2025-2027 Snow Hauling Bid.pdf

City of Mt. Pleasant, Michigan

CONTRACT DOCUMENTS

For

2025-2027 SNOW HAULING BID

BOOMER WINGARD

Mayor

AARON DESENTZ

City Manager

Prepared By:

Division of Public Works

JASON MOORE

DPW Director

July 2025

T A B L E O F C O N T E N T S

Bidding Information Notice to Bidders Instructions to Bidders

Contract Documents Proposal

Specifications

N O T I C E T O B I D D E R S

The City of Mt. Pleasant, Michigan, is requesting sealed bids at the Office of the City Clerk, City Hall, 320 W. Broadway Street, Mt. Pleasant, Michigan 48858, until 1:30 p.m. (local time), on Tuesday, July 29, 2025, at which time and place the bids will be publicly opened and read. All bids shall be submitted in a sealed envelope, plainly marked "2025-2027 Snow Hauling Bid – July 29, 2025.”

No bid bond or deposit is required for this bid.

To view and download complete bid documents at no charge, visit the City of Mt. Pleasant website at www.mt-pleasant.org, click on Departments, City Clerk, and then the bids and quotes tab.

The City of Mt. Pleasant reserves the right to accept or reject any or all bids, to waive any irregularities in the bids, and to select the bid considered most advantageous to the city.

Matt Weaver Holly Schmeltzer Street Department Superintendent City Clerk

(989) 779-5409

Website: www.mt-pleasant.org Michigan Relay Center for Speech & Hearing Impaired: 1-800-649-3777

I N S T R U C T I O N S T O B I D D E R S

1. Proposals

Proposals must be made upon the forms provided therefore, with the Bid amount both written and shown in figures, and all other data required submitted.

Unless otherwise directed, the Proposal must be enclosed in a sealed envelope marked as specified in the Notice to Bidders for such Bid and clearly indicating the name and address of the Bidder and must be received by the City Clerk, City Hall, 320 West Broadway Street, Mt. Pleasant, Michigan 48858, no later than the time and date specified in the Notice to Bidders. At such specified time, Proposals shall be publicly opened and read aloud.

2. Basis of Proposals

Proposals are solicited on the basis of unit price(s) and/or lump sum(s), as specified on the Proposal form.

The City of Mt. Pleasant (also referred to as "Owner"), reserves the right to accept any Bid, to reject any or all Bids, to waive any irregularities in the Bids, and to select the Bid considered most advantageous to the city.

3. Comparison of Bids

In comparing Bids, consideration shall be given to the time proposed for completion of the Contract, qualifications of Bidder, price differentials, alternate Proposals for the alternate items listed in the Proposal (if applicable), and any other pertinent factors. The City of Mt. Pleasant grants a preference to businesses located within the Mt. Pleasant City Limits. The preference given is a differential above the low bid if the low bid is not from a City of Mt. Pleasant bidder. The differential allowed is 3% of the total for bids between $5,000 and $9,999 and 2% of the total for bids over $10,000. The maximum credit allowed is $1500.00. The Owner reserves the right to make an award to the Bidder whose Proposal is deemed to be in the best interest of the Owner.

4. Time

Time is of the essence in the performance of the Contract, and each Bidder, by submitting a Proposal, certifies his/her acceptance of the time allowed by the Contract for the completion of the work specified.

5. Indemnification

The Contractor shall save and hold harmless the city and its employees from and against all claims, damages, losses, or expenses, including attorney’s fees, arising out of or resulting from the performance of the work; provided that any such claim, damage, loss or expense is caused in whole or in part by any negligent or willful act of omission of the contractor, subcontractor, employee, or anyone under their direction. The Contractor shall at his/her own expense, defend any and all such actions and shall pay all attorney’s fees, costs, and expenses pertaining thereto.

INSTRUCTIONS TO BIDDERS Page 1 of 4

6. Bid Deposits

Each Proposal shall be accompanied by a certified check, bank cashier's check, bank draft, or a Bid Bond by a recognized Surety Company similar to a U. S. Government Standard Form Bid Bond, in the amount of five percent (5%) of the total amount of the Bid, made payable to the City of Mt.

Pleasant, subject to forfeiture to the Owner in the event of failure on the part of the successful Bidder to enter into the attached form of agreement to do the work specified by said Proposal at the price and within the time stated therein. The Bid Deposit of all Bidders, except the three (3) lowest acceptable Bidders, shall be returned within two (2) weeks after opening of bids. The bid deposits of the three (3) lowest acceptable bidders shall be returned within 48 hours after the executed Contract(s) have been finally approved by the Owner.

7. Liquidated Damages

A liquidated damage clause, as given in the Contract form, provides that the Contractor shall pay the Owner as liquidated damages, and not as a penalty, the amount as indicated in Section

108.10 of the 2020 MDOT Standard Specifications for Construction for each and every calendar day that the Contractor may be in default of substantial completion of the work required under said Contract.

