RFP 26.1114 SWR Grounds Maintenance.docx

proposal instructions Department of Transportation Southwest Region Grounds Maintenance Request for Proposal No. 260000001114 Solicitation Manager Name: ReChelle Kendrick Direct Phone:517-335-5905 Email: kendrickr1@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724 This is a Request for Proposal (RFP) for:

Broad “Turf” Ground Maintenance (12 Different Locations) RFP Timeline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the RFP Structure and Documentation table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 30 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder. Note that all documents and information submitted in any manner as part of a proposal will become public record immediately upon receipt by the State. Proposals received may be posted by the State on the State’s publicly available website after bidders are notified of the award recommendation.

6. MANDATORY MINIMUM REQUIREMENTS. None

7. EVALUATION PROCESS The State will evaluate each proposal on a PASS/FAIL basis based on the following criteria:

The State may utilize all bidder information to determine fair market value for goods or services sought. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who receives a PASS for each criterion and has the lowest price.

The State will publish an Award Recommendation and Evaluation Synopsis, by posting a Notice of Intent to Award (NIA1) on www.michigan.gov/SIGMAVSS.

12. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to Michael Meddaugh at MeddaughM@michigan.gov no later than 3:00 p.m., three (3) business days after posting the Award Recommendation and Evaluation Synopsis on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” link.

13. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, all portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED CONFIDENTIAL TREATMENT FORM WITH YOUR BID. Completion and submission of the Confidential Treatment Form (CT Form) is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a copy of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “PUBLIC COPY.”

Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, may be publicly disclosed by the State without redaction after an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law. The State is not obligated to notify a bidder if a FOIA request for bidder’s proposal is received nor if bidder’s proposal is made available to the public.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

confidential treatment form INSTRUCTIONS. A signed and dated Confidential Treatment Form (CT Form) must be submitted with your proposal, regardless of whether your proposal contains confidential information.

1. Complete either Section 1 or Section 2 of this form and sign where indicated. Do not complete both sections. Note: Completion of Section 2 is required to request confidential treatment.

2. This form must be signed by the individual who signed the bidder’s proposal.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive.

In addition, failure to follow the instructions on this form or to properly complete and submit it may result in the entire proposal being publicly disclosed by the State without redaction after an award recommendation.

See the Confidential Treatment Form and the Freedom of Information Act section of the Proposal Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the proposal if the bidder does not request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 2.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is not requested.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED Bidders must complete, sign, and submit this section with the proposal, to request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 1.

Bidders must specifically identify the information to be protected as confidential and/or proprietary and state the reasons why protection is necessary. As shown in the table below, the following details are required for each confidentiality request.

1. The proposal page number, section number, and paragraph number.

2. Whether the material referenced is Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI). Bidders may not request confidential treatment of resumes, pricing, and marketing materials.

3. An explanation of the specific legal grounds that support treatment of the material as TS, FI, or PI and a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite an applicable exemption or case name.

4. The person at their organization authorized to respond to inquiries by the State concerning the material and their contact information.

REQUIRED: Bidders completing this section must also submit a copy of the proposal with the trade secret, financial, and proprietary information redacted and clearly label this redacted copy as the PUBLIC COPY.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

Bidders may add rows or additional pages using the same format shown in the table.

State of Michigan FOIA Requests The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions.

If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

The State is not obligated to notify a bidder if a FOIA request for bidder’s proposal is received nor if bidder’s proposal is made available to the public. This form, and any additional justification letters, are not exempt from release under FOIA.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company vendor questions worksheet Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number.

Website address.

Number of years in business.

Number of employees.

Legal business name and address of parent company, if any.

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a for the awarded vendor.

If you enter “YES”, you are not eligible for contract award or to work as a for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name.

Contact name.

Contact role at time of project.

Contact phone.

Contact email.

City.

State.

Zip.

1. Project name and description of the scope of the project.

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 2

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Voluntary Protection Program

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

9. Labor, Antidiscrimination and Environmental Laws Compliance

Bidder must disclose any violations of state or federal labor, antidiscrimination and employment laws and regulations received within the past five years.

Bidder must disclose any violations of state or federal environmental laws and regulations received within the past five years.

10. Prevailing Wage

SCHEDULE A – STATEMENT OF WORK

Request for Proposal (RFP) No. 260000001114 Southwest Region Broad “Turf” Ground Maintenance - 12 Locations This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTOR/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

SCOPE

MDOT Southwest Region provides transportation related construction and maintenance needs for local communities within their jurisdiction.

