3635 - District 7 - 2026 Nuisance Abatement Grass Cutting Contract
| Agency: | City of Gadsden |
|---|---|
| State: | Alabama |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 18, 2026 |
| Due Date: | Mar 10, 2026 |
| Solicitation No: | 3635 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
3635
|
| Bid Title: |
3635 - District 7 - 2026 Nuisance Abatement Grass Cutting Contract
|
| Category: | Bids for Purchasing Department |
| Status: | Open |
|
Attachment Preview
INVITATION TO BID
District 7 - 2026 Nuisance Abatement
Grass Cutting Contract
Bid Number 3635
February 17, 2026
City of Gadsden, Alabama
Finance Department
The City of Gadsden, Alabama is soliciting sealed bids for the above project (purpose) as described in the attached
Special Terms and Conditions and Bid Specifications. Copies of the Bid Request are available on the City of Gadsden,
Alabama website:
www.cityofgadsden.com → How Do I? → Check Bid Openings or
www.cityofgadsden.com → City Services → Purchasing Department → Bid Postings
Bids for this purpose will be received by the City of Gadsden, Alabama City Clerk’s Office until:
2:00 p.m. Central Standard Time (CST) on
Tuesday, March 10, 2026
All bids must be directed to the following location:
City Clerk’s Office
Attention: Iva Nelson, City Clerk
4th Floor, Room 401
90 Broad Street (City Hall)
P.O. Box 267
Gadsden, Alabama 35902
A Pre-Bid meeting will be held on Monday, February 23, 2026 at 9:30 a.m. in Room 305, Third Floor, City Hall, 90
Broad Street, Gadsden, AL 35901. This is a mandatory meeting for any prospective vendor that plans to submit a
proposal.
Mark the outside of your mailing envelope indicating Bid Number 3635, name of project and opening date.
Bids will be opened on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama at the above
stated time and date. Bids received after the deadline will not be considered. They will be noted as non-responsive
and returned to the proposer unopened. The sealed bid number, bid name and bid opening date must appear on the
outside of the bid envelope.
Prospective bidders are instructed to read the General Terms and Conditions, Special Terms and Conditions and Bid
Specifications very carefully. Bids must be made in compliance with the guidelines in the sections referred to and
signed in full. By responding to this Bid Request, Proposer has read and understands all documents.
Questions concerning terms of the bid, please contact the following:
Mechiel Underwood, Purchasing Agent
City of Gadsden Finance Department
Phone: 256.549.4591
funderwood@cityofgadsden.com
Brian Greer, Chief Building Inspector
City of Gadsden Building Department
Phone: 256.549.4765
bgreer@cityofgadsden.com
TABLE OF CONTENTS
1.0 General Terms and Conditions ………………………………………………………………………….
2.0 Special Terms and Conditions ……………………………………………..……………………………
2.1 Contract Period …………………………………………………………………………………………….
2.2 Contract Terms and Conditions …………………………………………………………………………..
2.3 Changes to the Bid Request / Addenda …………………………………………………………….......
2.4 Assignment of Bid ………………………………………………………………………………………....
2.5 Notice to Bidders ………………………………………………………………………………………......
2.6 Risk of Loss …………………………………………………………………………………………….......
2.7 Indemnification ……………………………………………….………………………………………........
2.8 License and Permits …………………………………………………………………………………........
2.9 Insurance Requirements ….……………………………………………………………………………......
2.10 Negotiations …………………………………………………………………………………………………
2.11 Payment ………………………………………………………………………………………………….....
2.12 References ……………………………………………………………………………………………........
2.13 Bid Bond ………………………………………………………………………………………………….....
2.14 Hard Copy Submittal …………………………………………………………………………………........
2.15 Rejection …………………………………………………………………………………………………....
2.16 Submission Requirements ……………………………………………………………………………......
3.0 Scope of Work ……………………………………………………………………………………….........
4.0 Specifications ………………………………………………………………………………………….......
5.0 Equipment Requirements ………………………………………………………………………………….
6.0 Mandatory Bid Form …………………….………………………………………………………………...
7.0 References ………………………………………………………………………………………………….
8.0 State of Alabama Immigration Act ……..………………………………………………………………..
9.0 Anti-Collusion Certificate ……………..………………………………………..……………………….
10.0 No Bid ……………………………………………………………………………………………..…………
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CITY OF GADSDEN, ALABAMA
District 7 – 2026 Nuisance Abatement Grass Cutting Contract
Bid Number 3635
1.0 GENERAL TERMS AND CONDITIONS
1. All bid openings and any scheduled pre-bid conferences will be held in the City Council Conference Room located on the Fourth Floor, Room
411, City Hall, 90 Broad Street, Gadsden, Alabama. A pre-bid conference may be requested to review and answer any pertinent questions
concerning the bid and the specifications.
2. Each bid must be submitted in a separate sealed envelope and received by the City of Gadsden, Alabama in the City Clerk’s Office, 90 Broad
Street, P.O. Box 267, Gadsden, Alabama, 35902. All bidders must use our bid form(s) and show on the envelope the bid number, name of
project (purpose), and opening date. Any bid received after the opening date and time will not be considered. If it becomes necessary to revise
any part of this bid, a written addendum will be provided to vendors currently on the City of Gadsden’s vendor list and it will be posted to the City
of Gadsden website.
Copies of the Bid Request are available on the City of Gadsden, Alabama website:
www.cityofgadsden.com → How Do I? → Check Bid Openings or
www.cityofgadsden.com → City Services → Purchasing Department → Bid Postings
3. The City will not give verbal answers to inquiries regarding information in this bid, or verbal instruction prior to the submission deadline. All
questions should be submitted in writing to Mechiel Underwood at funderwood@cityofgadsden.com. Failure to request clarification of any
inadequacy, omission or conflict will not relieve the vendor of any responsibilities under this solicitation or any subsequent contract. It is the
responsibility of the interested vendor to assure they receive responses to questions if they are issued.
4. The City of Gadsden encourages utilization of minority firms, women’s business enterprises, and labor surplus area firms in o ur procurement
activities and will take affirmative steps to assure these enterprises and firms are used when possible. Affirmative steps shall include:
a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists.
b. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources.
c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small
and minority business, and women’s business enterprise.
d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business,
and women’s business enterprises.
e. Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the
Department of Commerce.
f. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (a) through (e) of this
section.
The City of Gadsden provides equal opportunities for all businesses and does not discriminate against any vendor regardless of race, color,
creed, sex, national origin, disability, religion or age in consideration for an award.
5. The attached specifications are being provided to potential bidders as guidelines, which describe the type and quality of structure, equipment,
supply, and/or service the City of Gadsden is seeking to purchase. The bidder must indicate compliance or list exceptions to each specification
item for consideration. Failure to comply with this provision could be cause for rejection of the bid.
6. The name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired but does not
restrict the bidder to the specified brand, make, manufacturer or specification names. It is set forth to convey the general style, type, character,
and quality of the article desired by the City of Gadsden. Whenever the words "or approved equal" appear in the specifications, they shall be
interpreted to mean an item of material or equipment similar to that named, and which is suited to the same use as that named and which is
approved by the Purchasing Department of the City of Gadsden. Vendor shall incur all cost involved in obtaining an independent analysis if the
City of Gadsden deems it necessary to determine the suitability of items as being approved equal.
7. It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the contrary on the proposal form; in which case,
the bidder shall point out in detail any and all deviations from the specifications. Minor exceptions from the specifications may be considered if
they do not alter the performance for the intended purpose.
8. All bids shall be typewritten or printed in ink on the form(s) prepared by the City. Bids prepared in pencil, facsimiles, or electronically submitted
proposals will not be accepted. All proposals must be signed by officials of the corporation or company duly authorized to sign bids. Original
signatures in ink are required. Facsimile or rubber stamped signatures will not be accepted. Any bid submitted without being signed will
automatically be rejected.
