FY25 Town Woods Lawn Maintenance Nov Rev3.pdf

Request for Proposal

Cover Sheet

ATHLETIC FIELD AND LAWN MAINTENANCE

at Town Woods Park

The Towns of Lyme and Old Lyme (Towns) will accept proposals for the athletic field maintenance at the Town Woods Park for a three-year period from January 1, 2026, to December

31, 2028. Proposals must be received at the Selectman’s Office, Town of Old Lyme, 52 Lyme

Street, Old Lyme, CT 06371, by 2:00PM on Friday, December 19, 2025, when they will be opened publicly.

Submit proposals to:

Martha Shoemaker, First Selectwoman, Old Lyme

Christine Zelek, First Selectwoman, Lyme

Old Lyme Town Hall

52 Lyme Street

Old Lyme, CT 06371

Site Visit: Friday, December 5, 2025 at 8:00AM - Town Woods Park, 26 Town Woods Road, Old Lyme, CT

All questions must be submitted to Parks & Recreation Director, Don Bugbee at parkrec@oldlyme-ct.gov no later than 4:00PM on December 12, 2025.

Questions and answers will be posted on the Town of Old Lyme website (www.oldlyme-ct.gov).

FIRST SELECTWOMAN OFFICE

52 Lyme Street Old Lyme, CT 06371 selectmansoffice@oldlyme-ct.gov mailto:parkrec@oldlyme-ct.gov

Town Woods Park Recreational Facility

Old Lyme, Connecticut November 2025

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DESCRIPTION OF SERVICES

A. Provide all labor, products as indicated below, equipment, services, etc., necessary and incidental for the execution of all athletic field and lawn maintenance work maintaining the athletic fields and surrounding lawn areas at the Town Woods Recreation Facility as specified herein.

B. Provide all soil testing required as specified herein.

C. The Contractor shall be liable for any damage to the athletic fields and Town property caused by landscape maintenance operations and shall restore any damaged fields or property to their original condition to the satisfaction of the Towns’ representatives.

D. The Contractor shall coordinate his work with the Towns’ representative.

1.2 GENERAL INFORMATION AND DEFINITIONS

A. In northern climates, turf grass follows an annual cycle of strong active growth in the spring and early summer. Growth then slows and goes dormant in the hottest part of the summer. In late summer and fall the turf grass will have a second strong period of growth before going dormant for the winter.

B. Definitions:

1. Core (Hollow-Tine) Aeration: Method that cuts and removes cores from turf.

2. Solid Tine Aeration: Method that cuts but does not remove cores from turf.

3. Topdressing: Subsequent to soil aeration, topdressing is the addition of a thin layer of soil or sand to the surface of the turf, then dragging with a leveling bar to fill in shallow low areas within the field.

4. Overseeding: The application of additional grass seed to existing turf.

5. Slit-seeding: The application of additional grass seed to existing turf by using slit-seeding equipment.

1.3 TESTING

A. Soil Test Reports are included in the Appendix following this Specification for the Contractors information. Soil amendment recommendations should be reviewed.

B. Each year, representative samples of topsoil shall be collected and the soil pH tested in each of the athletic fields and turf grass areas. Adjust soil pH with lime if necessary.

C. Each year, representative samples of topsoil shall be collected and the samples tested to determine the nutrient analysis using the Modified Morgan extractant for soil available P, K, Ca, and Mg.

D. Topsoil testing costs shall be borne by the Contractor.

E. Testing laboratory shall be:

Soils Testing Laboratory

Horticulture Storage Building

University of Connecticut

2019 Hillside Road

Storrs, CT 06269

F. Substitute laboratory may be used only if approved by the Towns’ representative.

1.4 SUBMITTALS

A. Provide copies of topsoil test results to Towns’ representative.

B. Submit materials certificates and product data for the following items, clearly marked, to indicate proposed materials for review by Towns’ representative. Printed data shall state application rates and amounts of product to be added, if applicable.

1. Lime

2. Sulfur

3. Disease and Pest Control Products

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Part 2 – PRODUCTS

Purchase and deliveries of all products are the responsibility of the Contractor. Said material costs will be covered by the Towns.

2.1 FERTILIZERS & SEED

A. Organic fertilizer and seed cost will be covered by the Towns.

See Attachment A for fertilizer application rates, which may be adjusted as deemed necessary according to results of soil tests. Contractor will determine seed and fertilizer amounts to be ordered.

2.2 LIME

A. Lime shall be an approved dolomitic agricultural ground limestone, (calcium carbonate) and shall contain not less than eighty-five (85) percent of total carbonates, (total carbonates shall be considered as calcium carbonate). Exact specifications will be as indicated by soil tests, in consultation with the Towns’ representative.

B. Limestone shall meet the following graduation requirements:

Passing Percentage

10 mesh sieve 100%

100 mesh sieve 90%

200 mesh sieve 50%

C. It shall have been stored in a weatherproof place, in such a manner that its effectiveness is not impaired. Ground limestone shall be delivered to the site in original, unopened containers bearing the manufacturer’s guaranteed statement of analysis.

2.3 SULFUR

A. Commercial or flour sulfur, unadulterated and delivered in containers with the name of the manufacturer, material, analysis and net weight appearing on each container.

Part 3 - EXECUTION

3.1 TESTING

A. Review yearly soil test results and adjust pH with lime as recommended.

B. Review yearly soil test results and adjust soil nutrients as recommended.

3.2 FERTILIZING

A. General Information: Athletic fields and lawns should receive applications of fertilizer as indicated in Attachment A. Fertilizer type should be as indicated by results of soil tests, weather conditions, and turf conditions, in consultation with the Towns’ representative. Spread fertilizer over dry lawn and water well after spreading, to prevent being ‘burned’ by fertilizer.

B. Fertilizing Schedule: Apply the fertilizer types as specified in Attachment A.

3.3 AERATION

A. General Information: The use of fields over time and the resultant compaction will require aerating the athletic fields and lawn areas to help to make the turf grass root system stronger by loosening up the soil, alleviating compaction, and providing additional air and water to the root system.

B. Aeration Schedule and Method as indicated in Attachment A.

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3.4 TOPDRESSING, OVERSEEDING AND SLIT-SEEDING:

A. General Information:

1. Aeration shall be completed before top-dressing, over-seeding or slit-seeding.

2. Initially with new fields, topdressing, overseeding and slit-seeding are only necessary in worn or bare areas of the field. As the field becomes more heavily used it may be necessary to topdress, overseed or slit-seed the entire field.

B. Topdressing, Over-seeding and Slit-seeding Schedule as indicated in Attachment A.

C. Top-Dressing Rates: Spread soil/sand as indicated by turf and soil conditions, in consultation with the Towns’ representative.

D. Over-Seeding Rates: 4 pounds per 1000 square feet of mix specified in Attachment A

3.5 MOWING

A. Fields should be mowed approximately twice a week according to the schedule specified in

Attachment A, and as agreed to with the Towns’ representative.

B. Grass should be cut at 2 1/2 inches during spring and fall sports seasons and 3 inches during the summer, unless otherwise specified by the Towns’ representatives.

C. Mow dry grass with sharp blades. Leave short grass cuttings on lawn - small grass pieces dry quickly and decompose on the soil surface. Cuttings may have to be dispersed by blowers if conditions warrant. Cuttings do not contribute to thatch layer.

3.6 WATERING

A. The Town Woods irrigation system is currently being serviced by the vendor who has maintained it since its design. The Towns are extremely satisfied with their services. We would expect that the chosen contractor will work with the irrigation vendor to keep the property maintained to current standards.

3.7 WEEDING

A. The Contractor shall keep all athletic field, turf grass areas, traffic islands, parking lot areas, playground and planting beds reasonably free of weeds through the use of string trimming and some hand pulling.

1. Hand pulling or shallow hoeing of annual weeds is effective in controlling these annual weed species.

2. Hand pull perennial weeds taking care to remove the complete root system.

3.8 LEAF AND DEBRIS REMOVAL

A. The Contractor shall remove leaves and debris annually from all grass areas, athletic fields, roadway, and parking areas. This shall occur once the fall season has ended and most leaves have dropped from the trees.

3.9 MULCHING

A. In consultation with the Towns’ Representative, all beds will be mulched with one (1) inch of material once per year, in April. The contractor will supply all material.

3.10 GAME PREPARATION/LINING OF FIELDS

A. The Contractor shall line athletic fields during the fall and spring sports seasons as indicated by the

Towns’ representatives.

B. Any additional out of season lining requested by the Old Lyme Director of Parks and Recreation will be billed to the appropriate club or organization according to unit prices in Appendix B.

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3.11 SITE CLEAN-UP

A. The Contractor shall pick up litter and place garbage in designated receptacles at least 50 times

(services) per year.

B. The Contractor shall keep the premises free from rubbish and debris at all times and shall arrange his material storage so as not to interfere with the operation of the recreation facility.

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ATTACHMENT A

GENERAL RESPONSIBILITIES

FERTILIZING

The entire fields will be fertilized two (2) times per year, with product provided by Towns. This includes the lacrosse, soccer, baseball fields and the area around the building.

AERATION

All fields should be aerated and overseeded according to the schedule below. Method and exact time of aeration will be determined by weather and turf conditions in consultation with the Towns’ representative. Worn areas of each field shall be spiked or aerated and overseeded every two to three weeks during the fall season.

Seed may be stored at the Old Lyme Transfer Station, 109 Four Mile River Rd., Old Lyme. Contractor is responsible for providing seed at the beginning of the season (March/April) and at the beginning of the Fall (August/September).

Contractor is responsible for transporting seed as needed to the fields for immediate use.

SPECIFIC WORK RESPONSIBILITES (each year of contract)

Mowing Entire Facility

Month Cuts Price

April 2 _________

May 9 _________

June 9 _________

July 4 _________

August 5 _________

September 7 _________

October 5 _________

November 1 _________

Fertilizer and Weed control

Month Treatment Location Price

April Fertilizer Entire facility _________

November Fertilizer Entire facility _________

TBD by soil test Lime Entire facility _________

String trim plant beds, parking lots, fence lines, baseball bleachers, building entrance and drip lines, playground as needed _________

Month Aeration Overseeding Price

April Entire Facility Entire Facility _________

May Playing Surfaces Entire Facility _________

June Playing Surfaces _________

July Playing Surfaces _________

August Playing Surfaces _________

September Playing Surfaces Entire Facility _________

October Playing Surfaces Entire Facility _________

November Entire Facility Entire Facility _________

Month Mulch Price

May Planting beds, building (approx. 10 yds.) _________

May Playground (approx.. 30 yds.) _________

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Cleanup Price

November, Leaf and debris removal ________

Pre-mowing (trash cleanup entire facility 50 times) ________

Irrigation Price

Turn system on in April _________

Check system monthly and report any service needs _________

May _________

June _________

July _________

August _________

September _________

October (Drain and blow out system) _________

Game Preparation Lining Price

August Initial soccer lines on 3 fields _________

Reline soccer lines on 3 fields weekly _________

September Initial P&R soccer blue lines on 4 fields _________

Reline P&R soccer blue lines on 4 fields weekly

Soccer relines weekly _________

October Soccer relines weekly _________

Reline P&R blue lines weekly _________

November Soccer reline on 3 fields 1x _________

March Initial Boys and Girls lacrosse lines on 3 fields and baseball / softball foul lines _________

April Reline Lacrosse and 4 baseball relines

May 5x Lacrosse relines and 4 baseball relines _________

June 4x lacrosse relines and 4 baseball relines _________

* Please note: Lining schedule may be affected by weather, mowing schedule and park closures.

Goals and benches Fields Price

April 8 Lacrosse goals - out _________

April 6 Benches - out _________

July 8 Lacrosse goals - in _________

September 4 large / 2 med /8 small soccer goals - out _________

November 4 large / 2 med /8 small soccer goals – in _________

November 6 Benches - in _________

Miscellaneous Price

Prune shrubs in 3 plant beds and plant bed at building __________

Grade parking lot in spring __________

Loam and seed 6 goal areas __________

If needed topdress low areas and all settling irrigation lines w/screened sand __________

Grade and mechanically incorporate playball into baseball/softball infields __________

Baseball/Softball infields – regrade __________

String trim plant beds, parking lots, fence lines, baseball/softball bleachers, building entrance & drip lines, and playground. String trim after other cut. __________

Drag and regrade baseball/softball infields weekly __________

Edge irrigation boxes __________

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ATTACHMENT B

UNIT PRICES

Additional fertilization application, per field

Sod, purchased and installed, per yard

Additional aeration, per field

Additional overseeding, per lb.

Additional pest control, per application

Mulch, per ton

Goal Mouth sod application (12’ X 60’)

Soccer field reline (fields 2 or 3) _____________________________

Soccer field reline (field 1) _____________________________

Lacrosse field reline (boys field 2 or 3) _____________________________

Lacrosse field reline (girls field 2 or 3) _____________________________

Lacrosse field reline (boys, girls field 1) _____________________________

Boys Baseball line outfield foul lines _____________________________

Girls Softball line outfield foul lines _____________________________

Application of grub control to playing surfaces _____________________________

DISEASE AND PEST CONTROL – only when deemed necessary in consultation with towns for grub control

A. Chemicals used to control disease and insects shall only be used if deemed necessary by both towns, and with specific approval from the Towns. It shall be effective, shall provide quick and lasting results, and shall not do any damage to turf grasses or adjacent plant material or have any ill effects upon soils or water. Toxic and poisonous chemicals which may present health hazards to humans and animals shall not be used. Chemicals shall not be flammable, shall not burn foliage and roots, and shall not volatize and form vapors which may cause damage. All chemicals shall be stored in such a manner that effectiveness is not impaired and shall spread uniformly and adhere well to foliage, when applied.

C. Insect control shall be a mixture containing an insecticide for control of both sucking and chewing insects shall be used only if ingredients are compatible. Chemicals shall be used with discretion so as not to harm turf grasses or adjacent plant material or become ineffective during the period required. Disease and pest control shall be delivered to the site in sealed containers bearing the manufacturer’s guarantee statement attesting to mixtures and percentages of each chemical.

Chemicals are subject to the approval of the Pure Food and Drug Administration, the USDA, the

State Agricultural Station and the Engineer, who shall give written approval before any chemical is used.

D. Contractor and employees shall be licensed for application of such chemicals by the State of

Connecticut Department of Energy and Environmental Protection, or any other state of local agency having jurisdiction.

E. Limits of any pesticide application shall be flagged and identified in accordance with all Federal, State and local requirements.

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1. PREPARATION OF THE PROPOSAL

Proposals should provide a straightforward, concise description of the proponent’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information required by the

Towns. One (1) entire original proposal must be submitted to the Old Lyme First

Selectman’s office by Friday, December 19, 2025, at 2:00PM. The original must be marked as an original. At a minimum, the proposal should contain the following information:

• Business Organization - State the full name, address, phone number, fax number and email address of your business and whether you operate as an individual, partnership, or corporation.

• List of business references with federal, state or municipal programs pertaining to lawn care, mowing and fertilization services.

• Proof of appropriate state certifications - Provide proof that you are licensed to operate in Connecticut.

• Qualifications - Include a brief narrative description of the proposed services that will be delivered and the equipment available to perform the services. Please indicate completed projects of similar nature. Also indicate a contact person for each reference cited.

All proposals must carefully familiarize themselves with the following specifications and any other documents related to the work. Respondents choosing to submit a proposal must fill out the proposal form attached hereto. Failure to comply with each specification or requirement shall result in rejection of the proposal.

2. REQUIREMENTS

• Owner of Company required to have custom grounds supervisor license and business registration.

• Employees must be licensed by the Department of Energy and Environmental

Protection to apply pesticides.

• Must provide a list of all equipment (owned) that will be available for this Contract on the attached Appendix A.

• The Towns reserve the right to reject proposals if, in their opinion, the available equipment is not sufficient to properly maintain the complex.

• Must have experience maintaining comparable athletic fields.

• Please provide a list of all such experience, as specified on the attached Appendix

B.

• Must provide unit prices for items listed in Attachment B.

• Coordination and scheduling of work is extremely important, to verify field availability.

• All work must comply with federal, state, and local ordinances and requirements.

• Contractor will warrant work performed for the full period of this contract.

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• The Contractor shall submit insurance certificates in the amount of $1,000,000 prior to the start of work naming the Towns as additional insured on the Contractor’s policy.

• Contractor must behave in a professional manner at all times. Inappropriate behavior towards children or other members of the community will be grounds for immediate dismissal and cancellation of this contract.

• All changes or deletions to the work schedule and description provided by and agreed to by both parties must be in writing and agreed to by both parties.

3. RESERVES THE RIGHT TO REJECT

The Towns of Lyme and Old Lyme reserves the right to select the service provider which best meets the Town’s goals and objectives, needs, budget constraints, and quality levels, as well as its service level expectations. The Towns reserves the right, in its sole discretion, to reject any/or all proposals, to waive any irregularities and technical defects contained therein, to award the contract in its entirety, in part or not at all and/or to determine which proposal is the lowest and/or best to enter into a

Contract, as it may deem to be in the best interest of the Towns.

Award of Contract: The Towns reserve the right to waive any informalities, irregularities, or defects in proposals, to reject any or all proposals, to accept a proposal other than that containing the lowest dollar amount, and to accept a proposal that, in their sole discretion, is in the best interests of the Towns.

Termination of Contract: The Towns reserve the right to terminate the contract at any time if the Towns’ representatives deem the work responsibilities have either not been adequately fulfilled or are of substandard quality. Termination would take place within seven days of notification by the Towns representatives.

4. INSURANCE REQUIREMENTS - CERTIFICATE OF INSURANCE

The contractor shall furnish certificates of insurance in the following accounts:

• Comprehensive General Liability including premises/operations, contractual independent contractors, broad form property damage and personal injury. Limits of liability shall be combined with bodily injury and property damage:

• Auto liability, including owned, non-owned and hired – limits of liability shall be combined bodily injury and property damage: $1,000,000. Each occurrence:

$1,000,000 Aggregate.

• Excess Liability – Umbrella Form: $1,000,000.

• Workers’ Compensation Insurance – Limit of liability shall be the statutory limits.

State whether the sole proprietor and/or partners have elected to be included.

• The contractor shall have a certificate issued showing the Towns as an additional named insured for the duration of the contract.

• Certificates shall be filed with the agent of the Towns before work is started and contain a thirty (30) day written notice of cancellation clause.

• All personnel on site shall follow ANSI and OSHA standards for personal

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• A current W-9 form

• Contractor shall be responsible for damages incurred to towns or personal property within the work zone.

5. AGREEMENT/EXCEPTIONS

Submission of a proposal indicates the Contractor agrees to the terms, conditions and other provisions contained in the RFP, unless the Contractor clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFP. Exceptions presented in the proposal are not to be considered incorporated into the contract between the Towns and the selected Contractor unless and until the Towns agrees to accept such exceptions. The selected Contractor must acknowledge and agree that the contract resulting from this RFP includes the terms, conditions, and other provisions contained in the RFP, the proposal selected (including any exceptions accepted by the Towns) which is acceptable to the Towns and is not in conflict or contravention of the RFP, and any other documents mutually agreed upon by the Towns and selected Contractor. No oral statements or any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFP or the resulting contract. A formal contract will be awarded after the selection of a contractor for the services identified in the scope of services by the Towns. The contractor shall not assign the contract or any part thereof to any other person unless such assignment is first approved in writing by the Towns, it being understood that the contract shall not be assignable unless the proposed assignee is acceptable to the municipality. The request for assignment must include evidence that the proposed assignee qualifies under all requirements of the contract and must be addressed as defined in the contract for services. The Towns reserve the right to obtain the services of an independent testing agency to verify the proposed work has been done to meet the requirements of this RFP. If the testing shows the work was not completed to the requirements of this RFP, final payment will be withheld until the deficiencies are corrected.

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Appendix A

Verification of Adequate Equipment

The following equipment must be owned by the Contractor and verified by the Towns’ representative prior to awarding of contract.

1. Appropriately sized rotary mower (5 or 6’or more)

2. 18’ trailer (goal installation /removal)

3. Line paint sprayer machine

4. Large core aerator (7’ or more)

5. Walk behind core aerator

6. 200 gal. sprayer

7. Large PTO driven spreader

8. York rake (5’ or more)

9. Tractor with turf tires (35 HP or more)

10. Debris Blower

11. Drag Screen

12. Dump Truck

Above listed equipment is currently owned by the Contractor and is available for implementation of the grounds contract.

Any additional equipment required for the job must be provided by the contractor

Signature of Contractor

Date

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APPENDIX B

Statement of Responders Qualifications

Please answer the following questions regarding your company’s past performance on athletic field maintenance contracts. Failure to reply to this instruction shall be grounds for rejecting the proposal.

Company Name __________________________________________________________

Address ________________________________________________________________

Contact _________________________________________________________________

Telephone Number ________________________________________________________

1. Please provide the following information about your company’s athletic field maintenance contracts within Connecticut:

Town, School District, or Organization

Period of Contract

Fields Maintained - Size and Type

Years with Town, District, or Organization

Contact Person/Reference

Contact Telephone Number

2. Have you or an affiliate ever had a contract terminated? __________ If yes, please explain.

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Proposal Form

TOWN WOODS PARK

Annual Maintenance per Proposal Specifications and Attachment A:

January 1, 2026–December 31, 2026 $ _________________________

January 1, 2027-December 31, 2027 $_________________________

January 1, 2028-December 31, 2028 $ _________________________

I confirm that the above proposal is as per the attached specifications and that submission of this signifies acceptance of the accompanying conditions and requirements.

IN WITNESS WHEREOF, the undersigned has caused this proposal to be signed and delivered as of the date proposals are opened by the Towns.

Name of Respondent __________________________________________________________

(Exact Name of Individual, Firm, or Corporation)

Signature of Officer _______________________________________________________

Typed Name and Title of Officer _____________________________________________

Address ________________________________________________________________

Telephone _________________________ Fax ________________________________

The following must accompany the preceding proposal form.

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Certificate If Responder Is A Corporation

I, the undersigned, as Secretary to the corporation submitting the foregoing proposal, hereby certify that under and pursuant to the by-laws and resolutions of said corporation, including the foregoing assurance of irrevocability, is fully and completely authorized so to do.

Signature

Name