RFP for Sheyenne Street Mowing and Trimming

REQUEST FOR PROPOSALS
Sheyenne Street Mowing and Trimming
Public Works
3/25/2026
City of West Fargo Page 1

West Fargo Public Works is issuing a Request for
Proposal (RFP) for contractor assistance in professional lawn maintenance services, specifically
mowing and trimming along portions of Sheyenne Street from Interstate 94 to 40th Avenue South.
Contractor will deliver one (1) original RFP to the following address:
West Fargo Public Works
Attn: Public Works
810 12th Ave. NW
West Fargo, ND 58078
Office hours are 8:00 am to 4:30 pm, Monday through Friday, excluding holidays.
Proposal Due Date and Time
No later than 10:00 AM April 8th, 2026
Proposals received after the above cited date and time will be considered late and are not acceptable.
* Please make sure the envelope or package is marked:
"Sheyenne Street Mowing/ Trimming RFP"
* Please direct questions regarding this RFP to Scott Tiffany, Procurement (701-630-1293)
or Shawn Hanson, ROW (701-405-4973)
Thank you for your interest.
City of West Fargo Page 2

I. PURPOSE OF PROPOSAL
The City of West Fargo is seeking a contractor to provide professional lawn maintenance services,
specifically mowing and trimming, along portions of Sheyenne Street from Interstate 94 to 40th
Avenue South.
II. PROPOSAL TERMS:
The city reserves the right to reject any and all proposals received as a result of this RFP. If a
proposal is selected it will be the most advantageous regarding price, quality of service,
contractors' qualifications and capabilities to provide the specified service. The city reserves the
right to consider proposals for modifications at any time before a contract is awarded, and
negotiations would be undertaken with that contractor whose proposal is deemed to best meet
the city's specifications and needs.
Proposals must be signed by an official authorized to bind the contractor to its provisions for at
least a period of 60 days. Failure of the successful proposer to accept the obligation of the contract
may result in the cancellation of any award.
In the event it becomes necessary to revise any part of this RFP, an addendum will be provided.
Deadlines for submission of RFPs may be adjusted to allow for revisions. To be considered, original
proposal and amended proposal must be at the City of West Fargo Public Works Office on or
before the date and time specified.
The prices stated in the bidder's proposal will not be subject to any price increase from the date
on which the proposal is opened to the mutually agreed end date of contract.
III. PROPOSAL SPECIFICATIONS
Contractors will submit the Proposal Application, which is provided, and contains the following
information:
A. Contractor's qualifications, years in business, experience in providing the type and
level of service specified in the proposal, insurance and bond information, North
Dakota Contractor Number.
B. At least two (2) current references of former agreements covering similar services
listed in the proposal. Include company name, contact name and phone number.
C. Proposals should be prepared simply and economically providing a straight-forward,
concise description of the contractor's ability to meet the requirements of the RFP.
City of West Fargo Page 3

IV. SCOPE OF SERVICES
This RFP is for a contractor to provide professional lawn maintenance services, specifically mowing
and trimming, along portions of Sheyenne Street from South of Interstate 94 to 40th Avenue
South. This includes all medians, and boulevards within the Road Right of Way of Sheyenne Street.
A. Maintenance Services
1. Lawn Maintenance Services: All grass shall be mowed on a weekly basis, or as
directed. Grass will be maintained at the height of approximately three (3) inches.
Upon completion, a mowed area shall be free of clumped grass, tire tracks or ruts
from Contractor's mowing equipment. Turf shall be cut in a professional manner
as not to scalp turf or leave any areas of uncut grass. Care shall be taken to
prevent discharge of grass clippings onto any adjacent private properties or onto
any paved surface such as street, jogging trails, sidewalks, or storm drain system.
These surfaces should be swept/blown clean by Contractor immediately after
each mowing. Contractor shall pick up all litter before each mowing, which is
subsidiary to the mowing bid, and remove same from the site. If in the course of
mowing, trash is overlooked and shredded by mowers, it will immediately be
collected and disposed of properly by Contractor. If mowing is interrupted by
inclement weather, Contractor shall continue mowing at the same location on
the next available mowing day. The City Public Works Director has the authority
to cancel or schedule mowing cycles on a week-to-week basis. Any cancellations
will be based upon need, prevailing weather conditions, and available funding.
2. Trimming: Contractor will trim all turf areas on a weekly basis or as directed in
association with mowing cycle. All trimming shall be accomplished maintaining
the three (3) inches cutting height. All trimming must be performed
concurrently with mowing operations. Turf shall be trimmed in a professional
manner as not to scalp the grass or leave areas of uncut grass. All amenities
(trees, poles, signs, etc.) shall be trimmed around. Special care shall be given in
trimming around small trees. Care will be taken to prevent driveways, or
adjacent properties. Any material discharged shall be removed immediately
after trimming.
City of West Fargo Page 4

