ADVERTISEMENT FOR BIDS AND NOTICE OF INTENT TO RECEIVE BIDS FROM BIDDERS
City of Vestavia Hills – Field Maintenance
Due to administrative error, the City of Vestavia Hills Field Maintenance bid will be reposted to include updated Invitation to Bid Documents. Register for updates at https://form.jotform.com/261724922267057.
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Sealed proposals will be received by the City of Vestavia Hills, Alabama, hereinafter called the Owner, in person. Submission deadline TBD. Once bidding is closed, bids will be publicly opened and read via virtual video conference. The Zoom conference may be accessed at: https://us02web.zoom.us/j/7970217974
NO BID PROPOSAL SHALL BE ACCEPTED AFTER THE TIME STATED FOR RECEIVING BID PROPOSALS IN THIS NOTICE.
- The project is located throughout the City of Vestavia Hills, AL.
- The Contract Time for this project is October 1, 2026, through September 31, 2029.
- A mandatory pre-bid conference will be held at City Hall, 1032 Montgomery Hwy, Vestavia Hills, AL 35216. Date TBD.
- Bids should be for the time period beginning October 1, 2026, through September 30, 2029.
- The owner reserves the right to reject any Proposal for failure to comply with any requirements of the notice or with any requirements of the Contract Documents; however, the owner may waive any minor defects or informalities at its discretion. The owner further reserves the right to reject any and all Proposals or to Award the contract to the Bid which is in the best interest of the Owner at its sole judgment.
- No bid shall be withdrawn for a period of thirty (30) days subsequent to the opening of bids without the consent of the City of Vestavia Hills.
- Bids will be studied to determine the best partner for the City of Vestavia Hills. The Owner reserves the right to reject any or all proposals, to waive technical errors and/or abandon the prequalification and bid process if, in their judgment, the best interests of the Owner will thereby be promoted.
- Minimum qualifications:
- Must have a General Contractor’s license with the state of Alabama.
- Should have at least two personnel with a Bachelor’s Degree in Turf Management, Agronomy, or related field; Master’s Degree preferred.
- Must have current experience with a minimum of three municipal parks.
- Must be able to dedicate two personnel, at a minimum, at Liberty Park baseball/softball fields on weekends for a minimum of six hours per day during the months of February through June. Additionally, a two-person minimum will be required during any contracted “tournament” event, regardless of the day of the week or time of the year.
- Must have possession of, or have available to them, all vehicles, devices, hand tools, and other equipment and supplies necessary to perform the work as outlined in the above specifications.
The City of Vestavia Hills is requesting bids to maintain all athletic field surfaces (also referred to as “inside the fences”). The City requests the following at a minimum:
- All surfaces shall be free of all weeds. This includes outlying areas around all synthetic turf fields that lie “inside the fences”. Any weeds along the fence line of a turf field shall be considered “inside the fence” and should be maintained and controlled by the contractor.
- Contractor shall provide detailed application records for all herbicides, pesticides, and fertilizers used in completing the scope of work. Records shall include, at a minimum, the date of application, product name and type, total amount applied, units of measurement, application time, treatment location/site, and the name and license number of the applicator. This information shall be submitted to the owner on a monthly basis.
- All surfaces shall be free from any uneven play areas.
- All grass surfaces must be cut with a reel mower.
- Grade differentials between the skinned infield and surrounding grass areas and the warning track will be eliminated and have a clean turf edge on the same grade as infield. The grade differentials should be evaluated on a daily basis and corrected as soon as possible.
- Preparation of fields on a day-to-day basis for practices and games to include all materials related to painting and/or chalking the fields, as needed, for play or practice.
- Ability to prepare fields on short notice following weather events.
- On days when there are more than two (2) games on a field for diamond sports, fields must be prepared again following the 2nd game and after each additional two (2) game set, as time allows on the schedule. This is required for all regular season recreational game days, as well as, any contracted tournament events.
- Maintenance of all of the synthetic turf fields to the industry standard at Sicard Hollow Athletic Complex, Cahaba Heights and Wald Park. This includes, but is not limited to:
- Regular surface brushing, raking and sweeping. At least one time, at a minimum, per month (January 15th – June 15th, August 1st – November 1st)*
- Regular inspection of all line markings and seams
- Redistribution and refill of turf rubber pellets
- Identify, continuously control and/or eradication of all fungus, insects, rodents, and any other diseases.
- Overseeding of all grass fields on an annual basis.
- Aerification of all grass fields a minimum of one time annually.
- Routine maintenance of the irrigation systems on the fields, to include troubleshooting and routine replacement/repairs of the system. The cost of labor should be included in the contracted price. Cost of replacement parts will be the responsibility of the City. Invoices for the cost of parts should be submitted to the Director when replacement parts are purchased. The contractor will be re-imbursed for the cost shown on the invoice.
- Maintenance of the bases, pitching rubbers, and home plates, to include replacing as necessary. The cost of labor should be included in the contracted price. Cost of replacement parts will be the responsibility of the City. Invoices for the cost of parts should be submitted to the Director when replacement parts are purchased. The contractor will be re-imbursed for the cost shown on the invoice.
- The lights, fences and gates will remain the responsibility of the City of Vestavia Hills.
* Recommended standards. Alternates will be accepted with justification.
Contract documents may be examined at the following location, by appointment only:
Vestavia Hills City Hall
Office of the City Clerk
1032 Montgomery Highway
Vestavia Hills, AL 35216
To make an appointment for viewing, email Vestavia Hills City Clerk Umang Patel or call 205.978.0131.
