City of Pennsboro – Notice of Bid Letting

NOTICE OF BID LETTING
NOTICE IS HEREBY GIVEN: The Board of Park and Recreation Commissioners of the City of Pennsboro, West
Virginia, will received sealed competitive bid proposals for two separate contacts concerning the Maintenance of the
Tracy Lake Park in Pennsboro, West Virginia during the year May 1, 2021 through April 30, 2022. Bidding will be
based on a per services completed basis. A third contract for the maintenance of the Bonds Creek #1 Dam at Tracy
Lake, Pennsboro WV is also available to be completed between May, 2021 and November, 2021.
Bid Deadline: April 22nd, 2021
CONTRACT 1 – Park Landscaping Maintenance
• Duties:
o Mowing in all areas that of the park that are currently/have been mowed or in need of
being mowed.
o Mowing around all structures.
o Trimming in all areas that are currently/have been trimmed or in need of being trimmed.
o Trimming around all structures
o Trimming around lake as needed
o Blowing all debris off all sidewalks as a result of mowing or trimming
o Blowing all debris off all buildings as a result of mowing or trimming
o Fallen trees and branches cleared in a timely manner.
o Keep culverts clear of debris
• Maintenance Dates:
o May– September: Mowing/Trimming – Once every 2 weeks as weather permits.
o October: Mowing/Trimming – Once as weather permits
o May – April: Fallen trees/branches as needed
o May – April: Culverts 1x per month or as needed
CONTRACT 2: Facilities Maintenance
• Duties:
o Pickup all trash
o Empty Trashcans and replace trash bags
o Bathroom maintenance/cleaning
o Lake Docks inspections and repairs
o Shelter inspection and repairs
o Playground inspection and repairs
o Shooting Range upkeep
 Target inspection and replacement (target supplies provided by Pennsboro
Board of Park Commission)
 Bullet Trap inspection and replacement
• Maintenance Dates:
o May– September: Bathrooms – Weekly
o October – April: Bathrooms – As needed and weather permitting.
o May – September: Trash pickup and Shooting Range upkeep – 2x per week
o October – April: Trash pickup and Shooting Range upkeep – As needed and weather
permitting
o May – April: Inspections – No less then 1x per month. Repairs as discovered or reported.
Contract 3: Dam Maintenance
• Duties
o Investigate the cause and fill the animal burrows/sink holes on the upstream slop near
the shoreline
o Remove the aquatic vegetation from the shoreline of the upstream slope
o Remove any trees and woody growth within 25 feet of the footprint of the dam structure
o Remove debris from the trash rack of the riser structure
o Remove debris from the shoreline of the upstream structure
o Paint all exposed metal on the riser structure
o Clear the vegetative growth and sediment from the filter drain outlet pipes
o Remove sediment from the downstream channel
o Seed and mulch bare areas on dam structure
o Wave protection on shoreline of upstream slope
o Create positive drainage on the bench of the downstream slope
• Maintenance Dates
o Detailed work plan to be submitted by winning bidder to the Pennsboro Board of Park
Commission within 30 days of notice of winning bid. All work must be completed by
November 30,2021.
Proof of the following items must be included when returning Bid Packet:
1. $1,000,000 liability insurance
a. This insurance policy must protect self from any and all claims in connection with contracted services.
2. Business License for the State of West Virginia
CONSIDERATIONS:
1. No mowing in wet conditions
2. All contractors are responsible for any and all damage to all public and private property during the
performance of the contract.
3. All contractors are responsible for personal liability in regards to operation of equipment.
4. Pennsboro Board of Park Commission and City of Pennsboro will not be responsible for contractor’s
equipment.
5. Bids that do not include and amount for all locations listed in the bid document will not be considered.
TERMS/TERMINATION:
Landscaping Contract and Facilities Maintenance Contract:
These contracts are for a minimum of twelve (12) consecutive months. A contract may be terminated
by one or both parties after a 30 day written notification is given. Each contract be extended for a period of
up to three (3) additional years if both parties agree in writing, bid amounts for service do not change, and
areas serviced remain unchanged. The successful bidders must furnish all their own equipment, materials,
and supplies unless noted above.
Dam Maintenance Contract:
This contract is for an eight (8) consecutive month time period. This contract may be terminated by
one or both parties after a 30 day written notification is given. The successful bidder must furnish all their own
equipment, materials, and supplies.
Bid Packets can be picked up between the hours of 8AM and 4PM at:
City of Pennsboro
422 Main Street
Pennsboro, WV 26415
The Pennsboro Board of Park Commission reserves all right to accept or reject any and all bids, and/or parts of the
bid determined to be in the best interest of the Pennsboro Board of Park Commission. 4-7-3tchO