Mowing Services for Waste Water Treatment Plant.pdf

ITB-W-1921.docx Last printed 11/5/2026 10:10:00 AM

ITB-W-1921 NOVEMBER 5, 2026

ELECTRONIC BIDS FOR FURNISHING MOWING SERVICES FOR THE CITY OF WARREN, WASTE WATER

TREATMENT PLANT, ARE BEING ACCEPTED.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR

BEFORE, 12:30 PM, WEDNESDAY, NOVEMBER 18, 2026.

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

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON NOVEMBER 18, 2026 VIA THE “ZOOM APP”

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

12:50 AND 1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR LISTEN TO THE BID

OPENING VIA THE ZOOM APP.

LINK TO ZOOM MEETING:

https://cityofwarren.zoom.us/j/83468041936?pwd=4aZwznRe5mOT45vLjpkHtwaOnu8Dni.1

ZOOM CALL-IN #: 1 309 205 3325

ZOOM MEETING ID: 834 6804 1936

ZOOM MEETING PASSCODE: 563356

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

(free registration available) for the MITN system as follows: 1) go to www.BidNetDirect.com/MITN, 2)

Click on “Register Now”, 3) Activate your account & select your registration option. Call 800-835-

4603 and press option two (2) to speak live with customer support.

You should register for NIGP commodity codes:

98836-Grounds Maintenance: Mowing, Edging, Plant (not tree) Trimming, etc.

98889-Weed and Vegetation Control (Including Aquatic Weed Control)

A $2,500.00 BID SECURITY IS REQUIRED WITH YOUR BID. SEE DETAILS ON PAGE 7 OF THE BID FORM.

To have a bid considered for award, the prospective bidder is responsible for attending the

Mandatory Pre-Bid Meeting at 9:00 AM Local Time, Tuesday, November 10, 2026 at the Waste

Water Treatment Plant Conference Room located at 32360 Warkop, Warren, MI 48093.

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

Purchasing Agent, Craig Treppa of the City of Warren Purchasing Division, preferably by e-mail, ctreppa@cityofwarren.org , subject: ITB-W-1921.

Sincerely, Craig Treppa

Purchasing Agent

Lori M. Stone, Mayor Purchasing Division

Office of the Controller

One City Square, 4th Floor, Suite 425

Warren, Mi 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/83468041936?pwd=4aZwznRe5mOT45vLjpkHtwaOnu8Dni.1 http://www.bidnetdirect.com/MITN mailto:ctreppa@cityofwarren.org

ITB-W-1921 CITY OF WARREN PAGE 2 of 27

COMPANY NAME: ___________________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

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

1. Vendor shall complete, sign, and electronically upload the completed bid form onto the MITN system under ITB-W-1921 (pages 1-27).

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

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

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

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. See Zoom

Meeting information on the first page of this document.

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

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

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

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

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

ITB-W-1921 CITY OF WARREN PAGE 3 of 27

PRICE CLAUSE:

Bid price to include, but not be limited to, all materials, equipment and labor for completing mowing services as described in these specifications. Pricing shall be held firm for 90 days or bid award, whichever comes first, except for the successful bidder whose prices shall be held firm for a two (2) year period (the 2027 and 2028 mowing seasons). There is an option to extend the award for four (4) additional two (2) year periods (2029/30, 2031/32. 2033/34, 2035/36 mowing seasons) with mutual consent of both parties and the approval of Warren City Council. At the start of each subsequent term, if approved by the appropriate parties, the City shall increase pricing by 6%.

During the agreement, the City may add additional sites with pricing to be comparable to current sites that the vendor is currently mowing under this agreement.

During the agreement, the City may alter the schedule of some sites, or remove site(s) completely from the bid specification.

