25-2607 HealthWest Snow Removal.pdf

DEPARTMENT OF FINANCE & MANAGEMENT- PROCUREMENT • 1903 MARQUETTE AVENUE, SUITE A106 •

MUSKEGON, MI 49442

(231) 724-6117 • bids@co.muskegon.mi.us • www.co.muskegon.mi.us

The Muskegon County Board of Commissioners would like to thank you for the interest in this solicitation being presented. A set of conditions and specifications/requirements are enclosed.

The time of receipt shall be determined by the time clock stamp in the electronic Bidnet system. Respondents are responsible for ensuring that their bid response is submitted by the deadline indicated.

No late responses will be accepted.

Sincerely, Angela Gasiewski

Angela Gasiewski, CPA Finance Director

Requesting Agency HealthWest

Description

Date of Pre-Bid Meeting

Location of Pre-Bid Meeting Mental Health Center (376 E Apple Ave)

Deadline for Questions

Response to Questions

Bid Submission Deadline

Zoom Meeting Link & Passcode

Click here for Link Code: 2607

BOARD OF

COMMISSIONERS

Charles Nash

Chair, District 5

Jessica Cook Vice Chair, District 6

Kim Cyr

District 1

Brett Herman District 2

Michelle Hazekamp

District 3

Chris McGuigan District 4

Darrell L. Paige

District 7

Monday, September 8, 2025

HealthWest Snow Removal

INVITATION FOR BIDS

25-2607

Snow removal and salt services for two (2) HealthWest locations (Mental Health Center 376 E.

Apple and Clubhouse 1470 Peck) for a three (3) year period, beginning with the 2025-2026 season.

Tuesday, September 16 at 10 AM

Thursday, September 18

Thursday, October 2 at 10 AM

Monday, September 15 at 10:30 AM - Mandatory mailto:bids@muskegoncounty.net https://us06web.zoom.us/j/81518440567?pwd=O7pWMai3T4ibIk8Vv0nh0YatUQUxZ1.1

TABLE OF CONTENTS

Contents

TABLE OF CONTENTS

BID PACKET CHECKLIST

PROPOSAL CERTIFICATION/NON-COLLUSION AFFIDAVIT

MINORITY VENDOR CERTIFICATIONS

CERT. REGARDING DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS

NON-DISCRIMINATION STATEMENT

NO PROPOSAL RESPONSE FORM

ADDENDA SUMMARY

REFERENCES/WORK EXPERIENCE

PROPOSAL SUMMARY

PROPOSAL SPECIFICATIONS

PROPOSAL CONDITIONS/INSTRUCTIONS TO RESPONDERS

INSURANCE REQUIREMENTS

BID PACKET CHECKLIST

This BID Packet Checklist is being provided as an aid to you in preparing your bid response.

However, the requirements of the Bid Specifications supersede the Bid Packet Checklist. It is the Respondent’s responsibility to review the Bid Specifications in their entirety and submit all required items with their bid response.

Please complete the required/requested forms below and check them off this list as you complete them.

Return the completed forms to the Muskegon County Procurement Office with your bid response.

Complete Not

Applicable

Bid Invitation Cover Letter

Bid Certification/Non-Collusion Affidavit &

Minority Supplier Certification

Proposal Summary

Addenda Summary (Failure to acknowledge all issued Addenda may be cause for rejection of bid. Go to https://www.bidnetdirect.com/mitn/muskegon-county for Addenda.)

References / Work Experience

Debarment, Suspension and other Responsibility Matters

Non-Discrimination Statement

No Bid Response Form https://www.bidnetdirect.com/mitn/muskegon-county

PROPOSAL CERTIFICATION/NON-COLLUSION AFFIDAVIT

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or service, that it meets or exceeds all specifications contained herein, and is in all respects fair and without collusion or fraud. The Respondent’s signature declares under penalty of perjury of the laws of the United States that the Responder submitting this bid, its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this bid for the above project. I agree to abide by all conditions of this bid and certify that I am authorized to sign for the Responder.

