Plow bid 2025.docx.pdf

Request for Bid

SNOW REMOVAL

Public Bid

Grandville Public Schools

Bid Release Date: June 2, 2025

Mandatory Pre-Bid Meeting Date: June 18, 2025 1:00 PM

Proposal Due Date: June 25, 2025– 1:00 p.m. local time.

Return to:

Arlyn Cribley Operations

Grandville Public Schools 3839 Prairie Ave SW Grandville, MI 49418

Late Proposals will be Rejected

INFORMATION TO BIDDERS

1. Authority

2. Receipt and Opening of Bids

3. Qualification of Bidder

4. Sole Bidder

5. Discrepancies, Omissions or Interpretations

6. Inspection of Contract Documents

7. Performance and Payment Bond

8. Certificate of Insurance

9. Examination of Site

10. Pre-Bid Meeting

11. Post-Bid Information

12. Acceptance and Rejection of Bid Proposals

13. Sales Tax

14. Payment

15. Scheduling and Hours of Work

16. Safety and Condition of Site

17. Indemnify and Hold Harmless Agreement

18. Workmanship/Inspection

19. Termination of Contract

20. Specification of Services

21. Bid Proposal Form

Grandville Public Schools shall not discriminate on the basis of race, religion, color, creed, sex, national origin, age, political belief or handicap in its education programs, employment practices or bidding processes. The bidder, by signing this Invitation to Bid, commits that it has and abides by the Grandville Public Schools’ non-discrimination policy.

Information supplied by the vendors to Grandville Public Schools may be subject to Michigan Freedom of Information and Open Meetings Acts. Such information may become public unless it falls within one of the exceptions to the Acts. If a bidder supplies information which it has concluded falls within one of the exceptions to the Act(s), the bidder shall summarize that information in the public portion of its proposal and submit the details in a separate envelope marked “CONFIDENTIAL”. Otherwise it should be present in the same manner as the proposal. Grandville Public Schools assumes no responsibility for any loss or damage that may result from a breach of confidentiality during the review of the proposals.

TENTATIVE TIME LINE

Bids Released Monday, June 4, 2025

Mandatory Pre-Bid Meeting Wednesday, June 18, 2025 1:00 PM

Grandville MI 49418

Bid Opening at Wednesday, June 25, 2025 1:00 PM local time

INFORMATION TO BIDDERS

1. AUTHORITY

Grandville Public Schools, hereby referred to as Owner, has the authority to obtain the best possible proposal for specified services. The Owner expects a complete service, as defined in the specifications.

2. RECEIPT AND OPENING OF BID PROPOSALS

A. Bid Proposals will be opened and read aloud on Wednesday, June 25, 2025 at 1:00 PM at the following location:

B. Bids received after designated bid receipt deadline will be returned unopened.

C. Proposal must be sealed with bidder’s name on the outside of the envelope and designated as follows:

District Wide Snow Removal Services--Sealed Proposal

Attn.: Arlyn Cribley, Operations

Bidder Name, Address, Phone Number

D. Bids shall be submitted on the Bid Proposal Form furnished with all blank spaces filled in. All blanks on the bid form shall be filled in by typewriter or manually in ink. All alterations or erasures shall be initialed by the bid signer

E. The Owner shall have the right to waive any informality or irregularity in any bid received and to accept bids which, in his/her judgment, are in the Owner’s best interest.

F. The Owner reserves the right to accept the bid in the best interest of the District. Multiple contractors may be selected.

G. The bidder, by making his/her bid, represents that he/she has read and understood the contract and bid documents, and that his/her bid is made in accordance therewith.

H. Bid prices shall include all applicable taxes, bonds, overhead, profit and other pertinent costs. Bid prices provided on the Bid Proposal Form shall be binding for the duration of the plowing season. No additional costs to this contract will be authorized during the contract period without written authorization from the Owner.

