Town of Pittsford Contracted Park Districts and Grounds Maintenance Bid Specifications

Agency:	Pittsford town
State:	New York
Type of Government:	State & Local
NAICS Category:	561730 - Landscaping Services
Posted Date:	Feb 13, 2026
Due Date:	Mar 5, 2026
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BID REQUIREMENTS & SPECIFICATIONS

2026 CONTRACTED PARK DISTRICTS AND

GROUNDS MAINTENANCE

BID OPENING:

11:00 AM

March 5, 2026

Dated: January 27, 2026

GENERAL INFORMATION, INSTRUCTIONS

AND BID REQUIREMENTS

PURPOSE OF BID:

The Town of Pittsford (“Town”) intends to secure the services of an experienced and

properly equipped contractor (“Contractor”) to provide grounds maintenance services at

the following areas, for the period April 1, 2026 – November 1, 2026, with the option to

renew for up to three (3) additional one (1) year terms at the mutual consent of both

parties. The contract award will be based on low bid price from a responsible bidder;

submission of required insurance; and full compliance with these Requirements and

Specifications. The Town reserves the right to reject any bid should the Commissioner

of Public Works (“Commissioner”) determine that it is in the Town’s best interest to do

so.

Group A:

Group B:

Group C:

Group D:

Group E:

Group F:

Group G:

Group H:

Group I:

Group J:

Group K:

Group L:

Group M:

Group N:

Group O:

Group P:

Group Q:

Group R:

Group S:

Group T:

Area 1:

Pioneer Cemetery & Lusk Corner

Area 2:

East Street Cemetery & Pump Station

Area 3:

Tobey & Stone Roads

Area 4:

Stuyvesant Court Median

Area 5:

Country Club Road Island

Area 6:

Pittsford Manor Lane

Area 7:

Linden Park Circle

Area 8:

Sewer Department Office

Area 9:

Reitz Parkway Pump Station

Area 10: Griffith Park

Area 11: Wren Field Neighborhood Park

Area 12: Calkins Rd. sidewalk/ROW

Area 13: Van Cortland Dr. entrance lawn

Area 14: Coach Side/Post Side Lane

Area 15: Reeves Rd. Pump Station

Wrenfield Park District

Wexford Park District

Coddington Park District

Merry Creek Crossing Park District

Hedge Wood / Crest Wood Park District

Kolaneka / Mitchell Estates Park District

East Avenue Manor Park District

Delancey Park District

Northstone Park District

Rollins Crossing Park District

Harvest Glen Park District

Autumn Woods Park District

Kensington Park District

Greythorne Park District

Summers Circle Park District

Windscape Park District

Whitley Court Park District

Coventry Ridge Park District

Wilshire Park District

GENERAL INFORMATION AND INSTRUCTIONS FOR BIDDERS:

1. All bidders should review carefully the contents of this document. All of the

Requirements and Specifications in this document will become part of the

agreement to be signed by the Town and the successful bidder.

2. The final pages of this document contain a “2026 Bid Sheet” and “Non-

Collusive Bidding Certificate”. The Bid Sheet needs to be completed and

returned to confirm the amount of the bid. The Non-Collusive Bidding

Certificate is a document required by the General Municipal Law of the state

of New York and is to be signed and returned with the Bid Sheet.

3. Bids will be considered and awarded as one contract for all Groups listed

above, A through T. Bidders are directed to submit quotes on the “2026 Work

Outline & Bid Forms” provided for each Group. Additionally, bidders are

directed to summarize their bids on the “2026 Bid Sheet”. The total from this

Bid Sheet will be considered the Total Bid. The Bid Award will be based on

the total bid amount.

4. All bids must be sealed and be addressed to the “Commissioner of Public

Works” and be marked “2026 Contracted Grounds Maintenance”.

5. Bids may be mailed or personally delivered to the Commissioner at the

Pittsford Town Hall, 11 South Main Street, Pittsford, New York 14534. All bids

must be received by the Commissioner by the date and time set for the bid

opening noted on the cover sheet of this document.

6. All bids submitted shall remain good for a period of sixty (60) days from the

date of bid opening.

7. The Town reserves the right to reject any bid for non-compliance with these

Requirements and Specifications and/or to waive informalities.

8. All bids will be presented to the Town Board at its March 17th, 2026 meeting,

for consideration. Immediately following an award of bid by the Town Board,

the successful bidder will be notified, by letter from the Commissioner. The

Commissioner’s letter will include an agreement, to be signed by the

successful bidder and returned to the Town, together with the required

Insurance Certificates. The signed agreement, and Insurance Certificates

must be received, by the Town, within ten (10) days

9. Additional information may be obtained from Paul Schenkel, Commissioner of

Public Works at (585) 248-6250. Informal and informational responses will

not be binding on the Town. Formal requests for interpretations of these

Requirements and Specifications must be made in writing to the

Commissioner at least five (5) days before bid opening.

RESPONSIBLE BIDDER QUALIFICATIONS:

All bidders must complete and submit the attached “Bidder Qualifications and

References Form” indicating similar contract maintenance that they have successfully

completed over the past three years. Three years of successful similar contract

maintenance experience, supported by valid references, is a bid requirement. In

addition, the Town reserves the right to inspect the bidder’s maintenance equipment to

ensure that it is appropriate to provide service under these specifications, prior to

awarding of a contract for this work.

