Fire Station 5 Mowing Project

INVITATION TO BID
2026 Fire Station 5 Mowing Project
Bid Number: 2026-10220-001
City of Hopkinsville
715 South Virginia Street
Hopkinsville, KY 42240
Phone: (270) 890-1400

Table of Contents
TABLE OF CONTENTS .............................................................................................................. 2
INVITATION TO BID ................................................................................................................... 3
BIDDER INFORMATION AND REQUIREMENTS ...................................................................... 4
General ...................................................................................................................................... 4
Bidder's Responsibility to the City .............................................................................................. 4
Contract Period .......................................................................................................................... 4
Pricing or Bid Amounts ............................................................................................................... 5
Addenda .................................................................................................................................... 5
Taxes... ..................................................................................................................................... 5
Submission of Bids .................................................................................................................... 5
Bid Evaluation Bases ................................................................................................................. 5
Award Of Contract ..................................................................................................................... 6
Insurance ................................................................................................................................... 6
Subcontracting ........................................................................................................................... 6
Payment..................................................................................................................................... 7
Termination ................................................................................................................................ 7
SPECIFICATIONS ..................................................................................................................... 8
Project Scope ............................................................................................................................ 8
Wages........................................................................................................................................ 8
Anticipated Progression of Work ................................................................................................ 8
Timetable for Work ..................................................................................................................... 8
BID FORM ................................................................................................................................. 9
IMPORTANT: ADVISE IMMEDIATELY IN THE EVENT ANY OF THE ABOVE DOCUMENTS
ARE NOT ENCLOSED.
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CITY OF HOPKINSVILLE
KENTUCKY
42240
INVITATION TO BID
for the
CITY OF HOPKINSVILLE
2026 - FIRE STATION 5 MOWING PROJECT BID
Bid Number: 2026-10220-001
The City of Hopkinsville is accepting bids from licensed contractors to mow from April 25, 2026
through October 31, 2026 on a bi-weekly cycle in Hopkinsville. The property listed in the packet
is for the mowing of the Fire Station 5, 101 Walton Way, Hopkinsville, KY 42240.
If you are a licensed contractor interested in bidding on this work, you can obtain a bid packet
by contacting:
Fire Chief Steve Futrell
715 South Virginia Street
Hopkinsville, KY 42240
Phone: (270) 890-1400
at our website www.hopkinsville.ky.us
Sealed bids must be received no later than 11:00 a.m., local time, Wednesday, April 01, 2026 at
which time the bids will be opened and read aloud publicly in the Council Chamber of the
Hopkinsville Municipal Building. Sealed bids should be sent to the City of Hopkinsville, 715
South Virginia Street, P.O. Box 707, Hopkinsville, Kentucky 42240.
MAYOR JAMES R. KNIGHT JR.
CITY OF HOPKINSVILLE
The following pages contain the Bidder Information and Requirements, Specifications and Bid
Form.
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BIDDER INFORMATION AND REQUIREMENTS
General
Sealed bids, subject to the conditions, specifications, and instructions below and as
attached, will be accepted until 11:00 a.m., local time, Wednesday, April 01, 2026, in the
Council Conference Room 214, 715 South Virginia Street, Hopkinsville, Kentucky 42240.
Telephone: (270) 890-0600.
All bids are to be submitted on and in accordance with the attached Bid Form. The form
must be signed by an authorized representative of the bidder and dated in the appropriate
space.
Each bid must be submitted in a sealed envelope and clearly and prominently marked
on the outside of the envelope with the following:
SEALED BID
2026 - Fire Station 5 Mowing Project
Bid Number: 2026-10220-01
If forwarded by mail, the sealed envelope containing the bid must be enclosed in another
envelope marked "SEALED BID" and mailed to the City of Hopkinsville, 715 South Virginia
Street, Hopkinsville, Kentucky 42240, allowing sufficient time for such mailing to reach this
address prior to the scheduled closing time for receipt of bids.
Additional information or clarification of any of the instructions or information contained
herein may be obtained from the Fire Chief at (270) 890-1400.
The successful bidder(s) will be required to possess a City of Hopkinsville business
license prior to the official award of the contract and for the duration of the contract period.
Specifications are based on City needs and standards to meet specific City
requirements. Specifications are not established arbitrarily to limit competition or to exclude
otherwise competitive bidders.
In case of disputes as to whether the service quoted or delivered meets specifications,
the decision of the Fire Chief, or other authorized City representative, shall be final and binding
on all parties.
Bidders should base their bidding on the cost per listed address or lots, not per man
hour, nor per equipment hour, nor a minimum number of lots.
Bidder's Responsibility to the City
The City of Hopkinsville will hold each bidder responsible for compliance with all
specifications and compliance with all federal, state, and local laws and regulations applicable to
this bid and any subsequent contract.
Contract Period
The normal contract period will be for April 12th through October 31st, on a bi-weekly
cycle.
This contract will be for one year only.
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Pricing or Bid Amounts
Throughout the term of the contract(s), the prices bid may not be changed.
Addenda
Any bidder(s) finding discrepancy in or omission from the specifications, in doubt as to
their meaning, or believing that the specifications are discriminatory shall notify the Fire Chief, in
writing, a minimum of five (5) working days before the scheduled bid opening. Clarifications or
changes in these specifications will be issued, in writing, only by the Fire Chief or his authorized
representative. Inquiries should be directed to the Fire Chief. Exceptions, as taken by the
bidder(s), in no way obligate the City to change the specifications.
Taxes
Quoted prices shall include all federal, state, county, and city taxes. The City will not
agree to change any bid prices because a successful bidder failed to include any taxes.
Submission of Bids
The submission of a bid shall be considered an agreement by the bidder to all the terms,
conditions, and specifications provided herein and in the various bid documents.
Any bidder may withdraw his or her bid either in person or in writing at any time prior to
the award of bids.
Bid Evaluation Bases
The price per property and evidence of adequate manpower and equipment will be the
primary bases for evaluating the bids.
Bids which show any omission, irregularity, and alteration of forms, conditional or
unconditional additions not called for, unresponsive bids, or bids obviously unbalanced may be
rejected.
PRICE..................................................................................50
CONFORMANCE WITH MINIMUM SPECIFICATIONS..................45
LOCAL VENDOR...................................................................05
TOTAL 100
The City reserves the right to reject any and all bids.
Award of Contract
Bids will be awarded on the bases of best price per property and evidence of
adequate manpower and equipment to perform the job in the time allotted. For instance, a
bidder who gives the best bid for only one property will be awarded a contract for that one
property. If another bidder gives the best bid on five properties, that bidder will be awarded a
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contract for those five properties, provided the bidder can show enough manpower and
equipment to do the job in the 30 calendar days specified.
Before awarding any contract, the City shall have the right to require a bidder to submit
evidence of his or her qualifications concerning financial and technical resources to guarantee
responsiveness to the contract. Failure of any bidder to demonstrate to City officials the ability
to be responsive shall be grounds for rejecting the bid.
Successful bidder must have ten (10) years of experience in commercial mowing
business and five (5) references.
The City reserves the right to award alternate contracts when the first contractor cannot
perform the work within the timetable specified by the City.
All bids will be judged on the bases of best buy to the City, compliance with all
instructions, and conformance with the specifications.
The Fire Chief reserves the right to award contracts in such a way as to be in the best
interest of the City. Multiple contract awards are contemplated.
A condition of any contract shall be the disclosure of any subcontractors to be used in
the performance of the contract.
Insurance
Each successful bidder shall maintain, $1,000,000 liability insurance as specified in the
contract, insurance to protect himself or herself or company and the City of Hopkinsville from
any claims that may arise while performing work under this contract. Each successful bidder will
provide proof of workers compensation insurance if requested.
Each successful bidder shall ensure that its owners, officers, and employees observe
and exercise all necessary caution and discretion to avoid injury to person or damage to
property of any and all kinds.
Subcontracting
Contractors may utilize the services of subcontractors only with prior approval of the City
of Hopkinsville. Contractors may not use any subcontractor that is delinquent in any payments
owed to the City. Contractors shall verify proposed subcontractors are in good standing with the
City prior to entering into any agreements.
Contractors shall be held responsible for the performance and quality of work of all
subcontractors.
All work performed by subcontractors shall be listed on the contractor's invoices, to
include the subcontractor's name, work performed, and amount owed/paid. No more than 49%
of invoiced amounts may be performed by subcontractors, without additional, prior approval of
the City. Otherwise, the agreement between the City and the contractor may be voided.
Payment
Contractors shall submit to the City an itemized invoice on each delivery of service
performed under the contract. Said invoice is to include specific information as required by the
City for the services.
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Upon satisfactory completion of the work and acceptance of the invoice by the City
Administrative Officer, payment will be made within fifteen (15) calendar days.
Within fifteen (15) calendar days of receiving payment from the City, contractors shall
provide proof of payment to any subcontractors, who performed work billed on that invoice, or
the contractor(s) shall provide, in writing to the City and subcontractor, why said subcontractor
was not paid.
Termination
The City of Hopkinsville reserves the right to terminate any contract immediately in the
event the contractor(s) discontinues or abandons operations; is adjudged bankrupt or is
reorganized under any bankruptcy law; fails to keep in force any required insurance policies; or
fails to pay, in a timely fashion, any subcontractor.
Failure of the contractor(s) to comply with any section or part of the bid or subsequent
contract will be considered grounds for immediate termination of the contract.
The contract may be terminated by either party by giving fifteen (15) calendar days
written notice to the other party.
If the City uses the termination clause, the contractor will be paid for all work completed
satisfactorily up to the termination date.
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SPECIFICATIONS
2026 - Fire Station 5 Mowing Project
Bid Number: 2026-10220-001
Project Scope
This project involves mowing 1 property in the City of Hopkinsville, located at 101 Walton
Way, Hopkinsville, KY 42240. The City expects the successful bidder to mow the grass to a
height of around four inches (4"). The contractor shall also perform all necessary weed eating
and removal of grass from sidewalks, parking lots and driveways. All landscaping rock/shrub
areas must be maintained, and any junk, litter, and trash must be removed from the property.
The City may require before and after pictures of the property to demonstrate when the work
was accomplished.
Contractor(s) shall provide chemical vegetation control (herbicide application) as
necessary to prevent regrowth in all affected areas to include parking lots, sidewalks, and
drainage riprap.
The contractor(s) shall trim the landscaping shrubs surrounding the building once per
year and shall remove all trimmings and clean the area upon completion.
The contractor(s) shall strictly comply with all applicable Environmental Protection
Agency (EPA), American National Standards Institute (ANSI), Occupational Safety and Health
Administration (OSHA), federal, state, and local regulations, and all prices shall include
compliance with the above regulations.
The contractor(s) will be responsible for the cost of and proper disposal of debris and
any hazardous or special waste material. No items may be salvaged or diverted for private use.
The successful contractor(s) will save, protect, defend, and hold harmless the City of
Hopkinsville, their officers, and agents against any suit for damages or judgment that may be
rendered in the execution of the scope of work associated with this request for bids.
Due to weather conditions, if a drought occurs during the duration of this contract your
payment may be prorated based upon the needs of lawn care services needed.
Wages
This project is exempt from Kentucky prevailing wage or Davis-Bacon wage regulations.
Anticipated Progression of Work
The Fire Chief will review the bids and award contracts based on the best buy for the
City. It is anticipated multiple contracts will be awarded based on the lowest and best bids per
lot.
Successful bidders will be sent a contract to sign and return immediately. Unsuccessful
bidders will be notified they were not selected.
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Timetable for Work
The contract deadline for this project is October 31, 2026, at which time all work and
documentation must be submitted to the City.
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BID FORM
2026 FIRE STATION 5 MOWING PROJECT
BID NUMBER: 2026-10220-001
Company Name
Address
Telephone Number Fax Number
Mowing price:
Fire Station 5 Shrub Trimming $__________________
Weekly Price $__________________
Total Annual Price $__________________
I have personnel and the following equipment to devote to the project:
I have workers compensation insurance through
(list company)
I, the undersigned, do hereby certify that I am a duly authorized representative of
located at
and I have carefully examined the Bidder's Information and Requirements, Specifications, and
Bid Form and agree to all terms and conditions set forth in them.
By signing this Bid Form I acknowledge my understanding that contract will be awarded based
on the price and proof of adequate manpower and equipment to perform the work. I further
understand multiple contracts may be issued.
Printed Name: Signature:
Title: Date:
Subscribed and sworn before me this _______ day of __________________ 2026.
NOTARY PUBLIC
My Commission Expires:
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