City Grounds and Rights-of-Way Maintenance Rebid.pdf

Request for Informal Bids

CITY OF KINSTON

PUBLIC SERVICES DEPARTMENT

INFORMAL BID REQUEST

CITY GROUNDS AND RIGHTS-OF-WAY MAINTENANCE

IFB # PS-MRM-05-05-2026 Grounds and Right of ways

Bid Opening: June3, 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., Wednesday, June 3, 2026.

Bids shall be clearly marked:

IFB # PS-MRM-05-05-2026 – Grounds and Rights-of-Way Maintenance

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:

• City rights-of-way

• Vacant lots

• Railroad crossings

• Additional designated properties

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

Bi-Weekly Maintenance

Completed within a fourteen (14) day cycle during growing season.

Monthly Maintenance

Completed within a thirty (30) day cycle.

Railroad Crossings

Maintained monthly and as needed to ensure visibility and safety.

ANNUAL MAINTENANCE

Maintained once a year in the summer

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.

11. AWARD

Award shall be made to the lowest responsible bidder or as deemed in the best interest of the

City. The City reserves the right to make multiple awards if necessary.

12. PRICING SCHEDULES

BID SCHEDULE 1 PRICING

BI-WEEKLY MAINTENANCE

Location Area Annual Bid

Lynn Dr. (From Church to Dead End) 625 x 5

Dr. MLK from traffic circle to Highland both sides and medium.

7000 X14

East St. at Washington St. 90 x 70, 225 x 10

Peyton Ave. at McLewean St. 201 x 104

King St. at Independence St. (North Side) 144 x 104, 149 x 52

Independence St. at Bright St. 101 x 99, 150 x 84

Bright St. at Adkin St. 222 x 3

401 Holloway Dr. 132 x 37

Bynum Ave. at Holloway Dr. 30 x 4, 40 x 8

Bynum Ave. at Cedar Ln. 286 x 4, 40 x 9

Cedar Ln. (From Dover St. to Rochelle

Blvd.)

1209 x 2

Cedar Ln. at Secrest St. 45 x 90, 101 x 4

Hannibal at Rochelle Blvd. 123 x 2

Rochelle Blvd. (At School) 123 x 2

Martin Dr. 125 x 6

Shaw Dr. 698 x 5, 208 x 5

Fitzgerald Dr. 246 x 5

Brentwood Dr. at Cunningham Rd. 570 x 37

Cavalier Cir. 874 x 16

Heritage St. (Rhodes Ave. to Vernon) 827 x 5

Rosanne Dr. 447 x 6, 198 x 4, 86 x 6

Carlton Dr. 137 x 33, 109 x 20

Lynn Dr. 58 x 6, 61 x 33

Northwest School 25 x 20, 175 x 4, 101 x 5

Atlantic Railroad Tracks 1165 x 7, 1402 x 7

Atlantic Ave. at Nelson St. 190 x 114

Frenches Ln. at College St. 56 x 33

TOTAL ANNUAL BID: _______________________

BID SCHEDULE 2 PRICING

MONTHLY MAINTENANCE

Location Area Annual Bid

Forest St. at Desmond St. 270 x 33

Shine St. at Heritage St. 398 x 389

King St. at Tiffany St. 392 x 343

Gordon St. by Cash and

Carry

281 x 221, 392 x 221

Washington Ave. at Davis St. 419 x 42, 248 x 42

Atlantic Ave. at Walston

Ave.

358 x 41

Morningside Dr. 187 x 141

S. Queen St. at Mills

International

216 x 225

Springhill at Queen St. 582 x 349 __________

TOTAL ANNUAL BID: _______________________

RAILROAD CROSSING – MONTHLY MAINTENANCE

Location

Description Annual Bid

University St. Remove and spray weeds. Mow areas not landscaped.

McDaniel’s St. Remove and spray weeds. Mow areas not

Gordon St. Remove and spray weeds. Mow areas not

Atlantic Ave. and Mitchell

St.

Remove and spray weeds. Mow areas not

TOTAL RR CROSSING ANNUAL BID: ___________

BID SCHEDULE 3 PRICING

ANNUAL MAINTENANCE

Location Area Annual Bid

Landfill at Davis St. 740 x 150, 1569 x 1234, 4101 x 12, 3036 x 12, 3084 x 12

Training Area at Davis St. 319 x 309

TOTAL MAINTENANCE ANNUAL BID: _______________________

ADDITIONAL LOCATIONS

Location Frequency Annual Bid

Queen Street (Hwy 70 to

Springhill)

Bi-weekly

Hwy 70/Vernon Avenue Bi-weekly

Glen Raven Property Bi-weekly

TOTAL MAINTENANCE ANNUAL BID: _______________________

TOTAL ANNUAL BID (All Schedules)

Total Annual Bid: $ _______________________

Total Annual Bid Printed: ________________________________

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.