RFP: HAY HARVESTING SERVICES OF AIRPORT PROPERTY

REQUEST FOR PROPOSALS
CITY OF MINOT, ND
2026 MINOT INTERNATIONAL AIRPORT HAYING CONTRACT
1. GENERAL
A. The intent and purpose of this Request for Bids is to solicit sealed bids from interested
parties seeking to be responsible for cutting, baling, and removing hay from designated
areas of the Minot International Airport ("Airport") property ("Property") beginning May
1, 2026 and ending April 30, 2027 ("Contract").
B. The City shall have the option to renew this Agreement, in whole or in part, for a renewal
term ("Renewal Term") not to exceed the Base Term Agreement Term. This Renewal
Term option can be executed for up to two (2) twelve-month terms, by March 1 of each
year.
2. SCOPE OF SERVICES
A. The Contract will be for cutting, baling, and removing hay from designated areas of the
Property. The designated areas equate to approximately seven hundred (700) acres; for
reference, a pictorial illustration has been included on the Bid Sheet within this Request
for Proposals packet.
B. The successful bidder will be responsible for complying with all applicable airfield
regulations including Airport Driver's Training, Airport access control, security badge
training for all personnel pending successful background check results, coordination with
Airport Operations and Air Traffic Control as necessary, and compliance with the Airport's
Wildlife Hazard Management Plan (WHMP), a copy of which is available, upon request,
from the Airport Operations and Maintenance Manager.
C. The Airport's WHMP will be provided to the Provider upon request to the Airport
Operations and Maintenance Manager. The provider agrees to comply with all of the
Airport's WHMP requirements, which explicitly includes the following:
a. hay cutting be done prior to seed production; and
b. hay shall not be stored on the airfield and thus be immediately moved to perimeter
fence lines and removed off premises as soon as possible after baling; and
c. all existing alfalfa crops be naturally diminished and converted to grass over time;
and
d. manage airfield vegetation and agricultural activity in a manner that poses the
least amount of wildlife attractants.
D. If the successful bidder wants to seed the Property, such seeding will be done at the
successful bidder's sole expense and only with the written pre-approval of the Airport
Operations and Maintenance Manager, to include pre-approval of the seed variety prior
to application on the Property.
E. The successful bidder will be required to:
a. provide bale counts and certified weigh slips for each hay cutting and bale
removal/Acquisition from the Property; and
b. provide weigh slips and bale counts to the Airport in advance of payment to the
City; and
c. ensure all bales are removed from Property by October 1 of each Term; and
d. return to Airport Administration all security badges and keys within seven (7)
calendar days after final bale removal.
F. Payment to the City will be made within thirty (30) calendar days after final seasonal
bale removal and will only be accepted if corresponding bale counts and weigh slips have
been received and approved by the Airport Operations and Maintenance Manager prior
to accepting payment; and
G. Airport Operations and Maintenance Manager reserves the right to perform independent
bale counts and weighing; and

H. Provider understands that the areas approved for haying may change as a result of the
City performing necessary maintenance for projects.
3. BID SPECIFICATIONS
A. The bid price shall be expressed in dollars per ton; and
B. The bid price per ton shall remain the same for any second or subsequent cuttings made
at any point during the Contract term; and.
C. Successful bidder will be required to complete a badge application and criminal history
background check needed for badge issuance; associated fees will be at the bidder's own
cost; and
D. Successful bidder will also be required to maintain proper and sufficient insurance to
indemnify the City of Minot/Minot International Airport from any injury or damage(s)
which may arise out of successful bidder's operation and performance, per the scope of
work outlined above; and
E. Bids must contain the name and phone number of the individual with whom
communication can be made; and
F. All submittals must be received at the address and by the date and time specified in
Paragraph 4 of this Request for Bids; and
G. All submittal envelopes must be sealed and clearly marked, "Request for Proposals -
Minot International Airport Haying Contract"; and
H. The City of Minot reserves the right to extend the Request for Proposals submittal date
for any reason; and
I. The City of Minot reserves the right, at any time, to reject any and all submittals, make
requests for new RFPs, and to accept any submittal and make award of a Contract that
is deemed to be in the best interest of the City of Minot and the Minot International
Airport.
4. RECEIPT OF PROPOSALS AND BID OPENING
A. The City Clerk of the City of Minot will receive sealed bids at the City Clerk's Office at
City Hall (10 3rd Ave. SW, 3rd Floor), Minot, North Dakota, until 2:00 PM on April 27,
2026.
i. Bids received after this time will be returned unopened to the bidder.
B. Bidders are invited to be present at the opening of the bids at 2:00 PM on April 27,
2026, in the City Council Chambers at City Hall.
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Bid Sheet
City of Minot, ND
2026 Minot International Airport Haying Contract
Bidder Name Phone Number Total Bid ($ per Ton)
Designated Haying Area = Approximately 700 Acres