Cemetery Mowing Services.pdf

ITB-W-2001.docx Last printed 10/8/2026 11:26:00 AM

ITB-W-2001 INVITATION TO BID OCTOBER 8, 2026

ELECTRONIC BIDS TO FURNISH MOWING SERVICES FOR THE WARREN UNION CEMETERY, 4433 CHICAGO

ROAD, WARREN, MI 48092, FOR THE CITY OF WARREN ARE BEING ACCEPTED.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR BEFORE, 12:30 PM, WEDNESDAY, OCTOBER 28, 2026

PLEASE SEE SPECIAL INSTRUCTIONS ON PAGE TWO (2) OF THE BID FORM

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON OCTOBER 28, 2026 VIA THE “ZOOM APP”

WHICH WILL BE HOSTED BY THE CITY COUNCIL OFFICE. PLEASE JOIN THE ZOOM MEETING BETWEEN 12:50

AND 1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR LISTEN TO THE BID OPENING

VIA THE ZOOM APP.

LINK TO ZOOM MEETING:

https://cityofwarren.zoom.us/j/88978874591?pwd=Ze6A0bAQndPNRXa94NUavEQyfTje0Q.1

ZOOM CALL-IN #: 1 305 224 1968

ZOOM MEETING ID: 889 7887 4591

ZOOM MEETING PASSCODE: 044808

Addenda, clarifications and changes to the bid documents must be obtained on line within the

MITN system at: www.BidNetDirect.com/MITN

PLEASE USE THE FOLLOWING NIGP CODES:

98800 – Roadside, Grounds, Recreational and Park Area Services

98836 – Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimming, etc.

Additional information regarding this bid or any questions can be answered by contacting the

Assistant Buyer, Shanah Turner of the City of Warren Purchasing Division preferably by e-mail, sturner@cityofwarren.org, subject: ITB-W-2001.

Sincerely, Shanah Turner

Assistant Buyer

Lori M. Stone, Mayor

Purchasing Division Office of the Controller One City Square, 4th Floor, Suite 425 Warren, MI 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/88978874591?pwd=Ze6A0bAQndPNRXa94NUavEQyfTje0Q.1 http://www.bidnetdirect.com/MITN

ITB-W-2001 CITY OF WARREN PAGE 2 OF 22

COMPANY NAME: ___________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

The City will require the vendor to perform the following, via the BidNet (MITN) system, within the bid solicitation, in order to have the bid considered for award:

1. Vendor shall complete, sign, and electronically upload the completed bid form onto the MITN system under ITB-W-2001 (pages 1-22).

2. If the Vendor has any questions regarding the steps needed to complete the electronic bid submission, they shall contact the BidNet (MITN) help desk at 1-800-835-4603. Select Option 2 when prompted.

3. Electronic bids must be entered no later than the bid due date and time. The BidNet (MITN) system will prohibit vendors from entering bid information after the scheduled due date/time.

4. The City of Warren shall not have access to bid results until after the scheduled due date and time.

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. See Zoom Meeting information on the first page of this document.

6. Interested parties will need to access the Zoom app and enter the Meeting ID # and the

Password in order to obtain access to the public bid opening. Interested members of the public may view or listen to the results at that time.

7. The Zoom Meeting Call-in #, ID# and password for this bid opening can be found on the first page of this document.

8. The public shall have the ability to join the Zoom Meeting any time after 12:50 pm EST on the bid due date.

9. The public bid opening via “Zoom” shall occur at 1:00 pm EST on the bid due date.

PRICE CLAUSE:

Bid price to include, but not be limited to, all materials, equipment and labor for completing maintenance services as described in these specifications. Pricing shall be held firm for 90 days or bid award, whichever comes first, except for the successful bidder whose prices shall be held firm for a two (2) year period (the 2027 and 2028 seasons). There is an option to extend the award for four (4) additional two (2) year periods (2029-2036 seasons), with mutual consent of both parties.

