ITB-SH25-022 Pruning of Street Trees.pdf

Official bid specifications are available only at www.mitn.info.

INVITATION TO BID

ITB-SH25-022

The City of Sterling Heights, Michigan is accepting sealed bids for PRUNING OF

STREET TREES until TUESDAY, SEPTEMBER 9, 2025, AT 2:30 P.M. Please refer to the attached for instructions, specifications, and bid submission procedures.

Erik Skurda Purchasing Manager

Office of Purchasing 586-446-2740 http://www.mitn.info/

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INVITATION TO BID

PRUNING OF STREET TREES

CITY OF STERLING HEIGHTS

40555 UTICA ROAD

Sterling Heights, MI 48313

CONTACT PERSON: ERIK SKURDA, PURCHASING MANAGER

PHONE: 586-446-2741, FAX: 586-276-4062, E-MAIL: shpurchasing@sterlingheights.gov

INDEX

I. GENERAL CONDITIONS

II. CHECK LIST FOR BIDDERS

III. BID SUBMISSION INSTRUCTIONS

IV. INSURANCE REQUIREMENTS

V. BOND REQUIREMENTS

VI. SPECIFICATIONS

VII. BID FORM

VIII. COOPERATIVE AGREEMENT

IX. QUALIFICATION QUESTIONNAIRE

X. WAIVER, INDEMNITY AND HOLD HARMLESS AGREEMENT

XI. NON-IRAN LINKED BUSINESS CERTIFICATION

XII. REFERENCES

XIII. EQUIPMENT LISTING

XIV. BID SUBMISSION LABEL

XV. ATTACHMENTS

• City Street Maps

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I. GENERAL CONDITIONS

All information requested of the vendor shall be entered in the appropriate space on the form. Failure to do so may result in your bid being deemed non-responsive.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. Corrections shall be initialed in ink by the person signing the bid. Corrections and/or modifications received after the closing time specified will not be accepted.

Time of delivery/installation shall be stated as the number of calendar days following receipt of the purchase order by the vendor to receipt of the goods or services by the City. Time of delivery/installation may be a consideration in the award.

Prices shall be stated in units of quantity specified in the bid document. In case of a discrepancy in computing the amount of the bid, the unit price shall govern. All quantities stated, unless indicated otherwise, are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

All prices will be bid F.O.B. Destination and remain in effect for at least 90 days to allow for approval by City Council. The successful bidder's prices will remain firm through the length of the contract as designated within these bid specifications.

Bids shall include all charges for delivery, packing, crating, etc. unless otherwise stated in the bid document. General delivery hours are 7:00 a.m. to noon and 1:00 p.m. to 3:30 p.m.

Monday – Friday. The City is not to be held responsible for, and will not pay, any fuel surcharges during the term of the contract. Unit prices bid shall include delivery.

Prices will be considered net if no cash discount is shown.

All bids shall be signed by an authorized officer or employee of the bidder.

Bid Submission Options: Please refer to Section III Bid Submission Instructions for directions on submitting a bid electronically. Hard paper copy, email or fax submission of bids / proposals is not an option.

To be considered, your bid must be submitted to the City as instructed prior to the Date and Time specified. No late bids will be accepted. Bids may be withdrawn by a bidder, or authorized representative, provided their identity is made known and an email, phone call or fax is made to the City and the City can verify via return email or phone call the identity of the bidder and the intention to withdraw the bid, and if withdrawal is made prior to the stated bid deadline. On the mitn.info portal, electronic bids may be withdrawn by placing the bid into “storage” through the Edit option prior to the stated bid deadline.

The City of Sterling Heights reserves the right to postpone the bid opening for its own convenience.

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in your bid price. The City will furnish the successful contractor with tax

Official bid specifications are available only at www.mitn.info. Page 3 of 32 exemption certificates when requested. The following exception shall apply to installation projects. When sales tax is charged to the successful contractor for materials to be installed during the project, that cost shall be included in the bid cost and not charged as a separate item. The City is not tax exempt in this case and cannot issue an exemption certificate. If you are unfamiliar with your sales and use tax obligations, please contact the Michigan Department of Treasury for directions, including any applicable Revenue Administrative Bulletins (i.e. 1999-2 and any subsequent replacements / updates).

The City's normal payment terms are 30 days in connection with any cash discounts specified on this bid. Time will be computed from the date of complete delivery of supplies or equipment as specified, or from the date correct invoices are received in the City's Finance Department, if the latter date is later than the date of delivery.

The City reserves the right: (1) To award bids received on the basis of individual items, or groups of items, or on the entire list of items, (2) To reject any or all bids, or any part thereof,

(3) To waive any irregularity in the bids, (4) To accept the bid that is in the best interest of the City, (5) To accept an alternate to the product or service being bid out if deemed equivalent in the sole discretion of the city, except where alternates are prohibited by the terms of the invitation to bid (6) To reduce or eliminate this purchase without prior notice,

(7) To split the award to realize the greatest cost savings, (8) To issue Post-Bid Addendums to clarify or request additional information, including pricing, (9) To require one or more selected bidders to perform the requested service on a trial basis, at the unit prices bid, as evidence of a bidders ability to satisfactorily perform the requested service, prior to a formal recommendation and approval by City Administration / City Council.

