Utilities Mowing Services Manual MOWING AND TRIMMING
For
UTILITIES LOCATIONS
2024-2026 Growing Seasons
PROJECT MANUAL
REQUEST FOR PROPOSALS
The City of Salina, Kansas is currently accepting sealed proposals for mowing and
trimming service for the Utilities Department for the 2024-2026 Mowing Seasons. Proposals will
be accepted at the office of the City Clerk,City-County Building 300 West Ash,Room 206 Salina,
Kansas,until 2:00 p.m.(Central),Thursday,April 4,2024,at which time the bids will be opened
publicly and read aloud.
Provide mowing and trimming services for 64 Utility Facility Locations
The Request for Proposals are available at the office of the Director of Utilities, City-
County Building,300 W.Ash,Room 205, Salina,Kansas and at the City's Website. Please contact
785-309-5725 with any questions.
The City of Salina, Kansas, reserves the right to reject any or all proposals and to waive
any irregularities therein.
THE CITY OF SALINA,KANSAS
® /s/ Nikki Goding
DEPUTY CITY CLERK
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REQUEST FOR PROPOSALS
The City of Salina, Kansas is currently accepting sealed proposals for mowing and
trimming service for the Utilities Department for the 2024-2026 Mowing Seasons. Proposals will
be accepted at the office of the City Clerk,City-County Building 300 West Ash,Room 206 Salina,
Kansas,until 2:00 p.m.(Central),Thursday,April 4,2024,at which time the bids will be opened
publicly and read aloud.
Provide mowing and trimming services for 64 Utility Facility Locations
The Request for Proposals are available at the office of the Director of Utilities, City-
County Building,300 W.Ash,Room 205,Salina,Kansas and at the City's Website. Please contact
785-309-5725 with any questions.
The City of Salina, Kansas, reserves the right to reject any or all proposals and to waive
any irregularities therein.
THE CITY OF SAUNA,KANSAS
4.., Is! Nikki Goding
DEPUTY CITY CLERK
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City of
CITY OF SALINA
J REQUEST FOR PROPOSALS
Salina
City's Project Manager:
Project Title: Utilities Mowing and Monty Hole
Trimming Services Wastewater Collections Superintendent
300 W. Ash
Salina,KS 67402-0736
Proposal Deadline: 2:00 p.m. (CST),Thursday, Telephone Number: (785) 309-5725
April 4, 2024 Monty.Hole@Salina.Org
1. INVITATION TO SUBMIT PROPOSALS
1.1 The City of Salina, Kansas (the City) is seeking Proposals for mowing and trimming services
related to the maintenance of vegetation (grass and weeds) in designated areas stated in the
Agreement, as more particularly described in this Request for Proposals, Proposal Form, and
Agreement.
1.2 Sealed Proposals will be received at the City-County Building, 300 W.Ash, Room 206, P.O.
Box 736, Salina, Kansas 67402-0736, until the above-referenced Proposal submission
deadline, for furnishing services as described herein. Proposals with all required submittals
41, shall be submitted within a sealed envelope addressed to the City of Salina, in care of City
Clerk, City-County Building, 300 W. Ash, Room 206, P.O. Box 736, Salina, Kansas 67402-
0736,and identified on the outside with Proposer's name and address and the above-referenced
project title.
1.3 Submissions must be hand-delivered, or sent via return receipt delivery effected by certified
mail, priority mail, commercial courier service, overnight delivery service, or other reliable
personal delivery service to the City's above-referenced address. Facsimile or electronic
submissions will not be accepted. Submissions received after the specified time and date will
be returned unopened.
1.4 Proposals will be opened publicly and read aloud at 2:00 p.m. (CST), on the above-referenced
Proposal submission deadline, at the City-County Building, 300 W.Ash, Room 206,P.O. Box
736, Salina, Kansas 67402-0736.
1.5 All questions concerning these services during the Proposal solicitation process shall be
forwarded to the specified City's Project Manager listed above.
2. DESCRIPTION OF PROJECT
2.1. The City of Salina Utilities Department is requesting Proposals from qualified mowing
contractors to provide mowing and trimming services for the purpose of maintaining
vegetation in designated areas described within the Request for Proposals,Proposal Form, and
Agreement.
C 3. DEFINITIONS
3.1. City: The City of Salina,Kansas.
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3.2. Agreement: A binding legal agreement between the City and the Successful Proposer,
including all exhibits attached thereto, which shall be on the form enclosed with this Request
for Proposals.
3.3. Proposal: A completed and properly signed Proposal Form to provide the services as specified
in the Request For Proposals,Proposal Form,and Agreement,which include a cost per location
as specified by the Proposer,together with all required information and other submittals.
3.4. Proposer: A person or entity who submits a Proposal Form in accordance with the Request
For Proposals.
3.5. Successful Proposer: The person or entity having submitted a Proposal for which an
Agreement is awarded by the City.
4. PROPOSAL SUBMISSION TERMS AND CONDITIONS
4.1 Written Proposals shall be typewritten or written in ink on the Proposal Form enclosed. The
Proposal shall provide a cost for all services requested on the Proposal Form. Officials of
corporations shall designate their official title;partners or sole owners shall so state,giving the
names of all interested parties. The person signing the Proposal shall initial all corrections or
erasures.