I. Oral, telephone, facsimile or telegraphic bids are invalid and will not receive consideration.

J. Any bid may be withdrawn prior to the scheduled time for opening of bid proposals.

K. A bid may not be modified, withdrawn or canceled by the bidder for sixty (60) calendar days following the time and date designated for the opening of bids, and bidder so agrees in submitting his/her bid.

L. The bid proposal form will be considered a portion of the contract document.

3. QUALIFICATION OF BIDDER

A. The Owner reserves the right to request qualification information from any bidder before issuing documents, receiving bids or awarding a contract. The Owner may, at his/her sole discretion, accept or reject bidders as qualified. The right to waive any informality in qualification materials is reserved by the Owner. The Bidder, in submitting his/her bid, agrees to accept the decision of the Owner as final.

B. The selected Contractor shall have been actively engaged in supplying similar services and shall be required to provide names and addresses where those services have been provided.

C. To enable the Owner to evaluate the competency and financial responsibility of the bidder, the bidder shall furnish the following information:

1) A list of similar projects completed, including the name and phone number of a contact person. All school contracts shall be listed.

2) A statement regarding any past, present, or pending litigation with an owner or vendor. Such additional information may be required to satisfy the Owner that the bidder is adequately prepared, in technical experience, or otherwise, to fulfill the contract.

D. The submitters shall provide full disclosure of all existing client relationships that currently or prospectively may give rise to conflicts of interest and disqualification as governed by the codes of rules of professional responsibility and conduct.

4. SOLE BIDDER

If only one bid is received in response to the Invitation to Bid, a detailed cost proposal will be requested of the single bidder. A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable. The Owner reserves the right to cancel the bid if there is only one bid received. The Owner’s decision will be final.

5. DISCREPANCIES, OMISSIONS OR INTERPRETATIONS

A. Bidder shall promptly notify the Owner of any ambiguity, inconsistency, or errors which they may discover upon examination of the contract documents or of the site and local conditions. Bidders requesting clarification or interpretation of the bid documents shall make a written request to the Owner to reach him/her at least seven (7) calendar days prior to the date for receipt of bids for transmittal to the Owner. Direct all questions to:

Arlyn Cribley

3839 Prairie Ave SW

Phone: (616) 540-2968

B. Any interpretation, correction, or change of the contract documents will be made by written addendum by the Owner and issued by the Owner. Interpretations, corrections, or changes of the document made in any other manner will not be binding. Addenda will be delivered via mail or email to all who are known by the Owner to have received contract documents. Bidders shall acknowledge receipt of addenda on the Bid Proposal Form.

6. INSPECTION OF CONTRACT DOCUMENTS

A. Bid documents are located and may be obtained at:

Grandville Public Schools-Administration Office

B. The Owner does not assume any responsibility for errors, omissions or misinterpretations resulting from the use of incomplete sets of contract documents.

C. The Owner, in making copies of the contract documents available, does so only for the purpose of obtaining bids and does not confer a license or grant for any other use, therefore does not warrant its completeness and adequacy.

7. PERFORMANCE AND PAYMENT BOND

Performance and payment bonds will not be required on this project.

8. CERTIFICATE OF INSURANCE

A. Before commencement of any work, a Certificate of Insurance executed by bidder’s insurance agent or carrier showing required insurance coverage shall be submitted. A Thirty Day Cancellation Clause is required on all policies. Failure to provide the Certificate may be considered material breach of the agreement and may be grounds for terminating the agreement.

B. As a condition of performing work for the Owner as a Contractor, the Contractor must provide Owner with satisfactory evidence of its insurance coverage as follows:

1) Worker’s Compensation and Employers’ Liability Insurance covering your statutory obligations in the State of Michigan.

2) Commercial Liability Insurance written on an OCCURRENCE policy form that includes coverage for your operations and personal injury with limits of liability as follows:

$1,000,000 Occurrence $2,000,000 General Aggregate

3) The Owner is an additional insured on the General Liability and Umbrella Liability policies certified.