This invitation to bid and the acceptance of a bid by the City is not a contract for the purchase of services or products. The City will issue a Purchase Order, which will define, make reference to, and incorporate the bid specifications and the pricing bid as accepted by the City. Winning bidder is not to commence with any service or product order without receiving a Purchase Order signed by the Purchasing Manager. Unless otherwise stated, all contracts for services are subject to additions, reductions and/or termination at the sole discretion of the City and without prior notice by the City. Please forward any questions you may have regarding this solicitation to the Purchasing Manager via email at shpurchasing@sterlingheights.gov.

Bid prices submitted by the successful bidder should remain firm for the length of the contract from date of award by City Council.

ALL BIDS MUST INCLUDE MATERIAL SAFETY DATA SHEETS FOR MATERIALS AS

REQUIRED BY M.I.O.S.H.A.

The City of Sterling Heights is now part of an organization called the Michigan Inter-governmental Trade Network (MITN), a group of agencies that joined forces to create a Regional Bid Notification System to notify companies of new bid opportunities. All bids, quotations and proposals are now being posted online. All vendors are encouraged to visit http://www.mitn.info in order to register their company and gain access to new bids and proposals. If you do not have internet access, please call 1-800-835-4603 to speak to a representative at BidNet®, the technical support group that handles the MITN system.

mailto:shpurchasing@sterlingheights.gov

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II. CHECK LIST FOR BIDDERS

All information required by the terms of the bid documents must be furnished.

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

Important items for you to check are included in, but not limited to, those listed below. This checklist is furnished only to assist you in submitting a proper bid.

_____ Is your bid properly signed? (refer to bid documents)

_____ If required, have you entered a unit price or lump sum for each bid item?

_____ Are any bid bonds or bid deposits, if required, included in your bid package?

Include a copy of any bid bond or a copy of a certified check to show compliance with this requirement.

_____ Did you complete and include the Cooperative Agreement, Qualification

Questionnaire, Hold Harmless, Non-Iran Linked Business Certification, References, Licenses and Certification and Equipment Listing forms.

_____ Bid Submission – Bids are to be submitted via the mitn.info bid submittal system. Bids submitted by email, fax, hard copy drop off, US Mail and delivery service are not options at this time. Please use the bid submission label provided (See section XIV) as the cover page of your submittal via mitn.info. Include in your bid submittal package all required forms / documents, but please do not include the specifications and instructions.

Return only the forms requiring completion.

_____ Will your bid arrive on time? Late bids will not be considered. Bids must be received by the City via mitn.info no later than 2:30 p.m. by the date specified.

_____ Did you submit your original bid form (no additional copies are required)?

PLEASE DO NOT RETURN COPIES OF OUR

SPECIFICATIONS/INSTRUCTIONS. RETURN ONLY THE FORMS

REQUIRING YOUR COMPLETION (Pages 14-31) AS WELL AS EXHIBITS A (Insurance Requirements) and B (Bond Requirements).

Failure to include all pages may result in your bid being deemed non-responsive.

_____ Did you check the MITN website (or email the Purchasing Department) for any addendums which may have been posted? Addendums may be posted at any time and must be submitted to the MITN website no later than 2:30 p.m.

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III. BID SUBMISSION INSTRUCTIONS

Please read these instructions carefully. Your bid / proposal may be deemed non-responsive if it is not submitted as detailed below. Bids / proposals are considered received when downloaded into the mitn.info system before the submission deadline date and time, late bids / proposals will not be considered.

Bid / Proposal Submission Deadline: Tuesday SEPTEMBER 9, 2025, before 2:30 PM.

Electronic Bid Submission via the MITN system as described below is the only bid submittal option.

Call the Purchasing Office at 586-446-2740 if you have any questions and we will assist.

Electronic Bid Submission Only The vendor / Contractor will need to complete, scan and upload your entire bid package through the MITN system. All electronic bids / proposals will be submitted directly into a secured MITN “vault” that cannot be opened until the bid / proposal submission deadline date and time.

Vendor / Contractor Submittal Procedure:

Login to the MITN website using your previously registered credentials at http://www.mitn.info.

Locate and enter the Sterling Heights Solicitation you have prepared a bid for.

Click on the “Place Bid” button on the upper right side of the page.

In the “Place a Bid” window, select “Place a new Bid” or “Place a No Bid”

(Depending on your response). Select the “Continue” button .

On the next page, in the “Documents” tab, select “Add File” or “Import

Zip file” (Depending on your file type). Complete all required actions and click the “Next” button.

This will bring you to the “Pricing” tab. There you will see a reminder to “Don’t forget to attach your pricing in the ‘Documents’ section”. Select the “Next” button.

On the following screen, in the “Exceptions” section, select “No” or “Yes”

(depending on your response). In the “Bidder Compliance & Authentication” section, you will enter your full name and password where prompted. Click the

“Submit Bid” button.

In the “Bid Submission Confirmation” window, select “No” or “Yes” (depending on your response).

Finally, the next screen will confirm your bid submission. Here you will receive a confirmation number and will be able to download a PDF version of the confirmation for your records.

