2026_Ella_Sharp_Park_&_Sparks_Park_Deer_Harvest.pdf

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CITY OF JACKSON

2025-Parks & Recreation-080

2026 ELLA SHARP PARK & SPARKS PARK DEER HARVEST

RELEASE DATE: October 15, 2025

RESPONSE DEADLINE: November 3, 2025, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-Parks & Recreation-080 Title: 2026 Ella Sharp Park & Sparks Park Deer Harvest

Table Of Contents

1. Instructions to Consultants

2. General Information

3. Scope of Work

4. Criteria and Proposal Format

5. Evaluation Criteria

6. Price Proposal

7. Vendor Questionnaire

Instructions to Consultants

Sealed proposals for 2026 Ella Sharp Park & Sparks Park Deer Harvest will be received by the City of Jackson Purchasing Coordinator, Kari Kerstetter, via the City of Jackson e-Procurement Portal, https://procurement.opengov.com/portal/cityofjackson .

The work includes the harvest of up to 125 antlerless (primarily) deer from designated areas of Ella Sharp Park & Sharps Park. The Michigan Department of Natural Resources (DNR) will provide the dates and permits for this project.

Bidders may obtain Instructions to Bidders, Proposal Forms, Specifications and Contract Forms on the City of Jackson e-Procurement Portal, https://procurement.opengov.com/portal/cityofjackson .

Bidders will be required to meet the City of Jackson's pre-qualification requirements prior to bid opening. Bidders must be prequalified for Animal Control license

The City of Jackson does not discriminate on the basis of race, religion or national origin, color, age, sex, height, weight, marital status, and physical or mental handicap as to: access, availability, employment, or participation in any of its programs and activities.

City of Jackson

Heather Ehnis, Purchasing Agent

1. REQUIRED TIME FOR RECEIPT OF PROPOSALS

Submit Electronic Responses via the e-Procurement Portal https://procurement.opengov.com/portal/cityofjackson by Monday, November 3, 2025,10:00 am. Any proposals received after this time will not be reviewed or considered by the City.

2. INTERPRETATIONS FOR ADDENDA

No oral interpretation will be made to any Consultant as to the meaning of the Document or any part thereof. Consultant shall submit all inquiries regarding this solicitation via the e-Procurement Portal, located at https://procurement.opengov.com/portal/cityofjackson. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Any interpretation made to a Consultant shall be in the form of an Addendum to the Documents and, when issued, will be on the e-Procurement Portal at least five (5) calendar days before the proposals are opened. All such Addenda shall become part of the Contract Documents and all Consultants shall be bound by such Addenda, whether or not received by the Consultant.

3. PROPOSALS

A. All proposals must be submitted following format supplied by the City using figures attached

(when provided) and shall be subject to all requirements outlined in this RFP. All proposals https://procurement.opengov.com/portal/cityofjackson https://procurement.opengov.com/portal/cityofjackson must be regular in every respect and no interlineations, excisions, or special conditions shall be made or included in the format by the Consultant.

B. The City of Jackson may consider as irregular any proposal on which there is an alteration of or departure from this format, and at its option may reject the same.

C. Each Consultant shall include in its PRICE PROPOSAL, in the format requested thereof, the cost of performing the work. The prices set forth in the proposal by the Consultant shall remain effective for 90 days from the time proposals are opened.

4. ECONOMY OF PREPARATION

Each Proposal should be prepared simply and economically providing a straightforward concise description of the Consultant's ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of the content.

5. SUBCONTRACT AGREEMENTS

Before executing any subcontract, the successful Consultant shall submit the name of any proposed subcontractor for prior approval.

6. CORRECTIONS

Consultants may select "unsubmit" their proposal anytime before the bid deadline to make any necessary corrections.

7. TIME FOR RECEIVING PROPOSALS

Proposals may be received up to but not later than 10:00 am, Monday, November 3, 2025 via the e-

Procurement Portal located at https://procurement.opengov.com/portal/cityofjackson. The e-

Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Jackson strongly recommends completing your response well ahead of the deadline.

8. OPENING PROPOSALS

The City of Jackson will open every eligible responsive qualification proposal received within the time set for receiving proposals. Cost proposals will only be opened for those Consultants who have deemed most qualified based on their qualifications proposal.

9. WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn on the e-Procurement Portal anytime prior to the time fixed for opening.

10. AWARD OF CONTRACTS / REJECTION OF PROPOSALS

A. The City of Jackson reserves the right to reject any and all proposals and to waive any irregularity in proposals received whenever such rejection or waiver is in its best interests. The

Consultant to whom the Award is made will be notified at the earliest possible date.

B. The City of Jackson reserves the right to consider as unqualified to perform the Contract any

Consultant who does not habitually perform with its own forces at least fifty (50%) of the work involved.

11. EQUAL EMPLOYMENT OPPORTUNITY

Attention of Consultants is particularly called to the requirements for ensuring that employees and applicants for employment are not discriminated on any illegal basis including race, national origin, color, religion, age, sex, height, weight, marital status, and physical or mental handicap as required by the City of Jackson's Ordinance Chapter 15-3.

12. DEFAULT TO CITY

It is understood that any Consultant who is in default to the City at the time of opening the proposal shall have the proposal declared null and void.

13. SIGNATURES

If and when a signature is required, it must be signed as following:

A. CORPORATIONS: Signature of official shall be accompanied by a certified copy of the resolution of the Board of Directors authorizing the individual signing to bind the corporation.

Each signature must be witnessed and notarized.

B. PARTNERSHIPS: Signatures of one partner shall be accompanied by a certified copy of the

Power of Attorney authorizing the signing to bind all partners. If the proposal is signed by all partners no authorization is needed. Each signature must be witnessed and notarized.

C. INDIVIDUAL: No authorization is needed, but signature must be witnessed and notarized

14. TAX LIABILITY

When the terms of this contract involve the lease of property, real or personal, to the City, it is understood that the Lessor shall be solely responsible for the payment of all taxes of any nature whatsoever that accrue on the property during the term of the lease. Sales Tax and Use Tax are applicable in this contract and are the sole responsibility of the Provider of services.

15. CITY ORDINANCE AND CHARTER REFERENCES

All City of Jackson Policies, Ordinances and Charter Sections applicable to this RFP are available at the Jackson City Clerk's office for the Consultant's inspection and review, and the Consultant understands that it is its sole responsibility to understand and fully comply with all applicable City of

Jackson Policies, Ordinances and Charter sections.

16. NOT TO EXCEED OR NON-APPROPRIATION

The Consultant hereby recognizes that the City is a political body corporate, and that in the event the

City fails to appropriate monies sufficient enough to pay its obligations herein, that the City may terminate this agreement without incurring any liability thereof.

17. INCURRING COST

The City shall not be liable for any costs, including any travel, incurred by the Consultant prior to award of contract. The City does not intend to pay for any information obtained from the RFP, though such may be utilized in determining the award.

18. NO THIRD-PARTY RIGHTS

It is agreed and understood that the contract is made solely for the benefit of the City and the

Provider of Services; that it is not made for the benefit of any third party; and that no action or defense may be founded upon this contract except by the parties signatory hereto.

19. ORAL PRESENTATION

Those Consultants deemed most qualified based on their qualifications proposal may be required to make an oral presentation of their proposal to the City of Jackson. These presentations will provide an opportunity for the Consultant to clarify his proposal to ensure mutual understanding of its contents. The City of Jackson will schedule any such presentations.

20. ACCEPTANCE OF PROPOSAL CONTENT

The contents of the proposal of the successful Consultant will become contractual obligations, if a contract is issued. Failure of the successful Consultant to accept these obligations will result in cancellation of the award.

21. NEWS RELEASES

News releases pertaining to this request or the work to which it relates will not be made without prior written approval of the Issuing Office.

General Information

1. INTRODUCTION

The City of Jackson is inviting qualified companies to submit proposals for Animal Control services required for required to harvest up to 125 antlerless (primarily) deer from designated areas of Ella

Sharp Park and Sparks Park. The Michigan Department of Natural Resources (DNR), will provide the dates and permits for this project.

2. CITY'S RESPONSIBILITIES

The City will have the following responsibilities in conjunction with a contract resulting from this RFP.