Bid Number: 25-2607 HealthWest Snow Removal

Responder: _________________________________________

Responder Address: _________________________________________

Phone Number: _________________________________________

Fax Number: _________________________________________

Signature: _________________________________________

Name Printed: _________________________________________

Title: _________________________________________

Date Signed: _________________________________________

E-Mail: _________________________________________

Website: _________________________________________

MINORITY VENDOR CERTIFICATIONS

Please check all that apply:

The Responder represents that it IS IS NOT a woman or women-owned business.

The Responder represents that it IS IS NOT a minority-owned business.

The Responder represents that it IS IS NOT a disadvantaged business enterprise.

The Responder represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked.

Authorized Agent Signature Date

Authorized Agent Printed Name

COUNTY OF MUSKEGON

CERT. REGARDING DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS

The prospective participant certifies, to the best of its knowledge and belief, that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions under federal non-procurement programs by any federal department or agency.

2. Have not, within the three-year period preceding the bid, had one or more public transactions (federal, state, or local) terminated for cause or default, have ever been on the Prevailing Wage Violator’s Registry or are currently being investigated under current name or any DBA’s, corporate names, subsidiaries or other business entities under which you have operated in the last three years; and

3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (federal, state, or local) and have not, within the three-year period preceding the bid, been convicted or had a civil judgment rendered against it.

A. For the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction (federal, state, or local) or a procurement contract under such a public transaction.

B. For the violation of federal or state antitrust statutes, including that proscribing price fixing between competitors, the allocation of customers between competitors, or bid rigging, or

C. For the commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

I understand that a false statement on this certification may be grounds for the rejection of this bid or the termination of the award. In addition, under 18 U.S.C. § 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to five years, or both.

Name/Title of Authorized Representative Name of Participant Agency or Firm

Signature of Authorized Representative Date

□ I am unable to certify to the above statement. Attached is my explanation.

NON-DISCRIMINATION STATEMENT

Responder Name:

Project Name: HealthWest Snow Removal

Project #: 25-2607

The Respondent’s signature indicates that respondent agrees that no individual shall, on the grounds of race, creed, age, color, national origin or ancestry, religion, sex, marital status or handicap be excluded from participation, be denied the benefit of, or be otherwise subjected to discrimination under any program or activity provided by this respondent.

Respondent further agrees that every subcontract entered into for the performance of this contract will contain a provision prohibiting discrimination against minority, women and handicapper owned businesses in subcontracting, and making discrimination a material breach of contract.

Authorized Signature Date

Note: Failure to submit the signed statement as part of the bid will be cause for rejection of the bid.

NO PROPOSAL RESPONSE FORM

Muskegon County Procurement Office 1903 Marquette Avenue, Suite A106 Muskegon, MI 49442 Bids@co.muskegon.mi.us

We would appreciate you completing this form if you do not intend to respond to this request.

Bid: 25-2607 Name: HealthWest Snow Removal

Response

1. Specifications are too tight, i.e., geared toward one (1) brand or manufacturer only (explain below). __________

2. Specifications are unclear (explain below). __________

3. We are unable to meet specifications. __________

4. Insufficient time to respond. __________

5. Our schedule would not permit us to perform within the required time. __________

6. We are unable to meet bond requirements. __________

7. We are unable to meet insurance requirements. __________

8. We do not offer this product or service. __________

9. Other (explain below). __________

REMARKS:

Company Name: ______________________________________________________________________

Signature: _________________________________ Printed Name: _____________________________

Title: _____________________________________ Date: ____________________________________

ADDENDA SUMMARY

If the County of Muskegon finds it necessary to post revisions, clarifications or additional information in regards to 25-2607 they will be posted to https://www.bidnetdirect.com/mitn/muskegon-county. The County is not bound by any oral representations, clarifications, or changes made in the IFB by the County or its agents, unless such clarifications or change is provided in written addendum from the County of Muskegon Procurement Office.

Please initial below acknowledging receipt of any addenda (give number and date of each). If none were received, please indicate this as well.

Addendum Number Addendum Date Initials

Company Name: ___________________________________

Printed Name: ___________________________________

Signature: ___________________________________

NOTE: Failure to acknowledge all issued Addenda may be cause for rejection of bid. Go to https://www.bidnetdirect.com/mitn/muskegon-county for Addenda.

