplete services. The Housing Authority shall be the sole judge of the deduction amount to be withheld.

2. Termination of the contract after three (3) documented and formal notifications to the Contractor.

G. Schedule. The successful bidder will follow a cutting schedule, including site cleanup, based on Housing Authority activities. The Housing Authority will determine the schedule to be used after bids have been awarded.

1. All sites shall be completed in no longer than three (3) business days, Monday through Wednesday, thereby permitting rescheduling for inclement weather.

2. Contractor shall be equipped with both personnel and equipment so as to be able to complete two normally scheduled days within one day if necessary.

3. No change in schedule will be permitted without authorization from the Housing Authority’s Director of Maintenance Operations.

4. Grass cutting will not begin before 8:00 AM without prior approval granted by the Allentown Housing Authority.

5. The following tentative grass cutting schedule of sites and day of cutting shall be used to determine the cutting cycle costs for Bids A through G:

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CONTRACT 2026-006-000-50-4430021: GRASS CUTTING SCHEDULE

Monday Tuesday Wednesday

Bid Location Bid Location Bid Location

C 616-636 N. Godfrey St

A Towers East

Gross Towers E

Cumberland Community

C Central Park

A Walnut Manor

E Cumberland Gym

D KC Building

B 700 Building

E Cumberland Gardens - I

D 101 N. Third St.

B Little Lehigh

E Cumberland Gardens – II

D 726 Walnut St.

B 401-409 Market Street

E Cumberland Gardens - III

D 643 N. Front St.

E 102-124 E. Wyoming St.

D 1950 Chew St.

D 237 N. Seventh St.

D 837-839 Gordon St.

403 N. Ninth St.

D 228 Ridge Ave.

D 910 N. Sixth St.

D 428 N. Sixth St.

F Overlook Park

Community Building

*F E. Hamilton St. Corridor

Services may not begin prior to 8:00 AM without Housing Authority approval.

* PLEASE NOTE: E. HAMILTON ST. CORRIDOR SHALL BE CUT ONE TIME PER MONTH.

6. The Contractor must make every effort to stay on agreed upon schedule and shall complete all routine work during the scheduled calendar week unless unforeseen circumstances beyond the control of the Contractor cause delays.

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Scope of Bid, General Conditions, and Specifications

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Appendix A – Site Drawings

PLEASE NOTE:

Site plan maps are intended to be used only as an assist to understanding particulars of a location.

The maps ARE NOT to be considered accurate in scale or physical conditions.

Final determination of work site boundaries, terrain features, and actual square footage totals shall be obtained by visiting the sites or by attending the Pre-bid Conference.

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Appendix A

Site Drawings

Site 1. Towers East and Gross Towers

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Site 2. Walnut Manor

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Site 3. 700 Building

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Site 4. Little Lehigh

PHASE 3

PHASE 2

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Site 3. 700 Building & Site 4. Little Lehigh

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Site 5. 401-409 Market Street

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Site 6. 616, 624-626, 636 N. Godfrey Street

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Site 7. Central Park

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Site 8. KC Building

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Site 9. 101 N. Third Street

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Site 10. 726 Walnut Street

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Site 11. 643 N. Front Street

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Site 12. 1950 Chew Street

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Site 13. 237 N. Seventh Street

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Site 15. 228 Ridge Avenue

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Site 18, 19, 20, 21, 22 Cumberland Gardens Community Center, Gym, Phase 1, Phase 2, Phase 3

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Site 23. 102-124 Wyoming Street

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Site 24. Overlook Park Community Building

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Site 24. Overlook Park Community Building Property

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Site 25. Hamilton Street Corridor