CITY OF BENTONVILLE, ARKANSAS

PURCHASING AND COMPLIANCE DEPARTMENT

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

FOR PUBLICATION

PUBLICATION DATES: MAY 31, 2026 & June 7, 2026

NOTICE TO BIDDERS

CODE ENFORCEMENT MOWING CONTRACT

Invitation For Bid (IFB)-26-42

The City of Bentonville, Arkansas is accepting formal, sealed bids from properly qualified, licensed and insured entities with necessary equipment to perform code compliance mowing and debris removal services within the Bentonville city limits, as needed as specified for the City of Bentonville Code Enforcement Department.

All Bids must be accompanied by a Bid Guarantee, as specified in the IFB-26-42 Bidding Documents, in the form of a bid bond, certified check, or cashier’s check in the amount of $500.00 (five hundred dollars), payable without condition to the City of Bentonville, as a guarantee that the Bidder will enter into a contract after the Notice of Award has been issued. The Bid Guarantee shall provide that the Bidder or surety must pay the damage, loss, cost, and expense subject to the amount of the Bid Bond directly arising out of the Bidder’s default in failing to execute and deliver the Contract. Personal checks and company checks are NOT acceptable as a Bid Guarantee. Any bid submitted shall be void unless accompanied by a cashier’s check drawn upon a bank or trust company doing business in the State of Arkansas or by a corporate bid bond.

There will be a NO MANDATORY Pre-Bid Meeting held.

The City reserves the right to cancel this request at any time in accordance with the City’s best interest, to reject any Bid received, and to waive irregularities in accordance with the City’s best interest. Submitters agree that such rejection shall be without liability on the part of the City of Bentonville for any damage or claim brought by any Bidder because of such rejections, nor shall the Submitter seek any recourse of any kind against the City because of such rejections. The filing of any Bids in response to this Invitation shall constitute an agreement of the Bidder to these conditions.

The City encourages all qualified small, minority owned, and women owned business enterprises to submit Bids for capital improvements, projects, and purchases. Encouragement is also made to all general (prime) contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.

Interested parties can obtain the required Bid Packet by emailing purchasing@bentonvillear.com, by calling 479-271-3115, or from visiting the address below. The Bid Packet may also be downloaded from the Purchasing Page of the City’s website (http://www.bentonvillear.com/211/Purchasing) by clicking ‘Review Open Bids’. Bidders are encouraged to notify Purchasing that they have downloaded the Bid Packet to ensure they are on the distribution list for Addenda and/or Q&A. There may be a 24-48 hour delay from the date of publication for the documents to be available on the City’s website.

There will be a Public Bid Opening for IFB-26-42 held at 1:00 PM CST on Tuesday, June 23, 2026; the Bid Opening will be held at the City of Bentonville Administrative Services Building in Room A239 on the 2nd floor, located at 1000 SW 14th Street Bentonville, AR 72712. All Bid Submissions must be received by Purchasing prior to the Public Bid Opening time. Late Submissions, unsigned Submissions and Submissions which do not contain the required Bid Bond will be rejected, without exception. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of vendors to submit responses at the designated location before the Bid Opening date and time. Bidders who wish to deliver a Bid Submission prior to the Bid Opening date/time may do so by delivering the Bid Submission to the Purchasing Department located at the address above.

Questions must be submitted via written communication only to purchasing@bentonvillear.com. The deadline to submit questions related to this Invitation is June 18, 2026, at 4:30 PM CST.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

INVITATION FOR BID (IFB) SOLICITATION

SOLICITATION INFORMATION

Bid Number: IFB-26-42 Date of Issuance: MAY 31, 2026

Description: CODE ENFORCEMENT MOWING CONTRACT

Requesting Department: CITY OF BENTONVILLE CODE ENFORCEMENT DEPARTMENT

Purchasing Department (Buyer):

MICHELLE GAUDERN, PURCHASING AGENT

Pre-Bid Meeting Information:

MANDATORY – N/A

Bid Bond Requirement: $500.00 BID BOND REQUIRED

SEE BID BOND SECTION OF THIS IFB DOCUMENT FOR DETAILS

BID OPENING DATE & TIME

Bid Opening Date and Time:

JUNE 23, 2026 AT 1:00 PM CST

Bid Opening Location: City of Bentonville Administrative Services Building Bid Opening Room – 2nd Floor – Room A239

1000 SW 14th Street Bentonville, AR 72712

DELIVERY OF BID SUBMISSION

Location (and mailing address) for Bid Submission Delivery:

City of Bentonville Administrative Services Building Purchasing – 2nd Floor

1000 SW 14th Street. Bentonville, AR 72712 Bid Submission Requirements: All Bids must be received by the Purchasing Office prior to the date and time listed herein for the Bid opening, in a sealed envelope with the following information clearly marked on the outer envelope:

- Solicitation ID (IFB Number)

- Bidder’s Name/Company Name & Phone Number

Bids which must be opened to be identified may be rejected.

Bids which are not sealed or are opened upon delivery will not be accepted.

Late Bids, unsigned Bids, or Bids which do not contain a Bid bond (when required) will be rejected, without exception.