4.2 Sufficiency of Documents, Interpretations,Addenda.
4.2.1 The submission of a Proposal Form will constitute an incontrovertible representation
that the Proposer will comply with every term and condition of the Request for
Proposals and that such documents and specifications therein are sufficient in scope
and detail to indicate and convey understanding of all requirements for furnishing the
services.
4.2.2 Any questions about the meaning or intent of the Request for Proposals or requirements
must be submitted in writing to the Project Manager not less than seven (7) days prior
to the date of Proposal opening. Questions thus submitted will be answered by written
addenda and shall be published and made available in the same manner as the Request
For Proposals. Oral or other interpretations or clarifications will be void, without any
legal effect and do not bind the City.
4.2.3 Addenda to the Proposal Form shall be properly acknowledged in the Proposer's
Proposal.
4.3 The City is exempt from Kansas sales tax on materials and equipment to be incorporated into
the work. Consequently, sales tax shall not be included in the proposed price.
4.4 All Proposals received will become the property of the City and will not be returned to the
Proposers.
II/ 4.5 All costs incurred by a Proposer in preparation of a Proposal will be borne solely by the Proposer.
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110 5. WITHDRAWAL OF PROPOSALS
5.1 Before Proposal opening: Proposals may be withdrawn before the Proposal opening by notice
in writing only if received by the City prior to Proposal opening. Any such withdrawal notice
must be delivered in the same manner as Proposals are required to be submitted.
5.2 After Proposal opening: After Proposal opening, Proposals may not be withdrawn and shall
remain open for thirty(30)days.
6. MINIMUM QUALIFICATIONS
7.1. In addition to submitting a Proposal meeting the requirements specified herein,the Successful
Proposer must have adequate personnel and equipment on hand to meet the service
requirements of the City at all times during the term of the proposed Agreement. The City
reserves the right to inspect the Proposer's equipment to confirm adequacy prior to awarding
the Agreement.
7. EXECUTION OF AGREEMENT
7.1 The City reserves the right to reject any and all Proposals; to waive any and all informalities
or defects; to disregard all nonconforming, non-responsive or conditional Proposals; or to
accept such Proposals as shall be deemed to be in the best interest of the City so to do.
Discrepancies between words and figures will be resolved in favor of words. Discrepancies
between the indicated sum of any column of figures and the correct sum thereof will be
resolved in favor of the correct sum.
7.2 In evaluating Proposals,the City will consider the Proposers'qualifications, understanding of
the project and proposed solution, experience, references, cost proposal, ability to meet the
project deadlines, and overall ability to satisfy the City's needs for the proposed services.
7.3 Within ten (10) days of receiving a notice of award, the Successful Proposer shall execute an
Agreement with the City,in the form attached hereto.Proposers shall be prepared to accept the
terms and conditions of the Agreement, including the insurance requirements contained
therein.
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® PROPOSAL FORM
TO THE BOARD OF COMMISSIONERS
CITY OF SALINA, KANSAS
Project: UTILITIES MOWING AND TRIMMING SERVICES
1. Proposal to Enter into an Agreement. The undersigned Proposer hereby submits the
following Proposal for the services described in the Request for Proposals and Agreement. Proposer
proposes and agrees, if this Proposal is accepted,to enter into an Agreement with the City to furnish such
services for the cost per location and within the time indicated in this Proposal.
2. Proposer Acknowledgments. Proposer accepts all of the terms and conditions of the
Request for Proposals, Proposal Form, and Agreement. This Proposal will remain subject to acceptance
for thirty(30) days after the Proposal opening, or for such longer period of time that Proposer may agree
to in writing upon request by the City.
3. Proposer's Representations. In submitting this Proposal, Proposer represents that:
a. Proposer has carefully reviewed the Request for Proposals, Proposal Form, and
Agreement, and the following addenda,receipt of which is hereby acknowledged:
1.
2.
3.
b. Proposer has given the Project Manager written notice of all conflicts, errors,
ambiguities, or discrepancies that Proposer has discovered, and the Project Manager's
written explanation is acceptable to Proposer.
4. Equipment and Personnel. Proposer represents and warrants that, if this Proposal is
accepted by the City, Proposer will have adequate equipment and personnel on hand to meet the service
requirements of the City at all times during the term of the proposed Agreement.
5. Bid Price. Proposer will complete the work in accordance with the Agreement for the
following cost per location:
PF - 1
Group 1
® Sevice Level Tier 1
Schedule of Locations
2024-2026 Utilities Mowing Services
Picture Sq. Times Total Cost
ID Location DescriptionFt, Mowed Cost Per Location (All Cuts)
4 Cedar Ridge and Columbine Cir Mow 10'from pit on west and east,mow to 200 30 $ $
Cedar Ridge PRV back of curb and edge of sidewalk
2404 Belmont To the ditch on the South,to the west tree
7 line,to curb on the east and to curb on the 11,760 30 $ $
Key Acres Tower north
505 North 5th St.
60 Inside fence and outside fence to roadways 19,600 30 $ $
Wyatt Tower
322 E.Bond St.
50 Entire lot 7,072 30 $ $
Well#5
224 S.Kansas Ave.
51 Entire lot 11,500 30 $ $
Well#7
625 Oakdale Dr. West 50'from alley and south 50'from fence
52 on north 2,500 30 $ $
Well#10
620 E.Ash St.
53 50'north from alley and 50'east of alley 2,500 30 $ $
Well#11
612A E.Iron Ave.