Prior to the start of each subsequent term, the awarded vendor may request a price increase. All price increases must be mutually agreed upon by both parties and receive City Council approval.

Authorized Signature for________________________________________________________

Pricing Clause

ITB-W-2001 CITY OF WARREN PAGE 3 OF 22

BID PROPOSAL:

The undersigned proposes TO FURNISH MOWING SERVICES FOR THE WARREN UNION CEMETERY, FOR

THE CITY OF WARREN in accordance with the attached specification requirements to be considered an integral part of this proposal, at the prices shown below and detailed within this bid form:

TWO (2) YEAR GRAND TOTAL (From Page Four (4)): $_______________________________

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED AND

SIGNED BY AN AUTHORIZED REPRESENTATIVE WITH THEIR ELECTRONIC BID. FAILURE TO PROPERLY

SIGN IN THE AREA PROVIDED BELOW WILL RESULT IN YOUR BID NOT BEING ACCEPTED.

The undersigned has carefully checked the bid figures and understands that he shall be responsible for any error of omission in this bid offer and is in receipt of all addenda as issued.

Signature of _____________________________________________________ DATE: _____________________

Authorized Company Representative

___________________________________________ COMPANY NAME: ____________________________

(Print name of Signature)

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If applicable)

YEARS IN BUSINESS COMPANY CONTACT PERSON WITH TELEPHONE NUMBER

ACKNOWLEDGMENT OF ADDENDA:

In the event that any addenda are posted on the MITN system, acknowledge receipt of the addenda by indicating the addenda number below and sign in the space provided. A copy of each addenda posted should be included in your proposal:

Addenda #1: _______________ Signed: _____________________________________

Addenda #2: _______________ Signed: _____________________________________

Addenda #3: _______________ Signed: _____________________________________

EXCEPTIONS: Where an exception to any specification is taken, such exception shall be clearly indicated below and along with the specifications attached hereto, shall be considered an integral part of this bid proposal.

ITB-W-2001 CITY OF WARREN PAGE 4 OF 22

PRICING DETAIL:

Please complete the pricing selection below and enter the grand total on Page Three (3).

ITEM DESCRIPTION

EST.

ANNUAL

QTY

UNIT PRICE

EXTENDED PRICE

(QTY x Unit Price)

A Mowing, Trimming, & Lawn Maintenance 16 $ $

ANNUAL TOTAL: $

TWO-YEAR GRAND TOTAL (Enter on Page Three (3)): $

ADDITIONAL SERVICES:

Please complete the pricing selection below for additional services, in the event that the City decides to have the awarded vendor perform these services.

ITEM DESCRIPTION UNIT PRICE

B Spring Cleanup $

C Fall Cleanup $

ESTIMATED QUANTITIES:

Quantities (frequencies of services) have been estimated for bid award purposes. The City has provided the best estimate of quantities and actual usage may increase or decrease. Vendor shall supply material and services as per bid and hold the City harmless for increases or decreases in quantities.

Due to weather conditions and precipitation, the City may elect to have more frequent or less frequent services. Payment will be made on a per-service basis.

Authorized Signature for_______________________________________________________

Estimated Quantities Clause

EXPERIENCE CLAUSE:

The City requires that the awarded vendor have a minimum of five (5) years of experience with mowing lawns surrounded by monuments, headstones, etc., such as cemeteries and/or historical monuments. The recommended vendor will be required to furnish references for the municipalities/companies for which your company has provided similar services. References are to be made available once they have been requested by the City, and are not due at the time of the on-line quote submission.

Authorized Signature for _________________________________________________________

Experience Clause

ITB-W-2001 CITY OF WARREN PAGE 5 OF 22

INSPECTION CLAUSE:

All bidders will be held liable to have visited the work site(s) and familiarize themselves with the nature of the work and conditions under which the work will be performed. No extras will be allowed for failure to inspect or to account for working conditions.

