Project Information

Bid Title

Hwy 59 Hay Lease RFP

Issuing Agency

City of Siloam Springs

Location

Arkansas

Published Date

Feb 9, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Hwy 59 Hay Lease RFP
Category:	City Bids
Status:	Open

Description: The City of Siloam Springs will be accepting packets for proposals for a haying lease for an approximate 20.543-acres located on Arkansas Highway 59 until 2:00 p.m. CST on March 13, 2026, in the Community Development Building, 410 North Broadway, Siloam Springs, Arkansas. Hand delivered sealed packets may be delivered to Brandy Rowbotham, 410 N. Broadway, Siloam Springs, AR 72761; Mailed packets shall be sent to PO Box 80, Siloam Springs, Arkansas 72761, Attn:  Community Development Administrative Assistant – Hwy 59 Haying Lease, but must be delivered to the City by the above time and date. The City shall compare the proposals and award the contract to the highest qualified and most reasonably priced proposer if the best interests of the City would be served thereby.  The City reserves the right to reject any or all proposals, and to waive non-prejudicial irregularities. Publication Date/Time: 2/9/2026 12:00 AM Closing Date/Time: 3/13/2026 2:00 PM Related Documents: RFP Haying Lease - AR Hwy 59

Attachment Preview

REQUEST FOR PROPOSALS

Haying Lease for approximately

20.543-acre site

located along Arkansas State Highway 59

RFP Issued by:

City of Siloam Springs – Administrative Services Department

410 N. Broadway

Siloam Springs, AR 72761

Contact: Brandy Rowbotham browbotham@siloamsprings.com for issues specific to this RFP.

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INTRODUCTION

The City of Siloam Springs is seeking a Haying Lease for an approximate 20.54-acre

site located on Arkansas Highway 59. No tilling or planting of crops or construction of

permanent structures will be considered on this site.

PROPOSAL DEADLINE: Friday, March 13, 2026, at 2:00 p.m.

Proposals are due in City offices no later than 2:00 p.m. Central Standard Time

Friday, March 13, 2026.

BACKGROUND INFORMATION

The site has been hayed in the recent past and it is the City’s contention to maintain this

agricultural use. The successful Proposer will be able to hay the site and remove the cut

and baled hay within two (2) weeks of baling, weather permitting.

SCOPE OF SERVICES

1. The property is made available to a local farmer in its “as-is” condition. The City

of Siloam Springs makes absolutely no representation either of the site’s

condition, or quality or quantity of the hay produced from the site.

2. The initial term of this proposal is for the 2026 hay baling season. No guarantee

is made or represented by the City that this site, either partially or in its entirety,

will be available for haying in future years. The City reserves the right to extend

the lease for three - one (1) year options depending upon the responsiveness of

and satisfaction with the successful Proposer which would result in a maximum

term of four (4) years.

3. The successful Proposer will be required to indemnify or hold the City harmless

for all agricultural activities on the site. An indemnification agreement must be

executed in advance of any activity on the site.

4. A certificate showing a minimum of $500,000.00 comprehensive general liability

insurance shall be provided, which names the City as an additional insured, and

coverage shall remain in effect during the period of the lease.

5. No subletting of the property will be allowed without prior written permission of the

City.

6. When baling has taken place, the successful Proposer must have the ability to

immediately re-position each bale to ensure that the bales do not interfere with

the active traffic.

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7. At some point in the future, either during the 2025 haring season or later in the

2025 calendar year, the City will begin construction on the site, reducing the area

available for haying to approximately 5 acres as shown below. Please take this

into consideration when submitting your bid.

The City reserves the right to reject any or all proposals or parts of proposals, to negotiate

modifications of proposals submitted, and to negotiate specific work elements with a proposer

into a project of lesser or greater magnitude than described in this RFP or the proposer’s reply.

SELECTION CRITERIA

Proposals will be evaluated and selected based on bid price, demonstrated ability to

cut, bale and remove hay in a timely manner, and past record of contracting with the

City or other public entities, if available.

All Proposers must submit a dollar value for the annual rent to the City for the use of

this site, said amount to be paid at lease signing. The minimum season rent that will be

entertained by the City is $500.00 dollars.

SUBMITTAL REQUIREMENTS

A letter of interest, anticipated schedule for haying operations, a statement of ability to

farm the property (such as other sites hayed in the vicinity and a description of

equipment available for haying operations), a statement of the proposed season rent

and proof of insurance should be addressed to: Community Development Administrative

Assistant, City of Siloam Springs, P.O. Box 80, Siloam Springs, AR 72761.

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Brandy Rowbotham, Administrative Assistant, will serve as proposal coordinator. She

can be contacted at the above address, phone number: (479) 238-0927.

All letters of interest and requested materials must be received no later than 2:00 P.M.

on Friday, March 13, 2026. Responses received after this date and time will not be

considered.

AFFIRMATIVE ACTION STATEMENT

Requirement - Any vendor or bidder seeking to do business with the City of Siloam

Springs affirms that they shall not engage in any hiring, firing, promotion, or other

employment actions based upon race, gender, religious affiliation or any other legally

prohibited reason. Proposers shall, upon request, supply the city clerk with the

information concerning the employment practices of the vendor/bidder necessary to

insure compliance with legal requirements. Failure to supply such information, when

requested, may result in the termination of any existing leases or contracts and further

transactions between the vendor/bidder and the City of Siloam Springs.

GENERAL CONDITIONS AND INSTRUCTION TO BIDDERS

The general rules and conditions outlined below become a formal part of each invitation

to bid unless otherwise specified. All bidders are expected to fully inform themselves as

to the conditions, requirements and specifications before submitting bids. Failure to do

so will be at the bidder’s own risk.

The terms and conditions outlined in the invitation to bid become part of the formal

contract following award, unless

specified otherwise.

CONDITIONS OF BIDDING

1. PROPOSAL FORMS: The bidder shall submit the original signed copy in a sealed

envelope to the address provided. Failure to do so will disqualify bid.

2. LATE BIDS: Bids, addendums to bids or requests to withdraw a bid received after

the date and time specified for opening will not be considered.

3. WITHDRAWAL OF BIDS: Bids may be withdrawn if withdrawal request is

received prior to specified time of opening.

4. MAILING OF BIDS: All bids not hand-delivered are to mailed in an envelope

marked with the title of Bid and Bid Opening date and time and directed to the

Community Development Office. Vendors are encouraged to allow sufficient time

for mailing of bids. The City of Siloam Springs assumes no responsibility for

postal delays. Date of receipt will prevail over postmark date.

5. OPENING OF BIDS: The bids will be opened publicly and read aloud. Vendors

are welcome and are encouraged to attend bid openings. Bid openings will be

listed by vendor name, address and bid amount only. Bid tabulation and selection

will be done at a separate time following bid opening and will be available to

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interested vendors at a later time.

6. REJECTION OF BIDS: The City of Siloam Springs reserves the right to reject all

bids, or any part of a bid or to waive defects in bids if in the best interest of the

City of Siloam Springs.

7. BINDING PERIOD: All formal bids submitted shall be binding for thirty (30)

calendar days following bid-opening date, unless otherwise specified.

8. ERROR IN BIDS: Any mistake in a bid which is obviously a clerical error such as

a price extension, decimal point error or FOB terms may be corrected by the

City’s purchasing agent, following bidder verification.

Clerical errors detected at the bid opening will be corrected and initialed by the

opening party, vendor and a witness if present. If an error exists in the extension

of prices, the unit price shall prevail.

9. MULTIPLE BIDS: No bidder will be allowed to offer more than one bid price on

each item, although alternate models or styles may meet specifications.

Alternates will be considered only if requested in the original bid package. Any

alternate not specified will be rebid if in the best interest of the City. If the bidder

submits more than one price on any item, all prices for that item can be rejected

at the discretion of the City.

10. BID BOND, CERTIFIED CHECK, OR CASHIER’S CHECK: When required each

bid shall be accompanied by a bid bond signed by a surety company authorized

to do business in Arkansas or by a cashier’s check or certified check made

payable to the City of Siloam Springs, Arkansas. The amount of the bid deposit

will be 10% of the total base bid unless otherwise specified.

11. PERFORMANCE BOND: If required by the bid specifications, the successful

bidder must supply a performance bond for the full amount of the estimated total

bid. The performance bond shall be made out in favor of the City of Siloam

Springs. The performance bond will be required as security by the successful

bidder for faithful performance of his contract. This performance bond will be

required within 10 days of the award notification. The performance bond must be

written by a surety company licensed to transact business in the State of

Arkansas. The successful bidder upon failure or refusal to furnish within 10 days

the required performance bond, shall forfeit to the City of Siloam Springs as

liquidated damages their bid deposit.

12. SPECIFICATIONS: The bidder shall comply with the true intent of the

specifications and not take advantage of any unintentional error or omission but

shall fully complete every part of the specification or drawings whenever mention

is made of any article, material or workmanship to be in accordance with laws,

ordinances, building codes, ASTM regulations, or similar expressions. These shall

be considered to be the minimum requirements of the specifications. Any

deviations from specifications must be noted in writing at the time of submission

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