Michigan.gov/MiProcurement The Southwest Region is requesting board “turf” ground maintenance to include, mowing, pruning, flower planting, litter services, spring and/or fall pickup for 12 different locations. here will be no herbicide usage or fertilizer application. No Subcontractors will be allowed for this contract. This contract is for two years with no options to renew.

· Carpool Armstrong Lot M-40 at M-43

· Carpool Lot M-40 and I-94

· Carpool Lot US-131 and M-216

· Carpool Lot US-131 at D Ave Interchange

· Carpool Lot US-131 at Stadium Drive (BL131)

· Constantine Lot

· Jones Maintenance Garage

· Mendon Property M-60 Batten & Lake St

· Mottville Bridge and Mottville Roadside Park

· Paw Paw Central Repair

· Southwest Region Maintenance

· Southwest Region Office

REQUIREMENTS

1. General Requirements The Contractor must also provide the following:

A. Contract Activities require personnel to comply with High Visibility clothing requirements. All workers must wear high-visibility safety apparel as specified in the Michigan Manual of Uniform Traffic Control Devices [see MDOT - Transportation Standards and Special Details (state.mi.us)], Sections 6D.03 and 6E.02.

B. All local noise, dust, and work-hour ordinances shall apply to the Contract.

C. MDOT will not be responsible for any cost associated with the disposal of any service provided in this contract. MDOT will not be responsible for any citations, fines or tickets received, while performing Contract activities.

D. The Contractor must protect motorists at all times from any materials or equipment stored inside the closure.

E. Contractor shall take any other actions themselves or as directed by the MDOT, to protect the safety and health of the public, state employees, State property and property of the local unit of government during the performance of this Contract.

F. Inability to perform the activities of this Contract at any time will not be acceptable and may be caused to terminate the Contract as specified within the attached Standard Terms and Conditions.

G. Any misrepresentation by the Contractor of its ability to perform the work described in this Contract will be grounds for immediate termination.

1.1. Damage to Private and Public Property

During vegetation maintenance operations, the Contractor must exercise due caution and care not to damage adjacent fences, shrubs, banks, hedges, poles, hydrants, mailboxes, trees, landscape plantings, etc. The Contractor shall be held financially responsible for any and all damages resulting from vegetation maintenance operations per MDOT 2020 Standard Specification for Construction section 107.

1.2. Documents for Informational Purposes

The documents referenced in this section are not Contract requirements. The documents are those that MDOT currently uses for vegetation maintenance and are strictly for information purposes only. MDOT does not warrant or guarantee, in any way, the outcomes achieved by the Contractor if using any document included for “information purposes only.” Other documents to include:

a. MDOT Roadside Vegetation Manual

b. Performance Guides 126, 127, and 172.

1.3. Supplies

The Contractor must supply all materials. Use only such materials that are recommended and approved by the CCI.

The Contractor must submit a complete list, by brand names and product numbers (if applicable), of all supplies to be used in fulfilling this Contract, and must submit a Materials Safety Data Sheet (MSDS) prior to starting any work.

The State reserves the right to accept or reject any items listed on the MSDS. Contractor must immediately furnish an acceptable substitute for any item rejected by the State. The Contractor must provide a list of the vegetation maintenance supplies, including herbicides that it will utilize for this project, including manufacturer's name and proposed annual estimated quantities (see Schedule B - Location Specifications). Please note, each LSS may have different pay items regarding pruning, shrubs, ornamental trees.

1.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

List all exception(s):

2. Description of Work

2.1. Ground Maintenance

Contractor will provide the following services, as described within this contract and managed by the “Program Manager”. Program Managers may vary per LSS.

A. Mowing, String Trimming, Blowing Grass Cuttings from parking lots and sidewalks, removing and disposing of debris and litter.

B. Monthly Rough Cut C. Landscape pruning and weeding, including removal of debris front of building(s) D. Flower Gardening – Limited Locations E. Spring Cleanup of leaves, sticks and debris F. Fall Cleanup of leaves, sticks and debris G. Heavy Trash Pickup

2.2. Mowing, String Trimming and Removal of Residual Vegetation Mowing Grass will not be cut less than 3 inches from the ground.

GRASS SHALL NOT BE MOWED WHEN WET.

MDOT reserves the right to reschedule a mowing cycle due to weather at no additional cost.

Cutting operations shall be performed to provide a smooth, finished appearance. There will be no brush or dense vegetation on the grass.

