Utopia Lawn Service5500 Champion Drive, Bend, Oregon 96410Phone: (940) 745-3344 Fax: (940) 745-3345

Utopialawnservice.comApril 1, 2015

Mr. David Webb, Recreation and Highway DirectorAugusta Town Hall2455 Main StreetAugusta, Oregon 96411

Dear Mr. Webb:

My team and I have prepared for you a bid for the lawn-mowing proposal advertised in the newspaper on March 15th. Utopia Lawn Service can meet the town of Augusta’s demands for May 30th to September 30th. Utopia can assure you that your town will receive top-quality service at an exceptional price. We are looking to not just earn your business for this bid, but for future relations as well.

Utopia can meet your mowing demands for a total cost of $91,152. This proposal will give you the details of the contract price including labor hours. It will also give brief details of our company, equipment we use and safety measures we use. I will also provide you with a week-by-week schedule so you can know which job is being done on a given day.

We are very grateful for this opportunity and look forward to doing business with you. I believe everything detailed in the proposal will earn your trust in Utopia and assure you that Utopia is the right choice for the town of Augusta.

For the past two and half weeks my team has worked hard in putting together this proposal for you. We wanted to get this proposal to you as soon as possible, which will allow us enough time to fit all of our clients into the summer schedule and allow time to answer any questions you might have. If there are any additional questions or concerns you may have, please feel free to give me a call at (940) 745-3344 ext. 123.

I look forward to hearing from you. Thank you again for this opportunity and your time.

Best regards,

Eli Vasquez, CEO and Marketing DirectorUtopia Lawn ServiceEmail: eli.vasquez@utopialawnservice.com

Augusta Request for Proposal April 1, 2015

Executive Summary

Utopia Lawn Service can meet your demands for an experienced lawn care service at an exceptional price. We have the expertise, staff, and equipment to make sure the job is done right. Utopia thrives by building relationships with clients and understanding what the customer wants. We excel by delivering high quality service at the right price.

Utopia’s Experience

We have been serving the Bend area for over 25 years. Utopia has provided services for all types of landscapes such as large golf courses, highways, banks, hospitals, and city parks. We understand that each landscape is different and every client is different. Some of our customers include Wells Fargo Bank, Bend Country Club, Lakeview Hospital, Big Bend City Park, and Lakeview Golf Course. This experience allows us to give you the best estimate and assure you that it is the most reasonable price.

Building Relationships

Choosing any type of service can be difficult. You have be able to trust the company and their staff to know the job is getting done right. Utopia has been in business for over 25 years. We are a company that wants to get to know you and what you expect for each job. I believe we have successfully done that over the years. Roughly 75 percent of our clients have been with us for over 15 years. We are always continuing to find ways to improve our customers’ experience.

Staff and Equipment

Our staff has over 70 years of experience in the lawn business. They have experience with all different types of grass and what length the grass should be cut. This will allow the grass to have deeper roots, which will lead healthier greener grass. All of our equipment is of the newest technology. We have large equipment ranging from rear-mount mowers, boom-mount mowers, to zero turn mowers, push mowers, and small tractor mowers.

Safety

Utopia takes pride in being safe. We have never had an accident to pedestrians or employees. Utopia has safety courses that each employee must take every three months. We know that roads, parks, and golf courses cannot be closed for maintenance, so we have designated workers to make sure the landscape is ready for mowing. This involves driving ahead to make sure no debris is in the way and setting up signs for “Road Work Ahead” on roadways.

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Augusta Request for Proposal April 1, 2015

Cost Summary

Labor

Five miles of Route 24 median and sidings Ten acres in Willoughby Park 23 acres at Augusta Memorial Golf Course

Cost

Utopia can meet the demands for the town of Augusta for $91,152. Route 24 will cost $40,824. Willoughby Park will cost $19,800. Augusta Memorial Golf Course will cost $30,528.

All prices include labor hours, equipment, and clean up fees.

Labor Hours

Route 24 will consist of 864 labor hours Willoughby Park will consist of 360 hours Augusta Memorial Golf Course will consist of 648 hours Total Labor Hours 1,872

All labor hours include set-up and clean-up.