Authorized Signature for________________________________________________________

Pricing Clause

ITB-W-1921 CITY OF WARREN PAGE 4 of 27

BID PROPOSAL:

The undersigned proposes to furnish LAWN MOWING SERVICES FOR THE WASTE WATER TREATMENT

PLANT, for a two (2) year period with the option to extend for four (4) additional two (2) year periods, in accordance with the attached specification, which is to be considered an integral part of this bid, at the following prices (YEAR ONE AND YEAR TWO PRICING SHOULD BE IDENTICAL):

ITEM DESCRIPTION TOTALS

A Two Year Total – Mowing of Zones 1-10 $

B Two Year Total – Fall Cleanup $

TWO YEAR GRAND TOTAL: $

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

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

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

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

Signature of ____________________________________________ DATE _______________________________

Authorized Company Representative

________________________________________ COMPANY NAME ___________________________________

(Print name of Signature)

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If applicable) BID PAYMENT TERMS (Blank will be considered NET 45)

ACKNOWLEDGMENT OF ADDENDA:

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

Addenda #1: _______________ Signed: _____________________________________

Addenda #2: _______________ Signed: _____________________________________

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

ITB-W-1921 CITY OF WARREN PAGE 5 of 27

THE PRICING PAGE (PAGE 6) IS AVAILABLE AS AN

ADDITIONAL DOCUMENT, VIA THE BIDNET (MITN) SYSTEM

ITB-W-1921 CITY OF WARREN PAGE 7 of 27

*AWARD CLAUSE:

In addition to the Award Clause stated on page thirteen (13), the following applies; the City of

Warren reserves the right to award the bid to the lowest responsible bidder meeting specification;

to reject low bids which have major deviations from specifications; to accept a higher bid which has only minor deviations; and to split award if in its best interest.

The City recognizes that the number of cuttings cannot be exactly predicted ahead of time for either year due to weather, or other factors. The vendor shall hold unit pricing regardless of the actual mowing quantities performed. For evaluation purposes only, each bid shall be evaluated based on pricing pages six (6) submitted for years 2027 and 2028.

Authorized Signature for _________________________________________________________

Award Clause

INVOICING:

Contractor must submit numbered invoices on a monthly basis specifying:

1. Dates of Service

2. Work Performed

3. Specific Applicable Rates

4. Total Dollar Amount for Each Category

All invoices are to be sent to the following address:

City of Warren

One City Square, Suite 425

Warren, MI 48093

Attn: Purchasing Division

The City shall remit to the Contractor for services rendered normally within forty-five (45) days after receipt of itemized billing and verification of work completed, for the previous month'’ work. The

City encourages vendors to offer a 2% 10-day discount in order to facilitate payment in a more efficient manner. The City reserves the right to impose a minimum for which it will process payments.

BID SECURITY REQUIREMENTS FOR CITY OF WARREN BIDS:

Each bid must be accompanied by a scanned pdf version of a cashiers or bank check made in favor of the Treasurer of the City of Warren (a company or personal check is not acceptable) duly executed by the bidder as principal and having as surety thereon a surety company approved by the City, in the amount $2,500.00 as a guarantee on the part of the bidder that he will, if called upon to do so, enter into a contract to perform the work as per the attached specifications.

The original check must be submitted to the City prior to the City issuing a recommendation for award to Warren City Council.

The awarded vendor’s bid security shall be held and retained as a performance and payment bond until the project is successfully completed to the satisfaction of the City.

BIDDERS WHO DO NOT HAVE A BID SECURITY ATTACHED TO THEIR BIDS, WILL HAVE THEIR BIDS REJECTED.

ITB-W-1921 CITY OF WARREN PAGE 8 of 27

BID SECURITY LIQUIDATED DAMAGES:

Liquidated damages for not entering into an agreement shall be the lessor of the bid bond submitted by the successful vendor or the actual costs associated with obtaining another contractor to enter into an agreement.

LIVING WAGE ORDINANCE:

Living Wage Requirements for service contracts.

Bids are to be received with the use of the City’s living wage ordinance. The current rate of pay without benefits is $20.63 per hour and the current rate of pay when benefits are provided is $16.50 per hour. If employer pays rate with benefits, they must provide benefits immediately upon hire and or transfer of employee to work at City of Warren facilities.

At the start of each subsequent term, any change in the living wage rates shall be adhered to by the awarded vendor.

