Project Information

Bid Title

RFQ26010 - Mowing Services

Issuing Agency

East Tennessee State University

Location

Tennessee

Published Date

Mar 4, 2026

Closing Date

Mar 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFQ26010 - Mowing Services

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East Tennessee State University -

Request for Quotation

Facilities Management: ETSU Innovation Lab and Johnson City Community

Health Clinic Mowing Services

ETSU RFQ #:

26010

Proposal Due

Date/Time:

March 24, 2025

2:00 p.m. EST

Contact:

Chloe Erwin at erwincg@etsu.edu

Procurement & Contract Services

PO Box 70729

1276 Gilbreath Drive B-16

Johnson City, TN 37614

(423) 439-4668

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East Tennessee State University

Procurement & Contract Service

PO Box 70729

1276 Gilbreath Drive

Burgin Dossett Hall B-16

Johnson City, TN 37614

EAST TENNESSEE STATE UNIVERSITY

REQUEST FOR QUOTATION

Bid No.:

Date:

Issued by:

RFQ 26010

March 4, 2026

Facilities Management

Bid subject to the Standard Bid Terms & Conditions available at

https://www.etsu.edu/bf/procurement/purchasing/vendor_information.php

& ETSU Board of Trustees, General Purchasing, Receipt of Materials, & Payment of Invoices at

https://www.etsu.edu/bf/fp.php

Bids must be received by: Date/Time: March 24, 2025 by 2:00 PM EST

Attn: Chloe Erwin, Procurement Specialist

423-439-6890 / erwincg@etsu.edu

Unless otherwise requested, quote on each item separately. Provide unit prices. If unable to furnish items as specified, submit sample

and/or complete descriptive specifications of substitute offered as equal or better. East Tennessee State University is exempt from

state, federal, and local taxes; do not include taxes in quotation. Quote F.O.B., East Tennessee State University, Johnson City,

Tennessee. Minimum terms: Net 30 days. Prepayment, deposits or COD not allowed. Progress payments may apply if approved by

Facilities Management. Bid pricing remains in effect for 120 days. Bid Protest - Procedures for protesting bid results are found at:

https://www.etsu.edu/bf/procurement/purchasing/vendor_information.php. Quotation must be typewritten or in ink & is to be a

sealed bid.

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Scope/Purpose of Bid:

East Tennessee State University Facilities Management is seeking bids for Mowing Services at the following locations:

ETSU Innovation Lab (2109 West Market Street, Johnson City, TN 37604) and Johnson City Community Health Clinic

(2151 Century Lane, Johnson City, TN 37604).

The dates of service will be year-long (12 months). Mowing will take place from April to November, but other services will

be needed throughout the year. ETSU will issue a purchase order each year to the winning bidder for each site upon

receiving the bids. Please bid each site separately. This will be a multi-year (3 year) bid. The scope of services is listed

below for each site. The direction of work will be provided by ETSU.

ETSU Innovation Lab, 2109 West Market Street, Johnson City, TN 37604

- Weekly Mowing of primary lawn April 1 – November 30

- Monthly Mowing of secondary lawn, April through October. See Map for detail.

- Weed Control of all landscape beds, mulched/rock areas, and parking lots. All areas will be maintained in a weed

free state throughout the year.

- Mulch landscape/flower beds once per year (3x)

- Weekly Litter and Debris pick up. Removal of all loose trash and any limbs, sticks, or debris lying on grounds.

Remove litter before mowing the lawns. It is the responsibility of the vendor to dispose of debris and litter.

Johnson City Community Health Clinic, 2151 Century Lane, Johnson City, TN 37604

- Weekly Mowing of lawns April - November

- Retention Area to be mowed monthly.

- Century Ln. entrance fence and sidewalk to be maintained (mowing and weed eating on both sides of fence and

sidewalk)

- Weed control of all landscape beds, mulched/rock areas, and parking lots. All areas will be maintained in a weed

free state throughout the year.

- Mulch landscape/flower beds (1x/year)

- Blow all hard surfaces after mowing each week

- Weekly Litter and Debris pick up. Removal of all loose trash and any limbs, sticks, or debris lying on grounds.

Remove litter before mowing the lawns. It is the responsibility of the vendor to dispose of the debris and litter.

- Pruning – all trees and shrubs to be pruned on a regular schedule, per industry standards (see below)

- Fence Line Maintenance

Definition of Services

1. Mowing

a. Turf areas will be mowed on a weekly basis during mowing season.

b. Turf will be mowed at 3 inches.

c. Care should be taken to avoid damaging plantings, building siding, signage, etc.

d. All trash and debris will be removed from the turf prior to mowing.

e. All sidewalk, curb and planting beds shall be edged and trimmed once per week during mowing season.

f. Grass clippings will be removed from all hard surface areas

2. Weed Control – Parking Lots, Flower beds and shrub beds will be maintained in a weed free state throughout the

contract.

3. Leaf removal – Leaf removal will be completed on a weekly basis in the fall with the final clean up by December

1st.

4. Mulching – All Planting beds and trees will be mulched using double ground, high quality weed free mulch or

equal with ETSU approval. Mulch depth will be 3 inches.

5. Pruning

a. Shrubs

- All shrubs shall be pruned twice per growing season using industry best practices to maintain

plant health, natural form, and intended size.

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- Shearing shall be limited to formal hedges only; selective hand pruning shall be used for all

other shrubs.

- Shrubs shall not be reduced by more than 25% of live growth per pruning cycle unless

otherwise approved by the ETSU representative.

b. Trees

- All tree pruning shall conform to ANSI A300 standards and current ISA Best Management

Practices.

- Pruning shall include the removal of dead, dying, diseased, crossing, rubbing, or

hazardous branches.

- Tree topping, lion-tailing, and excessive canopy thinning are strictly prohibited.

- No more than 25% of the live canopy shall be removed in a single pruning event unless

approved in writing by the ETSU representative.

c. Clearance & Visibility

- Trees and shrubs shall be pruned to maintain safe and clear passage for pedestrians, mowers,

and vehicles.

- Minimum clearances shall be:

1. 8 feet above sidewalks and pedestrian areas

2. 14 feet above roadways and drive lanes

- Plants shall be pruned to maintain clear sightlines along sidewalks, entrances, signage, and

intersections.

- Final shrub heights in visibility areas shall be determined by the ETSU representative.

d. Debris Removal

- All pruning debris shall be removed from the site the same day and disposed of properly at

the contractor’s expense.

- Work areas shall be left clean and free of branches, leaves, and wood debris.

e. General

- All cuts shall be clean and made at proper locations to promote healing.

- Pruning shall not damage adjacent plants, turf, irrigation systems, structures, or hardscapes.

6. Fence Line Maintenance – Maintain fence lines to prevent the encroachment of woody plants, vines, and weeds

onto the fencing.

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All questions concerning this bid must be directed to Chloe Erwin at erwincg@etsu.edu. Deadline for

questions/comments is at 2:00 p.m on March 13, 2025. Reply to questions will be sent to all bidders by email from

Chloe Erwin at erwincg@etsu.edu.

Do not contact Facilities Management directly with questions/comments.

This Request for Quotation is to establish a contract to provide mowing services at ETSU’s Innovation Lab and Johnson

City Community Health Clinic. This contract is for up to 2 additional years of renewal per year (Contingent on Satisfaction

from both parties).

Invoices documenting completed work should be turned into Facilities monthly. Payment for work not completed is not

allowed. The purchase order number is to be included on all invoices.

The attached Cost Sheet on page 7 and the Response Sheet on page 13 must be used for the bid response.

NOTE: Include any required documents in your bid response such as evidence of insurance, proof of TN business license, etc.

Required documents not included in the bid will cause the bid to be rejected. RFQ 26010 ETSU Mowing Services must be on the

outside of the bid response envelope.

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Commodity Codes

• NAICS 561730Landscaping Services

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