2025 Planting ITB.pdf

NOTICE - CITY OF NOVI

INVITATION FOR BIDS

2025 FALL and 2026 SPRING LANDSCAPE PLANTING

The City of Novi will receive sealed bids for 2025 Fall & 2026 Spring Landscape Planting according to the specifications of the City of Novi.

Sealed bids will be received until 2:00 P.M. prevailing Eastern Time, Friday, August 8, 2025, at which time proposals will be opened and read. Bids shall be addressed to and delivered to:

CITY OF NOVI

FINANCE DEPARTMENT

45175 Ten Mile Rd.

Novi, MI 48375-3024

OUTSIDE OF MAILING/FED EX/UPS ENVELOPES MUST BEAR THE NAME OF THE BIDDING

FIRM AND MUST BE PLAINLY MARKED:

"2025 FALL & 2026 SPRING LANDSCAPE PLANTING BID”

The City reserves the right to accept any or all alternative proposals and award the contract to other than the lowest bidder, to subdivide the award, to waive any irregularities or informalities or both; to reject any or all proposals; and in general to make the award of the contract in any manner deemed by the City, in its sole discretion, to be in the best interest of the City of Novi.

Tracey Marzonie Purchasing Department

Notice dated: July 28, 2025

NOTICE TO BIDDERS:

The City of Novi officially distributes bid documents through the Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. The City of Novi cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by any information received from alternate sources. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. If you obtained this document from a source other than the source indicated, it is recommended that you register on the MITN site, www.mitn.info , and obtain an official copy.

http://www.mitn.info/

CITY OF NOVI

2025 FALL and 2026 SPRING LANDSCAPE PLANTING

INSTRUCTIONS TO BIDDERS

This section is intended to provide interested contractors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Novi.

IMPORTANT DATES

Bid Issue Date July 28, 2025

Last Date for Questions Friday, August 1, 2025 by 2:00 P.M.

Please email questions to:

Tracey Marzonie, Purchasing Department tmarzonie@cityofnovi.org

Response Due Date Friday, August 8, 2025 by 2:00 P.M.

Anticipated Award Date August 25, 2025

PROPOSAL SUBMITTALS

Submitted proposals shall include:

• The completed Bid Form and Contractor Questionnaire

FAILURE TO SUBMIT PRICING ON THE PROPOSAL FORM PROVIDED BY THE CITY OF NOVI

MAY CAUSE THE BID TO BE CONSIDERED NON-RESPONSIVE AND INELIGIBLE FOR AWARD.

Provide one (1) unbound original copy of your bid signed in ink. No other distribution of the proposals will be made by the Contractor. Proposals must be signed by an official authorized to bind the Contractor to its provisions.

TYPE OF CONTRACT

If a contract is executed as a result of the quotation, it stipulates a fixed price for products and services. The contract will be for one (1) year. Upon mutual consent of the City of Novi and the successful bidder, the contract may be renewed three (3) times in one (1) year increments at the same terms and conditions of the original contract.

CONTRACT AWARD

The contract will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation will be most advantageous to the City of Novi.

Qualifications, experience, references, comparable projects, price, previous experience with vendor/contractor, delivery, and other factors will be considered in the evaluation process and award of contract. The City reserves the right to accept any or all alternative bids and award the contract to other than the lowest bidder, to waive any irregularities or informalities or both; to reject any or all bids; and in general to make the mailto:tmarzonie@cityofnovi.org award of the contract in any manner deemed by the City, in its sole discretion, to be in the best interest of the City of Novi.

After contract award, a summary of total price information for all submissions will be posted on the MITN website at www.mitn.info .

INSURANCE

A certificate of insurance naming the City of Novi as an additional insured must be provided by the successful bidder prior to commencement of work. A current certificate of insurance meeting the requirements in Attachment A is to be provided to the City and remain in force during the entire contract period.

CHANGES TO THE BID/ADDENDA

Should any prospective Bidder be in doubt as to the true meaning of any portion of the ITB, or should the Bidder find any patent ambiguity, inconsistency, or omission therein, the Bidder shall make a written request (via email) for official interpretation or correction.

Such request shall be submitted to the staff member indicated above. The individual making the request shall be held responsible for its prompt delivery.

Such interpretation or correction, as well as any additional Bid provisions that the City may decide to include, will be made as an addendum, which will be posted on the MITN website at www.mitn.info . Any addendum issued by the City shall become part of the ITB and subsequent contract and shall be taken into account by each bidder in preparing its bid. Only written addenda are binding. It is the Bidder’s responsibility to be sure they have obtained all addenda. Receipt of all addenda must be acknowledged on bid form.

RESPONSE DATE

To be considered, sealed proposals must arrive at the specified location by the specified time. There will be no exceptions to this requirement. The City of Novi shall not be held responsible for lost or misdirected proposals.

