Specifications and Contract Documents 2021-2025 Mowing / Weed Control Program 2021
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2021
Specifications and
Contract Documents
2021-2025
Mowing / Weed Control
Program
CITY OF ST. CLAIR SHORES, MI
27600 JEFFERSON ST. CLAIR SHORES, MI 48081-2093
PHONE: 586.447.3340 FAX: 586.445.40982021
MOWING & WEED CONTROL
PROGRAM
CITY OF ST. CLAIR SHORES
INDEX
Advertisement for Bids Page 1
Specifications Pages 1 - 3
Instructions to Bidders Page 1 - 3
Bid Form Pages 1 - 3
Contract C. 1 - C. 2
W-9 Taxpayer Form Page 1CITY OF ST. CLAIR SHORES
27600 JEFFERSON CIRCLE DRIVE
ST. CLAIR SHORES, MI 48081-2093
Website: scsmi.net
ADVERTISEMENT OF INVITATION(S) TO BID
The City of St. Clair Shores will solicit sealed bids for the following products and/or services:
Water Department Cross Connection Inspection Program
Bid Opening 10:30 a.m. on January 19, 2021
Specification will be available within 30 days on MITN for the following projects:
1. Demolition of 21606 Pleasant, St. Clair Shores, MI 48080
2. 2021-25 Clean-up Program
3. 2021-25 Irrigation System Maintenance
4. 2021-25 Landscape Maintenance Various Parks and Right of Ways
5. 2021-25 Mowing/Weed Control Program
6. 2021-25 Rodent Control Program
7. 2021-25 Snow Removal Program
8. 2021-25 Building Inspection Services
Specifications may be obtained at www.bidnetdirect.com/mitn. All bids must be submitted in
accordance with the bid specifications. A public viewing copy is available at the Office of the
City Clerk.
Bid openings are held at City Hall, 27600 Jefferson Avenue, St. Clair Shores, MI 48081.
The City of St. Clair Shores reserves the right to accept or reject any or all bids, either in
part or in whole, to waive any formalities and to accept the bid which it believes to be in the
best interest of the City.
By: Mary A. Kotowski, City Clerk
Published:SPECIFICATIONS
PAGE 1 of 3
2021-2025 MOWING & WEED CONTROL
IN THE
CITY OF ST. CLAIR SHORES
1. SCOPE OF WORK
The project consists of code violation services. Work includes mowing, weeding, and trimming for
calendar year 2021 for properties in violation of City Ordinance.
The successful bidder shall furnish complete, all labor, materials and necessary tools, equipment,
accessories and transportation service to perform all work required in connection with the services
requested. Work shall be assigned by the Code Enforcement Officer with instructions as to the work
requested. At no time shall the successful bidder perform any work without prior approval of the
Owner.
The successful bidder must provide/possess the following:
a. The ability to initiate individual service requests from the City via email and phone
within 24 hours. Bidder shall only bill for the properties where work is actually
performed. Bidder will NOT receive payment for action if City cannot justify action with
information provided by bidder.
b. The ability to process, implement and complete work orders, which could number
hundreds, in a 48-hour period.
c. All grass/weed cutting will require site to be raked, trimmed and yard waste and
debris to be removed by the successful Bidder. (Contractor will be assigned
properties once the lawn has reached a height of 8”)
d. The ability to process completed work orders with information which will include, but
not be limited to, before and after pictures (including a full view picture of the front of
the property) of the requested service showing dates and times on pictures, notes
regarding the service, line-item billing and reference to employees present at the site
within (2) business days of the service.
e. The ability to provide the entire scope of all services as required by City ordinance.
f. Bidder to provide separate invoices via email within (2) business days of the service.
g. Bidder to provide reports/spreadsheets via email when requested by the Owner.
h. Ability for the City to access contractor records through contractors’ software.
i. Work experience with at least two (2) other municipalities or commercial businesses
with a letter of recommendation attached and documentation of the services rendered
to that city/business for a minimum two-year period.
j. The ownership of sufficient amounts of properly maintained equipment and vehicles.
