RFP 37-25-009-A Grade Separation and Herbicide Application.pdf

THE CHARTER COUNTY OF WAYNE, MICHIGAN

REQUEST FOR PROPOSALS

FOR

GRADE SEPARATION MOWING & HERBICIDE

APPLICATION

CONTROL NO. 37-25-009-A

RFP TIMETABLE

ACTION DATE TIME

RFP Issue Date 09/05/2025

Proposer’s Questions Due 09/12/2025 4:00 P.M. LOCAL TIME

Responses to Proposer’s Questions 09/17/2025

Oral Presentations* TBD

Proposals Due 10/06/2025 2:00 P.M. LOCAL TIME

Notice to Award** TBD

Contract Start Date** TBD

* If Necessary

** Estimated Dates

Procurement Contact: Erika Hunter, Strategic Sourcing Analyst ehunter@waynecountymi.gov

(313) 224-2310

Description: The County of Wayne Roads Forestry Division is requesting proposals for Grade Separation Mowing

& Broad Leaf Herbicide Application on various county roads.

A copy of this RFP may be obtained from the BidNet Direct website (formerly MITN.info) at https://www.bidnetdirect.com, until the deadline date and time noted above mailto:ehunter@waynecountymi.gov https://www.bidnetdirect.com/

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ANNOUNCEMENT

Wayne County is in the process of implementing Oracle Fusion Cloud Services, including

Enterprise Resource Planning (ERP), which is anticipated to be launched Fall 2025. All contract awards and payments will be managed in the new system.

The new system will also provide improved supplier communications, increased transparency, and streamlined payment processes. Awarded suppliers will receive an invitation to access the new system Supplier Portal to manage company profiles, submit invoices electronically, and track payment status in real time.

BidNet Direct (aka MITN System) will continue to be the platform for posting solicitations and receiving vendor proposals. This process is not changing.

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Contents

PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

1.2 Objective

1.3 Overview of Solicitation (RFP) Document

1.4 Contact with Wayne County Personnel

1.5 Wayne County Rights & Responsibilities

1.6 Subcontractors

1.7 Disqualification of Respondents

1.8 Freedom of Information Act (FOIA)

1.9 Disclosure of Contents

1.10 County-Based Enterprise (and other) Advantage Programs

1.11 Final Agreement Award Determination

1.12 Conflict of Interest

1.13 Gratuities

1.14 Compliance with Laws

1.15 Cooperative Contract (Optional)

1.16 Proposal Guarantee

1.17 Pre-Proposal Meeting and Site Visit

1.18 Definitions (Optional)

SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

2.2 Preferred Qualifications (Optional)

SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

3.2 Specifications:

3.3 Contract Term:

3.4 Additional Specifications:

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

4.1 Wayne County Responsibility

4.2 Truth and Accuracy of Representations

4.3 Proposer Q&A

4.4 Preparation of the Proposal

4.5 Proposal Submission Requirements

4.6 Duplicate Proposals

4.7 Withdrawal

4.8 Evaluation Process

4.9 Evaluations and the Proposal Evaluation Committee

4.10 Evaluation Criteria

4.11 Optional Tools to Enhance the Evaluation Process

4.12 Negotiations

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4.13 Wayne County Option to Reject Proposals

PART 2 – SUPPLIER SUBMITTAL REQUIREMENTS

SECTION 5.0 – REQUIRED DOCUMENTATION AND FORMS

5.1 REFERENCES THAT DEMONSTRATE MINIMUM QUALIFICATIONS

5.2 PROPOSAL FORM

5.3 PRICING SHEET AND OTHER PRICING REQUIREMENTS

5.4 PROPOSAL GUARANTEE/BID BOND

5.5 RESPONSE TO SCOPE OF WORK REQUIREMENTS FORM

5.6 TERMS AND CONDITIONS FORM

APPENDICES

Appendix A – Price Sheet

Appendix B – Agreement/Contract or Terms and Conditions

Appendix C – Performance and Payment Bond Samples

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PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

INTRODUCTION: Through this Request for Proposals (RFP), the Charter County of Wayne (County) hereby invites businesses who meet the qualifications and specifications set forth herein to submit proposals for the purpose of Grade Separation Mowing & Herbicide Application.

GENERAL WAYNE COUNTY INFORMATION: Situated in the heart of the Great Lakes region along the beautiful Detroit River, Wayne County is the 19th most populous county in the United States. With 43 distinct communities including the automotive capital of the world - Detroit, Wayne County is rich in history, culture, arts, and world-class amenities. We take pride in being one of the most diverse counties in the United States; a place where different cultures come together to offer a truly cosmopolitan experience.

Wayne County offers a first-class business environment, a top-rated international airport, diverse residential areas, expansive parks, and a multitude of recreational and cultural activities. We are home to several major universities including Wayne State, the University of Michigan-Dearborn, and the University of Detroit- Mercy. We have several award-winning secondary and primary schools, as well as numerous community colleges and vocational schools. We are also home to the Detroit Symphony Orchestra, Michigan Opera Theater, Detroit Institute of Arts, the Henry Ford, and dozens of theaters, art galleries and concert halls.

