Project Information

Bid Title

5848 City Hall Grounds Maintenance

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Jan 2, 2026

Closing Date

Jan 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

5848

Original Source

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Bid Documents

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Project Description

Bid Number:	5848
Bid Title:	5848 City Hall Grounds Maintenance
Category:	*Current Bids & RFPs
Status:	Open

Description: The City of New Rochelle is requesting bids for Grounds Maintenance Services at City Hall, 515 North Ave., Police /Court Facility, 475 North Ave. New Rochelle, NY and at vacant lot at Corner of Manor Place and Beaufort Place as specified herein. Publication Date/Time: 1/2/2026 10:00 AM Closing Date/Time: 1/21/2026 3:00 PM Related Documents: 5848 City Hall Grounds Maintenace 5848 map

Attachment Preview

Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Adam Ross

Deputy Commissioner

City of New Rochelle

New York

Karin Conca

Purchasing Specialist

To: All Prospective Bidders

For

City Hall Grounds Maintenance

Respond to: City of New Rochelle

Purchasing Office

515 North Ave.

New Rochelle, N.Y. 10801

BID SPEC No. 5848

DATE SENT: 01/02/2026

DATE DUE: 01/21/2026

NOTE: Bids are due by 3:00 p.m.

No late bids will be accepted!

INSTRUCTION FOR RESPONDING TO THIS REQUEST

1. Vendors interested in bidding on the referenced items should read the entire document. The

vendor must complete all sections of this document including the VENDOR DATA SECTION

and sign where indicated. Your signature identifies your acceptance of all terms and conditions

herein.

2. All vendors must fill in the prices being requested in the places and formats indicated. All blank

spaces in said bid shall be filled in and no changes shall be made in the phraseology, or in the

items, terms and conditions contained therein.

3. Completed bids should be sent to the address identified at the top of this page.

4. Please indicated the bid specification number and due date on the outside of your submitted bid.

5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal

Employment Agreement and encourages all minorities to submit bids. Firms qualified and certified

as Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly

encouraged to submit bids.

1

Instructions, Terms and Conditions, Spec. #5848

Submission of Bids

Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number and due date and addressed to City of

New Rochelle, Department of Finance-Purchasing Office, City Hall, New Rochelle, New York 10801. All bids must be properly signed

and received by the time and date specified in order to be valid.

Award of Bids

Awards will be made, if at all, to the "lowest responsible bidder" meeting the specifications. The City reserves the right to reject any

and all bids or portion thereof, or any bids that are vague, incomplete or indefinite.

Withdrawal of Bids

The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full force and effect until the bid proposals

received by the City are either accepted or rejected. Proposals may be withdrawn at any time prior to the bid opening.

Bid Deposits

Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A successful bidder's deposit will be

returned after a written contract has been executed, or after a performance bond, if required, has been accepted by the City.

Bid Format

Bidders are advised to become familiar with all conditions, instructions and specifications governing this bid. Once the award has been

made, failure to have read all the conditions, instructions and specifications shall not be cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed and dated. In the

event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions will be allowed with regard to

errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of these taxes when bidding

or invoicing. Exemption certificates will be furnished upon request.

Payment Terms

The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material; whichever is later, unless alternate

terms are indicated on the bid.

Collusion Clause

By submission of this bid, each bidder and each person signing on behalf of any bidder certified, and in the case of a joint bid, each

party thereto as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

A. the prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose

of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and

B. unless otherwise requires by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder

prior to the opening, directly or indirectly, to any other bidder or to any competitor; and

C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to

submit a bid for the purpose of restricting competition.

The bidder certifies that this bid is made without any connection with any other person making a bid for the same purpose, and is in all

respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable

in whole or in part from the city treasury is directly or indirectly interested therein, or in supplies materials and equipment to which it

relates, or in any portion of the profits thereof.

The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and encourages all

minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women Business Enterprises

(WBE) are strongly encouraged to submit bids.

2

STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

It is the intent of the City of New Rochelle to afford all suppliers an equal opportunity to bid on all

commodities, operating supplies, equipment and/or services as listed in this specification.

In the event your firm declines to bid, kindly advise the City of New Rochelle Purchasing Department

to that effect by completing and returning this document.

City of New Rochelle Purchasing Department,

We, the undersigned, have declined to bid on your Request for Quotation/Proposal

Specification No. 5848 for Grounds Maintenance for the following reasons:

_____We do not offer this product/service

_____We are unable to supply the product/service at this time

_____We are unable to meet the specifications

_____We are unable to meet the bond requirements

_____Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from the

list of qualified bidders for the City of New Rochelle.