In order for the City to monitor the living wage ordinance, the successful contractor shall submit the following information upon request. Copies of monthly payroll journals indicating those employees working on this contract, how many hours worked, and the rate of pay; or copies of employee checks to verify that the contractor is in compliance with the ordinance. Contractor shall also open his books to the City designated representative to monitor compliance on an as needed basis.

The Contractor shall be responsible for adhering to the Living Wage Requirements, as adjusted, throughout all terms of this agreement.

Authorized Signature for ____________________________________________________ Living Wage Ordinance Compliance Clause

ESTIMATED QUANTITIES:

Quantities indicated are estimates for bid award purposes. The City has provided the best estimate of quantities and actual usage may increase or decrease. Vendor shall supply material and services as per bid and hold the City harmless for increase or decreases in quantities.

Authorized Signature for_______________________________________________________

Estimated Quantities Clause

INSPECTION CLAUSE:

In order to have your bid considered for award, vendors are required to attend a Mandatory Pre-bid

Meeting held at the Waste Water Treatment Plant Conference Room located at 32360 Warkop, Warren, MI., 48093, on Tuesday, November 10, 2026 @ 9:00 AM Local Time.

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

Authorized signature for ____________________________________________________

Inspection Clause

ITB-W-1921 CITY OF WARREN PAGE 9 of 27

EQUIPMENT:

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

YEAR MODEL MAKE

VEHICLE

IDENTIFICATION

NUMBER

B. Licenses and certifications held; i.e., Landscape Contractors License, Pesticide License, Irrigation or Certified Grounds Manager.

NAME LICENSES YEARS OF EXP.

ITB-W-1921 CITY OF WARREN PAGE 10 of 27

C. A brief summary of the history of the business.

REFERENCES:

Please list the municipalities/companies for which your company has provided similar products or services.

1. Agency: ___________________________________________________________ Year: _____________

Address: _________________________________________________________________________________

Contact Name: __________________________________________ Phone: ________________________

2. Agency: ___________________________________________________________ Year: _____________

3. Agency: ___________________________________________________________ Year: _____________

4. Agency: ___________________________________________________________ Year: _____________

ITB-W-1921 CITY OF WARREN PAGE 11 of 27

INSURANCE REQUIREMENTS:

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

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

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

AN ADDITIONAL INSURED.

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

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

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

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

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

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

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

AUTOMOBILE LIABILITY:

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

WORKERS’COMPENSATION INSURANCE:

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

Compensation Act.

UMBRELLA LIABILITY POLICY:

Umbrella liability shall be $2,000,000 and be “following form”.

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

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

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

( ) Can meet insurance as indicated.

( ) Cannot meet but offer the following:

Authorized signature for _____________________________________________________________________

Insurance Clause

ITB-W-1921 CITY OF WARREN PAGE 12 of 27

GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

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

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

ELECTRONIC BID SUBMISSION

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

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

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

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed. This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

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

PRICES

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

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

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

Unit prices prevail.

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

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

CHARGES and remain in effect as specified in the bid.

ITB-W-1921 CITY OF WARREN PAGE 13 of 27

AWARD

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

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

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

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

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

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

Time of delivery may be a consideration in the award.

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

TERMINATION

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

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

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

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

ITB-W-1921 CITY OF WARREN PAGE 14 of 27

SPECIFICATION

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

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

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

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

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

E-VERIFY

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

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

NON-IRAN LINKED BUSINESSES

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

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

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

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

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

PERIOD AGREEMENTS

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

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

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

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

ITB-W-1921 CITY OF WARREN PAGE 15 of 27

PAYMENT TERMS

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

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

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the City unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

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

EXCEPTIONS TO THE BID SOLICITATION

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

WITHDRAWAL OF BID

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

DEFAULT TO CITY

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

BIDDER DISCLOSURE

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

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

ITB-W-1921 CITY OF WARREN PAGE 16 of 27

INDEMNITY CLAUSE

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

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

MICHIGAN LAW TO CONTROL

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

Michigan.