REFERENCES/WORK EXPERIENCE

Do not include County of Muskegon personnel. The Responder must furnish at least three (3) references from persons who can attest to the quality of similar prior work performed:

1. Company Name: __________________________________________________

Street Address: __________________________________________________

City/State/Zip Code: __________________________________________________

Contact Person: __________________________________________________

Telephone No.: __________________________________________________

Email Address: __________________________________________________

2. Company Name: __________________________________________________

Contact Person: __________________________________________________

3. Company Name: __________________________________________________

Contact Person: __________________________________________________

PROPOSAL SUMMARY

All costs (including labor, tools, equipment, materials, shipping, handling and all other costs) must be included in the total price. If there are any rebates or special qualifying programs please indicate their value and what must be done to qualify. The pricing information provided must be complete this includes any additional taxes, surcharges or other fees that may be passed on to the County on the invoices. The minimum time this proposal will be in force is 90 days.

Failure to complete the bid summary as stated may be cause for rejection of bid. All pricing must be provided per occurrence only. Seasonal, hourly, or alternate pricing structures will not be accepted.

Service Description Flat Rate (Per Occurrence)

Plowing (2” to 6” depth) with Salting.

Includes plowing of all vehicle areas (drive lanes, parking areas, loading docks) and full salting after plow completion. Salt storage and handling must be included.

Plowing (More than 6” depth) with Salting.

Includes plowing of all vehicle areas (drive lanes, parking areas, loading docks) and full salting after plow completion. Salt storage and

Salt Only (less than 2” or on call).

Includes salting of all vehicle areas when plowing is not triggered. Salt storage and

Loader Hourly Rate for Snow Moving

$_________/hour

PROPOSAL SPECIFICATIONS

If there are any questions regarding the following specifications, please contact the Procurement Office at the Bidnet website at: https://www.bidnetdirect.com/mitn/muskegon-county

Note: The County of Muskegon reserves the right to weigh each specification as to its importance to the needs of the department.

Muskegon County Healthwest Department Healthwest Snow Removal

General Specifications

1. All driveways in the parking lots must be kept cleared of snow, packed snow, and ice.

2. Snow must be plowed, and salt applied any time 2" or more snow falls before 5:00 AM on all parking lots, Salt must be applied whether or not two inches of snow has previously fallen if there is ice or slippery compacted snow on the parking lot. Salt must be applied after every plowing event and is considered part of snow plowing. Salting will also be performed with accumulations below 2” or for on-call conditions. Salt Supply and Storage Requirements The selected contractor must guarantee the availability of up to 200 tons of sodium chloride (salt) for the 2025 - 2026, 2026 - 2027, and 2027 – 2028 winter seasons. The following requirements apply:

The contractor is responsible for purchasing, storing, delivering, and applying the salt.

All salt must be stored at the contractor’s facility and available on demand throughout the season. Salt applications must be made after every plow and during on-call conditions (such as freezing rain or overnight refreezing). Only sodium chloride may be used unless otherwise approved in writing. Salt storage and handling costs must be included in the per-occurrence pricing. No separate or itemized salt pricing will be accepted.

3. Vendors must be completed with plowing and equipment must be out of the parking lot no later than 7:00 AM.

4. There is a pre-bid meeting scheduled for Monday, September 15, 2025, at 10:30 AM. Meeting location is at the HealthWest MHC, 376 E Apple Ave, Muskegon MI 49442.

Vendors are encouraged to attend.

5. Vendor must check lot surfaces before they are snow-covered so that his/her personnel completing the snow plowing and snow removal work will be aware of any hazardous areas where the vendor's equipment could be damaged.

6. Vendor must flag areas where snow plowing/snow removal equipment could cause damage to Muskegon County HealthWest property when they are covered with snow (curbs, islands, etc.). Vendor must promptly repair, at his/her own expense, any portion of Muskegon County HealthWest property which his/her equipment damages in the performance of the snow plowing/snow removal function.

8. Vendor is responsible for disposing of the snow that has been removed from the lots, if the lot specification calls for removal. The cost must be included in your total cost on the Bid Summary page.

9. Vendor must have sufficient equipment to do the job on which he/she is bidding and must have backup equipment in the event that the regular equipment breaks down. This equipment must be listed on the equipment page of this Bid Request. The vendor’s equipment list may be used in the evaluation of bid award if HealthWest deems the vendor does not have sufficient equipment to handle the bid award.

