ITB - 2025 Playground Mulch.pdf

CITY OF MADISON HEIGHTS

PURCHASING DEPARTMENT

300 WEST 13 MILE ROAD

MADISON HEIGHTS, MICHIGAN, 48071

(248) 583-0828

INVITATION TO BID #MH-1079

ITEM: 2025 Playground Mulch Installation

DEADLINE: Friday, May 30, 2025, before 11:00 a.m.

Proposals will be accepted by the City Clerk’s Office at 300 West 13 Mile Road, Madison Heights, Michigan, 48071 until 5/30/2025 at 11:00 a.m. (EST). Proposals will be opened at 11:05 am (EST).

The City of Madison Heights is a Participating Agency in the Michigan Inter-Governmental Trade Network (MITN). Interested vendors are encouraged to register with MITN at www.MITN.info to view specifications for this and all of our open bids.

Tracee Miller HR Director/Purchasing Coordinator

City of Madison Heights

(248) 583-0828

ITB# MH-1079 (2025 Playground Mulch)

City of Madison Heights 300 West 13 Mile Road

Madison Heights, Michigan, 48071

ITB #MH-1079 – 2025 Playground Mulch Installation

General:

The City of Madison Heights (hereafter “City”) seeks a qualified firm (hereafter “Contractor”) to supply and install playground mulch at various locations throughout the City.

The bids will be analyzed to determine the lowest qualified bidder by comparing prices of specific items listed in this bid.

Please note that the material quantity may increase or decrease depending on budget approval; unit price will prevail on all items.

If you have any questions regarding these specifications, please contact Public Works Supervisor - Chris Woodward at

(248) 837-2803.

Specifications:

Delivery and blown in installation of Certified to ASTM Engineered Wood Fiber Playground Mulch at various locations in city parks as follows:

• 325 Cubic Yards at Huffman Park

• 500 Cubic Yards at Red Oaks Park

• 445 Cubic Yards at Monroe Park

Total Quantity: 1,270 cubic yards

Final quantities and locations will be determined at time of delivery.

Material must be blown in.

All work to be completed on or before June 30, 2025.

I. INSTRUCTIONS TO VENDORS ITB #MH-1079:

1. PREPARATION OF PROPOSAL

A. Interested contractors are expected to examine specifications and all instructions. Failure to do so will be at the contractor’s risk.

B. Each contractor shall furnish all information required on proposal forms. Erasures or other changes must be initialed by the person signing the form.

C. If there is any doubt as to the meaning of any part of the specifications or other conditions within this request for proposal, please call (248) 583-0828 for clarification.

2. SUBMISSION OF PROPOSALS

A. One original and three (3) copies of the proposal shall be submitted in sealed envelopes and shall include the following information on the face of the envelope:

Contractor’s Name Address

ITB Number and Item

Failure to do so may result in a premature opening of, or failure to open, such proposal. All bids must be hand-delivered or mailed to:

Madison Heights City Clerk's Office

300 West 13 Mile Road Madison Heights, Michigan, 48071

B. Bidders are responsible for submitting proposals before the stated closing time. Delays in the mail will not be considered. Any proposal received after the stated deadline will be rejected.

C. In the event no bid is to be submitted, do not return the invitation. Please send a letter or postcard to the Purchasing Agent to advise whether future invitations are desired for the type of items or services covered by this invitation.

D. Any bid may be withdrawn by giving written notice to the Purchasing Agent before stated closing time. After the stated closing time, no bid may be withdrawn or canceled for a period of ninety (90) days after said closing time.

E. The bidder shall specify a unit price for each item listed. Unit price will prevail on all items.

F. TERMS

All bids to be tax exempt, State of Michigan #B386025685.

All pricing to be FOB destination 801 Ajax Drive, Madison Heights, Michigan, 48071

Please direct any questions to the Purchasing Department at

(248) 583-0828, Monday through Friday, from 8:00 AM to 4:30 PM (EST)

Please note that we are closed for lunch between 11:30am and 12:30pm

II. CONSIDERATION OF PROPOSALS ITB #MH-1079:

A. Proposals submitted on bid form are understood to be according to specified data.

In cases where an item is requested by a manufacturer's name, trade name, catalog number, or reference, it is understood that the bidder proposes to furnish the item so identified or an item of equal quality and value.

Reference to any of the above is intended to be descriptive but not restrictive and only indicates articles that will not be satisfactory. Bids of "equal" quality and value will be considered, provided that the bidder states in his/her proposal exactly what he/she proposes to furnish, including illustration or other descriptive matter which will clearly indicate the character of the article covered by such proposal.

B. The Purchasing Agent hereby reserves the right to approve as an equal, or reject as not being an equal, any article proposed which contains major or minor variations from specification requirements but which may comply substantially therewith.

