City of Detroit Office of Contracting and Procurement (OCP)

Request for Quote – RFQ 551693 Ground Maintenance – BN (HHFS)

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 551693

Ground Maintenance For Bridging Neighborhoods (HHFS)

Buyer: Tamiko Williams tamiko.williams@detroitmi.gov

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Wednesday, September 16, 2026

PRE-BID MEETING Pre-bid meeting Wednesday, September 23, 2026 via teams at 2:00 p.m.

https://teams.microsoft.com/meet/28 2000296272109?p=p1mx4QrzsglhN PVZoc Meeting ID: 282 000 296 272 109 Passcode: Ly6VR3hH

QUESTIONS DUE Wednesday, September 30, 2026, on or before 4:00 p.m.

All questions must be submitted online in the Supplier Portal

ANSWERS DISTRIBUTED Within 48-72 Hours

QUOTES DUE DATE * Wednesday, October 7, 2026 @ 3:00 p.m EST In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

mailto:tamiko.williams@detroitmi.gov https://teams.microsoft.com/meet/282000296272109?p=p1mx4QrzsglhNPVZoc https://teams.microsoft.com/meet/282000296272109?p=p1mx4QrzsglhNPVZoc https://teams.microsoft.com/meet/282000296272109?p=p1mx4QrzsglhNPVZoc https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of Bridging Neighborhoods (HHFS) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to supply the Ground Maintenance Services – landscaping, snow and tree removal for vacant homes that have been renovated through the City of Detroit Department of Human, Homeless, and Family Services’ Bridging Neighborhoods division or for vacant homes that are pending demolition or renovation for a period of 2 years. This opportunity is for Approved Detroit Supply Schedule #1 Ground Maintenance Vendor’s Only.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

Bridging Neighborhoods (HHFS) renovates vacant, blighted residential properties owned by the Detroit Land Bank Authority across the City of Detroit to provide quality homes for residents in Detroit. These homes may be offered to residents as a part of a home swap or sold to future owner-occupants.

Goals and Objectives

The objective is to ensure yards are maintained and snow is removed at homes in residential neighborhoods and trees are trimmed or removed to prevent damage to homes and address potential safety hazards.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for a two (2) year period. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. SCOPE OF WORK

These services will be performed on exterior premises of homes that have recently been renovated by the City of Detroit. The intent is to provide a series of one-time landscaping services (exterior trash out/tree removal) and periodic lawn cutting and snow clearing that may be requested individually or in bulk.

Specific services requested by BN are lawn cuts, snow removal and de-icing, tree trimming, tree removal, lawn clearing including debris removal, and tire disposal. Other services may include grass seeding and hydroseeding.

BN will contract with the selected Vendor(s) for a period of 24 months.

It is anticipated that this contract will serve approximately 7 homes at various times over the course of the contract through lawn cutting and/or snow removal. Five of these homes may or may not have tree removal or tree trimming needs.

Specific locations will be emailed during the contract period when work is requested.

Work orders will be submitted by email.

Specifications All prices must include proper clean up and debris/log removal from the property in the base price.

All submissions must include prices for:

1. Initial lawn clearing per cubic yard of debris. All trash, brush, and saplings (up to 6”) to be cut and removed from yard.

2. Seed and hay, cost per 100 Square Feet

3. Hydroseed, cost per 100 Square Feet

4. Tire disposal per tire

5. Lawn cut per house (front cost/front & back cost)

6. Snow clearing including shoveling, snow blowing, plowing, shovel & de-icing

(sidewalk, walk to the house and porch) cost per home (Concrete-safe de-icers must be used, instead of rock salt, for porches and newer cement.)

7. Tree removal cost (including stump grinding) (unit = DBH = Diameter at Breast Height)

a. Complete tree removal under 36” DBH

b. Complete tree removal over 36” DBH

8. Full trim based on service or special requests (unit = per tree)

a. 0”-6” DBH

b. 7”-12” DBH

c. 13”-18” DBH

d. 19”-24” DBH

e. 25” and over DBH

Deliverables These pictures should be sent to the BN point of contact requesting the work.

Place of Performance / Location All homes will be located in Detroit, Michigan.

Vendor Responsibilities

1. The vendor is to respond to a work order request within 24 hours to indicate the order has been received and to confirm the timeframe for completion. Work should be completed within

a. 5 business days for lawn cutting

b. 48 hours for snow removal and de-icing, and

c. 5 business days for site inspection for tree trimming and tree removal and debris removal

d. 5 business days for tree trimming, tree removal and debris removal after quote.

2. All completed work must be accompanied by before and after photos within 2 business days of completion. Pictures should show the home to determine which property the photo was taken at.

3. Vendor will invoice upon completion.

4. Vendor will not damage the home or premises in carrying out the scope of services.

Vendor will avoid gutters and downspouts while mowing and clearing snow and use the appropriate de-icer.