54 50'north form alley and 50'east from garage 2,500 30 $ $
Well#12
125 S.Penn Ave. 50'north from fence on south and 50'west
0 55 from2,500 30 $ $
all
Well#14alley
56 810 Riverside Blvd. South of Riverside from 50'at Penn to 95'at 14,250 30
Well#16 alley $ $
689 S.Third St.
57 From Crawford 65'north from 3rd to alley 9,100 30 $ $
Well#18
401 S.5th St. Parking area between curb and fence and
5inside fence 163,550 30 $ $
Downtown WTP
401 S.5th St.
42 Parking area between curb and fence 750 30 $ $
WTP Side Yard
401 S.5th St. From fence on south between curb and tree
61 line 12,600 30 $ $
WTP East Side
319 E.Elm St. Between fence and 3rd street on the east and
62 within 10'of the fence on west and north 2,160 30 $ $
Water Distribution sides of the property
2655 Centennial Rd. From Centennial to fence from 48'north of
43 Pump Station#A station south to end of lot 44,900 30 $ $
1532 E.Magnolia Rd. 10'east of station,10'west of wet well,10'
44 south of station and wet well,and north to 18,700 30 $ $
Pump Station#B Magnolia Rd-Entire lot
Modified 3.24.24 PF-2
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Group 1 (Continued)
Sevice Level Tier 1
Schedule of Locations
2024-2026 Utilities Mowing Services
Picture Sq. Times Total Cost
ID Location Description Ft. Mowed Cost Per Location (All Cuts)
8 630 S.Ohio St. 10'north and south of station between curb 690 30 $ $
Pump Station#3 and sidewalk
1405 Talley Dr.
9 Between fences and ditch to the street 1,845 30 $ $
Pump Station#11
861 Sherman St. Entire corner lot from the North fence line to
10 Pump Station#12 Wilson street 10,800 30 $ $
11 1025 W.Crawford St. Entire corner of lot(north and west of 3,525 30 $ $
Pump Station#13 station)
1410 E.Crawford St. 30'radius around station and 20'on both
13 sides of drive 17,775 30 $ $
Pump Station#19
1357 Osage Ave.
14 5'around station and 5'wide strip to Osage 1,000 30 $ $
Pump Station#24
2019 Tulane Ave. From fence to Tulane 20'north and south of
15 1,660 30 $ $
Pump Station#25 'station
1723 Dewey St.
22 5'around station between curb and sidewalk 460 30 $ $
Pump Station#37
40 936 S.Marymount Rd.
23 10'around station 1,000 30 $ $
Pump Station#38
Holly Ln.&1730 E.Crawford From Holly Lane to toe of fill,west to station
3 and from Crawford south to toe fill on side of 7,950 30 $ $
Hospice Station#39 station
503 E.Magnolia Road
31 100'from sidewalk 60'wide 6,000 30 $ $
Pump Station#49
1650 Wall St.
32 5'around station and access 1,100 30 $ $
Pump Station#50
1506 Marymount Rd.
33 Entire lot to top of ditch on west side 9,100 30 $ $
Pump Station#51
35 400 S.Marymount Rd. 10' around station between curb and 240 30 $ $
Pump Station#18 sidewalk
603 Prairie Ln.
36 5'around station to end of curb 640 30 $ $
Pump Station#56
2235 E.Magnolia
37 10'around station 35'from edge of drive 1,400 30 $ $
Pump Station#57
3000 S.Ninth St.
38 To bottom of slope around station 5,100 30 $ $
Pump Station#58
SUBTOTAL FOR GROUP 1= $
Modified 3.24.24 PF - 3
Group 2
Sevice Level Tier 2
Schedule of Locations
2024-2026 Utilities Mowing Services
Picture Sq. Times Total Cost
ID Location Description Cost Per Location
Ft. Mowed (All Cuts)
2575 W.Water Well Rd.
1 55'from edge of Water Well Rd 2,950 15 $ $
Burma Booster
4601 W.Water Well Rd.
2 Inside fence and outside access areas 13,365 15 $ $
Burma Tank
257 Gold Road
6 Area around trees and tower 14,240 15 $ $
Gold Tower
3340 Centennial Rd.
40 Area between top of ditch and tree line 16,500 15 $ $
Schilling Tower
540 E.Schilling
39 10'around station and drive 2,400 15 $ $
Schilling Booster Station
58 1650 W.Cloud St. 10'around station and drive and between 17,200 15 $ $
Cloud Booster Station drive and Cloud
45 2545 E.North St. 10'around Station and wet well south to 17,400 15 $ $
Pump Station#C North St '
