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:
– Mowing in all areas that of the park that are
currently/have been mowed or in need of being mowed.
– Mowing around all structures.
– Trimming in all areas that are currently/have been
trimmed or in need of being trimmed.
-Trimming around all structures
-Trimming around lake as needed
– Blowing all debris off all sidewalks as a result of
mowing or trimming
– Blowing all debris off all buildings as a result of mowing
or trimming
– Fallen trees and branches cleared in a timely manner.
– Keep culverts clear of debris
Maintenance Dates:
May- September: Mowing/Trimming – Once every 2
weeks as weather permits.
October: Mowing/Trimming – Once as weather permits
May – April: Fallen trees/branches as needed
May – April: Culverts 1x per month or as needed
CONTRACT 2: Facilities Maintenance
Duties:
– Pickup all trash
– Empty Trashcans and replace trash bags
– Bathroom maintenance/cleaning
– Lake Docks inspections and repairs
– Shelter inspection and repairs
– Playground inspection and repairs
– Shooting Range upkeep
– Target inspection and replacement (target
supplies provided by Pennsboro Board of Park
Commission)
– Bullet Trap inspection and replacement
Maintenance Dates:
May- September: Bathrooms – Weekly
October – April: Bathrooms – As needed and weather
permitting.
May – September: Trash pickup and Shooting Range
upkeep – 2x per week
October – April: Trash pickup and Shooting Range
upkeep – As needed and weather permitting
May – April: Inspections – No less then 1x per month.
Repairs as discovered or reported.
Contract 3: Dam Maintenance
Duties
– Investigate the cause and fill the animal burrows/sink
holes on the upstream slop near the shoreline
– Remove the aquatic vegetation from the shoreline of
the upstream slope
– Remove any trees and woody growth within 25 feet of
the footprint of the dam structure
– Remove debris from the trash rack of the riser
structure
– Remove debris from the shoreline of the upstream
structure
– Paint all exposed metal on the riser structure
– Clear the vegetative growth and sediment from the
filter drain outlet pipes
– Remove sediment from the downstream channel
– Seed and mulch bare areas on dam structure
– Wave protection on shoreline of upstream slope
– Create positive drainage on the bench of the
downstream slope
Maintenance Dates
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.
Pennsboro Board of Park Commission
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