With hundreds of musical and cultural events every year, Wayne County is Michigan's cultural epicenter.

SPECIFIC BACKGROUND INFORMATION:

Contractor services are required for:

• Grade Separation mowing,

• Broadleaf herbicide applications,

• Full width litter/trash pick-up, trimming, and weed whip,

• Herbicide sterilization on various county roads.

Contract will be for six (6) mowing cycles per year. Herbicide application shall occur in two (2) cycles, (one in the spring and one in the fall).

1.2 Objective

The general objectives of this solicitation are the following:

• competitively award a contract

• ensure there is a fair process at every step of the procurement process

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• to fulfill the purchase request in a timely manner

• ensure that taxpayers dollars are spent wisely

1.3 Overview of Solicitation (RFP) Document

The solicitation is composed of the following 2 parts:

PART 1: REQUEST FOR PROPOSALS

Section 1.0: INTRODUCTION, OVERVIEW, INSTRUCTIONS: Specifies the information regarding the requirements of the solicitation process.

Section 2.0: MINIMUM QUALIFICATIONS: Specifies the requirements a Proposer must meet in order to be considered for evaluation.

Section 3.0: SCOPE OF WORK: Sets forth a description of the required Grade Separation Mowing &

Herbicide Application.

Section 4.0: PROPOSAL EVALUATION, SELECTION & AWARD PROCESS: Includes information on how proposals will be evaluated, selected and awarded.

PART 2: SUPPLIER SUBMITTAL REQUIREMENTS (CHECKLIST)

Section 5.0: REQUIRED DOCUMENTATION AND FORMS: Proposer will submit the required documentation and complete the requisite forms that will be utilized in determining whether the Proposer is a responsive and responsible Proposer that has the capacity and capability to deliver and provide products under this agreement.

1.4 Contact with Wayne County Personnel

In order to create a more competitive and unbiased procurement process, the County has designated a single point of contact for the duration of this solicitation. From the issue date of this proposal, until a Successful Proposer is selected, all requests for clarification or additional information regarding this RFP, or contact with County personnel concerning this RFP or the evaluation process must be solely to the contact person listed on the cover page of this RFP.

If it is discovered that a Proposer contacted and received information regarding this Solicitation from any Wayne County personnel other than the person specified above, the Wayne County Procurement Director, in his/her sole discretion may disqualify its proposal from further consideration. Only those communications made by the Procurement Department contact in writing will be binding with respect to this RFP.

If it is later discovered that a violation regarding this section has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this RFP.

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1.5 Wayne County Rights & Responsibilities

Wayne County has the right to amend this RFP by one or more written addenda. Wayne County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda.

Should any such addenda require additional information not previously requested, Proposer’s failure to address the requirements of such addenda may result in the Proposal not being considered, as determined in the sole discretion of Wayne County. Wayne County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on its behalf, other than the Procurement Director, Procurement Director’s designee, and/or stated contact for the solicitation.

It is the Proposer’s responsibility to periodically check the source of the RFP until the posted Proposal Deadline to obtain any issued addenda. However, Wayne County will make reasonable efforts to inform all Proposers of any clarifications, modifications, or amendments.

When, either before or after receipt of proposals, Wayne County changes its requirements or terms and conditions, the Procurement Director, or their designee, shall amend the solicitation.

The Procurement Director will have the discretion to extend the RFP deadline date if he/she determines that it is in the best interest of the County. Furthermore, the Procurement Director may also cancel the original solicitation and issue a new solicitation if it is in the best interest of the County or if the amendment is so substantial in nature as to exceed what prospective offerors reasonably could have anticipated, so that additional sources likely would have submitted offers had the substance of the amendment been known to them.

1.6 Subcontractors

In an effort to promote supplier diversity, Wayne County encourages Proposers to identify and include qualified disadvantaged businesses as subcontractors when proposing to provide products and services to the County.

Subcontractors (or their assignments), as it pertains to the Scope of Work, may not be changed without prior written approval by the County. The Contract will not be assignable to any other business entity without the County’s approval. Proposers are encouraged to consider a joint venture.

1.7 Disqualification of Respondents

Any one or more of the following causes may be considered sufficient for the disqualification of a Proposer and the rejection of the Proposal:

a. Evidence of collusion among proposers

b. Lack of competency as revealed by either financial, experience, or equipment statements

c. Lack of responsibility as shown by past work

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d. Uncompleted work under other contracts which, in the judgment of the County, might hinder or prevent the prompt completion of additional work if awarded

e. Being in arrears on existing contracts, in litigation with the County, or having defaulted on previous contracts.

1.8 Freedom of Information Act (FOIA)

Proposal responses, resultant contract(s) and all information submitted to Wayne County by Proposers and Contractors is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

1.9 Disclosure of Contents

All information provided in the proposal shall be held in confidence and shall not be revealed or discussed with competitors, until after award of the contract except as provided by law or court decision. All material submitted with the proposal becomes the property of the County and may be returned only at the County’s option.