2010 N.Ohio St. 25'Radius around station,along drive,and
12 alongOhio St. 8,200 15 $ $
Pump Station#17
16 40
1604 N.Ninth St. 5'around station from fence on south to 625 15 $ $
Pump Station#28 pavement
2129 N.Ninth St. 20'around station and 20'wide strip west to
17 9th St. 3,600 15 $ $
Pump Station#30
1900 Scanlan Ave.
18 20'around station and to crop line east 4,700 15 $ $
Pump Station#32
2500 Scanlan Ave. 20'around both buildings and north to top of
19ditch 4,100 15 $ $
Pump Station#34
601 Water Well Rd.
20 15'around station and both sides of drive 18,000 15 $ $
Pump Station#35
350 E.Ave A
21 5'around station 750 15 $ $
Pump Station#36
1116 Hixon Dr.
24 5'around station 540 15 $ $
Pump Station#40
25 420 E.Berg St. Area between curb and parking between 1,620 15 $ $
Pump Station#41 poles '
2000 W.Crawford St.
27 10'around station and both sides of drive 2,940 15 $ $
Pump Station#44
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Modified 3.24.24 PF-4
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Group 2 (Continued)
Sevice Level Tier 2
Schedule of Locations
2024-2026 Utilities Mowing Services
Picture Sq. Times Total Cost
Location Description Cost Per Location
ID Ft. Mowed (All Cuts)
;1330 Armory Rd.
28 19'radius around station and access 1,200 15 $ $
Pump Station#45
29 2830 Evergreen Dr. 5'North of station South to the fence.5' 4,400 15
Pump Station#47 West of station to edge of drive. $ $
3315 Airport Rd.
30 30'SW of fence and 15'around station 6,300 15 $ $
Pump Station#48
1001 W.Schilling Rd.
34 10'around station and along drive 2,900 15 $ $
Pump Station#52
Scanlan&Bailey
26 From Arnold Rd 10'around station 4,125 15 $ $
Pump Station#60
1642 E.Water Well Road 58'from Water Well Rd 20'west to 16'east46 4,060 15 $ $
Well#102 of well
47 2167 E.Water Well Road 68'from Water Well Rd from powerline to 5,440 15 $ $
Well#103 10'east of well
48 2752 E.Water Well Road 50'form Water Well Rd 35'NE and SW of 3,500 15 $ $
Well#104 well '
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3567 S.Ohio St.
49 Inside of fence to 5'outside of fence 3,600 15 $ $
Well#105
1150 E.Water Well Road
41 Inside fence to 5'outside fence 466,500 15 $ $
South WTP
596 N Marymount Rd Along drive from Marymount to WWTP
59 846,050 15 $ $
WW Treatment Plant between RR R/W and fence and WWTP site.
SUBTOTAL FOR GROUP 2 = $
TOTAL FOR GROUP 1 + GROUP 2= $
4110.
Modified 3.24.24 PF-5
6. Definitions. Terms used in this Proposal shall have the meanings assigned to them in the
RFP Documents.
7. Business Designation. Proposer represents that its business designation is as follows
(check one):
Individual/Sole Proprietorship
Partnership
Kansas Corporation
Kansas Limited Liability Company
Corporation*
Limited Liability Company* n
Other: ❑
*Please indicate the state in which entity is organized
NAME OF PROPOSER:
ADDRESS:
E-MAIL ADDRESS:
PHONE:
BY:
TITLE:
DATE SUBMITTED:
PF - 6
AGREEMENT BETWEEN THE CITY OF SALINA,KANSAS
and
for
UTILITIES MOWING SERVICES
This Agreement is entered into , 2024 by and between the City of Salina,Kansas, (the "City")and
,a/an (the"Contractor").
Recitals
A. The City desires to contract for mowing services for the purpose of maintaining grass and vegetation on City
properties in compliance with federal,state,and local regulations.
B. The Contractor has the requisite qualifications and experience to perform the services needed by the City and desires
to perform those services pursuant to the terms of this Agreement.
The parties,in consideration of the mutual promises set forth in this Agreement,agree and covenant:
1. Definitions. Capitalized words used in this Agreement shall have the following meanings:
"Agreement"means this Agreement for City Mowing Services,as amended and supplemented from time to time.
"City"means the City of Salina,Kansas.
"Contractor"means and its successors.
• 2. Exhibits. The following Exhibits are attached to and made a part of this Agreement(Mark with"X"if applicable):
Exhibit A:Responsibilities of the Parties VI
Exhibit B:Term;Schedule
Exhibit C:Basis of Payment
Exhibit D:Insurance Requirements
3. Responsibilities of the Parties. The parties agree to perform the responsibilities outlined in the attached and
incorporated Exhibit A.
4. Term; Schedule. The Contractor agrees to perform its responsibilities during the term and according to the
timeframe and schedule described in Exhibit B, subject to the potential for prior termination pursuant to the terms of this
Agreement.
5. Payment. The City shall pay the Contractor for the performance of its responsibilities pursuant to this Agreement
as set forth in Exhibit C.
6. Insurance Requirements.
6.1. Types and Amount of Coverage.The Contractor agrees to obtain insurance coverage as specified in Exhibit
D, attached hereto, and shall not make any material modification or change from these specifications without the prior
approval of the City. If the Contractor subcontracts any of its obligations under this Agreement,the Contractor shall require
each such subcontractor to obtain insurance coverage as specified in Exhibit D. Failure of the Contractor or its
subcontractors to comply with these requirements shall not be construed as a waiver of these requirements or provisions and
shall not relieve the Contractor of liability.