C. The City of Madison Heights reserves the right, in its sole discretion, to reject any/or all bids, to waive any irregularities and technical defects contained therein, to award the bid in its entirety, in part or not at all and/or to determine which bid is the lowest and/or best to enter into a Contract, as it may deem to be in the best interest of the City.

D. NON-IRAN LINKED BUSINESS.

Under Michigan Public Act No. 517 of 2012, as amended, an Iran linked business as defined therein is not eligible to contract with the City of Madison Heights and shall not submit a bid. By signing the bid documents it is hereby certified and agreed on behalf of the signatory and the company submitting this proposal the following: (1) that the signatory is duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that the signatory and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

E. NON-DISCRIMINATION CLAUSE

In the performance of a contract or purchase order, the contractor agrees not to discriminate against any employee or applicant for employment, with respect to their hire, tenure, terms conditions or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, physical or mental handicap or disability. The contractor further agrees that every subcontract entered into for the performance of any contract or purchase order resulting herefrom will contain a provision requiring non-discrimination in employment, as herein specified, binding upon each subcontractor. This covenant is required pursuant to Title VI of the Civil Rights Act of 1964 42 U.S.C., as well as the Elliot Larsen Civil Rights Act, 1976 Public Act 453, as amended, MCL 37.2201, et seq, and the Michigan Handicapper’s Civil Rights Act, 1976 Public Act 220, as amended, MCL 37.1101, et seq, and any breach thereof may be regarded as a material breach of the contract or purchase order.

F. The Contractor / Company acknowledges and agrees that the City, with the written approval of the Contractor / Company, may extend this Contract for new projects or additional work of a similar nature at the same unit prices as set out by Contractor / Company for this Contract, by execution of a change order. Any work to be performed under a change order of this contract is subject to all the requirements contained herein. The Contractor / Company shall provide all insurance certificates and performance bonds for the required coverage for the new work to be performed for any change order extending this contract. A change order extending this Contact, as set out herein, shall be in compliance with Section 2-249 (c)(1) of the City’s purchasing ordinance.

III. INSURANCE REQUIREMENTS ITB #MH-1079:

The contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to the City of Madison Heights. The requirements below should not be interpreted to limit the liability of the Contractor.

All deductibles and Self Insured Retentions are the responsibility of the Contractor.

• Worker’s Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

• Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. 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, if not already included. A per project/contract aggregate shall be endorsed onto this policy.

• Automobile Liability including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence, combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

• Owners’ and Contractors’ Protective Liability: The Contractor shall procure and maintain during the life of this contract, a separate Owners’ and Contractors’ Protective Liability Policy with limits of liability not less than $1,000,000 per occurrence and aggregate. .

• Additional Insured: Commercial General Liability and Motor Vehicle Liability, as described above, shall include an endorsement stating the following shall be Additional Insureds: The City of Madison Heights, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Madison Heights as additional insured, coverage afforded is considered to be primary and any other insurance the City of Madison Heights may have in effect shall be considered secondary and/or excess.

• Cancellation Notice: All policies, as described above, shall include an endorsement stating that is it understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non- Renewal, Reduction, and/or Material Change shall be sent to: City of Madison Heights, c/o Purchasing Department, 300 West 13 Mile, Madison Heights, MI 48071.

• Proof of Insurance Coverage: The Contractor shall provide the City of Madison Heights, 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 Madison Heights as least ten (10) days prior to the expiration date.

IV. SUPPLEMENTAL SPECIFICATIONS ITB #MH-1079:

ADDENDUM INFORMATION

Any questions or concerns regarding this ITB must be submitted in writing via email to:

chriswoodward@madison-heights.org, before 12:00pm May 21, 2025.

An addendum addressing any vendor questions or concerns will be posted at www.mitn.info no later than the close of business Friday, May 23, 2025.

SUB CONTRACTS

The Contractor shall not sublet, assign, or transfer this contract or any portion thereof or any payment due him there under, without the written consent of the Owner. Assignment or subletting the whole or any portion of this contract shall not operate to release the Contractor or his bondsman hereunder from any of the contract obligations. If the Contractor shall cause any part of the work under this Contract to be performed by a subcontractor, the subcontractor’s officers and employees in all respects are considered employees of the Contractor, and the Contractor shall not be in any manner thereby relieved from his obligations and liability; and the work and materials furnished by the subcontractor shall be subject to the same provisions as if furnished by the Contractor.

DELIVERY AND RECEIVING HOURS

Deliveries will be accepted at the Department of Public Services (801 Ajax Drive, Madison Heights, Michigan, 48071) Monday - Friday, between the hours of 7:00 AM and 2:00 PM only, unless otherwise arranged and scheduled. No deliveries will be accepted on City observed holidays.

