NOTICE TO BIDDERS LAWN CARE

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1 NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN that SEALED BIDS will be received at the Office of the Clerk/Treasurer, located in the Civic Center, 6000 Middlebelt Road, Garden City, Michigan , on or before January 30, 2019 at 10:30 AM for the following item: LAWN CARE Bids should be submitted in a sealed envelope marked sealed bid for: Lawn Care Two (2) copies of the bid proposals will be received by: City of Garden City Attention: Lawn Care Bid 6000 Middlebelt Road Garden City, MI Until Wednesday, January 30, 2019 at 10: :30pm (local time) Bids shall be publicly opened and read on: Until Wednesday, January 30, 2019 at 10: :30pm (local time) at: City of Garden City Clerk s Office 6000 Middlebelt Road Garden City, MI Garden City has partnered with BidNet as part of the Michigan Inter-governmental Trade Network and will post their bid opportunities to that site. As a vendor, you can register with the Michigan Inter-governmental Trade Network and be sure that you will see all available bids and opportunities. This information can be found on the City s website at /Purchasing Dept. Any questions should be directed to Brad Ohman at , Monday through Friday, 8:00 a.m. to 3:30 p.m. Bids should be submitted in a sealed envelope marked sealed bid for LAWN CARE 1

2 SPECIFICATIONS FOR LAWN CARE *3 Year Contract The City of Garden City is seeking a per site bid for a lawn service proposal for the mowing edging, trimming and leaf clean-up at various City Parks, Ball Fields. Persons wishing to submit a proposal should visit the sites per the attached location list. Vendors must be able to supply a Certificate of Insurance to the City. The certificate(s) must show that the City is an additional insured on the vendor s policy and that the vendor maintains liability, workman s compensation, vehicle insurance. The City reserves the right to individually award per site or a lump sum mowing contract. Multiple contracts could be awarded to perform this work. Persons wishing to do a detailed site inspection may schedule a walk through by calling the PUBLIC PARKS, BUILDINGS, AND SOCEER FIELDS PROPERTIES The City of Garden City owns and operates a variety of neighborhood parks and other public properties. These properties are located all around the six (6) square mile City of Garden City. Mowing by contract is a trial program and the results of this mowing and trimming will be monitored by the City s Department of Public Services. If at the sole discretion of the City the service is determined to be unsatisfactory the City reserves the right to cancel the contract at any time without penalty. Service shall include the mowing and trimming of all City properties listed here on a weekly basis. Vendors shall show due care and caution for all play or other equipment located at each City property. Prior to mowing; vendor shall inspect the mowing area for possible objects (stones, trash, sticks, play toys, etc) that may be thrown by mowers and remove said objects. Vendors shall be aware of people using public parks and not cut this area of the park during the mowing process in the interest of safety. Vendor shall be responsible for the edging of grass along curbs and sidewalks on a bi-weekly basis. Vendor shall be responsible to insure that the site is in excellent and well groomed condition upon completion of the job. No clipping left on walks, parking areas, or streets. Vendor shall be responsible for any damage that is determined by the City to be caused by the vendor. The City reserves the right to reduce the mowing schedule in times of drought. 2

3 MOELLER BALLFIELD COMPLEX The property is located at Beechwood. Vendors should be aware that mowing & trimming must be done between, Monday Friday, 7:00am 4:00pm. Vendors should be extremely careful when mowing & trimming in order to prevent damage as vendors will be responsible for ALL damage determined by City to be caused by the vendor. Mowing by contract is a trial program and the results of the mowing program will be monitored by the City. If mowing and trimming service is determined by the City to be unsatisfactory; the City reserves the right to cancel the contract without penalty. It will be at the sole discretion of the City to cancel the contract. Service shall include weekly mowing of the entire Moeller Base Complex. Service shall include the weekly trimming around & under all bleachers and along buildings, road edges, trees and all fence lines (i.e. including backstops & dug-outs). Removal by sweeping or other method of leaves, grass clippings or other debris from all roadways or parking areas and walks. Due care and caution shall be used in all mowing and trimming operations. Extreme care shall be used when working around all trees and fence lines. Damages to buildings, structures, planting or other City or Private property that has been determined by the City to be caused by the vendor shall be the responsibility of the vendor. The vendor will then be liable for all repair or replacement costs as determined by the City. 3