Contractor Services(2014-06-18) C-1
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6.2. Rating.All insurance policies shall be issued by insurance companies rated no less than A-VII in the most
recent"Bests" insurance guide, and admitted in the State of Kansas. Except as otherwise specified in Exhibit D, all such
policies shall be in such form and contain such provisions as are generally considered standard for the type of insurance
involved.
6.3. Certificate of Insurance. The parties acknowledge that the Contractor has provided the City with a
certificate of insurance listing the City as the Certificate Holder and evidencing compliance with the insurance requirements
in this Agreement. The City reserves the right to require complete certified copies of all insurance policies procured by the
Contractor pursuant to this Agreement,including any and all endorsements affecting the coverage required hereunder.
7. Injury to Persons or Damage to Property. The Contractor acknowledges responsibility for any injury to person(s)
or damage to property caused by its employees or agents in the performance of its duties under this Agreement and shall
immediately notify the City's Risk Management Department at (785) 309-5705 in the event of such injury to person(s) or
damage to property.
8. Indemnification.To the fullest extent permitted by law,the Contractor shall defend, indemnify and hold harmless
the City, its agents, representatives, officers, officials and employees from and against all claims, damages, losses and
expenses(including but not limited to attorney fees and court costs)attributable to bodily injury,sickness, disease,death,or
injury to, impairment, or destruction of property, including loss of use resulting therefrom, to the extent that such claims,
damages, losses, and expenses relate to, arise out of, or are alleged to have resulted from the wrongful acts, negligent acts,
errors,omissions,or defective work or services of the Contractor, its employees, agents, or any tier of subcontractors in the
performance of this Agreement.
9. Voluntary Termination. The City may terminate this Agreement, with or without cause, at any time upon sixty
(60) days advance written notice to the Contractor. The Contractor may, with or without cause, terminate this Agreement
effective January 1st of the immediately succeeding calendar year, upon advance written notice to the City on or before
October 31st. In the event of such termination by either party,the Contractor shall be compensated for such services as have
been satisfactorily performed through the date of termination, but no compensation shall be earned after the effective date of
the termination. Within five (5) days of any such termination, all finished or unfinished documents, data, studies, surveys,
drawings, maps,models, photographs, reports or other material prepared by the Contractor pursuant to this Agreement shall be
delivered to the City. Notwithstanding the above, the Contractor shall not be relieved of any liability to the City for damages
sustained by the City by virtue of any breach of this Agreement by the Contractor,and the City may withhold any payments to the
Contractor for the purposes of set-off until such time as the exact amount of damages due the City from the Contractor may be
determined.
10. Default. If either party fails to comply with any term of this Agreement within ten(10)days after written notice to
comply has been mailed by the non-defaulting party to the defaulting party, such failure shall be deemed an immediate
breach of this Agreement("Event of Default").
11. Remedies. Upon the occurrence of an Event of Default,the non-defaulting party shall have the following rights and
remedies,in addition to any other rights and remedies provided under this Agreement or by law:
11.1 Termination. The non-defaulting party shall have the right to terminate this Agreement or terminate the
defaulting party's rights under this Agreement.
11.2 Other Remedies.The non-defaulting party may pursue any available remedy at law or in equity(including
specific performance)by suit,action,mandamus or other proceeding to enforce and compel the performance of the duties and
obligations set forth in this Agreement,to enforce or preserve any other rights or interests of the non-defaulting party under
this Agreement or otherwise existing at law or in equity and to recover any damages incurred by the non-defaulting party
resulting from such Event of Default.
12. Non-Assignable. Due to the unique qualifications and capabilities of the Contractor, neither the rights nor
responsibilities provided for under this Agreement shall be assignable by either party,either in whole or in part.
C
Contractor Services(2014-06-18) C-2
13. Notices. All notices required or permitted to be given pursuant to this Agreement shall be in writing and delivered
personally or sent by registered or certified mail, return receipt requested, or by generally recognized, prepaid, commercial
courier or overnight air courier service. Notice shall be considered given when received on the date appearing on the return
receipt,but if the receipt is not returned within five(5)days,then three(3)days after mailed, if sent by registered or certified
mail or commercial courier service; or the next business day, if sent by overnight air courier service. Notices shall be
addressed as appears below for each party,provided that if any party gives notice of a change of name or address,notices to the
giver of that notice shall thereafter be given as demanded in that notice.
CITY: City of Salina
Attn:Monty Hole
P.O.Box 736
Salina,KS 67402-0736
CONTRACTOR:
14. Retention and Inspection of Records. The Contractor shall maintain complete, accurate, and clearly identifiable
records with respect to all costs and expenses incurred under this Agreement. The records shall be maintained during the
term of this Agreement, and for a period of three (3) years from the date of final payment under this Agreement (the
"Retention Period"); provided, however, that if any litigation, claim or audit is commenced prior to the expiration of the
Retention Period, then the Retention Period shall be extended until all litigation, claims or audit findings have been
completely terminated or resolved,without right of further appeal. During the Retention Period,the Contractor shall allow a
representative of the City during normal business hours to examine,audit,and make transcripts or copies of such records and
any other documents created pursuant to, or arising under, this Agreement. The City agrees to responsibly utilize all
information obtained pursuant to this paragraph for the purposes of reviewing, confirming, and verifying the nature and
amount of all costs and expenses incurred under this Agreement. The City agrees to take reasonable precautions not to
disclose such information outside the scope of those stated purposes, subject to the Kansas open records act or other
applicable law.