9. EXAMINATION OF SITE

The bidder shall be held to have examined the premises and site so as to compare them with the contract drawings and specifications, and to have satisfied themselves as to the condition of the premises, obstructions, the actual levels, and other factors necessary for carrying out the work before the delivery of their proposal. The bidders shall also acquaint themselves with the character and extent of the Owner’s operations in the area of the work, so that they may plan their services accordingly. No allowances or extra payment will be made to a Contractor for or on account of costs or expenses occasioned by failure to comply with the provisions of this paragraph, or by reason of error or oversight on the part of the bidder, or on account of interference by the Owner’s or other Contractor’s activities. It shall be expressly understood that the Owner’s operations will take precedence over any other activity.

10. MANDATORY PRE-BID MEETING

A. A mandatory pre-bid meeting is scheduled as follows to review the specifications and expectations of the contracted services:

Wednesday, June 18, 2025 1:00 PM, local time Grandville Public Schools-Administration Office 3839 Prairie Ave SW

B. Attendance at the pre-bid meeting is required in order to submit a bid proposal for these services C. Responses to questions and requests for clarifications will be made by addenda only after the pre-bid meeting if required. Any representations and/or oral discussions not confirmed by addenda will not be binding upon the Owner.

11. POST-BID INFORMATION

A. After the bids are received, tabulated, and evaluated by the Owner, the apparent lowest bidder (s) shall meet with the

Owner at a post-bid meeting, if requested by Owner, for the purpose of determining any contract overlaps or omissions.

B. The Owner reserves the right to physically inspect and view the Contractor’s equipment at any time prior to awarding a contract or upon request at a later date.

12. ACCEPTANCE AND REJECTION OF BID PROPOSALS

A. Low bid price is not always the determining factor in the awarding of the bid. Other factors considered may include, but not be limited to, delivery and/or completion time, quality, past performance, and references.

B. Bids are considered irregular and may be rejected for any of the following reasons unless otherwise provided by law:

1) If bid proposal form furnished is not used, altered, or incomplete.

2) If there are unauthorized additions, qualifications, conditions, or irregularities of any kind which may make the bid incomplete, indefinite or ambiguous as to its meaning.

3) If bidder adds any provisions reserving right to accept or reject any awards of contract.

4) Failure of the bidder to inspect the proposed sites.

5) Bidder’s lack of expertise as shown by past work and judged from the standpoint of workmanship and performance history or past references.

6) If any pertinent instructions to bidders are not fully complied with.

13. SALES TAX

Owner is exempt from all taxes. A tax exemption certificate will be issued upon request.

14. PAYMENT

A. Payment will be processed within thirty (30) days of receipt of invoice, assuming no discrepancies exist, after approval of request for payment.

B. The Contractor is responsible for submitting all invoices within thirty days of the date for which services are rendered.

15. SCHEDULING AND HOURS OF WORK

A. Plowing services shall be performed at times mutually agreed upon between Owner and Contractor. Contractor shall be responsible for complying with all local ordinances regarding working times. Contractor assumes all liability for complying with local ordinances. Any changes to the established schedule must have prior approval of the Owner, and scheduled at the least disruptive time possible.

B. Scheduling of work must be coordinated with the individual facilities’ operational needs in order to avoid disruption or unsafe conditions.

16. SAFETY AND PROTECTION OF SITE

A. All work must be performed within the codes, standards and municipal ordinances of the community within which the property is located and must meet all federal, state and local regulations.

B. The safety of the Contractor’s employees and the public is of prime concern to the Owner, and the Contractor must take all necessary steps to assure proper safety during the performance of the contract. Any bidders that have a history of safety problems or a high incidence of accidents will not be considered for award of a contract.

C. All machinery shall be operated by trained and qualified personnel.

D. Contractor shall perform all work so that no damage to the building, grounds or finished materials result. Contractor shall be responsible for all damages to the Owner’s property caused by either equipment or operator error and shall repair any damage to the satisfaction of the Owner. The Owner reserves the right to repair all damages with other sources if the Contractor fails to do so. The Contractor shall then be back-charged for all costs required to complete these repairs.