Contractors mailing proposals should allow ample time to ensure the timely delivery of their proposals. All proposals must be contained in sealed envelopes marked on the outside with the contractor’s name and the name of the bid. Proposals received after the closing date and time will not be accepted or considered. Telegraphic, facsimile, or telephone proposals are not acceptable.

SUBMISSION OF BIDS

Bids must be submitted in a sealed envelope. Outside of mailing envelope must be labeled with name of contractor and name of bid. Failure to do so may result in a premature opening or failure to open such proposal.

To be considered, sealed bids must arrive at the Clerk’s Office, on or before the specified time and date. There will be no exceptions to this requirement. Contractors mailing bids should allow ample time to ensure the timely delivery of their bid. Bids received after the closing date and time will not be accepted or considered. Faxed, emailed, or telephone bids are not acceptable. The City of Novi shall not be held responsible for lost or misdirected bids.

Bids must be clearly prepared and legible and must be signed by an Officer of the submitting Company on the enclosed form. Bids must show unit pricing, extended pricing, and totals if requested. In case of mistakes in price extension, the unit price shall govern. ANY CHANGES MADE ON BID FORMS MUST BE INITIALED OR YOUR BID MAY BE CONSIDERED NON-RESPONSIVE. Failure to include in the bid all information requested may be cause for rejection of the bid.

A bid may be withdrawn by giving written notice to the Purchasing Department before the stated due date/closing time. After the stated closing time, the bid may not be withdrawn or canceled for a period of One Hundred and Twenty (120) days from closing time.

No proposal will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City Novi upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City.

FREIGHT/SHIPPING/DELIVERY CHARGES

Proposal pricing must contain all shipping/handling/delivery charges.

TAX EXEMPTION

It is understood that the City of Novi is a governmental unit, and as such, is exempt from the payment of all Michigan State Sales and Federal Excise taxes. Do not include such taxes in the bid prices. The City will furnish the successful bidder with tax exemption certificates when requested. The City’s tax-exempt number is 38-6032551.

TRANSFER OF CONTRACT/SUBCONTRACTING

The successful bidder will be prohibited from assigning, transferring, converting or otherwise disposing of the contract agreement to any other person, company or corporation without the expressed written consent of the City of Novi. Any subcontractor, so approved, shall be bound by the terms and conditions of the contract. The contractor shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Novi for such acts or omissions.

CONTRACT TERMINATION

The City may terminate and/or cancel this contract (or any part thereof) at any time during the term, any renewal, or any extension of this contract, upon thirty days (30) days written notice to the Contractor, for any reason, including convenience without incurring obligation or penalty of any kind. The effective date for termination or cancellation shall be clearly stated in the written notice.

CONTRACT RENEWAL

No contract shall be automatically renewed at the end of any contract term.

NON-DISCRIMINATION

In the hiring of employees for the performance of work described in this ITB and subsequent contract, neither the contractor, subcontractor, nor any person acting in their behalf shall by reason of religion, race, color, national origin, age, sex, height, weight, handicap, ancestry, place of birth, sexual preference or marital status discriminate against any person qualified to perform the work required in the execution of the contract.

ACCEPTANCE OF PROPOSAL CONTENT

Should a contract ensue, the contents of the proposal of the successful Bidder may become contractual obligations. Failure of a contractor to accept these obligations may result in cancellation of the award.

MATERIAL SUBMITTED

All documents, specifications, and correspondence submitted to the City of Novi become the property of the City of Novi and are subject to disclosure under the provisions of Public Act No. 442 of 1976 known as the “Freedom of Information Act”. This Act also provides for the complete disclosure of contracts and attachments hereto. This means that any informational material submitted as part of this RFP is available without redaction to any individual or organization upon request.

INCURRING COSTS

The City of Novi is not liable for any costs incurred by bidders prior to issuance of a contract.

ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward and concise description of the contractor’s ability to meet the requirements of the bid.

Emphasis should be on completeness and clarity of content. Included in the response must be a point by point response to the Requirements and other sections of the bid.

DISCLOSURE OF PROPOSAL CONTENT

After contract award, and upon written request, a summary of total price information for all submissions will be furnished to those contractors participating in this bid.

INDEPENDENT PRICE DETERMINATIONS

By submission of a proposal, the proposer certifies, and in case of a joint proposal, each party hereto certifies as to its own organization, that in connection with the proposal:

(a) The prices in the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any other Competitor;

and,

(b) No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition.

Each person signing the proposal certifies that:

(c) They are the person in the proposer’s organization responsible within that organization for the decision as to prices being proposed in the proposal and that they have not participated and will not participate in any action contrary to (a) and (b) above; or

(d) They are not the person in the proposer’s organization responsible within that organization for the decision as to prices being proposed in the proposal but that they have been authorized in writing to act as agent for the persons responsible for such decisions in verifying that such persons have not participated, and will not participate, in any action contrary to (a) and (b) above , and that as their agent, does hereby so certify; and that they have not participated, and will not participate in any action contrary to (a) and (b) above.

A proposal will not be considered for award if the sense of the statements required in the proposal has been altered so as to delete or modify the above.