In accordance with Arkansas Procurement Laws and Rules, it is the responsibility of the Bidder to submit their Bid submission correctly and to the designated location prior to the Bid opening time.

Deadline for Submission of Requests for Information, Questions or Clarifications: June 18, 2026– 4:30 PM CST Questions should be submitted only to the Purchasing Office via written communication only to purchasing@bentonvillear.com.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

EXECUTION OF BID PAGE (REQUIRED)

Upon signing this Bid, the Bidder certifies that he/she has read and agrees to the requirements set forth in this Bid proposal including specifications, conditions and pertinent information regarding the articles being Bid on, and agrees to furnish these articles at the prices stated.

All information on this page must be completed.

Unsigned Bids will be rejected - no exceptions.

Name of Firm: _________________________________Phone Number:________________________________

Business Address (Full Street/City/State/Zip):____________________________________________________

Is this address able to accept mail deliveries (for the purpose of returning Bid bonds etc.): ___Yes __No

Name of Contact Person:_____________________________Email:___________________________________

Signature of Authorized Person:____________________________________Date:_______________________

Printed or Typed Name:_____________________________________Title:_____________________________

Arkansas Contractor’s License Number:__________________________(Not required)

Sales or Use Tax ID Number:__________________________________

Bid Bond Included: ___Yes ___No (REQUIRED)

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ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 1: OVERVIEW

1. INTENT

The intent of this Invitation for Bid (IFB) is to enter into a Contract with a properly qualified, licensed and insured, entities with necessary equipment to perform code compliance mowing and debris removal services within the Bentonville city limits, as needed as specified for the City of Bentonville Code Compliance Department. .

2. REQUIRED RESPONSE DOCUMENTS

The following documents must be complete to provide a complete Bid response package:

Invitation for Bid (IFB) document, all response fields complete. This includes but is not limited to the Non-Collusion Affidavit (requires notary), Vendor Disclosure, Subcontractor Disclosure (when applicable), and Bidder Qualifications.

Proof that Bidder is a licensed contractor in the State of Arkansas. Proof may be in the form of providing the Contractor’s License Number, or including a copy of the Contractor’s License.

Proof that Bidder maintains, or is able to acquire the required insurance as stated herein in the ‘INSURANCE’ section of this IFB document.

$500.00 Bid Bond, as specified herein.

Attendance acknowledgement to the Mandatory Pre-Bid Meeting as indicated herein in the

‘SPECIFICATIONS’ section of this IFB document.

3. APPENDIXES

APPENDIX A: NON-COLLUSION AFFIDAVIT (REQUIRED RESPONSE DOCUMENT)

APPENDIX B: BIDDER QUALIFICATIONS (REQUIRED RESPONSE DOCUMENT)

APPENDIX C: CONTRACTOR/VENDOR DISCLOSURE (REQUIRED RESPONSE DOCUMENT)

APPENDIX D: SPECIFICATIONS (REQUIRED RESPONSE DOCUMENT)

APPENDIX E: MAPS (SPECIFICATIONS DOCUMENT)

APPENDIX F: SAMPLE CONTRACT DRAFT (SPECIFICATIONS DOCUMENT)

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ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 2: REQUIREMENTS, TERMS & CONDITIONS

BIDDERS: THIS SECTION CONTAINS REQUIRED RESPONSE FIELDS

1. INSURANCE

Bidders are required to include proof of their ability to obtain the insurance, as described herein, after the Notice of Award has been issued and upon execution of the contract in their Bid submission. Bid submittals that do not include proof of Bidder’s ability to obtain the required insurance may be rejected. The awarded Bidder shall purchase and maintain, at minimum, such insurance as defined herein and furnish Certificates of Insurance to the City naming the City of Bentonville as additionally insured. The insurance shall be appropriate for the performance of the work, as described herein, and shall provide protection from damage occurring to City owned property and from, and any other claims which may arise out of or result from the awarded Bidder’s performance of the work; whether it is to be performed by the awarded Bidder, any subcontractor or supplier, or by anyone directly or indirectly employed by any of them to perform any of the work, or by anyone for whose acts any of them may be liable:

The policies of insurance required are as follows:

1) Workers’ Compensation:

a. State: Statutory

b. Applicable Federal: Statutory

2) Comprehensive or Commercial General Liability: $1,000,000.00 – Each Occurrence

2. GUARANTEE OF BID

Bidders may not withdraw their Bids for a period of sixty (60) days after the Public Bid Opening. The City of Bentonville has sixty (60) days from the Bid Opening date in which to evaluate Bids and recommend award to City Council if it is determined to be in the City’s best interest. Bidders may only withdraw their Bids in accordance with the Terms and Conditions herein.

3. BONDS

A. BID BOND (BID GUARANTEE) (REQUIRED)

Bidders are required to include a Bid Bond as specified when the ‘Bid Bond Required’ field below has an “x” mark or when otherwise required in this document.

_X__Bid Bond Required __Bid Bond Not Required for this Solicitation All Bids must be accompanied by a Bid Bond/Bid Guarantee in the form of a Bid bond, certified check, or cashier’s check in the amount of $500.00 (five hundred dollars), payable without condition to the City of Bentonville. The Bond shall not have an expiration date of less than the number of days specified in the Guarantee of Bid section of this IFB document. Personal checks and company checks are NOT acceptable as a Bid guarantee.

Bids received that do not include a Bid Bond when required and as specified in this Invitation for Bid will be rejected without exception.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

B. PERFORMANCE & PAYMENT BOND

The awarded Bidder is required to submit Performance and Payment Bonds at the time of Contract signing when the ‘Performance & Payment Bonds Required’ field below has an “x” mark or when otherwise required in this document.

___Performance and Payment Bond Required _X_Performance and Payment Bond Not Required for this Solicitation The awarded Bidder shall furnish Performance and Payment Bonds after the Notice of Award is issued and upon the time of signing the binding Contract, each in an amount at least equal to the Total Bid Price as security for the faithful performance and payment of all of the awarded Bidder’s obligations under this Invitation for Bid and the awarded binding Contract. These Bonds shall remain in effect for a period of one (1) year after a formal Completion of Work Notice is issued by the City. The awarded Bidder may elect to transfer the Performance Bond to a Maintenance Bond upon conclusion of the Project for the one-year guarantee period.

C. BONDS – GENERAL

All bonds shall be executed by such sureties as are named in the list of Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and Management Service, Surety Bond Brand, U.S.

Department of the Treasury. All bonds signed by an agent or attorney-in-fact must be accompanied by a certified copy of that individual’s authority to bind the surety. The evidence of authority shall show that it is effective on the date the agent or attorney-in-fact signed each bond.

If the surety on any bond furnished by the awarded Bidder is declared bankrupt or becomes insolvent or its right to do business is terminated in any state where any part of the Project is located or it ceases to meet the requirements of set forth herein, the awarded Bidder shall promptly notify the City and shall, within twenty

(20) days after the event giving rise to such notification, provide another bond and surety, both of which shall comply with the requirements set forth herein.

All bonds and insurance required by this Invitation for Bid and by the binding contract documents executed after the Notice of Award, to be purchased and maintained by the awarded Bidder, shall be obtained from surety or insurance companies that are duly licensed or authorized in the jurisdiction in which the work defined herein is to be performed.

4. WARRANTIES

The awarded Bidder shall assume that the City prefers all work (workmanship and materials) and/or items furnished to the City to be warrantied and shall furnish any and all applicable workmanship/material/product warranties to the City.

Bidders shall respond when required in the Warranties portion of the Specifications Section in this IFB Document.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

5. LAWS AND REGULATIONS

The Bidder’s attention is directed to the fact that all applicable Federal and State Laws, and the rules and regulations of all authorities having jurisdiction over the construction of the project or the purchase or sale of the item(s) shall apply to the contract throughout, and they will be deemed to be included herein and in any awarded contract the same as though herein written out in full.

6. ENCOURAGEMENT FOR PARTICIPATION

Pursuant to Arkansas Code Annotated § 22-9-203, the City encourages all qualified small, minority owned, and women owned business enterprises to submit Bids for capital improvements. Encouragement is also made to all general (prime) contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.

The City of Bentonville Purchasing Department encourages qualified small, minority and women owned businesses to participate and submit Bids for City projects/purchases.

7. QUESTIONS/REQUESTS FOR INFORMATION (RFIs)/REQUESTS FOR CLARIFICATION (RFCs)/ADDENDA All questions or requests related to this Invitation for Bid shall be directed solely to the Purchasing and Compliance Department via written communication only, via one of the methods below. A copy of the question and the City’s response will be distributed to all known document holders via an ‘RFI (Request for Information) Response’ or via Addenda (Addendum 1,2 etc.).

*All questions should reference the IFB number when submitted* Submit Via Email: purchasing@bentonvillear.com Submit Via Mail: City of Bentonville Administrative Service ATTN: Purchasing Office (IFB-26-42 Code Enforcement mowing Contract) 1000 SW 14th Street Bentonville, AR 72712 For Phone Calls: (479) 271-3115

The Purchasing and Compliance Department will not respond to or otherwise acknowledge requests received after the deadline for submission of these requests stated herein, unless the response pertains to items in the Bidding Documents that do not result in a change or Addendum, such as, but not limited to: Bid Bond requirements, Bid Opening location, Bid Opening Date and Time, location of documents, Plan Holders/Known Document Holders Lists, issued addenda requests, etc. Questions requesting the Bid Opening date, Bid Bond requirement, and other details clearly outlined herein will not be included in RFI Responses or Addenda unless there are changes in the information after the Advertisement has published.

NOTE: No information communicated verbally or in any other form than a formal RFI Response or Addendum shall be considered firm or contractual; only information contained herein or otherwise in an RFI Response or Addendum shall be contractual.

Bidders are required to acknowledge any Addenda issued in their Bid Submission, per the requirements in the Addendum; Bidders are not required to acknowledge RFI Responses in their Bid Submissions.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

[This Space Has Been Intentionally Left Blank]

8. EQUIVALENT ITEMS/REFERENCED SPECIFICATIONS

Whenever these specifications mention an item by name and use specific descriptions as reference thereto (such as model, part, brand names etc.), it is intended to convey to the Bidder an understanding of the standard of excellence required. Items that Bidders believe to be of equal type, quality, and size that will conform substantially to the standard of excellence established to provide equivalent merit, strength, durability, and to perform the required function in accordance with these specifications may be offered. Bids containing items proposed as equivalent (or alternate) shall clearly describe the equivalent (or alternate) article being offered and indicate how it differs from the City’s original specification and how it conforms to the specification. Descriptive literature or manufacturer’s specifications, in addition to any supplemental information necessary for comparison purposes should also be submitted with the Bid. It is the Bidder’s responsibility to demonstrate to the City that a equivalent (or alternate)/substitute offer is equivalent to and meets the standard of quality indicated by the City’s specifications. The City of Bentonville shall have the final approval of whether a substitute (or alternate) item is equal to the item specified. Submitting false claims that an item is ‘as specified’ when the item is an alternate or is otherwise not conforming to the specification shall be considered a lack of responsibility and the Bid from that Bidder may be rejected.

9. INDEMNIFICATION

Due to the City’s statutory tort Immunity, the City does not carry liability insurance for such claims. Accordingly, any contract entered into with the awarded Bidder may not include a clause in which the City agrees that it or its’ officials or employees will indemnify the other party.

The awarded Bidder agrees to indemnify the City and hold it harmless against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the service or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City.

10. DAMAGES

Any damage occurring to City (public) or private property within the worksite area(s) or otherwise out of the awarded Bidders performance of this Contract shall be corrected at the awarded Bidder’s expense.

The awarded Bidder shall be responsible for maintaining the job site and keeping it clean and orderly. Failure to maintain the cleanliness and orderliness of any job site in relation to this Invitation for Bid shall be considered a service failure, and may result in the City employing City forces for the purpose of job site cleanup and organization. Any costs the City incurs for the purpose of correcting the awarded Bidder’s service failure will be deducted from the monies due to the awarded Bidder.

Any damages which occur during the performance of the services described herein shall be immediately communicated to the City’s contact, or designated assignee and repaired at the awarded Bidder’s expense.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

11. PAST PERFORMANCE/REFERENCES

The City reserves the right to request references and to contact those references as part of the evaluation of Bids submitted to this Invitation for Bid. The City reserves the right to use the information gained from contacting references or from reviewing a Bidder’s prior performance with the City in the evaluation of Bids, including but not limited to evaluating a Bidder’s prior performance of the same or similar scope of work or delivery of items for the City or any other entity for whom the Bidder has performed work. The City reserves the right to request additional information from the apparent low Bidder if it is deemed to be in the City’s best interest, and use that information in the evaluation for award based on what is in the City’s best interest.

12. TOBACCO PRODUCTS AND LITTERING

The use of tobacco products is only permitted in designated areas marked with proper cigarette disposal containers on site. No disposal of tobacco products or littering of any kind shall be tolerated on the work premises or during performance of work for the City.

13. ARKANSAS FREEDOM OF INFORMATION ACT (FOIA)

By submitting a Bid in response to this IFB, Bidder acknowledges and understands that the City is subject to the Arkansas Freedom of Information Act (FOIA) and City contracts and documents prepared while performing City work are subject to this Act. In the event that a FOIA request is presented to the City, the awarded Bidder agrees to do everything possible to provide any requested documents that they may be in possession of in a prompt and timely manner as prescribed in A.C.A. §25-19-101. Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.

14. BIDDER’S DOCUMENTS

The only terms and conditions that will become part of the award/awarded Contract are those documents issued by the City as part of this IFB, including any contract, or documents furnished by the awarded Bidder (such as a contract) that are in accordance with the terms and conditions contained in this IFB and approved for Mayor’s signature by the City’s Legal Department.

Bidder’s inclusion of their terms and conditions or other types of documents containing terms and conditions regarding payment, invoicing, indemnification or any other type of term are not accepted based on inclusion in the Bid Submission and will not be acknowledged as conditions to the Bid.

Bidders are required to use ONLY the prescribed City forms in their Bid Submission unless Bidder has included additional information for the City’s consideration of an ‘equivalent’/‘alternate’ item (i.e. product data sheets etc. are acceptable) or additional description of their products or services.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

15. INVOICING

The awarded Bidder shall provide an invoice to the City for review and approval prior to payment. The City will not pay from any document other than an invoice (i.e. payments will not be processed based on contracts etc.).

The awarded Bidder shall include IFB-24-42 on all invoices submitted pertaining to work performed for this contract.

The invoicing option(s) available to Bidders for this IFB are indicated below by an “x” mark in the option(s) available.

_X__Invoice upon 100% completion (As approved by the City)

_X__Progress invoicing (Payment will be made only for actual work completed and approved by the City and/or for materials stored on the City’s worksite)

Payment will not be made for incomplete work or for item(s) delivered out of spec (not as specified). Any return or correction shall be at the awarded Bidder’s expense. The City reserves the right to cancel an order due to receiving out of spec item(s) or request a replacement, whatever is in the City’s best interest.

All invoices should be submitted to the City of Bentonville Accounts Payable Office, address and email below:

City of Bentonville Administrative Services

ATTN: Accounts Payable 1000 SW 14th ST

Bentonville, AR 72712 accountspayable@bentonvillear.com

All invoices must reflect City of Bentonville, Arkansas Sales Tax, and any other applicable tax, as required or as applicable (this may include showing the tax calculation or including a statement that Bentonville, AR sales tax is included). Required correction in invoices may result in delayed payment. The awarded Bidder is encouraged to contact the City’s Accounts Payable Department (via the above email) with any advanced questions regarding invoicing and invoicing requirements prior to submitting their first invoice.

16. BIDDER REQUESTED PAYMENT TERMS

Bidders must use the space provided below to communicate their requested payment terms. Requests are not guaranteed for approval.

___NET 30 Days from Invoice Submission ___NET 60 Days from Invoice Submission __Other (Specify Below)

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

17. PRE-BID MEETING

There will be a pre-Bid meeting when indicated by an “x” mark in one of the fields below or when otherwise indicated in this IFB document. If there is an “x” in the “No Pre-Bid Meeting” option, there will not be a Pre-Bid Meeting for this IFB.

__Mandatory Pre-Bid Meeting (Bidder must attend to be eligible to submit a Bid)

__In Person __Zoom or Other Virtual Method __Optional Pre-Bid Meeting (Bidder attendance is highly encouraged but not required)

__In Person __Zoom or Other Virtual Method _X_No Pre-Bid Meeting (There is no pre-Bid meeting scheduled for this IFB)

Pre Bid Meeting Information: There will be a NO MANDATORY Pre-Bid Meeting.

Bidders are responsible for field verification and making themselves familiar with the Scope of Work prior to submitting a Bid.

Pre-Bid Meeting COVID-19 Precautions:

Bidders and any of Bidders personnel or representatives that attend the Pre-Bid Meeting must follow current CDC guidelines and any local, state or other applicable laws and regulations pertaining to reducing the spread of COVID-19.

18. TERM

The Section with an “x” mark below shall apply to this Invitation for Bid.

_X_Contract Term (for services, construction projects etc.)

The awarded Bidder will be required to enter into a binding Contract with the City of Bentonville, for the services listed herein. The term of the awarded Contract shall be one (1) year, renewable annually upon mutual written agreement for a total maximum contract term not to exceed three (3) years. Bidders shall note that the Contract Term is separate from the required days to complete work.

19. SUBCONTRACTORS

Bidders are not authorized to subcontract any portion of this work. All work must be completed by the entity submitting the Bid.

SECTION 3: SCOPE OF WORK & DELIVERY

BIDDERS: THIS SECTION CONTAINS REQUIRED RESPONSE FIELDS

1. SCOPE OF WORK

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

Bidder agrees to furnish all labor, equipment, transportation and all other items as necessary to perform the code compliance mowing and brush hogging, and debris removal services, as needed and as specified, within Bentonville City limits.

A service call shall be defined as the mowing or brush hogging of a code violation location. There is no guarantee of a minimum number of service calls per contract term.

Bidders are responsible for making themselves familiar with the Scope of Work prior to submitting a Bid.

Each service call will include all services that are industry standard when performing code compliance mowing and brush-hogging, and debris removal services, including but not limited to the edging of grass, litter/yard waste removal, weed-eating, blowing off debris or clippings from sidewalks/surfaces to present a neat and orderly appearance, removal of excessive lawn clippings, and removal of loose limbs and leaves from the site(s}.

A City of Bentonville Code Enforcement Officer must be present at the beginning and end of all code violation mowing and brush hogging, and debris removal service calls.

It shall be at the discretion of the City to determine if a site is considered "clean". If any site is not considered "clean" by the appropriate City Code Enforcement Officer, the awarded bidder must work in a timely manner to correct the site and bring it to the "clean" standard.

Time shall not be accrued for the correction of a site.

The awarded bidder shall start a service call within three (3} business days from the date of notification that a service call is required by the City. If abnormal working conditions exist, such as inclement weather, the awarded bidder must obtain approval for an alternate day/time from the City's designated contact.

Payment is based on per hour fees. The start time of each service call shall begin when the awarded bidder's work crew and the City Code Enforcement Officer meet at the pre-arranged location. Time on site will not be accrued before meeting the City Code Enforcement Officer.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

In scenarios where the property is brought into compliance prior to the scheduled start time of the service call, the City shall give the awarded bidder notice that the property has been brought into compliance within 24 hours of the scheduled start time of the service call.

The City reserves the right to inspect any and all equipment to be used by the awarded Bidder prior to beginning services to ensure that the equipment is suitable to perform the services as described herein.

Bidder and the City agree that certain weather and growth related circumstances may require the mowing cycles to be delayed. Examples of such circumstances would be inclement weather and below average growth periods or seasons. Any delays or scheduling changes shall be communicated in writing between the City and the awarded Bidder. The City shall have the final determination of when grounds are able to be mowed or when the cycle requires rescheduling.