COMPANY NAME:

ADDRESS:

TELEPHONE #:

EMAIL ADDRESS:

3

REQUEST FOR BID

SPEC. #5848

The City of New Rochelle is requesting bids for Grounds Maintenance Services at City Hall, 515 North

Ave., Police /Court Facility, 475 North Ave. New Rochelle, NY and at vacant lot at Corner of Manor Place

and Beaufort Place as specified herein. Site Map is provided for your information.

Services indicated herein are expected to commence each spring as weather permits. Services are to be

provided thru the end of November each year, weather permitting.

We have indicated herein our required services to be included in your bid response. Interested bidders are

invited to a site tour on November 16, 2021. Bidders shall meet at the entrance to City Hall off of the

Parking Lot at 10 am.

TERM OF CONTRACT

The contract shall be awarded for a term of one (1) year with an option to renew the agreement for four

(4) additional years, in one (1) year intervals, upon mutual consent.

There will be a 60-day probation period at the end of which time the City may cancel the agreement due

to poor performance as may be documented. If the agreement is so then cancelled within the 60-day

period, the City will offer the work to the next responsible and responsive proposer of this RFB and another

60 day probation period will ensue.

PAYMENT FOR WORK PERFORMED

Payment will be made on a monthly basis throughout the life of the contract for services in accordance

with the price schedule submitted by the successful bidder. Monthly invoice must be submitted within 10

days of completion of month.

The vendor shall be paid upon submission of invoice, which clearly indicates the services rendered,

accompanied by a signed work order. Based upon vendor’s schedule, a city employee will be designated

as the responsible person to sign work orders. Failure to obtain signature will prevent payment processing.

The City is moving towards checkless payments via ACH. Authorized ACH paperwork will be provided

to the awarded bidder.

CITY CONTACT PERSON

Interested bidders shall contact Brian Bracey, Maintenance Supervisor, at 914-654-2316 to arrange

participation in site inspection.

BID DEPOSIT

A good faith bid deposit by certified check or money order in an amount equivalent to five (5) percent

of the total bid is required with your proposal.

SERVICE LOCATIONS

The locations requiring service from this contract are identified as Area “A”, “B” and “C” as follows:

Area “A”: City Hall Complex Grounds

Area “B”: Police/ Court Facility

Area “C”: Corner Lot located at Manor Place and Beaufort Place

.

Be advised that grass cutting/mulching at Areas A & C must be serviced either on Saturday or after

4:30pm Monday thru Friday (except during council meetings or scheduled events).

SCOPE OF WORK

The agreement from this RFB will include all services including the furnishing of all materials, equipment,

transportation, labor, debris removal and incidentals thereto for the completion of the services as stated herein.

Blowers must be electric ONLY..

All grounds maintenance service must be performed in accordance with all Federal, State, Local and OSHA

rules and regulations presently established or which may be established during the term of this contract award.

Grounds maintenance to be performed during the hours and days as set forth by the Public Works Department

as follows:

i. Grass mulching on Saturday or weekdays after 4:30pm (except during Council Meetings or other

scheduled events (weather permitting) or next available clear day, early AM (prior to cars being parked

which is usually prior to 8 am Mon-Fri).

ii. All work to be performed in accordance with all ordinances, including, but not limited to,

noise regulations.

All debris and debris removal shall be the responsibility of the contractor. Debris from the spring cleanup

shall be dumped at the City’s Transfer Station on Beechwood Ave. and any debris from fall limb collection(s)

will be picked up by the City providing that the contractor piles said debris in designated locations and

coordinates the removal through the Department of Public Works.

At least the following services will be required as specified below and shall be quoted as outlined on Cost

Summary page.

Part I: April Spring Cleanup

Spring Cleanup to Areas “A”, “B” and “C” must include the following:

General clean-up of City Hall Complex – including removal of debris in and around bushes and beds.

• Spot seeding as required

• Edging all walkways and beds

• Cultivating all areas as required

• Grass mulching as required

Part II: May through November Services to Areas “A” and “B”

Provide the following service to Areas “A” and “B”

• Weekly grass mulching

• Weekly edging of sidewalks, curbs, posts and flowerbeds

• Weekly weeding around building and plant beds

• Periodic trimming of lower evergreens and shrubs performed on an as needed basis, not less then

one time per year, at the proper time and season

• Weekly leaf mulching in the fall as required

• Clean all walkways, steps, driveways and all other areas of grass clipping, leaves and debris

\

Commodity Codes

• NAICS 561730Landscaping Services

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