Important: The mitn.info system locks at 2:30 pm (Sterling Heights, Michigan Time) on the due date, and no bids / proposals can be downloaded after that time. No exceptions.

Bids / proposals must be downloaded and accepted by the mitn.info downloading portal before 2:30 pm. Do not wait until the last minute to submit your bid / proposal, internet connections, computer systems failures on the submitter’s part could cause a bid /

Official bid specifications are available only at www.mitn.info. Page 6 of 32 proposal to be denied from downloading into mitn.info system. The system locks at 2:30

pm. Late bids / proposals will not be considered.

If you have questions with the electronic bid submission procedures, please contact the MITN Vendor Support Department at (800) 835-4603, option #2 or email:

e-procurementsupport@bidnet.com

The City of Sterling Heights officially distributes bid and RFP documents through the Michigan Inter-governmental Trade Network (MITN). Copies of bid and RFP documents obtained from any other source are not considered official copies. Bids or notification of bids issued by members of MITN are to be posted, in whole or in part, ONLY on the MITN system. Any other use is prohibited. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. The City of Sterling Heights cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by information received from alternate sources.

The City reserves the right, at its sole discretion, to allow a bidder to resubmit a copy of a bid that was otherwise submitted via the mitn.info system before the bid due date and time, when the bid document submitted via the mitn.info system is corrupt or otherwise not readable / downloadable by the City, and when in the opinion of the City, the fault was not that of the bidder.

If you received this document from a source other than the sources indicated, please notify us. It is recommended that all vendors register on the MITN website at www.mitn.info to obtain an official copy. All future bids, proposals, quotes and any addenda and tabulations will be posted on the MITN website.

BID BOND SUBMITTAL: Please refer to the specifications and forms for bid bond requirements and additional information. When bid bonds are required, all bidders must submit a photocopy of the Bid Bond (surety, cashier check, certified check) as part of the electronic bid submission. The photocopy must be of sufficient resolution to show a valid stamp, seal, signatures, names, dates, etc. The original Bid Bond must be provided upon request of the City. Failure to submit the original Bid Bond, upon request by the City, may result in the bid being deemed unresponsive and the bid rejected without further evaluation.

PUBLIC BID OPENING: A public bid opening will be accessible 30 minutes after the posted due date and time via three simultaneous formats:

1. Microsoft Teams live stream - Join the meeting here

2. Conference call, participants must call 586-446-2663, (enter Conference ID Code

4462740 when prompted).

3. In person at the City of Sterling Heights City Council Chambers located at: 40555

Utica Road, Sterling Heights MI, 48313.

A Purchasing Department representative will read the bids / name of firms submitting proposals as they are downloaded and made available.

mailto:e-procurementsupport@bidnet.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODVkMDYwZjAtZjIyOS00MDE3LTk3OTYtZWVjOGJkNjU5ZjI1%40thread.v2/0?context=%7b%22Tid%22%3a%22b4d6f201-96e3-4465-b7a5-0a89b7d16abb%22%2c%22Oid%22%3a%22c409637a-761b-428b-b134-24fd1a9caff3%22%7d

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IV. INSURANCE REQUIREMENTS

The Contractor, and any and all of their subcontractors, shall not commence work under this contract until required insurance within this contract has been obtained and shall keep such insurance in force during the entire life of this contract. All insurance coverages shall be with insurance carriers licensed and admitted to do business in the State of Michigan and acceptable to the City of Sterling Heights. The requirements below should not be interpreted to limit the liability of the Contractor. If any insurance is written with a deductible or self-insured retention, the Contractor shall be solely responsible for said deductible or self-insured retention. The purchase of insurance and the furnishing of a certificate of insurance shall not be a satisfaction of the Contractor's indemnification to the City of Sterling Heights.

The Contractor is responsible to meet all MIOSHA requirements for on-the-job safety.

The Contractor shall procure and maintain during the life of this contract the following coverages:

Workers 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 $1,000,000.00 per occurrence and aggregate, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

(1) Contractual Liability Coverage

(2) Products and Completed Operations Coverage.

(3) Independent Contractors Coverage.

(4) Broad Form General Liability Extensions.

(5) Explosion, Collapse, and Underground, if applicable.

Automobile Liability including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000.00 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles.

Commercial General Liability and Automobile Liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

Additional Insured: Following the official award of bid by City Council, the Commercial General Liability Insurance as described above shall include an Additional Insured endorsement as follows:

"The City of Sterling Heights, including 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 Sterling Heights as additional insured, coverage afforded is considered to be primary and

Official bid specifications are available only at www.mitn.info. Page 8 of 32 any other insurance the City of Sterling Heights may have in effect shall be considered secondary and/or excess."

Cancellation Notice: Policies as described above shall include an endorsement stating the following: It is understood and agreed thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal shall be sent to the Certificate Holder:

City of Sterling Heights Reference: Bid ITB-SH25-022 Purchasing Manager 40555 Utica Road Sterling Heights, MI 48313

Proof of Insurance Coverage: The contractor shall provide the City of Sterling Heights at the time 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, endorsements and/or policies to the City of Sterling Heights at least ten (10) days prior to the expiration date.