A. Provide information as to the City's requirements for the project and make available all pertinent information, which may be useful in the project work, including any drawings or equipment data relative to the project.

B. Designate in writing a person to act as the City's project Director with respect to the work to be performed. Such person will have the authority to transmit instructions, receive information, interpret and define the City's policies and decisions with respect to materials, equipment and other such elements pertinent to the work.

C. Coordinate as necessary the efforts of the consultant to make provisions to enter upon public or private land as required to perform the work.

D. Examine all studies, reports, estimates, proposals and other documents prepared by the consultant and render in writing, if necessary, decisions pertinent thereto within a reasonable time.

E. Direct the consultant in writing to begin the work on each phase of the project upon receipt of written evidence from the Consultant of the appropriateness of such action.

The consultant will develop or obtain from other agencies all other material, information and data necessary to perform the work.

3. TERM OF CONTRACT

Any contract awarded pursuant to this RFP shall be for a period ending March 1, 2026, or until project completion, whichever is earlier. The City of Jackson reserves the right to cancel this RFP at any time, without penalty.

Scope of Work

1. Deer Harvest Proposal Requirements

• Possess current/valid Animal Control license

• Possess required Commercial Certificate of Liability Insurance coverage and list City of

Jackson as Additional Insured

• All shooters and staff on site must always have pictured identification and a copy of the damage control permit on their persons

• Follow all DNR guidelines regarding bait stations, certifications, vehicle markings, shooting limitations near houses/occupied buildings/dwellings/other buildings, proper firearm and ammunition

• All deer must be tagged with provided DNR Deer Damage Permit Tags and completed with all required information on each deer

• Properly recover and field dress each deer

• Set up (prior to the shoot) and remove (after the shoot) any elevated stands or other equipment used

• Shooting must only take place during designated timeframe and locations

• Shooting times will be adhered to according to DNR Wildlife Control permit

• If required, Contractor will submit biologics to DNR Waterloo Field Office

Criteria and Proposal Format

The City of Jackson will evaluate all proposals received and identify that which is the most responsive, responsible, and offers the best value. The City of Jackson shall have the right to accept or reject any or all proposals. Pricing will not be the only consideration for the proposal award.

Following are the submittal requirements for this RFP. All specific response items in this section represent the minimum information to be submitted. Deletions or incomplete submittals in terms of content or deviation in form may, at the City’s discretion, render the submittal non-responsive. To facilitate the evaluation, offeror shall submit and organize all responses in the same order as listed below. Late submittals will not be accepted. It is the responsibility of the offeror to ensure that submittals are received by the City of Jackson on or before the due date and time.

The following items are to be included in your submittal, in the order listed:

1. Project Management Approach. Be sure to include primary contact information.

2. Professional Experience of Key Staff Members.

3. Proposed Timeline.

4. Company Experience and Qualifications.

Evaluation Criteria

For each separate bid submission, the City in its discretion will weigh the information provided by the contractor or subcontractor regarding the evaluating criteria, as a whole, to determine the best bid.

Except as otherwise required by law, no single criterion will necessarily be determinative in assessing which bid is the best bid. The Purchasing Department must weigh each of the criteria based on a distribution of percentage points on a 100-point scale. The criteria to be considered in bid evaluation on construction projects by the City shall be weighed categorically as follows, and shall include:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price Points Based 30 (30% of Total)

2. Experience in Scope of Work

List harvest number, location, and success of previous deer harvests.

Points Based 40 (40% of Total)

3. Proper Insurance Requirements

See Insurance Requirement and also list the City of Jackson as Additional Insured

Points Based 30 (30% of Total)

Price Proposal

DEER HARVEST

Unit Cost must include all labor, materials, fees, permits, and equipment needed to complete the

Scope of Work

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Deer Harvest, primarily antlerless 100 Each

TOTAL

Vendor Questionnaire

1. RFP Proposal*

Please see section "Criteria and Proposal Format" for more details.

*Response required

2. References

Submit at least three (3) references from governmental agencies and/or private firms that attest to your company’s experience and ability to perform the activities described in this RFP.