Project Information

Bid Title

RFP: HAY HARVESTING SERVICES OF AIRPORT PROPERTY

Issuing Agency

City of Minot

Location

North Dakota

Published Date

Apr 9, 2026

Closing Date

Apr 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP: HAY HARVESTING SERVICES OF AIRPORT PROPERTY
Category:	City Clerk
Status:	Open

Description: REQUEST FOR PROPOSALS The City of Minot (Owner) is soliciting sealed Proposals at the City Clerk’s Office until 2:00 PM (CDT) April 27, 2026, for furnishing the Minot International Airport the following: “Hay Harvesting Services of Airport Property” The work will generally include cutting, baling, and removing hay from designated areas of the Property. The designated areas equate to approximately seven hundred (700) acres; for reference, a pictorial illustration has been included on the Bid Sheet within this Request for Proposals packet. The full Request for Proposals, scope of work, and general instructions to bidders is available on the Airport’s website: www.motairport.com or by calling 701-857-4724. The bid envelope must be sealed and shall be plainly marked: “Sealed Proposal – Hay Harvesting Services of Airport Property” Bids submitted by mail can be sent to: Attn: City Clerk City of Minot Po Box 5006 Minot ND 58702 Or hand delivered to: Attn: City Clerk City of Minot 10 3rd Ave SW Minot ND 58701 The City of Minot is exempt from state and federal excise and sales taxes and no amount for such taxes are to be included in the bid price. The City Council of the City of Minot reserves the right to reject any or all bids and to award the contract as it deems necessary and to be in the best interest of the City of Minot. Bidders are invited to be present at City Hall, for the opening of bids. Bids received after the bid closing time will be returned. Publication Date/Time: 4/9/2026 12:00 AM Publication Information: Minot Daily News April 9th and 16th Closing Date/Time: 4/27/2026 2:00 PM Submittal Information: Submit to City Clerk Related Documents: Hay_Harvesting_ServicesPlusAcquisition_Agreement_FINAL DRAFT HayingRequestForBids_2026_FINAL Memo Submittal (1)

Attachment Preview

SERVICE-PLUS-ACQUISITION AGREEMENT

between

City of Minot, ND and ___________________

This Minot International Airport (“Airport”) Hay Harvesting Service-Plus-

Acquisition Agreement (“Agreement”) is entered into on this _____ day of

_____________, 2026, by and between the City of Minot, ND, a municipal

corporation, whose principal address is 10 3rd Ave. SW, PO Box 5006, Minot, ND

58702-5006 (“City”) and __________________, a ________________, whose

mailing address is ________________________________ (“Provider”), sometimes

referred to individually herein as “Party” and collectively as “Parties.”

WHEREAS, City is seeking services (“Services”) for cutting, baling and

removing hay (“Acquisition” or any capitalized form thereof) from designated areas

of the Airport Property (“Property”); and

WHEREAS, Provider shall provide the Services herein and shall pay the City,

at the Rate provided herein, for Acquisition of bales harvested and removed from the

Property; and

WHEREAS, A Request for Bids (“RFB”) was published on _________________

(date) and _______________(Provider) submitted a timely bid which was received

by the City Clerk on _______________ (date); and

WHEREAS, On ________________ (date), the Minot City Council accepted the

proposal submitted by the Provider for hay harvesting Services and Acquisition.

NOW, THEREFORE, City and Provider do mutually agree as follows:

1. Base Term. The initial term of this Agreement (“Base Term”) shall commence

May 1, 2026 and shall remain in full force and effect through April 30, 2027,

unless earlier terminated in accordance with this Agreement.

2. Renewal Term Option. The City shall have the option to renew this Agreement,

in whole or in part, for a renewal term (“Renewal Term”) not to exceed the Base

Term Agreement Term. This Renewal Term option can be executed for up to two

(2) twelve-month terms.

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a. City may execute the option to renew by giving written notice to the

Provider on or before March 1, prior to the end of the Base Term or any

Renewal Term.

b. If City executes the option to renew, and Provider accepts the option to

renew, all terms and conditions of this Agreement shall apply during the

forthcoming Renewal Term.

c. If City fails to execute the option to renew by March 1 of the current Base

or Renewal Term, the option to renew shall lapse and this Agreement

shall terminate on the forthcoming April 30th.

d. Renewal of this Agreement is contingent upon the Provider’s satisfactory

performance under this Agreement during the Base Term, and any

Renewal Terms, and compliance with all material obligations herein.

3. Rate. Provider shall pay the City the sum of $______/ton for all hay cut, baled

and removed/Acquired from the Property in accordance with the terms of this

Agreement.

4. Exhibits. The following exhibits are included and incorporated as if fully set forth

herein:

a. Exhibit A: Scope of Services and Acquisition

b. Exhibit B: Bid Sheet and Property Map

c. Exhibit C: Federal Regulations

d. Exhibit D: Insurance Requirements

e. Exhibit E: Other Applicable Terms and Conditions

5. City’s Responsibilities. City agrees to:

a. Provide prompt notification to Provider if land available for haying on the

Property changes.

b. Provide prompt notification to Provider of any updates to the Airport’s

Wildlife Hazard Management Plan, or any other Airport Rules and

Regulations pertaining to this Agreement.

c. City is NOT required to provide notice to Provider prior to any required

maintenance for its ongoing projects or activities on the Property, including

but not limited to, cutting certain areas of the Property for an air show,

ongoing storm water, and/or drainage projects

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i. Provider understands that the areas approved for haying may change

as a result of the City performing necessary maintenance for

projects.

6. Provider’s Responsibilities. Provider agrees to comply with and provide the

Services described in the following Exhibits:

a. Exhibit A: Scope of Services and Acquisition

b. Exhibit B: Bid Sheet and Property Map

c. Exhibit C: Federal Regulations

d. Exhibit D: Insurance Requirements

e. Exhibit E: Other Applicable Terms and Conditions

7. Insurance. Provider must maintain insurance, for itself and any approved

subcontractors, through companies authorized to offer insurance coverage in

North Dakota, as set forth in the attached Exhibit D, and shall furnish a certificate

of insurance evidencing the required coverages are in effect prior to

commencement of this Agreement.

8. Indemnification and Limitation of Liability. Provider agrees to indemnify and hold

harmless the City and their officers and employees against any and all claims,

demands, causes of actions, costs, expenses, liability, losses, or damage and will

hold and save each of them harmless from any and all actions, suits, claims,

damages to persons or property losses, costs, penalties, obligations, errors,

omissions or liabilities that may be asserted or claimed by any person, firm or

entity arising out of or in connection with the work, operations or activities of

Provider, its officers and/or employees arising from fault in acts or omissions of

Provider, or arising from Provider’s performance of or failure to perform any term,

provision, covenant or condition of this Agreement. It is further agreed and

understood by and between the Parties hereto that such indemnification does not

extend to the fault, negligence or willful misconduct of persons other than the

officers and/or employees of Provider. This obligation shall continue after

termination of this Agreement.

9. Notices. All notices or other communications required under this Agreement must

be given by registered, certified mail or email with return receipt requested and are

complete on the date postmarked or sent when addressed to the Parties at the

following addresses:

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Provider:

Name:

Address:

Address:

Email:

City of Minot:

City of Minot

Attn: City Clerk

PO Box 5006

Minot, ND 58702-5006

clerk@minotnd.gov

Service of notice by personal service shall be deemed to have been given as of

the date of such personal service. Notice given by deposit in the United States

Post Office shall be deemed to have been given three (3) consecutive business

days following deposit of the same in custody of said postal service. Notice given

by email shall be deemed to have been given upon delivery to the other Party.

Either Party hereto may, from time to time, by written notice to the other,

designate a different address or person, which shall be substituted for that

specified above.

10.Termination.

a. Termination Without Cause. Either City or Provider may terminate this

Agreement with thirty (30) calendar days’ written notice to the other Party

of the terminating Party’s intent to terminate before the expiration of this

Agreement.

b. Termination by Mutual Consent. This Agreement may be terminated by

mutual consent of both Parties, executed in writing.

c. Termination for Cause. City may terminate this Agreement effective upon

delivery of written notice to Provider, or any later date stated in the notice:

i. If Provider fails to provide Services required by this Agreement within

the time specified or any extension agreed to by City; or

ii. If Provider fails to perform any of the other terms and conditions of

this Agreement or fails to diligently perform the work in a manner

that reasonably ensures completion of this Agreement in accordance

with its terms; or

iii. Specifically, if Provider uses the Property for purposes other than

specified in Exhibits A and B, or has failed to pay agreed-upon rates

prior to the agreed-upon dates.

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iv. Notice Requirement. The City shall provide written termination notice

to Provider identifying (i) the Services the City alleges Provider has

failed to provide and/or, (ii) the other provisions of this Agreement

the City alleges Provider has failed to perform. Termination pursuant

to this Paragraph 10(c) shall only be effective if Provider fails to cure

the deficiencies identified in the City's notice within fifteen (15)

calendar days of Provider's receipt of the City's written notice.

d. Termination in the Public’s Interest or Loss of Authority. If the City

otherwise loses legal authority to perform its obligations, the City may

terminate this Agreement upon written notice to Provider, without penalty

or further obligation. Such termination shall be effective on the date

specified in the notice, and the Provider shall pay the City for any

Acquisition properly rendered up to the effective date of termination.

e. Pro-rata Compensation. In the event of termination, City shall be entitled

to be paid for all bales harvested and Acquired through the date of

cessation.

11. Compliance with Law. Provider agrees to comply with all applicable federal, state,

and local laws, rules, and policies, including those relating to nondiscrimination,

accessibility, open records, and civil rights. Provider’s failure to comply with this

section and Exhibit C may be deemed a material breach by Provider entitling the

City to terminate for cause in accordance with Section 10c of this Agreement.

12.Retention of Records and Audits. Provider agrees to retain financial and program

records in accordance with the State of North Dakota’s Retention of Records Policy

and as set forth in the Federal Regulations attached hereto as Exhibit C to this

Agreement. In the event there is any question as to whether this Agreement or

the language in the Exhibits control, the most restrictive interpretation shall be

applied. If Provider’s records are audited by a third party, Provider shall provide

the City with the results of the audit within thirty (30) calendar days of receipt.

Records may include, but not be limited to, bale counts, weigh slips, employee

information, payment information, any seeds planted (per RFP), and City

approvals/notifications, etc.

13.Counterparts. This Agreement may be executed in one or more counterparts, each

of which shall be deemed an original, but all of which together constitute one and

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Commodity Codes

• NAICS 561720Janitorial Services

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