String Trimming Trim grass around all fixed objects and trees at EVERY MOWING, to include drainage structures and other appurtenances. Extreme care shall be used to prevent injury to MDOT fixed objects and trees. Contractor will be liable for damages as determined by the Program Manager .

All requested trimming shall be done in accordance with the mowing.

Trimming shall be considered incidental to the mowing pay item and not paid for separately.

Removal of Residual Vegetation The Contactor will use equipment to remove all residual vegetation (grass, clippings, leaves, dirt, litter, debris) as a result of performing contract activities during the day of scheduled mowing.

Removal of the residual vegetation will include, but not limited to the following areas: all sidewalks, concrete picnic table pads, parking areas drainage structures and flower and shrub areas.

MDOT defines residual vegetation as any vegetation with a diameter of one (1) inch or less shall be removed during mowing the operation.

Removal of Residual Vegetation shall be considered incidental to the mowing pay item and not paid for separately.

2.3. Pruning – (limited locations, shrub, bushes, and trees - Some locations will have ornamental trees as referenced on the LSS.)

The Contractor will provide pruning services on shrub, bushes, and trees as specified and scheduled by the Program Manager. OAK TREES SHALL NOT BE TRIMMED BETWEEN APRIL 15TH AND JULY 15TH.

All pruning shall be done in compliance with ANSI 300A Standards.

It is the responsibility of the Contractor to monitor and maintain the condition of the shrub, bushes and trees ensuring that the plants are kept in a condition to prevent insect infestation and decay, to include removal of dead, damage, and diseased branches.

Any litter or debris (including dead, damaged, or diseased branches) as a result of pruning will be removed day of scheduled service, by Contractor.

2.4. Litter Pick Up and Disposal

The desired condition is defined as no litter. Litter includes, but is not limited to paper, cardboard, Styrofoam, plastic, cloth, wire, steel bands, cable, garbage bags, tire tread, car parts, pallets, sheet metal, furniture, etc., as may be found on the roadside. All litter/trash shall be picked up ahead of mowing operation and after the mowing operation. The Contractor must notify the PM daily when the liter pick up begins as is completed.

The Contractor shall provide bags and deposit litter and debris in the bags in a secure manner. The bags shall be tied and placed in piles along with objects too large to bag in a safe and secure place. Bags shall not be stored in front of signs or guardrail.

Bags and debris shall be removed the same day it is collected. It shall be the Contractors’ responsibility to haul away and dispose of the debris. All costs associated with litter removal, disposal of refuse, and associated costs are the responsibility of the Contractor.

Any refuse shall be disposed of in a “Class II” licensed landfill. Proof of proper disposal shall be provided to the M upon request. The Contractor will not be responsible for disposal of suspected hazardous materials discovered during the course of this work; such discovery shall immediately be reported to the PM.

MDOT will not be responsible for any cost associated with the disposal of waste, to include, but not limited required landfill waste testing, transportation of waste or disposal of waste.

Litter Removal will be measured by visual inspection of randomly selected areas identified in the attached LSS.

2.5. Semi Annual Services, Spring and Fall Clean Up

Semi Annual Services is needed for limited location(s), as listed on the applicable LSS Sheets and will be scheduled prior to the first mowing of the season, and after the last mowing.

The Contractor will rake all leaves, sticks, trash, and other debris from the lawn and dispose of at his/her own expense. Mulching to be determined by Program Manager.

2.6. Aeriation & Seeding – Limited locations

Aeriation & Seeding is needed for limited location(s), as listed on the applicable LSS Sheets.

The work will consist of perforating the soil and supplying seed at specified areas. Contractor will submit description of the seed to Program Manager prior to purchase.

2.7. Flower Gardening – Limited Locations

A flower garden is needed for limited location(s), as listed on the applicable LSS Sheets.

Flowers type must be an “annual” and purchased in planters. Contractor will submit description of flower to program manager prior to purchase.

The Contractor will supply and plant two (2) flats of flowers as well as maintain flower bed to promote growth.

The Contractor will complete planting before Memorial Day of each year.

Flower purchase shall be considered incidental to the Flower Garden pay item and not paid for separately.

2.8. Mowing Schedule

The Program Manager shall notify the Contractor when and where to begin each mowing cycle. Estimated cycles will vary per location as listed within the attached LSS.

Mowing shall be performed between April 1st and October 31st the Contractor shall 10 working days from the date of notification to complete each cycle.

LAWN MAINTENACE CYCLE The Lawn Maintenance Cycle includes grass mowing, trimming and edging, proper removal/disposal of lawn litter, including trash, and landscape debris such as leaves, sticks, grass clippings and organic debris by the Contractor according to the following specification.

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The Contractor is responsible notify the Program Manager via e-mail or phone before starting work and during mowing operations providing updates on a daily basis to identify the scheduled mowing areas. Mowing start date must be approved by the PM.

3. Equipment and Supplies

3.1. Standards

All Equipment shall be built in accordance with the U.S. Government, American National Standards (ANSI) and Federal and Michigan’s Occupational Safety and Health Administration (OSHA & MIOSHA) standards.

Equipment failure WILL NOT constitute an acceptable reason for failure to provide contract services. Adjustments to providing this service, including any weather-related deviations, must be approved by the Program Manager or designated representative.

3.2. Mowing Equipment

All equipment will be able to produce a clean, sharp cut to the grass at all times. Equipment which in any way pulls or rips grass, or damages the turf, will not be allowed. All mowing equipment shall be of such type to permit the heights of cut to be adjusted to 3 inches.

Contractor must identify equipment used to conduct Contract Activities on attached LSS Sheet.

3.3. Communication Equipment

All drivers, operators, and supervisors are required to have in their possession appropriate communication between the driver, operator, supervisors and Program Manager or designee. Appropriate communications is defined as a functioning compatible cellular phone or radio communications (Other than a citizen band).

3.4. Supplies

The Contractor must supply all materials that are specified in the LSS. Use only such materials that are recommended and approved by the Program Manager.

At the beginning of each year, the Contractor must submit a complete list, by brand names and product numbers (if applicable), of all supplies to be used in fulfilling this Contract and submit a Safety Data Sheet (SDS) prior to starting any work.

The State reserves the right to accept or reject any items listed on the SDS. Contractor must immediately furnish an acceptable substitute for any item reject by the State.

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4. Coordination With Other Activities The Contractor shall use discretion when mowing near the public. The mowing cycle shall begin on vacant grounds first and then continue so as not to inconvenience the visitors. The safety of the visitors shall not be jeopardized to complete the cycle.

Landscaping, weed spray, fertilization or other work performed by MDOT, contract agencies or other Contractor may occur during the life of this contract, therefore, the Contractor shall coordinate his operations with other activities as directed by the PM.

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5. Service Requirements

5.1. Contract Execution

All Contract Activities must not begin before April 1, 2026.

5.2. Reporting

The Contractor must submit monthly progress reports to the Program Manager or CCI upon request.

5.3. Meetings

The Contractor must attend the kickoff meeting prior to Contract Activities. The State may request other meetings as it deems appropriate.

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6. Staffing

6.1 Contractor Program Manager

The Contractor must appoint one individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”). The Contractor must notify the Contract Administrator at least 7 calendar days before removing or assigning a new Contractor Program Manager.

Contractor Program Manager Contact Information Name

Title

Office Phone

Mobile Phone

Email

6.2 Emergency Contact and 24/7 Telephone Number

The Contractor must specify two emergency contacts who must be available 24 hours a day, 7 days a week to receive emergency work orders or if the Project Manager cannot be reached.

Primary Emergency Contact Information Name

Title

24/7 Phone Number

Secondary Emergency Contact Information Name

Title

24/7 Phone Number

7. Disclosure of Subcontractors No Subcontractors will be allowed for this contract.

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8. Security The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

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9. Pricing

9.1 Price Term

Pricing is firm for the entire length of the Contract.

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10. Ordering

10.1 Authorizing Document

The appropriate authorizing document for the Contract will be a State issued Delivery Order Contract.

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11. Acceptance

11.1 Acceptance, Inspection and Testing

The State will use the following criteria to determine final acceptance of the Contract Activities:

a. Visual inspections.

b. Repeat request. If after the visual inspection the Program Manager may require a repeat of service at the expense of the Contractor.

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12. Multiple Contracts Awarded to The Same Vendor Inability to perform the activities of this Contract at any time will NOT be acceptable and may be cause to terminate the Contract as specified within the attached Standard Terms and Conditions.

MDOT reserves the right to restrict the number of Contracts awarded to a single Contractor based on the ability of the Contractor to satisfactorily perform Contract work within Contract time limits.

13. Invoice and Payment

13.1 Invoice Requirements

All invoices submitted to the State must indicate: (a) invoice date; (b)…