8. Insurance and Bonds

The successful Bidder will be required to execute (2) Bonds, in the form attached hereto, with Surety acceptable to the Owner and insurance, as follows:

a. Bond in the amount of 100% of the Estimated Contract Price running to the City of

Mt. Pleasant, Michigan, to insure the completion of the entire work, according to the statues of the State of Michigan in effect at that time.

b. Bond in the amount of 100% of the Estimated Contract Price running to the People of the State of Michigan for the protection of Subcontractors and Labor and Material Men, according to the statutes of the State of Michigan in effect at that time.

c. Insurance in the amounts required by City Ordinance as specified in the Section 1 -

General Construction Specifications, attached hereto.

The successful bidder shall be required to furnish for each set of executed Contract Documents, and conformed copies thereof, an original conformed Performance Bond, Labor and Materials Bond, and Insurance Certificates.

9. Permits and Local Codes

The Owner shall procure the required permits for municipal sanitary sewer construction, municipal water system construction, and soil erosion control.

The Contractor shall obtain, at his/her expense, all other required local construction permits and shall comply with local building code and inspection requirements.

INSTRUCTIONS TO BIDDERS Page 2 of 4

10. Qualifications of Bidders

It is the intent of the Owner to award the Contract to a Bidder fully capable, both financially and with regard to experience, to perform and complete all work in a satisfactory and timely manner. Evidence of such competency must be furnished on the forms included in the proposal, listing projects of similar difficulty, scope of work, and size, which the Bidder has satisfactorily undertaken and completed.

It is the intention of the City to award the contract to a Contractor whose ability and financial resources are fully equal to the task of performing the work in a satisfactory manner. With this in view, the Proposal calls for at least five (5) references, using specific names of persons to contact concerning the Contractor's ability to do this particular class of work. References from municipalities are preferred. The mere ability to furnish a Performance Bond shall not be accepted as sufficient evidence of responsibility on the part of the Bidder. The Bidder may also be required to furnish evidence of his current financial status.

11. Interpretation of Documents

If any Bidder is in doubt as to the true meaning of any part of the Plans, Specifications or any Contract Document, he/she may submit to the Owner a written request for an interpretation thereof. Any interpretation made in response to such a query shall be made only by Addendum, duly issued, and a copy of such Addendum shall be mailed or duly delivered to each prospective Bidder. The Owner shall not be responsible for any other explanation or interpretation of the Contract Documents. Alternative proposals that are suggested by bidders will be given consideration, if presented before the bid opening. If accepted, an addendum will be issued and sent out to all potential bidders, so that they may bid on the alternatives that have been identified.

12. Execution of Bid Proposal

A Bid Proposal, which is not signed by the individual making it, should have attached thereto a Power of Attorney evidencing authority to sign the Bid Proposal in the name of the person for whom it is signed.

A Bid Proposal, which is signed by a partnership, shall be signed by all of the partners or by an Attorney-in-Fact. If signed by an Attorney-in-Fact, there should be attached to the Bid a Power of Attorney evidencing authority to sign the Bid Proposal in the name of the partnership and such Power of Attorney shall be signed by all partners of the partnership.

A Bid Proposal, which is signed for a corporation, should have the correct corporate name thereof and the signature of the President, or other authorized officer(s) of the corporation, manually written below the corporate name and on the line indicating "By:___________________________." If such a Bid Proposal is manually signed by an officer other than the President of the corporation, a certified copy of a Resolution of the Board of Directors evidencing the authority of such officer(s) to sign the Bid Proposal should be attached thereto. Such a Bid Proposal should also bear the attested signature of the Secretary of the corporation and an impression of the corporate seal.

INSTRUCTIONS TO BIDDERS Page 3 of 4

13. Execution of Contract

The successful Bidder to whom an award is made shall be required to enter into a written agreement, in the form attached hereto, within ten (10) days after receipt of a Notice of Award and copies of the documents to be executed. In the event the successful Bidder fails to comply with this provision, he/she may be considered by the Owner to have abandoned all his/her rights and interests in the award and his/her certified check or amount of the Bid Bond may be declared to be forfeited to the Owner, and the Contract may be awarded to another.

14. Bidder Responsibility For Conditions of Work and Site

The Bidder, or his/her representative, shall make personal investigation of the site of work and of existing structures and shall determine to his/her own satisfaction the conditions to be encountered, the nature of the ground, the difficulties involved in making connections to existing structures and pipes, and any and all other factors affecting the work proposed under the Contract.

The Bidder to whom the Contract is awarded shall not be entitled to any additional compensation by reason of conditions being different from those anticipated or by reason of his/her failure to fully acquaint himself/herself with the conditions at the site affecting the work of the Contract.

15. Changes in Work

If any change is required to be made in the work of the Contract, a payment adjustment therefore shall be determined as specified in Section 103 of the 2020 MDOT Standard Specifications for Construction.

Revised: June 2021

INSTRUCTIONS TO BIDDERS Page 4 of 4

B I D P R O P O S A L 2025-2027 Snow Hauling Bid

TO: Office of the City Clerk BID DATE: July 29, 2025 City Hall TIME: 1:30 p.m.