INVOICING:

Contractor must submit numbered invoices on a monthly basis specifying:

1. Dates of Service

2. Work Performed

3. Total Dollar Amount for Each Service

4. Specific Applicable Rates

Invoices shall be billed directly to:

City of Warren

One City Square

Ste 425 – Purchasing

Warren, MI 48093

TERMINATION CLAUSE:

Should the Contractor fail, neglect, or refuse to perform his duties under the Contract, the City shall have the right to terminate the Contract upon seven days written notice given to the Contractor and his surety and to proceed to complete the work. Any additional costs incurred by the City shall be paid by the Contractor.

Authorized signature for ____________________________________________________

Termination Clause

ITB-W-2001 CITY OF WARREN PAGE 6 OF 22

REFERENCES:

Please list the municipalities/companies for which your company has provided similar services for a minimum of five (5) years.

1. Agency: ___________________________________________________________ Year(s): __________

Address: _________________________________________________________________________________

Contact Name: __________________________________________ Phone: _________________________

Service Provided: _________________________________________________________________________

2. Agency: ___________________________________________________________ Year(s): __________

3. Agency: ___________________________________________________________ Year(s): __________

ITB-W-2001 CITY OF WARREN PAGE 7 OF 22

EQUIPMENT:

A. Bidders shall include a complete list of all equipment to be used on the project indicating the following:

YEAR MODEL MAKE

VEHICLE

IDENTIFICATION

NUMBER

B. Bidder shall include a complete list of Licenses and certifications held; i.e., Landscape

Contractors License, Pesticide License, Irrigation or Certified Grounds Manager.

NAME LICENSES YEARS OF EXP.

ITB-W-2001 CITY OF WARREN PAGE 8 OF 22

INSURANCE REQUIREMENTS:

INSURANCE CERTIFICATE MUST BE SUBMITTED BY THE INSURANCE AGENCY, NOT THE PROPOSER.

The awarded vendor shall be required to provide the City with certificates of insurance naming the City of Warren, City of Warren Municipal Building Authority, Downtown Development

Authority, Tax Increment Finance Authority, the 37th District Court, all elected appointed officials, employees, and volunteers as individuals acting within the scope of their authority, AS AN

ADDITIONAL INSURED.

It is understood and agreed by naming the City of Warren as additional insured, coverage afforded is considered to be primary, and any other insurance the City of Warren may have in effect shall be considered secondary and/or excess.

Additionally, the awarded vendor shall provide language, within the “Description of Operations” section, that “AGREES TO WAIVE THEIR INSURER’S RIGHT OF SUBROGATION UNDER ITS POLICIES”.

The awarded vendor shall provide the following coverage and limits (Sub-contractors utilized by the awarded bidder shall be subject to these same conditions).

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

Policy should be on an OCCURRENCE BASIS WITH COMBINED SINGLE LIMITS.

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

Per project aggregate limit, Independent contractor’s coverage, Broad form property damage

Blanket contractual liability coverage

AUTOMOBILE LIABILITY:

Automobile liability insurance coverage shall be $1,000,000 combined single limit for any auto and include hired autos and non-owned autos.

WORKERS’COMPENSATION INSURANCE:

Workers’ compensation insurance shall be statutory under the State of Michigan Workers’

Compensation Act.

UMBRELLA LIABILITY POLICY:

UMBRELLA LIABILITY SHALL BE $2,000,000 AND BE “FOLLOWING FORM”

The umbrella policy shall be written on an occurrence basis and at a minimum provide excess to the Bidder’s General Liability, Automobile Liability and Employer’s Liability policies.

Coverage shall be provided by a carrier(s) rated A- or better by A.M. Bests.

Insurance certificates shall contain a provision to the effect that the insurance company SHALL

NOTIFY the City at least thirty (30) days prior to CANCELLATION OR MATERIAL CHANGE of the insurance.