4 BID SPECIFICATIONS A. SCOPE OF WORK: Specified City Sites shall be mowed and trimmed weekly to maintain a neat, uniform appearance. City Sites shall not be mowed and trimmed more frequently unless requested by the City. B. SPECIAL INSTRUCTIONS TO BIDDERS: 1. Bids are to be submitted on a per-cut basis for lawn mowing. Bids are to be submitted for a spring clean up and complete fall clean up. 2. The City shall award bids by groups or individual sites and reserves the right to award these groups in such a manner as it deems is in the best interest of the City. Multiple Contractors may be selected and awarded multiple contracts. C. GENERAL CONDITIONS: 1. All work must be performed within the codes, standards, and municipal ordinances of the community within which the property is located. 2. All of Contractors employees need to be in uniform or a shirt that identifies the contractor at all times, while on City s property. Uniforms/shirt should include Contractors company name and be approved by the City. Contractor employees will wear safety vests and appropriate safety equipment. All of Contractors vehicles need to be clearly marked with the company name. 3. All work scheduling is determined by the individual facility s operational needs, in order to avoid disruption and/or unsafe conditions. A small number of special events may cause isolated changes in the schedule. 4. Mowing must be available at the awarded rate at all times between April 15,2019 and November 1, 2019 for year one and between April 15, 2020 and November 1, 2020 for year two and between April 15,2021 and November 1,2021 for year three. 5. The Contractor shall be able to provide extra cuts with as little as 72 hours notice. There must be at least three days between the extra cut and the regular weekly cut; if less than three days the Contractor must notify the City prior to performing the extra cut for approval. 6. The Contractor will be required to submit via fax or a weekly schedule. Once the schedule has been submitted, any changes made to the schedule due to weather, emergency situation, etc. must be verbally communicated directly to the City before proceeding with a new schedule. 7. Performance will be evaluated based upon the expectation of a neat, professional looking final product. 4

5 8. The City reserves the right to postpone mowing when needed. 9. The Contractor shall provide the City with a means of immediate communication regarding site completion, emergencies or any other occasion that may arise. 10. The Contractor shall be responsible for all damages to the City s property caused by either equipment or operator error. The City reserves the right to repair all damages with other sources if the Contractor fails to do so. The Contractor shall then be back-charged for all costs required to complete this work. 11. In the event that the Contractor causes building or property damage, the Contractor is responsible for immediate communication with the City. 12. The Contractor shall provide a list of available mowing, trimming, and leaf removal equipment; and the vehicles used to transport the equipment for this contract. This list must be submitted along with the bid. 13. The City reserves the right to physically inspect and view the equipment at any time upon request. The Contractor shall immediately remove any and all equipment from property solely determined by the City to be unsafe. 14. If the Contractor fails to meet the specifications of this contract, the City reserves the right to review and/or terminate the contract at any time. D. SPECIFICATIONS FOR LEAF REMOVAL: 1. All leaves litter, and small limbs are to be removed from the entire site including but not limited to the following: landscape beds, exterior courtyards, curb/parking lot corners, and fence corners. 2. The leaf removal schedule is as follows: Year 1: Once between March 22, 2019 and April 15,2019, Once between October 15, 2019 and November 30, 2019, with a final clean up taking place in mid-late November after a majority of the leaves have fallen from the trees. Year 2: Once between March 22, 2020 and April 15, 2020, once between October 15, 2020 and November 30, 2020, with a final clean up taking place in mid-late November after a majority of the leaves have fallen from the trees. Year 3: Once between March 22,2021 and April 15,2021 and once between October 15, 2021 and November 30, 2021, with a final clean up taking place in mid-late November after a majority of the leaves have fallen from the trees. Any changes in the leaf removal schedule must have prior approval by the City. Bids should be per leaf removal periods shown above. 5

6 E. SPECIFICATIONS FOR LAWN MOVING: 1. If mowing causes an excessive amount of clippings on the lawn or if the clippings are matted and wet, the clippings shall be eliminated by whatever means are available to the Contractor and at no expense to the City. 2. Mowers are to be set to cut at three (3) inches unless otherwise specified by City. 3. All mowing operations are to be performed using machines manufactured by reputable companies, recognized for producing quality commercial turf equipment. All equipment will be mechanically sound. All blades shall be sharp and properly adjusted for height and cutting sharpness. Any manufacturer installed safety equipment must not be modified, removed, or rendered inoperable at any time. All machines will be operated by trained and qualified persons. At no time shall an operator of a piece of equipment leave that equipment unoccupied and running. 4. All mower decks shall be equipped and operated as mulching machines at all times while on City s property. Any failure to comply with this provision could result in immediate termination of contract. 5. All large areas will be mowed with major mowing equipment in such a manner as to not cause damage to the turf, sprinklers, etc. 6. Trimming will be performed with nylon cord trimming equipment in any area inaccessible with mowing equipment. This includes fence lines, back stops, play areas (including play equipment), under bleachers (if they cannot be moved), next to Buildings where established plantings are not present and around all obstacles such that a neat, even appearance to the total turf area is achieved. Trimming shall be performed at the same time as mowing. 7. All litter such as paper, cans, bottles, branches, etc. will be picked up and disposed of prior to cutting. 8. All non-turf areas such as walks, patios, entrances, baseball infields, parking lots, mulched beds/areas, etc. shall be free of clippings and cutting debris via blowers, sweeping, or other means. Clean up shall be performed at the same time as mowing. 9. All turf termination at various paving and cement details shall be vertically edged to remove turf overgrowth every other cut/bi-weekly. Debris from edging is to be removed and paved areas blown clear. 10. The Contractor shall not apply any pesticides or herbicides without the City have written preapproval. 11. After the third cut, the City and Contractor shall meet, if requested, for the purpose of evaluating the Contractor s performance. 12. Any obstructions i.e.; large downed limbs or trees too large for the contractor to remove must be reported to Lori Echols at (734) within forty-eight (48) hours. Please contact Brad Ohman at if you have questions regarding this bid. 6