The Utopia Guarantee

Utopia guarantees that the contract price will not go up. We believe that with our experience we can give you the best and most accurate estimate for the job, no matter how big or little the job is. Any obstacles that may present itself will be covered at no additional charge. We value our contract agreements and stand by them 100 percent.

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Augusta Request for Proposal April 1, 2015

Detailed Cost Analysis and Job Descriptions

Route 24 Median and Sidings

We will mow Route 24 in the early morning and afternoons. Traffic will continue as normal and safety signs are set out to prevent any interruptions. This job will consist of six workers. Two workers will operate tractors with boom-mount mowers for sidings.

One employee will run a safety truck prior to mowing to clear debris, set up safety signs, and direct traffic if needed. One employee will use a small utility tractor with a rear-mount mower to mow the medians. One employee will use a zero-turn mower for turnarounds and county road entry ways. The last employee will use a weed eater to edge around sidings, water drainage, raised pavement markers, and signage. He will also use a blower to remove grass clippings off the shoulder of the roads.

It will take the six workers eight hours to mow Route 24. Total weekly labor hours of 48. Total job hours 864. I have provided a detailed table below of cost of labor and equipment.

This is the labor cost per week:

Labor Hours Labor Rate Number of Employees Total Weekly Cost8 $16 per hour 6 $768.00

This is the equipment cost per week:

Miles used Equipment Rate Equipment Used Total Weekly Cost

20 MilesFlat rate of $1500 for jobs over 15

miles

2 Tractors, 1 Truck1 Utility Tractor, Zero-

TurnMower and Edging

Equipment

$1,500.00

Total Weekly Cost $2,268.00

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Augusta Request for Proposal April 1, 2015

Willoughby Park

We will mow Willoughby Park in the early mornings. The park will be mowed by a crew of 10 workers. The equipment we will use for the park are three zero-turn mowers with grass catchers, two small utility tractors with a under-mount mower and grass catcher, weed eaters, edger’s, and leaf blowers. We will also trim trees if needed. We can usually have big parks done before 10 a.m.

We know that recreation for kids and exercising for adults is a big part of Augusta. We want to give them a park to be proud of. A place where they can relax, have fun, and make memories. Utopia will give your town the landscape they deserve. We go the extra mile to make city parks look like paradise. In addition to mowing, weed eating, and edging, we also rake volleyball courts, sweep basketball courts, tennis courts, and pick up the trash around playground equipment at no additional cost. You will be assured that anyone who goes to Willoughby Park will have a great experience.

It will take 10 workers roughly two hours to get Willoughby Park mowed and cleaned. Total weekly labor hours of 20. Total job hours 360. I provided a table of total labor cost and equipment cost for Willoughby Park.

This is labor cost per week:

Labor Hours Labor Rate Number of Employees Total Weekly Cost

2 $15 per hour 10 $300.00

This is the equipment cost per week:

AcresEquipment

Rate Equipment usedTotal Weekly

Cost

10 $10 per acre3 Zero-Turn Mowers,

2-Small Utility TractorsWeed Eaters, Leaf Blowers, and Edgers

$800.00

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Total Weekly Cost $1,100.00

Augusta Request for Proposal April 1, 2015

Augusta Memorial Golf Course

We will mow Augusta Memorial Golf Course in the early mornings. This job will take us four hours and nine workers. We are usually done before 11:00 a.m. The equipment we use is specifically for golf courses. We don’t use this equipment on any other landscapes. We use two Toro Reelmaster 5410 for the fairways, three Toro Greenmaster 1600 for the greens, and three Groundmaster 3500 for the roughs. One employee will perform ground cleaning such as edging around trees and walkways, as well as trimming trees if needed. We also rake the bunkers for no additional cost.

With the number of golf courses we’ve served in the Bend area, we know how important it is for the course to be in top shape at all times. Golf can be a stress reliever for some, or an opportunity to discuss business with potential clients. Having a great place to go and enjoy is something Utopia will deliver.

It will take four hours and nine workers to mow Augusta Memorial Golf Course. Total labor weekly labor hours of 36. Total job hours 648. I have provided the totals for labor cost and equipment cost for Augusta Memorial Golf Course.