Proposers must make no other distribution of their proposals other than authorized by this RFP. A Proposer who shares cost information contained in its proposal with other County personnel or competing Proposer personnel shall be subject to disqualification.

1.10 County-Based Enterprise (and other) Advantage Programs

Wayne County administers a procurement program that gives pricing advantages (equalization credits) to businesses located within Wayne County and to businesses located within the 10 Targeted Growth

Communities within Wayne County (Detroit, Ecorse, Hamtramck, Highland Park, Inkster, Melvindale, River

Rouge, Romulus, Sumpter Township, and Taylor). The County shall apply equalization credits up to 7% to the price for proposals submitted by certified County Based Enterprises (CBE) and 2% for Targeted Growth

Community Enterprise (TGCE).

County Based Enterprise / Targeted Growth Community Enterprise Equalization Allowance Table

Contract Amount Equalization

Percentage

Up to $50,000 (CBE) 7%

$50,000 to $200,000 (CBE) 5%

$200,000.01 and over (CBE) 2%

Targeted Growth Community Enterprise (TGCE) 2%

This program also includes five additional certifications that provide businesses with equalization credits.

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The five additional certifications are: Small Business Enterprise (SBE), Expanding Business Enterprise

(EBE), Joint Venture (JV), Mentor Venture (MV) and Veteran Enterprise (VE). These equalization credits for qualifying certified suppliers have maximum allowable credits that cannot exceed 10% of the price. All suppliers and their first tier subcontractors*, who wish to receive credits for their proposals, must be certified by the Human Relations Division at the time of Proposal and must submit a copy of their current certification in the proposal.

Certification Eligible for

Equalization Credits

Equalization

Percentage

Small Business Enterprise (SBE) 2%

Expanding Business Enterprise (EBE) 2%

Joint Venture (JV) 2%

Mentor Venture (MV) 2%

Veteran Enterprise (VE) 2%

Equalization Allowance table for SBE, EBE, JV, MV, VE

If you have questions regarding certification or to apply for certification please visit Human

Relations website at https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx or call the office (313) 224-5021.

Most federal and state funded projects will not include the application of geographic advantages such as the

CBE and TGCE in accordance with funding requirements as well as other advantage categories; in these cases, equalization credits will not apply.

*Additional equalization credits will be awarded to first tier CBE and TGCE subcontractors of the Proposer.

(See section 4.10.5)

1.11 Final Agreement Award Determination

The County reserves the right to withdraw the RFP, to award to one Proposer, to any combination of Proposers, by item, group of items, or total proposal. The County may waive informalities. The Proposer to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Proposer at the address designated in the proposal. If, for any reason, a contract is not executed with the selected Proposer within a reasonable amount of time, as determined by Wayne County, after notice of recommended award, then the County may recommend the next most responsive and responsible Proposer. Award of this proposal is contingent upon the availability of funds for this project, within the sole discretion of the County. Acceptance of the Proposer’s proposal does not constitute a binding contract.

https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx

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There is no contract until the agreement is approved by the Wayne County Commission (if such approval is required by the Procurement Ordinance) and executed by the County Executive.

The County is not liable for performance costs until the successful Proposer has been given a fully executed contract. Failure to accept the terms and conditions of the County’s Standard Contract may deem the Proposer non-responsive.

1.12 Conflict of Interest

No Wayne County employee or agent whose position in Wayne County enables him/her to influence the selection of a Supplier for this RFP, or any competing RFP, nor any spouse of economic dependent of such employees, shall be employed in any capacity by a proposer or have any other direct or indirect financial interest in the selection of a supplier.

1.13 Gratuities

It is prohibited for any Wayne County officer, employee or agent to accept a gratuity for themselves or for a relative, except as permitted by the County’s Procurement Ordinance.

A proposer shall not offer or give either directly or through an intermediary, consideration, in any form, to a Wayne County officer, employee or agent for the purpose of securing favorable treatment with respect to the award of the Contract.

1.14 Compliance with Laws

The Proposer must comply with all federal, state, and local laws and policies including, but not limited to:

A. The provisions of the Wayne County Procurement Ordinance governing “Ethics in Public Contracting”, as applicable to contractors, being Article 12 of Chapter 120, and Contractor agrees to provide all required disclosures;

B. The Michigan Civil Rights Act;

C. The Persons With Disabilities Act;

D. The Age Discrimination Act;

E. Section 504 of the Rehabilitation Act;

F. The Slavery Era Disclosure Ordinance;

G. The Fair Employment Practices of the Equal Contracting Opportunities Ordinances.

1.15 Cooperative Contract (Optional)

Wayne County, as the Lead Public Agency has partnered with Michigan Association of Counties (“MAC”) to make the resultant Contract, from this solicitation available to other Wayne County municipalities and counties across the state, including school districts and local governmental entities, and agencies for the public benefit (“Public Agencies”), through the Collaborative Procurement Plus (“CoPro+”) program. Wayne County is acting as the contracting agency for any other Participating Public Agency that elects to utilize the

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Contract. Use of the Contract by any Public Agency is preceded by their registration as a Participating Public Agency in Collaborative Procurement Plus (“CoPro+”) program.