If the required insurance (with the exception of the Additional Insured endorsement) is already in place, please include a copy of the Certificate of Liability Insurance with your bid.

However, if required insurance is not already in place when submitting bid, contractors shall include a letter from their insurance agent indicating that they will be able to secure a Certificate of Liability Insurance upon award of the contract.

Please label that letter Exhibit A

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V. BOND REQUIREMENTS

Bid Bond

Bids must be accompanied by a Bid Bond, Bank Issued Money Order, or Cashier's Check in the amount of five percent (5%) of the total bid which will be returned to the unsuccessful bidders after the award of the bid. The Bid Bond submitted by the successful bidder will be returned upon receipt of the required Performance Bond. No bid shall be considered unless it is accompanied by the required guaranty. Corporate checks will not be accepted as bid security.

Performance Bond (Surety or Cash Performance Bond)

Surety Performance Bond - The Contractor whose bid is accepted shall furnish a performance bond at their own expense with a company acceptable to the City in the amount of fifty thousand dollars ($50,000). The Performance Bond shall serve as security for the faithful performance of this Contract including any maintenance or warranty provisions and for the payment of all persons performing labor or furnishing materials in connection with this Contract. Premiums for the Performance Bond shall be paid by the Contractor. If at any time the City shall be dissatisfied with any surety or surety bond or Performance Bond, or if for any other reason such bond shall cease to be adequate security for the City, the Contractor shall within ten (10) days after notice from the City to do so, substitute an acceptable bond in performance and sum and signed by other sureties which are acceptable to the City. The premiums on such substitute bond shall be paid by the Contractor. The Performance Bond shall remain in full force and effect during the life of the Contract and during the term of any warranty or maintenance required by the specifications.

Cash Performance Bond - Contractor shall be allowed to provide a cash performance bond in lieu of the surety performance bond listed above.

The City reserves the right to proportionately reduce the amount of the Performance Bond if a split award is made.

The Contractor may not commence work and bid bonds or checks will not be returned until the performance bond has been received and approved by the City.

All bidders shall include a letter from their bonding agent indicating that upon award of the contract, they will be able to secure a Performance Bond.

Please label that letter Exhibit B.

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VI. SPECIFICATIONS

The following defines the street tree specifications of the various street trees to be pruned within the City of Sterling Heights.

The successful bidder must be readily available to carry out terms of the contract and the failure to comply with standards specified by the City constitutes a breach of contract.

Award will be subject to budget availability and based on unit prices bid. For example, some or all of the sections for tree pruning may be awarded.

DESCRIPTION OF WORK

Contractor shall have an ISA Certified Arborist or state licensed arborist on site or request the services of such an individual for inspections.

The work to be performed is the pruning of designated trees along the City right-of-way.

Trees to be pruned on designated streets are only those that exceed 4" in caliber as measured 1' above the ground. The City will provide a list of trees and streets where pruning will occur. The pruning to be done shall be as specified under pruning standards for shade trees, which is made part of these specifications.

CONDITIONS

Pruning operations are to begin no sooner than written authorization is received by the City Designate after City Council's approval and shall be done on a continuous basis allowing for gaps in work only for weather or unforeseen circumstances and all work must be completed by April 30, 2025

Work shall not commence prior to 7:00 A.M. or continue past sunset on any day.

No work is to be conducted on Saturday or Sunday unless approval is given in writing by the City Designate.

Adequate warning devices, i.e., barricades, guards, flagmen and/or other necessary precautions shall be taken by the Contractor to give advised and reasonable protection, safety and warning to persons and vehicle traffic within the area.

Traffic shall not be totally detoured without written approval from the City.

Tools should be sharp so as to make clean cuts without jagged edges or stubs. Pruning tools adequate for the size of cuts being made shall be selected.

All pruned branches, logs or any other debris must be hauled away by the Contractor before the end of each day. Areas worked will be clean from any branches and debris leaving area "blower clean" by end of workday.

Work tools, equipment, and procedures shall meet the most up to date American National Standard (A.N.S.I. A300) for pruning, trimming, repairing, maintaining, and removing trees and for cutting brush.

Equipment and work practices that damage living tissue and bark beyond the scope of work shall be avoided.

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Trees that have been marked with an "X" will be omitted from pruning.

If pruning trees during temperatures above 50 degrees, tools shall be sterilized with a 10% solution of bleach or Lysol disinfectant, before proceeding to the next tree.

The contractor shall provide a list of all equipment to be used. Failure to do so will result in your bid being rejected as non-responsive. The City reserves the right to inspect all equipment to be used prior to awarding a contract. Failure to pass City inspection of equipment may be cause for disqualification from further consideration.

All work shall be performed in a professional manner using quality equipment and materials, all of which must be maintained and operated with the highest standards as well as meeting all MIOSHA and A.N.S.I. Z133-2017 standards and regulations.

The Contractor shall prepare a daily report, covering each day's operation. The report is to be submitted to the Public Works Office on the following day and shall include the following information:

A. Street name and address of trees pruned or limbed.

B. Any unusual conditions or problems encountered.

The City of Sterling Heights will process payment for work under this Contract at the price provided, only after receipt of a bill for work assigned and satisfactorily completed. The City reserves the right to complete the pruning of any tree or trees included under this agreement, should the City perform this function prior to the contractor, the City shall not be billed for the tree pruned by the City.