This is the labor cost per week:

Labor Hours Labor Rate Number of Employees Total Weekly Cost

4 $16 per hour 9 $1,296.00

This is the equipment cost per week:

Acres Equipment Rate Equipment Total Weekly Cost

23 Flat rate for jobs over 15 acres $400

2- Toro Reelmaster 5410,

3-Toro Greenmaster 1600,

3-Toro Groundmaster

3500, edger, weed eaters,

leaf blowers

$400.00

Total Weekly Cost $1,696.00

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May

Augusta Request for Proposal April 1, 2015

Work Schedule

As requested all locations are mowed weekly. We will start on Saturday May 30th. I understand weekends are time people like to spend at the parks or on the golf course, so we will mow Route 24 on Saturday May 30th, Augusta Memorial Golf Course on June 1st, and Willoughby Park on June 2nd. If you would like the golf course and park mowed before the weekend of May 30th, please let me know. I have set a standby date on Thursday and Friday for this reason, it will allow us to get it done without any interruptions for our other clients. If so, we will begin the following week on the routine proposed schedule of Saturday, Monday, and Tuesday.

Keep in mind that we are very flexible in our scheduling. Our team does a great job of meeting the customer’s demands. All we ask is to give us at least a two-day notice of any changes you might have and 95 percent of the time we can take of you.

We believe this schedule will serve you the best and the most convenient for the town of Augusta. If you would like to change the schedule in any way, let us know, and we can definitely use the schedule you request.

Below I have provided you with a detailed calendar for the proposed schedule. Red are the days we will mow Route 24 Green are the days we will mow Augusta Memorial Golf Course Blue are the day we will mow Willoughby Park

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M T W T F S S1 2 3 4 5 6 78 9 10 11 12 13 1415 16 17 18 19 20 2122 23 24 25 26 27 2829 30

JuneM T W T F S S

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July

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AugustM T W T F S S

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September

Augusta Request for Proposal April 1, 2015The total number of weeks we will mow is 18. We will mow Route 24 19 times, but we will charge you for only 18 mowings.

We will also extend our services for any other jobs you may have for the same rates. Once again the contract price is a guaranteed price and will not increase. The contract could decrease due to weather or unforeseen events. We only charge for the hours worked. We will send separate invoices for additional services.

Billing

We bill all of our clients at the end of month. We do offer discounts for early payments. Discounts we give are 3/15 net 30. You will receive a three percent discount if paid within fifteen days or full amount is due in 30 days. We don’t apply any late fees for late payment. Let our billing department know, and we will work with you.

Services we include at no charge

Utopia always looks for ways to enhance our customers experience. As previously stated, we rake volleyball courts, bunkers, sweep basketball courts, tennis courts, and clean trash around the playgrounds. We also fertilize and spray for weeds to keep your landscapes healthy and green for the summer time. This is all included at no charge. This is our way of saying thank you for your business; we want to earn your trust.

Experience and Qualifications

Experience

Utopia was established in 1995 in Bend, Oregon. We started out as a small landscaping company and have grown to a trusted name in the Bend area. Small business and residential properties were our main clients in 1995. Now we provide services for banks, hospitals, golf courses, city parks, and major highways. Throughout the years, we’ve learned what the customers want. Building customer relationships is why our business is successful. Utopia believes the customer is always right and the customer deserves nothing but the best.

Utopia knows that just submitting a proposal is not enough to earn your trust. We have visited the town of Augusta to learn about the culture and see what people expect for their town services. For that reason I have provided some photos and the businesses we serve to show you the work we provide. I want you to assure that you are receiving the best quality service and the right landscaping service.

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Augusta Request for Proposal April 1, 2015

Qualifications

Utopia wants you be assured that we know what we’re doing and we’ll get the job done right. We also want you to know that we are qualified to handle a job of this magnitude. As previously stated, roughly 75 percent of our clients have been with us for over 15 years. Our clients trust us and know they can count on us to provide excellent service.

The clients we provide service for range from small Mom and Pop businesses to large corporations. To give you a better idea of our clientele, I have provided you with a list of a few clients we serve in the area.