EXECUTION OF AGREEMENT

Within ten (10) days after written notice has been given to the successful bidder

(hereafter “Contractor”) that the agreement has been awarded, the Contractor shall

execute an agreement incorporating all of the terms, conditions of these “Bid

Requirements and Specifications” and the “Bid Sheet” submitted by the Contractor,

together with any and all required performance bond and insurance certificates. In the

event that the Contractor shall fail to complete the above, the Contractor’s bid will be

deemed withdrawn and the bid security forfeited to the Town.

AGREEMENT DURATION, EXTENSION AND ASSIGNMENT:

The agreement shall be in effect from date of execution through December 31,

2026. Services by the Contractor will commence April 1, 2026. The Town reserves the

option to extend the agreement for up to three (3) Contract periods, on the same terms

and conditions, with the consent of the Contractor. The agreement may not be assigned

or sublet, without the express written consent of the Town.

ADDITIONAL PARK DISTRICTS

The Town may find it necessary to include additional park districts in this

Maintenance Contract. The cost for additional park districts will be determined by the

Contractor and shall be based on current Contract pricing for similar park districts.

Upon approval of the Town, additional park districts will be included in the Maintenance

Contract at the beginning of the following contract period. Contractor performance for

any additional park districts will be subject to the terms and conditions of this

Maintenance Contract.

EQUIPMENT:

The Contractor shall submit, when requested by the Commissioner, written

evidence of ownership, lease, or bona fide purchase agreement for all equipment

required to meet the “Scope of Services”. If equipment is leased, it must be for at least

the duration of the agreement. If equipment is under a purchase agreement, it must

include reasonable assurance of delivery on or before the effective date of the

agreement. All equipment used shall be properly registered, inspected, operated, and

insured in accordance with any and all Laws of the State of New York. All equipment

shall be in good working condition during the term of the Agreement.

SITE VISITS PRIOR TO BIDDING

Maps of each site are included in this bid package. Maps are not to scale and are

for general reference only. All bidders are required to visit and familiarize themselves

with each site. Arrangements can be made for a representative from this Department to

accompany bidders to assist in locating the sites and to answer questions. Please

arrange for this well in advance by calling the Parks Department at 248-6497.

SAFETY, INDEMNITY AND INSURANCE:

The Contractor shall render performance in a manner such that all persons and

property are protected at all times. The Town specifically reserves the right to suspend

or terminate (at the Town’s option) all performance under this agreement in the event

that the Contractor and/or the Contractor’s employees or subcontractors are proceeding

in a manner that threatens the life, health or safety of any of Contractor’s employees,

subcontractor’s employees, Town employees or members of the public. This reservation

of rights by the Town in no way obligates the Town to inspect the safety practices of the

Contractor.

The Contractor shall protect, indemnify and hold harmless, including payment for

all attorney’s fees and court costs, the Town, its officers, agents, and/or employees,

from any liability, cost, loss or damage on account of any injury to person or property or

both, arising from the Contractor’s performance. The Contractor shall defend, at the

Contractor’s own expense, all suits which may be brought to recover damages arising

from the Contractor’s performance, including any and all suits or actions brought against

the Town, its officers, agents, and/or employees.

At all times during the life of the agreement, the Contractor shall procure and

maintain insurance, at the Contractor’s expense, for liability for damages, costs and/or

claims with insurance companies authorized to do business in New York State, such

policies to embrace all operations performed under the Agreement by the Contractor.

More particularly, the Contractor shall procure and maintain the kind and amounts of

insurance as follows:

1. WORKERS’ COMPENSATION INSURANCE: As required by New York State

law.

2. MOTOR VEHICLE LIABILITY INSURANCE: Each policy shall cover the

Contractor and the Town of Pittsford, as “additional insured”, with a combined

single limit of not less that $1,000,000.00.

3. COMPREHENSIVE GENERAL LIABILITY POLICY: Each policy shall cover

the Contractor and the Town of Pittsford, as “additional insured”, with limits

not less than $1,000,000.00 for each occurrence; $1,000,000.00 personal

injury; and $2,000,000.00, general aggregate.

4. UMBRELLA POLICY: Each policy shall cover the Contractor and the Town of

Pittsford, as “additional insured”, with coverage of at least $1,000,000.00

At the time of the execution of the agreement, the Contractor shall furnish to the

Commissioner “Certificates of Insurance”, in a form satisfactory to the Commissioner,

showing proof of the above insurance requirements, which Certificates shall provide that

the policies shall not be changed or canceled until ten (10) days written notice has been

given to the Commissioner.

OTHER LAWS:

The Contractor, and all employees acting under the direction of the Contractor,

shall strictly comply with all federal, state and local laws and ordinances controlling or

limiting in any way the actions of those engaged in the work (including their wages,

hours, or benefits), shall be strictly complied with by the Contractor and all employees

working under his direction. This shall also include Equal Employment Opportunity

requirements, Article 8, and Section 220 of the New York State Labor Law. This is a

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Town of Pittsford Contracted Park Districts and Grounds Maintenance Bid Specifications

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