E. The Contractor shall be responsible and liable for any and all damages caused by any action or inaction of an employee or subcontractor working for the Contractor.

F. In the event that the Contractor causes building damage which compromises the security of the building, the

Contractor is responsible for immediately contacting the Owner’s representative.

17. INDEMNIFY AND HOLD HARMLESS AGREEMENT

Contractor agrees to accept responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the Owner, its officers, and employees, from actions, claims, damages, disabilities or the cost of litigation that are asserted by any person or entity to the extent arising out of the negligent acts or omissions or willful misconduct in the performance by the seller hereunder, whether or not there is concurrent negligence on the part of the Owner, but excluding liability due to the active negligence or willful misconduct of the Owner. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for seller or its agents, under workmen’s compensation acts, disability benefits acts or other employees’ benefits acts.

18. WORKMANSHIP/INSPECTION

A. Performance will be evaluated based upon the expectation of a neat, professional looking appearance of the District parking lots.

B. Where not more specifically described in any of the various sections of these specifications, workmanship shall conform to all of the methods and operations of best standards and accepted practices of the trade or trades involved, and shall include all items required for completion of the services. All work shall be executed by personnel skilled in their respective lines of work.

C. The Owner may request a meeting with the Contractor at any time for the purpose of evaluating the Contractor’s performance. Items not completed to the satisfaction of the Owner will be corrected by the Contractor within a mutually agreed timeframe. Failure by the Contractor to remedy concerns of the Owner may result in the termination of this contract.

19. TERMINATION OF CONTRACT

A. The Owner reserves the right to review and/or terminate the contract if at any time the Contractor fails to conform to the requirements of this contract, seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt, if any legal proceedings are commenced against Contractor which may interfere with the performance of the contract or if the Contractor has failed to supply an adequate working force, or material or proper quality, or has failed in any other respect to prosecute the work with the diligence and force specified and intended by the terms of the contract.

B. In the event of termination of the contract, any excess of the cost arising there from will be charged against the

Contractor and his sureties, who will be liable thereof. All monies due the Contractor or retained under terms of the contract shall be forfeited to the Owner.

20. SPECIFICATION OF SERVICES

A. SCOPE OF WORK

This contract shall be for:

1. Plowing snow from the District’s parking lots, driveway, and entrances by 6:00 a.m. whenever snow reaches the depth of two (2) inches as measured on the District premises or when drifting occurs. Questionable conditions need to be pre-approved by the Grounds Supervisor or designated District representative.

2. Unless otherwise arranged, the Contractor will remove snow on building approaches anywhere that a plow can adequately travel. Contractors should generally clear the building approaches with no assumption that any District personnel will shovel the last few feet up to the doors.

3. If snow must be removed from the District premises by a loader, the contractor will arrange for such service to be performed. It is the responsibility of the Contractor to notify the Grounds Supervisor or designated representative at 616-254-6530 if snow removal is needed.

4. If there is an additional charge for excessive snow amounts, the bidder must include the additional charge in the bid.

5. The bidder will repair any damages caused by plowing. This includes lawn and landscaping.

6. Plowing for daytime, evening, and weekend activities will be at the request of the

District.

7. Bid price shall be for the 2025-2026, 2026-2027 and 2027-2028 seasons. The District reserves the right to terminate the contract at any time due to the contractor’s failure to comply with the terms of the contract. The District will notify the contractor of termination ten (10) days prior to any action being instituted. The contractor will be permitted a rebuttal during this period

B. GENERAL CONDITIONS

1. Smoking is not permitted on school grounds. The Contractor shall ensure all employees observe this law.

2. The Contractor shall provide the Owner with a means of immediate communication regarding site completion, emergencies or any other occasion that may arise. A cellular phone number or pager number and e-mail address of the person responsible for managing this contract must be provided on the bid proposal form.

3. The Contractor shall provide a list of available plowing equipment for this contract. This list must be submitted with the Bid Proposal.

21. BID PROPOSAL FORM

BID PACKAGE: District Wide Snow Removal Services

DUE DATE: Wednesday June 25, 2025 – 1:00 PM, local time.