10. The vendor must own the regular and backup equipment.

11. Vendor must be able to verify ownership of the regular and backup equipment if he/she is awarded the bid. The vendor must own the backup equipment himself/herself. He/she cannot subcontract the equipment from any other vendor.

12. Vendor is to be "on call" for a second plowing and salt application if 2 inches or more snow falls during the day. This is to be discussed with Healthwest staff designee Nick Brown on an as-needed basis. The cost of this second plowing and salt application must be included in the second column on the Bid Summary page. HealthWest staff will determine if a second plowing is necessary. The bid will cover the 2025-2026 winter season. HealthWest reserves the right to negotiate for subsequent seasons for up to three additional years.

14. Vendor agrees to indemnify and hold the County of Muskegon harmless against all damages and liability arising from the operation of snow plowing and snow removal equipment on Muskegon County HealthWest property and from accident or injury to any person or damage to property caused by the vendor, his agents or his employees.

15. The vendor will bill HealthWest for vendor services on a monthly basis.

16. The vendor shall submit an invoice for each of these payments. All invoices shall contain the HealthWest Purchase Order(s) number issued to the vendor following the bid award.

17. The vendor does not have the option to bid an individual location. Both locations must be included in the bid.

18. Contractor Requirements Be available 24/7 throughout the snow season.

- Respond to on-call requests within one hour.

- Supply a list of equipment to be used and expected number of personnel assigned.

- Maintain equipment in safe working condition.

- Notify site contact upon arrival and departure during each service event.

- Submit documentation after each event, including:

Snow depth, Work performed, Time on site, Salt quantity applied

PARKING LOT SPECIFICATIONS

1. Parking Lot#1 Location: HealthWest MHC 376 E Apple Ave, Muskegon MI 49442

A. The snow is to be plowed and removed before 7:00am.

B. Immediately following the removal of snow, salt shall be applied to the pavement surface of lot.

C. Although not part of this bid, snow may be temporarily stacked in the corner of Fork St.

and Allen Ave. It must be removed if it becomes unmanageable. This condition will be determined by HealthWest.

D. Sidewalks on Apple Ave, Fork St, Allen Ave, Wood St, and all entrances must be shoveled and salted

E. Pavement in front of dumpsters must be cleared of snow and ice.

2. Parking Lot#2 Location: HealthWest Clubhouse Interactions 1470 Peck St, Muskegon MI 49442

A. The snow is to be plowed and removed before 7:00am.

B. Immediately following the removal of snow, salt shall be applied to the pavement surface of lot.

C. Although not part of this bid, snow may be temporarily stacked in the corner area of this lot. This snow will be removed when it becomes unmanageable, as determined by HealthWest.

D. Sidewalks on Terrace St., E Grand Ave and all entrances must be shoveled and salted.

EQUIPMENT LIST

List below the equipment you propose to use in performing snowplowing/snow removal for the County of Muskegon parking lots. Please use additional sheet(s) of paper, if necessary.

Snow Plowing Equipment:

Quantity Year Make/Model Description

Snow Removal Equipment:

Quantity Year Make/Model Description

Backup Equipment:

Quantity Year Make/Model Description

PROPOSAL CONDITIONS/INSTRUCTIONS TO RESPONDERS

These conditions are an integral part of the Invitation For Bids and the Responder must comply with them.

1. Bid Submittals

Responder must submit bids on these forms as requested. Bids may be submitted electronically through the Bidnet site.

Bids may also be submitted in a physical package, please call 231-724-6281 to make appointment for delivery/drop-off.

For electronic submittal, bids may be submitted at the Bidnet site only. Bid offers sent by other electronic devices are NOT acceptable and will be rejected upon receipt.

A. Responses submitted electronically will be submitted through the online Bidnet Portal at: https://www.bidnetdirect.com/mitn/muskegon-county. Electronic submissions by other methods will not be accepted.

B. Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bidnet Portal.

2. Specification Inquiries / Bid Procedure Inquiries The sole point of contact concerning the Invitation For Bids (IFB) is the Muskegon County Procurement Office at the Bidnet portal at: https://www.bidnetdirect.com/mitn/muskegon-county.

Contacting any other personnel, agent, consultant or representative is Non-Binding and may result in disqualification.

