HINCKLEY TOWNSHIP - Hinckley ...
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Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
2021 Lawn & Landscape Service Bid Specifications and Statement of Work- Hinckley Township
Revised 1/11/2021 - correction as on Page 1 item #4d in italics
Section I: Employment
The township owns and cares for several properties in the community. These properties require lawn and landscape
maintenance including the services of spring and fall cleanup of leaves, branches, and debris, fertilizing and weed-n-feed
application, aeration, minor tree and shrub pruning to facilitate lawn maintenance, weed spray application to flower
beds, mowing, weed trimming and clean-up.
Section II: Lawn and Landscape Maintenance
Contractor agrees to perform the following lawn and landscaping maintenance services by group.
Grouped Service areas:
1) Beach, Ridge, Maple Hill Cemeteries
a) Weekly or bi-weekly grass cutting, including weed trimming and blowing grass off headstones and memorials.
b) Leaves, branches, and debris removal as needed throughout the season to facilitate maintenance.
c) Leaf removal in the fall.
d) Report damage to headstones and monuments promptly documenting with pictures as needed.
e) As this area is sacred to our community, extreme care must be taken when operating machinery in a cemetery.
The contractor will be responsible for damages to headstones and memorials caused by their actions. The
contractor must carry and provide proof of business liability insurance.
2) Kobak and Youth Ball fields
a) Weekly or bi-weekly grass cutting, including weed trimming.
b) Leaves, branches, and debris removal as needed throughout the season to facilitate maintenance.
c) Aeration and over-seeding twice per year to outfield area within fence line (quoted separately).
d) Leaf removal in fall.
3) Town Hall, Brongers Park, Hinckley Historical Building, Memorial Park
a) Weekly or bi-weekly grass cutting, including weed trimming and blowing grass off paved areas and memorials.
b) Leaves, branches, and debris removal as needed throughout the season to facilitate maintenance.
c) Aeration and over-seeding twice per year to Town Hall lawn and Memorial Park Lawn (quoted separately).
d) Leaf removal in fall.
e) Fertilize and weed-n-feed application (2 applications per year) to Town Hall lawn and Memorial Park lawn
(quoted separately, note if sub-contracted).
f) Spray weed killer, apply weed pre-emergence killer in flower beds once per month at Town hall lawn, Historical
Bldg. and Memorial Park lawn or as needed to control weeds. (quoted separately, note if sub-contracted).
4) Fire Station and Service Garage
a) Weekly or bi-weekly grass cutting, including weed trimming and blowing grass off paved areas and memorials.
b) Leaves, branches, and debris removal as needed throughout the season to facilitate maintenance.
c) Leaf removal in fall.
d) Fertilize and Weed-n-Feed application (2 applications per year) to Fire Station lawn and Service Garage lawn
(quoted separately, note if sub-contracted).
Special instructions for service and frequency will come from the Service Superintendent throughout the season.
Contractor will discuss availability to perform said service.
Section III: Other
Page 1 of 11
Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
The winning bidder will act as an independent contractor, and not an agent or employee of the Township. Contractor
will not be entitled to participate in any pension plans, bonus, stocks, or similar benefits provided to township
employees.
Contractor, while working on Hinckley Township property in performance of this agreement, shall take all precautions
necessary for the safety and prevention of damage to property on or adjacent to work sites and for the safety of and
prevention of injury to persons, including Township employees, other contractors, and third party persons, on or
adjacent to the work sites.
The contractor shall be solely responsible for and shall indemnify, defend, and hold harmless The Hinckley Township
Board of Trustees, Hinckley Township, its officials, employees.
All sub-contractors must be identified in your bid. Their work and actions are the responsibility of the Contractor.
Bidder’s must provide their valid BWC certificate, 2021 IRS W-9, Personal Property Tax Verification Affidavit, Proof of
Business Liability Insurance.
There will be a pre-bid meeting to be held on Jan 6, 2021 at 2PM being conducted remotely through a Zoom meeting
room. Details on how to connect to that Zoom Virtual meeting room will be found on the Home page of the Township
website.
Best Regards,
Mike Behary
Service Superintendent
Hinckley Township
Office 330-225-2276
Jim Burns
Trustee Liaison – Service
Page 2 of 11
Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
Hinckley Township 2021-2023 Lawn Maintenance Bid Form
All bids will be accepted by mail, email, or in person no later than 9:00AM on Tuesday Jan 19, 2021, at the Township
Office during regular business hours, 1410 Ridge Rd. Hinckley, Ohio 44233. If submitting by email, please email to
speterlin@hinckleytwp.org. In the Subject Line enter ”LAWN CARE BID 2021-2023”. AND Request confirmation of
receipt by return email. Bid opening will be 6:30PM, Jan19, 2021. The winning bidder will be chosen at a separate
meeting upon review of the bids by the Township and township legal counsel.
For more information and in light of the COVID restrictions please contact the Hinckley Township Administration Office
at 330-278-4181 before you arrive if coming in person.
There will be a pre-bid meeting to be held on Jan 6, 2021 at 2PM being conducted remotely through a Zoom meeting
room. Details on how to connect to that Zoom Virtual meeting room will be found on the Home page of the Township
website.
Contractor’s bid shall include the following lawn maintenance services by Group and as called out by line.
• Weekly or bi-weekly mowing, weeding trimming, blowing off cement and roadways, headstones and
monuments, monthly flower bed weed spraying
• Fertilizing. Weed-n-feed application (quoted separately, note if sub-contracted).
• Spring Clean-up, minor shrub and tree trimming, debris pick up, leaf pick up. Aeration and over-seeding as
specified.
• Fall Clean up, minor shrub and tree trimming, leaf pick-up, aeration and over-seeding as specified.
Instruction from the service department superintendent, Mike Behary, on frequency of services will occur throughout
the season with proper notice given to the contractor. Services shall run from April 10 through November 1. The season
may be extended under the instruction of the service department superintendent based on prevailing weather
conditions.
Hinckley Township reserves the right to review the individual specifications of each bid and allocate the awarding of a
contract for one or multiple services and properties.
Factors for Awarding and Rejecting Bids
1. The contract shall be awarded to the lowest and best Bid.
2. Any Bid which is incomplete, conditional, obscure, or which contains additions not called for or
irregularities of any kind, may be rejected.
3. The Township reserves the right to reject any and all Bids, and also the right to waive any informality in
the Bid. The Township has the right to postpone the decision to award a contract for up to sixty (60) days.
4. No contract shall be awarded to any person, firm, or corporation that is in arrears or is in default to the
Township upon any debt or contract, or that is in default as surety or otherwise upon any obligation to the Township, or
that has an unresolved finding of recovery with the State Auditor, or has been debarred by the Township or Medina
County from consideration for contract awards.
Each bidder shall be required to file with the bid the following:
• Letter of interest including contractor’s equipment specs,
• Copy of contractor’s Workers’ Compensation Certificate,
• Federal Tax 2021 W9 Forms,
• Non-collusion and Non-discrimination Affidavits,
• Real Estate Tax Disclosure and,
Page 3 of 11
Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
• Personal Property Tax Disclosure.
• Three references from current customers including contact name and phone number
Failure to include these documents may be grounds for bid rejection. The township reserves the right to reject all bids.
A complete package detailing the scope of work, the properties included, services required, forms etc. will be available
at the township administration building and can be picked up or can be downloaded from the Township website,
www.hinckleytwp.org.
COMPANY NAME: ________________________________CONTACT:______________________________________
ADDRESS: _____________________________________________________________________________________
PHONE: _______________________________________________________________________________________
Grouped Service areas: Specifications for each group are included in the Statement of Work
1. Beach, Ridge, Maple Hill Cemeteries
2. Kobak and Youth Ball fields
3. Townhall, Brongers Park, Hinckley Historical Building, Memorial Park
4. Fire Station and Service Garage
NOTE : SEE MAPS INDENTIFYING PROPERTY LOCATIONS
Page 4 of 11
Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
Page 5 of 11
Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
Page 6 of 11Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
Page 7 of 11Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
HINCKLEY TOWNSHIP 2021-2023 LAWN MAINTENANCE BID FORM
STATEMENT OF BIDDER RESOURCES AND EXPERIENCE (references)
The Bidder, in order to secure consideration of this Bid, will here submit a statement of work performed similar
to that to be done under this proposed contract with references (minimum 3 in the last five years). The bidder,
in order to secure consideration of his bid, may here submit a listing of equipment owned similar to or equal to
that listed for bid under this proposed contract. He/She is invited to submit evidence of his financial ability to
provide equipment for this bid.
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Page 8 of 11Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
HINCKLEY TOWNSHIP 2021-2023 LAWN MAINTENANCE BID FORM
NON-COLLUSION AFFIDAVIT
STATE OF OHIO )
COUNTY OF ) ss.
, being first duly sworn, deposes and
says that he/she is of
(sole owner, partner, president)
, the party making the foregoing proposal or bid; that such
bid is genuine and not collusive or a sham; that said bidder has not colluded, conspired, connived or agreed,
directly or indirectly, with any bidder or person, to put in a sham bid, or that such other person shall refrain from
bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication
or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit or
cost element of said bid price, or of that of any other bidder, or to secure any advantage against Hinckley
Township Trustees or any person or persons interested in the proposed contract, and that such bidder has
not, directly or indirectly, submitted this bid, or the contents thereof, or divulged information or data relative
thereto to any association or to any member or agent thereof.
_______________________________________________
Affiant
Sworn to and subscribed before me this day of _________________________,20 ______
_______________________________________
Notary Public in and for __________County,
State of Ohio
(seal) My commission expires ________________________
Page 9 of 11Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
HINCKLEY TOWNSHIP 2021-2023 LAWN MAINTENANCE BID FORM
PERSONAL PROPERTY TAX VERIFICATION AFFIDAVIT
Now comes the successful bidder,
upon a competitive bid for on the day of
, 2020, and the first duly sworn deposes and says that he/she/it
_______________________________(was or was not) charged at
at the time the bid was submitted with any delinquent personal property taxes on the general tax
list of personal property of Medina County. (If applicable), the amount due and unpaid
delinquent personal property tax $ .
Further Affiant Sayeth Naught.
(Signature)
(Title)
Sworn to before me this day of , 2020.
Notary Public, State of Ohio
My Commission expires:
(THIS AFFIDAVIT MUST BE COMPLETED BEFORE A CONTRACT MAY BE ENTERED INTO UNDER OHIO REVISED CODE CHAPTER 5719.042)
Page 10 of 11Small Town
HINCKLEY TOWNSHIP 1410 Ridge Road Hinckley, Ohio 44233
330-278-4181 l www.hinckleytwp.org
Big Hearts Raymond Schulte, Chairman • James Burns, Vice-Chairman • Melissa Augustine, Trustee • Martha Catherwood, Fiscal Officer
HINCKLEY TOWNSHIP 2021-2023 LAWN MAINTENANCE BID FORM
INDEPENDENT CONTRACTOR INDEMNIFICATION CLAUSE
The contractor and the owner mutually agree that the relationship formed by this agreement is intended
to be that of customer and independent contractor, and is not an employment relationship.
The contractor hereby represents that it is not an entity over whom the National Labor Relations Board
has ever declined jurisdiction.
The contractor further agrees and covenants that, should a safety issue or complaint arise from, or
involving, an employee, agent or representative of the contractor; the contractor will indemnify and hold the
owner harmless, and will assume all legal and financial responsibility for said issue or complaint including, but
not limited to, all fines, fees, costs, corrective action, provision of equipment, training and administration.
The contractor further agrees and covenants that, should a safety related issue, suit, or complaint be
filed against the owner by an employee, agent, or representative of the contractor, the contractor will pay all
associated costs of the owner, as the owner deems necessary, in order to defend, correct, or resolve said
issue or complaint.
Signature: _________________________________________
Print Name: ________________________________________
Company Name: ____________________________________
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