Bidder may be asked to coordinate a viewing session prior to award of contract to
assure that said equipment complies.
k. Uniformed field staff, supervisory staff and management trained in the proper and safe
use of all equipment used to complete the work.
l. The City reserves the right to perform a background check on any owner or employee
of the company.SPECIFICATIONS
PAGE 2 of 3
m. The city may choose to have the entire city canvassed by the contractor to tag
violators and to generate a list of those properties. The contractor shall provide a
complete list of properties in violation to the city with 24 hrs. The contractor will then
be directed by the city on how to proceed with correcting the violation. (There is
approximately 200 mile of streets in SCS)
Alternate: Contractor to provide a certified arborist to investigate the health/safety of dead,
diseased or dying trees. The arborist will be required to visit individual sites on an as needed basis
and submit a written report of their findings to Community Development. Arborist may be needed to
appear in court for expert testimony.
a. Bidder will appoint one staff member as a point of contact for all services, including
billing and other administrative functions, and that person shall be available by email
and cell phone.
2. CONTRACT AWARD
The City may award a multi-year contract at this time. Therefore, an alternate bid is contained in the
proposal to extend the contract for the 2022-23 and 2023-24 season. Should the unit price of the
adjustment be acceptable, the City may include these seasons in the award.
3. UNIT PRICES
The Unit Price bid shall be per item for the entire contract.
The Proposal of _____________________________________ (hereinafter called “Bidder) to the
City of St. Clair Shores, Macomb County, Michigan (hereinafter “Owner”)
The Bidder, in compliance with the Advertisement for Bids for the 2021-2025 WEED CONTROL,
having examined the specifications contained herein of the proposed work, and being familiar with
all the conditions surrounding the proposed project including the availability of equipment and labor,
herby proposed to furnish all licenses, labor, and equipment, and to perform the maintenance in
accordance with the Contract Documents, within the time set forth therein, and at the prices stated
below. These prices are to cover all expenses incurred in performing the work required under the
Contract documents, of which this proposal is part.
The Bidder affirms that in making such Proposal neither he or any company that he may represent
nor anyone on behalf of him or company directly has entered into any combination or collusion,
undertaking or agreement with any bidder or bidders to maintain the prices of said work, or any
compact to prevent any other bidder or bidders from bidding on said contract or work, and further
affirms that such proposal is made without regard or reference to any other bidder or proposal and
without any agreement or understanding or combination either directly or indirectly with any other
person or persons with reference to such bidding in any way or manner whatsoever.
The Bidder hereby confirms that all owners and employees of his/her company are legally eligible to
work in the State of Michigan and in the United States of America. The Bidder confirms that his/her
company has received Social Security numbers from all employees and have confirmed to the bestSPECIFICATIONS
PAGE 3 of 3
of his/her legal abilities and obligations that such employees are in compliance with both State and
Federal laws with respect to their immigration and employment status.
The Bidder agrees that his bid shall be good and may not be withdrawn for a period of sixty (60)
calendar days after the scheduled closing time for receiving bids.
The Bidder hereby agrees to commence work under this contract on or before the date to be
specified in the written “Notice to Proceed” and to fully complete the entire Project in accordance
with the completion dates and schedule as stipulated in the specifications.
The Bidder acknowledges receipt of the following addendum:
No. ________________ Dated: __________________
No. ________________ Dated: __________________INSTRUCTIONS TO BIDDERS
Page 1 of 3
1. INSURANCE
The Contractor shall provide insurance in the name of the City of St. Clair Shores. The City
of St. Clair Shores shall be included as additional named insured on this Owners &
Contractors Protective Policy.
2. LIMITS OF INSURANCE (See also Section 5 of the General Conditions)
The Contractor shall procure and maintain during the life of this Contract, except where
otherwise indicated, the following minimum insurance coverage:
At the time of executing the contract documents the successful bidder shall provide the City
of St. Clair Shores with proof of insurance for the following minimum coverage:
1. Employer’s Liability and Worker’s Compensation
(Statutory Limits)
2. Public Liability and Property Damage
($2,000,000.00 each person and $2,000,000.00 each occurrence Public
Liability; and $500,000.00 each accident and $500,000.00 aggregate
Property Damage)
3. Motor Vehicle Bodily Injury and Property Damage
(Owned, Non-Owned and Hired) Comprehensive Form ($250,000.00 for
injuries, each person, $500,000.00 for each accident; and $100,000.00
Property Damage each accident)
4. Owner’s and Contractor’s Protective Liability
($2,000,000 General Aggregate and Each Occurrence with the City of St.
Clair Shores named as additional insured.
3. INDEMNIFICATION CLAUSE
The Contractor shall indemnify and save harmless the City of St. Clair Shores for and from
all claims, demands, payments, suits, actions, recoveries, and judgments; of every name
and description, brought or recovered against them or to property received or sustained by
any person or persons whomsoever by reason of any action or omission of the said
Contractor, his agents, servants, or his contractors in the performance of said Work, or by or
in consequence of any negligence or carelessness in connection with the same or on
account of the death of or injuries to persons who shall be engaged in orINSTRUCTIONS TO BIDDERS
Page 2 of 3
about the work to be performed under this Contract; and on account of liability or obligation
imposed directly or indirectly upon the City of St. Clair Shores by reasons of
any law of the State or the United States, now existing or which shall hereafter be enacted,
imposing any liability or obligation, or providing for compensation to any person or persons
on account of or arising from the death of, or injuries to employees. Said Contractor shall
pay, settle, compromise and procure the discharge of any and all such claims and all such
losses, damages, expenses, liabilities, and obligations, and shall defend at his own cost and
expense any and all claims, demands, suits and actions made or brought against the City of
St. Clair Shores, and all Additional Named Assured, for or upon any such claim. In case
said Contractor shall fail, neglect, or refuse to comply with any of the provisions of this
paragraph, the City of St. Clair Shores may, in order to protect itself, and all Additional
Named Assured, from liability, defend any such claim, demand, suits or action and pay,
settle, compromise, and procure the discharge thereof, in which case said Contractor shall
repay the City of St. Clair Shores any and all such loss, damage and expense, including
attorney's fees paid, suffered or incurred by the City of St. Clair Shores, and all Additional
Named Assured, in so doing. So much of the monies due, or to become due, to said
Contractor under this agreement as shall be deemed necessary by the City of St. Clair
Shores, shall or may be retained by the City of St. Clair Shores until every and all such
claims, demands, suits, actions, recoveries, judgments, liabilities and obligations have been
settled and discharged and evidence to that effect furnished the City of St. Clair Shores, or
the City of St. Clair Shores may collect the same in whole or in part in any lawful manner
from said Contractor. The Contractor shall provide adequate insurance until his work is
completed, with a reasonable insurance company which meets with the approval of the City
of St. Clair Shores, covering liability to the public for loss resulting from injury to persons or
damage to property arising out of or caused by his operations, acts, or omissions, or those
of his subcontractors, agents, or employees in procuring work for the City of St. Clair
Shores. Such insurance coverage shall be in such amounts as are provided in public
liability and property damage section herein, provided, however, that such insurance
coverage shall include an endorsement providing that the contractual exclusion shall be
removed or in the alternative, contractual insurance shall be afforded. If the former, such
endorsement shall contain specific language as follows:
"It is hereby agreed that the contractual exclusion does not apply to the contract
entered into between the insured and the City of St. Clair Shores, and each
Additional Named Assured as their interest may appear for the project work.
Such insurance coverage shall also contain an endorsement guaranteeing that
thirty (30) days notice to the City of St. Clair Shores and each Additional Named
Assured, shall be given in writing prior to the cancelation of, or change in any
such insurance."INSTRUCTIONS TO BIDDERS
Page 3 of 3
4. EXTRAS
No claim for extra compensation because of either decrease or increase in quantities will be
allowed.
Contractor and Owner mutually agree that in the event the Contractor is to perform
services beyond, or at variance with the Scope and total price of this Contract, such
services must be mutually agreed to, in advance, in writing, with agreed upon price
included. Accordingly, claims for the payment of Extra Services must be substantiated
by the Contractor with a written order signed by Owner or his authorized agent.