PAYMENT INFORMATION

Payment Terms__________________________________________________________

Discount terms _____ % discount for payment within _____ days.

Signature_____________________________________ Date_________________ http://www.mitn.info/

V. PRICING PAGE:

City of Madison Heights ITB #MH-1079:

Company Name: ____________________

Supply and install certified ASTM Engineered Wood Fiber Playground Mulch at various locations in city parks as follows:

Location Estimated Quantity Cost per Cubic Yard Total Cost Huffman Park 325 CY $ $ Red Oaks Soccer Complex 500 CY $ $ Monroe Park 445 CY $ $

Total Project Cost: $

Total Cost in Writing: ____________________________________________________________

Delivery Date: __________________________

Contact Person: _________________________

Telephone: ____________________

Email: _________________________________

COMPANY INFORMATION:

Company Name

Printed Name/Title of Person Signing Bid

Signature

Address

Phone: Fax:

Email Address:_________________________________Date:

**SUBMIT ORIGINAL PROPOSAL ALONG WITH THREE COPIES IN A SEALED ENVELOPE

MARKED ACCORDING TO SUBMITTAL GUIDELINES ALONG WITH QUALIFICATIONS

QUESTIONNAIRE AND NON-COLLUSION AFFIDAVIT TO THE CITY OF MADISON HEIGHTS

CLERK’S OFFICE BEFORE THE DEADLINE 11:00 A.M. ON FRIDAY, MAY 30, 2025. ALL OTHER

ITEMS – CONTRACT, LABOR & MATERIALS BOND (IF NECESSARY) – WILL BE SUBMITTED

AFTER APPROVAL OF THE CONTRACT.**

VI. Additional Extension Option - MITN:

The City of Madison Heights is a member of the Michigan Intergovernmental Trade Network (MITN) Purchasing Cooperative. If your company is awarded an item or a completed contract, the cooperative entities may wish to use this contract and will use a purchase order or contract for any or all of the item(s) awarded following minimum order/contract requirements set forth in the bid documents. Each entity will provide its own purchase order or contract and must be invoiced separately to the address on the purchase order/contract.

Currently, there are more than 100 agencies participating in the MITN Cooperative.

( ) If an award is made to ___________________________________________ (Company Name) it is agreed that the contract will be extended to members of MITN Purchasing Cooperative under the same prices, terms, and conditions.

Signature of Company Representative

~OR~

( ) Our company _________________________is NOT interested in extending this contract.

(Company Name)

Signature of Company Representative

(For more information on the MITN cooperative, including a list of participating agencies, please go to www.MITN.info.)

VII. CITY OF MADISON HEIGHTS

QUALIFICATION QUESTIONNAIRE

Failure to completely fill out this form or failure to supply adequate information could result in disqualification of bidder.

Name of Bidder: ___________________________________________________________________________

Address of Bidder: _________________________________________________________________________

Type of Business Entity: ____________________________________________________________________

(Example: Corporation, Partnership, etc.)

How Long Established: _____________________________________________________________________

Names and Addresses of All Principals of Bidder:_____________________________________________________________________

1. List all other Corporations, Partnerships, Assumed Names, and/or Businesses in which the above listed principals have an interest in any way, including but not limited to, ownership stockholder, employment, principal, officer or other business relationship.

2. List 3 current references from municipalities or public agencies familiar with the work performed by the Bidder and list the name, addresses and telephone number of a contact person.

3. List 3 current references from private or non-public sources familiar with the work performed by the Bidder and list the name, address and telephone number of a contact person.

4. List the names and address of all subcontractors the Bidder proposes to use on the project.

The undersigned verifies that the information contained herein is truthful and accurate and acknowledge that they are owners or agents of the Bidder.

Bidder’s or Authorized Representative’s Signature

Title of Signatory

Bidder’s Printed Name

Dated: ____________________________

Subscribed and sworn to before me on This ________ day of __________, 2025.

_______________________Notary Public ___________________ County, Michigan

NON-COLLUSION AFFIDAVIT

Return this completed form with your sealed bid.

______________________________________being duly sworn deposes and says:

That he/she is_____________________________________________________ (state official capacity in firm)

The party making the foregoing proposal or bid, that such bid is genuine and not collusion or sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit, or cost element of said bid price or that of any other bidder, or to secure the advantage against the City of Madison Heights or any person interested in the proposed contract; and that all statements contained in said proposal or bid are true.

(Signature of person submitting bid)

Subscribed and sworn this ______________day of_____________, 20___ before me, a Notary Public in and for said County.

Notary Public

My Commission Expires: