Birmingham - Lawn Maintenance Services RFP - FINAL (2025)(280658283.1).pdf

REQUEST FOR PROPOSALS

FOR

LAWN MAINTENANCE SERVICES

BIRMINGHAM PUBLIC SCHOOLS

31301 Evergreen Road

Beverly Hills, Michigan 48025

© 2025

I. OVERVIEW

The Birmingham Public Schools (the “School District”) currently provides lawn maintenance services for designated areas at designated Facilities through a third-party contracted service provider. The purpose of this Request For Proposals For Lawn Maintenance Services (the “RFP”) is to solicit proposals under which a contractual relationship with one or more experienced and qualified entity(ies) may be established to provide the defined Lawn Maintenance Services requested herein to the School District in the most efficient and cost-effective manner possible while, at the same time, maintaining the highest level of safety and reliability.

1.1. OBJECTIVES OF RFP

The primary objective of this RFP is to offer experienced professional grounds services providers the opportunity to present a Proposal that thoroughly details their scope of services, staffing plans and cost structures for, along with their qualifications and experience in, providing and performing the defined Lawn Maintenance Services for the School District and its designated Facilities.

The secondary objective of this RFP, subject to the terms and conditions of the Contract, is to establish a mutually beneficial relationship with one or more experienced professional services providers under which the components of the defined Lawn Maintenance Services will be performed. Each Proposal must detail the Contractor’s experience and expertise in order to allow the School District to properly and promptly evaluate each Proposal and the scope of services to which the Proposal pertains, and the failure to do so may cause the School District to reject said Proposal.

1.2. RFP PROCESS

The RFP and related documents will be available through the School District’s website at:

https://bids.bpsecatalog.net/default

Any questions from, or site visits by, prospective contractors will be addressed by the School District in accordance with Sections 1.5.10, 1.5.11 and 1.5.13 of this RFP.

Following the receipt of Proposals, the School District will review and evaluate the scope of, and methods and procedures for, the Lawn Maintenance Services, as well as staffing plans and cost structures proposed to provide effective Lawn Maintenance Services for the School District within the scope of this RFP and the Contract. Past experience will also be reviewed through the references of each company, and accordingly, staffing and experience with other public school district facility services operations should be included in the company’s qualifications as these references will be a component of the School District’s review of each Proposal.

The School District may select one or more experienced and qualified entities to proceed with the interview and negotiation process from those submitting Proposals and the School District, in its sole and absolute discretion, reserves the right to request post- Proposal interviews from all, some or none of the entities submitting Proposals. A major portion of the negotiations will include the financial terms of the Contract. The School

District reserves the right to select multiple vendors to perform the Lawn Maintenance Services contemplated under this RFP.

1.3. SCHOOL DISTRICT PROFILE

The School District is located in Oakland County, Michigan. This RFP seeks proposals to provide the Lawn Maintenance Services for the designated lawn and grounds areas on a regular basis at the fifteen (15) of the School District facilities as set forth in APPENDIX A (each a “Facility” and collectively the “Facilities”). These Facilities contain playgrounds, athletic fields (practice and game) and related lawns that must be regularly mowed and maintained during the Spring, Summer and Fall months. The Facilities have been broken down into Group 1 and Group 2. Proposals may be submitted for Lawn Maintenance Services for either of Group 1 or Group 2 Facilities, or for both Group 1 and Group 2 Facilities.

Please refer to the accompanying information and Appendices for requisite operational information relative to the School District’s Lawn Maintenance Services.

1.4. SELECTION TIMELINE

NOTE: Throughout the remainder of this RFP, a prospective services entity is referred to as the “Contractor.”

The School District’s anticipated timeline for its RFP process is:

Issuance of this RFP January 27, 2025

Facilities Visits (By Appointment ONLY) January 28 – February 7, 2025

Deadline for written Requests For Clarifications 3:00 p.m. – February 5, 2025

DUE DATE FOR PROPOSALS 1 p.m. – FEBRUARY 12, 2025

Contractor Interviews and Presentations February/March 2025

School District Consideration of Contract Award March 18, 2025

Implementation of Contract April 1, 2025

PLEASE NOTE: The School District reserves the right, in its sole and absolute discretion, to make modifications to the above selection timeline as it determines to be in its best interest.

1.5. PROPOSAL SUBMISSION DEADLINE AND REQUIREMENTS

1.5.1. Proposal Due Date: The Due Date for receipt of Proposals is February 12, 2025 at 1:00 p.m. Eastern Time (the “Due Date”). If the School District is closed on the Due Date due to inclement weather, the Due Date will be extended to, and Proposals will be accepted until the same time on, the next business day.