7 BID PROPOSAL FORM VENDOR NAME: SITE COST PER CUT COST PER CUT COST PER CUT LEAF REMOVAL LEAF REMOVAL YEAR ONE YEAR TWO YEAR THREE Spring clean up Complete Fall Yr. 1/ Yr. 2 /Yr. 3 Yr. 1/Yr. 2/ Yr. 3 Arcola Park Florence Park Helen Park Kiwanis Park Manor Park Maplewood Center Moeller Complex Rotary Park TOTAL Per cut Per cut Per Cut Per Year Per Year Whenever any material or equipment is specified by patent or proprietary name or by the name of the manufacturer, such specification shall be considered as if followed by the words or acceptable equal. The seller may offer material or equipment with equal or better qualities and performance in substitution for those specified which he considers would be in the City s interest to accept. The seller shall include sufficient specification data that will, together with any other data the City may require, enable the City to assess the acceptability of the material or equipment. 7

8 BID PROPOSAL FORM City of Garden City BID PACKAGE: Lawn Mowing and Leaf Removal Services DUE DATE: January 30, 2019 at 10:30 AM (local time) TO: City of Garden City 6000 Middlebelt Garden City, MI Attn: Lawn Care Bid LEGAL STATUS OF BIDDER 1. A Corporation organized and existing under the laws of the State of 2. Name, title, and signature of individual duly authorized to execute contracts: Name Title Signature NAME OF BIDDER Firm Name: Address: Telephone: Fax: 8

9 AGREEMENTS ADDENDA The undersigned understands that the City reserves the right to reject any and all bids and to waive informalities and irregularities in bidding. City also reserves the right to hold bids for a period of time (60 days) from bid opening date. The City reserves the right to accept or reject any or all Bids in whole or in part, or to waive any informality therein. If in the City s opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reason of establishing uniformity, delivery time, etc. If award is made to us under this proposal, we agree to enter into an Agreement with The City of Garden City to furnish products and/or services, in strict accordance with this proposal, bid documents and all pertinent portions of plans, drawings and specifications. The undersigned acknowledges receipt of the following addenda: Addendum Number dated. Addendum Number dated. Addendum Number dated. My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFB. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. Furthermore, I understand that fraud and unlawful collusion are crimes under Federal Law, and can result in fines, prison sentences, and civil damage awards. My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to City of Garden City, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to City of Garden City, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with City of Garden City. I hereby certify that I am authorized to sign as a Representative for the Firm: 9

10 NAME OF BIDDER Firm Name: Address: Telephone: Fax: Signature: Name Position: Attach the names of three references to your bid, preferably City or Township. NAME: CONTACT PERSON: PHONE NO: NAME: CONTACT PERSON: PHONE NO: NAME: CONTACT PERSON: PHONE NO: 10

11 GRASS CUTTING LIST 1. Arcola Park Belton.5 acre 1 block south of Warren Road between Arcola & Belton 2. Florence Park Florence 1.5 acres 1 block east of Middlebelt 3. Helen Park-5837 Deering.5 acre 2 blocks north of Ford Road between Helen and Deering 4. Kiwanis Park Maplewood 4 acres Southwest corner of Maplewood/Henry Ruff intersection 5. Manor Park-6221 Hubbard (& soccer field) On Manor Park between Venoy & Hubbard 6. Maplewood Center Maplewood.5 acre West of Merriman 7. Moeller Field Complex-5899 Moeller 8.5 acres Birchlawn/Moeller intersection 8. Rotary Park and Soccer Field Marquette 6 acres 1 block east of Venoy on Marquette 11