The city also reserves the right to complete the pruning of any tree or trees if not satisfactorily trimmed by the Contractor in accordance with the specifications set forth. All costs for this work shall be deducted from the invoiced amount as described under the penalty clause section of these specifications.

The Contractor shall not subcontract any or all portions of the work unless prior written approval is granted by the City. Any subcontractor, so approved, shall be bound by the terms and conditions of this Contract.

Each street in a section must be completed prior to the tree pruning operations moving to subsequent streets. Each section of the contract must be completed prior to the Contractor moving to another section of the contract two crews may work concurrently in separate locations with prior approval of the City Designate.

PRUNING STANDARDS FOR SHADE TREES AND SPECIFICATIONS

The work to be performed shall be as specified under the following pruning standards for shade trees, as detailed in the ISA’s Best Management Practices, Tree Pruning 2017:

Pruning to Clean: Crown Cleaning is the selective removal of dead, diseased, detached, cracked, and broken branches. This type of pruning is done to reduce the risk of branches falling from the tree, and to reduce the movement of decay, insects, and disease from dead or dying branches into the rest of the tree.

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Crown cleaning shall include branches of 1” dia. and larger throughout the entire crown.

Pruning to Raise: Crown Raising is the select removal of branches to provide vertical clearance. Raising shortens or removes lower branches of a tree to provide clearance for buildings, signs, vehicles, and streetlights.

Caution shall be taken to avoid excessive removal of lower limbs to prevent slow development of trunk taper, cracks or decay in the trunk, and prevent the concentration of foliage at the top of the tree.

Minimum clearance height shall be defined as a point over the street of 15 feet.

Downward-growing branches shall be removed and balanced around the entire tree.

Branches shall be removed to a height so as not to encroach 15-feet above the surface of any road or sidewalk when tree is in full foliage.

On the smaller, less mature trees where this height is not practical, the under-clearance pruning will be in relation to the overall character of the tree. Subornation of lower branches is to be employed whereas not to exceed 25% reduction of the live crown.

Mature or over-mature tree caution shall be taken when removing large branches low on the trunk.

The presence of any disease condition, fungus fruit bodies, decayed trunk or branches, split crotches or branches, cracks or other structural weakness should be reported in writing to a supervisor, and corrective measures recommended to the City Designate for further review and determination.

WORKMANSHIP

The specifications herein set forth are intended to cover the prominent phases of Tree Pruning to ensure first-class workmanship. To safeguard the interests of the City, the Contractor will take all measures not specifically enumerated herein, but which conform to good practice to secure an acceptable result. To further protect the City, all essentials of good practice in hiring, working and protecting the work, and the protection of individuals and property, enumerated herein or not, shall be followed.

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 Contract.

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. The supervisor must be able to fluently communicate in English in order to address questions and concerns from city residents as well as city inspectors and supervisors.

PENALTY CLAUSE

Should the City determine that the Contractor has not performed required services in a manner or time frame acceptable to the City, a City representative will notify the Contractor giving them from the date/time delivered:

A. 24 hours to contact the City and discuss problem(s) B. 48 hours to correct the situation, unless otherwise agreed to by the City

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Should the contractor fail to make corrections to City’s satisfaction and/or in the required time frame, City crews or another contractor will correct the situation, and continue corrections until Contractor resumes his responsibilities or the contract is terminated.

Invoiced amounts due Contractor will be reduced at a rate of:

A. If completed by City Crews Cost for labor, equipment (based on MDOT schedule C), and a 50% administration charge.

B. If completed by another contractor:

Invoiced amount plus 50%

Should there be insufficient invoiced amounts to cover penalties, Contractor will be billed.

Should the contractor fail to pay the penalties the City will seek appropriate action for reimbursement, including forfeiture of contractor’s surety.

Each deficiency will be reviewed for possible termination of contract. Should the Contractor fail, neglect or refuse to perform his duties under the Contract, the City of Sterling Heights reserves the right to terminate the contract upon 30 days written notice due to poor performance or for any reason deemed in its best interest.

Failure to respond to three or more phone calls for the services contemplated in the bid shall be considered a refusal to perform the duties under the contract.

STREET TREE PRUNING BIDDER'S PROPOSAL

All bids are to be submitted on the attached forms. Bidder shall complete and submit all forms and supply all attachments and documents as required and listed within this invitation to bid and accompanying forms.

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 Council of the City of Sterling Heights.

DAMAGES

Contractor will be performing work under this contract in open and active municipal street sites frequented by citizens and vehicle traffic and in most circumstances will border residential, school and commercial property. Contractor shall at all times use due care and caution in conducting their operations. Contractor shall be responsible for all damage, injury and claims from contractors’ operation.

Contractor shall guarantee the reimbursement, repair or replacement and restoration of any area or property damaged by felled limbs and the use of equipment or machinery.

Contractor shall repair or replace any turf area, fences, signs, poles, mailboxes, vehicles and/or appurtenances damaged or destroyed in the performance of the Contract.

