Project Information

Bid Title

2026 City of Lancaster Cemetery Mowing Contract

Issuing Agency

City of Lancaster

Location

Ohio

Published Date

Oct 30, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	2026 City of Lancaster Cemetery Mowing Contract
Category:	Cemetery/Transportation
Status:	Open

Description: LEGAL NOTICE OF INVITATION TO BID Sealed bids will be received by the Director of Public Service-Safety of the City of Lancaster, State of Ohio, at the office of said Director until 11:00 AM. on Wednesday, December 10, 2025, for the mowing and trimming of all City of Lancaster Cemeteries. Cemeteries may be examined during normal business hours. Bid packets must be obtained at the Service-Safety Director's Office at 104 E. Main Street between 8:00 a.m. and 4:00 p.m. or online at the City of Lancaster website at https://www.lancasterohio.gov/bids.aspx . BIDS MUST INCLUDE: 1) Total costs for mowing and trimming for each cemetery or portion being bid; and 2) An inventory of bidder's equipment and a list of employees to demonstrate how the bidder will fulfill the contract for each cemetery bid, if awarded; and 3) The full name of every person or company interested in said bid; and 4) A bond or certified check drawn on a solvent bank in the sum of five percent (5%) of the total bid, as a guarantee that if the bid is accepted, a contract will be entered into; should any bid be rejected, such check will be returned to the bidder; should any bid be accepted, such check will be returned upon execution of the contract; and 5) Markings on the outside of the bid envelope that clearly indicate: DEPARTMENT OF TRANSPORTATION - CEMETERY MOWING CONTRACT. The City reserves the right to reject any and all bids or award partial ids. By order of the Director of Public Service-Safety on this date 10/28/2025 Dates to Advertise: November 13, 2025, and November 20, 2025 Publication Date/Time: 10/30/2025 12:00 AM Closing Date/Time: 12/10/2025 11:00 AM Related Documents: 2026 Mowing Bid Packet

Attachment Preview

City of Lancaster

Carrie Woody

Service-Safety Director

104 East Main Street

Lancaster, Ohio 43130

740-687-6608 ~ 740-687-6698 (fax)

servicedirector@ci.lancaster .oh. us

LEGAL NOTICE OF INVITATION TO BID

Sealed bids will be received by the Director of Public Service-Safety of the

City of Lancaster, State of Ohio, at the office of said Director until 11:00 AM. on

Wednesday, December 10, 2025, for the mowing and trimming of all City of

Lancaster Cemeteries. Cemeteries may be examined during normal business hours.

Bid packets must be obtained at the Service-Safety Director's Office at 104 E. Main

Street between 8:00 a.m. and 4:00 p.m. or online at the City of Lancaster website at

https://www.lancasterohio.gov/bids.aspx.

BIDS MUST INCLUDE:

1) Total costs for mowing and trimming for each cemetery or portion being

bid; and

2) An inventory of bidder's equipment and a list of employE:es to

demonstrate how the bidder will fulfill the contract for each cemetery

bid, if awarded; and

3) The full name of every person or company interested in said bid; and

4) A bond or certified check drawn on a solvent bank in the sum of five

percent (5%) of the total bid, as a guarantee that if the bid is accepted, a

contract will be entered into; should any bid be rejected, such check will

be returned to the bidder; should any bid be accepted, such check will be

returned upon execution of the contract; and

5) Markings on the outside of the bid envelope that clearly indicate:

DEPARTMENT OF TRANSPORTATION - CEMETERY MOWING

CONTRACT.

The City reserves the right to reject any and all bids or award partial ids.

£-1 By order of the Director of Public Service-Safety on this date tJ

2L>zt;

Dates to Advertise: November 13, 2025, and November 20, 2025

ervice-Safety Director, City of Lancaster

CONTRACT

THIS CONTRACT made and entered into this

day of-�-- - 20__, between the City of Lancaster,

Ohio, hereinafter designated as the "City" and _ _ _ __ ___ _ _ __ _ _ _ _ , hereinafter

designated as the "Contractor":

ARTICLE l. GENERAL COVENANTS

A.

That Contractor has agreed and by these presents does agree and contract to furnish to the City mowing,

trimming, and other related services when contacted by the Service-Safety Director, according to the bid

specifications, which documents are now on file in the office of the Service-Safety Director and incorporated herein

as if fully rewritten, the Scope of Services attached hereto as Exhibit A and incorporated herein as if fully rewritten,

and the Contractor's Proposal attached hereto as Exhibit B and incorporated herein as if fully rewritten.