320 W. Broadway Street Mt. Pleasant, MI 48858

The undersigned, as Bidder, hereby declares that this bid is made in good faith without fraud or collusion with any person or persons bidding of the same Contract; that he has carefully read and examined the Contract Documents, including the Notice to Bidders, Instructions, Bond Forms, Technical and Detailed Specifications, and Contract Drawings, for the designated work and understands all of the same; that he, or his representative, has made such a personal investigation at the site as is necessary to determine the character and difficulties attending the execution of the proposed work; and he proposes and agrees that if this Proposal is accepted, he will contract with the Owner in the form of the Contract hereto annexed, to provide necessary machinery, tools, apparatus and other means of construction, including utility and transportation services, necessary to do all the work and furnish all the materials and equipment specified or referred to in the Contract Documents, including Addenda No. __, __, and __, in the manner and time therein prescribed, and according to the requirements of the Owner as therein set forth to furnish Contractor Bonds and Insurance required of the Contractor by the Contract Documents, and that he will take in full payment therefore the unit prices set forth in the following Proposal.

The Bidder understands that the Owner reserves the right to reject any or all bids and to waive any irregularities in the bidding.

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 the bids.

Upon receipt of a written Notice of Award of the Bid, the Bidder shall execute the formal Contract Agreement attached hereto within ten (10) days and shall deliver to the Owner a Surety Bond or Bonds required. In the event the Contract and Bond are not executed within the time above set forth, the Bid Deposit attached in the sum of five percent (5%) of the Bid Proposal shall become the property of the Owner as liquidated damages for the delay and additional expense to the Owner caused thereby.

The Bidder hereby agrees to commence work under this Contract on or before the date to be specified in the written Notice to Proceed executed by the Owner and to fully complete the project as stipulated in the Special Conditions of these Specifications. The Bidder further agrees to pay as liquidated damages the sum indicated in the Special Conditions for each consecutive calendar day thereafter, until substantial completion, that is when all work items in the proposal are complete and notification of substantial completion of work items and final quantities is given to the Director of Public Works by the contractor.

The unit prices below shall include all labor, materials, overhead, profit, insurance, etc., to cover the finished work of the specified kind, and the Bidder agrees to perform all of the work described in the Specifications and/or shown on the Plans for the following unit prices. Please use the back of this form if you need to list additional equipment.

Please list your regularly scheduled hours

Regular Operating Hours

Overtime Operating Hours

Base bid

TRUCK CAPACITY

NUMBER OF TRUCKS

AVAILABLE COST PER HOUR

OVERTIME COST

PER HOUR

Alternate bid Discounted rate if bidder is awarded the 2025-2026 Leaf Hauling and 2025-2027 Snow Hauling contracts:

Cost per Hour:

Overtime Cost per Hour:

RESPECTFULLY SUBMITTED,

Company

Address

City State Zip Code

Telephone Fax

Authorized Signature

Print or Type Name and Title

Email Address Date

Truck and Operator (Lead trailers only – no pup trailers)

EXPERIENCE QUESTIONNAIRE

TO BE FURNISHED BY BIDDER

The signatory of this proposal guarantees the truth and accuracy of all statements and of all answers hereinafter made.

1. How many years have you been in business as a contractor under your present name?

2. How many years have you been a principal officer of a firm under a different name?

Name of Firm ______________________________________

3. What projects of a similar nature has your organization contracted for within the past five years? (NOTE: Fill out each blank completely.)

Name/Address/Phone # Type Value Name of Owner of Person in Charge of of Date Work and Location as Reference Work Work Completed

1.

2.

3.

4.

5.

6.

2025-2027 Snow Hauling Bid

SPECIFICATIONS

The City of Mt. Pleasant contracts with private companies for assistance during its snow removal operations, including the hauling of snow from the downtown streets and parking lots. The City determines the number of trucks necessary to satisfy its needs on a case basis depending on weather conditions and snowfall amounts. Snow will be loaded by City crews onto the trucks. The Contractor is responsible for hauling the snow to the designated area at the City of Mt. Pleasant’s Public Works yard, located at 1303 North Franklin Street, Mt. Pleasant.

To fairly evaluate our options, we request that you include the:

Model(s) Type(s) Size(s) of equipment being quoted, and Availability of such equipment during storms

The City expects the contractor to respond within two (2) hours notice.

Consideration will be given to the availability of equipment and operators. The City will consider bids for hauling snow using any size truck and trailer, except for pup trailers.

A certificate of insurance meeting the City’s minimum insurance requirements for contractors working within the street rights-of-way will also be required prior to starting work for the City.

The contract will be effective for the 2025-2026 and 2026-2027 snow hauling seasons.

The amount bid must be all-inclusive. Administrative or service fees, fuel surcharges, etc. will not be allowed.

Bidders may bid on both the 2025-2024 Leaf Hauling and 2025-2027 Snow Hauling bids. Bidders may submit an alternate bid for a discounted rate, if any, if the City awards both contracts to the same company.