Project Information

Bid Title

Mowing Contract

Issuing Agency

City of Webster Groves

Location

Missouri

Published Date

Dec 15, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Mowing Contract
Category:	RFP
Status:	Open

Description: The City of Webster Groves is accepting sealed bids from qualified contractors to mow properties in Webster Groves parks, greenspaces, and right-of-way. Contract Mowing 7-Day Cycle for 22 Weeks: MEMORIAL PARK: EXCL. BALLFIELDS (4.81 ACRES) LOCKWOOD MEDIAN (1.7 ACRES) I-44 AND ELM INTERCHANGE (6.7 ACRES) RUHE PARK (.062 ACRES) BLACKBURN PARK: EXCL. BALLFIELDS, WOODS & BIRD SANCTUARY (18.5 ACRES) W KIRKHAM AVE (.469 ACRES) KIRKHAM AVE & MARSHALL (1.36 ACRES) DEER CREEK PARK (3.22 ACRES) SOUTHWEST PARK (10.6 ACRES) LARSON PARK (7.5 ACRES) LOCKWOOD PARK (1.01 ACRES) IVORY CROCKETT PARK (4.23 ACRES) FIREHOUSE #2 (.29 ACRES) CITY HALL (.328 ACRES) Maps available upon request. Email Park Superintendent at For security reasons, you must enable JavaScript to view this E-mail address.. Sealed bids will be accepted until Wednesday, January 7, 2026, by 10 a.m. Bids should be submitted to: Stephanie Morello, City of Webster Groves #4 E Lockwood, Webster Groves, MO 63119. Anticipated Timeline RFP Advertised - December 15, 2025 Bids Due - January 7, 2026 by 10 a.m. Recommendation to Council - January 20, 2026 Contract Awarded - January 26, 2026 Contract Begins - April 13, 2026 Publication Date/Time: 12/15/2025 8:00 AM Closing Date/Time: 1/7/2026 10:00 AM Contact Person: Yvonne Steingruby Park Superintendent steingrubyy@webstergroves.org Qualifications: Contractor must have a minimum of five years’ experience in mowing maintenance with the capability of providing support for disease and pest control. Three references of similar commercial contracts should be provided along with a list of equipment and personnel. Related Documents: Mowing RFP 2025

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DEPARTMENT OF PARKS AND RECREATION

REQUEST FOR PROPOSAL

MOWING CONTRACT

1.1 REQUEST FOR PROPOSAL

The City of Webster Groves is accepting sealed bids from qualified contractors to mow properties in

Webster Groves City parks, greenspaces, and right-of-way as specified in these bid documents.

Sealed bids will be accepted until Wednesday, January 7, 2026, by 10 a.m. Bids should be submitted

to:

Stephanie Morello

City of Webster Groves

#4 E Lockwood, Webster Groves, MO 63119

Bids may be delivered in person, by carrier, or by mail to address above. It is the sole responsibility of

the contractor to see that his/her bid is received in proper time. No late bids will be considered. Bids may

be awarded in part or in whole.

Anticipated Timeline

RFP Advertised

Bids Due

Recommendation to Council

Contract Awarded

Contract Begins

December 15, 2025

January 7, 2026, by 10 a.m.

January 20, 2026

January 26, 2026

April 13, 2026

The City of Webster Groves reserves the right to reject any and all bids and waive any informality. The City

of Webster Groves also reserves the right to select the lowest and/or best bidder as determined by the City

in its sole discretion.

Questions regarding the bid request should be made by e-mail to Park Superintendent, Yvonne

Steingruby, steingrubyy@webstergroves.org

1.2

1.2.1

INSTRUCTIONS TO BIDDERS - PLEASE READ ALL INSTRUCTIONS CAREFULLY.

Bid Procedure. Attach completed Bid Form (the “Bid”) and include all information set forth herein

pertaining to the Mowing Request for Proposal. Failure to do so will result in the disqualification of

the bid.