1.5.2. Proposal Delivery: The Proposal and all other required information must be delivered in a sealed box or other appropriate sealed packaging marked in the lower left-hand corner as follows:

SEALED PROPOSAL ENCLOSED

BIRMINGHAM PUBLIC SCHOOLS

LAWN MAINTENANCE SERVICES

[Contractor’s Name] [Contractor’s Address]

The Proposal package must also be addressed and delivered on or before the Due Date as follows:

BIRMINGHAM PUBLIC SCHOOLS

Attention: Kevin Taratuta

31301 Evergreen Road Birmingham, Michigan 48025

1.5.3. Signed Original Proposal: Each Proposal must be submitted as an original hard copy and signed by an authorized member of the Contractor’s firm. This member should be the highest-ranking officer at the local level. NO ORAL, FAX or E- MAILED Proposals will be accepted or considered. Each Proposal must be submitted on the Proposal Forms included in this RFP.

1.5.4. Pricing Forms: The Contractor must submit all Pricing Forms as part of its overall Proposal Package.

1.5.5. Copies of Proposal: The Contractor shall also submit two (2) complete copies of the signed original Proposal.

1.5.6. Late Proposals: Each Contractor is responsible for submission of its Proposal.

Proposals or Proposal revisions received after the deadline for submission on the Due Date will not be accepted or considered. The School District is not liable for any delivery or postal delays.

1.5.7. Returned Proposals: All Proposals received after the deadline for submission on the Due Date will be unopened and made available to the respective Contractor for pick-up, at their sole cost and expense, for a period of two (2) weeks following the Due Date.

1.5.8. Opening of Proposals: At approximately 1:15 p.m. on the Due Date stated above, the School District will acknowledge receipt of and date all submitted Proposals publicly. Any interested parties may attend. No immediate decision will be rendered.

1.5.9. E-Mail Clarifications: The School District intends to communicate with Contractors via e-mail (e.g., RFP clarifications and addenda). Except for the delivery of the Proposal itself, references in this RFP to “written” form of communications include e-mail.

1.5.10. Requests for Facility Visits: If a Contractor desires to visit any of the Facilities to view the grounds and other features as part of preparing its Proposal, the Contractor must set up a time for such visit by e-mailing rhunt@birmingham.k12.mi.us (Subject Line: Lawn Maintenance RFP Request for Facility Visit). Facility visits will only be available until February 7, 2025 on business days when the School District is open, unless otherwise approved by the School District. Facility visits must be scheduled in advance and will be by appointment ONLY. The Request for Facility Visit e-mail must include the name of the Contractor, the name of a contact person and that person’s e-mail address and phone number. Contractors are not required to visit any Facility, but failure to do so shall not relieve a Contractor any obligations of the Services and shall not be grounds for modifications of pricing.

1.5.11. Additional Requests For Clarification: Prospective Contractors may request that the School District clarify information contained in this RFP. All such requests must be made in writing via e-mail and must be directed to rfpquestions@birmingham.k12.mi.us (Subject Line: Lawn Maintenance RFP Request For Clarification). The School District will not respond to any Request For Clarification received after 3 p.m. on February 5, 2025. The School District will attempt to provide a written response to additional written Requests For Clarification within three (3) business days after the receipt of such request. The response to any Request For Clarification will posted to the School District’s website and notification of such posting will be provided to all Contractor’s know to have received the RFP. No response will be made to any oral questions. It is each Contractor’s responsibility to check the School District’s website prior to the RFP Due Date to ensure that it has received all of the information, including, but not limited to, all clarifications of and Addenda to this RFP.

1.5.12. Restrictions On Communication: From the issue date of this RFP until a Contractor is selected and the selection announced, a prospective Contractor shall not communicate about the subject of this RFP or a Contractor’s Proposal with:

the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, contractors or employees of the School District; except for the Facility Visits and Requests For Clarification in accordance with Paragraphs 1.5.10 and 1.5.11 above, or as otherwise required by applicable law.

1.5.13. Addenda to the RFP: If it becomes necessary to revise any part of this RFP, all addenda will be issued through the School District’s website and all addenda shall become a part of this RFP. Each Contractor must in its Proposal, to avoid any miscommunication, acknowledge all addenda which it has received, but the failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof.

1.5.14. RFP/Proposal Information Controlling: The School District intends that all Contractors shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a Contractor shall be effective unless confirmed by written communication contained in an addendum to this RFP, a Request For Clarification or other written response thereto, or in the Proposal. The School District may utilize e-mail to communicate with prospective Contractors and except for delivery of the Proposal itself, references in this RFP to “written” form of communication include e-mail.

1.5.15. Finality of Decision: Any decision made by the School District, including the Contractor selection, shall be final.

1.5.16. Reservation of Rights: The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the Contract to other than the Contractor(s) submitting the best financial Proposal (low bidder). The School District reserves the right to request additional information from any or all Contractors. The School District reserves the right to negotiate with the Contractors concerning their Proposals. Although the School District is seeking to consolidate the Lawn Maintenance Services with one Contractor, the School District reserves the right to select, if any, one or more Contractors to perform the Lawn Maintenance Services or components thereof on behalf of the School District. In the event a Contractor’s Proposal is accepted by the School District and Contractor asserts exceptions, special considerations or conditions after acceptance, the School District, in its sole and absolute discretion, reserves the right to thereafter nullify its acceptance, to reject the Proposal and award the Contract to another Contractor.