( ) Can meet insurance as indicated.

( ) Cannot meet but offer the following; ____________________________________________________

Authorized signature for ____________________________________________________________________

Insurance Clause

ITB-W-2001 CITY OF WARREN PAGE 9 OF 22

GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

Bids and all information requested of the vendor shall be entered in the appropriate space on the bid form and Signature Page. Failure to do so may disqualify your offer.

An authorized officer or employee of the vendor shall sign all bids.

ELECTRONIC BID SUBMISSION

Electronic bids shall be submitted by the date specified and at or prior to the time specified to be considered. Late bids, e-mail, sealed, telegraphic, or telephone bids will NOT be accepted.

The bidder is required to submit their bid electronically via the BidNet (MITN) system in order to be considered for award.

Bids received after 12:30 pm of the date they are due will not be accepted.

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed.

This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

Vendor changes or alterations to the bid documents, including the specification, may result in the bid being considered non-responsive and/or the Bidder being debarred. The only authorized vendor changes to the bid documents will be in the areas provided for the Bidder’s response including the “Exceptions” section of the bid and on separate attached sheets submitted by the vendor. Vendor shall clearly identify product offered and deviations from the specification. If a change or alteration to the bid document is undetected, and the bid is awarded the contract, the original terms, conditions, and specification in the authorized version of the bid document will be applicable during the terms of the contract. Bidders are responsible for ensuring they have obtained all relevant documents including amendments, clarifications, changes, drawings, etc.

as made available by the City.

PRICES

Prices quoted shall be for new products in current production unless otherwise specified. Where refurbished or discontinued items are offered they shall be clearly identified as such.

Prices quoted shall be exclusive of any rebates due the City. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Corrections and/or modifications received after the bid closing time specified will not be accepted.

Unit prices prevail.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES and remain in effect as specified in the bid.

ITB-W-2001 CITY OF WARREN PAGE 10 OF 22

AWARD

Unless otherwise stated in the bid documents, the City cannot guarantee exclusivity of the contract for the proposed products or services.

Award of the bids shall be based upon a combination of factors, including but not limited to, adherence to bid requirements, references and any other factors that may be in the City’s best interest.

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids.

The City reserves the right to accept and separate items in the bid and to accept the bid that, in the opinion of the City, is to the best advantage and interest of the public we serve. The City also has the right to re-solicit bids if it is deemed to be in the best interest of the City.

The City reserves the right to reject low bids which have major deviations from our specifications;

to accept a higher bid which has only minor deviations. By signing the bid, Bidders agree to accept a split award unless the Bidder clearly indicates that it takes Exception. The bid will be awarded to that responsible, responsive firm whose bid, conforms to this solicitation and will be most advantageous to the City, with regard not only to price but also to availability of product, location and quality of product considered.

The City reserves the right to award all line items, to make no award or to award on an individual line item basis, whichever is deemed to be in the best interest of the City.

Time of delivery may be a consideration in the award.

The City reserves the right to consider as unqualified to perform the contract any bidder who does not habitually perform with its own forces seventy-five (75%) of the work involved.

TERMINATION

1. Failure to Perform. The City may terminate a bid award for the failure to perform a term of the bid specifications to the satisfaction of the City. The City shall provide ten (10) days advance written notice to the Awarded Vendor for the failure to perform services or for the violation of any other term of the bid specifications. Unless futile or the violation is recurring, the City shall provide notice and the opportunity to cure the violation prior to termination. Such notice to cure shall be given in writing by first-class mail. In the event of a dispute, or in order to avoid interruption of service, the City may engage another to perform the work and the Awarded Vendor shall be responsible for any costs the City incurs as a result of the Awarded Vendor’s violation. The City may withhold payment to offset any damages the City incurs as a result of the Awarded Vendor’s violation.

