Project Information

Bid Title

IFB S26008 Commercial Ground Maintenance Services

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Feb 20, 2026

Closing Date

Mar 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB S26008

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB S26008
Bid Title:	IFB S26008 Commercial Ground Maintenance Services
Category:	Procurement
Status:	Open

Description: Electronic bids are due by March 5, 2026 no later than 10:00 AM (Dayton Local Time) Publication Date/Time: 2/20/2026 4:22 PM Closing Date/Time: 3/5/2026 10:00 AM Related Documents: IFB S26008 Commercial Ground Maintenance Services Part I of II IFB S26008 Part II of II Pricing Sheet

Attachment Preview

AD # 2/20 & 2/24

C I T Y O F D A Y T O N, O H I O

INVITATION FOR BID

IFB No. S26008

Division of Procurement

Room 514, CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

Commercial Ground Maintenance Services Part I of II

For Further Information Contact:

Jason Schortgen, CPPB

Room 514, CITY HALL

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4034

Date February 20, 2026

Nicole Fox

Purchasing Agent

ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO

bids@daytonohio.gov NO LATER THAN: 10:00 A.M. local (Dayton OH) time on March 5, 2026.

User Agency: Various Departments and Divisions

Your electronic PDF bid is requested for the following: To establish a firm Price Agreement for

Commercial Ground Maintenance Services with firm pricing through December 31, 2026 with a possible

option to renew, at the City of Dayton’s discretion, firm pricing for three (3) additional 12-month periods from

January 1, 2027 through December 31, 2029.

For additional information on this IFB, please contact the Division of Procurement, Jason Schortgen at (937)

333-4034.

Mandatory Site Visit: 2800 Guthrie Rd., Da yton, OH 45417 in the Opera tions a nd Control Building – Tra ining Room from 1:30

– 3:30 PM on February 26, 2026. All locations will be visited after a short presentation.

A copy of this bid may be found on the City’s Website at: http://www.daytonohio.gov/bids.aspx

All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton,

please complete and submit your complete Vendor Application f orm. Forms must be on f ile with the City of Dayton

bef ore any Purchase Order or contract can be awarded with your company.

Forms can be f ound on the City of Dayton’s website at : http://www.daytonohio.gov/781/Doing-Business-Wi th-th e-

City-of -Dayton

Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in

“Subject” line. All supplemental documentation shall be included with the original.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy ofthe Bid Tabulationmay be obtained by contacting the Procurement office and will be available online once the award has been made.

All federal, state, and local laws regarding competitivebidding, anti-competitive practices, and conflict of interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57 -15847).

Multi-year orders are valid only if funds are available in succeeding years.

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand n ames on our

bid form are to establish quality levels and do not indicate preference.

The City of Dayton reserves the right to reject any or all bids,to waive any irregularities in a bid, or to accept the bid o r bids which in the judgment of

proper officials, is to the best interest of the City.

The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to quote, advise

to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.

BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W. Second

St., Suite 100, Dayton, Ohio 45402--Phone No.937-333-1403) must be on file with the City of Dayton before an order or contract can be issued.

Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26008

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

COMMERCIAL GROUND MAINTENANCE SERVICES

The City understands that every bidder receiving this bid package may not be able to bid on every section or even every item

within a section. Theref ore, the City asks that you bid on the items which you have available to you. The bid may be awarded to

multiple bidders based on best pricing f or the services outlined.

Part II of II

Part II of the Commercial Ground Maintenance Services bid must be completed electronically.

*** Please fill in Grey Shaded Areas Electronically on the Excel Spreadsheet labeled Part II. Please

save and submit Part II of II as an excel file.***

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED, AS NONE OTHER WILL BE ACCEPTED.

THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL ACCORDANCE WITH

THE CITY OF DAYTON SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED ABOVE.

"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City’s Revised Code of General

Ordinances Section 35.70 through 35.74 regarding Living Wages." [ ] YES

[ ] NO

All delivery costs are included in this quotation

regardless of F.O.B. designation.