Client City Years with UtopiaWells Fargo Bank Bend, OR 18First State Bank Bend, OR 15Covenant Hospital Bend, OR 20Lakeview Hospital Bend, OR 19Bend County Court House Bend, OR 16Oregon State Park Bend, OR 17Big Bend Memorial Country Club Bend, OR 18Post Office Bend, OR 15Verizon Wireless Bend, OR 19Bend Police Department Bend, OR 22Sisters City Mall Sisters, OR 13Sister Sister Pharmacy Sisters, OR 10Sister City Park Sisters, OR 12Sisters County Hospital Sisters, OR 2

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Augusta Request for Proposal April 1, 2015We use our specialty Toro Golf Course mowers for jobs like this. It provides the best cut and keeps the course grass healthy. Below is a picture of one of our clients we serve in the Bend area.

Big Bend Memorial Country Club in Bend, Oregon.

City parks are a place for kids to have and for families to make memories. Utopia provides the scene to make those memories even more memorable.

Picture of Oregon State Park.

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Augusta Request for Proposal April 1, 2015

Staff and Equipment

Staff

When Utopia was established in 1995, we didn’t wake up one day and say the Bend area needs another landscaping company. We realized we need a different landscaping company, a company that hires employees who love their job. We wanted people who love the smell of freshly cut grass, and making those perfect lines in the grass. Our employees are people that love seeing the end result and taking pride in their work. These are the type of people you’ll get from Utopia.

All of our employees are trained to use the special type of equipment to make your landscape look amazing. Our employees go through different training stages starting with detailing such as edging and weed eating. From there, they train with push mowers and riding mowers. Our next training stage of mowing is for tractors with rear and boom-mount mowers. The final stage is using the golf course equipment. We currently have 70 employees, 65 provide lawn services, and the other five provide our accounting services, scheduling services, and customer service.

You can rest assure that each employee is well trained for each job. Currently, 54 percent of our staff have been with us for 10 years or longer. This not only assures our clients they get the best trained employees but also our company. We can both know that the job is getting done right.

Equipment

Utopia uses the latest technology in the mowing industry. It not only allows us to do our jobs more efficiently, but also gives our customers the best quality service. We use John Deere and Case tractors, Tiger Bengal boom mount mowers, Tiger Bengal rear-mount mowers, Toro golf mowers, and Toro zero-turn mowers.

All of our equipment is serviced regularly to keep equipment both safe and functional. We are always looking for ways to make sure that our equipment is safe. We have installed thick rubber curtains around our highway mowers, so no debris such as rocks can harm pedestrians and drivers.

I have provided you with a few pictures of our equipment, which will show you Utopia can handle the job for the town of Augusta.

We use John Deere Tractors and Tiger Bengal mid mount boom mowers for mowing highways. This allows us to get around telephone poles and around rail guards. This will help us along Route 24 as we are going west into town.

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Augusta Request for Proposal April 1, 2015

Picture of Interstate 97 outside Bend, Oregon.

We use Toro Equipment for golf course only. This specialty equipment we use only on golf course landscapes. We have special equipment for fairways, roughs, and the greens.

Toro Groundmaster 3500Toro zero-turn mowers are the best for city parks. Our mowers also have the grass catcher attachment, which allows to remove any dead grass that may be left behind.

Toro 4510 zero-turn mower

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Augusta Request for Proposal April 1, 2015

Conclusion

Utopia Lawn Service is grateful for the opportunity to serve the town of Augusta. We believe we have the expertise, experience, and qualifications to meet the demands in the request for proposal.

My team and I prepared a bid for the lawn-mowing proposal that advertised in the newspaper on March 15th. Utopia Lawn Service can meet the town of Augusta’s demands for May 30th to September 30th. Utopia can assure you that your town will receive top-quality service at an exceptional price. We are looking to not just earn your business for this bid, but for future relations as well.

Utopia can meet your mowing demands for a total cost of $91,152. This proposal gave you the details of the contract price including labor hours and equipment cost. I also provided you details about our company, the equipment we use, and safety precautions we use. Also provided for you is a detailed week-by-week schedule so you can know which job is being done on a given day.

Once again, thank you for this opportunity and your time. We look forward to hearing from you soon. If you have any questions, please feel free to contact me at any time.

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