To contact the County of Muskegon or ask questions in relation to this IFB, respondents must register with the Muskegon County’s public purchasing portal at https://www.bidnetdirect.com/mitn/muskegon-county (the “Portal”) and initiate the communication electronically through the Opportunity Q&A. The Organization will not accept any respondent’s communications by any other means, except as specifically stated in this

IFB.

Questions must be submitted no later than the time and date specified on the cover of this document. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted on https://www.bidnetdirect.com/mitn/muskegon-county

3. Alternates & Deviations

Specifications referred to herein are used to indicate the desired type, and/or construction, and/or operation. An alternate may be offered if deviations from specifications are minor and if all deviations are properly outlined on a separate sheet. Failure to outline all deviations may be grounds for rejection of your bid.

Alternates must be placed on a separate sheet.

The decision of the County of Muskegon, acting through the Director of Finance or their authorized representative, shall be final as to what constitutes acceptable deviations from specifications.

https://www.bidnetdirect.com/mitn/muskegon-county https://www.bidnetdirect.com/mitn/muskegon-county https://www.bidnetdirect.com/mitn/muskegon-county

4. Mandatory Pre-Bid Meetings

A representative from the responder’s company is required to attend the mandatory pre-bid meeting. The representative must be in attendance of the meeting before the meeting is officially adjourned by the moderator in attendance. Failure to attend the mandatory pre-bid meeting will result in the respondent being disqualified from bidding.

5. Delivery Date

The delivery time or completion date, as stated in the bid form, shall be the time required to deliver and complete item(s) after the receipt of the order or award of the contract. Where multiple items appear on the bid request, the responder/offeror shall, unless otherwise stated by the County, show the delivery time for each item separately.

Provide a tentative timeline in the bid.

All prices must be FOB Destination, unloaded inside and assembled unless otherwise indicated.

6. Taxes Sales and other taxes: Purchases made directly by the County of Muskegon are generally exempt from sales and other applicable taxes. However, goods and services purchased by a Contractor to be used in the construction, alteration, repair, or improvement of property owned by the County may be taxable to the Contractor and Contractor should contact its tax professional for guidance. Notwithstanding, the price bid for contracts will be construed to include all applicable taxes and any such applicable taxes shall be paid directly by Contractor.

7. Reservations The County reserves the right to discontinue the IFB process at any time for any reason. The issuance of an IFB, your preparation and submission of a bid and the County’s subsequent receipt and evaluation of your bid does not commit the County to award a Contract to you or anyone, even if all the requirements in the IFB are met.

8. Solicitation Opening Solicitations will be opened and the responder names read publicly online via Zoom meeting.

A meeting invite is embedded in the cover page of the solicitation or you can request an invite by sending an email to bids@co.muskegon.mi.us.

9. Clarification Request If the County determines, after the deadline to submit bids, that a responder’s bid is not clear, the County reserves the right to issue a request (‘Clarification Request”) to a responder to clarify its bid. Failure to respond to a Clarification Request may be cause for disqualification.

10. Award

The award of a County contract will be made to the responsive and responsible responder who offers the best value to the County. The following criteria may be considered by the County in selecting the best value: a) Ability to perform the service required within the specified time; b) Conformance to specifications; c) The quality of the performance in previous contracts; d) Financial ability to perform the contract; e) Item pricing; f) responder references.

mailto:bids@muskegoncounty.net

11. Vendor/Respondent Complaints or Protests The County of Muskegon has established administrative procedures for handling vendors complaints in a fair and timely manner. Vendors should observe the following steps in order to file complaints:

Step 1 The vendor must contact the Director of Finance within seven (7) days of the incident about which he or she has a complaint. The Director of Finance will reply verbally or in writing to the vendor after discussion with the County Administrator.

Step 2 If the vendor is dissatisfied with the Director of Finance’s reply, an appeal must be made in writing within seven (7) days to the Muskegon County Board of Commissioners.

12. Freedom of Information Act Bids will be available for public inspection after the award announcement, except to the extent that a respondent designates trade secrets or other proprietary data to be confidential.

Material designated as confidential must be readily separable from the remainder of the bid to facilitate public inspection of the non-confidential portion of the bid. A respondent’s designation of material as confidential will not necessarily be conclusive and the respondent may be required to provide justification why such material should not be disclosed, on request, under the Michigan Freedom of Information Act.

13. Rights to Information Contained in Bids All Bids will be considered the property of Muskegon County.

14. Responder Samples, Brochures and Literature

Include brochures, literatures and samples if available. Samples of items when required, must be furnished free of expense to the County and upon request, be returned to the Responder at the Responder’s expense. Samples of selected items may be retained for comparison purposes.

15. Commission Privilege

The Board of Commissioners reserves the right to accept or reject any or all bids, reserves all rights granted to it by law, reserves the right to waive formalities and to take such action, as it deems necessary in the best interest of the County of Muskegon.

16. Legal Requirements

Federal, State, County and local ordinances, rules and regulations, and policies shall govern development, submittal and evaluation of bids and disputer about bids. Lack of knowledge by a Responder about applicable law is not a defense.

17. Forum Selection

Any litigation regarding the agreement or its contents shall be filed in the County of Muskegon, if in a State Court, or in the United States District Court of the Western District of Michigan, if in Federal Court.

18. Execution of Counterparts

The agreement may be executed in any number of counterparts and each such counterparts shall for all purposes be deemed to be an original; and all such counterparts, or as many of them as the parties shall preserve undestroyed; shall together constitute one and the same instrument.

19. Entire Agreement

The final agreement may be altered, amended or modified only by an instrument in writing, executed by the parties to the agreement and by no other means. Each party waives their future right to claim, contest or assert that the agreement was modified, canceled, superseded or changed by any oral agreements, course of conduct, waivers or estoppels.

20. Respondent/Offeror Representation

Each respondent/offeror must sign the bid with his/her usual signature and shall give his/her full business address on the form provided in this Invitation For Bids.

Bids by partnership shall be signed with the partnership name by one of the members or by an authorized representative. Bids by corporations shall be signed with the name of the corporation followed by the signature and designation of the president, secretary or other person authorized to bind it in the matter.

21. Subcontracting No portion of this bid may be subcontracted without the prior written approval by the County.

It may be in the best interest of the awardee to subcontract some parts of any given job;

however, the successful Respondent will be held responsible by the County for the quality, delivery and all terms and conditions of this bid.

22. Assignment

Any purchase order awarded shall not be assignable by the successful Respondent without the express written approval of the County and shall not become an asset in any bankruptcy, receivership or guardianship proceedings.

23. Civil Rights

A. The responder assures that in accordance with Title VII of the Civil Rights Act of 1964 (42U.S.C. 2000 et seq.); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794); Title IX of the Education Amendment of 1972, as amended (20 U.S.C. 1681- 1683 and 1685-1686); the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et seq.); the Regulations issued thereunder (45 CFR Parts 80, 84, 86, and 91); the Michigan Persons with Disabilities Civil Rights Act 220 of 1976, as amended; the Handicapper Business Opportunity Act, Public Act 112 of 1988 (MCL 450.791-45.795);

the Qualified Service-Disabled Veteran-Owned Preference, Public Act 91 of 2005 and 133 of 2008 (MCL 18.261); the Americans with Disabilities Act, Public Law 101-336 of 1990 and the ADA Amendments Act public Law 110-325, and the Michigan Elliot-Larsen Civil Rights Act 453 of 1976 that no individual shall, on the grounds of membership in a protected class be excluded from participation, be denied the benefit of, or be otherwise subjected to discrimination under any program or activity provided by this responder.

Assurance is given to the County that good faith efforts will be made to identify and encourage the participation of minority, women, handicapper and disadvantaged business enterprises in contract solicitations. The responder shall incorporate language in all contract awards: 1) prohibiting discrimination against minority, women, handicapper and disadvantaged businesses in subcontracting; and 2) making discrimination a material breach of contract.

B. The responder assures that it meets the requirements of the Drug Free Workplace Act of 1988, 34 CFR Part 85, Sub-Part F.

C. The County of Muskegon operates on an equal opportunity basis in its bidding policy (Title

VII of Civil Rights Act of 1964, Equal Opportunity Clause, Executive Order 11246, Chapter 60, Sub-Part A, 60-I.4, Revised Order No. 4). Bidding is open to all interested parties, in compliance with national, state and local laws.