Cash Discount Allowed:______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

____________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(Please Print or Type) Name and Title

Signature: ___________________________________________

Phone No.__________________/FED. ID#_________________

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Date: ___________

Buyer: Jason Schortgen Voice (937) 333-4034 I.F.B. No. S26008

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

BID DOCUMENT

All bid shall be submitted as PDF via electronic submission to bids@daytonohio.gov. The City’s email size can only accept

20meg limit f or incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should the bid

document be larger than this size your company will have to submit bid in several email documents. Should the bid be submitted

in multiple parts please designated in the “Subject”, your bid response as multiple “Parts”, i.e. IFB No. S26008 Part 1, IFB No.

S26008 Part 2, etc.

BID OPENING

Topic: IFB S26008 Bid Opening

Time: Mar 5, 2026 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://us02web.zoom.us/j/86822837976?pwd=1rDXNFxeByrH53RwsqbVwStE9asV5Y.1

Meeting ID: 868 2283 7976

Passcode: 838325

The City of Dayton is using P-Cards (Master Charge) f or many low dollar purchases based on any Price Agreement(s) in

ef f ect – please bid accordingly. Do you accept Master Charge Cards? YES [ ] NO [ ]

➢ Price to remain f irm f or the period through December 31, 2026?

Yes [ ] or No [ ] If no, f or how long? ______________.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions f or additional 12 -month period (f rom

January 1, 2027 through December 31, 2027) at the City’s sole discretion?

Yes [ ] or No [ ] If no, state maximum percent of increase ((based on pricing as of first year of bid)) to retain this option

is _________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed

justif ication of the requested increase.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions f or additional 12 -month period (f rom

January 1, 2028 through December 31, 2028) at the City’s sole discretion?

Yes [ ] or No [ ] If no, state maximum percent of increase ((based on pricing as of first year of bid)) to retain this option

is _________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed

justif ication of the requested increase.

➢ Option to renew any resulting price agreement at the same rates, terms, and conditions f or additional 12 -month period (f rom

January 1, 2029 through December 31, 2029) at the City’s sole discretion?

Yes [ ] or No [ ] If no, state maximum percent of increase ((based on pricing as of first year of bid)) to retain this option

is _________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed

justif ication of the requested increase.

CITY OF DAYTON

SPECIFICAT IONS

Water Reclamation Facility and Maintained Parcels

IFB S26008 Commercial Ground Maintenance Services

February 2026

Scope of Work

The successful bidder shall provide all labor, equipment, and materials necessary to perform routine grass

mowing and trimming at the Water Reclamation Facility, Broadway Pump Station, and other various sites.

Services shall include, but are not limited to:

• Mowing all grass areas as identified in the images

• Trimming around buildings, fencing, tanks, piping, and other obstructions

• Edging as necessary to maintain a neat appearance

• Removal or proper dispersal of grass clippings

• Maintaining safe conditions around facility infrastructure

• Removal and disposal of tree branches

Mowing frequency is anticipated to be [weekly/bi-weekly/as needed] during the growing season, approximately

[Mid-March through October], weather permitting.

Site Conditions and Access Requirements

The Water Reclamation Facility and the Broadway Pump Station are restricted facilities. All vendors must

comply with applicable safety requirements, access restrictions, and operational guidelines established by the

Department of Water.

A mandatory site visit is required for all bidders and will be scheduled and designated in the Invitation for

Bid. Failure to attend the mandatory site visit shall result in disqualification of the bid.

The vendor shall submit daily documentation (e.g., work orders or sign-off sheets) for all work performed. This

documentation shall be used by both the City and the vendor to verify work performed for billing purposes.

Prior to the start of each season, the Division of Water Reclamation and the vendor shall conduct a coordination

meeting to establish and confirm the process for tracking, reviewing, and reconciling work orders or sign-off

sheets with submitted invoices.

Water Reclamation representative will contact vendor each year to set up initial service for the season.

Vendor is responsible for its employees and equipment. The City of Dayton assumes no responsibility for

damages or injuries incurred on its property.

Invoices should be emailed to wrfinvoices@daytonohio.gov.

Water Reclamation’s business hours are Monday – Friday, 7:00 a.m. – 3:30 p.m., excluding City of Dayton

Holidays.