1.5.17. Release of Claims: Each Contractor by submitting its Proposal releases the School District from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

1.5.18. Contractor Bears Proposal Costs: A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP.

1.5.19. Irrevocability of Proposals: All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of one hundred twenty (120) calendar days following the Due Date for receipt of Proposals set forth above.

1.5.20. Collusive Bidding: The Contractor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same Services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

1.6. PROPOSAL REQUIREMENTS AND FORMAT

This outlines the information that must be provided by each Contractor and the required format for its Proposal. Any Proposal not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Please also refer to Sections 1.5, 4.2, 5.1 and 5.2 of this RFP for additional Proposal requirements. Proposals must: (i) demonstrate an understanding of the scope of services requested under this RFP;

(ii) demonstrate the ability to accomplish the proposed component of the Lawn Maintenance Services (as defined below) as set forth in this RFP and the Contract (as described below and in Section III of this RFP); and (iii) include all necessary information to enable the School District to thoroughly evaluate each Contractor’s overall experience, expertise, qualifications and ability to deliver the Lawn Maintenance Services, or proposed component thereof, in accordance with the requirements and obligations of this RFP and the Contract. Each Proposal shall also include any other information or explanations that the Contractor feels is/are significant with respect to the School District making an informed decision relative to its Proposal.

Attached to this RFP is a form of contract under which the Lawn Maintenance Services or component thereof (hereinafter also referred to as the “Services”) requested under this RFP shall be provided by the successful Contractor (the “Contract”) (See also Section 3.1 of this RFP). The Contract contains many details relative to the Services requested by the School District, the terms and conditions under which the Services shall be provided by the Contractor and should be reviewed carefully by each Contractor prior to submitting a Proposal.

Any exceptions to the terms and conditions contained in this RFP or the form of Contract attached to this RFP, or any other special considerations or conditions requested or required by the Contractor MUST be specifically enumerated by the Contractor and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions of the RFP or form of Contract cannot be met by, or, in the Contractor’s opinion, are not applicable to, the Contractor. The Contractor shall be required and expected to meet the specifications and requirements as set forth in this RFP and the form of Contract in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Contractor’s Proposal and those exceptions or special considerations or conditions are expressly accepted by the School District. All Pricing factors must be clearly indicated in the manner required on the Proposal Forms provided as part of this RFP.

Additionally, each Proposal must include, at a minimum, the following:

1.6.1 General background information regarding the Contractor (such as years in business, size of company, the services it offers etc.) and the services offered under the Proposal and cost structures proposed.

1.6.2 A list of references of the Contractor, including contact names, addresses, phone numbers and type and scope of services provided. The School District is particularly interested in detailed evidence if the Contractor has experience providing similar services for K-12 public school districts or educational institutions of similar size and scope as the School District.

1.6.3 A detailed staffing plan which includes information on the number of personnel that would be assigned and/or available to perform the proposed Services to demonstrate the timely and effective implementation and delivery of the Services.

Please. This personnel information must also indicate the qualifications, certifications and/or licenses each position will hold.

1.6.4 A detailed list setting forth any exceptions to this RFP and/or the Contract, or other special considerations or conditions of the Contractor, including explanations of such exceptions or the reason such terms and conditions of the RFP or form of Contract cannot be met by, or on the Contractor’s opinion are not applicable to, the Contractor.

1.6.5 A copy of the Contractor’s Certificate of Insurance or other sufficient evidence of the Contractor’s ability to provide adequate insurance coverages as required by this RFP and the Contract to protect the interests of the Contractor and the School District. The Contractor must also provide a worker's compensation experience modification factor on a document from the Contractor’s worker's compensation insurance carrier.

1.6.6 Demonstrate that the Contractor understands and will comply with all regulatory laws, codes, and requirements of any Local, State, and Federal law that apply to the requirements and obligations under this RFP and the Contract, including, but not limited to, the Michigan Revised School Code (MCL 380.1 et seq.), and any rules and regulations promulgated thereunder.

1.6.7 A completed Proposal Pricing Form (See APPENDIX C).

1.6.8 A completed Familial Disclosure Affidavit (See APPENDIX D) and a completed Iran Linked Business Affidavit (See APPENDIX E).

1.6.9 Any other resources to be provided by the Contractor, not listed above, which would demonstrate or enhance the Contractor’s ability to carry out the Services required under this RFP and the Contract.

1.6.10 A list of all equipment the Contractor has available to provide the Lawn Maintenance Services for which the Proposal pertains.

1.6.11 A signed letter setting forth the Contractor’s agreement to be bound by the terms and conditions of this RFP and the Contract.

For ease of reference and accessibility, please include a section in the Proposal which includes all required Proposal Forms and required Affidavits.

1.7. PROPOSAL EVALUATION

The Contractor must document their expertise, experience, and approach based on their understanding of the School District’s requirements. Each Proposal must be complete, clear and concise. The School District will utilize various factors to evaluate Proposals, such as, but not limited to: Contractor’s business stability; Contractor’s experience;

Contractor’s references; and Proposal pricing.