AMERICAN WITH DISABILITIES ACT

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

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

APPENDIX A OF TITLE VI PLAN

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

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

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

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

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

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

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

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

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

ITB-W-1921 CITY OF WARREN PAGE 17 of 27

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

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the

Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

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

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED

IN ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-1921 CITY OF WARREN Page 18 of 27

ITB-W-1921.docx Last printed 11/5/2026 10:10:00 AM

CITY OF WARREN

WASTE WATER TREATMENT PLANT MOWING AND TRIMMING

MINIMUM SPECIFICATION

SCOPE OF SERVICES

The City of Warren is receiving bids for the Mowing and Trimming of grass at the following City of

Warren locations: City of Warren Waste Water Treatment Plant, Knapp Street Park, Nine Mile Pump

Station, 14200 & 14210 Stephens. The successful bidder must be able to furnish all equipment necessary to perform this “Contract.”

DESCRIPTION OF WORK

The work contemplated by these specifications consists of furnishing all labor, material and equipment to perform mowing and trimming in accordance with this bid form & specification.

This work is to begin approximately in mid or late April, and continue through the third week in

October. Should weather conditions prevent these starting and/or ending dates, adjustment can be made with the approval of the City.

GENERAL INFORMATION

Each bidder shall be responsible for visiting the sites of the proposed work to fully acquaint themselves with existing conditions so that they may fully understand any difficulties and restrictions attending the execution of the work under the proposed contract. Bidders shall thoroughly examine bid documents. The failure or omission of any bidder to receive and examine any form, instrument, addendum, or other document, or to visit the site and acquaint themselves with conditions there existing shall in no way relieve any bidder from any obligation with respect to their bid or to the Contract. The submission of a bid shall be taken as prima facie evidence of compliance with this section.

All work outlined in the specification will be subject to periodic field inspections by a representative of the Division of Waste Water Treatment and the Contractor’s presence may be requested during inspections at any or all of the locations specified.

Contractor guarantees the reimbursement, repair or replacement and restoration of any cultivated area damaged by careless or accidental use of equipment or machinery. Contractor agrees to repair or replace any turf area, fences, signs, poles, buildings, tanks, vehicles, and/or appurtenances damaged or destroyed by careless or accidental use of equipment or machinery in the performance of the Contract.

The Contractor shall not sublet, assign, or transfer the Contract or any portion of any payment due him hereunder, without the written consent of the City.

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

CONTRACT PROVISIONS

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

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

ITB-W-1921 CITY OF WARREN PAGE 19 of 27

WORKMANSHIP

All work shall be performed in accordance with the best modern practice and workmanship of highest quality. Failure to confirm to standards specified by the City shall be considered a breach of the 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. Must have ability to contact crew on site immediately through cell phone, radio or other similar devices.

For grass being mowed at the WWTP (zones 1-7), the contractor must sign in on the WWTP visitor’s log every time they visit to mow the grass. To sign in, the contractor must write in the time they arrived, the company name, the person’s name signing the log and a phone number of a person that may be contacted if a situation arose that needed to be discussed while on-site mowing the grass. The contractor must sign out on the WWTP visitor’s log when they are finished mowing for the day. To sign out, the contractor must write in the time they are leaving the facility and the zones that were cut on that day.

For grass being mowed at Zones 8-10, the contractor must call and inform the WWTP staff that grass is being mowed each time the grass is being mowed. The contractor must inform the WWTP staff of the location and the time they started. Between the hours of 8:30 am and 5:00 pm the contractor must call 586-264-2530, press 0 and talk to an office clerk. Between the hours of 5:00 pm and 8:30 am the contractor shall call 586-243-8881 and talk to the WWTP Operation’s Shift

Supervisor.

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

Contractor.

EQUIPMENT

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

Turf areas are to be cut using riding or walk-behind rotary mowers and string line trimmers. No flail or brush hog mowers are to be used.

DRESS CODE

Contractor’s employees shall maintain a neat and clean appearance at all times. Employees must and shall wear safety shoes, safety glasses (during weed whipping), long pants and a shirt at all times (single color shirts, no tank tops). Shirt or jackets cannot have any other writing or slogan other than company name. High visibility safety vests must be worn at all times while working on designated roadways. The Operations and Maintenance manager prior to use must approve vests.