1. Purpose/Scope of Work

The City of Novi is soliciting bids for the 2025 Fall and 2026 Spring Landscape Plantings. Bid includes purchase, installation, and two (2)-year warranty by the bidding contractor, except where otherwise noted.

ALL BIDS SHALL BE SUBMITTED ON SUPPLIED OFFICIAL BID FORM. All bids shall be quoted on a per unit basis. Any bids not so submitted will be disqualified. It is the intent of the City to utilize one contractor; however, we reserve the right to enter into more than one contract.

If you are unable to provide the specified quantity of plant material, please indicate by changing the number on the bid forms where appropriate. Bids shall include all material, labor, equipment, and warranty costs.

PLEASE NOTE: IT IS POSSIBLE THE CITY COULD INCREASE OR DECREASE THE NUMBER OF TREES

AND SHRUBS BEING PLANTED. IF THE PROJECT QUANTITIES ARE ADJUSTED, THE CONTRACTOR

WILL HONOR THE UNIT PRICES QUOTED AS A PART OF THIS BID.

2. Applicable Specifications and Standards

A. American National Standard Institute A300, Clause 10: Planting and Transplanting. 2023.

Tree Care Industry Association, 670 N Commerical St, Ste. 201, Manchester, NH 03101.

B. American Standard for Nursery Stock Z60.1. 2025. American Nursery & Landscape Association, 2130 Stella Ct, Columbus, OH 43215.

C. Standardized Plant Names. 1942. American Joint Committee on Horticulture Nomenclature, Horace McFarland Company, Harrisburg, Pennsylvania. (Second Edition).

D. City of Novi Landscape Design Manual. 2003, rev. 2020. City Council, 45175 W. Ten Mile Rd, Novi, MI 48375.

3. Planting/Project Season

A. This project shall be completed within the following dates:

Fall 2025 Planting: October 1, 2025 to December 1, 2025* Spring 2026 Planting: April 15, 2026 to June 1, 2026*

*See Section 24 regarding liquidated damages

B. Variance: If special conditions exist that warrant a variance in the above planting dates, a written request shall be submitted to the Forester stating the special conditions and the proposed variance. The variance will be granted if warranted in the opinion of the Forester.

4. General Specifications

A. Permissible working hours are 7:30 A.M. to 5:00 P.M., Monday through Friday unless otherwise authorized by the City. The Contractor shall notify the City of intended operations prior to commencement of work on each working day. No weekend or holiday work will be permitted unless prior authorization is granted by the City. At the end of each working day, the contractor shall clean all work sites of any rubbish, debris, and trimmings resulting from the work, and all work locations shall be left in a neat, safe, and presentable condition.

B. Contractor shall be responsible for any damage to utilities during the planting process.

C. Contractor shall be responsible for all associated fees that may be required for this project (Road Commission for Oakland County permit fees, MDOT permit fees, bonds, etc.).

D. Contractor’s employees shall maintain a neat and clean appearance at all times.

Employees shall wear the appropriate clothing apparel at all times. All work shall be performed in a professional and courteous manner.

E. All vehicles performing work on this project shall be properly placarded with the Contractor’s name identified. Contractor’s equipment shall have neat and clean appearance at all times.

F. All crews shall be supervised at all times by the Contractor.

G. Contractor’s equipment and general safety practices must meet all OSHA and MIOSHA requirements.

H. At no time shall the contractor leave open planting holes unfilled with either soil or plant material at the end of the workday. All rubbish, debris, excess soil, sod, trimmings, etc., generated in the performance of this contract shall be properly disposed of off-site by the contractor. If spoils or materials are found to be dumped on public or private property or within a regulated woodland or wetland, they will need to be removed using hand tools and disposed of off-site. All work shall be subject to the direct supervision of the Forester or their designee, and in all respects shall meet with the City’s approval as conforming with the provisions and requirement of this contract.

I. During the progress of work, adequate provisions shall be made by the contractor to accommodate normal traffic flow over the public streets so as to cause a minimum of inconvenience to the general public. Means of ingress and egress for occupants of property adjacent to the work, with convenient access to driveways, housing, or building shall be provided to the maximum possible extent.

J. The contractor will be required to provide and maintain any and all safety devices, such as barriers, guards, and lights, when and where it may be necessary as a result of the work being done. Such devices, barriers, markings, signs, or traffic lights shall conform to the current Michigan Manual of Uniform Traffic Control Devices.

K. The contractor will be held responsible for the preservation of all public and private property along and adjacent to the work area, and will be required to exercise due care to avoid and prevent any damage or injury as a consequence of their work. All turf, trees, shrubs, ground covers, fences, irrigations systems, and utilities shall be adequately protected.

L. Should any direct or indirect damage or injury result to any public or private property by or on account of any act, omission, neglect, or conduct in the execution of the work or as a consequence of the execution or non-execution thereof on the parts of the Contractor, such property shall be restored, by and at the expense of the Contractor, to a condition equivalent to that existing before the damage or injury occurred, by repairing or rebuilding the same or by otherwise making good such damage or injury in a manner acceptable to the City.