2. At Will. A bid award may be terminated at will by the City upon a minimum of thirty (30) days prior written notice to the Awarded Vendor. In the event of termination as provided in this subsection, the Awarded Vendor will be compensated for all services performed and approvable reimbursable expenses from the inception date to the termination date provided the services performed and the expenses were provided in accordance with the bid specifications. Payment shall be made upon the Awarded Vendor delivering to the City all information and materials retained by the Awarded Vendor, affiliates, or subcontractors in performing the services described in the bid specifications, whether completed or in progress.

3. MISREPRESENTATION. In addition, the City may reject this Bid, or cancel a contract with an

Awarded Vendor, if there is evidence of any misleading or intentionally fraudulent information or documents provided in connection with this Bid.

ITB-W-2001 CITY OF WARREN PAGE 11 OF 22

SPECIFICATION

Brand names and numbers, when used, are for reference to indicate the character or quality desired, unless specifically stated “No Substitutes”.

Alternate items of the same quality will be considered, provided your offer clearly describes the article. Offers for alternate items shall state the brand and number, or level or quality. When the bidder does not state brand, or level of quality, it is understood the offer is exactly as specified.

All products and services shall be in accordance with all applicable federal, state and local statutes, rules, ordinances, etc.

All personnel shall have the appropriate licenses with endorsements for the work performed.

In addition, any personnel driving a vehicle on City property shall have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements.

E-VERIFY

Any bidder, attesting to his bid by signature, is affirming that the Bidder has registered with, participates in and utilizes the E-Verify Program (or any successor program implemented by federal

Department of Homeland Security and Social Security Administration) to verify the work status of all newly hired employees employed by the Bidder.

NON-IRAN LINKED BUSINESSES

By signing below, Bidder certifies and agrees on behalf of Bidder and the company submitting this bid the following: (1) that the Bidder is duly authorized to legally bind the company submitting this bid; (2) that the company submitting this bid is not an “Iran linked business,” as defined in Section

2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that

Bidder and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

The Awarded Vendor shall not assign the contract or any part thereof without the written consent of the City.

PERIOD AGREEMENTS

No Exclusive Contract/Additional Services. The Awarded Vendor agrees and understands that the contract shall not be construed as an exclusive agreement and that the City may, at any time, secure similar or identical services at its sole option.

Any contract executed pursuant to this Bid, which is for a specific term shall include for an extension of the contract term, at the option of the City, as follows:

The City shall have the sole option to extend the contract herein for a period of two months by written notice to the Awarded Vendor exercising the option served at least ten days prior to the expiration date of the contract. In the event such option is exercised by City, all of the provisions of the contract shall remain in full force and effect other than the date of expiration of the contract.

The quantities have been estimated for bid award purposes and may be estimated based on past usage. The quantities may increase or decrease and the City makes no representation as to guarantee of usage. The quantities are estimated on an annual basis.

ITB-W-2001 CITY OF WARREN PAGE 12 OF 22

PAYMENT TERMS

The City’s normal payment terms are 45 days in connection with cash discounts specified with this bid. Time will be computed from the date of complete delivery of services, supplies, or equipment, as specified, or from the date correct invoices are received in the Office of the City Controller, if the latter is later than the date of delivery. Prices will be considered as net if no cash discount is shown.

Progress payments will be made on the basis of hours of work completed during the course of the engagement in accordance with the firm's fee bid. Interim billings shall cover a period of not less than a calendar month.

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the

City unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the

Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

This contract requires adherence to the equal opportunity clause, 41 CFR § 60-1.4.

EXCEPTIONS TO THE BID SOLICITATION

Each individual/group shall provide a list of Exceptions taken to this bid. Any Exceptions taken shall be identified and explained in writing. An Exception is defined as the individual/group’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the bid solicitation. If the Bidder provides an alternative solution when taking an Exception to a requirement, the benefits of this alternative solution shall be explained. The City reserves the right to accept or reject any Exception whichever is deemed to be in the best interest of the City.