As it applies to cooperative agreements, participation in the cooperative program is not a mandatory component or requirement in this solicitation in order for a Proposer to receive an award. Proposers have the option to be considered for a County agreement only or for both a County and cooperative agreement.

Purpose of Cooperative Contract

1. Provide governmental agencies opportunities for greater efficiency in procuring goods and services

2. Take advantage of state-of-the-art purchasing procedures to insure the most competitive contracts

3. Provide competitive price and bulk purchasing for multiple government agencies that yields economic benefits unobtainable by the individual entity

4. Provide quick and efficient delivery of goods and services

5. Equalize purchasing power for smaller agencies that are unable to command the best contracts for themselves.

Administrative Fees An administrative fee of 1.5% will be collected on a quarterly basis. The fee will be calculated against the quarterly sales volume for all purchases made under this agreement. A request for Quarterly Sales Reports will be sent out from M.A.C. (Michigan Associations of Counties). M.A.C. is the CoPro+ consortium administrator.

All administrative fees collected under the CoPro+ consortium will be distributed between M.A.C., Wayne County and CoPro+ members that place a sales order against the Master Agreement.

1.16 Proposal Guarantee

A proposal guarantee, in the form of a bid bond in the amount of 5% of the total price of the proposal, must be submitted with the proposal. A proposal guarantee is a guarantee that the Proposer will enter into a contract for the work if the proposal is accepted.

1.17 Pre-Proposal Meeting and Site Visit

NOT APPLICABLE

1.18 Performance and Payment Bonds

Performance and Payment Bonds, in the amount of 100% of the contract value, will be required of the awarded supplier.

1.19 Definitions (Optional)

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SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

Interested and qualified proposers that can demonstrate their ability to successfully provide the services/products outlined in the Scope of Work/Specifications section of this RFP are invited to submit proposal(s), provided they meet the following minimum qualifications:

a) The Proposer, its subcontractor, or its key personnel must have worked on at least three (3) comparable projects within the past three (3) years; and

b) The Proposer, or its subcontractor must have service locations within a two (2)-hour drive from the

County facility located at 29900 Goddard Rd. Detroit MI 48242 to accommodate County personnel in delivering equipment for repair; and

c) Employee’s doing the Broadleaf Herbicide Application must possess a Michigan Department of Agriculture Commercial Pesticide Applicator License with the following endorsements

i) Commercial Core

ii) Right Of Way

Failure of the Proposer to meet all of the minimum qualifications will eliminate its proposal from any further consideration.

2.2 Preferred Qualifications (Optional)

Following the determination of meeting the minimum qualifications, the Proposer may be scored higher during evaluation if they meet the following preferred qualifications:

a) The Proposer, its subcontractor, or its key personnel must be MDOT Construction Prequalified 1313

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SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

Mowing Services

a) The work to be done under this contract will include furnishing all labor, equipment and materials necessary for Grade Separation mowing, trimming, litter/debris pickup, litter/debris disposal and traffic control in accordance with the Michigan Manual of Uniform Traffic Control Devices and the Special

Conditions/Provisions listed in Specifications below. Litter is to be picked up before mowing and any cut up or residual litter must be picked up after.

b) All clippings must be blown out of street and catch basins. Wayne County must be notified every

Monday by via email of what was mowed the week before and the following week’s mowing plan (time of email to be determined upon award). Mowing must still be completed in construction zones.

Therefore, some effort must be made to mow in those areas when necessary. Wayne County’s

Contract Administrator contact information (for weekly email) to be provided upon contract award.

c) This work shall consist of mechanical mowing of turf on the center medians and adjacent roadsides.

d) All turf must be uniformly cut with no skips or misses, any skips or misses shall be corrected by the contractor at his/her expense as noted by the Contract Administrator before being allowed to continue to the next mowing cycle.

e) All areas to be mowed shall be mowed to an average height of four (4) inches to avoid scalping of the turf. Removal of grass clippings from the turf areas is not required as part of this contract. It shall be the responsibility of the contractor to minimize or eliminate, if possible, blowing or directing grass clippings onto the traveled portion of the roadway. Excessive grass clippings must be blown out of the roadway back on the median.

f) Once initiated, Mowing operations shall continue until all designated mowing is completed-even if a

Contractor holds multiple contracts with the County. Only adverse weather conditions shall be cause to delay completion of each mowing cycle. Wayne County’s Contract Administrator may make adjustments in the mowing cycle dates when unusual conditions are experienced.

g) The contractor and subcontractor must be able to provide broadleaf herbicide application for Wayne

County roads as identified in the Appendix A Price Sheet (locations and quantities (acreage) of services.)

h) County Responsibilities

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i) The Department Manager of Wayne County Department of Public Services Roads Division, Forestry Section will be the Contract Administrator for this contract.

ii) The Contract Administrator reserves the right to determine whether the quality of work completed is acceptable.

i) The tentative mowing cycle is as follows:

Six (6) cycles of mowing starting May 2025. Service is dependent upon weather conditions.

Contractor to submit mowing cycle dates with proposal, which the County will review. Mutually agreed upon dates will be determined upon Contract execution.

j) These estimates were made in good faith. The quantities shown are estimates only and the County reserves the right to increase or decrease amounts as circumstances may require.

Herbicide Broadleaf Spraying

a) There will be two (2) cycles of herbicide broadleaf spraying per year. One (1) cycle will occur in the spring and one (1) cycle will occur in the fall. Specific dates will be determined and mutually agreed upon after Contract execution. The tentative start dates will remain the same for subsequent years.

The County reserves the right to change the tentative dates based upon necessity.

Equipment

a) Each proposer must submit a list describing the numbers and types of equipment available including make, model and year of equipment. The Contract Administrator and a Purchasing Agent will inspect all equipment and maintenance facilities identified by the lowest responsive and responsible proposer’s list prior to award of any contract(s). A proposer that is recommended for contract award will not be approved until it can establish to the County’s satisfaction that it has equipment and facilities necessary to satisfactorily perform.

b) The Contractor shall make equipment readily available for the mowing operation for the duration of the contract with the County of Wayne.

c) The Contractor shall furnish, operate and maintain suitable and adequate equipment necessary to perform the mowing operation in an approved safe, competent manner without hindrance, delay or damage to the roadside.

d) The equipment must be commercially available, in good repair and shall be maintained so as to produce a clean, sharp cut to the grass at all times. The equipment shall be capable of doing a neat job of mowing without misses or skips.

e) The Contractor must maintain availability of sufficient equipment and personnel to perform all service requirements stated herein. Although the County will consider alternate equipment, the following is the suggested minimum equipment per group:

Recommended Equipment and Minimums:

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• Six (6) 60” to 72” zero turn riding mowers

• Six (6) gas powered weed whips

• Three (3) – gas powered leaf blowers

• Five Hundred (500) gallon sprayer

• Six (6) Kut Kwick Slope Mowers or equivalent

*Mowers – (Brand Names or Equivalent)

• Slopemaster – Kut Kwick

• Super Slopemaster – Kut Kwick

• Power Trac

f) The quantities shown are estimates only and the County reserves the right to increase or decrease amounts as circumstances may require. These estimates were made in good faith.

3.2 Specifications:

Instructions for Grade Separation Mowing

a) Traffic shall be maintained throughout the project in accordance with the current Michigan Department of Transportation (MDOT) Standard Specifications for Construction, the current Michigan Manual of Uniform Traffic Control Devices and as herein specified.

b) The Contractor shall coordinate this work with other Contractors performing work in the area to be mowed or adjoining areas to avoid conflicts in construction signing and the maintenance of traffic.

c) The Contractor shall provide all personnel and equipment to satisfactorily perform the work described herein. The Contractor shall provide, without cost to the County, all incidental items required to perform the work though not specified or indicated.

d) The Contractor shall protect the property of the Wayne County Department of Public Services and the Michigan Department of Transportation at all times..

e) The Contractor shall perform mowing as specified in the Mowing Schedule and according to the Yearly Totals, as provided herein and as directed by the Contract Administrator.

Grade Separation Mowing

This work consists of grade separation mowing, trimming, litter removal and traffic control.

a) Mowing, trimming and litter removal shall include all turf for the right of way (ROW) for the designated road segment.

b) The Contractor and the County’s Contract Administrator shall make a joint visual inspection of all specified mowing areas both prior to and upon completion of mowing operations. The inspection is for the purpose of documenting existing damage to turf, guardrails, signage, light fixtures, etc., and those caused by the Contractors mowing operations.

c) The work shall consist of mechanical mowing of turf on the center medians, adjacent roadsides between shoulder or curb and property lines.

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d) All turf must be uniformly cut with no skips or misses, any skips or misses shall be corrected by the contractor at his/her expense as noted by the County’s Contract Administrator before being allowed to continue to the next mowing cycle.

e) Grade separations through the contract area may vary from zero (0) to forty (40) degrees. There may be several soft areas where traverses and turns of heavy equipment on the Grades could cause extreme slope damage and erosion. Grade separation mowing includes mowing grass on the slopes and adjacent areas between slopes’ hinge point and the limited access right-of-way fence. The presence of extensive landscaping throughout this area precludes continuous parallel mowing between some trees with the riding slope mower. To insure a uniform turf appearance, all mowing litter pickup and trimming operations shall be completed in full on a daily basis. Both directions of the Road shall be mowed simultaneously.

Trimming

a) The Contractor shall trim grass and/or other vegetation around signs, bridge abutments, piers, fence, landscape areas and other appurtenance that cannot be reached with larger equipment. This includes removal of volunteer woody growth (plants) up to 3 inches in diameter. This also includes the area along the road right-of-way side of barriers and right-of-way fence.