M. All work must be completed to the satisfaction of the Forester or their designee, and any questions as to proper procedures or quality of workmanship will be resolved by the same. The Contractor shall be required to address all City requests as they pertain to this contract. Failure to immediately and appropriately address such issues as determined by the City may result in termination of this contract. The Forester or their designee will inspect the work performed by the contractor to ensure the completion of the planting in accordance with these specifications. Should more than two (2) inspections be required on plant material and/or landscape beds needing additional work, the contractor may be billed for City staff time.

N. The City and Contractor shall communicate as needed to discuss the results of the City’s inspection/progress reports. Failure to immediately and appropriately address such issues may result in termination of this contract.

O. The City of Novi has several Restricted Commercial Vehicle Routes. These sections of roadway are closed to commercial thru traffic. You may drive on these sections of road only if you are providing the contracted service within that particular section. At no time will the contractor drive more than a one (1) mile distance on a restricted road.

For a poster-sized map with additional details, contractors can check our Map Gallery:

https://cityofnovi.org/community/map-gallery/#transportationmaps

5. Planting Locations

A. The Contractor shall plant at locations to be determined and marked by the Forester or their designee. Where any conflicts or areas of confusion exist, Contractor shall contact the Forester of their designee for clarification of planting location immediately.

Plant materials planted in the incorrect locations may be rejected and need to be relocated at Contractor’s cost, including repair/restoration of incorrect planting site(s).

https://cityofnovi.org/community/map-gallery/#transportationmaps

B. The Forester will supply locations for individual trees/shrubs. The location may be inferred from reference to some identifiable field object or from some line that can be constructed in the field. Parks locations may be identified with flags or paint on the ground.

C. No tree shall be planted within 15 lateral feet of overhead utility wires.

D. No tree shall be planted within 10 feet of fire hydrants, 10 feet of sanitary sewer manholes, 5 feet of underground utility lines, 10 feet of driveways, 25 feet of streetlights, 35 feet of minor 40 mph or less roadway intersections, 500 feet on 45 mph or greater major roadway intersections, 100 feet of regulatory street signs, or as specified by local ordinance.

E. No tree/shrub shall be planted closer than 4 feet to adjacent curb or road edge unless directed by the City.

6. Utility Verification

A. The Contractor shall contact Miss-Dig for verification of the location of all underground utilities in the area of the work, and the Contractor shall not commence digging until all underground utilities have been marked. The Contractor shall be responsible for all damage resulting from neglect or failure to comply with this requirement and/or for all damages to marked underground utilities.

7. Materials

A. Topsoil will be furnished by the Contractor to the site. The topsoil shall be declared by the Contractor to be free from subsoil, roots, stones over 1 inch in (2.5 cm) in diameter, herbicides, contaminants, and other extraneous materials. The Contractor shall dispose of all excavated materials. Topsoil shall be of granular structure, less than 27 percent clay, and 4 to 5 percent organic matter by weight. Topsoil shall not be used in a frozen or muddy condition. The Contractor shall remove all surplus materials.

B. Compost shall consist of finely divided or granular texture composed of decomposed organic materials.

C. Mulch: Unless otherwise noted, all mulch shall be Grade A, true 100 percent double-shredded product. It shall be of natural-colored hardwood (either Maple or Oak) with no more than 10 percent by-product. Wood-chips and sticks are not acceptable.

D. Substitutions: When a contractor submits their bid, it is presumed they know where to obtain all specified plant materials. Other plant materials of similar characteristics may be accepted with written permission of the City. Proof must be submitted that material specified is not obtainable.

E. Plants shall be true to species, variety specified, and nursery grown in accordance with good horticultural practices under climatic conditions similar to those in the locality of the project for at least two (2) years. Plants of a northern seed source may be used if approved by the Forester. They shall have been freshly dug (during the most recent favorable harvest season) unless otherwise specified in this request for bid.

• Unless specifically noted, all plants shall be of specimen quality, exceptionally heavy, symmetrical, so trained or favored in development and appearance to be unquestionably and outstandingly superior in form, compactness, and symmetry. They shall be sound, healthy, vigorous, well branched and densely foliated when in leaf; free of disease and insects, eggs, or larvae; and shall have healthy, well-developed root systems. They shall be free from physical damage or other conditions that would prevent vigorous growth.

• Trees with multiple leaders, unless specified, will be rejected. Plant material with a damaged or crooked leader, girdling roots, bark abrasions, sunscald, disfiguring knots, insect damage, or cuts of limbs over ¾ inch (2cm) in diameter that are not completely closed will be rejected.

• Plants shall conform to the measurements specified, except those plants larger than those specified may be used if approved by the Forester or their designee.

Use of larger plants shall not increase the contract price. If larger plants are approved, the root ball shall be increased in proportion to the size of the plant as specified in the American Standard for Nursery Stock Z60.1.