GENERAL REQUIREMENTS: Mowing or brush hogging shall be performed only during daylight hours and in accordance with the City of Bentonville Noise Ordinance.

SAFETY AND SUPERVISION. The Contractor shall be solely responsible for the safety, supervision and direction of Contractor’s employees and personnel while performing the work pertaining to the awarded Contract. The Contractor shall use their best skills and general industry best practices to ensure a safe work environment for the Contractor, Contractor’s employees and personnel, and the civilians that may be located within the City facilities at the time when mowing cycles are being performed. The Contractor shall, at all times, enforce strict discipline and good order among their employees and personnel, and shall not employ or contract any person to perform the services to be provided to the City that is not skilled or is unfit for providing such services.

PROFESSIONAL CONDUCT AND ATTIRE. The Contractor shall have an established code of uniformity that achieves a cohesive, professional and safe appearance and functionality that portrays credibility, unity and quality of service. The Contractor and any of their employees working on City property or otherwise performing work under the awarded contract is required to display a professional appearance, including grooming, cleanliness, and attire. Uniforms shall be free from holes, tears, and excessive staining. Sleeveless shirts, cut shirts, and clothing depicting inappropriate or unprofessional images or verbiage is strictly prohibited while performing work on City property. Failure to adhere to these requirements will be considered a performance failure and may result in termination of the Contract.

All work shall be performed and material supplied in accordance with this IFB.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

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2. DELIVERY

The City of Bentonville requests (specifies) the below completion and or delivery date(s) as indicated by an “x” mark in the applicable field. If the requested (specified) schedule cannot be met, Bidder must specify the date(s)/schedule that Bidder is able to commit to in the fields provided. Failure to state a date/schedule obligates the Bidder to perform the work or delivery the item(s) or services and complete services within the City’s requested timeline. Alternate or extended delivery dates may be considered when in the best interest of the City.

Estimated Award Date (not guaranteed, subject to change): June 30, 2026

Delivery/Work-Site Location: Various locations within Bentonville City limit, as needed.

*Bidders note that a change in the estimated award date will not release Bidder from the specified delivery date(s).

_X__Construction/Project Specified Date(s): Work Beginning and Completion

City’s Specification:

The City anticipates the first mowing or brush hogging of contracted services related to this IFB will begin and be determined by the City as needed, dependent on variables such as weather and vegetation growth. The awarded Bidder shall be available to begin services within one (1) week from the date of the Notice to Proceed.

Bidder Response (CHOOSE ONE): __AS SPECIFIED __ALTERNATE DATES REQUESTED (REQUIRES

COMPLETION OF FIELDS BELOW)

Alternate Dates Requested: (REQUIRED RESPONSE IF ‘ALTERNATE DATES REQUESTED’ IS MARKED ABOVE)

The awarded Bidder shall be available to begin work within _____________________ from the date of the Notice to Proceed. The exact date work will begin will be determined by the City as needed, dependent on variables such as weather and vegetation growth

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

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SECTION 4: BIDDER ACKNOWLEDGEMENTS

Bidders are required to verify that the following required documents and bonds have been included with their Bid submission or will be furnished when due.

Description Bidder’s Initials Invitation for Bid document, executed with all fields complete and thoroughly reviewed.

Proof of insurance, or the ability to acquire, as defined herein. ______

$500.00 Bid Guarantee, as specified herein. ______

APPENDIX A: NON-COLLUSION AFFIDAVIT (Completed and Notarized) ______

APPENDIX B: BIDDER QUALIFICATIONS (Completed) ______

APPENDIX C: CONTRACTOR/VENDOR DISCLOSURE (Completed) ______

APPENDIX D: SPECIFICATIONS (Completed) ______

Addenda: Bidders are required to acknowledge all addenda issued for this IFB.

Bidders may acknowledge issued addenda either by inclusion in their Bid Submission or by noting the Addendum Number and Date of Issuance below in the fields provided.

ADDENDUM NUMBER DATE OF ISSUANCE

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

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SECTION 5: BID PRICING

Bidder, having examined this Invitation for Bid document in its entirety and having performed a thorough examination of the work site(s) and/or product specifications hereby agrees to furnish all labor, products, materials, equipment, staging, transportation, and supervision of such, and all other components to produce 100% completion of the project in accordance with the specifications contained herein and as are industry standard and best practice when performing the type of work described herein.

Bid unit prices shall include all costs, including but not limited to: tax, all labor, products material, equipment, disposal fees, transportation, staging, mobilization, overhead, profit, insurance, shipping and handling and all other costs to the City of Bentonville, Arkansas to cover the finished work and/or delivered products.

THE CITY OF BENTONVILLE IS NOT EXEMPT FROM SALES TAX; HOWEVER THE CITY OF BENTONVILLE SALES

TAX IS 9.5%.

AWARD OF THIS INVITATION FOR BID WILL BE BASED ON (applicable award method marked with an “x”):

_X__Total Bid Price: The award will be based on the lowest and most responsible Total Bid Price with all factors considered. The Total Bid Price shall be written in words and in figures. In case of discrepancy between the written amount and the figures, the written amount shall govern. In case of discrepancy between the Unit Price and the Extended Price, the Unit Price shall govern. The Total Bid Price is used for comparison purposes only; final payments will be based on actual work performed and materials supplied. If the required quantities of the items listed are increased or decreased by Change Order, the unit prices set forth shall apply to such quantities. Bid prices shall be rounded to the nearest cent.

Deductive Alternates apply when indicated by an “x” in the fields below ___Deductive Alternates Included _X__Deductive Alternates not included in this IFB

The City reserves the right to award the project in any manner that is deemed in its best interest, or to reject any or all Bids and to waive any irregularities.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

No Bid shall be withdrawn for a period of sixty (60) days after the opening of Bids without the consent of the City; sixty

(60) days shall be allowed to the City in which to determine the manner in which to award or not award the Contract.

Definitions:

Unit Price – The per unit, or per each cost of the line item, including all costs (delivery/freight, set up etc.)

Estimated Quantity – The estimated, not guaranteed, quantity or number of item(s) for described item Extended Price – The Unit Price multiplied by the Estimated Quantity Total Bid Price – The sum of the Extended Price column

AC: Acre

**The Bid Form has been included as an Excel File as part of this Solicitation to be downloaded separately from Beacon Bid. **

**The Bid Form has been included as an Excel File as part of this Solicitation to be downloaded separately from Beacon Bid. **

BIDDER DECLARATION

The Undersigned hereby declares that they have carefully examined the Invitation, Scope of Work, Specifications and all other information related to the performance of the work or delivery of materials or items as described herein, have visited the actual location of the work (when applicable), have consulted their sources of supply, has satisfied themselves as to all quantities and conditions, and understands that in signing this proposal, they waive all right to pleas of any misunderstanding regarding the same.

Company Name:________________________By (Authorized Person’s Signature):_________________________

Printed Name and Title:________________________________________________________________________

Date:_______________________________________________________________________________________

State of incorporation (required if Company is a corporation): _________________________________________

Full names of all partners (required if Company is a partnership): ______________________________________

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

SECTION 6: INVITATION FOR BID ADDITIONAL TERMS &

CONDITIONS/INSTRUCTIONS TO BIDDERS

1. SCOPE: These instructions and conditions shall be in force unless otherwise modified by the City in this Bid Document.

Bidders shall be advised that the City of Bentonville is not responsible for the content of any Bid package received through any 3rd party Bid service. It is the sole responsibility of the vendor to ensure the completeness of the documents received from any 3rd party source.

2. DEFINITIONS (AS USED HEREIN):

a. The term "Invitation For Bid" means a solicitation for formal, competitive sealed Bids. The acronym "IFB" means Invitation for Bid. “Solicitation” may also be used throughout to refer to the Invitation for Bid.

b. The term "Bid" means the offer by the Bidder.

c. The term "Bidder" means the person or organization responding to the Invitation for Bid.

d. The term “Contractor” means a person or organization who is the successful Bidder and who enters into a contract with the City.

*At times in this document the terms Bidder and Contractor are interchangeable.

e. The term "Change Order" means a written order from or approved by the Purchasing and Compliance Department directing the Contractor to make changes to a Contract.

f. The term "City" means the City of Bentonville, Arkansas.

g. The term "City Council" means the governing body of the City of Bentonville, Arkansas.

3. PREPARATION OF BIDS: Bidders shall review the specifications, drawings, and all special and general conditions and any other documents included as part of this Invitation for Bid. Bidders are responsible for field verifying work or other means of familiarizing themselves with the Scope of Work of this Invitation for Bid. Failure to do so will be at the Bidder's risk.

Each Bidder shall furnish the information required in the solicitation. The Bidder shall provide their name, address, e-mail address, and telephone number where indicated in the solicitation documents. All signatures must be by an officer or employee having the authority to bind the company or organization by his/her signature and included with the Bid response.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

(479)-271-3115 – purchasing@bentonvillear.com

Unit price for each unit offered must be provided. The unit price will be presumed correct.

The Bidder must state a definite time for delivery of supplies or performance of services; in cases where the Bidder does not state a definite time, the City’s specified timeline shall apply.

Multiple Bids: Bidders are prohibited from submitting multiple Bids for the same product in response to a competitive sealed Bid solicitation. In the event that a Bidder submits multiple Bids for the same product, all Bids from that Bidder will be rejected.

Exception for Different Models: In the event that the Bidder believes they have multiple different models or products (such as equivalent items) that meet the City’s specifications, the Bidder may submit multiple Bids in response to a competitive sealed Bid solicitation as long as the following requirements are met:

(1) The Bids are submitted in separate sealed envelopes;

(2) The products being proposed in each submission are different makes, models or otherwise types of products.

4. SUBMITTING A BID: Bids must be received by the City of Bentonville Purchasing and Compliance Department BEFORE the time of opening indicated in the solicitation. All references to time shall be Bentonville, Arkansas time (Central Time Zone). Late Bids will be rejected without exception. Any exceptions or additional information required on a solicitation will be noted in the Bid documents or issued via clarification or Addendum. Failure to provide any requested information or to follow these procedures may result in the rejection of your Bid.