1.8. CONTRACTOR INTERVIEWS

The School District may require selected Contractors to participate in an oral interview and negotiation process to discuss their Proposal and to answer any questions the School District may have regarding the RFP and Contractor’s Proposal. In that case, the School District will notify the Contractor’s contact name as listed in its Proposal. In accordance with the RFP selection timeline, it is anticipated that if interviews are deemed necessary by the School District, they will be scheduled as set forth in Section 1.4 above.

1.9. INDEPENDENT CONTRACTOR

It must be understood that this RFP provides for the selection of a professional contractor(s) to provide the management for, a delivery of, the designated Lawn Maintenance Services. As noted above, the School District will engage the selected Contractor(s) as an independent contractor to perform the designated Lawn Maintenance Services.

II. SCHOOL DISTRICT OPERATIONAL INFORMATION

This information is provided to assist the Contractor in evaluating the School District and submitting a Proposal and should neither supplant the terms and conditions of the Contract (as described in Section 3.1 below) nor a careful review of the Contract by the Contractor. The following information and Appendices to this RFP are a summary of the expected scope of snow removal services and are provided so that the Contractor can sufficiently and effectively evaluate the School District in submitting its Proposal.

2.1. SCHOOL DISTRICT FACILITIES INFORMATION

The School District is only requesting Proposals for Services for the Facilities listed in this RFP. Included in APPENDIX A is the following information about these School District Facilities:

a. List of Facilities and their address/location.

b. Aerial Maps of each Facilities detailing designated areas subject to the Services.

2.2. REQUIRED DUTIES OF CONTRACTOR

Each Contractor should understand that the Lawn Maintenance Services contemplated by this RFP encompass both Lawn Maintenance Services for the general grounds of the Facilities at the Facilities. The School District, however, reserves the right to select multiple Contractors to provide these Lawn Maintenance Services. It is the intent of this RFP that the Lawn Maintenance Services shall be performed as needed under the terms and conditions of the Contract, or when otherwise requested by the School District, at all Facilities listed in this RFP and the Contract. Please see APPENDIX A for specific tasks and duties for the Lawn Maintenance Services. In addition to the specifications set forth in this RFP and in the form of Contract, below includes the specific parameters for the tasks and duties expected to be performed by the Contractor as part of the Lawn Maintenance Services:

2.2.1 Lawn Maintenance Services: Generally, “Lawn Maintenance Services” means all labor, supplies and equipment necessary to perform mowing, trimming, edging, leaf and general grounds clean-up in the Spring and Fall and overall management of natural grass surfaces, including, but not limited to, the following:

a. The tasks and duties as set forth in APPENDIX A at the designated Facilities shown in APPENDIX A in accordance with the terms and conditions of this RFP and the Contract utilizing licensed personnel as required by law.

b. The Lawn Maintenance Services require mowing and other required services for those areas highlighted the aerial photos included in APPENDIX A.

c. The Lawn Maintenance Services shall be available and performed between April 1st and November 30th each year of the Term.

d. Provision of all supplies, materials and equipment necessary to perform the Lawn Maintenance Services.

2.3. SUPPLIES & EQUIPMENT

2.3.1. Lawn Maintenance Services Supplies and Materials:

The Contractor shall be responsible for all supplies and materials necessary to perform the Lawn Maintenance Services.

2.3.2. Equipment:

The Contractor shall provide all equipment necessary to perform all aspects of the Lawn Maintenance Services. Said equipment and/or tools shall remain the property of the Contractor and Contractor shall maintain and repair said equipment at its sole cost and expense.

2.4. SCHOOL DISTRICT BOARD OF EDUCATION POLICIES

The School District’s Board of Education has adopted various policies and procedures applicable to the usage of the School District’s Facilities. The Contractor will be required to abide by and comply with all applicable School District Board of Education policies and procedures. All policies are available on the School District’s website.

III. CONTRACTUAL OBLIGATIONS

3.1. FORM OF CONTRACT

3.1.1. Form of Contract: This is a Request For Proposals only. Proposals will be treated as offers to enter into the Contract (as defined above) with the School District. The School District and successful Contractor shall memorialize their contractual relationship and obligations using the form of Contract attached hereto as APPENDIX C. The Contract contains many details relative to the scope of Services required under this RFP, as well as the terms and conditions under which the respective Services shall be provided by the successful Contractor. The

Contract should be reviewed carefully by each Contractor prior to submitting a Proposal. Any exceptions to the terms and conditions contained in the Contract, or any other special considerations or conditions requested or required by the Contractor relative to this RFP or the form of Contract shall be expressly/specifically enumerated by the Contractor and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions cannot be met by, or, in the Contractor’s opinion are not applicable to, the Contractor, provided however, that exceptions or special conditions of the Contractor will not be binding upon the School District unless those exceptions or special conditions are expressly accepted by the School District, and incorporated into the final Contract. Following the selection of the successful Contractor by the School District, the Contract will be finalized by the parties. If the School District elects to utilize multiple Contractors to perform the Services, the Contract will be revised accordingly by the School District during the negotiation process.