• Caliper measurements shall be taken on the trunk 6 inches (15cm) above the natural ground line for trees up to and including 4 inches (10 cm) in caliper, and 12 inches (30 cm) above the natural ground line for trees over 4 inches (10 cm) in caliper. Height and spread dimensions specified refer to the main body of the plant and not from branch tip to branch tip. No “whips” shall be planted, unless specified in the plan for that planting season. Plants shall be measured when branches are in their position. If a range of a size is given, no plant shall be less than the minimum size, and no less than 50 percent of the plants shall be as large as the maximum size specified. Measurements specified are minimum size acceptable after pruning, where pruning is required. Plants that meet measurements but do not possess a standard relationship between height and spread, according to the American Standards for Nursery Stock, shall be rejected.

F. The plant list at the end of this section is for the Contractor’s information only; no guarantee is expressed or implied that quantities therein are correct or that the list is complete.

G. All plants shall be labeled by plant name and size. Labels shall be attached securely to all plants, bundles, and containers of plant materials when delivered. Plant labels shall be durable and legible, with information given in weather-resistant ink or embossed process lettering. Contractor is responsible for verifying the accuracy of plant labels to the species level and for providing the correct species, unless prior approval of a species substitution is given by the Forester or designee. Labels should be left in place on the plants for species confirmation during post-planting inspections.

H. Certificates of Plant Inspections: Certificates of inspection shall accompany invoices for each shipment of plants as may be required by law for transportation. Certificates are to be filed with the Forester prior to acceptance of the material. Passing inspection by federal or state governments at place of growth does not preclude rejection of plants at the work site.

8. Selection and Tagging

A. Plants shall be subject to inspection for conformity to specification requirements and approval by the Forester prior to delivery. The Forester or their designee may tag all plant material to be used for this project and reject any plant material that they feel does not meet quality standards. Such approval shall not impair the right of inspection and rejection during progress of the work. A Contractor’s representative shall be present at all inspections.

9. Excavation of Planted Areas

A. Locations for plants and outlines of area to be planted will be identified via marking paint or flagging at the site by the City. Approval of the Forester may be required before excavation begins.

B. Detrimental soil conditions: The Forester is to be notified in writing of soil conditions that the Contractor considers detrimental to the growth of plant material. These conditions are to be described as well as suggestions for correcting them. Proper water drainage shall be assured.

C. Contractor shall repair or replace any broken sprinkler components on public or private property within 24 hours of any damage. Contractor will carry ten (10) couplers, twenty

(20) hose clamps, and five (5) feet of ¾ and 1-inch pipe at all times.

D. Contractor shall restore, to satisfaction of the Forester or their designee, any damage done to adjacent planting site areas.

E. Obstructions: If rock, underground utilities, tree roots, or obstructions are encountered in the excavation of plant pits, the Forester or their designee may select alternate planting locations. Where locations cannot be changed, as determined by the Forester or designee, and where digging is permitted, submit costs required to remove the obstruction to a depth of not less than 6 inches (15 cm) below the required planting depth. Proceed with work only after receiving written approval of the Forester or their designee.

10. Digging and Handling Plant Materials

A. Anti-dessicants are to be applied to plants in full leaf immediately before digging. A film shall adequately cover all foliage.

B. Plant materials designated as Balled & Burlapped shall be properly dug with firm natural balls of soil retaining as many fibrous roots as possible in sizes and shapes as specified in the most recent edition of the American Standard for Nursery Stock. Balls shall be firmly wrapped with non-synthetic, rotatable burlap and secured with nails and heavy, non-synthetic, and rotatable twine. Root collar will be apparent at surface of ball. No plant material with loose, broken, or manufactured balls will be planted, except with special written approval before planting.

C. Plants grown in containers shall be of appropriate size for the container as specified in the most recent edition of the American Standard for Nursery Stock, and be free of circling roots on the exterior and the interior of the root ball.

D. All other types of nursery stock shall also conform to the American Standard for Nursery Stock Z60.1.

11. Transportation and Storage of Plant Material

A. Freshly dug material is given preference over plant material held in storage, unless the Forester or their designee specifically request that a “spring dig” species be dug in spring and held in storage until the fall planting season. Plant material held in storage will be rejected if excessive growth or dieback of branches has occurred in storage.

B. Branches shall be tied with rope or twine only, and in such a manner that no damage will occur to the bark or branches.

C. During transportation of plant material, the Contractor shall exercise care to prevent injury and drying out of the plant material. Should the roots be dried out, large branches broken, balls of earth broken or loosened, or area of bark torn, the Forester may reject the injured tree(s) and order them replaced at no additional cost to the City.

D. Plants must be protected at all times from sun or drying winds. Those plants that cannot be planted immediately on delivery shall be kept in the shade, well protected with soil covered with wet wood chips or other acceptable material and kept well watered.