15. Non-appropriation. The City is subject to Kansas budget and cash basis laws, and operates on a calendar fiscal
year. In the event that this Agreement involves financial obligations spanning multiple fiscal years for the City, it is subject
to annual appropriation by the City's governing body for future fiscal years. If the City's governing body does not
appropriate the funds necessary to fulfill the City's financial obligations pursuant to this Agreement,the City shall so notify
the other parties to this Agreement and this Agreement shall be null and void for purposes of the fiscal year(s)affected by the
decision of the governing body not to appropriate.
16. Relationship. It is expressly understood that Contractor in performing services under this Agreement,does so as an
independent contractor. The City shall neither have nor exercise any control or direction over the methods by which
Contractor performs its responsibilities as outlined in Exhibit A. The sole interest and responsibility of the City is to see that
the services covered by this Agreement are performed and rendered in a competent, efficient, and satisfactory manner.
Contractor shall be exclusively responsible for all taxes, withholding payments, employment-based benefits, deferred
compensation plans,including but not limited to its workers compensation and social security obligations,and the filing of all
necessary documents,forms,or returns pertinent to the foregoing.
17. Subcontracting. Contractor shall not subcontract any work or services under this Agreement without the City's
prior written consent.
18. Compliance with Applicable Law. Contractor shall comply with all applicable federal, state, and local law in the
performance of this Agreement.
19. Equal Opportunity.
11) (a) In conformity with the Kansas act against discrimination and Chapter 13 of the Salina Code, the Contractor and its
subcontractors,if any,agree that:
Contractor Services(2014-06-18) C-3
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(1) The Contractor shall observe the provisions of the Kansas act against discrimination and Chapter 13 of the Salina
Code and in doing so shall not discriminate against any person in the performance of work under this Agreement
because of race,sex,religion,age,color,national origin,ancestry or disability;
(2) The Contractor shall include in all solicitations, or advertisements for employees, the phrase "equal opportunity
employer,"or a similar phrase to be approved by the City's human relations director;
(3) If the Contractor fails to comply with the manner in which the Contractor reports to the Kansas human rights
commission in accordance with the provisions of K.S.A.44-1031 and amendments thereto,the Contractor shall be
deemed to have breached this Agreement and it may be canceled,terminated or suspended,in whole or in part,by
the City;
(4) If the Contractor is found guilty of a violation of Chapter 13 of the Salina Code or the Kansas act against
discrimination under a decision or order of the Salina human relations commission or the Kansas human rights
commission which has become final,the Contractor shall be deemed to have breached this Agreement and it may
be canceled,terminated or suspended,in whole or in part,by the City;
(5) The Contractor shall not discriminate against any employee or applicant for employment in the performance of
this Agreement because of race,sex,religion,age,color,national origin,ancestry or disability;and
(6) The Contractor shall include similar provisions in any subcontract under this Agreement.
(b) The provisions of this section shall not apply to this Agreement if the Contractor:
(1) Employs fewer than four employees during the term of this Agreement;or
cov (2) Contracts with the City for cumulatively$5,000 or less during the City's calendar fiscal year.
20. Administration of Agreement. All references in this Agreement requiring the City's participation or approval shall
mean the participation or approval of the City Manager or his designee,unless otherwise provided herein.
21. Attorney Fees. If any suit or action is instituted by either party hereunder,including all appeals,the prevailing party in
such suit or action shall be entitled to recover reasonable attorney fees and expenses from the non-prevailing party, in addition to
any other amounts to which it may be entitled.
22. Right to Independent Legal Advice. The Contractor understands and acknowledges the right to have this Agreement
reviewed by legal counsel of the Contractor's choice.
23. Applicable Law;Venue. This Agreement and its validity,construction and performance shall be governed by the laws
of Kansas. In the event of any legal action to enforce or interpret this Agreement,the sole and exclusive venue shall be in the
Saline County,Kansas District Court.
24. Interpretation. This Agreement shall be interpreted according to its fair meaning, and not in favor of or against any
ply
25. Time. Time is of the essence of this Agreement. No extension will be granted unless in writing and signed by the
parties. Should the end of a time period fall on a legal holiday that termination time shall extend to 5:00 p.m. of the next full
business day.
26. Severability. The unenforceability,invalidity,or illegality of any provision of this Agreement shall not render the other
provisions unenforceable,invalid,or illegal.
27. Authority and Consent to Transaction. Each party represents to the other that the person executing this Agreement
has full and legal authority to bind such party to the terms of this Agreement, and that the execution and delivery of this
et Agreement have been duly and validly authorized by the governing body of each party.
Contractor Services(2014-06-18) C-4
28. Persons Bound. This Agreement shall extend to and bind the heirs,executors,administrators,trustees,successors and
authorized assigns of the parties hereto.