24. Michigan Iran Economic Sanctions Act, 2012 P.A. 517

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, bid or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business,” as that term is defined in the Act.

25. Responder Arrears

No bid shall be accepted from and no contract will be awarded to any person, firm or corporation that is in arrears to the County upon debt or contract that is a defaulter, as surety or otherwise, upon any obligation to the County, or that is deemed irresponsible or unreliable by the County. If requested, respondents/offerors shall be required to submit satisfactory evidence that they have a practical knowledge of the particular supply/service bid and that they have the necessary financial resources to provide the proposed supply/service as described in the Specifications.

26. Errors/Omissions/Discrepancies

Any errors, omissions or discrepancies in the specifications discovered by a prospective successful Responder and/or service provider shall be brought to the attention of the Director of Finance as soon after discovery as possible. Further, the successful Responder and/or services provider shall not be allowed to take advantage of errors, omissions or discrepancies in the specifications.

27. Purchase Order A purchase order will be issued to the successful Responder after the bid has been awarded and a contract has been fully executed with a copy presented to the Purchasing Department.

The County of Muskegon shall not be responsible for any goods delivered or services performed without a purchase order issued and signed by the Director of Finance or an authorized representative.

28. Invoices and Payment Terms

Invoices are to be mailed to the County department on the resulting purchase order. All invoices must include the purchase order number. Failure to comply may result in delayed payments. The County payment terms are Net 30 days unless a cash discount is allowed for payments within not less than fifteen (15) days. The payment term shall begin on the date the service/product is accepted by the County and the correct invoice is received in the office specified on the purchase order.

29. Accelerated Pay Discounts Accelerated discounts should be so stated on the bid form. If quick pay discounts are offered, the County reserves the right to include that discount as part of the award criteria. Prices proposed must, however, be based upon payment within thirty (30) days after receipt, inspection and acceptance. In all cases, quick pay discounts will be calculated from the date of the invoice or the date of acceptance, whichever is later.

30. Bid Results

Responders who submitted a bid and who wish to know the results before the award may visit the Bidnet web site at https://www.bidnetdirect.com/mitn/muskegon-county.

31. Gender

For the benefit of brevity, when the pronouns “he” or “his”/“she” or “her” are used, it is not intended to denote the gender of any person.

32. Exceptions

The respondent shall furnish a statement on company letterhead giving a complete description of all exceptions to the terms, conditions and specifications. Failure to furnish the statement will mean that the respondent agrees to meet all requirements of the terms, conditions and specifications.

33. Ownership and Use of Documents

A. All documents prepared in connection with the Submittal will become the property of the County whether any project related to this agreement is executed or not.

B. The successful Responder will retain all of its records and supporting documentation relating to this IFB, and not delivered to the County, for a period of three years, except that in the event the successful Responder goes out of business during that period, it will turn over to the County all of its records relating to the project for retention by the County.

34. Termination for Convenience

Muskegon County may terminate a solicitation or contract, in whole or in part, whenever the County determines that such termination is in the best interest of the County, without showing cause, upon giving notice to the successful Responder. Muskegon County does not pay for cost associated with the solicitation process. Muskegon County shall pay all reasonable costs incurred by the successful Responder up to the date of termination. However, in no event shall the successful Responder be paid any amount, which exceeds the price bid for the work performed. The successful Responder will not be reimbursed for any profits, which may have been earned up to the date of termination.

35. Termination for Default

When the successful Responder has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Muskegon County. Failure on the part of the successful Responder to fulfill the contractual obligations shall be considered just cause for termination of the contract. The successful Responder will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the County in procuring and completing the work.

36. Termination Due to Unavailability of Funds in Succeeding Fiscal Years

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be canceled and the successful Responder shall be reimbursed for a reasonable value of any non-recurring costs incurred, but not amortized in the price of the supplies or services delivered under the contract.

37. Rights and Remedies of County for Default If any item furnished by the successful Responder fails to conform to specifications, or to the sample submitted by the successful Responder, the County may reject it. Upon rejection, the successful Responder must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples. If the successful Responder fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the successful Responder the difference between the prices named in the purchase order and the actual cost to the County. If the successful Responder fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the successful Responder the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the contract.