Contractor shall also instruct and train its employees on identifying and reporting damage and defects to the City’s designated representative. Items needing immediate attention should be reported as soon as possible.

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VII. BID FORM

The undersigned hereby declares that the instructions and specifications have been carefully examined and that PRUNING OF STREET TREES will be furnished for the prices set forth in this bid. It is understood and agreed that all bids are F.O.B. DESTINATION, that all bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for the award of the bid and that if chosen, the awarded vendor pricing will remain firm for one (1) year from date of contract.

All quantities indicated are estimated amounts for one (1) year and may vary during the course of the contract. The estimated quantities are used for assisting in the determination of the lowest responsible bidder. It is the intent of the City to purchase the services in the quantity and frequency as listed in this bid, however, the City reserves the right to reduce or eliminate this purchase without prior notice. The City reserves the right to split and/or reject all bids to realize the greatest cost savings.

City Sections to be pruned 2, 4, 19, 27, and 30

Work to be completed by April 30, 2026.

CITY SECTION NUMBER TREE COUNT COST PER TREE TOTAL COST

SECTION #2 895 $ $

SECTION #4 195 $ $

SECTION #19 1060 $ $

SECTION #27

SECTION #30

Tree total sections 2, 4, 19, 27, & 30

3370 BID GRAND TOTAL:

*See city street map attachment to view street location

If needed, hourly rate to be charged for a subcontracted certified/licensed arborist:

Company

VII. BID FORM (CONT’D)

Official bid specifications are available only at www.mitn.info. Page 15 of 32

The undersigned certifies that he has downloaded all documents/addendums associated with this bid from the MITN website, and have read, understand and agree to be bound by all the terms of this bid document.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

Terms

E-Mail Address/Website

Signature/Date

This form must be completed and returned with your bid.

Official bid specifications are available only at www.mitn.info. Page 16 of 32

CITY MAP - SECTION 2

Street Name # Of Trees Cost Per Tree Total Cost

AVERILL 17 $ $

AVON 3 $ $

BEECHNUT 9 $ $

BOCKLEY 24 $ $

BOND 8 $ $

BURTLEY 29 $ $

CAMBRIDGE 17 $ $

CANAL 17 $ $

CARRNATION 23 $ $

CHATTMAN 14 $ $

CHAUCER 11 $ $

CHAUCER CT. 9 $ $

CHESTERFIELD 1 $ $

COBBLESTONE 20 $ $

CHURCHILL 24 $ $

CONCORD 28 $ $

DEBORAH 19 $ $

DELCO BLVD 7 $ $

DELVIN 14 $ $

FELSTONE 16 $ $

FORTNER 26 $ $

GAINSLEY 23 $ $

GIBSON 24 $ $

GOLDBERG 48 $ $

HARTWICK 29 $ $

HYDE PARK 25 $ $

Official bid specifications are available only at www.mitn.info. Page 17 of 32

IVORY WAY 25 $ $

JASMINE 10 $ $

KENILWORTH 14 $ $

LEONARDO 9 $ $

LILAC 7 $ $

LIRA 12 $ $

MALBURG 15 $ $

McLEAN 7 $ $

MEADOWLAKE 21 $ $

NANTUCKET 29 $ $

NORTH YORK 21 $ $

OLEANDER 13 $ $

ONTARIO 20 $ $

PINEWOOD 10 $ $

QUAKER 23 $ $

RYER 8 $ $

SALISBURY 1 $ $

SHADYLANE 16 $ $

SHETLAND 15 $ $

STRATFORD 27 $ $

TIPTON 4 $ $

VIVIAN 15 $ $

WESTMINISTER 19 $ $

WHEATON 46 $ $

WHITHORN 23 $ $

SECTION 2 TOTAL 895 $

Official bid specifications are available only at www.mitn.info. Page 18 of 32

CITY MAP - SECTION 4

BURROUGHS 3 $ $

CATALPA 16 $ $

COTTER 18 $ $

GOFF 21 $ $

HIGGINS 6 $ $

MERRILL 52 $ $

MULBERRY 7 $ $

19 ½ MILE 3 $ $

POPLAR 24 $ $

STACY 23 $ $

WALDO 22 $ $

SECTION 4 TOTAL 195 $

CITY MAP - SECTION 19

AGAR 35 $ $

ALBANY 14 $ $

ARLINGDALE 29 $ $

BAINBRIDGE 10 $ $

BARTON 26 $ $

BELCHER 18 $ $

BELINDA 18 $ $

BRONSON 17 $ $

CALKA 34 $ $

CAMERON 23 $ $

Official bid specifications are available only at www.mitn.info. Page 19 of 32

CEDAR 1 $ $

CENTURY 28 $ $

CHARITY 29 $ $

CHIPPENDALE 15 $ $

CURWOOD 2 $ $

DENISE 7 $ $

DEVONSHIRE 23 $ $

DOBBIN 24 $ $

DONNA 14 $ $

DOUGLAS 29 $ $

DRAY 1 $ $

DUNDEE 5 $ $

ERIN 7 $ $

FAITH 8 $ $

FILLY 9 $ $

FISHER 11 $ $

FOX HILL 113 $ $

FRINGE 12 $ $

GARRISON 8 $ $

GARY 16 $ $

GLOUCESTER 31 $ $

GROVES 25 $ $

HANSON 23 $ $

HOPKINS 14 $ $

HUBER 7 $ $

JONATHAN 24 $ $

JUANITA 8 $ $

KEYSTONE 13 $ $

Official bid specifications are available only at www.mitn.info. Page 20 of 32

LEASON 12 $ $

LOGAN 6 $ $

LOIS 8 $ $

LOTUS 5 $ $

MICHAEL 25 $ $

NEWELL 8 $ $

PANDORA 9 $ $

PINEBROOK 29 $ $

PIPERS GLEN 21 $ $

REESE 27 $ $

SAMANTHA 7 $ $

SLEIGH 22 $ $

STEEDE 15 $ $

STURBRIDGE

SUMPTER

SUTTON 38 $ $

SYLVAN 27 $ $

TRAWICK 12 $ $

TRICIA 14 $ $

TRISTAM 11 $ $

SECTION 19 TOTAL 1060 $

CITY MAP - SECTION 27

ASHFORD 14 $ $

BRIARCLIFF 15 $ $

BROAD 10 $ $

BROUGHAM 69 $ $

CANTERBURY 53 $ $

Official bid specifications are available only at www.mitn.info. Page 21 of 32

CHARLES 11 $ $

DANIEL 6 $ $

DEARING 37 $ $

EASTMONT 26 $ $

EDEN PARK 26 $ $

ELLSWORTH 21 $ $

EVANSTON 12 $ $

FARMBROOK 4 $ $

GREGORY 2 $ $

GREENDALE 16 $ $

HAVERHILL 9 $ $

HEMLOCK 10 $ $

KENSINGTON 45 $ $

KENTFIELD 2 $ $

KENWOOD 3 $ $

KINGS 7 $ $

LANA LANE 35 $ $

LANIGAN 1 $ $

LAUREL 0 $ $

MAAS 11 $ $

NONA 3 $ $

NORMANDALE 7 $ $

PEYTON 13 $ $

RIDGECROFT 1 $ $

SAVAGE 11 $ $

SUMMERSET 1 $ $

THOMAS 19 $ $

THORNWOOD 7 $ $

TRAVIS 6 $ $

TULANE 34 $ $

VILLAGE 20 $ $

Official bid specifications are available only at www.mitn.info. Page 22 of 32

VINE 3 $ $

WARSAW 9 $ $

WAYNE 27 $ $

WEBB 0 $ $

WELLSTON 61 $ $

WICKES LANE 6 $ $

WITT 5 $ $

SECTION 27 TOTAL 678 $

CITY MAP - SECTION 30

ARLENE 13 $ $

CARRIAGE 27 $ $

CASTLE 10 $ $

CHAPEL 13 $ $

CHESLEY 6 $ $

CONNECTICUT 29 $ $

DELIA 18 $ $

DUNSTON 43 $ $

ELMCREST (off Dequnidre)

13 $ $

ELMCREST (off 15 Mile/Shell) 16 $ $

ENGLISH 29 $ $

ETON 9 $ $

EUNICE 8 $ $

HEARNS 8 $ $

INDIGO 15 $ $

IVY 0 $ $

JANET 17 $ $

JEFFREY 33 $ $

GORDON 12 $ $

Official bid specifications are available only at www.mitn.info. Page 23 of 32

LANDCASTER 27 $ $

LINDELL 11 $ $

MAPLECREST 33 $ $

MARC 31 $ $

MERRIMAC 2 $ $

OAKCREST 34 $ $

REMINGTON 17 $ $

RHEA CT 3 $ $

SHELL 27 $ $

SOBSOM 3 $ $

YARDLY 14 $ $

VERONICA 21 $ $

SECTION 30 TOTAL 542 $

SECTIONS TOTALS FOR:

2, 4, 19, 27, & 30

If needed, hourly rate to be charged for a subcontracted certified/licensed arborist:

Official bid specifications are available only at www.mitn.info. Page 24 of 32

VIII. COOPERATIVE AGREEMENT

EXTENSION OF AWARD TO MITN PURCHASING COOPERATIVE

The City of Sterling Heights is a member of the MITN Purchasing Cooperative consisting of many cities, townships, counties and other governmental agencies throughout Michigan. If your company is awarded item(s) referenced in the bid, the cooperative governmental entities may wish to use this contract and will use a purchase order for the item(s) awarded in this bid following minimum order requirements set forth in the bid document. Each entity will provide their own purchase order and delivery location(s) and must be invoiced separately to the address indicated on the purchase order. Please check appropriate box and complete information as required.

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

Signature of Company Representative ______________________________________

Our company is NOT interested in extending the contract.

Address

City/State/Zip

Representative/Title

Telephone/Fax

E-Mail Address/Website

Signature

Official bid specifications are available only at www.mitn.info. Page 25 of 32

IX. QUALIFICATION QUESTIONNAIRE

All bidders must complete the following Questionnaire. This information may be presented on another page if desired.

