5-26-91 - Bid Specs - Lawn Mowing Services.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-91

DATE PUBLISHED:

January 14, 2026

GOODS / SERVICE AREA:

Lawn Mowing Services

BID OPENING:

Date: January 28, 2026 Time: 2:00PM CST

Location:

MEETING ID PHONE PIN:

meet.google.co m/hyn-cfoc-pcw

(US)+1 470-625-

796 956 507#

CONTRACT PERIOD:

One (1) or more Years from Date of Award See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District (District) is seeking bids from qualified LOCAL contractors to provide regular lawn mowing services for twenty-five (25) Parkway Properties. (SEE SB-17)

The District estimates that during the term of this agreement, it will need lawn mowing services district wide. This is noted for vendor information as the District does not guarantee any quantities that it will purchase because of this invitation to bid.

The initial term of this contract will be for a one (1) year period, to run from March 10, 2026 through March 9, 2026, with three (3) one-year options to extend.

SB-2 BID AWARD METHOD:

It is the district’s policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the district.

SB-3 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

https://meet.google.com/hyn-cfoc-pcw?hs=122&authuser=0 https://meet.google.com/hyn-cfoc-pcw?hs=122&authuser=0 https://meet.google.com/hyn-cfoc-pcw?hs=122&authuser=0 tel:+1-470-625-2242 tel:+1-470-625-2242 https://parkwayschools.bonfirehub.com/

SB-4 SITE VISIT:

Contractors are required to attend a MANDATORY pre-bid site visit which will be held on Tuesday, January 20, 2026, starting at 9:00 a.m. (May be require a second day of school walkthroughs, which will be on Wednesday, January 21, 2026, at 9 a.m.) The pre-bid site visit will begin at Bellerive Elementary, located at 620 Rue De Fleur Dr, Creve Coeur, MO 63141. Contractors must meet outside the front entrance. For questions pertaining to the mandatory pre-bid site visit, contact Bill Freymuth, Grounds Supervisor, at 314.393.6603.

SB-5 OWNER’S RIGTS:

The following rights are reserved by the Owner:

1. To reject any or all bids without compensation to bidders, and to waive any or all informalities or defects in any bids.

2. To hold all bids valid for a period of 90 days from the opening date indicated on the Proposal form.

3. To reject all bids submitted by unqualified bidders.

4. If all acceptable bids exceed the Owner’s budget, the Owner reserves the right to negotiate a contract with any one of the low acceptable bidders.

5. Parkway Schools reserves the right to add additional similar and like services for other

Parkway properties to the awardees of the bid at the same rate quoted for the properties on bid #26-91.

SB-6 CONTRACTOR QUALIFICATIONS:

The contract will be awarded only to a responsible contractor, qualified by experience and in a financial position to do the work required.

Contractors shall have experience working with various lawn mowing equipment. The actual work shall be done by qualified and experienced personnel working under supervision.

SB-7 CONTRACTOR’S RESPONSIBILITIES:

1. Twenty-four hours prior to each mowing, the Contractor shall provide email notification to the

Grounds Supervisor.

2. Contractor shall designate a representative who shall act as the primary contact with the owner’s representative and shall be present at and responsible for operations on site.

3. All materials and performance of work will meet Federal Occupational Health and Safety

(OSHA) Laws currently in effect.

4. Provide a safe work area whereas students, faculty and staff will not be exposed to working conditions.

5. Be aware of students and staff using property for recess, physical education, and other activities, and adjust work areas as necessary.

6. Contractor will clean up daily, as needed, and upon completion of all work.

7. Contractors, Sub-Contractors, and Employees will not be allowed in the school buildings, except to check in upon arrival.

8. The hours of operation are different for each location. It is the responsibility of the

Contractor to check the proper allowance for operating work hours with each municipality in which work shall be performed. Each municipality does have a noise restriction ordinance until 7:00 am.

9. A "Hold Harmless" agreement must be furnished upon award of contract.

SB-8 LAWS AND REGULATIONS:

Observe all state and local laws, ordinance and regulations, including provisions of State Workmen’s Compensation Law and save Owner harmless from any and all liability by observance of the same.

SB-9 PROPOSAL FORMAT AND CONTENTS:

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

7. PRICING SHEET

The vendor shall complete the Bonfire BT-01PT Bid Table.

SB-10 SCHEDULING OF WORK:

Work performed as part of this agreement must not interfere with use of the property by the Parkway School District. This includes noise pollution, mowing when children are present, or other activities detrimental to the health and safety of students or staff, or disruption of the teaching of students. The contractor shall coordinate all work with the Grounds Supervisor. The hours of operation are different for each location. It is the responsibility of the Contractor to check the proper allowance for operating work hours with each municipality in which work shall be performed. Each municipality does have a noise restriction ordinance until 7:00 am.