The final Contract shall be subject to the review and approval by the School District’s legal counsel. The below sections contain information relative to selected provisions of the Contract and/or the expectations of the School District relative to the provision of the Services. This information is provided to assist the Contractor in evaluating the School District and submitting a Proposal, and should neither supplant the terms and conditions of the Contract nor a careful review of the Contract by the Contractor.

(NOTE: To the extent Capitalized terms are used throughout this RFP, those terms shall have the same meaning as defined in the Contract.)

3.1.2 Contract Characteristics. This RFP contemplates a “seasonal” contract with the Contractor(s) to perform the Lawn Maintenance Services during the Spring, Summer and Fall months. The term of the Contract would run from April 1, 2025 until November 30, 2026 (the “Initial Term”). The School District shall have the option, in its sole discretion, to extend the Contract by up to one (1) additional annual term, being April 1, 2027 through November 30, 2027 for all Lawn Maintenance Services (the “Renewal Term”). The School District is not obligated to exercise any Renewal Term and may exercise a Renewal Term by providing written notice to the Contractor.

IV. PRICING FOR SERVICES

4.1. COST INDEXING

The Contractor’s fees and pricing for the Lawn Maintenance Services described in this RFP MUST be fixed at the rates set forth in the Proposal Form for the Initial Term of the Contract, and any Renewal Term (if exercised by the School District). A Contractor may submit a Proposal for both the Group 1 and Group 2 Facilities, or a Proposal form only the Group 1 or Group 2 Facilities as listed in APPENDIX A. Even if a Contractor submits a Proposal for both Group 1 and Group 2 Facilities, the School District reserves the right to only award a Contractor one group of Facilities and not both.

4.2. PRICING

4.2.1. Lawn Maintenance Services Pricing: The School District is seeking Proposals that include the costs and pricing quotes for the Lawn Maintenance Services on an on-going basis for EITHER the Group 1 or Group 2 Facilities OR the Group 1 and Group 2 Facilities as listed in APPENDIX A. The School District is seeking pricing on both a fixed “seasonal term fee” basis for all Lawn Maintenance Services at the designated Facilities and on a “per mow fee” basis for each Facility for the Initial Term and each Renewal Term based upon the parameters set forth below. The seasonal term fee shall be based upon twenty-eight (28) mows per season at all Facilities. This seasonal fee would be invoiced/paid in equal monthly amounts during May through December of each season of the Initial Term, and the Renewal Term, if exercised. The quoted price shall include the price for all Services for all designated areas at the Facilities;

however, if due to weather conditions, the proper mowing schedule requires less than or more than twenty-eight (28) mows per season at a Facility, the pricing charged to the School District will be increased/decreased in accordance with the respective amount for the affected Facility(ies). This pricing shall include all costs and expenses for all labor, profit, overhead, supplies, materials and equipment (including fuel) necessary for Contractor to perform these Lawn Maintenance Services. The Contractor shall also provide the total number of Full Time Equivalent (“FTE”) personnel the Contractor will use to perform the Lawn Maintenance Services.

4.2.2. Individual Facility Pricing for Lawn Maintenance Services: The School District is seeking pricing for each Facility listed in the RFP to be utilized if the School District requires more or less than the designated twenty-eight (28) mows at each Facility in a season or if the School District were to remove a Facility from the scope of Services for a season under the Contract. If a Facility is removed for only a portion of a season, the pro-rata portion of this amount would be deducted from the annual amount for that Facility.

4.2.3. Hourly Pricing for Additional Services: The School District is seeking the per hour charge for any Additional Services requested by the School District, but outside of the scope of the Services set forth in this RFP and the Contract. These types of services may include, but are not limited to, additional lawn mowing service requests, additional manual weeding or landscape work, underground sprinkler repairs etc. This shall be on a straight hourly pricing with any necessary parts, if any, at cost.

4.2.4. Spring and Fall Clean-Up Fee: The School District is seeking the fee the Contractor would charge to perform each Spring Clean-Up and each Fall Clean- Up at each Facility. This would be a flat fee per Facility if the School District requested this component of the Services.

4.2.5. Cost Increase for Renewal Term: The School District has the option, in its sole and absolute discretion, to extend the Contract on an annual basis for up to one (1) additional seasonal term (each a “Renewal Term”). The Contractor shall provide

22075\510332\280613564.v1 as part of its Proposal the percentage increase, if any, the Contractor’s Initial Term pricing will increase if the School District elects to exercise its option for the Renewal Term. Notwithstanding the foregoing, compensation for any Renewal Term of the Contract shall not exceed three percent (3%) in any Renewal Term or extension of said Contract.

V. PROPOSAL

5.1. PROPOSAL FORMS

Each Contractor shall submit its Proposal using the Proposal Pricing Form attached hereto as APPENDIX D, along with any other information required by Section 1.6 of this RFP or deemed necessary and appropriate by the Contractor for evaluation of its Proposal.

220956390.1 21952/131030

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BIRMINGHAM PUBLIC SCHOOLS

2025 RFP for Lawn Maintenance Services

Facility Information

The fifteen (15) School District Facilities subject to the Lawn Maintenance Services in accordance with the Contract are set forth below and are broken down into the following two (2) groups for purposes of submitting Proposals.

GROUP 1

Name of Facility Address Approx. Acreage1

Groves High School 20500 W. 13 Mile, Beverly Hills, MI 48025 48.67

Berkshire Middle School 21707 W. 14 Mile, Beverly Hills, MI 48025 23.59

Beverly Elementary School 18305 Beverly, Beverly Hills, MI 48025 11.46

Bingham Farms Elementary School 23400 13 Mile, Bingham Farms, MI 48025 9.6

Greenfield Elementary School 31200 Fairfax Ave., Beverly Hills, MI 48025 10.67

Pierce Elementary School 1829 Pierce, Birmingham, MI 48009 11.73

West Maple Elementary School 6725 Inkster, Bloomfield Hills, MI 48301 19.06

GROUP 2

Name of Facility Address Approx. Acreage1

Seaholm High School 2436 W. Lincoln, Birmingham, MI 48009 41.84

Derby Middle School 1300 Derby Rd., Birmingham, MI 48009 22.32

Birmingham Covington School 1525 Covington, Bloomfield Hills, MI 48301 20.86

Midvale Early Childhood Center 2121 Midvale, Birmingham, MI 48009 4.5

Harlan Elementary School 3595 N. Adams, Bloomfield Hills, MI 48304 9.74

Pembroke Elementary School 955 N. Eton, Troy, MI 48084 11.16

Quarton Elementary School 771 Chesterfield, Birmingham, MI 48009 6.43

Transportation Building 2205 Holland, Birmingham, MI 48009 5.85

1 Approx. Acreage listed is the total acreage of the entire property. The area of the property that is subject to the Services will be less than the total acreage listed and must be verified by the Contractor.

Groves High School 20500 W 13 Mile Rd, Beverly Hills, MI 48025

Description:

● School Hours: 7:50am- 2:50pm

● Omit Courtyards

● Omit within Stadium Fencing

● Omit Parking Lot, Concrete Areas, and asphalt from mowing

● Total Property Acreage: 48.67

Berkshire Middle School 21707 W 14 Mile Rd, Beverly Hills, MI 48025

Description:

● School Hours: 8:15am- 3:14pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas, and asphalt from mowing

● Total Property Acreage: 23.59

Beverly Elementary School 18305 Beverly Rd, Beverly Hills, MI 48025

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 11.46

Bingham Farms Elementary School 23400 13 Mile Rd, Bingham Farms, MI 48025

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas, and asphalt from mowing

● Total Property Acreage:9.6

NOTE:

● Addition going on the back of building this summer. That’s why this is shaded in red.

Greenfield Elementary School 31200 Fairfax Ave, Beverly Hills, MI 48025

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 10.67

Pierce Elementary School 1829 Pierce St, Birmingham, MI 48009

Description:

● School Hours: 8:49am- 3:50pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 11.73

West Maple Elementary School 6275 Inkster Rd, Bloomfield Hills, MI 48301

Description:

● School Hours: 8:49am- 3:50pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 19.06

Seaholm High School 2436 W Lincoln St, Birmingham, MI 48009

Description:

● School Hours: 7:50am- 2:50pm

● Omit Courtyards

● Omit within Stadium Fencing

● Omit Parking Lot, Concrete Areas, and asphalt from mowing

● Total Property Acreage: 41.84

N/A This is

Midvale’s Property

Derby Middle School 1300 Derby Rd, Birmingham, MI 48009

Description:

● School Hours: 8:15am- 3:14pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 22.32

Covington Middle School 1525 Covington Rd, Bloomfield Hills, MI 48301

Description:

● School Hours: 8:18am- 3:20pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 20.86

Midvale ECC 2121 Midvale St, Birmingham, MI 48009

Description:

● School Hours: 8:30am- 3:30pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 4.5

Harlan Elementary School 3595 N Adams Rd, Bloomfield Hills, MI 48304

Description:

● School Hours: 8:49am- 3:50pm

● Omit Courtyards

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 9.74

Pembroke Elementary School 955 N Eton St, Troy, MI 48084

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage:11.16

Quarton Elementary School 771 Chesterfield Ave, Birmingham, MI 48009

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 6.43

Transportation 2205 Holland St. Birmingham, MI 48009

Description:

● School Hours: 8:49am- 3:50pm

● Omit Parking Lot, Concrete Areas,

● Total Property Acreage: 5.85

280617814.v1

Birmingham Public Schools

Lawn Maintenance Services

The scope and frequency of Lawn Maintenance Services expected of the Contractor for the designated areas of the assigned Facilities are set forth below.

1. Perform all aspects of the Lawn Maintenance Services utilizing licensed or skilled tradespersons as required by law and operate all equipment in accordance with all applicable laws, as well as in a manner which promotes safety.

