2026 Kent ISD Groundskeeping RFP.pdf

Kent Intermediate School District

REQUEST FOR PROPOSAL - 2026 Kent ISD Groundskeeping

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Kent Intermediate School District (Kent ISD) is seeking bids for groundskeeping (seasonal mowing and landscaping maintenance) per attached specifications for a three (3) year contract period. Kent ISD is requesting guaranteed pricing for a three (3) year period. Specifications are to be considered as minimums, and the general conditions, as listed, must be adhered to.

Questions regarding the specifics of the bid should be submitted no later than Thursday March 19, 2026 at 10:00 AM in writing through Sigma VSS or via email to facilities@kentisd.org. Questions and answers will be posted with the RFP in Sigma VSS and shared with all bidders. Email inquiries will also be answered via email. Questions submitted after this deadline (Thursday March 19, 2026 at 10:00 am) may not be answered.

Bids are due by 1:00 pm on Tuesday, March 24, 2026 delivered in a sealed envelope/package with the wording “2026 Kent ISD Groundskeeping” clearly marked on the outside of the envelope/package addressed to:

Kent ISD Attn: Ryan Vander Molen 1655 E Beltline NE Grand Rapids, MI 49525

Bids may be hand delivered to the Kent ISD Maintenance Building; 1655 East Beltline NE Grand Rapids, MI 49525, located in parking lot #4 across from the greenhouse and wind turbine. The Maintenance Building front door is labeled E-1. Kent ISD will not consider or accept a bid received after the date and time specified for bid submission. Bids will be opened publicly immediately following the close of receiving bids.

It is the intention to formally award the bid once the Kent ISD Board approves the recommendation of award at the April 20, 2026 Board Meeting.

In compliance with MCL 380.1267, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and any employee of the bidder and any member of the board, or the superintendent of the school district. All bids shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board has stated that Kent ISD shall not accept a bid that does not include these sworn and notarized disclosure statements.

Kent ISD reserves the right to allow only Michigan Based Businesses to bid on this advertisement. Under 1984 PA 431, MCL 18.1268, our board has elected to enforce the PA as defined.

Kent ISD will be a place where all persons feel welcomed, have a right to be treated equitably and without prejudice, and have a responsibility to treat others the same way. Kent ISD is an equal opportunity institution. Kent ISD does not discriminate on the basis of race, creed, color, national origin, age, sex or physical/mental disability or veteran status in its educational programming, enrollment, employment or contracting.

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GENERAL CONDITIONS

A. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements within.

B. Bid proposals received after the scheduled opening time will not be accepted and will be returned to the bidder unopened.

C. All bid proposals must be mailed or hand-delivered a sealed envelope/package. Telephonic, E-mail, online, or fax bids will not be accepted.

D. All questions regarding the bid proposal must be submitted in writing through Sigma VSS or via email to facilities@kentisd.org. Questions and answers will be posted with the RFP in Sigma VSS and shared with all bidders. Email inquiries will also be answered via email.

E. Unless otherwise specified, no bid may be withdrawn, changed or modified in any way for a period of ninety (90) calendar days from the date of the bid opening.

F. Kent ISD is a federally constituted government body and as such is exempt from state and federal taxes.

G. Kent ISD reserves the right to accept or reject any or all bids, to waive irregularities or defects, and accept other than the low bid when deemed to be in its best interest. Kent ISD also reserves the right to establish multiple contracts when it is in its best interest. Kent ISD is looking for the most responsible bidder that will provide us with quality services and consistent staffing. Kent ISD is not necessarily looking for the lowest bidder.

H. For the purpose of assuring the School District of the quality of workmanship, materials, equipment, and service, the School Board will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of the equipment/material bid for the project.

I. The laws of the State of Michigan shall govern the rights, obligations and remedies of the Parties under this bid and any agreement reached through this process.

J. All information included in a bid proposal response is subject to the “Freedom of Information Act” and may be disclosed in its entirety after the formal date bids are due.

K. The successful Bidders shall, within a reasonable time after receipt of written notice, make good any defects in material or workmanship that may develop.

L. Kent ISD shall not be responsible for any cost or expenses incurred by the bidder during the preparation of the bid proposal.

M. A completed Familial Disclosure form and Affidavit of Compliance – Iran Economic Sanctions Act (both attached) must be included with each bid proposal. Bids that do not include these statements will NOT be accepted.

