4-CDBG Park Tree Planting Project-Scope of Work (2).docx

MARY SHEFFIELD, MAYOR

CDBG PARK TREE PLANTING PROJECT

FOR

GENERAL SERVICES DEPARTMENT

FORESTRY DIVISION

2026 PARK TREE PLANTING PROJECT (CDBG-FUNDED)

January 2026

1.

PROJECT OVERVIEW

The City of Detroit’s General Services Department (GSD) – Forestry Division is seeking qualified vendors to furnish, deliver, and plant up to 400 trees across three (3) City parks: Peterson Park, Chandler Park, and Patton Park; using Community Development Block Grant (CDBG) funds administered by the City’s Housing & Revitalization Department (HRD).

This project aims to increase the urban tree canopy, enhance environmental quality, and improve recreational park spaces within Detroit neighborhoods.

This solicitation outlines all planting specifications, locations, species, DBH requirements, maintenance expectations, and compliance with applicable federal regulations, including but not limited to those contained in Exhibit D: Cross-Cutting Federal Regulations.

MINIMUM QUALIFICATIONS

Qualifying vendors must have the following to manage or oversee the project:

· Minimum of three (3) years of experience with tree planting in the landscape industry, a Certified Arborist on staff, or an employee with a degree in Forestry, Horticulture, Landscape Architecture.

· Number of years of vendor experience _______________________

· Minimum of three (3) years of experience with Right-of-Way (ROW) and/or Michigan Department of Transportation (MDOT) trunkline tree planting.

· Number of years of vendor experience _______________________

· Please provide up to two (2) references for your experience below.

Contact Name Contact Number Company Name

1. __________________________________________________________________________

2. __________________________________________________________________________

AWARD

One (1) contract be awarded as a result of this specification.

Contract awarded will be for a term of one (1) year with no opportunity for renewal.

PROJECT LOCATIONS & TREE SPECIFICATIONS

Detailed planting list by park, including species, DBH (diameter at breast height), and quantities:

A. Peterson Park: 19141 Greenfield Rd, Detroit, MI

Total Trees at Peterson Park: 136

B. Chandler Park: 12831 Frankfort St, Detroit, MI

Total Trees at Chandler Park: 128

C. Patton Park: 2301 Woodmere St, Detroit, MI

Total Trees at Patton Park: 136 Total Projected Trees Across All Parks: 400

VENDOR RESPONSIBILITIES

Vendor shall provide all labor, materials, equipment, and services necessary to:

Pre-Planting Requirements

· Conduct site review with City Representative.

· Verify spacing, planting zones, utilities, and site constraints.

· Flag all locations prior to planting and notify GSD for approval.

Tree Delivery & Quality Standards

· All trees must be 2" caliper, nursery-grown, free of pests/disease.

· All plant material must meet ANSI Z60.1 Standards.

· Vendor shall inspect and reject damaged or inferior stock.

Planting Requirements

· Dig planting holes per GSD standards.

· Install trees at proper grade with straight vertical alignment.

· Backfill with existing site soil unless otherwise directed.

· Apply appropriate mulch ring (2–3" depth).

· Ensure watering at time of planting.

Maintenance Period Compliance Requirements

· Water each planted tree a minimum of ten (10) times per season for three (3) years.

· Document all watering dates and submit reports to the City.

· Replace any tree that dies within the first growing season at no cost to the City.

· Maintain trees in a “living and verdant” condition.

FEDERAL COMPLIANCE REQUIREMENTS (CDBG-FUNDED)

As this project is funded through Community Development Block Grant (CDBG), vendors must comply with all applicable cross-cutting federal regulations, including but not limited to:

· Section 3 requirements for economic opportunities

· Davis-Bacon prevailing wage requirements

· M/WBE participation encouraged

· ADA, Environmental Justice, Fair Housing Act, NEPA

· Anti-Kickback Act, OSHA, and other construction-related provisions The Vendor must review and comply with Exhibit D: Cross-Cutting Federal Regulations included in this solicitation.

DELIVERABLES

Vendor must provide:

· Project Estimate(s)

· Tree Delivery Manifest

· Planting Completion Confirmation

· Final Verified Species List

· Watering/Maintenance Schedule

· Monthly Maintenance Logs

· Replacement Logs (if applicable)

· Cartegraph Entry Log for each tree planted:

· Installation Date

· Planting Location

· Species Name

· Diameter (DBH)

· Before and After Images (first image should show site conditions before planting; final image should show planted tree, after mulching).

ATTACHMENTS

The following documents are incorporated into this solicitation:

· Exhibit D – Cross-Cutting Federal Regulations (15 pages)

· Exhibit E – CDBG Park Planting Maps (as supplied)

· Planting Location Plans (to be provided by GSD)

· Tree Species List (included above)

SCOPE OF WORK

The following represents the scope of services that vendors shall provide during the contract:

a. All plants are to be procured and installed in accordance with American Association of Nurserymen (AAN) Landscape Standards.

b. Backfilling of all voids from removal work shall be with existing approved site soils and sandy loam topsoil. Discovered site concrete, gravel or other non-soil(s) will not be acceptable as backfill and must be removed from the site.

c. Plant material shall be centered in available planting space to minimize future conflict with the public infrastructure. Any location requiring an off-set placement shall be approved by the City Representative before the plant material is placed in the planting hole.

d. All plants shall bear the same relationship to finished grade as the plants original grade before digging at the nursery.

e. No container grown stock will be accepted if it is root bound.

f. Any and all wrapping materials made of synthetics or plastics shall be completely removed prior to the time of planting.

g. All plant pits must be a minimum width of 1.5x the root ball or container diameter.