2. All School District Facilities are to be mowed and trimmed to maintain a professional, neat and uniform appearance.

3. Mowing and the Lawn Maintenance Services must be available at all times between April 1st and November 30th.

4. Mowing frequency shall occur at least once every seven (7) days at each Facility between April 1 and November 30; however, the following conditions apply:

a. If weather or other conditions require that the mowing frequency be delayed or altered, the Contractor shall notify the School District in writing.

b. During the Spring months, the Contractor and School District must coordinate altered mowing schedules so that the grass or fields will not be damaged.

c. During periods of insufficient moisture and heat which causes the grass to go dormant, the Contractor and School District must coordinate altered mowing schedules so that the grass will not be damaged.

d. Mow height shall be coordinated and approved by the School District Liaison.

5. Mowing shall occur in a manner so that the grass cutting or clippings are not of sufficient quantity to detract from the overall site appearance. Under no circumstances shall the Contractor dump clippings or other lawn debris on School District property. If the time between mowing must be extended for any reason, thereby causing an excessive amount of clippings on the lawn, the clippings shall be eliminated by whatever means are available to the Contractor and at no expense to the School District.

6. All litter such as paper, cans, bottles, etc. must be picked up and disposed of prior to mowing and disposed of legally or deposited in the School District’s dumpster at the Facility.

7. All grass termination at various paving and concrete details shall be maintained to keep grass overgrowth off sidewalks and out of bedded areas. Trimming shall be done in all areas that are inaccessible to mowing equipment. This includes fence lines, back stops, play areas, playground equipment, under fixed bleachers, next to buildings where established plantings are not present, curb lines, cracks in hard play surfaces and parking lots, and around all other obstacles to provide a neat and even appearance to the entire Facility. Trimming shall be done simultaneously with each mowing. Care shall be used when trimming around trees and posts to prevent damage to these items and as to not “girdle” said trees/posts with clippings.

8. Vertical edging to remove grass overgrowth around lawn perimeters, sidewalks and bedded areas shall be done twice per month between April 15 and June 15, and once per month

280617814.v1 between June 15 and November 30. Edgers shall be used to maintain a crisp and neat appearance.

9. Mowing shall be coordinated to prevent the depositing of clippings/mowing debris into planters, flowerbeds, or into base mounted equipment such as A/C condensers. Any clippings or debris blown into these areas shall be removed immediately by the Contractor at no additional charge.

10. Contractor is responsible to keep all sidewalks, tracks, warning tracks/infields (on baseball and softball fields), parking lots, driveways, pathways and roads clear of grass clippings.

Clippings will be blown back into grass areas immediately after mowing.

11. Contractor is responsible for removal of weeds from cracks and other areas in parking lots and other concrete/asphalt areas (such as walkways etc.) regularly, even though actual mowing is not required on these surface areas.

12. Mowing of natural turf athletic fields as necessary to provide proper turf height for all athletic events. Contractor shall utilize “mulching” mowers so that grass clippings are not deposited or left of fields in clumps. If clumps of clippings occur, the Contractor shall remove all clumps.

13. All equipment and supplies (including fuel) needed to perform the Services shall be supplied by the Contractor. No School District materials, supplies or equipment may be used.

14. Spring Clean-Up and Fall-Clean Up. All leaves and debris are to be cleaned out of landscape beds and from lawn areas once in the Spring at a time approved by the School District Liaison generally between April 15 and May 31. All leaves and debris are to be cleaned out of landscape beds and from lawn areas three (3) times in the Fall at times approved by the School District Liaison, generally between October 15 and November 30.

These services would be billed at the fixed fee per Facility.

15. The School District may request the Contractor to perform supplemental weeding and/or other landscaping duties as Additional Services. These would be billed at the Additional Services Hourly Rate.

Restrictions on Time of Services

1. During days when school is in operation, mowing or weed whipping shall not take place within two hundred (200) feet of an occupied building or within three hundred (300) feet of students or staff members outside of a Facility.

2. The Contractor shall not perform any Services at the Midvale Facility while it is occupied or educational services are in operation.

3. All work will be carried out in such a manner that there will be no interruption of institutional business. Individual Facility schedules will be available from the School District Operations Office.

4. Maintenance of athletic areas is to be coordinated with the School District Liaison so as not to interfere with athletic events and practices.

5. The Contractor will prohibit employees from using School District facilities (i.e., rest rooms, telephones, etc.) or using the premises in any other inappropriate manner.

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22075\510332\280613479.v1

LAWN MAINTENANCE SERVICES CONTRACT

This LAWN MAINTENANCE SERVICES CONTRACT (the “Contract”) is entered into as of this 1st day of April, 2025 (the “Effective Date”) by and between the BIRMINGHAM PUBLIC SCHOOLS, a Michigan general powers school district, whose address is 31301 Evergreen Road, Beverly Hills, Michigan 48025 (the “School District”) and [NAME OF CONTRACTOR], a __________________, whose address is ________________________ (the “Contractor”). The School District and Contractor may each be referred to herein as a “Party” and collectively as the “Parties.”

Recitals

A. The School District issued a Request For Proposals for Lawn Maintenance Services dated January __, 2025 (the “RFP”), the purpose of which was to solicit proposals from qualified entities with the ability to provide lawn maintenance services for the selected School District Facilities.

B. In response to the RFP, the Contractor submitted to the School District a Proposal dated ______________, 2025 (the “Proposal”) to provide all services contemplated by the RFP.

C. Pursuant to the terms of the RFP, the Contractor is required to enter into a written contract in accordance with the School District’s written acceptance of its Proposal.

D. The Parties agree that certain terms, conditions and provisions of the RFP and the Proposal must be further clarified, and that certain additional terms and conditions need to be expressly set forth by way of this Contract.

NOW THEREFORE, in consideration of the foregoing and the mutual covenants set forth herein, the Parties agree as follows:

I. RESTATEMENT CONSTITUTES THE CONTRACT

A. Incorporation by Reference. The object of this Contract is to formalize in one document the complete agreement between the Parties, and to do so by specifically incorporating by reference into this Contract, the RFP, all Addenda to the RFP, the Proposal and other related documents, and by including certain additional necessary or appropriate Contract terms, particularly where the Contract terms agreed to by the Parties during the RFP negotiation process do not correspond with the RFP and/or the Proposal.

B. Order of Precedence. The Contract Documents, which are all incorporated herein by reference, include the following:

1. This Contract, including all Attachments hereto;

2. The RFP; and

3. Contractor’s Proposal.

To the extent that the terms and conditions of the Contract Documents are in conflict, the terms and conditions shall be interpreted in the above-referenced order from 1 to 3. However, the Parties also agree that where there is not a conflict between any of the terms and conditions contained in the above-referenced Contract Documents, all of the Contract Documents shall be binding

~ 2 ~ upon both Parties, except to the extent the exceptions contained in the Contractor’s Proposal are not expressly accepted by the School District in writing and incorporated into this Contract.

II. CONTRACT DURATION AND TERMINATION

A. Initial Term. This is a seasonal term contract with the Services performed in the Spring, Summer and Fall months as set forth herein. The initial term of this Contract shall cover both the 2025 season and the 2026 season, commencing April 1, 2025 and ending November 30, 2026 (the “Initial Term”).

B. Renewal Terms. The School District shall have the option, in its sole discretion, to extend this Contract for up to one (1) additional term, by providing written notice to the Contractor. The renewal term, if exercised, shall commence on April 1, 2027 and terminate on November 30, 2027 (the “Renewal Term”). Nothing in this Contract requires the School District to exercise its option for a Renewal Term and Contractor has no expectation of a contract beyond the Initial Term, or a Renewal Term if any are exercised.

C. Termination for Cause. In the event the Contractor fails, at any time, to comply with, fully perform and strictly adhere to any covenant, condition or representation contained in this Contract and the other Contract Documents, whether it be performed by the Contractor, its agents or employees, the School District shall have the right to provide notice to Contractor of such failure. If such failure is not cured to the School District’s satisfaction within the same business day of such notice, the School District shall have the right to terminate this Contract immediately without the requirement of a further written notice.

Furthermore, in addition to the rights of the School District under Section III.B., if the School District must regularly request that the Contractor cure breaches of this Contract, such circumstances shall be grounds for termination of this Contract for cause, even if each breach on its own would not be material. Notwithstanding the foregoing, if any actions or inactions of the Contractor, its agents or employees, poses a serious or imminent i) threat to the health and safety of any person, or ii) loss to any real or tangible property of the School District, the School District may terminate this Contract immediately if such default is not cured by Contractor within twenty-four (24) hours of Contractor’s receipt of notice of such default. Furthermore, if Contractor becomes insolvent, or seeks protection of any bankruptcy court, the School District may immediately terminate this Contract.

D. Termination for Convenience. Notwithstanding Section II.C. above, the School District, on at ten (10) days advanced written notice to the Contractor, may terminate this Contract, or any portion thereof, for any reason, including convenience, without incurring any penalty, expense or liability to the Contractor except the obligation to pay for Services actually performed under the Contract prior to the effective date of the termination.

E. Effect of Termination. If this Contract is terminated in accordance with any of the provisions contained herein, all rights of the Contractor under this Contract shall cease. Regardless of the basis for termination, the School District shall

~ 3 ~ neither be liable to, nor obligated to pay, the Contractor for any incidental or consequential damages or lost profits, or costs incurred for Services not actually performed.

III. SCOPE OF SERVICES

The Contractor shall perform the Lawn Maintenance Services (also referred to herein as the “Services”) for those School District facilities set forth in Attachment A (each a “Facility” and collectively the “Facilities”). The Services provided by Contractor for the Facilities shall include the full scope and manner of Services as set forth in the RFP and this Contract, including the responsibility of the Contractor to provide all labor, equipment and supplies necessary to fully perform the Services at the Facilities.

A. Scope of Lawn Maintenance Services. The Contractor shall manage and provide the Lawn Maintenance Services as described in the RFP and this Contract for the Facilities listed in Attachment A. The Lawn Maintenance Services are to be provided throughout the Initial Term and Renewal Term, if exercised, in accordance with the specifications set forth in Attachment B of this Contract.

The Services of the Contractor shall be available seven (7) days a week, including holidays and days the School District is not in session.