38. Avoidance of Conflict of Interest and Confidentiality

The successful Responder may provide consultation services to other government organizations in Michigan and elsewhere. In order to preserve the trust and confidence of their client, the successful Responder must adhere to a set of principles that enables them to perform their work in a manner that is free of real or perceived conflicts of interests. These principles are as follows:

A. The successful Responder will not discuss, distribute or use in any way the data or information acquired in the course of providing services to Muskegon County without prior approval by the County.

B. The successful Responder will not undertake a specific activity, which may be viewed as adverse to the interests of another client without obtaining the agreement of both parties.

C. The successful Responder states that no County officer or employee, nor any business entity in which they have an interest: a) has an interest in the contract awarded; b) has been employed or retained to solicit or aid in the procuring of the resulting contract; c) will be employed in the performance of such contract without immediate disclosure of such fact to the County.

39. Incorporation of Instructions

Bid conditions/instructions to respondent, specifications/requirements may become part of a contract for this product/service.

40. Debarment

If a respondent is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits your firm from participating in any procurement, the respondent must provide the County with that information as part of its response to this solicitation. Failure to fully and truthfully provide the information required, may result in the disqualification of your bid from consideration or termination of the purchase order, once awarded.

41. Respondent Registration

Successful Respondent registration, as well as the Invitation For Bid materials, is available on the Bidnet web site at https://www.bidnetdirect.com/mitn/muskegon-county.

42. Performance Bond

The successful Respondent will be required to furnish a satisfactory performance bond in the amount of one hundred percent (100%) of the contract.

43. Bid Award/Contract Renewal Option The bid award/contract is for three years with the option to renew for two (2) subsequent years, one year at a time, based on mutual agreement between both parties.

INSURANCE REQUIREMENTS

The successful Responder, and any and all of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to County of Muskegon. The requirements below should not be interpreted to limit the liability of the successful Responder. All deductibles and SIRs are the responsibility of the successful Responder.

The successful Responder shall procure and maintain the following insurance coverage:

1. Worker’s Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

2. Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. Coverage shall include, but not limited to, the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable.

3. Automobile Liability, including Michigan No-Fault Coverages, with limits of liability not less than

$1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage.

Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

4. Commercial General Liability and Automobile Liability Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

5. Additional Insured: Commercial General Liability Insurance shall include an endorsement stating the following shall be Additional Insureds: The County of Muskegon, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the County of Muskegon as additional insured, coverage afforded is considered to be primary and any other insurance the County of Muskegon may have in effect shall be considered secondary and/or excess.

6. Cancellation Notice: Policies, as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal shall be sent to the Certificate Holder: (County of Muskegon, Attention: Procurement, 1903 Marquette Avenue, Suite A106, Muskegon, Michigan 49442).

7. Proof of Insurance Coverage: The successful Responder shall provide the County of Muskegon at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

8. If any of the above coverages expire during the term of this contract, the successful Responder shall deliver renewal certificates, endorsements, and/or policies to County of Muskegon at least ten

(10) days prior to the expiration date.

9. HOLD HARMLESS AGREEMENT: All contracts must contain the following Hold Harmless

Agreement:

To the fullest extent permitted by law, the successful Responder shall defend, indemnify, and hold harmless the County, its subsidiaries, departments, divisions, and agencies and their respective officials, officers, directors, employees, and agents from and against any and all liability, litigation, causes of action, and claims, by whomsoever brought or alleged, and regardless of the legal theories upon which based, and from and against all losses, costs, expenses, and fees and expenses of attorneys and expert witnesses resulting therefrom on account of, relating to, or arising out of bodily injury to or death of any person or on account of damage to property, including loss of use thereof, arising or allegedly arising out of or resulting from the work; provided, however, that in compliance with MCL 691.991, the successful Responder has no obligation to defend or indemnify the County or any other party for any amount greater than the degree of fault of the successful Responder. The successful Responder will include a similar provision in favor of the County in all subcontracts. The foregoing indemnity of the County shall include, but is not limited to, claims alleging or involving the negligence of the successful Responder, its subcontractors, or the joint negligence of the successful Responder, its subcontractors, and/or the County, but shall not extend to liability found by way of final judgment to have resulted from the sole negligence of the County or as limited by MCL 691.991.