5. EMERGENCY PHONE NUMBERS
The Contractor must submit Emergency (24 Hours) phone numbers on the company
letterhead when submitting contract books.
6. INCLUDED WORK
All items of work noted on the Plans or in the Specifications that are not specifically noted in
the proposal, shall be considered as included with construction and shall be constructed at
no extra cost to the Owner.
7. SUB-CONTRACTS
The Contractor shall not execute an Agreement with any Sub-Contractor or sub-
subcontractor or permit any Sub-Contractor or sub-subcontractor to perform any work
included in this Contract without the prior written consent of Owner.
8. SAFETY
A. The Contractor hereby guarantees to the Owner that all materials, supplies and
equipment as listed on the Proposal, Contract or Purchase Order meets the
requirements, specifications and standards as provided for under the Michigan
Occupational Safety and Health Act of 1976, as from time to time amended and
in force at the date hereof and all other applicable Federal, State and local
ordinances, statutes and laws.
B. The Contractor shall perform all work in accordance with the Construction Safety
Standards as adopted by the Michigan Department of Labor Construction Safety
Standards for Occupational Health adopted by reference and cross reference
under authority of Sections 19 and 21 Act No. 154 of the Public Acts of 1974, as
amended, being 408.1021 of the Michigan Complied Laws.C. Proposals:
All proposals shall be submitted to:
City of St. Clair Shores
City Clerk
27600 Jefferson Circle Drive
St. Clair Shores, MI 48081-2093
Proposals must be delivered no later than 10:30 am EST on Tuesday, March 9,
2021. All proposals received after that time will be returned to the Proposer
unopened.
The Proposer shall submit four (4) copies of its proposal in a sealed envelope,
addressed as noted above, bearing the proposer’s name and address clearly
marked, “RFP – Mowing and Weed Control Program”
e. Withdrawal of Proposals
A Proposer may withdraw its proposal at any time before the expiration of the time for
submission of proposals as provided in the RFP by delivering a written request for
withdrawal signed by, or on behalf of, the Proposer.
f. Rights of the City of St. Clair Shores
This RFP does not commit the City to enter into a contract, nor does it obligate the
City to pay for any costs incurred in preparation and submission of proposals or in
anticipation of a contract. The City reserves the right to:
Make the selection based on its sole discretion;
Reject any and all proposals;
Issue subsequent Requests for Proposals;
Postpone opening for its own convenience;
Remedy technical errors in the Request for Proposals process;
Approve or disapprove the use of particular subconsultants;
Negotiate with any, all or none of the Proposers;
Accept other than the lowest offer;
Waive informalities and irregularities in the Proposals and/or
Enter into an agreement with another Proposer in the event the originally,
selected Proposer defaults or fails to execute an agreement with the City;
Enter into agreements with multiple Proposers to provide the services that
may be needed.
An agreement shall not be binding or valid with the city unless and until it is executed
by authorized representatives of the City and the Proposer.BID FORM
PAGE 1of 3
ITEMIZED BID
2021-2025 MOWING & WEED CONTROL
IN THE CITY OF ST. CLAIR SHORES
Bids Due March 9, 2021 – 10:30 am
The average residential lot size is 50’ x 125’. Contractors shall be dispatched to cut lawns
when the length has reached a minimum height of 8”. Both front and back yards must be cut,
trimmed, edged and all debris removed. Hourly rate to apply to larger and commercial
properties. All work must be approved in advance by the Code Enforcement Department.
The bidder shall acknowledge that the number of lots is unknown and the owner reserves the
right to assign any amount without an increase or decrease in unit price. Quoted prices shall
also apply to scattered sites owned by the city of St. Clair Shores. Final payment will be
based on actual quantities.