Plants shall not remain unplanted any longer than 3 days after delivery. Plants shall not be bound with wire or rope at any time so as to damage the bark or break branches.

Plants shall be lifted and handled with suitable support of the soil ball to avoid damaging it.

E. All trees shall be transplanted and transported with stem guards. Trees with damaged stems will be rejected.

F. Branches shall not be tipped (topped) for any reason. All trees with tipped branches shall be rejected.

G. The City will not provide a location for staging of trees or other materials. The City will not provide a location to dump spoils.

12. Planting Operations (See Attachment B)

A. All trees/shrubs shall be planted in accordance with the tree/shrub planting details provided.

B. Width of the planting hole shall be at least 2 to 3 times the width of the rootball, unless otherwise approved by the Forester. Plants shall be set plumb and braced in position until prepared topsoil has been placed around the ball and roots. Trees and shrubs shall be planted so that the flare of the trunk is above preexisting grade (no higher). Plants shall be set so that they will be the same depth one year later. The trunk of the tree is not to be used as a lever in positioning or moving the tree in the planting hole. NOTE:

Because some nurseries practice tilling around trees, the root flare may be buried several inches deep. In some cases, the top of the root ball may be at ground level, but the root flare is actually too deep. Proper planting depth requires the root flare to be at or slightly above the finished grade. It is important to determine how deep the root flare is in the ball before it is placed in the planting hole. Sometimes the top of the ball may need to be raised until the root flare is at the proper planting depth. Remove the excess soil on the top of the root ball.

C. Ropes, strings, and wrapping from the top of the root ball and tree trunk are to be removed after the plant has been set. All waterproof or water repellant wrapping shall be removed from the ball. Remove at least the top two-thirds (2/3) of the wire basket before backfilling.

D. Amend the backfill soil by adding 5 percent (by weight, 20-35 percent by volume, depending on materials) composted organic matter. In heavy clay soils (especially in parks, along major roads or interchanges, and other non-residential locations) use soil from the site, composted organic matter, and sand in equal volumes.

E. Planting areas are to be finish graded to conform to grades (2 inches above preexisting grade) on drawing after full settlement has occurred.

F. Any excess soil, debris, or trimmings shall be removed from the planting site immediately upon completion of each planting operation. Excess soil shall be removed from city property, including rights-of-way and parks.

G. Walls of the planting hole shall be dug so that they are properly sloped and sufficiently loosened to remove the glazing effects of digging in order to facilitate root penetration.

Holes shall be ground only on the day the tree is planted. Contractor is responsible to ensure all holes are safe until planted and covered with mulch.

13. Guying, Staking, Wrapping, Pruning, Mulching, and Stump Removal

A. All trees shall be staked as identified in the attached planting detail. The contractor shall remove stakes and straps/guys after the first growing season by July 1. NO METAL

T-STAKES ARE PERMITTED!

B. Staking materials: No wire shall be used around any of the trunks of the trees. Diagonal supporting stakes shall be sound, uniform oak, redwood, or cedar as identified in the provided planting detail (See Attachment B).

C. Top two-thirds (2/3) of wire baskets shall be removed (after trees have secured in their plantings holes), taken off not folded under, after base of the root ball has been secured. This shall include binding twine, wire loops, and first three rows of wire squares.

D. No tree wrap shall be used unless approved by the Forester or their designee.

E. Plants are to be pruned at the time of planting, and according to best horticulture practice. Pruning of all plant material will include the removal of injured branches, double leaders, waterspouts, suckers, and interfering limbs. Do not tip branches. Do not prune oak trees during the Oak Wilt elevated risk period (March – October). Healthy lower branches and small twigs close to the center should not be removed, except as necessary to clear sidewalks or streets. All pruning cuts shall be clean and smooth, with the bark intact and uninjured at the edges. In no case shall more than one-third of the branching structure be removed, leaving the normal shape of the plant intact. No tree paint is to be used unless requested by the Forester.

F. All trees/shrubs will be mulched with a mixture of shredded wood and bark previously approved by the Forester. The composted mulch will be free of materials injurious to plant growth, branches, leaves, roots, and other extraneous matter. The mulch will be 3 inches deep around trees and shrubs. No woodchips shall be used on this project. NO MULCH IS TO BE PLACED WITHIN THREE (3) INCHES (8cm) OF THE TRUNKS OF THE

TREES/SHRUBS.

G. The contractor shall dispose of any debris (including tree roots, stumps, rocks, soil…) from the planting area.

Note: The City will not provide a staging area or location to dump debris. It will be the responsibility of the contractor to make adequate arrangements for all necessary work preparation and site cleanup disposal.

14. Maintenance of Plant Materials and Landscape Beds

A. Maintenance shall begin immediately after each plant is planted and shall continue throughout the period of this contract.

B. Tree maintenance shall consist of pruning, watering, fertilization, cultivating (including weeding), mulching, edging, tightening and repairing guys and stakes, resetting plants to proper grades or upright position, restoration of the planting saucer, and furnishing and applying such sprays or other materials as are necessary to keep plantings free of insects and diseases and in vigorous condition.