SB-11 SUB-CONTRACTING:

Sub-contracting portions of this work may be acceptable, ONLY with prior approval from the District Facilities Director. The contractor must identify the company name, address, and telephone numbers of any sub-contractors requested and indicate the work they are to perform. Proposed sub-contractors shall comply with all specifications and requirements of this bid. All sub-contractors must be approved by the District Facilities Director prior to performing any work under this agreement.

SB-12 SCOPE OF WORK:

The contractor shall furnish all parts, labor, supplies, personnel, supervision, equipment and materials needed to properly and satisfactorily perform the services and specifications in this bid. The District’s expectations are for a high quality, neat, and clean appearance for the final product.

A list of all employees to perform under this agreement must be provided after award and on file with our security department.

The mow-able areas referenced on the Bid Table and shown on the Site Models are for estimating and reference purposes only. Actual mow-able area is dependent upon native landscaping and/or other ornamental areas. Each bidder is expected to take his/her own measurements. Failure to do so by the successful bidder will not subsequently be considered as a basis for extra compensation.

All materials furnished by the contractor shall be subject to inspection and approval by the District. No materials shall be utilized without prior approval of the Grounds Supervisor and/or Facilities Director.

All materials delivered to the job shall be unloaded and placed in a manner which will not hamper the normal operation of the existing landscaping or interfere with the flow of necessary traffic.

The contractor and any contractor's employee(s) shall be recognizable by proper identification visibly displayed and a marked vehicle while on District property.

Protection of Plantings and Facilities – The Contractor shall protect all planted areas, playground equipment, mulch/landscaped areas, and native landscaped areas during operations. Prior to conducting any work, the Contractor shall demonstrate a clear understanding of areas that are not to be mowed. The Contractor shall properly inform and train all sub-contractors and employees of applicable areas to protect. Destruction of planted areas, mulched/landscaped areas, and/or native landscaped areas for any reason, including the claim of lack of knowledge or training, is unacceptable. Care shall be taken to prevent damage to trees and shrubs, walls, curbs, etc., when mowing. If damage should occur it must be reported to the Grounds Supervisor and the Contractor shall repair the damage at no cost to the School District or reimburse the District for repair (at the District’s discretion). If destruction and/or damage to native landscaping and/or BMP’s should incur, the District will consult their Native Landscaping Service Provider on file for the cost to repair such damage. The District will then present that cost to the Contractor for reimbursement to the District.

The District will be responsible for removing leaves at all locations.

Should the Contractor propose the use of chemical herbicide at any time during the term of the award, all chemicals MUST be pre-approved by the District. The Contractor shall provide manufacturer’s literature and Material Safety Data Sheets to the District for review prior to approval, as well as proof of chemical applicator’s license (if applicable). The chemicals proposed must be EPA approved and mixed/applied in accordance with Federal, State, and local regulations as well manufacturer’s requirements. The District prefers “green products” and will give preference to organic products.

Clean up After Work - The Contractor is expected to clean up any sweepings, cuttings or other debris created by them in the performance of the work. This includes all walkways and roads. All refuse, debris and leaves shall be removed from catch basins, manholes and leaching basins and properly disposed of off school property by the Contractor.

Monitoring Grounds - It is the responsibility of the Contractor to monitor mow-able areas for signs of disease, pests and unusual hazards. The Contractor shall promptly report his/her findings to the Facilities Director or designee to ensure the lawns are maintained in the best possible condition.

SB-13 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit.

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. The fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be names as “Additional Insured.”

SB-14 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. The equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-15 CONTRACTORS RESPONSIBILITIES:

1. Contractor will send the necessary equipment to perform the work requested. If rental equipment is required, it will be the Contractor's responsibility to pay the rental fee at no additional cost to the district.

2. Contractor shall be responsible for any damage to Parkway School District equipment or facilities, caused by the contractor or any sub-contractor. Contractor shall repair any such damage to the satisfaction of Parkway School District or shall reimburse the district the total cost of the repairs.

3. Contractor shall be responsible to secure all required permits prior to start of on-site work.

SB-15 INVOICE REQUIREMENTS:

Invoices shall be submitted monthly, at the end of the month, to the District Grounds Supervisor.

Detailed summary of work shall be submitted by the Contractor with each invoice include the following information:

1. Location of work performed

2. Date of work performed

3. Work Completed

4. Any areas of concern

No invoices will be paid without the above information.

SB-15 SPECIFICATIONS:

1. All grass areas will be maintained at the recommended height for the species being managed (typically three inches). Other considerations will be given for the season and use of the lawn area being mowed.