5. Vendor will pay for any damage the vendor causes to the home or premises.

6. Vendor will secure any required local permits.

5. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

6. MINIMUM QUALIFICATIONS

This solicitation is limited to vendors that meet the following minimum requirements:

• Vendor must have at least five (5) years of experience providing ground maintenance services including tree trimming, tree removal, lawn cutting, and snow removal.

• Vendor must possess all equipment, vehicles, and tools necessary and appropriate to complete the services listed in this scope of services.

• All the vendors’ employees who drive vehicles must possess valid driver’s licenses appropriate to the vehicle driven.

• All vendors’ employees must have at least 3 years’ of experience in their area of work and be able to safely operate the equipment used and safely complete the tasks in the scope of services.

7. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

8. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

http://www.michigan.gov/SIGMAVSS

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

9. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

10. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008

Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

11. BID BOND, PAYMENT & PERFORMANCE BOND (Construction) The successful respondent(s) must furnish a bid bond of 5% of the bid amount and payment and performance bond in the amount of 25% or 100% of the contract value specified in the contract guaranteeing the contract will be accepted if tendered an award. See Attached Bond Form(s) for requirements.

12. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non- Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact with phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

http://www.detroitmi.gov/Supplier

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

13. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

14. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

15. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

http://www.detroitatwork.com/

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. AWARD

One or multiple contracts may be awarded as a result of this RFQ will be given on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer.

The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

The City of Detroit reserves the right to delete any individual item(s) or groups of items. All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

7. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation.

( ) All deviations are properly outlined on an attached sheet marked ________________ for identification.

SIGNED: __________________________________________

TITLE: ___________________________________________

8. LITERATURE

Descriptive literature showing the unit’s dimensions and features must be included. If the size, capacity, or features of the unit, or any of its components are not clearly defined in the printed literature submitted with the Bid, the Bidder shall furnish supportive data in sufficient detail so that the unit may be checked for conformity to the specifications.

If any of the features or dimensions of the unit the Bidder proposes to furnish do not meet the specified requirements, the Bidder shall indicate such deviations in the space provided on the Bid Form. Failure to provide this information may result in rejection of your bid.

9. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items, which are not available, The City of Detroit reserves the right to secure sufficient quantities from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to render reasonably prompt delivery service, the City of Detroit may terminate the contract forthwith and no damages will accrue.

The City of Detroit wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer.

It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within _________ days from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

10. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at time of purchase. The City of Detroit reserves the right to reduce quantities if price quoted exceeds budgetary limitations or to increase quantities if funds are available.

11. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

12. INSURANCE (use the insurance matrix related to your commodity) The successful bidder must furnish Property Damage Insurance in the sum of $100,000.00, Commercial General Liability (Bodily Injury) insurance in the sum of $300,000.00 minimum, or contractor's standard policy, if equal or exceeding limits, and Workmen's Compensation; City of Detroit shall be named as additionally insured on Commercial General Liability Insurance Policies.

13. INSURANCE

13.01 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

13.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training Programs and etc., is required to secure insurance for worker’s compensation for all of its participants and The City of Detroit should also be listed as an additional insured.

13.01.2 Commercial General Liability insurance with a combined single limits of $1,000,000.00 per occurrence subject to a minimum aggregate limit of $2,000,000.00

13.01.3 Automobile Liability insurance covering all owned, hired and non-owned vehicles with personal protection insurance and property protection insurance to comply with the provisions of the Michigan No-Fault Insurance Act, including residual liability insurance with a minimum combined single limit of $1,000,000.00. Include MCS90 endorsement (if hazardous waste will be transported by vendor’s auto) with minimum property damage limits of $1,000,000.00 each occurrence.

13.02 If during the term of this contract, changed conditions or other pertinent factors, should in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor will furnish on demand such additional coverage as may reasonably be required under the circumstances. All such insurance shall be affected at the contractor's expense, under valid and enforceable policies.

13.03 All policies shall name the Contractor as the insured and shall be accompanied by a commitment from the insurer that such policies shall not be canceled or reduced without at least thirty (30) days' prior notice to the City. The Commercial General Liability insurance policy shall name the City as an additional insured.

Certificates of insurance evidencing such coverage shall be submitted to the Finance Department, Office of Contracting and Procurement, prior to the commencement of performance under this contract and at least fifteen (15) days prior to the expiration dates of expiring policies.

14. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of General Conditions.

15. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

16. CLEANLINESS OF WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment and excess materials shall be promptly removed from site when no longer needed for the progress of the work. Upon completion of the work, the contractor shall restore the site to original condition.

RFQ Attachments List

The following Attachments are available to download on the Supplier Portal.

Attachment A - Respondent Questionnaire Attachment Attachment B – Respondent Proposal Introduction and Solution Approach Attachment C - Pricing Sheet Attachment D-1 - Forms, Affidavits and Documents - (Award winner only) Attachment D-2 – Conditions of Award E - Model Professional Services Contract