Dirt and Debris Hauling.pdf

City of Rochester Hills

Invitation to Bid

Dirt & Debris Hauling

ITB-RH-26-035

Dated: August 5, 2026. The City of Rochester Hills is accepting sealed bids for a two (2) year blanket purchase order with a qualified firm to provide for Dirt & Debris Hauling services to be used by the Department of Public

Services. Sealed bids will be received by the City of Rochester Hills, Purchasing Division/Fiscal Team, 1000

Rochester Hills Drive, Rochester Hills, MI 48309 via electronic submission ONLY through the MITN

(www.mitn.info) website until exactly 3:00 P.M. EST, Tuesday, September 1, 2026 at which time the bids received will be publicly read via a Zoom Teleconference.

It is important that you read all the information to ensure you submit your bid response to the City in the correct manner. Please ensure all documents are signed. If you are interested in providing a bid, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website. Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

The City of Rochester Hills officially distributes bid documents from the Purchasing Division or through the

Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing

Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select Departments, select Fiscal, Accounting, select Procurement Division and

Vendor Registration to link to the MITN website. Final results will be posted on the MITN website after award.

Questions are to be directed to Keri Bright, Senior Procurement Analyst, Email: brightk@rochesterhills.org. All questions must be in writing and made prior to 11:00 AM EST, Wednesday, August 19, 2026 at which time a response will be prepared and posted on the MITN website as an amendment, or an addendum to the bid, if such information would be of significance to uniformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff; unauthorized contact of any City Department employee may result in reject of bid submittal.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

Bids shall be in conformance with the documents. The Bid Form must be completed entirely and submitted with the Bid. Any deviation from the specifications must be noted on the bid. Failure to complete every space on the bid form may disqualify bid. Bids shall be in accordance with the Purchasing Ordinance and the requirements of this notice in order to be deemed “responsive.”

The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.

As this Invitation to Bid is being made available by electronic means, the bidder accepts full responsibility to ensure that no changes are made to the Invitation to Bid documents. In the event of conflict between a version of the Invitation to Bid submitted by bidder, the version maintained by the City of Rochester Hills

Purchasing Division shall govern.

http://www.mitn.info/ http://www.rochesterhills.org/ mailto:brightk@rochesterhills.org

Bid Opening Via Zoom Teleconference

Bidders wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: Sep 1, 2026 03:00 PM Eastern Time (US and Canada)

Topic: ITB-RH-26-035 Dirt & Debris Hauling

Join from PC, Mac, iPad, or Android: https://us02web.zoom.us/j/82611154822

Join via audio: +1 309 205 3325 US; +1 312 626 6799 US; +1 646 931 3860 US

Webinar ID: 826 1115 4822

Scope of Work

The work includes hauling debris from the Department of Public Services Facility, 511 E. Auburn Road, Rochester Hills to a licensed landfill, of the bidder’s choosing. The debris will be loaded into the bidder’s trucks by the Rochester Hill’s DPS staff. The bidder must be capable of providing this service within 72 hours of telephone notice. The bidder must be capable of hauling a minimum of 20 tons of material per load and approximately 300 tons per day. The bidder’s dump boxes must be able to withstand the loading and hauling of heavy, abrasive material, such as broken concrete. No roll-off boxes will be allowed. The Rochester Hill’s

DPS shall not be responsible for damages to dump boxes as the result of loading and hauling. The bidder is responsible for disposal of all debris as well as landfill and disposal fees. The DPW’s hours of operation are

7:30 a.m. to 3:00 p.m.

Default by Contractor

Should the contractor fail to perform Dirt and Debris Hauling services as described above, a letter shall be provided to the contractor indicating the specific provisions, services and/or specifications which the contractor has failed to comply with. The contractor will be given one opportunity, a period of ten (10) calendar days, to rectify said deficiencies. If the contractor fails to correct said deficiencies within the time frame indicated, the contractor shall be in default of the contract and the City will have the right to terminate the agreement without further notice and either re-bid the service or award the contract to another firm.

Load Tickets

An NCR type load ticket must be provided to the DPS loader operator or, in his or her absence, the DPS office confirming the weight of the material, type of debris and the truck number for each load. Load quantities will be determined by requiring each truck to be weighed upon arrival to the DPS yard on the DPS scale to determine a tare weight. Each truck must also be weighed out loaded on the DPS scale. The empty and loaded weight of the truck will be documented on the load ticket. The weight of the material will then be calculated to the closest ton and documented on the load ticket. The DPS scale is 58 feet long and 11 feet wide.

Deviations

Any deviations from the specifications, terms and conditions shall be indicated in the space provided or by providing an attached summary. If there are no deviations from bid indicated, it is assumed that the bidder has accepted and will comply with all specifications and stipulations.

https://us02web.zoom.us/j/82611154822

Estimated Annual Quantities

Quantity figures, when given below, are provided as an estimate of annual weight based upon previous history and projected future use. This information is to be used only as a guide in the bid process and should not be considered a guarantee to minimum quantities or restrict the materials in quantities that exceed the approximated maximum estimates. Past purchases do not reflect future needs.

The City estimates generating 2,500 tons per year. The hauling will be done approximately four times per year.

Description of Material

Clean Fill: Consists of fill dirt, sand, clay, gravel, sod, small stones and small roots.

Mixed Debris: Consists of dirt, concrete, asphalt, rocks, sand, clay, gravel, sod, roots, plastic pipe, brick, block, fabric and debris.

Equipment List

Bidder shall include a list describing the equipment to be utilized (capacity, number of units available, etc.)

General Conditions

1. All correspondence or inquiries from interested firms regarding this bid shall be directed to the attention of Keri Bright, Senior Procurement Analyst, City of Rochester Hills, Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI; email: brightk@rochesterhills.org. All inquiries shall be made in writing by 11:00 AM EST, Wednesday, August 19, 2026, in order that a written response in the form of an addendum can be processed before the bids are due. Inquiries received after that date will not be considered.

2. Only the person designed above is authorized to seek additional information from prospective firms regarding their bid. Correspondence or inquiries made directly to firms regarding their bid from other persons are to be directed to the employee designated above for appropriate review and response.

3. No bid will be accepted from, or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.

4. No bid will be allowed to be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

5. All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills unless requested otherwise at the time of submission. Michigan Freedom of Information Act (FOIA) requires that 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, confidentiality of information submitted in response to this Invitation to Bid is not assured.

mailto:brightk@rochesterhills.org

6. The City of Rochester Hills reserves the right to reject any and all bids, to waive any informality in the bid received and to accept any bid or part thereof, which it shall deem to be most favorable to the interest of the City of Rochester Hills.

7. Any deviation from the scope of work must be noted on the bid.

8. The City of Rochester Hills is exempt from all sales, excise and transportation taxes.

9. The selected vendor shall comply with all Federal, State and local laws, ordinances, policies and regulations required for this project.

10. The City of Rochester Hills Standard Specifications for Highway Construction consists of the most recent

Michigan Department of Transportation Standard Specifications for Highway Construction. The Michigan

Department of Transportation Standard Specifications may be modified or supplemented by specifications that are included and made a part of the project proposed.

11. Late submittals will not be accepted. Bids will be read publicly at the date and time specified. All bids shall be in accordance with the Purchasing Ordinance of the City of Rochester Hills and the requirements of this notice to be deemed “responsive.”

12. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all bidders shall be bound by such changes or addenda.

13. The City of Rochester Hills reserves the right to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all bids, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the proposer to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor of the City of Rochester Hills.

14. All items in this bid shall be completed with a response. Bidders not responding to any of the specifications or questions may be classified as unresponsive.

15. The City’s acceptance of a bid and approval of the award of a contract shall not constitute a formed contract and the acceptance of a bid and award of a contract shall be contingent and conditioned upon the issuance of a purchase order or parties’ entry into and execution of a written agreement acceptable to the City.

16. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

Specifications

Unless otherwise stated by bidder, the bids will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications outlined in the bid document. Reference to a particular trade name, manufacturer’s catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding bids on other types of materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The City reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

Alternate Bid

Bidders are cautioned that any alternate bid, unless requested by the Purchasing Division, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements for this bid, may be considered non-responsive, and at the opinion of the City, may result in rejection of the bid.

Changes and Addenda

Each change or addendum issued in relation to this quote will be on file in the Purchasing Division and posted on the MITN system.

It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all bidders shall be bound by such changes or addenda.

Addendums will be posted on the MITN system.

Submission of Bids

Each bidder must use the attached bid form and specifications to submit their bid. Bids must be uploaded to the MITN website. Electronic submissions ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

Withdrawal of Bids

Bidder may withdraw his/her bid, either personally or by written request, at any time prior to the scheduled time for the bid opening. No bid will be allowed to be withdrawn after it has been deposited with the City of

Rochester Hills, except as provided by law.

Taxes

Municipalities are exempt from Michigan State Sales and Federal Excise Taxes. A tax exemption certificate will be provided upon request.

Award of Purchase Order

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids. The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City with not only price but also availability of product, location and quality of product considered.

Payment

Electronic transfer of funds and payment by credit card is available and encouraged for payments on City contracts.

Vendors shall submit properly competed invoice(s) to the address specified on the purchase order. Billings shall be submitted to the City of Rochester Hills, Accounting Division, preferably by email to accountspayable@rochesterhills.org or by mail to City of Rochester Hills, Accounting Division, 1000

Rochester Hills Drive, Rochester Hills, Michigan 48309. Payment will be remitted net 60 days by check, 45 days by ACH or 20 days by credit card. Partial payments are not authorized on individual written purchase orders, issued for this procurement. Advanced payments will not be authorized.

The Contractor shall be required to submit authentic, accurate and itemized invoice(s) for all products received. Appropriate documentation shall be submitted with invoice(s) to provide sufficient information should a discrepancy be discovered.

Termination of Contract

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified bid, re-bid the contract or do whatever is deemed to be in its best interest. No service charge, handling fees or other penalties for cancellation will be assessed.

Non-Discrimination

Contracts for work under this proposal will obligate the firm or firms to not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment on a matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight or marital status pursuant to the Elliot Larsen Civil Rights Act, 1976, P.A. 453. The contractor and the City shall also comply with the provisions of the Michigan Handicappers Civil Rights Act, 1976, P.A.

220 and the Federal Rehabilitation Act of 1973, P.A. 93 112, 87 Stat. 394, which require that no employee or client or otherwise qualified firm participation in, be denied the benefits of or be subjected to discrimination under any program or activity receiving Federal Assistance. No person shall, on the grounds of race, creed, color, sex, age, national origin, height, weight, handicap or marital status be excluded from participation in, be denied the proceeds of or be subject to discrimination in the performance of this contract.

The contractor shall comply with all applicable regulations promulgated pursuant to the Civil Rights Act of

1964, as amended.

Fiscal Non-Appropriation Clause

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the City.

Safety Data Sheets (SDS)

The City of Rochester Hills requires a Safety Data Sheet (SDS), where applicable, in compliance with the

MIOSHA “Right to Know” Law. A SDS sheet is required for each chemical used under these specifications.

Bankruptcy or Insolvency

In the event bankruptcy proceedings are commenced by or against the awarded Vendor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, the City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

mailto:accountspayable@rochesterhills.org

Ineligibility of Iran Linked Businesses

Under 2012 PA 517, an Iran Linked business, as defined therein, is not eligible to contract with the City and shall not submit a proposal.

Force Majeure

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive duration for the time of year, which is beyond that party’s reasonable control. The City of

Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

COVID-19 Management Adherence

As a result of the COVID-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any, or all activities for any time period, all Vendors are hereby on notice that in the event that certain types of events or projects, including but not limited to the

Project set forth in this Solicitation for Quotes, are at any time determined by the City or other governmental authorities, to be required to be suspended, for the safety, health and welfare of the public, or to be in accordance with any applicable order, this event/project may be delayed, terminated, or cancelled, as set forth under the FORCE MAJEURE CLAUSE of this Agreement. The City shall not be responsible for additional costs, or any costs related to the delay, termination, or cancellation of the project.

Insurance Requirements

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address: purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal. Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C)

Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E)

Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract

Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage.

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

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract

Umbrella Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

mailto:purchasingdept@rochesterhills.org

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: the City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

6. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and

Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

7. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable.

Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

Hold Harmless

Notwithstanding any provision to the contrary contained herein, The Vendor shall, to the extent permitted by law protect, indemnify and hold the City, City Council, officers, employees and agents, and consultants, harmless from any and all liabilities, damages, claims, demands, liens, encumbrances, judgments, awards, losses, costs, expenses, and suits, actions or proceedings, including expenses, costs, and attorney’s fees, in the defense, settlement or satisfaction thereof for any injury, death, loss or damage to persons or property of any kind whatsoever arising out of or resulting from the negligent acts, errors, or omissions of the Vendor, including its officers, employees, servants, agents, subcontractors and suppliers. At the sole discretion of the City, the Vendor shall undertake at its own expense the defense of any such suit, action, or proceeding.

The Vendor shall promptly notify an affected City of the notice or assertion of any such suit, action, or proceeding. An affected City will endeavor to furnish all reasonable assistance necessary for defending any such suit, action, or proceeding, and shall be repaid all reasonable costs incurred in doing so. An affected

City maintains the right to select and pay for its own counsel. Indemnity and hold harmless requirements contained within this Section are in addition to any other such provisions contained within the Contract.

Bidder’s General Questionnaire

The following page includes a vendor questionnaire to be completed. Each item must be completed with a response. Proposers not responding to any of the specifications or questions may be classified as non-responsive. Vendor must initial any corrections. Supplemental information may be attached.

Date: ______________

Firm Name: ______________________________________________________

Firm Established: Years in Business: ________________

Type of Organization: (Circle One)

a. Individual

b. Partnership

c. Corporation

d. Joint Venture

e. Other

How many employees does your company employ?

Full-time employees: Part-time employees:

How many years’ experience does your company have in providing the proposed services?

Please provide details of your experience.

List the municipalities that you have contracted with for this type of work during the past three (3) years. Include name, address, phone number, contact person and contact’s email.

List below or attach a list of the number and types of equipment to be used if awarded this bid:

Subcontractors

The contractor shall not sublet, assign or transfer the contract or any portion of any payment due the contractor hereunder, without the written consent of the City. If it is the intention of the bidder to use subcontractor(s) for any of the work called for herein, the bidder shall provide the information required for each subcontractor, below. If subcontractors will not be used, please strike out this page.

Name of Firm: ______________________________________________________________________

Contact Person: __________________________________________Title: _______________________

Address: ____________________________________________________________________________

Phone: ________________________________________

Work to be performed for general contractor: ________________________________________________

Contact Person: __________________________________________Title: _______________________

Address: ____________________________________________________________________________

Phone: ________________________________________

Work to be performed for general contractor: ______________________________________________

Contact Person: __________________________________________ Title: _______________________

Address: _____________________________________________________________________________

Phone: _______________________________________

Work to be performed for general contractor: ______________________________________________

BID FORM

Bidder shall indicate a price per Ton, multiplied by the quantities indicated.

A. October 1, 2026 – September 30, 2027 Dirt and Debris Hauling

ITEM UNIT

ESTIMATED

QUANTITY

UNIT PRICE TOTAL AMOUNT

CLEAN FILL Tons 2,000 $ $

MIXED DEBRIS Tons 500 $ $

TOTAL ITEMIZED BID $

B. October 1, 2027 – September 30, 2028 Dirt and Debris Hauling

ITEM UNIT

ESTIMATED

QUANTITY

UNIT PRICE TOTAL AMOUNT

CLEAN FILL Tons 2,000 $ $

MIXED DEBRIS Tons 500 $ $

TOTAL ITEMIZED BID $

State payment terms of proposal including prompt payment discount or late payment penalty (if any):

Does your company accept MasterCard for payment? YES _____ NO _____

If yes, please state any applicable fees, etc. for this payment method: _______________________

Payment

Method:

Please select company’s desired payment method:

____ Check – minimally 60 days from receipt of order

____ ACH – 45 days from receipt of invoice

____ Credit Card – 20 days from receipt of invoice

The bidder(s) affirms that he/she is duly authorized to execute this bid, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other bidder(s) and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the bidder(s) has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

The submission of a bid hereunder shall be considered evidence that the bidder is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed.

COMPANY NAME: ______________________________________________________________________

COMPANY ADDRESS: __________________________________________________________________

CITY/STATE/ZIP: _______________________________________________________________________

AUTHORIZED REPRESENTATIVE: _______________________________________________________

TITLE OF REPRESENTATIVE: ____________________________________________________________

SIGNATURE: _________________________________________ DATE: ___________________________

PHONE: ____________________ FAX: ____________________ EMAIL:__________________________