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Request for Bids 2024 Cemetery and Property Maintenance

Posted on: February 13, 2024 - 2:20pm

 

 

Town of Newbury, NH

Request for Bids

2024 Cemetery and Property Maintenance

 

The town of Newbury is accepting bids for the mowing and maintenance of town properties and cemeteries for 2024. The town is also accepting bids for mowing and maintenance of Fishersfield. Please send in two bids if interested, one that includes Fishersfield and one without. Specifications may be picked up at the Newbury Town Office, 937 Route 103, Newbury, NH 03255 or on the Newbury website, www.newburynh.org.

 

All bids must be received by Friday, March 29, 2024, at 12:00 p.m. in a sealed envelope marked “CEMETERY/PROPERTY MAINTENANCE BID”.

 

The Selectboard reserves the right to accept or reject any and allbids and award the bid in the best interest of the town of

TOWN OF NEWBURY, NH

2024 CEMETERY & PROPERTY MAINTENACE SPECIFICATIONS

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Responsibilities

Perform cleanup once in spring and once in fall. Mow and trim once every ten (10) days in April and August through October, and every seven (7) days in May through July at the following properties:

Town Properties:

Town Office

Veterans Hall

Police Station

Fire Station

Caboose and Information Booth 

Library

Playground

Beach & Gazebo

South Newbury Buildings

Hearse House

 

Perform cleanup once in spring and once in fall. Mow and trim once every fourteen (14) days in April and July through October, and every seven (7) days in May and June at the following properties:

Cemeteries:

Booth Sherman Cemetery (Corner of South Road and Pleasant View Road)

Chandler Cemetery (At Mount Sunapee Traffic Circle)

Lakeside Cemetery (Route 103A)

Marshall Cemetery (Newell Road)

South Newbury Cemetery (Village Road)

 

Perform cleanup once in spring and once in fall. Mow and trim twice a year, the following properties:

Other Cemeteries:

Baker Hill Cemetery (Baker Hill Road)

Bean Cemetery (Stoney Brook Road)

Bly Hill Cemetery (Old Province Road)

Gillingham Cemetery (Gillingham Drive)

Twiss Cemetery (Old Post Road)

 

Spring Cleanup

All lawns will be raked to include all grassed areas; all lawn edges will be raked free of sand; and all leaves, branches, and debris will be removed.

 

Fall Cleanup

All leaves will be picked up and removed; all dead flowers will be removed; and all sticks and branches will be removed.

 

 

Mowing

Trash and branches will be picked up before each mowing and all trimming shall be done at the same time that the properties and cemeteries are mowed.

 

Additional Work

Additional work may be available during the maintenance season on an as needed basis,  and the cost of performing this work shall be agreed to in writing prior to work being commenced.

 

Definitions That Apply to These Specifications

​Spring, Fall and Cleanup and Maintenance

Spring cleanup will provide for the removal of leaves, stones, branches, damage from winter plowing and any other material not consistent with good lawn care and shall include the property interior to the stone walls and fences and exterior along stone walls and fences and along roadways. Spring cleanup shall also include removal and disposal of all trash, de-thatch,and removal of thatch, maintaining a minimum distance of five feet cleared of all brush, vines, etc. Spring cleanup for all municipal properties shall be completed prior to Memorial Day.  Fall cleanup for all municipal properties shall be completed no later than November 14th of each year, and started no sooner than October 17th of each year.

 

Fall cleanup shall consist of the removal of leaves, stones, branches, and any other material not consistent with good lawn care.

 

Brush and Hedge Maintenance

Brush, bushes and hedges growing next to walls and fences, shall be cut and/or trimmed in accord with best landscaping practices. Suckers of shoots from the base of established trees shall be neatly cut back and not be broken off.

 

Removal of Debris

Any and all lawn care and maintenance debris shall be removed from the site of the maintenance and disposed of properly at a location such as the Newbury Transfer Station. Such site shall be approved of ahead of time with the town and operators of the transfer station.

 

References

Bidders must provide names and telephone numbers of at least three (3) clients.

 

Insurance

The Contractor shall enclose with their bid a complete and current certificate of insurance naming the town of Newbury, NH as a certificate holder, with limits of coverage at a minimum of general liability - $1,000,000; automobile liability – combined single loss limit (CSL) of $1,000,000 and evidence of worker’s compensation coverage. Evidence of coverage shall also be enclosed for all subcontractors.

 

 

Term of Contract

The contract will be valid for one year with an option to renew for two (2) additional years at the town’s discretion, contingent upon approval of funding each fiscal year at the Annual Town Meeting. Contract can be broken with a thirty (30) day written notice from either party.  Notice of termination must be sent by certified mail.

 

Payment Schedule and Report of Work Performed

For the purpose of payment and the monitoring of work performed, the Contractor shall submit a work report to the town office monthly. Cuttings and cleanings will be spot checked by the Cemetery Trustees and the Town Administrator or their designee and the Contractor will be promptly notified of any potential discrepancy and will be expected to remedy same immediately or the total charges on the report will be reduced appropriately.  The Contractor shall also report any damage to any monument or grounds during the reported cutting or cleaning that is caused by the Contractor. Payment will be monthly, right after the first of the month. There will be 6 payments. The last payment in each year will be held until successful completion of fall cleanup.  

 

The Selectboard reserves the right to accept or reject any and all bids in the best interest of the town of Newbury.