N. Accepted bidder shall be required to enter into a contract with Kent Intermediate School District.

O. Bidder shall provide three (3) references for which they have provided similar contracted services.

If Bidder has done similar work for a school district, please include those references. A reference sheet is provided (Exhibit B).

P. Bidder shall follow all applicable state codes and regulations. All codes and regulations set forth by the state pertaining to the specified equipment included in the scope of work take precedence over the specifications supplied by Kent ISD.

Q. Contractor must meet District’s background check requirements for all employees – see General Requirements section for details.

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SCOPE

The Contractor shall furnish groundskeeping services as defined in the following Groundskeeping Specifications. The 3-year contract period will begin April 1, 2026 and end November 30, 2028 so as to encompass three full lawncare seasons.

The locations are as follows:

2101 52nd St SW, Wyoming, MI 49519 Pine Grove Learning Center 3600 Byron Center Ave SW, Wyoming, MI 49519 Empower U South 1655 12 Mile Road NW, Sparta, MI 49345 Empower U North

GENERAL REQUIREMENTS

VISITING SITES

Before submitting a bid, all Contractors shall familiarize themselves with the sites and understand the expectations of the Owner in terms of mowing and bed areas, tree lines, retention areas, property lines, etc. No allowance shall be made on the Contractor’s behalf because of an error or misunderstanding.

Sites may be inspected at your convenience after 3:00PM on weekdays or on weekends so as not to disturb school operations.

Before groundskeeping operations begin, the Contractor shall check each site and note damaged property (i.e. buildings, equipment, railings, shrubbery, trees, fences, etc.) to avoid future claims.

EXPECTATIONS FOR CONTRACTOR’S STAFF

COMPETENCY

The Contractor shall employ the quantity and quality of staff necessary for both effective and efficient management of lawn mowing and landscaping operations at all times. A fully qualified work force shall be maintained throughout the period of this contract.

SUPERVISION

The Contractor’s supervisors shall be fully and adequately trained in lawn mowing and landscaping supervision sufficient in scope to meet the approval of the Owner. All personnel shall receive close and continuing supervision to ensure completion of the contractual obligations.

LEGAL/BACKGROUND CHECK

Prior to beginning work, all employees of the Contractor assigned to jobs at the properties, including periodic assignments, must undergo background checks including, but not limited to, a criminal background check by the Michigan State Police. By Michigan law, all K-12 school employees (full time, part time, or under assignment to work regularly and continuously under contract) must have fingerprint-based criminal background checks. This covers both direct employees and contract employees. This can be found in Michigan Compiled Laws 380.1230 and its subsections. The Contractor certifies that employees of the Contractor have the ability to legally work with in the United States as defined by Federal employees consistent with applicable laws.

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LIST OF STAFF

The Contractor shall supply the school district with a list of all employees assigned to each site. This list shall be updated within 24 hours as employees are hired or terminated. The Contractor shall supply a list of staff who have worked onsite during the prior month with each monthly invoice submitted. Invoices are subject to being held if all staff listed on monthly invoices have not been cleared through the aforementioned background checks.

PRESENTATION

All employees will present themselves in a neat and professional manner. A company uniform shirt is preferred, although not mandatory.

EXPECTED BEHAVIOR WHILE WORKING AT THE PROPERTY

i) Contractor’s employees must remain outside buildings and will not be permitted to enter buildings to use restrooms.

ii) Contractor’s employees must not consume alcoholic beverages or use narcotics while on duty nor be under their influence when reporting for duty.

iii) Contractor’s employees must not use tobacco products of any kind anywhere on the property as outlined by law.

iv) Contractor’s employees must not play radios or other sound equipment that can be heard more than 50 feet away so as not to create a nuisance to building occupants, and must turn such devices off if requested by building occupants.

v) Contractor’s employees must not fraternize with, nor unnecessarily disrupt students, school staff, clients, tenants, or visitors to the building.

vi) All lost and found articles of significant value recovered by Contractor’s employees must be immediately reported to the Facilities Supervisor, and direction will be given on how to proceed.

LICENSES

The bidder may be required to present any licenses or permits required before being awarded a contract.

RESPONSIBILITY FOR DAMAGES

The Contractor shall be responsible for any damage to a building or other property caused by his/her workers, equipment or vehicles while performing the work indicated in these specifications.

COMMUNICATION WITH CONTRACTOR

The Contractor shall make him/herself available during normal business hours via email and phone for contact with the Owner.

CHANGES

There are to be no verbal modifications made to these specifications. Any changes must be made in writing in advance of receipt of the bids by the Owner.