2. Each mowing service will include grounds detail work, i.e. string trimming along curbs and sidewalks and general grounds policing, cleaning of walkways and entrances, etc., and include removing all debris and tree branches/sticks prior to and after operation.

3. Mowing will be done using recurring to permit recycling of glass clippings, present a neat appearance, and avoid lawn wearing spots. Timely mowing improves the appearance of the lawn as well as controls weed growth.

4. Clippings will be removed from all areas, including buildings, mulched/wood chipped areas, vehicles, paved areas, and sidewalks, by dispersal with a blower or physical removal, and returned to the lawn area.

5. Mowing immediately adjacent to building walls (or along parking lots) shall be done in such a manner that grass discharged from the mower is not blown on the building walls, plant beds, or vehicles.

6. Mowing shall not be performed when the ground is excessively wet and clumping of grass clippings or damage to the turf may occur.

7. If weather disrupts a scheduled mowing, then mowing will be conducted on the following day.

8. Mowing is allowed on Saturdays and Sundays, provided the Contractor does not change the bid price due to the need to mow on a Saturday or Sunday. Contractor must adhere to all municipality regulations for work on Saturday and Sundays.

9. The Contractor agrees that the Grounds Supervisor shall have the sole authority to determine that the work is properly done and may direct the Contractor to redo any work that is not to his satisfaction, at the Contractor’s expense.

10. Approximately 34 cuts will be performed between mid-March and mid-November.

11. Pierremont and Craig Elementary Schools both have mowable courtyards, which should be factored into the bid price provided.

12. Winning vendor will be required to meet with Bill Freymuth and Matt Furfaro between the award date for an expectations meeting.

13. A line item for bed maintenance is also included on the bid table. Please fill in an estimated cost/school for bed maintenance.

SB-16 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published January 14, 2026 4:00 PM Mandatory Pre-Bid Walk January 20, 2026 9:00 AM Q&A End January 21, 2026 2:00 PM Intent to bid January 28, 2026 1:30 PM Bid Close January 28, 2026 3:00 PM Vendor Notified of Award (Tentative) February 19, 2026 4:00 PM

SB-17 LIST OF SCHOOLS:

Southwest Middle School 701 Wren Ave, Ballwin, MO 63021 5.49 Barretts Elementary 1780 Carman Rd, Manchester, MO 63021 5.56

Bellerive Elementary 620 Rue De Fleur Dr, Creve Coeur, MO 63141 3.56

Carman Trails Elementary 555 S Weidman Rd, Ballwin, MO 63021 8.43 Claymont Elementary 405 Country Club Dr, Ballwin, MO 63011 2.6 Craig Elementary 1492 Craig Rd, St. Louis, MO 63146 8.12 Fern Ridge Elementary 13157 Olive Spur Rd, St. Louis, MO 63141 6.01 Green Trails Elementary 170 Portico Dr, Chesterfield, MO 63017 13.77 Hanna Woods Elementary 720 Hanna Rd, Ballwin, MO 63021 2.12 Henry Elementary 700 Henry Ave, Ballwin, MO 63011 4.91 Highcroft Elementary 15380 Highcroft Dr, Chesterfield, MO 63017 3.59 Mason Ridge Elementary 715 S Mason Rd, St. Louis, MO 63141 3.76

McKelvey Elementary 1751 McKelvey Rd, Maryland Heights, MO 63043 6.45

Oak Brook Elementary 510 Big Bend Rd, Ballwin, MO 63021 14.92 Pierremont Elementary 1215 Dauphine Ln, Ballwin, MO 63011 5.05 River Bend Elementary 224 River Valley Dr, Chesterfield, MO 63017 4.06 Ross Elementary 1150 Ross Ave, St. Louis, MO 63146 5.34

Shenandoah Valley Elementary 15399 Appalachian Trail, Chesterfield, MO 63017 6.45

Sorrento Springs Elementary 390 Tumulty Dr, Ballwin, MO 63021 6.25 Wren Hollow Elementary 655 Wren Ave, Ballwin, MO 63021 6.15 South Middle School 760 Woods Mill Rd, Manchester, MO 63011 24.96 West Middle School 2312 Baxter Rd, Chesterfield, MO 63017 17.29 Northeast Middle School 181 Coeur DeVille Dr, Creve Coeur, MO 63141 14.74 McKelvey Primary 12657 Fee Fee Rd, St. Louis, MO 63146 9.57 Early Childhood Center and Partial West High 14605 Clayton Rd, Chesterfield, MO 63011 West Middle 2312 Baxter RD, Chesterfield MO 63017 17.29

SB-15 CONTRACTORS RESPONSIBILITIES: