TOWN OF CONWAY
BID SPECIFICATIONS
GROUNDS MAINTENANCE
Term of Contract
The contract period will be for a period of ten months, May 1, 2014 through February 28, 2015. This
contract may be extended for two one-year periods at the sole discretion of the Town at the
original bid rates by giving notice to the contractor within 30 days of contract expiration. Price
your bids accordingly.
Definitions and Descriptions
1. Season – season begins on or about April 15th each year. Season ends on or about November
15th each year.
2. Mowing – typical regular cutting of grass. Grass height should never exceed three inches. This
may, at times, require more than one mowing per week.
3. Trimming – cutting of grass and weed growth around delineated areas. This includes keeping
all fencing free of weeds and vines. This includes trimming on islands in parking areas (such
as the school parking lot).
4. Weeding – either safely treating or removing by hand, weeds and vegetation growth within
areas containing wood chips, mulch, plantings, or decorative stone.
5. Debris Removal – includes both debris created by the maintenance of this contract and debris
not created by maintenance. Paved areas, courts and sidewalks will be either blown or swept
clean. Any trash found or scattered about the property will be removed.
Scheduling
Mowing at the grammar school should be scheduled around the children's outdoor activity schedules.
Check with the school principal, Judy Siciliano @ (413) 369-4239 to obtain these schedules.
Invoicing
All invoices submitted for payment must be broken out by specific care area indicating the amount
charged per task. Invoices not broken out as shown on the bid sheet will not be paid.
Statement of Work
The contractor shall (a) furnish at its own cost and expense all tools, equipment, supplies, materials,
transportation and other necessary accessories, services and facilities as required; (b) provide and
perform all necessary labor in a substantial, skillful and workmanlike manner; and (c) execute and
complete all mowing/lawn maintenance in accordance with the instructions to bidders.
The contractor will maintained all areas in a neat and tidy condition after each mowing. The contractor
will blow off clippings from roadway surfaces and sidewalks. Bidders are warned that all areas may
not be accessible by tractor.
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All work under this Contract is to be done under the direct supervision of the Selectboard and/or their
authorized representative and to the entire satisfaction of the Selectboard.
1.) CARE OF SEVEN (7) OUTLYING CEMETERIES – (approximately 10 mowings)
Mowing and care of the following outlying cemeteries: Boyden, Cricket Hill, Poland, Pumpkin
Hollow, Shirkshire, South Part, and Town Farm. Initial clean-up on or about May 15, to include,
but not limited to the removal of trash, twigs, leaves and any debris or other unsightly materials
and first moving at the beginning of the season, subsequent mowing not to exceed three weeks time
between mowing and care. If no rain has fallen since the last mowing, and the grass has not
appreciably grown, the contractor shall not mow. The contractor shall perform weed whacking
and/or trimming of grass and weeds around headstones and stone walls, with subsequent clean up
of trash and debris at each mowing. Care will include placing or make arrangements for the
placing of flags on veteran's graves prior to Memorial Day (the Town has flags).
2.) CARE OF EIGHT (8) TOWN COMMONS – (approximately 30 mowings)
Commons are to be raked completely and the rakings removed prior to the first mowing on or
about the beginning of the season. Care includes edging of any flower beds. Each common shall
be mowed and trimmed neatly once a week thereafter. The contractor shall weed and control
weeds as needed including in and around flower beds and in and around sidewalks. If no rain has
fallen since the last mowing, and the grass has not appreciably grown, the contractor shall not
mow.
3.) CARE OF TOWN HALL AND TOWN OFFICE BUILDING LAWNS – (approximately
30 mowings)
The contractor shall rake all grassy areas, front, back and sides for each building prior to the first
mowing and trimming, with disposal of all litter, leaves, twigs and rakings at the beginning of the
season. The contractor shall mow and trim around bushes, plantings, and foundations, etc. once a
week thereafter to keep the area(s) well groomed. If no rain has fallen since the last mowing, and
the grass has not appreciably grown, the contractor shall not mow.
4.) CARE OF GRAMMAR SCHOOL LAWNS & FIELDS – (approximately 30 mowings)
The contractor shall mow and trim all grassy areas surrounding the Grammar School Building,
including the playground area, behind school to the stone wall, strips between parking areas, strips
on both sides of entrance road, around school sign, and any other areas not overgrown. This is to
include initial clean up of debris, trash, litter etc. in these areas prior to the first mowing and
trimming on or about season begin. These areas will be mowed and trimmed once per week for the
entire season. The trimming will be done around plantings, bushes, foundation(s) and obstacles to
keep the areas neatly maintained at each mowing.
The School has a new program of native plant propagation. The Contractor shall work with the
school to identify areas in this program, which shall not be mowed.
The contractor shall mow the School Ball Field once per week, trimming around benches, fences,
and obstacles for the entire season. If no rain has fallen since the last mowing, and the grass has
not appreciably grown, the contractor shall not mow.
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5.) OLD BOYDEN SCHOOL HOUSE AREA – (approximately 30 mowings)
This area encompasses the following area: From the right side of the Salt Shed road to the left of
the swing sets, and from the School road/driveway to the Rose property boundary pin beyond the
maple trees, to the stone wall behind the Old School House. Initial clean-up will include removal
of winter debris and trash prior and mowing on or about season begin.
Mow and trim around brush, plantings, and foundations once a week thereafter for the entire
season. If no rain has fallen since the last mowing, and the grass has not appreciably grown, the
contractor shall not mow. Please indicate what type of equipment shall be used.
6.) RECREATION FIELD & SIDEWALK FROM TOWN HALL UP TO THE UCC
CHURCH
PLEASE NOTE THE FOLLOWING CHANGES FROM LAST YEAR’S SCOPE:
1) The ball field will not be mowed in 2014.
2) The area on the east side of the property along the sidewalk and sloped areas bordering Route
116 and Whately Road shall be mowed/cut/trimmed at least every two mowings. This includes
around guardrails, fencing, sidewalks, stone walls, and trees.
Completion of Work
If any unsatisfactory condition or damage develops within the time of this contract due to materials or
workmanship that are defective, inferior or not in accordance with the Contract, Contractor shall,
whenever notified by the Town, immediately remedy such in a condition satisfactory to the Town and
make repairs of all damage to the buildings, equipment, and grounds as necessary.
If contractor fails to proceed promptly to comply with the terms under this Contract, Contractor agrees
that the Town may have such work performed as the Selectboard or its representatives considers
necessary to perform the work and Contractor shall promptly reimburse the Town such sums as were
expended in completing the work.
Usual wear and tear and the results of accidents not chargeable to Contractor or Contractor's agents are
exempted from the above requirements. Everything necessary for the completion of the work must be
done without any expense to the Town. If it becomes necessary for the Town to employ legal counsel
to enforce the terms of this contract, Contractor agrees to pay the Town's reasonable attorney fees and
costs.
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TOWN OF CONWAY
BID FORM
GROUNDS MAINTENANCE
The contract period will be for a period of ten (10) months, May 1, 2014 through February 28, 2015.
This contract may be extended for two one-year periods at the sole discretion of the Town.
Company:
Contact:
Address:
Phone:
Email:
Signature:
Title:
Care segments will be broken out for budgeting purposes only. Only ONE award will be given.
1.) SEVEN (7) OUTLYING CEMETERIES
Amount:
2.) SEVEN (8) TOWN COMMONS
Amount:
3.) TOWN HALL AND TOWN OFFICE BUILDINGS Amount:
4.) GRAMMAR SCHOOL LAWNS & FIELDS
Amount:
5.) OLD BOYDEN SCHOOL HOUSE AREA
Amount:
6.) AREA SURROUNDING RECREATION FIELD
(please note reduced scope of work from last year)
Amount:
Total Bid:
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CERTIFICATE AS TO PAYMENT OF STATE TAXES
Pursuant to MGL Chapter 62C, Section 49A, I certify under the penalties of perjury that I, to my best
knowledge and belief, have filed all state tax returns and paid all state taxes required under law.
________________________
Social Security Number or
Federal Identification Number
________________________________________
Signature of individual or corporate name
By: ___________________________
Corporate Officer
(If applicable)
CERTIFICATE OF NON-COLLUSION
The undersigned certifies under penalties of perjury that this bid or proposal has been made and
submitted in good faith and without collusion or fraud with any other person. As used in this
certification, the word “person” shall mean any natural person, business, partnership, corporation,
union, committee, club or other organization, entity, or group of individuals.
_______________________________________
(Name of person signing bid or proposal)
_______________________________________
(Name of business)
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