29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an
original,or in multiple originals,and all such counterparts or originals shall for all purposes constitute one agreement.
30. Amendments.Neither this Agreement nor any of its terms may be changed or modified,waived,or terminated except
by an instrument in writing signed by an authorized representative of the party against whom the enforcement of the change,
waiver,or termination is sought.
31. Waiver. No failure or delay by a party hereto to insist on the strict performance of any term of this Agreement,or to
exercise any right or remedy consequent to a breach thereof,shall constitute a waiver of any breach or any subsequent breach of
such term. No waiver of any breach hereunder shall affect or alter the remaining terms of this Agreement,but each and every
term of this Agreement shall continue in full force and effect with respect to any other then existing or subsequent breach thereof.
32. Conflict Resolution. No interpretation of this Agreement shall be allowed to fmd the City has agreed to binding
arbitration.
33. No Third Party Beneficiaries. Solely the parties to this Agreement shall have rights and may make claims under this
Agreement. There are no intended third party beneficiaries under this Agreement, and no third parties shall have any rights or
make any claims hereunder.
34. Typewritten or Handwritten Provisions.Typewritten or handwritten provisions inserted or attached,and initialed by
all parties,shall supersede all conflicting printed provisions.
35. Feminine-Masculine,Singular-Plural. Wherever used,singular shall include the plural,plural the singular,and use of
any gender shall include all genders.
36. Headings. The headings of the sections of this Agreement are included for the purposes of convenience only and
shall not affect the interpretation of any provision hereof.
37. Merger Clause. These terms are intended by the parties as a complete, conclusive and final expression of all the
conditions of their Agreement. No other promises, statements,warranties,agreements or understandings,oral or written,made
before or at the signing thereof,shall be binding unless in writing and signed by all parties and attached hereto.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their authorized
representatives.
CITY OF SALINA,KANSAS <CONTRACTOR>
By:
By:
Michael D. Schrage,City Manager (name)
(title)
Attest:
Nikki Goding,City Clerk
Form:
Legal Counsel
C
Contractor Services(2014-06-18) C-5
EXHIBIT A
RESPONSIBILITIES OF THE PARTIES
City's Responsibilities.
The City shall provide the Contractor access to all areas being mowed and trimmed and maintained. The City
Manager's designee shall communicate and coordinate with the Contractor regarding the frequency and type of
services required for the locations covered by this Agreement, in light of the potential for varying weather
conditions that may influence that frequency and type of services required by the City throughout the year.
Contractor's Responsibilities.
The Contractor agrees to provide all labor and equipment to maintain(mow/trim)all vegetation(grass/weeds)at
each of the locations specified in the Schedule of Locations in the Proposal Form in accordance with the specified
service level. At every location,and regardless of the specified service level,the Contractor shall:
1. Mow and weed-eat, as appropriate, to maintain smooth and neatly trimmed grounds. This would
include the bottom of the ditches and other similar locations.
2. Remove trash,paper,and other debris.
3. Maintain sidewalks,entryways,and streets clear of grass clippings.
4. Trim around trees,sign posts,guard rails,curbs,sidewalks,entry ways,fences,or any other structures;
provided, however, that for properties located within the right-of-way, the Contractor shall not
maintain the area within one(1)foot of any temporary or permanent building,structure,improvement,
utility facility,vegetation(excluding weeds),landscaping material,or other obstacles.
5. Ensure a clean and smooth surface before leaving.
6. Eradicate any mounds or windrows from the result of wet conditions or excessive growth.
7. Restore any damage to property including rutting, scalping, or cleaning of tracked mud.
Properties that no longer require mowing may be removed from the Schedule of Locations during the term of this
Agreement, upon notification to the Contractor by the City Manager's designee. In addition, properties that
become available for mowing may be added to Schedule of Locations during the term,by a written change order
executed by the Contractor and the City Manager's designee.
Service Level Tier: The required service level for mowing and trimming at each location is defined below
and locations are indicated in the attached Appendix A.
Service Levels are defined as follows:
Service Level Tier 1:
This service level will apply to areas with frequent visitation. The Contractor shall maintain(mow/trim)
vegetation(grass/weeds)between 2-4 inches in height,and remove all debris at every mowing.
• These areas are normally mowed/trimmed once a week during the growing season of March 31'
through November 2"d(approximately 30 visits per growing season).
Service Level Tier 2:
This service level will apply to areas with moderate to low levels of visitation. The Contractor shall
maintain (mow/trim) vegetation (grass/weeds) between 3 - 6 inches in height, and remove all debris at
every mowing.
• These areas are normally mowed/trimmed once every two weeks during the growing season of
March 31'through November 2"d(approximately 15 visits per growing season).
Exhibit A-1
0
•
0
EXHIBIT B
TERM; SCHEDULE
A. Term.The term of this Agreement shall commence in April 2024,and shall terminate
on November 2, 2026 (covering the 2024-2026 mowing seasons (3 year/growing seasons) with
30 weekly and 15 bi-weekly mowing cycles per year), unless earlier terminated by either party
pursuant to the terms of this Agreement. At the City's discretion, and based upon satisfactory
performance by the Contractor,the City may elect to renew this Agreement for one(1) additional
three (3) year term.