5. BID DOCUMENT MISTAKES: The Bidder shall not be allowed to modify or correct mistakes in the Bid document after the opening of the Bid, unless the mistake is determined to be non-judgmental by the Purchasing and Compliance Manager. Failure to complete the entire Bid accurately may result in declaring the Bid as non-responsive and the Bid may be rejected.

Bids may be withdrawn by the Bidder after submission for revisions or modifications at any time prior to the deadline for receipt of Bids (or Bid opening). Any such request for withdraw must be in writing either by email or other acceptable electronic manner as outlined in the Bidding documents, hand delivered or mailed communication. After Bids are opened, they shall be irrevocable for the period specified in the Bid documents, unless a nonjudgmental mistake (such as a math error), as determined by the Purchasing and Compliance Manager, is suspected by the Purchasing and Compliance Manager or the Bidder, or unless Bidder is permitted to withdraw their Bid pursuant to Arkansas State Law. If a nonjudgmental mistake is suspected, such as a math error, the Bidder shall submit a written request to the Purchasing and Compliance Department requesting either to withdraw their Bid submission or to correct the nonjudgmental mistake. In the event that the City becomes aware of the mistake prior to the Bidder, the Bidder shall respond within two (2) days of receiving notification of the discovery with a written request to the Purchasing and Compliance Department to verify a correction or requesting to withdraw their Bid. Any such request for withdraw or correction must be in writing either by email (or other acceptable electronic manner as outlined in the Bidding documents), hand delivered or mailed communication. Once a Bid has been verified, it shall be considered submitted, as verified.

(1) In the event of discrepancy between a unit price and an extended price, the unit price shall govern.

(2) At no point shall a correction of a mistake result in reduction or increase of a Bidder’s unit price(s). If correction of the mistake would result in either an increase or decrease in the unit price, the Bid shall be considered nonresponsive and shall be rejected.

The City shall permit a Bidder to withdraw its Bid without penalty or forfeiture of Bid security if: (a) a nonjudgmental mistake is evident on the face of the Bid, or (b) the Bidder establishes by clear and convincing evidence that a nonjudgmental mistake was made.

ADMINISTRATIVE SERVICES BUILDING

1000 SW 14TH STREET BENTONVILLE, AR 72712

6. ACCEPTANCE OF OFFER: The submitted Bid is considered an offer on the part of the Bidder; such offer is deemed accepted upon issuance by the City of a Purchase Order, Notice of Award, Contract or other contractual or otherwise binding document.

Bidders accept all terms and conditions herein upon submission of their signed Bid.

7. FIRM PRICES: By submitting the Bid, Bidder signifies that the prices, terms and conditions quoted in their Bid will be firm for acceptance for a period of not less than the bid guarantee Bid stated herein unless otherwise specified in the solicitation. Prices quoted must remain firm for the period of performance of any resulting purchase order or contract to be performed over a specified period of time as indicated in the solicitation.

UNIT PRICES: Unit prices and all other pricing shall be rounded to the nearest cent. In the event of discrepancy between the unit price and the extended price, the unit price shall govern. At no point shall a correction of a mistake result in reduction or increase of a Bidder’s unit price(s). If correction of the mistake would result in either an increase or decrease in the unit price, the Bid shall be considered nonresponsive and shall be rejected.

8. CONTRACT RENEWAL: The City reserves the right to renew any contract resulting from this solicitation at the same prices, specifications, terms and conditions, upon mutual agreement between the City and the contractor.

9. ESTIMATED QUANTITIES: Whenever a Bid requests prices to be firm for a period of performance, the quantities or usages shown are estimated only with no guarantee made by the City. The quantities are for the Bidder’s information only, and the City will be bound only for actual quantities ordered.

10. DISCOUNTS: Cash discounts will be considered in determining the award. Unless otherwise indicated in the IFB, discounts offering 10 days or more will be taken by the City’s Accounts Payable Division, with payment made on the nearest pay period after receipt, inspection and acceptance of articles, and receipt of correct invoice(s).

11. SAMPLES: Samples of items, when required, must be submitted within the time specified at no expense to the City.

If not destroyed by testing, samples may be returned at the Bidder’s expense unless otherwise indicated in the solicitation.

12. AWARD: Award will be made to the lowest most responsive and responsible Bidder, which will be judged on the basis of price, conformance to specifications, quality, delivery time, references, past performance, payment terms, and in the best interest of the City of Bentonville, all factors being considered.

The City reserves the right to accept or reject any or all Bids or part of Bids, to waive irregularities and technicalities, and to request rebids on the material described in the solicitation for any reason.

The Purchasing and Compliance Manager has the authority to cancel award of a solicitation if, in their discretion and the City Department’s (over the project) discretion, Bids received do not meet the City’s needs or for any other reason where award would not be in the City’s best interest.

The City reserves the right to award the contract on a split-order basis, lump-sum or…