Oswego Community Unit School District 308
School DistrictIL
Posted
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Nov 30, 2026
Bid for Mowing Services
Community Unit School District #308 Oswego, Illinois Bid for Mowing Services DUE: Monday, November 30, 2026 AT 9:00A.M. CONTACT FOR TECHNICAL QUESTIONS: STEVE WEAVER DISTRICT GROUNDS SUPERVISOR SD308 PHONE NO.: 630-768-7883 EMAIL: sweaver@sd308.org BID PREPARED BY: ONDRE SCHOENSEE DIRECTOR OF OPERATIONS SD308 71 STONEHILL ROAD OSWEGO, ILLINOIS 60543 PHONE NO.: 630-636-3171 EMAIL: oschoensee@sd308.org NOTICE TO BIDDERS: MANDATORY PRE-BID MEETING & TOUR November 12, 2026 - 9am QUESTIONS DUE November 16th - 12pm PROPOSALS DUE November 30th-9am BID OPENING December 2nd at 10am QUESTIONS: Steve Weaver, District Grounds Supervisor at 630-768-7883 ~ or ~ Patti Lake, Administrative Assistant, at 630-636-3170 TERMS AND CONDITIONS SCOPE OF WORK Community Unit School District #308 (SD308) intends to establish a service agreement with a contractor(s) who has the ability to supply mowing services for eight (8) school district campuses. Contractor(s) shall comply with all applicable federal, state, local and municipal statutes, ordinances, etc. ● See attached list of building locations SPECIFICATIONS FOR EACH MOWING Entire grounds around all schools are to be mowed. Grass will be cut to 3 inch height. Mowing shall include all trim work, including string trimming, and clean-up services within the property lines of the schools. This includes, but is not exclusive to, trimming around trees, shrubs, flowerbeds, buildings, sidewalks, playground equipment, parking lots, ditches, creeks, signs, light poles, curbs, fences (including varsity football field fence), etc. Grass trimming and debris generated from mowing and weed eating is to be removed from all concrete sidewalks and steps around the school buildings. Mowing contractor(s) will be responsible for removing trash before mowing on school grounds. Mowing contractor(s) will NOT be responsible for keeping the varsity football field mowed. Mowing Schedules All campuses are to be mowed weekly but mowing needs may be adjusted as necessary at the School District's or its designee's discretion. During the early spring, typically from April 1st to June 1st, the schedule may be adjusted to compensate for the "rainy season" and heavy growth. The schedule may be re-adjusted in the late summer when growth slows. Schedules, listing dates and approximate mowing times are to be submitted by the contractor(s) at the request of the School District or designee prior to the mowing season. Any schedule changes must be reported to the Director of Operations or designee. This is necessary and important to ensure student and faculty safety. Schedules need to be flexible to accommodate special school events and to ensure student safety. The Director of Operations or designee will notify the contractor(s) of special events. Mowing contractor(s) will accommodate the schools in all circumstances. Equipment Mowing equipment is to be kept in good working order at all times. This includes level mowing decks and all safety features designed to be used with equipment according to manufacturer's recommendations. Blades on all mowing equipment are to be kept sharp and in good working condition. All equipment should have proper turf tires to limit damage to property and turf. Any property damage made by the contractor must be reported to district personnel and repaired/paid for in 48 hours. A listing of equipment must be included with a bid for review by the District. Equipment may be periodically checked by the School District or its designee to ensure even cutting and safe operation. The School District reserves the right to request repairs or corrections to any mowing equipment necessary to assure public safety and satisfactory results. Student Safety Autonomous mowers will not be accepted for this project as it presents a safety concern for students using the grounds during recess or P.E. classes. Additionally, contractors should not mow near the school playgrounds while they're in use by students or staff. References Contractor(s) are required to furnish three (3) references for mowing from school districts or businesses of similar size and complexity with bid. Mandatory pre-bid meeting & tour - November 12, 2026 - 9:00am A tour will be provided of the sites listed in the bid for proper knowledge of property specifications. Prior to the tour, we will take questions and will provide responses and/or addendums to those who attended in writing by November 16, 2026. Quality and Professionalism It is understood and agreed that the contractor(s) will perform other similar duties not specifically listed in the schedule that may be required to ensure that service is adequately provided to the desired level of the contracting entity (SD308) and meets professional standards. The contractor shall maintain staffing levels appropriate to maintain optimum conditions of service. If the level of service at any time is considered to be unacceptable to SD308, the contractor will be required to take whatever measures necessary, at their cost, to maintain optimum conditions of service within 48 hours. Continued dissatisfaction without sufficient recourse may be grounds for termination of services at the discretion of the district. EVALUATION CRITERIA Award of bid shall be made to the lowest responsive and responsible contractor(s), meeting the specifications set forth herein. The company selected will be the one with the best overall proposal, the best contract pricing with the least contingencies, with best knowledge of the business, as well as meeting the District's service requirements/specifications. The District will review written proposals and intends to make its selection based on these written proposals. In addition to the quoted price, the following is a partial list of the criteria that may be used in our determination of contractor(s) responsibility and responsiveness: A. Superior quality and adherence to specifications as a qualified contractor(s); B. Experience with school districts of similar size and complexity; C. Company's reputation and past work history with SD308; D. Pricing structure; E. Local company preference: SD308 prefers local businesses to foster local economic support, provided the contractor can adequately service a district of this size and meet all operational needs; F. If the contractor is not within SD308 boundaries, they must be primarily located within a 35 mile radius of SD308 District Office, with all needed equipment on-site and able to reach sites in a timely manner. The School Board reserves the right to accept or reject any or all proposals; to request resubmission of proposals; to waive irregularities in the proposals; award to more than one (1) contractor; such as shall best serve the requirements and interests of SD308. The mowing agreement between SD308 and the contractor(s) is contingent upon budget allotments and is subject, with notification, to restrictions or cancellation if budget adjustments are deemed necessary by the Board. In the event that a bidder should withdraw a bid or default after a bid is awarded, the resulting action will be determined by SD308 and is subject to Board policy. SD308 will present the recommended proposal at the earliest school board meeting after review/approval. TERMS OF AGREEMENT The initial term of the mowing contract shall be from date of contract signing through November 1, 2027 with the potential for a 1 year extension. TERMINATION FOR CONVENIENCE Either party may terminate this agreement at any time, without cause, by providing at least thirty (30) days' prior written notice to the other party. Upon receipt of such notice, the contractor shall cease work as directed and SD308 shall pay for all satisfactory services performed up to the effective date of termination. SD308 will not enter into agreements other than this bid document prepared by SD308, which will incorporate by reference all terms, conditions and instructions as stated. No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the initial period and the Contractor(s) requests a price increase or decrease, the contractor(s) shall provide sufficient written certification and documentation to substantiate the request. The increase cannot exceed the CPI (Consumer Price Index) at the time. SD308 reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost, the future performance of the contract. ADDITIONS/DELETIONS OF SERVICE SD308 reserves the right to add and/or delete services during the term of this agreement. Should a service requirement be deleted, payment to the contractor will be reduced proportionally, in accordance with the proposal price to the amount of service reduced. Should additional services be required from this contract, prices for such additions will be negotiated between the contractor(s) and SD308. CONTRACT ADMINISTRATOR The contract administrator shall be the Director of Operations for SD308. During the term of the agreement, should any specific school personnel request a change of scope or function of the agreement, such request shall be reported to the Director of Operations, prior to any changes being made. Any additions or deductions must be processed with a formal change order through the Director of Operations or designee. TERMS OF PAYMENT Payments under this agreement will be made electronically via ACH credit/direct deposit. Contractors must complete and submit the District's ACH Credit Authorization Form to establish electronic payments. Invoices must include the dates services were performed and the locations where services were provided. Invoices should be submitted promptly to allow sufficient time for review and processing. Invoices are reviewed and approved for payment through the District's regular monthly Board of Education (BOE) approval process. While the District strives to pay invoices within Net 30 terms, payment is subject to completion of the District's review and approval process, including BOE approval, before payment can be issued. Contractors should account for this monthly approval schedule when submitting invoices. The District's payment obligations shall be governed by the Illinois Local Government Prompt Payment Act (50 ILCS 505). Vendor-imposed late fees, service charges, or other payment penalties shall not apply unless expressly agreed to in writing by the District or otherwise required by applicable law. Any applicable statutory interest penalties shall be governed by the Act. HOLD HARMLESS AND INDEMNITY Insurance: The District reserves the right to require evidence of insurance covering the delivery of all equipment of the successful contractor(s) in the following limitations: Workman's Compensation Limit $ 500,000.00 Comprehensive Auto & General Liability: Personal Injury $1,000,000.00 Property Damage $1,000,000.00 Comprehensive Auto & General Liability: Non-ownership per occurrence $1,000,000.00 Umbrella Liability - Not Less than $3,000,000.00 SD308 must be named as an additional insured. Certificates of Insurance acceptable to SD308 shall be filed with SD308 prior to commencement of work. The insurance shall be as specified or as required by law, whichever coverage is greater. Safety: All equipment and supplies furnished shall meet all applicable regulations of the prevailing Codes and applicable safety regulations of the Division of Industrial Safety of the State of Illinois and Health and Safety Code of the State of Illinois. Defense: The contractor(s) shall assume the defense of and shall pay, indemnify and save harmless the District, its agents and employees, from all suits, actions, claims, damages, losses and costs of every kind and description to which they or their agents or employees may be subjected by reason of injury, including death, to persons, or damage to property resulting from or growing out of any act of commission or omission by the contractor(s), its agents or employees, or its subcontractors. Said defense will be applicable in connection with any activity, including any removal, relocation, construction, installation or maintenance work, service or operation being undertaken or performed by or for the contractor(s) whether on or off the site or any portion thereof, whether such suits, actions, claims, damages, or its agents and employees, or by other persons, corporations or legal entities to whom the district or its agents and employees, may be liable. Assignment: The contractor(s) shall not assign or transfer by operation of law or otherwise any or all of these rights, burdens, duties or obligations without the prior, written consent of SD308. MISCELLANEOUS Taxes: The Board is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax, Federal Excise Taxes, and any federal transportation tax. Waivers: A waiver by the Board of any breach or failure to enforce any of the terms, conditions, or specifications of the Proposal Documents shall not in any way affect, limit, or waive the Board's right thereafter to enforce and compel strict compliance with every term, condition, and specification thereof. Default: If any contractor(s) fails to fulfill any or all terms and conditions of the bid Documents, said contractor(s) shall be declared to be in default, and shall be subject to any and all other remedies available to the Board. Compliance with Applicable Law: The contractor(s) shall at all times observe and comply with all laws, ordinances, regulations, and codes of the Federal, State, County, and other local government agencies, which may in any manner affect the preparation Illinois Prevailing Wage Act, the Illinois Human Rights Act, and the Equal Employment Opportunity Act. Assignment: The contractor(s) shall not delegate, assign, or subcontract the performance of any obligation hereunder to any third party without the prior written consent of the BOARD. Surcharges: Surcharges (i.e. fuel surcharges) shall NOT be allowed to be added to invoices as an additional line item. DOCUMENTS REQUIRED TO BE SUBMITTED WITH THIS PROPOSAL ● Submittal Form (attached) and Signature Page ● Equipment listing with Specifications ● Bidder Certification ● Certification of Compliance with Illinois Drug Free Workplace Act ● Certifications of Compliance with SD308 Smoking/Tobacco Policy ● Three references for mowing from school districts/institutions of similar size and complexity. Bids must be received in the Operations Services Building by Monday, November 30, 2026 at 9:00A.M. Late proposals will not be accepted and will be returned unopened. Opening will be December 2nd, 2026 at 10am Name of the Proposal: Mowing Services - SD308 Deadline for Submittal: Monday, November 30th 2026 AT 9:00A.M. Sealed Proposal Submitted To: Bid for Mowing Services Ondre Schoensee SD308 Operations Department 71 Stonehill Road Oswego, IL 60543 Method of Submittal: Mail Delivery or In Person The bid package includes a bid submittal form listing price per service event by school, certification pages, compliance forms, and a signature page to be completed by the bidder. The undersigned bidder certifies understanding of terms and that once accepted by the Board this bid will become a binding contract incorporating all sections and addenda.