WITHDRAWAL OF BID

Bidders may withdraw their bids by submitting a written request over the signature of an authorized individual to the Purchasing Department any time prior to the submission deadline. Bidders may thereafter submit a new bid prior to the deadline. Modification or withdrawal of the bid in any manner, oral or written, will not be considered if submitted after the deadline.

DEFAULT TO CITY

It is understood that any Bidder who is in default to the City at the time of opening its bid shall have its bid declared null and void.

BIDDER DISCLOSURE

The Bidder declares that it has not, nor will it, provide gifts, gift certificates, entertainment, favors, or other gratuities to a City official, employee, agent, or volunteer, or to their families.

The Bidder acknowledges that if it violates this policy then the City may terminate the contract with the Bidder.

ITB-W-2001 CITY OF WARREN PAGE 13 OF 22

INDEMNITY CLAUSE

To the extent permitted by law, the Contractor shall indemnify the City, its officers, employees, agents, and boards and commissions from and against any claim of liability; penalties; damages;

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The

Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

MICHIGAN LAW TO CONTROL

The Parties intend for this Agreement to be construed in accordance with Michigan law as it exists at the time of this Agreement. Disputes arising out of this Agreement shall be litigated in the State court having jurisdiction over Macomb County, Michigan. If a dispute arises that requires resolution in Federal court, it shall be litigated in the United States District Court for the Eastern District of

Michigan.

AMERICAN WITH DISABILITIES ACT

Whenever applicable, the Contractor shall perform work in accordance with the American with

Disabilities Act, 42 USC § 12101 et seq, (including corresponding rules, regulations, and design standards), the Persons with Disabilities Civil Rights Act, MCL 37.1101 et seq. and City ordinances relating to accessibility.

APPENDIX A OF TITLE VI PLAN

During the performance of this contract, the contractor, for itself, its assignees, and successors, in interest (hereinafter referred to as the “contractor”) agrees, as follows:

1. COMPLIANCE WITH REGULATIONS. The contractor shall comply with Regulations relative to nondiscrimination in Federally-assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. NONDISCRIMINATION. The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection, retention, and treatment of subcontractors, including procurements of materials in the discrimination prohibited by Section 21.5 of the Regulation, including employment practices when the contractor covers a program set for in Appendix B of the Regulations.

3. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT.

In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under the contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

4. INFORMATION AND REPORTS. The contractor shall provide all information and reports required by the Regulations, or directives issues pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the

State Highway Department or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the State Highway Department or the Federal Highway Administration, as appropriate, and shall set forth what efforts it has made to obtain the information.

ITB-W-2001 CITY OF WARREN PAGE 14 OF 22

5. SANCTIONS FOR NONCOMPLIANCE. In the event the contractor’s noncompliance with the nondiscrimination provisions of this contract, the State Highway Department shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to:

a. Withholding payments to the contractor under the contract until the contractor complies and/or

b. Cancellation, termination or suspension of the contract, in whole or in part.

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

IMPORTANT: All City purchases require SAFETY DATA SHEETS where applicable, in compliance with the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED IN

ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-2001 CITY OF WARREN PAGE 15 OF 22

SPECIFICATIONS TO FURNISH MOWING SERVICES FOR THE WARREN UNION CEMETERY

OVERVIEW:

The City of Warren is seeking electronic bids from qualified vendors to provide mowing services for the Warren Union Cemetery. In addition, if requested by the City, the awarded vendor will be responsible for annual spring/fall cleanup services. The successful bidder must be able to furnish all maintenance, labor, materials and equipment necessary to perform this “Contract”.

All work shall be performed in a professional, courteous, workmanlike manner using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA Safety Standards.

LOCATION OF SERVICES:

The Warren Union Cemetery is located on the North side of Chicago Road, between Mound Road and Ryan Road, at the following address:

Warren Union Cemetery

4433 Chicago Road

Warren, MI 48092

DESCRIPTION OF WORK:

The work contemplated by these specifications consists of furnishing all labor, material, and equipment to perform all work required for the mowing and maintenance of the Warren Union

Cemetery. The mowing work is estimated to begin the second week of April through the first week of November, each year. The cemetery will be mowed on a bi-weekly basis for an estimated total of sixteen (16) cuts per season. Should weather conditions prevent these starting, and/or ending dates, adjustments can be made with the approval of the City. The awarded vendor shall be paid for the actual number of services performed, not for the estimated number of cuts performed.

GENERAL INFORMATION:

The City does not provide mowing acreage measurements. Each bidder shall be responsible for visiting the site of the proposed work to fully acquaint themselves with existing conditions so that they may fully understand any difficulties performing the work under the proposed contract.

Bidder shall thoroughly examine bid document. The failure or omission of any bidder to receive and examine any form, instrument, addendum, or other document or to visit the site and acquaint themselves with conditions there existing shall in no way relieve any bidder from any obligation with respect to their bid or to the contract. The submission of a bid shall be taken as prima facie evidence of compliance with this section.

All work outlined in the specifications will be subject to periodic field inspections by a representative of the Warren Historic District Commission, and the contractor’s presence may be requested during inspections at any or all of the locations specified.

The contractor guarantees the reimbursement, repair or replacement and restoration of any cultivated area, headstones, monuments, etc. damaged by careless or accidental use of equipment or machinery. The contractor agrees to repair or replace any fences, signs, poles, headstones, monuments, etc. and/or appurtenances damaged or destroyed by careless or accidental use of equipment or machinery in the performance of the contract.

The City will be responsible for setting up the original work schedule and will advise the contractor of any variations to the schedule thereafter.

ITB-W-2001 CITY OF WARREN PAGE 16 OF 22

CONTRACT PROVISIONS:

The successful bidder must be readily available to carry out terms of the contract, have available equipment, and the experience to perform the project properly. Failure to comply with the standards specified by the City constitutes a breach of the contract.

Contractor shall not be permitted to assign or transfer this contract to another party, company, partnership, or corporation or sublet any part of the work embraced by it without specific consent and approval in writing from the City of Warren.

WORKMANSHIP:

All work shall be performed in accordance with the best modern practice and workmanship of highest quality. Failure to conform to standards specified by the City shall be considered a breach of the contract. When the grass-mowing interval has been extended (i. e. rain) the contractor will be required to remove “hay.” This may be done in several ways. Bagging is not the only solution permitted provided the net result is satisfactory.

The contractor shall designate a supervisor who shall be available at all times to accommodate the City. The supervisor shall have the power to initiate immediate action to resolve disputes and/or complaints. In addition, they must have the ability to contact crews on site immediately through cell phone, radio, or other similar devices.

The City reserves the rights to correct or complete any work that the contractor fails to perform in accordance with the specification and deduct the cost of this work from money owed to the contractor.

The Superintendent or his designee from the Warren Historic District Commission shall be notified prior to the start of any lawn care.

EQUIPMENT:

A visit to inspect the bidder’s equipment will be made by the City prior to awarding of bids. Failure to pass City inspection of equipment may be cause for disqualification from further consideration.

Turf areas are to be cut using great care so no headstones, monuments, etc. are damaged by string line trimmers or any other equipment being used under this contract. No Flail or Brush hog mowers are to be used.

DRESS CODE:

Contractor’s employees shall maintain a neat and clean appearance at all times. Employees must and shall wear safety shoes, safety glasses, long pants and a shirt at all times. Shirts or jackets cannot have any writing or slogan other than the Company name.

MOWING SCHEDULE:

At the beginning of the mowing season the contractor will submit for the City’s approval a basic mowing schedule. The City shall if necessary, make changes in that submittal so it conforms to the City’s needs.

All work shall be performed in a professional, courteous, workmanlike manner using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA Safety Standards.

ITB-W-2001 CITY OF WARREN PAGE 17 OF 22

MOWING:

A. The contractor shall properly pick up and dispose of grass clippings in an appropriate manner.

B. Mowing season will start approximately the second week of April through the first week of November. Mowing shall be performed on a bi-weekly basis.

C. When mowing operators are disrupted by inclement weather, Saturday mowing may be permitted upon approval by the City.

D. Mowing height shall be 2-1/4 - 2-1/2. Mower adjustment is to be made and measured on a flat surface.

E. In case of inclement weather and the contractor cannot perform any of their responsibilities during that week, they are to recalibrate their equipment and double cut each area during the second week. Notify the Warren Historic District Commission for approval to perform a double cut.

F. Mowing of the indicated site shall include all lawn areas contained within the fence area of the cemetery. In addition, the area between the fence and Chicago Road is also to be mowed. Boundaries shall be clarified by the Warren Historic District

Commission, when necessary.

G. No edging is required.

H. The contractor shall trim all grass around all plant materials, fences (both sides along

Chicago Road), signs, posts, markers, curbs, sidewalks, plantings, and other obstacles.

This grass shall be trimmed to the same height as the other open areas of lawn.

I. The contractor shall cut around headstones and monuments with care, as to not damage any of the headstones, monuments, etc. Trimmers shall be used only if the contractor can negotiate the areas without damaging the headstones, monuments.

J. The contractor shall be responsible for the removal of all litter and debris in lawn areas.

The litter control operation shall be completed prior to the mowing operation.

K. It will be the contractor’s obligation to ensure that turf areas, plant areas, shrubs, trees, equipment, headstones, monuments, etc., be protected from damage caused by the use of mowers and weed whips. Any injury or damage shall be given remedial or corrective treatment approved by the City. The City shall be notified immediately of damage incurred.

L. It is not anticipated that Spring or Fall clean-up work will be needed. The City is requesting a price for these services in the event that the City decides to have the awarded vendor perform these services.

M. Spring and Fall clean-up work shall consist of picking up and properly disposing of leaves and branches, when requested by the Warren Historic District Commission. Fall

Clean-up may continue into December.

N. The price of Spring and Fall clean-up will not be included in the evaluation of vendor’s bid cost.

ITB-W-2001 CITY OF WARREN PAGE 18 OF 22

HOURS OF OPERATION:

Cutting can be done on any day(s) – Monday through Friday. Saturday mowing may be permitted, but must have pre-approval from the City. Mowing is to be done on a bi-weekly basis, as specified. City ordinance and in consideration for neighbors of the park, cutting shall be performed between the hours of 7:00 AM and 5:00 PM Local Time.

AREA:

The City does not provide mowing acreage measurements. Each bidder shall be responsible for visiting the sites of the proposed work to fully acquaint themselves with existing conditions so that they may fully understand any difficulties performing the work under the proposed contract.

TRAFFIC CONTROL DEVICES:

If any traffic control devices are utilized during operations, they must conform to the Michigan

Manual of Uniform Traffic Control Devices.

ITB-W-2001 CITY OF WARREN PAGE 19 OF 22

THE WARREN UNION CEMETERY

PHOTOS

PHOTOS CONTAIN THE FOLLOWIING:

1. Overhead View

2. Street View

ITB-W-2001 CITY OF WARREN PAGE 22 OF 22

CHECK LIST FOR BIDDERS

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

_____ Is your electronic bid PROPERLY SIGNED on the AUTHORIZED REPRESENTATIVE portion of the BID FORM, AND ALL CLAUSES AS INCLUDED IN THE BID DOCUMENT?

_____ If required, have you entered a unit price for each bid item? (Unit Price governs)

_____ Have you uploaded the complete document via the BidNet (MITN) system with your electronic submission?

_____ Late bids will NOT be considered. Bids must be received by the Purchasing

Division before 12:30 P.M., Wednesday, on the date specified.