TRAFFIC CONTROL DEVICES

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

Manual of Uniform Traffic Control Devices.

MOWING AND MAINTENANCE SCHEDULE

At the beginning of the mowing season the Contractor will submit for the City’s approval a basic mowing schedule. The City shall, if necessary, make changes in that submittal so it conforms to the City’s needs. All work shall be performed in a professional, courteous, workmanlike manner

ITB-W-1921 CITY OF WARREN PAGE 20 of 27 using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA safety standards.

MOWING AND MAINTENANCE REQUIREMENTS OF ALL ZONES

The City encourages and promotes a “Don’t Bag It” program. The Contractor shall perform the work in such a manner that grass clippings left on the turf will readily decay thereby supporting the City program. All turf areas indicated shall receive no less than the following.

MOWING

A. Mowing season will start approximately mid to late April, and will end approximately the third week in October. Mowing and maintenance shall be performed on a weekly and biweekly basis, depending on the zone. Additional or less frequent mowing may be required at the

City’s request. Vendors shall be compensated per each successful cut/clean-up service.

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

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

D. Mowing/trimming height shall be 2-1/2” – 3” for all general turf areas covered by these specifications and standards. Mower adjustment to be made and measured on a flat surface.

E. The Contractor may at times be required to pick up grass clippings at the request of the City.

The pickup of grass clippings would only be considered if the clippings were determined to create a poor appearance or damage to the grass.

F. In case of inclement weather, and the Contractor cannot perform any of their responsibilities during that week, they are to recalibrate their equipment and double cut each Zone during the second week. They shall also notify the Operations and Maintenance Supervisor as to what zones will be double cut.

G. Mowing of the indicated sites shall include all zones as described in the site visits and will include roadsides up to the edge of the curb, road pavement or shoulder.

H. Trimming: The Contractor shall trim all grass around all plant materials, traffic signs, light poles, curb lines, tanks, fences, and other obstacles in the medians and interchanges. This grass shall be trimmed to the same height and time as the other open areas of lawn.

I. The Contractor shall be responsible for the removal of all litter and debris from the median and its adjoining sidewalks. All litter shall be legally disposed of at no additional cost to the

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

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

K All median curbs shall receive a line trimmer edging along curb and bed lines at each mowing.

ITB-W-1921 CITY OF WARREN PAGE 21 of 27

L. The City requires that when mowing along residential properties, the contractor must mow so that all grass clippings are directed away from the residential properties. In addition, trimming along the residential property lines must be completed during each mowing session. Failure to abide by this requirement will result in a $500.00 liquidated damages penalty for each occurrence.

ADDITIONAL MOWING AND MAINTENANCE REQUIREMENTS FOR SPECIFIED ZONES

A. Zones 1, 3, 5, 6, 10 - Clean the tops of the catch basin gratings throughout the WWTP weekly to eliminate plugging and make sure storm water flows at all times.

B. Zones 1, 2, 3, 5, 6 - Remove the vegetation in the cracks of sidewalks, drive way approaches to buildings, parking lots and roads throughout the entire WWTP located at 32360 Warkop, one time per month.

C. Zones 1, 2, 5, 6, 9 - Remove vines and small trees that start to grow next to the fence that surrounds the WWTP and Nine Mile Pump Station one time per month.

D. Zones 1, 2, 3, 5, 6, 9, 10 - Remove vines and small trees that start to grow next to any of the

22 buildings at the WWTP, Nine Mile Pump Station or Building AA as soon as they are noticed.

E. Zones 2 - Monthly weed wacking the fence line that separates zone #2 from zone #4 on the zone #2 side. This work is in addition to Item H on Page 21.

F. Zone 4 – Monthly weed wacking the fence line that separates zones #1 and 2 from zone

#4 on the zone #4 side. This work is in addition to Item H on Page 21.

G. Zone 5 - Remove the vegetation in the cracks of sidewalks, drive way approach and parking lot for Building AA located at 32601 Warkop, one time per month.