B. Equipment Requirements
Contractors will provide the necessary equipment to accomplish the details for each
work order associated with sufficient type, capacity, and quantity to safely perform
the mowing services as specified.
C. Hours/Conditions of operation
All mowing operations shall be performed between the legal sunrise and sunset and
shall not be performed if tall grass and/or weeds are too wet to cut evenly.
D. Property Damage
Contractors will be notified in writing by the Director of Public Works of any property
damage that occurs as a result of mowing or trimming services. Notification will be
within 24 hours with the Director of Public Works becoming aware of such property
damage. Property damage includes but is not limited to damage to homeowner turf,
sprinkler systems, fences, etc. because of mowing or trimming services, etc. The
contractor will be solely and wholly financially liable for any damaged property,
because of negligence on the part of the contractor. The contractor will repair, to the
satisfaction of the Public Works Department, any damaged property in a timely
manner.
V. STANDARD PROVISIONS FOR CONTRACTS
A. Reporting of Contractor
The contractor will work closely with the Public Works Personnel and will cooperate
and confer with him/her as necessary to ensure satisfactory work progress.
All reports, estimates, memoranda and documents submitted by the contractor must
be dated and bear the contractor's name. All reports made in connection with these
services are subject to review and final approval by city.
The city reserves the right to inspect the contractor's activities during the term of
this contract.
City of West Fargo Page 5

B. Indemnification Agreement
The contractor will protect, defend and indemnify the city, its officers, agents,
servants, volunteers and employees for any and all liabilities, claims, liens, fines,
demands and costs including legal fees, of whatsoever kind and nature which may
result in injury or death to any persons, including the contractor's own employees,
and for loss or damage to any property, including property owned or in the care,
custody or control of the city in connection with or in any way incident to or arising
out of the occupancy, use, service, operations, performance or non-performance of
work in connection with this contract resulting in whole or in part from negligent acts
or omissions of Contractor, any sub-contractor, or any employee, agent or
representative of the Contractor. The contractor will provide the required services
personally and will not subcontract or assign services without the city's written
approval.
C. Insurance Requirements
All insurance (Worker's Compensation, Comprehensive General Liability, and/or
Automobile) shall be maintained at the expense of the contractor during the term of
this contract.
D. Compliance with Laws and Regulations
The contractor will comply with all federal, state, and local laws and regulations.
E. Interest of Contractor
The contractor promises that it has no interest, which would conflict with the
performance of services required by the contract. The contractor also promises that,
in the performance of this contract, no officer, agency, employee of the city, or
member of its governing bodies, may participate in any decision relating to this
contract which effects his/her personal interest or interest of any corporation,
partnership or association in which he/she is directly or indirectly interested, or has
any personal or pecuniary interest.
F. Contingent Fees
The contractor promises that it has not employed or retained any company or person,
other than a bona fide employee working solely for the contractor, to solicit or secure
this contract, and that it has not paid or agreed to pay any company or person, other
than bona fide employees working solely for the Contractor, any fee commission,
percentage, brokerage fee, gifts or any other consideration contingent
City of West Fargo Page 6

upon or resulting from the award or making of this contract. For breach of this
promise, the city may cancel this contract without liability or, at its discretion, deduct
the full amount of the fee, commission, percentage, brokerage fee, gift or contingent
fee from the compensation due to the contractor.
G. Equal Employment Opportunity
The contractor will not discriminate against any employee or applicant for
employment because of race, creed, color, sex, sexual orientation, national origin,
physical handicap, age, height, weight, marital status, veteran status, religion or
political belief (except as it relates to a bona fide occupational qualification
reasonably necessary to the normal operation of business).
H. Ownership of Documents and Publications
All documents developed as a result of this contract will be freely available to the
public. None may be copyrighted by the contractor. During the performance of the
service, the contractor will be responsible for any loss of or damage to the documents
which are in its possession and must restore the loss or damage at its expense. Any
use of the information and results of this contract by the contractor must reference
the project sponsorship by the city.
I. Assigns & Successors
This contract is binding on the city and the contractor, their successors and assigns.
Neither the city nor the contractor will assign or transfer its interest in this contract
without the written consent of the other.
J. Termination of Contract
Termination without cause, either party may terminate the contract by giving ten
(10) days written notice to the other party.
K. Payroll Taxes
The contractor is responsible for all applicable state and federal social security
benefits and unemployment taxes and agrees to indemnify and protect the city
against such liability.
L. Practice and Ethics
The parties will conform to the code of ethics of their respective national professional
associations.
City of West Fargo Page 7

M. Extent of Contract
This contract represents the entire agreement between the parties and supersedes
all prior representations, negotiations or agreements whether written or oral.
VI. TERMS AND CONDITIONS
A. Award
The city reserves the right to reject any and all proposals received as a result of this
RFP. If a proposal is selected it will be the most advantageous regarding price, quality
of service, the contractors' qualifications and capabilities to provide the specified
service.
The city does not intend to award a contract fully on the basis of response made to
the proposal; the city reserves the right to consider proposals for modifications at any
time before a contract would be awarded, and negotiations would be undertaken
with that contractor whose proposal is deemed best to meet the city's specification
and needs.
B. Term of Contract
The initial term of this contract shall be for Three ( 3 ) years, commencing on April 1
, 2026 and expiring November 30, 2029. The term of this agreement may be extended
for one-year periods for a maximum of two (2) additional years, if approved and
accepted in writing by both the contractor and the city prior to November 30th of
the appropriate year.
Contractor performance, quality of service, price, and reliability are some of the
criteria that will be used as a basis for the city to exercise an option year. The
awarded contractor or city may submit a written notification requesting to exercise
the extension by no later than April 15th of the appropriate year.
The initial agreement places no obligation on the City to renew beyond the initial
term of the contract.
C. Evaluation Criteria
The proposal submitted and received by the City of West Fargo Public Works will be
evaluated and ranked according to the following criteria:
1. Previous Work Experience - 25%
2. Work performance (references will be checked by City West of Fargo) - 25%
3. Price - 50%
City of West Fargo Page 8

PROPOSAL APPLICATION
VII.
"Public Works Lawn Maintenance Services RFP"
Business Name:
Address: City State Zip
Business Phone: Mobile:
Email Address: Contact Name:
Proposal Specifications
Contractor's qualifications:
Experience in type and level of service:
Years in Business: Insurance and Bond Information:
ND Contractor Number
Bid Price per mowing (Minimum twice per month, April
thru September)
Mowing and Trimming Along Sheyenne Street from I 94
to 40th Avenue South
Bid Amount:
_______________________________________________
City of West Fargo Page 9

SIGNATURE SHEET
Signature Company Name
Print Name Company Address
Title City, State Zip Code
Telephone Number Fax Number
Federal Tax ID Number URL/Email Address
The above individual must be authorized to sign on behalf of the company submitting the
proposal.
Proposals must be signed by an official authorized to bind the provider to its provisions for at
least a period of 60 days.
City of West Fargo Page 10