2021-2022 Rates
Fixed rate for average city lot with minimal debris (80% of lots) $_________/PER LOT
Hourly rate per employee and all related equipment to complete the job $ ________/HOUR
at commercial or oversized residential lots. (20% of lots)
Canvassing Entire City (Lump sum fee per canvass) $________/EACH
Fee if work is done prior to contractor showing up $_______/ PER PROPERTY
Certified Arborist $ _______/HOUR
Certified Arborist – individual site evaluation $ _______/Each
2022-2023 Rates
+ __________% - ___________% No change ___________
2023-2024 Rates
+ __________% - ___________% No change ___________
2024-2025 Rates
+ __________% - ___________% No change ___________
2025-2026 Rates
+ __________% - ___________% No change ___________BID FORM
PAGE 2 of 3
NOTE:
1. It is the City’s intent to award a 5-year contract. The city does reserve the right to
award one or more consecutive years up to 5 in total.
Submitted By: __________________________________________________________________
In the interest of expediting the award of this Contract, the Bidder shall be required to show that he
had performed work similar to that included under the proposed contract for which this Proposal is
offered.
Name of Bidder: ____________________________________________________
Signature: ________________________________________________________
Title of Signer: ____________________________________________________
Business Address of Bidder: _________________________________________
_________________________________________
_________________________________________
Telephone No.: __________________________
Email Address: __________________________
Dated and signed this __________________ day of _________________ , 2021BID FORM
PAGE 3 of 3
LEGAL STATUS OF BIDDER:
____ A Corporation duly organized and doing business under the laws of the State of Michigan, for
whom __________________________, bearing the official title of ____________________,
whose signature is affixed to this proposal is duly authorized to execute contracts.
____ A Partnership, all of the members of which with addresses are:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
____ An Individual, whose signature is affixed to this Proposal
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
(The Bidder shall mark an “X” and fill out the appropriate form as necessary.)CONTRACT
C.1
CONTRACT
1. THIS AGREEMENT, made as of the ___day of ______, 2021 by and between the City
of St. Clair Shores, 27600 Jefferson Circle Drive, St. Clair Shores, Michigan 48081,
hereinafter called the OWNER, and ___________________________, hereinafter call the
CONTRACTOR WITNESSETH, That whereas the OWNER intends to enter into contract
with the OWNER to provide services for the 2021-2025 MOWING / WEED CONTROL
PROGRAM, hereinafter called the PROJECT, in accordance with the Specifications and
other Contract Documents.
NOW, THEREFORE, The OWNER and CONTRACTOR for the considerations hereinafter
set forth, agree as follows:
2. CONTRACTOR AGREES to furnish all the necessary labor, materials, equipment,
tools and services necessary to perform and complete in a workmanlike manner all work
required for the construction of the Project, in strict compliance with the Contract Documents
herein mentioned, which are hereby made a part of the Contract, including the following
Addenda:
Addendum No. Dated
____________ ____________
____________ ____________
____________ ____________
____________ ____________
3. THE CONTRACTOR FURTHER AGREES:
a. Contract Time: Work under this Agreement shall be commenced upon written
notice to proceed, and shall expire on June 30, 2022.
b. Sub-Contractors: The Contractor agrees to bind every sub-contractor by the terms
of the Contract Documents. The Contract Documents shall not be construed as
creating any contractual relation between any sub-contractor and the Owner.
4. THE OWNER AGREES to pay, and the Contractor agrees to accept, payment in
accordance with the provisions of the Contract Documents.CONTRACT
C.2
5. SUCCESSORS AND ASSIGNS: This Agreement and all of the covenants hereof shall
insure to the benefit of and be binding upon the Owner and the Contractor respectively
and his partners, successors, assigns and legal representatives. Neither the Owner
nor the Contractor shall have the right to assign, transfer or sublet his interests or
obligations hereunder without written consent of the other party.
6. IN WITNESS WHEREOF, the parties have made and executed this Agreement, the
day and year first above written.
WITNESS: OWNER: City of St. Clair Shores
_____________________________ _______________________________
Matthew W. Coppler, City Manager
_____________________________ _______________________________
Mary Kotowski, City Clerk
CONTRACTOR:
_____________________________ BY: ____________________________
_____________________________ BY: ____________________________
PHONE:( ) __________________
Approved for signature:
_________________________________
Owner Attorney/Authorized Representative
Contract awarded by the Owner on this ______day of __________________, _______.You can also read