Litter Removal

a) Litter removal shall be completed prior to mowing and trimming and shall be considered incidental to the mowing pay items. The Contractor shall provide an adequate supply of heavy-duty bags, and deposit litter and debris in the bags in a secure manner. The Contractor is likewise responsible for removal of other larger debris from the turf areas. These items include but are not limited to vehicle parts, broken tree limbs lying in turf areas, concrete, plastic and metal, glass either broken or intact, various boxes made of cardboard, wood or metal and other debris as may prevent complete mowing of the area. The bags and debris shall be placed in piles located in safe and secure locations. This accumulated litter shall not be placed on the traveled portion of the road including the emergency parking zone. The Contractor shall haul away the bags and debris and dispose at a legal landfill at his/her expense within 12 hours or less of collection and placement. Litter pick up services by the County of Wayne of bags and debris will not be considered part of this work. Under no circumstances will cutting of litter by mowers be allowed.

b) If all litter is not removed prior to commencement of the mowing operation, the Contract Administrator may stop the Contractor’ s mowing operation until all litter in the area of operation is removed.

Traffic Restrictions

a) All traffic lanes shall be open to traffic whenever work is not in progress.

b) No work shall be conducted during the weekend except as directed by the Contract Administrator.

c) The work shall be done in such a manner that traffic is not unduly hampered or delayed; otherwise, the activity shall be suspended as determined by the Contract Administrator.

d) No scheduled lane or shoulder closures shall be permitted during the Memorial Day and Labor Day Holiday weekends. The Memorial Day and Labor Day weekends begin at 4:00 pm on Friday and end at the normal starting time on Tuesday.

e) No scheduled work or lane closures shall be allowed during the Fourth of July holiday.

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f) Special events occur in the metropolitan Detroit area that generate unusually high volumes of traffic, and will require that no lane closures or work be allowed or that time restrictions in this contract be changed. All lane closures and work hours are subject to review by the Contract Administrator to consider special event traffic in the area.

g) No Contractor employee's private vehicles shall be parked within any road right of way.

Quality of Work

a) The Contract Administrator reserves the right to determine whether the quality of work completed is acceptable. In making this determination, the following standard will be applied:

b) Mowing operations, once initiated, shall continue until all designated mowing is completed including multiple contracts awarded to the same contractor. Only adverse weather conditions shall be cause to delay completion of each mowing cycle. The Contract Administrator may make adjustments in the mowing cycle dates when unusual conditions are experienced.

c) Mowing shall begin when the average grass height has reached twelve (12) inches and the Contractor has been directed to start mowing operations by the Contract Administrator.

d) All areas to be mowed shall be mowed to an average height of four (4) inches to avoid scalping of the turf. Removal of grass clippings from the turf areas is not required as part of this contract. It shall be the responsibility of the contractor to minimize or eliminate, if possible, blowing or directing grass clippings onto the traveled portion of the roadway.

e) Grades shall be mowed from shoulder to shoulder, or from shoulder to right-of-way fence. Other special areas shall also be mowed as designated by the Contract Administrator, such as clear vision areas at some Grade intersections.

f) Certain areas to be mowed may contain survey stakes, which must not be disturbed. Trimming shall be performed around these stakes if the Contract Administrator has permitted the contractor to mow in these zones.

g) Upon award, the contractor shall submit (to the County’s Contract Administrator), a proposed mowing cycle/schedule indicating areas to be mowed each day for review and approval (see Section 3.1j above).

h) Upon receipt of invoice and approval, payment shall be made in accordance with the contract quantities and contract unit prices.

Measurement and Payment

a) The completed work as measured for slope mowing, will be paid for at the contract unit price for the following contract items (pay items):

Pay Item Pay Unit Grade Separation mowing Acre (AC)

b) "Grade Separation mowing", of the type specified, will be measured by area in acres for all scheduled mowing. The contract unit price shall be payment in full for furnishing all materials, labor and equipment necessary to complete the work as specified.

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Damage

a) The Contractor shall at his/her own expense, preserve and protect from injury all property, either public or private, along and adjacent to the roadway, and he/she shall be responsible for and repair, at his/her own expense, any and all damage and injury thereto, arising out of or in consequence of any act or omission of the Contractor or his/her employees in the performance of the work covered by the contractor prior to completion and acceptance thereof.

b) The Contractor shall immediately repair all damage to signs, light fixtures, and delineators to the satisfaction of the Contract Administrator. Damage to traffic control devices (signs) shall be reported to the contract administrator immediately. Damage to turf areas, desirable natural growth, shrubs and trees identified at pre-bid meeting to include among other things: skinning, scraping or gouging of trees, shrubs and turf areas, ruts and deep wheel depressions on turf areas, and ruts, deep wheel depressions and wheel slipping damage on slope areas caused by the Contractor through negligence shall be repaired to the satisfaction of the Contract administrator as further described below.

c) Turf damage repairs shall be made by the Contractor in accordance with Sections 816 and 917 of the 2003 Standard Specifications for Construction and as herein specified. Only friable topsoil from a commercial source shall be used to fill any depressions, ruts, etc. prior to seeding. Seeding will only be allowed during the seasonal limitation periods.

d) All landscape plant material damaged by the contractor shall be replaced in kind according to Sections 815 and 917 of the 2003 Standard Specifications for Construction and as herein specified. Planting may only be done in the spring prior to May 10. All replacement plants must be maintained during the specified establishment period.

e) Payment for work performed maybe withheld until satisfactory repairs are made. If repairs are made by the department, the actual replacement costs including labor, equipment materials, and fringe benefits shall be charged to the Contractor.

3.3 Contract Term:

The term of the resultant contract shall be for a period of three (3) years from the date of award, with one

(1) additional year extension option, which may be exercised at the discretion of Wayne County.

3.4 Additional Specifications:

3.4.1 Service Work Schedules:

When the Contractor is onsite at County facilities the Contractor will observe the general operating hours of the facility, each facility may have different operating hours. If the Contractor and the

County contact at a facility agree to access outside of general operating hours those agreements are between the Contractor and the County contact and not with the County.

3.4.2 Service Security of Building and Property Requirements:

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County facilities are secured and Contractor will provide notification of its need to access County facilities timely so as to allow the County to notify security and to provide timely access to the

Contractor.

3.4.3 Service Equipment Requirements:

The Contractor is responsible for providing its own computer equipment and information technology systems, unless specified otherwise under this RFP.

3.4.4 Service Consumable Supplies Requirements:

NOT APPLICABLE

3.4.5 Service Inspection and Correction of Deficiencies Requirements:

The County may inspect the part of the plant, place of business, or work site of a Contractor or

Sub-Contractor at any tier, which is pertinent to the performance of any contract awarded or to be awarded by the County.

Repeated failure to correct deficiencies will result in cancellation of any contract awarded.

3.4.6 Service Capabilities:

The Contractor will provide professionals who are current with professional development and will provide such documentation as necessary to show compliance.

3.4.7 Ordering of Services:

NOT APPLICABLE

3.4.8 Customer Service:

Contractor provided professionals assigned to the engagement will reply to email or phone calls timely.

3.4.9 Roles and Responsibilities:

The Contractor will not subcontract the responsibilities outlined in this RFP without prior written approval (excluding subcontractor(s) disclosed in the response to this RFP).

3.4.10 Delivery Acceptance Criteria:

The designated Wayne County representative shall provide the final review and approval of the required services/products outlined in this RFP.

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3.4.11 Service Level Agreements:

NOT APPLICABLE

3.4.12 Milestones:

NOT APPLICABLE

3.4.13 Training:

NOT APPLICABLE

3.4.14 Success Criteria:

The Contractor is responsible for the successful performance of all requirements outlined in this

RFP.

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key information as well as instructions to proposers on how to prepare and submit their proposal:

4.1 Wayne County Responsibility

Wayne County is not responsible for representations made by any of its officers or employees prior to the execution of the Contract unless such understanding or representation is included in the Contract.

4.2 Truth and Accuracy of Representations

The Wayne County Procurement Director or designee may reject any proposal that is evaluated and determined to include false, misleading, incomplete, or deceptively unresponsive statements.

4.3 Proposer Q&A

Proposers may submit written questions regarding this RFP, by the questions deadline date, to the individual identified on the cover page. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number, and quote the language that prompted the question. This will ensure that the issue can be quickly found in the RFP. Wayne County reserves the right to group similar questions when providing answers.

Wayne County may modify the RFP at any time during the proposal process. All changes to the RFP will be posted as an addendum under the proposal number and each posting officially revises the RFP.

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4.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 180 days from the due date for responses to this RFP.

The Proposer will be responsible for completing all documents and forms listed under Part 2, Section 5, of this RFP, which is titled Supplier Submittal Requirements. If not provided, proposer will be required to download the forms. Complete the forms, including signature, and then upload the forms. These documents and forms are as follows:

• Documents demonstrating minimum qualifications – It is expected that a Proposer will include completed forms to demonstrate minimum qualification requirements are met, which include:

o References o Business Information Questionnaire (included in the Ethics in Contracting Form) o Resumes for key personnel o Licenses/Certificates

• Signed Proposal Form – The Proposer must sign the Proposal Form. Each signature represents binding commitment upon the Proposer to provide the goods and/or services offered to the County if the Proposer is determined to be the most responsive and responsible Proposer.

• Pricing Sheet – The Proposer must use the Pricing Sheet that accompanies this RFP. Any other pricing format submittal may result in disqualification.

• Proposal Guarantee – A bid bond in the amount of 5% of the total price of the proposal must be submitted with the proposal.

• Response to Scope of Work Requirements Form - The Proposer shall include a detailed response to the outlined requirements.

• Terms & Conditions Form – Proposer will review terms and conditions. Any exceptions to the terms and conditions need to be identified in the proposal otherwise it will be determined that the terms and conditions are acceptable to the Proposer.

• First Tier Subcontractor Designation Form – This form is required to be completed by all prime contractors for contracts greater than $50,000.

• Ethics in Contracting Vendor Form – This form is required to disclose any relationships between the principal/managing members of the proposing company and Wayne County employees for all contracts greater than$10,000.

• W-9 Form – This form is required to verify the proposer’s federal tax identification (EIN) number and legal business name.

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• Fair Employment Practices (FEP) Certificate – A current FEP certificate is required of all companies that do business with Wayne County. If the proposer does not have this certification, an on-line application shall be submitted to the Human Relations Department at the time of proposal submission for all contracts greater than $50,000. Print a hard copy of your company’s on-line application and submit with the proposal.

• Certificate of Insurance (COI) – A current COI is required, which lists, at minimum, commercial general liability limits and as applicable other insurance that may be required. The requirements for the resultant contract are listed in the Contract/Terms and Conditions attachment.

• DBE Form – NOT APPLICABLE

• Debarment Form - NOT APPLICABLE

• Evaluation Criteria – Proposer is to include any additional materials or documentation, which supports its ability to meet or exceed the Evaluation Criteria outlined in Section 4.10 of this RFP.

There are no unique formatting requirements. Information provided shall be organized and in a readable format.

4.5 Proposal Submission Requirements

To be considered, the proposal must be prepared in the manner and detail specified in this RFP.

1) Proposals, all attachments, and any modifications or withdrawals, must be submitted electronically through the BidNet Direct (MITN) Bid System (https://www.bidnetdirect.com/). Proposers should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but have the option to also provide copies of any documents in a non-modifiable form (e.g. PDF) with the sole exception of any pricing which must be provided in Excel format, when an Excel Pricing Sheet is provided. Proposer’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date and time identified above.

Proposals received after the deadline will not be accepted.

Do not wait until the last minute to submit the proposal, as the BidNet system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The BidNet system will not allow a proposal to be submitted after the due date and time identified on the cover page.

2) The opening/downloading of a proposal does not constitute the County’s acceptance of the Proposer as a responsive and responsible Proposer.

3) Submission of a proposal establishes a conclusive presumption that the Proposer is thoroughly familiar with the RFP, specifications and terms of the Form of Contract, and the County’s Procurement Ordinance, and that the Proposer understands and agrees to abide by each and all of the stipulations and requirements contained therein.

4) Proposals sent by facsimile, telegraph, or email will not be considered.

https://www.bidnetdirect.com/

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5) All costs incurred in the preparation and presentations of the proposal, as well as any resulting contract, are the Proposer’s sole responsibility; no such costs will be reimbursed to any Proposer. All documentation submitted with the proposal will become the property of the County.

4.6 Duplicate Proposals

No more than one (1) proposal from any Proposer, including its subsidiaries, affiliated companies and franchisees will be considered by the County. In the event multiple proposals are submitted in violation of this provision, the County will have the right to determine which proposal will be considered, or at its sole option, reject all such multiple proposals.

4.7 Withdrawal

Proposals may be withdrawn through the BidNet Direct System prior to the proposal deadline indicated on the cover page of this RFP. No proposal may be withdrawn after the deadline for submission.

4.8 Evaluation Process

All Proposals will be reviewed for compliance with the mandatory minimum requirements stated within this RFP. Proposals not in compliance with the mandatory minimum requirements will be eliminated from further consideration.

A. Wayne County may contact the Proposer for clarification of the Proposer's proposal.

B. Wayne County may require the Proposer to submit additional and/or supporting materials .

C. Responsive proposals will be evaluated on the factors identified in this RFP. The Proposer(s) whose proposal is advantageous to the County, taking into consideration the evaluation factors, will be recommended for award approval.

4.9 Evaluations and the Proposal Evaluation Committee

Wayne County reserves the right to judge the contents of the proposals submitted pursuant to this RFP and to review, evaluate and select the successful proposal(s).

All requests for proposals shall be reviewed and evaluated by an Evaluation Committee approved by the Procurement Director. Evaluation Committees are usually comprised of at least three voting members, but they can be any size. Voting membership on the Evaluation Committee shall be limited to County employees; however, the Procurement Director, Procurement Officer, public officials and/or consultants under contract with Wayne County may sit as non-voting consulting members. (Bid Evaluator’s Guide)

All proposals will be evaluated based on Section 4.10 below. All proposals will be scored and ranked in numerical sequence as outlined in the Bid Evaluator’s Guide. Wayne County may also, at its option, invite proposers being evaluated to make an oral presentation or conduct site visits, if appropriate.

After a prospective supplier/contractor has been selected, Wayne County and the prospective supplier(s)/contractor(s) will negotiate a contract.

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Each proposal that is timely received will be evaluated on its merit and completeness of all requested information. In preparing proposals, proposers are advised to rely only upon the contents of this RFP and accompanying documents and any written clarifications or addenda issued by the County. If a Proposer finds a discrepancy, error, or omission in the proposal package, or requires any written addendum thereto, the Proposer is requested to notify the Purchasing Contact noted on the cover page of this RFP, so that written clarification may be sent to all prospective proposers. The County is not responsible for oral representations. All questions must be submitted in writing to the Procurement Contact only before the Question Deadline indicated on the cover page of this document. All answers will be issued in the form of a written addendum.

Proposers shall not be provided any information about other proposals or prices or where the Proposer stands in relation to others at any time during the evaluation process. Any request for such information by a Proposer, its subcontractor or an affiliated party may be viewed as a compromise to the evaluation process and the requesting Proposer may be…