City Complexes (Mowing).pdf

Request for Informal Bids

CITY OF KINSTON

PUBLIC SERVICES DEPARTMENT

INFORMAL BID REQUEST

CITY COMPLEXES

IFB # PS-MRM-05-05-2026 CITY COMPLEXES

Bid Opening: June 3, 2026 – 1:00 PM

Public Services Department

2360 Highway 258 South

Kinston, NC

1. INVITATION TO BID

Sealed informal bids will be received by the City of Kinston, Public Services Department, at

2360 Highway 258 South, Kinston, North Carolina 28504, until 1:00 P.M.,Wednsday, June 3, 2026.

Bids shall be clearly marked:

IFB # PS-MRM-05-05-2026 – City Complexes

Faxed or emailed bids will not be accepted.

The City reserves the right to reject any or all bids and to waive informalities in the best interest of the City.

All questions must be submitted in writing to:

Gilbert Acevedo

Street / Stormwater Superintendent

City of Kinston

PO Box 339

Kinston, NC 28502

Email: Gil.Acevedo@KinstonNC.gov

2. SCOPE OF SERVICES

The City of Kinston is seeking a qualified contractor to provide mowing and maintenance services for:

• Public Service Complex

• City Hall Complex

The contractor shall provide all labor, supervision, equipment, tools, fuel, materials, transportation, and incidentals necessary to complete the work.

All services shall be performed in accordance with standard grounds maintenance practices and in a professional manner.

3. GENERAL MOWING REQUIREMENTS

1. Grass shall be maintained at approximately three (3) to four (4) inches in height.

2. All obstructions including curbs, sidewalks, hydrants, monuments, fences, poles, and signage shall be trimmed during each cycle.

3. All paved surfaces shall be cleared of debris and clippings immediately following service.

4. Litter and fallen debris shall be removed prior to mowing.

5. Contractor shall maintain all equipment in safe operating condition.

6. Contractor shall ensure protection of pedestrians and vehicular traffic during operations.

4. SERVICE FREQUENCY

Weekly Maintenance

Public Service Complex & City Hall

Maintained weekly during growing season.

Growing season shall generally be defined as April 1 through October 31; however, the

City reserves the right to modify service frequency based on weather conditions, rainfall patterns, temperature variations, and vegetation growth as determined by the Public

Services Department.

5. CONTRACT TERM

The contract shall be for a period of three (3) years from the date of award.

The City reserves the right to renew the contract annually upon mutual agreement.

6. INSURANCE REQUIREMENTS

The contractor shall provide proof of insurance prior to commencement of work:

• Workers Compensation – Statutory Limits

• General Liability – $1,000,000 per occurrence

• Automobile Liability – $1,000,000 combined single limit

The City of Kinston shall be named as Additional Insured.

7. INDEMNIFICATION

The Contractor shall indemnify and hold harmless the City of Kinston, its officers, employees, and agents from claims, damages, or liabilities arising out of the Contractor’s negligent performance of the work.

8. NON-ASSIGNMENT

The Contractor shall not assign, transfer, convey, or otherwise dispose of this contract or any portion thereof without the prior written consent of the City of Kinston.

No subcontracting of services shall be permitted without prior written approval of the City.

Approval of a subcontractor shall not relieve the Contractor of full responsibility for performance of the work under this contract.

9. PERFORMANCE STANDARDS AND CORRECTION

OF DEFICIENCIES

The City reserves the right to inspect all work performed under this contract at any time.

All mowing, trimming, edging, debris removal, and related services shall meet the standards set forth in this bid document and shall reflect professional grounds maintenance practices.

If the City determines that work is incomplete, deficient, or not in compliance with the specifications, the Contractor shall correct such deficiencies within forty-eight (48) hours of written notification, unless otherwise directed by the City.

Failure to correct deficiencies within the required timeframe may result in withholding of payment for the affected service cycle, reduction in payment, or termination of the contract for cause.

Repeated failure to meet performance standards may be considered grounds for contract termination.