2800 Guthrie Rd., Dayton, OH 45417 (See Image 1)

Mowing

• Mowing sha ll be performed once per week, with a minimum of five (5) da ys between mowings. An estima ted twenty-six (26)

mowing cycles per season are anticipated.

• During the fa ll months, mowing frequency ma y be reduced to biweekly, a s directed by the Depa rtment of Wa ter.

• All gra ss a rea s within the designa ted/highlighted a rea s sha ll be mowed.

o Mowing a nd ma inta ining the North outside fence line to Guthrie Roa d will be performed by the vendor.

o Mowing of the East, West, and South outside fence lines will be maintained by the City.

o Fenceline: Ea st, West, North, a nd South inside a nd outside of the fence line sha ll be ma inta ined by the vendor.

• Clea nup sha ll be performed with ea ch mowing, including:

o Remova l a nd proper disposa l of a ll debris/tra sh.

o Remova l of gra ss clippings from a ll ha rd surfa ces, including sidewa lks, pa ved a rea s, a nd equipment pa ds

• The vendor sha ll be responsible for ma inta ining cha in link fence lines. Vendor is responsible for “gra ss” remova l from fence

line. As for heavy brush, the initial fence line clearing will be completed in the spring by Water Reclamation staff; thereaf ter,

the contra ctor sha ll ma inta in the fence line for the rema inder of the mowing sea son.

• Weed remova l a nd control sha ll be provided both inside a nd outside the perimeter cha in link fence line. This needs to be

performed on a bi-weekly ba sis if other methods of weed control a re not being used.

• Weed remova l a nd control sha ll be performed a round a ll buildings, sidewa lks, ta nks, ba sins, ma nholes, va lve boxes, fire

hydra nts, va ults, etc. This needs to be performed on a bi-weekly ba sis if other methods of weed control a re not being used.

• The use of a pproved weed control products is permitted for fence line ma intena nce. No spra ying sha ll occur when ra infa ll is

predicted.

• Weed reta rda nt a pplica tions sha ll be used judiciously, with a n a nticipa ted three (3) to four (4) a pplica tions per mowing

season, including but not limited to:

o Curb cra cks, pa rking lots, gra vel a rea s, a nd a rea s a round existing structures (buildings, ta nks, wa lkwa ys, piping,

etc.).

o Remova l of weeds a nd gra ss in a nd a round bolla rds a nd gra vel a rea s loca ted between biofilters.

Edging – Curbs, Sidewalks, Mowing Strips

• Optiona l work upon request. Provide a cost to edge a ll sidewa lks, curbs, mow strip a round ta nks a nd ba sins, etc.

Tree Pruning and Trimming

• All trees sha ll be pruned a nd trimmed twice per yea r, once in April a nd once in September.

• Services sha ll include remova l a nd proper disposa l of a ll debris/tra sh.

Landscaping – Administration Building and Entrance Sign

• Shrubs surrounding the a dministra tion building [front a nd rea r] a nd fa cility entra nce sign sha ll be pruned, trimmed, a nd

shaped twice per year, once in May and once in September.

• Fa cility entra nce sign – Ma y/June pla nt a nnua l flowers.

• La ndsca pe beds sha ll be weeded monthly.

2100 Nicholas Road (Madden Golf Course Perimeter), Dayton OH 45417 (See Image 2)

• Vendor shall mow grass a 40-foot strip in from Guthrie Rd., Danner Ave., McArthur Rd., and Nicholas Rd. except for the

areas where there are fence lines. Areas with fence lines need to be mowed from edge of pavement to the fence.

o Twice per month (at least two weeks apart) Estimate of 13 mows/season.

o Includes debris/tra sh remova l a nd disposa l.

o Pruning a nd trimming a ll trees a nd brush.

▪ Remove of low limbs a nd remova l of fa llen limbs

o Includes debris/tra sh remova l a nd disposa l.

• Weed Remova l a nd Control

• Weed remova l a nd control sha ll be performed a round a ll buildings, sidewa lks, ta nks, ba sins, ma nholes, va lve boxes, fire

hydra nts, va ults, etc. This needs to be performed on a monthly ba sis if other methods of weed control a re not being used.

Commodity Codes

• NAICS 561730Landscaping Services

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