C. Plant maintenance in planting areas, including landscape beds, shall be replaced if a plant becomes damaged or injured; it shall be treated or replaced as directed by the Forester or their designee at no additional cost.

D. Watering: Contractor shall irrigate, as required, to maintain vigorous and healthy tree growth. All plants shall be watered at the time of planting. Over-watering or flooding shall not be allowed. Contractor shall use existing irrigation facilities and furnish any additional material, equipment, or water to ensure adequate irrigation. Contractor may fill up their water tanks at the City of Novi DPS Field Services facility. During periods of restricted water usage, all governmental regulations (permanent and temporary) shall be followed. Should modifications of existing irrigation systems and/or schedules facilitate adherence to these regulations, the Contractor shall notify the owner of the suggested modifications.

Except when heavy rains make a watering unnecessary (at least 1” of rain falling in Novi), each planting shall be deeply watered on and around the planting pit per the schedule listed below. The Forester shall be notified by the Contractor each time a watering cycle occurs via email or phone.

• Once immediately after planting

• Once per week through the first month after planting

• Once every 2 weeks following the first month

E. Fertilization: Fertilizer may be applied at the time of planting and shall be a controlled-release type formulated for trees and shrubs, and must be approved by the Forester or their designee. The approved fertilizer shall be used at the rate specified by the manufacturer.

15. Contract Termination

The City shall have the right to terminate a contract or part thereof before the work is completed with thirty (30) days written notice:

For Cause:

• The contractor is not complying with the specifications;

• Proper arboricultural techniques are not being followed after written notification by the City;

• The Contractor refuses, neglects, or fails to supply properly trained or skilled personnel, proper equipment, or acceptable plant material;

• The Contractor in the judgment of the City is unnecessarily or willfully delaying the performance and completion of the work;

• Previous unknown circumstances arise making it desirable in the public interest to void the contract;

• The Contractors fails to comply with the terms of this contract;

• The Contractor refuses to proceed with the work as directed by the City; or

• The Contractor abandons the work.

Any hazardous practice as determined by the City shall be immediately discontinued by the contractor upon receipt of either verbal or written notice to discontinue such practice.

For Convenience:

The City may terminate the agreement, in whole or in part, without showing cause upon giving thirty (30) days written notice to the Contractor. The City shall pay all reasonable costs incurred by the Client up to the date of notice of termination. The Contractor will not be reimbursed for any anticipatory profits that have not been earned up to the date of notice of termination.

16. Acceptance

The Forester or his/her delegate shall inspect all work for acceptance upon written request for the Contractor. The request shall be received at least 10 calendar days before the anticipated date of inspection.

Acceptance of plant material by the Forester or their designee shall be for general conformance to specified size, character, and quality and shall not relieve the Contractor of responsibility for full conformance to the contract documents, including correct species.

Upon completion and re-inspection of all repairs or renewals necessary in the judgment of the Forester, the Forester shall certify in writing that the work has been accepted.

17. Acceptance in Part

Work may be accepted in parts when the Forester and Contactor deem that practice to be in their mutual interest. The Forester must give approval in writing to the Contractor verifying that the work is to be completed in parts. Acceptance of work in parts shall not waive any other provision of this contract.

18. Guarantee Period and Replacements

A. The guarantee period for plant material shall begin at the date of acceptance, or the date that the Novi City Council authorizes payment.

B. The Contractor shall guarantee all plant material to be in healthy and flourishing condition as determined by the City of Novi for a period of two (2) years from the date of acceptance.

C. When work is accepted in parts, the guarantee periods extend from each of the partial acceptances to the terminal date of the guarantee of the last acceptance. Thus, all guarantee periods terminate at one time.

D. The Contractor shall replace, without cost to the City, as soon as weather conditions permit, and within a specified planting period, all plants determined by the Forester to be dead or in an unacceptable condition during and at the end of the guarantee period. To be considered acceptable, plants shall be free of dead or dying branches and branch tips and shall bear foliage of normal density, size, and color. Replacements shall be subject to all requirements stated in this specification. The City may allow substitutions.

E. The guarantee of all replacement plants shall extend for an additional period of one (1) year beyond the initial two-year warranty period. In the event that a replacement plant is not acceptable during or at the end of the said extended guarantee period, the Forester may elect subsequent replacement or credit for that item. Replacements are to be the same species as what was originally planted unless approval for species substitution is granted.

F. The Contractor shall make periodic inspections, at no extra cost, during the guarantee period to determine what changes, if any, should be made in the maintenance program.

If changes are recommended, they shall be submitted in writing to the Forester.

G. In the event that any plantings fail, the Contractor will be notified that they must be removed and replaced. If the planting is not removed within a fifteen (15) day period, the City may opt to cut the planting down. The Contractor shall be responsible for the removal of the existing root ball and replacement of any failed planting removed by the City. If a planting is removed outside the growing season, the Contractor shall replace the planting during the next growing season.

19. Final Inspection and Final Acceptance

At the end of the guarantee period and upon written request of the Contractor, the Forester will inspect all guaranteed work for final acceptance. The request shall be received at least 5 days before the anticipated date for final inspection. Upon completion and re-inspection of all repairs or renewals necessary in the judgment of the Forester at that time, the Forester shall certify, in writing, that the project has received final acceptance.

20. Selection Criteria

Proposals will be evaluated and ranked. The City of Novi reserves the right to reject any and all proposals, to make an award based directly on the proposals, or to negotiate further with one or more companies. The proposer selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including but not limited to:

A. Experience/Qualifications Proposals on this contract shall be limited to individuals, partnerships, and corporations actively engaged in landscaping. Proposers shall demonstrate competence, experience, and financial capability to carry out the terms of this contract. The City will require proof of these qualifications and work performance references.

B. Capacity Proposers should clearly identify all available resources within the company and those that will be subcontracted to others. Provide an Equipment List and number of full-time/part-time employees that will be made available to accomplish the work described in these documents.

C. Comparable Projects Proposers should submit examples of similar work performed.

D. Timeline Provide a proposed schedule for the performance of the tree planting services, including under unusual or unexpected weather conditions.

E. References Provide a list of references from comparable projects that have been successfully completed by your company. Include the names of contacts.

F. Cost Cost Proposals per Official Bid Form.

21. General Conditions

A. The City of Novi reserves the right to interview any number of qualifying providers as part of the evaluation process. The decision of which provider to contact (if any) will be based on the most qualified, cost-effective, and experienced provider(s) determined in the evaluation process. The City of Novi reserves the right to select, and subsequently recommend for award the proposed services which best meets its required needs, quality levels, and budget constraints.

B. The City is not required to accept the lowest proposal in all or in part. The proposal award will not be based solely upon cost but will be evaluated based upon criteria formulated around the most important features of the services, of which qualifications, experience, capacity, and comparable projects may be overriding factors. The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach meets the desired requirements and needs of the City.

C. All proposals shall be opened publicly at the date and time specified. Each shall be recorded with the name of the proposer. All proposals shall be in accordance with the Purchasing Department and the requirements of this notice in order to be deemed “responsive.”

D. No proposal will be accepted from any person, firm, or corporation who is in arrears upon any obligation to the City or who otherwise may be deemed irresponsible or unreliable by the City.

E. No proposal will be allowed to be withdrawn after it has been deposited with the City of Novi, except as provided by law.

F. Any deviation from the scope of work must be noted in the proposal.

G. The Invitation for Bids document together with its addenda, amendments, attachments, and modifications, when executed, becomes the contract or part of the contract between the parties.

H. Any proposal submitted which requires a down payment or prepayment of any kind prior to work completion and full acceptance as being in conformance to specifications will not be considered for award.

22. Instructions to Contractors

The following pages include 1) a vendor questionnaire and 2) the official bid form. These items must be FULLY completed and submitted. Bidders not responding to any of the specifications or questions may be classified as unresponsive. The response must follow the format outlined in this proposal. Supplemental information may be attached.

23. Payment

Payment shall be made to the Contractor as follows:

• 80 % of the contract sum upon receipt, completion of planting of the plant materials by the contractor, and acceptance of the plant materials by the Forester.

• 10 % of contract sum after the replanting of all necessary replacement material after one year.

• 10 % of contract sum after final acceptance. This would occur after all replacement material warranties are complete and after the completion and acceptance after the two-year warranty period.

NOTE: It is the contractor’s responsibility to ensure all invoices are accurate, detailed, and submitted in a timely manner. Invoices must include the address/location of each tree planted as well as the type of tree planted at each location. Failure to submit accurate and detailed invoices will result in delayed payment.

For the Spring 2026 planting, all items planted by June 30, 2025, MUST have invoices submitted to the City by July 15, 2025.

24. Liquidated Damages

Failure to complete all the work within the time specified by the Contractor in their bid, including any extension granted in writing by the City of Novi’s designated representative, shall oblige the Contractor to pay the City, as liquidated damages and not as a penalty, $100.00 for each calendar day of delay in the completion of the work.

The City shall be entitled to deduct these unpaid liquidated damages from the monies due the Contractor. The liquidated damages are not intended to preclude recovery of actual damages in addition to the recovery of liquidated damages.

CONTRACTOR QUESTIONNAIRE

Firm Name: _________________________________________________________________________

Address: ___________________________________________________________________________

City: ____________________________________ State: _________________ Zip: _______________

Telephone Number: ___________________________ Fax Number: ____________________________

Email Address: ______________________________________________________________________

Firm Established: __________________________ Years in Business: _____________

Type of Organization: (please circle)

a. Individual b. Partnership c. Corporation d. Joint Venture e. Other ______________

How many full-time employees? ____________ How many part-time employees? ____________

Provide information relative to the experience your company has had working with municipalities.