B. Schedule.The Contractor shall perform the responsibilities set forth in Exhibit A from
March through November each year during the term of this Agreement. During periods of
exceptionally dry or wet weather, the Contractor shall confer with the City Manager's designee
to determine the number of times mowing and trimming should occur.The mowing schedule will
vary based on rainfall and temperature conditions. The City may request that mowing commence
earlier than March or later than November.
C
•
Exhibit B-1
•
0
•
(110
EXHIBIT C
BASIS OF PAYMENT
A. Compensation. The City agrees to compensate the Contractor on a monthly basis based on the
number of times mowed at each location specified in Schedule of Locations in the Proposal Form,at the bid
price per location.All of the Contractor's costs and expenses,including employee salaries,overhead,other
direct costs, subcontract expenses, and profit are included in the specified rate herein, and the City shall
not be obligated to reimburse the Contractor for costs or expenses in excess of this specified rate.The City
agrees that the specified rate shall be increased annually in accordance with the percentage increase in the
Midwest Urban Consumer Price Index over the previous twelve (12) month period, to allow for projected
increases in labor costs, fuel costs, and other related expenses involved in providing mowing services. The
maximum percentage increase is 3%per year.
B. Invoices. The Contractor shall submit detailed invoices, on a monthly basis, for work actually
performed, which shall be accompanied by an approved Billing Worksheet for the applicable locations.
Invoices and the completed Billing Worksheet(s) should be submitted to the City by the 10th of each month
for the immediately preceding month's services completed,and directed to:
City of Salina Utilities Department
P.O. Box 736
Salina,Kansas 67402-0736
® Attn:Utilities Mowing and Trimming—Monty Hole
Margaret.kayc2 iSalina.Org
C. Payment. The City shall pay the Contractor for each invoice within fourteen (14) days after
receiving the invoice. If the City disputes any items in the Contractor's invoice for any reason,the City may
temporarily omit the disputed item and pay the remaining amount of the invoice. The City will promptly
notify the Contractor of the omission and request clarification and/or a correction. Following resolution of
any dispute,the Contractor will include the disputed items as resolved on subsequent invoicing.
C
Exhibit C-1
C
EXHIBIT D
INSURANCE REQUIREMENTS
(Utilities Mowing Services)
Pursuant to Section 6 of the Agreement,the Contractor shall obtain,pay for,and maintain—and shall require
each of its authorized subcontractors to obtain and maintain—for the duration of the Agreement,policies of insurance
meeting the following requirements:
1. General Requirements.
A. Additional Insured. With the exception of the workers' compensation policy to be obtained by the
Contractor hereunder,all policies shall name as an additional insured the City,its agents,representatives, officers,
officials, and employees as additional insured(s). Insurance for the additional insured shall extend to
Products/Completed Operations and be as broad as the insurance for the named insured,including defense expense
coverage,and,with respect to the commercial general liability policy required hereunder,shall be endorsed to apply
as primary and non-contributory insurance before any other insurance or self-insurance, including any deductible,
maintained by,or provided to,the additional insured(s).
B. Waiver of Subrogation.Where allowed by law,all policies will include a waiver of subrogation in favor
of the City,its agents,representatives,officers,officials,and employees.
C. Premium and Deductible Expenses.The Contractor shall be responsible for all premiums and retention
or deductible expense for any and all policies required by this Agreement.
2. Specific Coverage Requirements.
A. Commercial General Liability("CGL").The Contractor shall maintain CGL coverage written on ISO
Occurrence form CG00 01 or an industry equivalent and shall cover liability arising from Personal Injury, Bodily
Injury, Property Damage, Premises and Operations, Products and Completed Operations, Contractual Liability,
Independent Contractors and Advertising Injury.The policy limits shall not be less than the following:
• Each occurrence $1,000,000
• General aggregate $2,000,000
• Personal and Advertising Liability $1,000,000
B. Business Automobile Liability("BAL").The Contractor shall maintain BAL coverage written on ISO
form CA 00 01 or an industry equivalent. Coverage shall be applicable to all autos and other vehicles subject to
compulsory auto liability laws that are owned,hired,rented or used by the Contractor and include automobiles not
owned by but used on behalf of the Contractor. The BAL policy limits shall not be less than the following:
• Combined single limit $1,000,000
C. Workers' Compensation/Employer's Liability.The Contractor shall maintain workers' compensation and
employer's liability coverage with policy limits not less than the following:
• Workers' Compensation(Coverage Part A)
o Statutory
• Employer's Liability(Coverage Part B)
o $100,000 each accident
0 $500,000 disease—policy limit
O $100,000 disease—each employee
Appendix A
Group 1 Mowing Area Maps
Service Level Tier 1
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Wyatt Water Tower
Mowing Area Area: 19,600 Sq ft
,j Area to be Mowed:
Inside fence and outside fence to roadways
505 North 5th St. ._.__ 0 10 20 40
Wyatt Tower =IIIIIIII Feet 60
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Mowing Area Area: 7,072 Sq ft
Area to be Mowed:
Entire lot
322 E. Bond St. 0 10 20 40
50
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Area to be Mowed:
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612 A E. Iron Ave. 0 5 10 20 garage
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