1. Name of Company submitting a bid:

2. Authorized Representative Name/Title:

3. Office Address:

4. Local Telephone/Fax Numbers:

24-Hour/7-Day Emergency Telephone Number:

E-mail address:

Website:

5. State the legal status of the company submitting the bid. A corporation shall provide the state of incorporation, a partnership shall provide the names of all partners:

6. Name of Owner, President, Managing Partner or CEO:

7. Does your business qualify as any of the below designations: Please circle if appropriate.

a. Black Owned

b. Women Owned

c. Veteran Owned

d. People of Color Owned

e. LGBTQ Owned

f. Native/Indigenous Owned

8. Are any of the employees unionized? Please specify which employees are if applicable.

9. Give a brief summary of the history of the business:

10. How many full-time employees? Part time?

11. How long have you been in business of a similar nature for the services contemplated within this bid?

Official bid specifications are available only at www.mitn.info. Page 26 of 32

12. List any licenses / professional certifications of the company or employees assigned to this contract that would be applicable to services contemplated within this bid.

13. How many years’ experience do you have in providing for the services contemplated within this bid? Please list the municipalities, when applicable:

14. How many clients does your company currently serve with the type of work described?

15. Has your company had a similar contract for services terminated for cause within the last three years? If yes, please explain.

16. Please provide information on your hiring practices, employee training and employee safety programs:

17. Do you have any current contracts for similar services in Sterling Heights? If yes, please list location(s):

Questionnaire completed by:

Company Name:

Print Name

Title

Signature

Date:

Official bid specifications are available only at www.mitn.info. Page 27 of 32

X. WAIVER, INDEMNITY AND HOLD HARMLESS AGREEMENT

Vendor / Contractor assumes all risks of injury and property damage and accepts all responsibilities in case of accident, injury or death.

Vendor / Contractor agrees not to sue the City of Sterling Heights, its employees, appointed and elected officials, volunteers and all other individuals working on behalf of the City of Sterling Heights, for any claims, damages, or costs which Vendor / Contractor may have as a result of any accident, injury or death incurred or suffered by Vendor / Contractor.

To the fullest extent permitted by law, the Vendor / Contractor expressly agrees to indemnify and hold City, its elected and appointed officials, employees and volunteers and others working in behalf of the City, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of Vendor / Contractor or anyone acting in its behalf in connection with or incident to this contract or the work to be performed hereunder (described below), except that the Vendor / Contractor shall not be responsible to the City on indemnity for damages caused by or resulting from the City's sole negligence; and the Vendor / Contractor shall, at its own cost and expense, defend any such claim and any suit, action, or proceeding which may be commenced thereunder, and the Vendor / Contractor shall pay any and all judgments which may be recovered in any such suit, action or proceeding, and any and all expense, including, but not limited to, costs, attorneys' fees and settlement expenses which may be incurred therein.

Describe Event, Work or Contract: _______________________ ______________________ ___

Vendor / Contractor Name (print): __________________________ _______________________

Address: ___________________________________________________________________

City, State & Zip: ____________________________________________________________

Authorized Representative (print): _______________________________________________

Signature: __________________________________________________________________

Title: ______________________________________________________________________

Phone: ____________________________________________________________________

Fax: ______________________________________________________________________

Date: _____________________________________________________________________________

Official bid specifications are available only at www.mitn.info. Page 28 of 32

XI. NON-IRAN LINKED BUSINESS CERTIFICATION

Pursuant to Michigan law before accepting any bid or proposal or entering into any contract for goods and services with any prospective Vendor, the Vendor must certify that it is not an "Iran Linked Business".

By signing below, I certify and agree on behalf of myself and the company submitting this proposal the following: (1) that I am 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 I and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard."

PLEASE PRINT:

Company Name

Authorized Representative

Signature/Date

This form must be completed and returned with bid.

Official bid specifications are available only at www.mitn.info. Page 29 of 32

XII. REFERENCES

List at least three references with whom you have had similar contracts during the past three years. Include letters of reference when available.

1. Company or City

Contact Name

Telephone Number

E-mail ___________________________________________________________

2. Company or City

Contact Name

3. Company or City

Contact Name

Bidder's Signature Date

Official bid specifications are available only at www.mitn.info. Page 30 of 32

XIII. EQUIPMENT LISTING

List equipment (type, condition, year, owned, leased, borrowed, etc.) to be used in performance of the contract if so awarded. If insufficient space below, list separately and attach to your bid.

Official bid specifications are available only at www.mitn.info. Page 31 of 32

XIV. BID SUBMISSION LABEL

Please complete and affix scanned copy as cover page to Bid submission.

Bid Documents Cover Page From:

Company Name: ______________________________________________ Contact Person: ______________________________________________ Phone Number: ______________________________________________

Solicitation Title:

PRUNING OF STREET TREES

Solicitation Number:

ITB-SH25-022

Due Date: SEPTEMBER 9, 2025 Time: 2:30 p.m.

Submit to:

City of Sterling Heights

Via the following submittal method:

Electronic: mitn.info

Official bid specifications are available only at www.mitn.info. Page 32 of 32

XV. ATTACHMENTS

• City Street Maps - Five (5) Sections