INSURANCE REQUIREMENTS

Please see attached sheet.

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CANCELLATION OF CONTRACT/CREDITS FOR MISSED SERVICES

Failure by the Contractor to maintain quality, service, and/or standards as determined by the District in this RFP (or as amended in writing and agreed upon by Contractor and District) will be documented and may result in cancellation of the contract if issues are not corrected within 30 days. Credits to the monthly invoice(s) may be requested by the District for missed services if not remedied within 30 days.

METHOD OF PAYMENT

Net 30. Separate invoices for each property shall be submitted monthly (8 monthly invoices per year to be billed April through November).

REQUIRED SUBMITTALS

Bids will be due by 1:00 pm on Tuesday, March 24, 2026.

Bid proposals shall include the following documentation:

Pricing Sheet Additional Services Availability Sheet (optional) Iran Economic Sanctions Affidavit

Familial Affidavit

References

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GROUNDSKEEPING SPECIFICATIONS

2101 52nd St SW, Wyoming, MI 49519 Pine Grove Learning Center 3600 Byron Center Ave SW, Wyoming, MI 49519 Empower U South

*Please refer to the attached Site Maps showing areas to be maintained

MOWING OF ALL GRASS

During mowing season (April 1-Nov 15), all turf areas (green areas on site maps) to be maintained at a height between 3”-4.5”. All field areas (yellow areas on site Pine Grove site map) will be allowed to be mown bi-weekly, particularly during July and August. Prior to mowing all litter/trash shall be picked up.

In turf areas, mowing shall be scheduled to allow for not more than 1/3 of the grass blade to be removed during any one mowing operation; approximately 5 to 10 days between mowing depending on climatic conditions. In field areas, mowing shall be scheduled to allow for not more than 1/2 of the grass blade to be removed during any one mowing operation and shall generally be mown biweekly. During periods of excessive rain our drought, the mowing frequency may be allowed to change as to avoid turf damage and maintain the specified height. Dense clippings that accumulate on the surface of the lawn shall be removed or spread out so they are not noticeable. Mowing/trimming/blowing can occur during the week and during the school day; however, work will not be allowed near the building or bussing areas during bussing drop-off or pick-up times. It is understood that each premises may have many cars in the parking lots and buses during student pickup/drop off times and the contractor must manage this to ensure all grass, weed trimming and blowing occurs each mowing cycle. Mowing is permitted to occur on weekends if necessary. Mowing direction shall be alternated on a regular basis to avoid ruts and excessive wear (wherever possible). Grass clippings shall be removed from hard surfaces after each mowing, taking care NOT to blow them toward any building windows or doors (regardless of whether they are shut), building air intake vents, or vehicles.

TRIMMING AND EDGING

All areas inaccessible to mowers shall be maintained at the same height of adjacent lawn with string trimmer. Edges of pavements, curbs, fence lines and plant beds shall be kept neat and trimmed, and all areas where turf meets concrete shall be mechanically edged once per month. Special care is to be taken to prevent damage to the bases of trees, plant materials and other adjacent materials, and Contractor will be held liable for any damage they cause to such materials.

SPRING CLEANUP

One visit to clean up landscape debris from winter and previous fall season, prior to or at the start of mowing season. Leaves and other debris should be removed from beds and lawn. Any remaining dead perennial debris should be trimmed and removed from beds.

FALL CLEANUP

A late fall cleanup shall be provided consisting of thorough grounds and landscaping removal of leaves, landscaping debris and cutting back of perennials (where applicable). Leaves will be permitted to be mulched into turf where no harm will be done to turf.

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PRICING SHEET

Please price each property individually. You are not required to provide pricing for all three locations if any are outside your area of service. The bottom section of this pricing sheet may be used to submit optional pricing reflecting potential cost savings if multiple properties are awarded.

2101 52nd St SW, Wyoming, MI 49519 Pine Grove Learning Center

Year Monthly Cost (8 Mos.) Annual Cost

One (2026 Mowing Season)

Two (2027 Mowing Season)

Three (2028 Mowing Season)

3600 Byron Center Ave SW, Wyoming, MI 49519 Empower U South

One (2026 Mowing Season)

One (2026 Mowing Season)

Cost if Awarded Multiple Properties (Note Which Below)

Included Below? Property

Yes/No 2101 52nd St SW, Wyoming, MI 49519 – Pine Grove Learning Center

Yes/No 3600 Byron Center Ave SW, Wyoming, MI 49519 – Empower U South

Yes/No 1655 12 Mile Road NW, Sparta, MI 49345 – Empower U North

Year Monthly Cost (8 Mos.) Total Annual Cost

One (2026 Mowing Season)

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ADDITIONAL AVAILABLE SERVICES SHEET

The District may inquire of additional groundskeeping services to be performed periodically by the awarded Contractor. Please check the box next to each type of service you are able to provide:

Yes No Type of Service

Broad spectrum herbicide application for non-turf areas (i.e. concrete, asphalt, sidewalk, parking lots, hardscaped areas, stone beds, walking trails, etc.)

Broadleaf herbicide (for turf areas)

Fertilizing (for turf areas)

Pruning of perennials/shrubs

Tree trimming/felling

Weeding beds

Leveling/reseeding damaged/bare areas

Aeration

Over seeding

Mulch (landscape beds, playgrounds, etc.)

Cutting back vegetation to maintain property lines or sidewalk clearance

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Insurance Requirement

The following types of insurance, limits of liability, and policy extensions are required of the successful bidder:

Workers’ Compensation and Employer’s Liability Insurance Coverage A – Statutory Coverage B - $300,000 Per Accident

Broad Form Comprehensive General Liability Insurance (including – Premises Medical, Elevators, Contractor’s Protective Liability, Blanket Contractual, Products & Completed Operations –including Broad Form Extensions)

Each Occurrence Combined single limit for bodily injury and property damage liability. $1,000,000 General Aggregate $2,000,000 Products & Completed Operation Aggregate $2,000,000 Personal Injury & Advertising Injury $1,000,000 Fire Legal Liability $ 50,000

Sub-contractors Operations, Products – Completed Operations and Contractual Liabilities, plus such excess coverage as may be appropriate for the limits listed:

Comprehensive Business Automobile Liability Insurance (owned, hired, and non-owned automobiles)

Bodily/Injury $500,000 each Person $500,000 each Occurrence

Property Damage $500,000 each Occurrence

Furnish owner with Contingent Liability Insurance Policy with coverage and liability limits the same as for Broad Form Comprehensive General Liability Insurance specified above. *

Furnish owner with contingent Property Damage Insurance Policy with coverage and liability limits the same as for Property Damage specified above. Kent ISD should be names as being an additional insured on the policy. *

The contractor shall not commence work under the Contract until he has obtained all insurance stated in these specifications and the owner has reviewed all insurance and Certificates of Insurance evidencing compliance with the insurance requirements with dates enforced during time of the contract.

Insurance affords is primary as respects to Kent Intermediate School District’s interest; and, any other insurance maintained by the ISD is to be excess of that required of the vendor, contractor, service provider and will not contribute with that insurance required.

*Only required with construction contracts.

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AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _______________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Kent Intermediate School District request for proposal for 2026 Kent ISD Groundskeeping, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of the Intermediate School District’s investigation, and reasonable attorney fees, in addition to the fine.

Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

By: _________________________________

Title: _________________________________

Date:________________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2026, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid - required by state law (P.A. 232 of 2004)

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the School

Board or the Superintendent of Kent ISD.

The undersigned, the owner or authorized officer of ___________________________________________________

(the Bidder), pursuant to the familial disclosure requirement provided in the attached invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the School Board or the Superintendent of Kent ISD. If such a relationship exists, please explain:

BIDDER:_____________________________

By:_________________________________

Title:_______________________________

STATE OF MICHIGAN )

)ss.

COUNTY OF _______________ )

This instrument was acknowledged before me on the _____ day of ____________, 2026, by

, Notary Public

_____________________County, Michigan

My Commission Expires:________________

Acting in the County of:________________

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REFERENCES

If you have done work for a school district, please include those references. Please provide reference information for projects of similar size/scope.

Bidder’s Name ______________________________

Project up for Bid ______________________________

Company: ______________ _______________

Contact Person: _______________________________

Phone: _______________________________

Description of work provided:-

Company: ______________________________

Phone: _______________________________

Description of work provided:-

Company: _ _____________________________

Phone: _______________________________

Description of work provided:-

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Empower U North 161 55 12 Mile Rd NW SpSS arta, MI 49345

Turf Mowing

Edging sidewalk between property line fencing and State Street is included in scope, although this is not Kent ISD property

Red dashed lines denote property lines.

Empower UUUU SSSSoooouuuuttthhh 36000 Byron CCCeenter AAAAvvvveeee SSSSWW Wyommiing, MII 4495111199

Turf MMowing

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