B.

That the City, in consideration of the performance of the bid specifications and Scope of Services attached

hereto as Exhibit A, agrees to pay the Contractor for the same at a rate determined pursuant to the Contractor's

Proposal attached hereto as Exhibit B and incorporated herein as if fully rewritten.

C.

City and Contractor mutually agree that each will use their best effort in performing their several

obligations pursuant to this Agreement.

ARTICLE 2. TERM; TERMINATION

The term of this Agreement shall be for a period ending on December 31, 20 . This Agreement can be terminated

by either party for cause with forty-eight(48) hours' written notice and for any reason with thirty(30) days' written

notice.

ARTICLE 3. COMPENSATION

A.

City agrees to pay the Contractor for the same at a rate determined pursuant to Contractor's Proposal

attached hereto as Exhibit B. Contractor shall provide a monthly invoice to City for actual expense incurred in the

performance of this Agreement. Said fees shall be paid on a monthly basis by the City in accordance with terms of

this Agreement within fifteen(15) days after the end of each month for amounts billed. The obligation to pay on the

part of the City shall not accrue until the Service-Safety Director certifies that the terms of the Agreement herein

embodied are complied with in accordance with the terms hereof. For purposes of this Agreement only, a detailed

invoice shall include the amount owed by the City, the detailed list of the services provided, and the dates for which

the services were performed.

ARTICLE 4. REPORTS AND INFORMATION

The Contractor shall furnish the City such periodic reports as the City may reasonably request pertaining to the work

or services undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection

therewith, and any other matter covered by this Agreement.

ARTICLE 5. INSURANCE

A. Contractor shall comply with all Workers' Compensation laws and provide certificates, if applicable, as

part of this Agreement.

B.

Contractor shall obtain insurance and shall provide certificates when requested. Said insurance shall be

maintained in full force and in effect during the life of this Agreement. The policies or certificates thereof shall be

given to the City of Lancaster for all of the following stated policies:

I.

Public Liability and Automobile Liability Insurance in an amount not less than One Million

Dollars($1,000,000.00) per one(!) accident or occurrence.

2.

Property damage liability insurance in an amount not less than One Million Dollars

($1,000,000.00) for damages per one (1) accident or occurrence.

3.

Excess Liability Umbrella for bodily injury and properly damage in an amount not less than One

Million Dollars ($1,000,000.00) for damages per one (1) claim.

4.

Professional Liability Insurance in an amount not less than One Million Dollars ($1,000,000.00)

for damages per one (1) claim.

ARTICLE 6. NOTICES

All notices under this Agreement shall be mailed to the parties hereto at the following respective addresses:

Contractor:

City:

Carrie Woody, Service Safety Director

City of Lancaster

I 04 East Main Street,

Lancaster, Ohio 43130

Any party may change his or its mailing address by servicing written notice of such change and of such new address

upon the other party.

ARTICLE 7. WITHHOLDING OF INCOME TAX

The Contractor must withhold income taxes due or payable to the City of Lancaster for wages, salaries, and

commissions paid to the Contractors employees as well as requiring those Contractors to ensure that subcontractors

withhold in a like manner.

ARTICLE 8. EQUAL EMPLOYMENT

During the performance of this Agreement, the Contractor agrees to comply with Federal and State non­

discrimination provisions required by law and folly incorporated as if rewritten herein.

ARTICLE 9. INDEPENDENT CONTRACTOR

At all times during the existence of this contract the relationship of Contractor to City shall be that of an

Independent Contractor. Employees of the Contractor who perform services shall at all times be considered and

remain employees of the Contractor and the act of performing any services hereunder shall in no way make such

people employees of the City for any purpose.

ARTICLE 10. ENTIRE AGREEMENT

This document contains the entire Agreement between the parties and supersedes any prior understandings or

agreements between them respecting the subject matter. No changes, alterations, modifications, additions, or

qualifications to the terms of this Agreement shall be made or be binding unless made in writing and signed by both

of the parties.

ARTICLE 11. CONTRACT DOCUMENTS

The contract documents consist of this Agreement, Exhibit A the "Scope of Services", Exhibit B the "Contractor's

Proposal", Contractor's response to the request for bids, all addenda issued prior to the execution of this Agreement,

and modifications issued subsequent to such execution. These form the contract, and all are as fully a part of the

contract as if fully rewritten herein.

ARTICLE 12. UNENFORCEABLE PROVISIONS

If any term, covenant, warranty, paragraph, clause, condition, or provision of this Agreement is held by a court of

competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions of this Agreement shall

remain in full force and effect and shall in no way be affected, impaired, or invalidated and this Agreement shall be

construed as if the invalid, void or unenforceable provision were omitted.

ARTICLE 13. NO WAIVER OF RIGHTS

Failure by either of the parties to insist on or enforce any of their rights shall not constitute a waiver of any of the

party's legal rights or of that party's right to insist upon strict compliance with the provisions of this Agreement.

ARTICLE 14. ASSIGNMENT

Neither party may assign, transfer or vest in any other company, entity, or person any of its rights or obligations

under this Agreement without the prior written consent of the other party.

ARTICLE 15. SUCCESSORS & ASSIGNS

This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and to their respective

successors and assigns permitted under the terms of this Agreement.

ARTICLE 16. GOVERNING LAW

This Agreement shall be governed by and constrned in accordance with the laws of the State of Ohio.

ARTICLE 17. INDEMNIFICATION

Contractor shall defend, indemnify, and hold harmless the City and all of its agents, officers and employees from

and against any and all cost, expense, claims, demands, and damage of any kind (collectively "Claims"), including

but not limited to, any and all costs, expenses, and attorney's fees incurred by the City in the defense or handling of

any claims, caused by, related to, or arising out of this Agreement. The Contractor's indemnification does not

include issues arising out of the bid selection procedure.

ARTICLE 18. OBLIGATION TO PAY

The obligation to pay on the part of the City shall not accrue until the Service-Safety Director certifies that the terms

of the contract herein embodied are complied with in accordance with the terms hereof.

IN WITNESS WHEREOF, the City of Lancaster, State of Ohio, has caused to be hereunto affixed its corporate

name and seal by its Service-Safety Director and the name of the Contractor is hereto affixed by its duly authorized

official and the seal thereof affixed hereunto, this the___ day of _ _ _ _ _ _ ___, 20_.

Approved by the Board of Control of the City of

Lancaster, Ohio (Rev. C. 733.22):

THE CITY OF LANCASTER, OHIO

By:____________

CONTRACTOR

By:____________

Approved as to form:

AttpM..� d. �

Law Director & City Prosecutor's Office

EXHIBIT A

SCOPE OF SERVICES FOR CEMETERY MOWING & TRIMMING

Contractor:

City:

City of Lancaster, 104 East Main Street, Lancaster, Ohio 43130

Contract Manager: Timothy Deitz, City of Lancaster - Department of Transportation,

815 Lawrence Street, Lancaster, Ohio 43130

Scope of Services:

1. Mow the City cemetery or portion thereof once every 7-9 days. Mowing frequency will

vary according to growing conditions and mowing frequency will be determined by the height of

the grass. Grass height shall not exceed four (4) inches. Mowing shall be performed, when

possible, in such a way as to direct the clippings away from headstones and other structures to

minimize accumulation. Clippings that accumulate on any structure shall be removed the same

day as mowing takes place. The City shall have final determination on the frequency of mowing.

2. All cemeteries shall be mowed and trimmed within four (4) calendar days prior to the

following Holidays: Mother's Day, Memorial Day and Independence Day.

3. Trimming shall be performed around all trees, headstones, statutes, urns, structures and

objects. Embankments sha11 be trimmed as needed to maintain acceptable visual aesthetics.

Trimming services shall be performed within five (5) calendar days of mowing services. Any

clippings that accumulate on ANY STRUCTURE, shall be removed the same day as trimming

takes place.

4. A complete mowing, one that can be billed to the City, shall include one (1) mowing and

one (1) trimming occurring within one (1) calendar week. The City may elect to apply a

herbicide to reduce the need for trimming. The application of herbicides DOES NOT relieve

the Contractor of their obligation to trim. The Contractor shall be notified if a reduction in

trimming is authorized. The City shall have final determination on the frequency of trimming.

5. Grass clippings and/or yard debris shall be blown off all concrete and asphalt surfaces.

Other clippings, debris, and waste, unable to be blown offthe concrete and asphalt surfaces, shall

be removed.

6. All work shall be performed in a safe manner in accordance with standard safety

measures and precautions.

7. Any work being performed shall not interfere with the intended use of the cemetery.

Mowing and/or trimming operations shall not interfere with graveside services and measures

should be taken to avoid disruptions to cemetery visitors.

Commodity Codes

• NAICS 561730Landscaping Services

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