1.2.2 The Contractor represents, warrants and covenants that (s)he has carefully examined the

specifications and all provisions contained in the Request for Bids relating to items to be furnished,

and understands the meaning, content, and requirements of and agrees to the same.

1.2.3 The bid must be signed, on company letterhead, sealed, plainly marked: “City of Webster Groves

Mowing Proposal 2026,” and delivered to the City of Webster Groves, Attention: Stephanie Morello

Purchasing Coordinator, #4 E Lockwood, Webster Groves, MO 63119.

1.2.4 Bid must be delivered by Wednesday, January 7, 2026, by 10 a.m. No faxed or verbal bids will be

accepted. Contractors are responsible for the timely delivery of bid packages. A postage meter

mark is not sufficient evidence of mailing any bid package.

1.2.5 Bids may be withdrawn by notifying the City in writing prior to the submission deadline.

1.2.6 Upon award Contractor must provide a 100% performance bond on the primary bid.

1.3.1 Bid Contents and Format. Each Bidder must submit, as a part of its Bid, a written statement

covering the following information:

1.3.2 Letter of introduction from Contractor accepting the terms outlined in the RFP.

1.3.3 History, experience and qualifications of the Bidder. Include any special qualifications or

experience that may be pertinent.

1.3.4

List of at least three (3) past references of Contractor’s jobs, complete with names, addresses and

telephone numbers of representatives to contact. This list should include local (St. Louis Area)

agencies with like-sized projects, who have purchased similar products and services. Please

ensure that a current contact is available for each reference. The City of Webster Groves may be

making site visits to assist in evaluation of mowing work and service.

1.3.5 Bid forms must be filled out in their entirety. If not otherwise completed, all blanks must be marked

with “N/A.” Any portion marked “N/A” will be considered a “NO BID” for that portion of the scope,

however, any portions completed will be considered separately.

1.3.6 Warranty (product and workmanship) information must be included in the bid.

1.3.7 There is a base (primary) bid, with no Alternates.

1.4 Requirements.

1.4.1 Bid form must be returned along with the required information noted above. Copies of the bid form

may be made if placing bids for alternative work suggestions.

1.4.2 Bidder must guarantee commencement of the mowing contract by April 13 2026. Liquidated

damages in the amount of $500 per day will be assessed for every day beyond April 20, 2026.

Exception may be made for delays out of Bidder’s control, as agreed to between the Contractor

and the Parks and Recreation Director.

1.4.3 Bid should include all equipment, fuel, and labor expenses.

1.4.4 Prices quoted are to be firm and final, and prices shall be stated in line items of quantity specified

in Exhibit 2 of the Bid package. Any and all discounts for which the City of Webster Groves qualifies

should be applied and included in the bid.

1.4.5 Payment will be made through normal purchase order and monthly invoice procedures.

1.4.6 Contractor will supply, upon request, a current financial statement.

1.4.7

Each bid shall be submitted on the attached form, complete with the full name of the company

submitting the proposal. The proposal shall be signed by an authorized agent or officer of the

company, stating his/her title, along with the complete mailing address, telephone number and e-

mail address stated.

1.5 Bidder’s Declaration. The Contractor will not be permitted to use, to its advantage, any omission

or error in the Request for Bids, the specifications, requirements, or the contract documents, and

the City reserves the right to issue corrections for such error or omission. All Contractors submitting

Bids must submit the Bidders Declaration (the “Bidders Declaration”), which is part of the Bid Form,

a copy of which is attached. The Bidder’s Declaration states that (s)he has examined the

information, is familiar with the requirements as to equipment, supplies, and labor of such

undertaking; and the (s)he has carefully prepared, examined, and checked the Bid to ascertain that

no mistake or error is contained in the Bid; and that (s)he will make no claim for correction or

modification after the receipt of the bids.

1.6 Deviations. No specifications should be construed as representing any particular brand of product

or process. Bidders should propose to furnish that which comes closest to meeting the details of

the specifications. Where deviations from the specifications are necessary, bidder must specify

such deviation in the Bidder’s Response Form, stating why the product/process (s)he proposes will

render equivalent reliability or performance. If there is insufficient room for detailing deviation,

please indicate “See deviation” and attach, clearly indicating the bullet number on any such

attachments. Failure to detail all such deviations will provide a basis for rejection of the entire

proposal. Substantial deviations will not be considered.

1.7 Addendum: Any correction or additional interpretation of this RFP will be made by addendum

mailed or e-mailed to each recipient of this RFP for which we have business cards and will be

posted on the City web site www.webstergroves.org/bids. Those potential bidders, for which the

City has no contact information, will be responsible to apprise themselves of any changes or

additions to the RFP. The City of Webster Groves Parks and Recreation Department will not be

responsible for any other misinterpretation. Responses to questions of RFP interpretation may be

made known to all prospective Bidders if the lack of such information would be prejudicial to

uninformed Bidders.

1.8 Bid Valid for 6 Months. No bid may be withdrawn for a period of six (6) months following the date

specified for receipt of the bids.

1.9 All or Part. Contractors must bid on all work listed in the bid proposal. The City of Webster Groves

reserves the right to award the bid in part or in whole, with alternates added as funds allow, and as

is found to be in the best interest of the City.

1.10 Right to Reject Bids. The City reserves the right to reject any or all Bids and to waive any

informalities in the Bid or bid process and to accept the Bid that, in the sole judgment of the City,

will be in the best interest and/or most advantageous to the City and the citizens to be served.

2

GENERAL TERMS AND CONDITIONS

2.1 Tax Exemption. The City of Webster Groves is exempt from all sales tax. Exemption certificates

will be furnished upon request. In billing to the City, the City represents that it qualifies for the sales

tax exemption for local government under Missouri State Tax Law. Therefore, no sales tax applies

to any Contractor’s invoice.

Insurance

2.2.1

General. The Contractor shall respond to these specifications as an independent contractor and

not as an employee of the City of Webster Groves. An original Certificate of Insurance from the

company of record must be furnished to the City and provide that the City of Webster Groves is an

“Additional Insured.” The Contractor must obtain and maintain, at its sole expense, insurance of

the type and minimum amounts stated below. This requirement of insurance does not limit the

Contractor’s liability in any manner. This insurance coverage shall not be amended or cancelled

without prior written notification to and written approval from the City of Webster Groves.

2.2.2

Worker’s Compensation Insurance. The Contractor shall procure and shall maintain Worker’s

Compensation Insurance for all of its employees to be engaged and perform work, and in case

such work is sublet, the Contractor shall require the subcontractor similarly to provide Worker’s

Compensation Insurance for all such employees to be engaged by the Contractor for such work

unless such employees are covered by the protection afforded by the Contractor’s Worker’s

Compensation Insurance. In the event any class of employees engaged in hazardous work is not

protected under the Worker’s Compensation statute, the Contractor shall provide and shall cause

such subcontractor to provide adequate Employer’s Liability insurance for the protection of its

employees not otherwise protected.

2.2.3

Comprehensive General Liability Insurance. The Contractor shall carry public and property

damage insurance which shall include bodily injury and accidental death to any person and

subject at the minimum limits set forth below:

Public Liability

$1,000,000 per person $3,000,000 per occurrence

Property Damage

$1,000,000 per person $3,000,000 aggregate

2.2.4

Comprehensive Automobile Liability Insurance. The Contractor shall maintain Comprehensive

Automobile Liability Insurance Coverage in the amounts not less than the minimum limits set forth

below:

Bodily Injury, including Death $1,000,000 per person

Property Damage

$1,000,000 per accident

2.2.5 Owner’s Protective Insurance. The Contractor shall obtain and maintain an owner’s protective

insurance policy with the City of Webster Groves named as an “Additional Insured” with liability

limits not less than the minimum limits set forth below:

Bodily Injury, including Death $1,000,000 per person

$2,000,000per occurrence

Property Damag

$1,000,000 per occurrence $2,000,000 aggregate

2.2.6

Indemnification - The Contractor covenants and agrees to release the City and any municipal

partners from any and all liabilities of any kind or nature in which the rights, cause of action, or

claim of any kind or nature whatsoever may hereafter accrue to the Contractor, its employees or

agents, by virtue of the Agreement between the Contractor and the City. The Contractor further

covenants and agrees to indemnify and hold the City harmless from any and all claims, rights or

causes of actions or damages of every kind and nature whatsoever which may arise as a result of

the Agreement between the City and the Contractor; and the Contractor shall defend or pay the

cost of defense of the City arising by virtue of any claim or cause of action for damages. The

Contractor agrees to pay any and all amounts which the City may be required to pay for damages

or amounts which the City may be required to pay for damages or compensation connected with

any claim arising by virtue of the Agreement between the Contractor and the City. The Contractor

further agrees to furnish a Certificate of Insurance to the City, designating the City as “Additional

Insured” under its terms so as to indemnify the City from any liability the Contractor has agreed to

hold the City harmless as set forth herein.

2.2.7 Delivery. Contractors shall coordinate mowing service dates and times with the City of Webster

Groves staff.

3

3.1.1

Contract

Duration of the contract. The duration of the contract shall run from April 13, 2026 through

September 14, 2026. The City shall have the right, at its sole option, to institute three (3) - one (1)

year options to renew running approximately from April 13, 2027 through September 14, 2027 and

April 13, 2028 through September 14, 2028, and April 13, 2029 through September 14, 2029.

Renewal will be based upon performance during the previous year. The City of Webster Groves

reserves the right to negotiate an increase to the overall contract cost, not to exceed 5% and not

to be instituted prior to April 13, 2027, April 13, 2028, or April 13, 2029 accordingly. Contracts

would terminate each year in September, on the day designated by each individual year’s contract.

3.2.1 Penalties and Termination of Contract: In the event the Contractor fails or

refuses to deliver or provide the supplies, materials, equipment or services within the times(s)

specified herein, or fails or refuses to comply with any requirement of the General Provisions or

of the Specifications, the City of Webster Groves may serve notice in writing upon him of its

intention to purchase said supplies, or equipment or obtain said services from another source.

Such notice shall contain the reasons for the City’s intention to purchase services from another

source, and unless otherwise stated within ten (10) days after the servicing of such notice.

Contractor shall make complete delivery and/or comply with all requirements of the specifications

and General Provision; said purchase will be made.

In the event any provision of the contract, including the General Provision and Specifications, is

violated, and the Contractor fails or refuses to comply after ten (10) days written notice is given by

the City, The City shall have the additional rights, without further notice, to cancel the contract

and /or declare such Contractor to be an irresponsible bidder, in which case no contract shall be

awarded him by the City for a period of at least three (3) years from the date of violation, and then

only after satisfactory evidence that he will comply with City Specification and contract provision.

3.2.1

Assignment of Contract: Neither the City nor the Contractor shall assign the contract without the

written consent of the other party: nor shall the Contractor assign any monies due or to become

due to him hereunder without the written consent of the council of the City of Webster Groves. The

contractor shall not engage or use the services of subcontractors in performing the contract unless

the contractor obtains prior approval from the City.

3.2.2 Subcontractors: The contractor shall not engage or use the services of subcontractors in

performing the contract unless the contractor obtains prior approval from the City.

3.3 Damages The contractor shall be held responsible for any damage, breakage and/or loss

of the City's signs, buildings, or vegetation (i.e. trees), or any loss incurred to adjacent

property, buildings, vegetation, vehicles, or fences through the negligence of the contractor or his/her

employees while working on the City's premises.

3.4 Measurements included herein are estimates. All measurements and calculations, for purposes of

bid preparation, are the responsibility of Contractor and shall include all areas outlined in Bid

Commodity Codes

• NAICS 561730Landscaping Services

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