h. For ball and burlap material, the burlap and all lacing (including wire basket if present) shall be removed from the upper half of the root ball, then finished backfilling with five (5) gallons of approved compost per caliper inch. Remove all excess soil from the top of root ball that is above the original nursery grade. Fertilizer shall be Roots 3-3-3 or City Representative approved organic fertilizer(s) and applied to the plant mix according to Manufacturer's directions.

i. All plant materials shall conform to plant schedules. Sizes shall be the minimum stated on the plant list or larger. All measurements shall be in accordance with the latest additions of the AAN Standards for Nursery Stock.

j. All plant materials shall be inspected upon arrival. Any plants not acceptable to the City Representative will be rejected and vendor is responsible for procuring new plant material.

k. If for any reason any ball and burlap plant materials need to be stored on site longer than a 24-hour period shall have their root balls be protected to reduce evapotranspiration, direct sunlight, and exposure to wind. All plants shall be thoroughly watered each day they are stored on site. Any plants allowed to dry out will be deemed unsuitable for planting by the City Representative and will be rejected at the vendor’s expense.

l. Plant materials, especially evergreens, shall be planted with the top of the root flare slightly higher than grade when heavy soil conditions (e.g. clay) prevail. All excessive soils above the root flare must be removed at the time of the initial planting.

m. All mulch material shall be double-shredded hardwood bark and shall be placed a minimum depth of three (3) inches along the edge of the planting area. No mulch shall be placed in contact with the trunk of trees. Shrubs shall be in a bed mulched and with a trench edge to define shrub bed.

n. No plant shall be put into the ground before rough grading of a construction site has been finished and approved by the City Representative.

o. All plants shall be set plumb unless otherwise specified.

p. All plants are to be watered thoroughly at time of planting and a minimum of ten (10) additional times per season during the three (3) year maintenance period. The watering schedule must be documented and communicated to the City Representative.

q. All mulched areas shall be kept free of weeds during the establishment period.

r. Additional 1.5 inches of mulch shall be cultivated into the existing tree ring/shrub bed mulch per growing season.

s. All trees and shrubs that die within the first growing season shall be replaced by the vendor at no additional cost to the City. Vendor is not responsible for plant material that dies due to vandalism or acts beyond their control determined by the City Representative.

t. Guys or stakes shall be used only when needed to establish plants as plumb. All guys and stakes must be located within each tree’s mulched area to eliminate the possibility of mower contact and to reduce maintenance. Removal of all guys and stakes are the responsibility of the vendor and is considered part of the maintenance and establishment period.

u. All trees are to have ArborGuard 9-inch x 12-inch Polyethylene Tree Protection, Grey or approved equal installed per manufacturer’s directions.

v. Any damage to lawn or turf outside of the mulched planting area must be restored to appropriately match its prior condition.

w. All plant material is to be installed in accordance with the site plans provided. All plant material shall be staked three (3) days prior to installation for review and approval by City Representative. Any discrepancies between the plans provided and actual site conditions shall be immediately reported to the City Representative for review and any final decision.

x. Vendor is required to enter all plantings and maintenance work into the City’s Cartegraph asset management system. Cartegraph access and training will be provided by the City of Detroit.

y. Mobilization costs should be embedded into tree cost. Price paid shall be payment for all labor, material, and equipment necessary for all preparatory work and operations, including, but not limited to, those necessary for the movement of personnel, equipment, supplies, tools and any other incidentals that are required to project site; and any other facilities necessary to undertake the work on the project; and for other work and operations, which must be performed, or for expenses incurred, prior to beginning work on the various contract items at the project sites. This item shall also include pre-construction costs, exclusive of bidding costs, which are necessary direct costs to the project and are of a general nature rather than directly attributable to other pay items under the contract.

z. Bonds and Insurance cost should be embedded into tree cost. The price paid for the project contract bonds for the award amount and insurance policies throughout the life of the contract for the project work until completed.

aa. Miscellaneous & Close-Out Work cost should be embedded into tree cost. Price paid shall be payment for all material, layout and equipment necessary for the completion to the full satisfaction of the City of the work required by this project.

ab. Any additional services necessary to complete the goals of this project, but not anticipated in this solicitation, shall be presented to the City Representative in a proposal to be approved by the City.

MAINTANCE PERIOD

As outlined in the lines for Scope of Work “Item P” and “Item S”, all plants are to be watered thoroughly at time of planting and a minimum ten (10) additional times, per season during the 3-Year maintenance period to ensure living and verdant plants. The watering schedule must be documented and communicated to the City Representative.

All trees and shrubs that die within the first growing season shall be replaced by the vendor at no additional cost to the City.

INVOICING

Vendors will be held to bid proposals unless additional work is discovered and authorized by the Department. Vendor invoices must be itemized by:

· Service dates

· Planting locations

· Species of plant material installed

· Size of plant material installed** **Pricing should accurately reflect size of plant material installed. For example, if vendor provides bid pricing for 2” trees but is only able to procure 1.5” trees Pricing should be adjusted to reflect the lower cost of trees.

· All invoices submitted must include company name/logo, invoice number and date, purchase order number, service address, unit quantities, unit price, discount (if applicable), and total. The City is also tax exempt.

· Invoices must be submitted into the pre-approval form to the Division Supervisor before uploading them into Oracle. If a Department contact person is not listed on the purchase order, the Vendor shall request in writing from the Purchasing Division the name and phone number of the contact person responsible for processing payment.

· Once an invoice has been pre-approved, the invoice must then be submitted into Oracle to process the payment. This pre-approval process ensures that invoices are submitted with correct information and payments to Vendors are not delayed.

PRICING/BID SHEET

Failure to complete the attached Bid Sheet and submit it with your bid shall result in your bid being deemed non-responsive and rejected without any further evaluation. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award. The price bid shall be all-inclusive, which means that all related expenses shall be factored into the unit prices.

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