9. All corrections or erasures shall be initialed and dated by the person authorized to sign bids. If there are discrepancies between unit prices
quoted and extensions, the unit price will prevail.
10. Prices quoted shall be delivered prices, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will assume no
transportation or handling charges other than specified in this bid. The City of Gadsden is exempted from sales and use tax by 40-23-4(11) and
40-23-62(13), Alabama Code (1975).
11. Prices quoted to the City of Gadsden shall remain firm for a minimum of 90 days from the date of opening of the bid, unless so stated differently
in the bid.
12. The delivery schedule must be entered in the appropriate space in order for the bid to be considered. If all items cannot be delivered on the
same schedule, please note variances.
13. The bidder shall assume full responsibility for warranty of all components of the equipment. A statement shall be attached with the proposal
setting out the conditions of the warranty. The manufacturer's standard warranty shall be furnished.
14. A Bid Bond is required in the amount of 5% of the total for bids exceeding $10,000 unless an exact amount is stated in the Invitation for Bids.
The Bid Bond / Deposit shall be in the form of a firm commitment, such as an original Bid Bond, postal money order, certified check, cashier’s
check, or irrevocable letter of credit. A Bid Bond shall be retained by the City until such time a contract is executed, a purchase order is issued,
or in some cases, materials and or equipment received.
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15. The City reserves the right to request a demonstration of any and all items bid before making the award.
16. The City reserves the right to accept or reject any or all items covered in the request, or any portion(s) thereof, waive formalities, re-advertise
and / or take such other steps deemed necessary and in the best interest of the City. Issuance of this Request for Proposal does not bind the
City of Gadsden to award a contract, nor does the City of Gadsden in any way assume liability for expenses incurred in the preparation of any
bids.
17. All bids will be awarded to the lowest responsive and responsible bidder. This determination may involve all or some of the following factors:
price, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts,
experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are
reasonable. When bids are equal, local vendor shall be favored.
18. Unless Special Terms and Conditions of the bid specify otherwise, the City of Gadsden reserves the right to make an award in whole or part to
one or more bidders whenever deemed necessary and in the best interest of the City.
19. The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold the City of Gadsden harmless from any and all
causes of action or claims of damages arising out of or related to bidder's performance under this contract.
20. All items bid will be inspected by a representative of the City of Gadsden upon delivery to ascertain compliance with the specifications. Items
not in compliance with the specifications will be rejected until proper remedial measures are taken to assure compliance.
21. Bidders may be disqualified and bid proposals may be rejected for any of (but not limited to) the following causes:
a. Failure to use the bid forms furnished by the City of Gadsden.
b. Lack of signature by an authorized representative on the bid form.
c. Failure to properly complete the bid form.
d. Evidence of collusion among bidders
e. Unauthorized alteration of the bid form.
22. The City of Gadsden assumes no legal liability to purchase items or services under any contract unless funds are appropr iated for that
particular fiscal year.
23. The City of Gadsden reserves the right to terminate, without cause, any award made as a result of this bid solicitation by providing a thirty (30)
day letter of cancellation notification to the successful bidder. Failure on the part of the successful bidder to comply with all terms and
conditions of this bid shall give cause for the City of Gadsden to terminate the award immediately, and to relieve the City of any and all legal
obligations associated with the award. In the event the bidder cannot comply with the terms and conditions of a bid on a particular item or
transaction, the City reserves the right to obtain the particular item from other vendors.
24. The City of Gadsden is to be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be
considered unless so stipulated in the Special Terms and Conditions.
25 In accordance with the Alabama Competitive Bid Law, as amended, the City of Gadsden may enter into multi-year leases, purchase,
and lease purchase contracts for the acquisition of goods, supplies, materials and all other types of personal property, real property
and services for a period not to exceed three years with the following provisions:
a. Prices quoted shall be effective for one (1) year beginning from the date of the award, unless otherwise stipulated, with the option to renew
for two (2) additional one (1) year periods. Renewals will require mutual agreement with both the City and the awarding vendor with the bid
price remaining the same.
b. Contracts may provide for automatic renewal unless positive action is taken by the City of Gadsden to terminate such contract and the
nature of such actions shall be determined by the City of Gadsden and specified in the contract.
26 The City of Gadsden will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the proposal to the
City of Gadsden, office of the City Clerk, by the deadline stated in the bid request.
27 The vendor/bidder/contractor agrees to comply fully with the Americans with Disabilities Act and the Beason-Hammon Alabama Taxpayer and
Citizen Protection Act. Bidders must comply with the President’s Nos. 11246 and 11375 which prohibit discrimination in employment regarding
race, creed, color, sex or national origin. Bidders must also comply with Title IV of the Civil Rights Act of 1964 and the Davis-Bacon Act, when it
is applicable. Each vendor/bidder/contractor will indemnify and hold harmless the City of Gadsden from all costs, including but not limited to
damages as well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of either of the above mentioned Acts.
28 By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or
knowingly employ, hire for employment or continue to employ an unauthorized alien within the state of Alabama. Furthermore, a contracting
party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting
therefrom.
29. City Ordinances mandate that anyone who transacts business within the city limits of Gadsden by one or all of the following s ituations is
subject to obtain a City of Gadsden business license:
a. A physical location within the City.
b. A representative of your company calls on customers or solicits business within the City.
c. Merchandise is delivered into the City on / in a vehicle other than by common carrier.
The successful bidder shall produce a copy of a current City of Gadsden business license in bidders’ company name and address prior to
delivery if physically delivering to any location within the city limits of Gadsden, Alabama using bidder’s business owned tr ansport / carrier.
30. Any bidder affected adversely by an intended decision with respect to this bid shall file with the Finance Director of the City of Gadsden a
written notice of intent to file a protest not later than five (5) working days (excluding Saturdays, Sundays and City of Gadsden holidays) after
the posting of the bid tabulation. Protest procedures may be obtained in the Purchasing Office.
BY SUBMISSION OF MY PROPOSAL, I CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND AFFIRM THAT I
HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF
COMPETITION. UPON AWARD OF THIS BID, I WILL NOT SUBSTITUTE ANY ITEM ON THIS BID UNDER ANY CIRCUMSTANCES. I ALSO
UNDERSTAND THAT THE GENERAL TERMS & CONDITIONS ARE STANDARD AND THAT ANY CONTRADICTING REQUIREMENTS OF THE
SPECIAL TERMS AND CONDITIONS OR REQUEST FOR BIDS SUPERSEDE THESE GENERAL TERMS & CONDITIONS.
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CITY OF GADSDEN, ALABAMA
District 7 – 2026 Nuisance Abatement Grass Cutting Contract
Bid Number 3635
Omission of any requested item(s) as part of submission will be cause for rejection of proposal.
All bidders must attend the mandatory pre-bid meeting. See the cover page of this document for details.
2.0 Special Terms and Conditions
This City of Gadsden is soliciting sealed bids from qualified contractors to perform Nuisance Abatement Grass Cutting Services on City Lots,
State Lots, Private Lots and Land Bank Authority Lots within the City of Gadsden, Alabama.
2.1 Contract Period
This contract shall be for one (1) year with the option to renew for two (2) additional one (1) year periods. Such extensions shall be automatic
and shall go into effect without written confirmation, unless the City provides advance notice of the intention to not renew.
2.2 Contract Terms and Conditions
Vendors are to price and submit proposals with the understanding that all specifications, requirements, terms and conditions and licensure is
mandatory for the vendor to comply with. Proposers are responsible to review all specifications, requirements, ter ms and conditions, insurance
requirements, licensure and other requirements. Submittal of a proposal is agreement to comply without exception, unless modified by the City.
The contract cannot be assigned or subcontracted without prior written consent of the City of Gadsden. All terms, agreements and requirements
shall be in conformance with the laws and codes of the State of Alabama and the City of Gadsden.
Any deviations from specifications must be explained in detail. Please attach separate documentation outlining the specifics of any exceptions
proposed.
2.3 Changes to the Bid Request/Addenda
Any changes to this request for proposal will be by formal written addendum issued by the City’s purchasing department and becomes part of this
bid and resultant contract. It is the responsibility of the interested vendor to assure they receive addenda if issued. An addendum will be posted to
the City’s official website at www.cityofgadsden.com. The purchasing department will attempt to provide all interested parties that have
acknowledged receipt of bid invitation a notice through emails that changes or addendums have been posted to our website. Notwithstanding such
City efforts, it remains the obligation and responsibility of the vendor to learn of such addendums, responses or notices. Efforts by the City to
provide notice or to provide it on the website do not relieve the vendor from the sole obligation for learning of such material. Some third-party
services independently post City bids on their websites. The City does not guarantee that such services have accurately provided proposers with
all information, particularly addendums or changes to bid.
2.4 Assignment of Bid
This contract or any right / interest hereunder shall not be assigned or transferred by contractor without the prior written consent of the City and is
subject to such additional terms and conditions that the City may impose. Contractor shall not delegate or subcontract the furnishings of any of
the complete or substantially complete items required by the contract without the prior written approval of the City.
2.5 Notice to Bidders
Each bidder, before submitting a bid, shall become fully informed as to the extent and character of the product(s) required. No consideration will
be granted for any alleged misunderstandings of the requested items or work to be done.
No bid will be accepted from, or contract awarded to any person, firm or corporation that:
a. Is in arrears or is in default to the City of Gadsden upon any debt or contract
b. Is in default upon any obligation to the City
c. Has failed to perform faithfully any previous contract with the City.
2.6 Risk of Loss
Regardless of FOB point, contractor agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior
to delivery. Such loss, injury or destruction shall not release the contractor from any obligation hereunder.
2.7 Indemnification
To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the City of Gadsden, its elected and appointed officials,
employees, administrators, officers, agents and specified volunteers, from and against all claims, damages, losses and expenses including but
not limited to attorney’s fees, arising out of or resulting from the performance of the services under this Agreement or lack thereof. Such obligation
shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity, which would otherwise exist as to any
party or person described in this text. The Contractor shall save harmless the City of Gadsden, its administrators, officers, employees and agents,
from and indemnify it and them against all claims, liens, and suits for labor and material furnished by the contractor. The contractor shall defend
on behalf of The City of Gadsden, its administrators, officers, employees and agents, and suits jointly against the contractor and the City of
Gadsden against the City of Gadsden alone, or against any administrator, officer, employee or agent of the City of Gadsden, f or or arising out of
any or all of the aforesaid causes. All claims against the City of Gadsden, or any of its administrators, officers, employees or agents by any
employee of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may
be liable, the indemnification obligation under this paragraph shall not be limited in any way by any limitation on the amount or type of damages,
compensation or benefits payable by or for the contractor, or any subcontractor under worker’s compensation acts, disability benefits acts or other
employee benefit acts.
2.8 License and Permits
The vendor must meet all licensing requirements that apply to their business. Contractor and assigned personnel shall possess all licensure and
permits as required by the State of Alabama. Each bidder shall supply a copy of their license with submitted bid. Copies of any other such
requirement shall be provided to the city upon request. The successful bidder shall abide by all federal, state and local laws and statutes. In
addition, bidder shall be responsible for securing any necessary permits for complying with all required inspections whether local, state or federal.
All bidders are responsible for compliance with the laws of the State of Alabama. It shall be the responsibility of each bidder to assure compliance
with OSHA, EPA, Federal, State of Alabama and City rules, regulations or other requirements, as each may apply.
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
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