10. COMPLIANCE REQUIREMENTS

The Contractor shall comply with:

• N.C.G.S. 143-129

• All applicable federal, state, and local laws

• E-Verify requirements

• Non-discrimination laws

A notarized E-Verify Affidavit shall be submitted with the bid.

BID SCHEDULE 1 PRICING

PUBLIC SERVICE COMPLEX MAINTENANCE

Property Description Total Annual Bid

Public Service Complex

2360 Hwy 258 South

Mowing and Maintenance

Public Service Complex

Annual Mulching

Mulching

Landscape beds located at the City Hall Complex and the Public Service Complex shall be mulched once annually. Mulch shall be applied evenly to maintain an approximate depth of three

(3) inches. Contractor shall remove weeds and debris from landscape beds prior to mulch installation.

Mulch material shall be hardwood mulch or equivalent approved by the City. The City reserves the right to specify the type and color of mulch prior to installation

CITY HALL COMPLEX

Property Description Total Annual Bid

City Hall Complex

209 E King St.

Mowing and Maintenance

City Hall Complex

Annual Mulching

Mulching

Landscape beds located at the City Hall Complex and the Public Service Complex shall be mulched once annually. Mulch shall be applied evenly to maintain an approximate depth of three

(3) inches. Contractor shall remove weeds and debris from landscape beds prior to mulch installation.

Mulch material shall be hardwood mulch or equivalent approved by the City. The City reserves the right to specify the type and color of mulch prior to installation

13. BIDDER INFORMATION

Company Name: ___________________________

Address: _________________________________

Authorized Representative: __________________

Title: __________________________________

Telephone: _______________________________

Signature: _______________________________

Date: __________________________________

14. E-Verify Affidavit

STATE OF NORTH CAROLINA

AFFIDAVIT OF COMPLIANCE

CITY OF KINSTON WITH N.C. E-VERIFY REQUIREMENTS

1. I am over the age of 18 years old and of sound and competent mind.

2. I am the __________________________________________

(Owner, President, Manager, CEO, etc.)

of ________________________________________________, the Employer, and possess the full authority to speak for and on behalf of the Employer.

3. Employer understands that “E-Verify” means the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law.

4. If the Employer has less than 25 eligible employees, it is not required to participate in the

E-Verify process.

5. If the Employer has more than 25 eligible employees, the Employer is required to participate in the E-Verify process as written in Article 2 of Chapter 64 of the North

Carolina General Statutes.

6. If the Employer has more than 25 eligible employees, the Employer has retained all verification records as required in Article 2 of Chapter 64 of the North Carolina General

Statutes.

7. All subcontractors engaged by or to be engaged by Employer have or will have likewise complied with the provisions of Article 2, Chapter 64 of North Carolina General Statutes.

8. Employer will make all pertinent records available for review by the City of Kinston and shall provide information concerning any change in its status pursuant to Article 2, Chapter 64 of North Carolina General Statutes.

9. I have personal knowledge of all facts attested herein.

10. Further this affiant saith not.

Employer Name: _______________________________

Affiant Signature: _____________________________

Affiant Printed Name and Title: _______________________________

This the ______ day of ____________________, 20___.

The person whose name appearing above appeared before me on the date listed above and displayed sufficient proof of identification and signed above affirming the statements contained herein.

__________ day of ____________________, 20___.

My Commission Expires: ___________________________

Notary Printed Name:

Notary Signature:

(Affix Official / Notarial Seal Here)

BID SCHEDULE 2 – DELIVERY AND

EXCEPTIONS

COMMENCEMENT OF SERVICES

Specify your earliest delivery date and terms:

COMMENCEMENT OF SERVICES: _____________________________________________

City of Kinston reserves the right to accept or reject any or all bids and to accept the bid deemed to be in the best interest of the City.

EXCEPTIONS TO SPECIFICATIONS:

1.

2.

3.

(Attach separate sheet if additional space is required.)

Attach brochures, warranties and E-Verify Affidavit to this page.