H. Zone 5 - Mow and weed wack vegetation along the fence line that encloses the ash lagoon area and in the open area between the road and the east ash lagoon every two weeks.

I. Zone 6 - Cut the branches of the small tree that continues to grow next to the plant’s main gas meter on Warkop Street down to the stump as necessary.

J. Zone 9 - Remove the vegetation in the cracks of sidewalks and drive way approach at the

9 Mile pump station located at 14505 East Nine Mile Road, one time per month.

K. Zone 10 – The contractor must mow so that all grass clippings are directed away from the residential properties. In addition, trimming along the residential property lines must be completed during each mowing session. Failure to abide by this requirement will result in a $500.00 liquidated damages penalty for each occurrence.

ITB-W-1921 CITY OF WARREN PAGE 22 of 27

FALL CLEAN-UP DESCRIPTION OF WORK:

The fall clean-up is to include the removal of all leaves, tree branches and misc. debris from all bed areas, turf areas, fence lines, property lines, and all parking lot areas. The contractor must be sure that all items are directed away from the residential properties when providing fall clean-up services. Failure to abide by this requirement will result in a $500.00 liquidated damages penalty for each occurrence.

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

Fall Clean-Up services will be done on a weekly basis (See Item B, below) in Zones 1, 3, 5, 6, 8, and 10.

A. Time-frame to be established by the WWTP shall be based on leaf drops. Normal time frame occurs in the months of October, November, and December.

B. For award purposes only, the City is estimating eight (8) fall clean-up services for each

Zone listed above. However, frequency and duration of leaf and clean up services shall be at the discretion of the WWTP based on need and weather conditions.

C. Vendor shall be responsible for hauling and disposing of all leaves and debris off site.

D. Fall clean-up applies only to the Zones listed above.

OPTIONAL AWARD FOR FALL CLEAN UP WORK:

The City reserves the right to award all, none, or a portion of the fall clean-up work that is stated herein. The bidder shall supply material and services as per bid for all categories of work (cuts, fall clean-up, etc.) and hold the City harmless for increases or decreases in quantities.

AREAS TO BE MOWED:

Zone Location Mowing

Frequency

Bidder is required to complete the pricing sheet with the following pricing information.

Total Estimated

Number of Cuts

1.

Waste Water Treatment

Plant

32360 Warkop

Warren, MI 48093

Bi-Weekly First Cut 12 Additional Cuts 13

2. Bi-Weekly First Cut 12 Additional Cuts 13

3. Bi-Weekly First Cut 12 Additional Cuts 13

4. Bi-Weekly First Cut 12 Additional Cuts 13

5. Weekly First Cut 23 Additional Cuts 24

6. Weekly First Cut 23 Additional Cuts 24

7. Weekly First Cut 23 Additional Cuts 24

8.

East of Knapp Street at Jenny Street Weekly First Cut 23 Additional Cuts 24

9. NE 9 Mile & Stewart Weekly First Cut 23 Additional Cuts 24

10.

14200 & 14210 Stephens –

Greenbelt Weekly First Cut 23 Additional Cuts 24

ITB-W-1921 CITY OF WARREN PAGE 23 of 27

APPENDIX A:

PROPERTY ZONE MAPS

Jenny

K n a p p

ZONE

ZONE

ZONE

ZONE

ZONE

ZONE 2

ZONE

ZONE

ZONE 7

ctreppa Text Box

WASTE WATER TREATMENT PLANT (ZONES 1-8)

ctreppa Line ctreppa Line ctreppa Rectangle ctreppa Text Box

Nine Mile Rd.

S t e w a r t

A v e

B e e c h w o o d

A v e

ZONE 9

ctreppa Text Box

NINE MILE PUMP STATION (ZONE 9) - NE CORNER OF NINE MILE & STEWART

ctreppa Rectangle

ZONE 10

14200 & 14210 STEPHENS

ddordeski Polygon

ITB-W-1921 CITY OF WARREN PAGE 27 of 27

CHECK LIST FOR BIDDERS

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

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

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

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

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

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

ITB-W-0600 Extension 2 of 3 Map Zone 12R