July 14, 2020
INVITATION TO BID
Mowing – Litter Pickup
City of Albany Public Works
Bid Reference No: 20-002
Sealed Bids will be received by the City of Albany, Procurement Division, 222 Pine Avenue, Suite 260,
Albany, Georgia, until 2:30 p.m. local time on August 14, 2020 for the bi-weekly litter pick up, mow,
and weed eat all grass and once a year back of curb edging on the Gateway Streets listed in the
document. A list of addresses is contained herein. All work is to be performed in accordance with
attached specifications and bid documents. Contract shall be for one year with four (4) options to renew
for additional one-year terms per O.C.G.A. § 36-60-13.
The addresses listed in this bidding document represent fourteen (14) individual projects. Contractor
can bid on one, any combination, or all fourteen (14) projects. These projects will be bid on a lump sum
basis for all specified work and will be awarded to the lowest responsive and responsible bidder(s) in the
manner that best benefits the City of Albany. Disposal shall be through City of Albany Solid Waste Division.
Contractor is responsible for contacting them at 229-302-1803. Contractor is responsible for all disposal fees.
The City of Albany strongly encourages Small Business Firms to participate in this bid. All Corporations
should provide the corporate seal, a copy of the Secretary of State Certificate of Incorporation, and a
listing of the principals of the corporation with the bid.
The City of Albany reserves the right to reject any and all responses and to waive technicalities as
deemed to be in the best interest of the City.
Bid documents are available at the Procurement Office, at www.albanyga.gov and on the Georgia
Procurement Registry. For additional information, contact Kimberly M. Allen, Buyer, at (229) 431-3211.
Submit all questions via email to firstname.lastname@example.org cc; email@example.com and
firstname.lastname@example.org. The deadline for questions is August 10,2020.
City of Albany,
P.O. BOX 447 ALBANY, GA 31702 | PHONE: 229.431.3211 | FAX: 229.431.2184 | www.albanyga.gov
CITY OF ALBANY
CENTRAL SERVICES DEPARTMENT
INSTRUCTIONS TO BIDDERS
These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and
contract terms issued with any individual bid.
1. The following criteria are used in determining low responsible bidder.
(a) The ability, capacity and skill of bidder to perform required service.
(b) Whether bidder can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for City use.
(f) The ability of bidder to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in
determining low bids if they are deemed advantageous to The City.
3. Unless otherwise specified all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from
date of notification of award or by exception noted on bid sheet.
4. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their
own way, the difficulties, which are likely to be encountered in the execution of same.
5. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The City may
purchase more or less than the estimated quantity, and the bidder must not assume that such estimated quantity is part of
6. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and
included for your bid to receive full consideration. Failure to submit any required information or document will be
cause for bid to be rejected as non-responsive.
8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in
the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.
9. Failure to enclose bid bond, where required, will result in rejection of the bid. Bond may be in the form of cash,
certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
10. All bidders should provide their tax identification number with the bid.
11. All bidding Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of Incorporation,
and a listing of the principals of the corporation with the bid.
12. Quote all prices F.O.B. Albany or our warehouse or as specified in bid documents.
13. If the bidder proposes to furnish any item of a foreign make or product, he/she should write “Foreign” together with the
name of the originating country opposite such item on the bid.
14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list
where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it
may be in the best interests of The City to do so for the purpose of testing.
15. The City will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the
trade name or names of such materials on the bid or price quotation form.
16. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding
schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that
affects the price, quality or delivery date (when delivery is required by a specific time).
17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the
outside as a Sealed Bid with the Bid Number clearly printed.
18. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. No
responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or
19. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of
20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.
21. Should a bid be misplaced by The City and found later it will be considered.
22. The unauthorized use of patented articles is done entirely at the risk of the bidder.
23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in
their application or use. A bidder at any time requested must satisfy the Procurement Office and City Commission that he
has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in
accordance with the provisions of the contract in which he is interested.
24. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered.
Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and
materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In
addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as
standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia
Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of
25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the
Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are
discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material,
equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials
by The City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and
deliver to The City sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all
tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by The City.
26. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely
and without further obligation on the part of The City or County at the close of the calendar year in which it was executed
and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for
automatic renewal unless positive action is taken by The City or County to terminate such contract, and the nature of such
action shall be determined by The City or County and specified in the contract; (3) The contract shall state the total
obligation of The City or County for the calendar year of execution and shall further state the total obligation which will be
incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies,
materials, equipment, or other personal property shall remain in the vendor until fully paid for by The City.
27. Unless otherwise specified The City reserves the right to award each item separately or on a lump sum basis, whichever is
in the best interest of The City.
28. The successful bidder shall secure all permits, license certificates, inspections (permanent and temporary) and occupational
tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must
possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.
29. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin
and Georgia vendors shall provide Georgia Motor Vehicle form MV1.
30. The City reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the
contract as may be in the best interest of the City and/or re-advertise for bids.
31. Local bidder (domiciled in Albany City Limits) will receive bid in the event of tie bids. In the case of tie bids between out of
town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss,
or drawing straws. The Board of Commissioners passed a local preference ordinance on January 27, 2015.
Where applicable, this ordinance will govern. Local preference will not be a basis for award on bids that are
32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.
33. Reasonable grounds for supposing that any bidder is interested in more than one bid for the same item will be considered
sufficient cause for rejection of all bids in which he/she is interested.
34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County
or who has failed in any former contract with The City to perform work satisfactorily, either as to the character of the work,
the fulfillment of the guarantee, or the time consumed in completing the work.
35. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or
any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is
willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the
Procurement Officer shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall
constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the
conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take
whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the
expense thereof, so charged, shall be deducted from any paid by The City out of such monies as may become due to the
said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in
that event, the bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of
such excess to The City on notice by the Procurement Officer of the excess due.
36. Contracts may be cancelled by The City with or without cause with 30-day written notice.
37. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time
of opening of bids, otherwise such complaint cannot be properly considered.
38. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without
cause in the 60-day period after bids are opened.
39. All questions, inquiries and requests for clarification shall be directed to Procurement.
40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the
Procurement Office at 229-431-3211 for any addendums.
PROCUREMENT FORM - Revised 07/29/2019
SPECIAL INSTRUCTIONS TO BIDDERS
MOWING – LITTER PICKUP
Bid Reference No. 20-022
1. General: Scope of work for Gateway Streets Mowing Contract below:
Litter pick up, mow, and weed eat all grass once every two weeks along with edging the back of the
curb once per year through the mowing season (March through October).
Note: Bidder shall also be responsible for visiting each property and becoming familiar with
topographical conditions of the subject properties. Bidder may contact City of Albany, Planning &
Development for Geographical Information Systems (GIS) maps to assist with property identification.
The property lists are subject to change at any time during the contract period. The Contractor shall
receive written notification from the Project Manager(s) or designated representative within ten (10)
business days of any consequential changes. Individual lots and/or rental properties will be added
as new property is purchased and deleted as properties are sold.
In the event that new property is purchased, the Contractor will be notified in writing within ten (10)
business days. The new lots shall be added to the Contractor’s list immediately and mowed during
the subsequent mowing cycle for that zone. Should property be sold, the Contractor will be notified
in writing within ten (10) business days to remove the property from the list. Additionally, the City
may identify City-owned rental properties in need of “as needed” mowing. Ten (10) day notification
will be provided to the Contractor; however, these properties will not be permanently added to the
mowing list. The Contractor will be compensated for these properties at his/her unit rate based
upon the confirmed square footage of said properties.
In the event that property is demolished, the Contractor will be responsible for maintaining the lot
until the demolition is underway. Once demolition is complete, the Contractor will then continue to
maintain the property. In the event a property contains debris remaining from demolition, the
Contractor should immediately notify the Project Manager(s) to determine a course of action. No
additional funds will be paid for disposal of demolition debris without prior approval from the Project
Manager(s) and written approval from the Procurement Division.
2. Maintenance: The period of time for mowing all properties shall be bi-monthly. Prior to any
changes, all mowing schedule adjustments must be approved by the Project Manager or designated
representative. Maintenance includes the entire lot being mowed to the street as well as to the
alley, right of ways, fence lines, and around trees and shrubs. Mowing must be to the base of trees,
fences, other natural features or manmade objects (deviations must be pre-approved by the Project
Manager). Prior to and upon completion of mowing, Contractor shall be responsible for removing
debris (trash, hanging tree limbs, fallen tree limbs, fallen trees, rocks, etc.) from lots to prevent
damage to mower and/or equipment. Contractor shall take caution as not to damage trees, shrubs,
and other structures during maintenance of lots. Contractor shall haul off debris and cut material to
an approved landfill on the same date of mowing. Note: Cut material is anything cut by mower or
by hand. Contractor shall provide certified landfill weight tickets to the Project Manager or
designated representative for all applicable disposed of debris. Grass should be cut to no higher
than two (2) inches and shall not be blown into the street or onto sidewalks. This contract includes
finish mowing of properties, including but not limited to all of the above plus trimming, edging, cutting
around trees, shrubs, curb, sidewalk, and other natural features, blowing, weed eating, picking up
debris, use of hand tools, and all required manual hand labor to perform the scope of work.
In the event that fencing prohibits Contractor from maintenance of lot(s), Contractor shall notify the
Project Manager or designated representative immediately. Fencing may be removed at the
discretion of the Project Manager or designated representative.
3. Contractor’s Labor / Equipment: Contractor’s bid shall include furnishing all necessary labor (to
include manpower and hand labor), materials, tools, equipment (excluding heavy duty equipment),
transportation, supervision and all other items necessary to complete the contract requirements in
accordance with Specifications, General Conditions, Special Instructions to Bidders and all other
provisions included in this Informal Bid.
Note: Heavy-duty equipment is defined as any equipment not normally utilized for lawn
maintenance purposes such as a backhoe, skid steer loader or other construction type equipment.
Hand Labor is defined as manual labor involving the hands, which includes picking up debris, pulling
weeds, or use of hand tools. Any other incidental items that may be classified as hand labor must
be discussed with the Project Manager or designated representative for consideration and approval.
4. Bid Form: Bid must be submitted on the bid form contained herein. Rate bid will be the rate paid
each time the lot is mowed. Rate per lot must include necessary hand labor to perform the scope of
work. Contractor must bid all items on the bid form. Line items are provided on the bid form to
indicate individual pricing for hand labor (refers to off-season cleanup, item #5 below), heavy-duty
equipment, and debris hauling. Bids will be awarded to the lowest responsive and responsible
bidder submitting the lowest total bid in the manner that best benefits the City of Albany.
5. Schedule: The proposed mowing schedule calls for bi-monthly mowing during the growing season
(March 1 through September 30); one cut in October, one cut in November; and three “on-call” cuts
during the course of the contract. In the event of a drought or significantly low rainfall, mowing
frequency on all or any portion of the streets may be temporarily adjusted to a monthly cycle at the
discretion of the Project Manager or designated representative. Upon written notification from
Project Manager or designated representative, Contractor is required to clean-up trash,
debris, leaves, limbs, etc. once per month during the off-season.
Contractor and Project Manager or designated representative will agree to a monthly calendar
schedule, which will be used to evaluate all work. Within twenty-four (24) hours of completing
mowing within each designated category as listed within the bid document, Contractor must submit
photographic evidence with a date and time stamp per street via email to email@example.com
or designated representative. Public Works staff will perform spot checks of random properties prior
to approval of any invoice. Failure to adhere to this provision may result in non-payment of invoices
by the City.
In the event that the Project Manager or designated representative discovers (upon inspection), that
a site was not mowed, within twenty-four (24) hours, the Contractor shall perform maintenance of
the property(ies) and notify the Project Manager or designated representative of completion as
outlined within this bidding document. If additional inspections are required after any 2nd inspection
of any given property associated with this contract, an inspection fee will be assessed in the amount
of $25.00 per location.
6. Penalty: In the event the Contractor is unable to maintain the above schedule, assistance will be
provided by the City at cost plus 20%, which will be deducted from any monies due or which may
become due to the contractor under this contract agreement.
7. Qualifications: Contractor shall have a minimum of three (3) years’ experience in lawn
maintenance and provide at least three (3) references to that effect. Contractor shall submit with
their bid a listing of the following:
• Equipment owned;
• Number of personnel employed; and
• At least three references to include name, organization, current address, current phone, current
fax, valid email address and length of contract.