TO: Grandville Public Schools 3839 Prairie Ave SW

Attn: Arlyn Cribley, Operations

NAME OF BIDDER

Firm Name:

Address:

Telephone: Fax:

AGREEMENTS

The undersigned understands that the Owner reserves the right to reject any and all bids and to waive informalities and irregularities in bidding.

Owner also reserves the right to withhold bids for a period of time (60 days) from bid opening date.

The Owner reserves the right to accept or reject any or all bids in whole or in part, or to waive any informality therein. If in the Owner’s opinion it is in his/her best interest, the contract may be awarded to other than the lowest bidder, for reason of establishing uniformity, delivery time, etc.

If award is made to us under this proposal, we agree to enter into an Agreement with (School District) to furnish products and/or services, in strict accordance with this proposal, bid documents and all pertinent portions of plans, drawings and specifications.

ADDENDA

The undersigned acknowledges receipt of the following addenda:

Addendum Number Dated

Addendum Number Dated

LEGAL STATUS OF BIDDER

1. A Corporation organized and existing under the laws of the State of

2. Name, title, and signature of individual duly authorized to execute contracts:

Name:

Title:

Signature:

REFERENCES: Attach the names of five references to your bid, preferably school districts.

Name of Company/District:

Contact Person: Phone No:

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFB. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. Furthermore, I understand that fraud and unlawful collusion are crimes under Federal Law, and can result in fines, prison sentences and civil damages awards.

I hereby certify that I am authorized to sign as a representative for the following firm:

Firm Name:

Address:

Telephone: Fax:

Cellular Phone: Pager No.:

Position:

Signature:

Check Off

A list of equipment owned and proposed to be used for these services is enclosed.

Statement disclosing any familial relationship between the owner or employee of the bidder and any member of the district’s board or superintendent.

Grandville Public Schools - District Wide Plowing

Company Name: __________________________ Phone # _____________________

PER TIME PLOW

2025-2026 2026-2027 2027-2028

1. Robotics Building ___________ __________ __________

4900 Canal, Wyoming

2. Century Park Learning Center ____________ ___________ ___________

5710 Kenowa, Wyoming

3. Grandview Elementary ____________ ___________ ___________

3701 – 52nd St, Wyoming

4. South Elementary ___________ ___________ ___________

3650 Navaho, Grandville

5. West Elementary ____________ ___________ ___________

3777 Aaron, Grandville

6. East Elementary _____________ ___________ ___________

3413 – 30th, Grandville

7. Central Elementary ____________ ___________ ___________

4052 Prairie SW, Grandville

8. Cummings Elementary ____________ ___________ ___________

4261 Schoolcraft, Grand Rapids

9. Oakestown Intermediate ____________ ___________ ___________

3535 Wilson Ave, Grandville

10.Prairie View Campus & ____________ ___________ ___________

PCA Church 3131 Barrett, Grandville

11.Grandville High School ___________ ___________ ___________

4700 Canal, Grandville

12.Grandville Middle School ___________ ____________ ___________

4900 Canal, Wyoming

13.Maintenance/Transportation ____________ ____________ ___________

4100 Kenowa, Grandville

TOTAL REMOVAL COST 13 SITES____________ ____________ ____________

Hourly rate for additional services__________ ____________ ____________

Grandville, MI 49418

616-540-2968

Company Name:

According to Section 1267 of the Revised School Code the bid must be accompanined with a sworn and notarized statement disclosing any familial relationship between th and any member of the district's board or superintendent of the district.

There are no familial relationships between the bidder, the owner or an employee of the bidder and any member of the district's board or superintendent.

Yes, there is a familial relationship between the bidder, the owner or an employee of the bidder and a member of the district's board or superintendent.

If so, please state the person(s) and the relationship:

Bidder, the Owner and/or Employee District Board and/or Superintendent

Subscribed and sworn this day of 2025

In the County of State of by Notary Public

Signature

My commission expires on: Seal or stamp: