RFP.SWR Tree Removal Services.docx

Proposal Instructions

Department of Transportation Southwest Region – Trimming; Tree & Shrub Removal Request for Proposal No. 250000002817 Solicitation Manager Name: ReChelle Kendrick Direct Phone: 517-335-5905 Email: KendrickR1@michigan.gov

This is a Request for Proposal (RFP) for:

Tree and shrub removal services including trimming for counties within Southwest Region RFP Timeline

Southwest Region Office

*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

Schedule B – Location Specification Sheets (Excel Spreadsheet)

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. MANDATORY IN PERSON PRE-PROPOSAL MEETING. A mandatory pre-proposal meeting will be held on Tuesday, August 19, 2025, at 11:00 a.m. EST., located at the Southwest Region Office, 1501 Kilgore Road, Kalamazoo, MI 49001.

Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS as explained in the Modifications section of this document Attendance at the pre-proposal meeting is limited to [1] person per bidder. If the pre-proposal meeting is mandatory, a bidder may be disqualified by being late. Subcontractor sign-in is permitted in lieu of the bidder as evidence of attendance. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 10 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

4. 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.

5. QUESTIONS. Bidder questions about this RFP must be to the Solicitation Manager, ReChelle Kendrick at KendrickR1@michigan.gov, 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.

6. DELIVERY OF PROPOSAL. 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.

7. MANDATORY MINIMUM REQUIREMENTS. To avoid disqualification, the bidder must meet the following mandatory requirements. Only proposals meeting the mandatory minimum requirements will be considered for evaluation. All documentation must be submitted during the solicitation process.

A. Bidder must be currently listed as a MDOT Prequalified Contractor in the following category(s): N2 – Clearing & Grubbing The list of Prequalified Contractors may be found at https://mdotjboss.state.mi.us/PSVR/PrequalifiedContractors.htm.

B. The Contractor must be licensed and the staff conducting chemical application must be certified in the Michigan Department of Agriculture and Rural Development (MDARD) Commercial Pesticide Applicator Categories.

a. Category 3B – Ornamental Plant and Shade Tree Pest Management

b. Category 6 – Right of Way Pest Management.

C. In accordance with Public Act 10 of 2023 (see MCL - Act 10 of 2023 - Michigan Legislature), the bidder and all subcontractors of the bidder must be registered with the Michigan Department of Labor and Economic Opportunity (LEO) to perform work on State of Michigan projects. A copy of the bidder’s and their listed subcontractors’ active State Project Registration Confirmation letter (provided by LEO) must be submitted with bidder’s solicitation response. Failure to do so will result in disqualification.

Registration for State Project Contractor may be completed on the LEO website, LEO - Prevailing Wage.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

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.

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.

Participation in RFP Development or Evaluation

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

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

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

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.

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.

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.

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.

Other

Schedule A – Statement of Work

CONTRACT ACTIVITIES

Request for Proposal (RFP) No. 250000002817 Southwest Region – Trimming; Tree & Shrub Removal 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 CONTRACTORS/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

This Contract is for tree and shrub removal and trimming for the Michigan Department of Transportation (MDOT). Services must be provided in the Southwest Region. The attached Location Specification Sheets (LSS) identify the locations and description of services for this Contract.

All Contract Activities shall be done in accordance with all regulations governing the state agency wherein the work is to be performed and with minimum possible interference with the proper functioning of the activities of the state agency. In the case of inclement weather and/or hazardous road conditions, the Contractor may not be allowed to work along the roadway. It shall be at the discretion of the MDOT Program Manager or designee whether to allow the Contractor to work in that area under such conditions.

REQUIREMENTS

Bonds The Contractor must furnish performance and lien bonds each for not less than 100% of the total contract price. The bonds must be on forms provided by MDOT. The bonds must meet the requirements of Michigan law and MDOT and include other items such as the Powers of Attorney and Endorsement as specified by MDOT. The same surety responsible for writing the performance bond must write the lien bond. It is the Contractor’s responsibility to ensure that the lien bond conforms with the terms of MCL 570.101 et seq.

Project Prevailing Wage Requirements, applicable only if construction or installation is required as part of Contract Activities The Contractor (and its Subcontractors) must pay all mechanics and laborers employed directly on the site of the work, unconditionally and at least once a week, and without subsequent deduction or rebate on any account, the full amounts accrued at time of payment, computed at wage rates not less than those stated in the advertised specifications as prevailing wages based on locality, regardless of any contractual relationship which may be alleged to exist between the Contractor or subcontractor and the laborers and mechanics.

Contractor must post the scale of wages to be paid in a prominent and easily accessible place at the site of the work. Contractor must obtain the Official Prevailing Wage Rates for each respective county here: https://www.michigan.gov/leo/bureaus-agencies/ber/wage-and-hour/prevailing-wage/prevailing-wages-by-county

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Genal Requirements The Contractor must provide the following services:

A. The Contractor, through innovation, technology, or other means shall perform and provide the required tree shrub removal services to complete the frequencies determined by the State and otherwise do all things necessary for, or incidental, to the performance of work. The Contractor must be capable of completing multiple work requests concurrently between October 1st thru April 1st of the upcoming fiscal year.

B. The Contractor shall provide all labor, materials/supplies, equipment, tools, supervision, and any incidental services or items required to perform the Contract Activities.

C. Except where otherwise indicated within this Schedule A, all materials and workmanship must be in accordance with the MDOT Standard Specifications for Construction, 2020 Edition [see MDOT - Standard Specifications for Construction (state.mi.us)], and in accordance with any relevant/applicable Frequently Used Special Provisions (2020), and any relevant/applicable Supplemental Specifications (2020).

D. 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.

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

F. 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.

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

H. 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.

Licenses & Certifications To avoid disqualification, the bidder must meet the following mandatory requirements:

A. Bidder must be currently listed as a MDOT Prequalified Contractor in the following category(s): N2 – Clearing & Grubbing The list of Prequalified Contractors may be found at https://mdotjboss.state.mi.us/PSVR/PrequalifiedContractors.htm.

B. The Contractor must be licensed and the staff conducting chemical application must be certified in the Michigan Department of Agriculture and Rural Development (MDARD) Commercial Pesticide Applicator Categories.

a. Category 3B – Ornamental Plant and Shade Tree Pest Management

b. Category 6 – Right of Way Pest Management.

C. In accordance with Public Act 10 of 2023 (see MCL - Act 10 of 2023 - Michigan Legislature), the bidder and all subcontractors of the bidder must be registered with the Michigan Department of Labor and Economic Opportunity (LEO) to perform work on State of Michigan projects. A copy of the bidder’s and their listed subcontractors’ active State Project Registration Confirmation letter (provided by LEO) must be submitted with bidder’s solicitation response. Failure to do so will result in disqualification.

Registration for State Project Contractor must be completed on the LEO website, LEO - Prevailing Wage.

Equipment

a. Inspection. The MDOT Program Manager, or designee, shall have the right to inspect all equipment and materials which are to be used in Contract Activities. Any such equipment or materials which do not comply with local, state, and federal regulations or with this Contract may be rejected by the MDOT Program Manager.

b. Specifications. The Contractor’s equipment must be commercially available, in good repair, and shall be maintained so as to produce a clean, sharp cut to the vegetation at all times. Equipment which in any way damages the turf, soil or slopes, shall not be allowed.

c. Condition of Equipment. All equipment shall be approved through acceptable demonstration of the equipment’s capabilities, suitability, and condition to MDOT. Demonstrations will be at no cost to MDOT.

d. Equipment Failure. Equipment failure WILL NOT constitute an acceptable reason for deviating from the scheduled activates of this contract.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Service Level Specifications A. Tree Removal. All trees designated by the MDOT Program Manager or their designee shall be removed. Said designation will be a dot painted on the roadside of the tree, approximately at Diameter Breast Height (DBH). A list of trees to be removed and their locations will be supplied by the MDOT Program Manager or designee. Only those trees so marked and, on the list, shall be removed. The State reserves the right to increase or decrease the quantity of trees at any time.

1. Each tree shall be flush cut 3” above ground or less and parallel to terrain regardless of stump grinding requirements.

2. All wood larger than three (3) inches in diameter shall be removed from the right of way within three (3) working days.

a. The Contractor shall contact property owner(s) and follow requirements as stated in above section, Disposal of Tree Wood.

b. If the property owner(s) does not want the wood, subject wood becomes the property of the Contractor, who shall remove it from the site and dispose of it properly.

3. All brush less than three (3) inches in diameter shall be chipped immediately. Chip material must be removed from site.

4. Trees shall not be dropped across the roadway.

5. At no time may cut wood or brush be placed within 15 feet of the roadway, unless being loaded onto equipment for immediate disposal.

6. The Contractor shall keep the site of operation as clean as possible at all times and shall leave all sidewalks, gutters, pavement, shoulders, lawns, and yards clean of all debris when the work is completed.

7. All wood and brush disposed of must be in accordance with the MDARD regulations concerning Emerald Ash Borer.

B. Corridor Tree Trimming

1. Cut and remove all trees, brush, vegetation, & dead wood with a DBH of 18” or less, through the clear zone or to Right of Way (ROW) whichever is less. Discretion will be used at properties of residences and businesses. All other trees in section must be trimmed to a minimum clearance of 25’ above the traveled roadway. All trimming work shall be done in accordance with the International Society of Arboricultural guidelines, ANSI A300 standards for pruning, and under the direct supervision of an ISA Certified Arborist.

2. Measurement and Payment: Corridor Tree Trimming shall be measured and paid for by stations. Stations for this item will be 2640’ sections per direction of travel along the centerline of the project with no deductions for bridges or bare areas. PM or designee will provide a minimum of 4 stations, not guaranteed consecutively, per road section, per county.

C. Stump Removal

1. The Contractor is responsible for grinding stumps and bracing roots at least six (6) inches below grade. Soil can be returned to the hole and leveled even with the existing grade. Chips shall be removed from site and disposed of properly.

2. The Contractor shall keep the site of operation as clean as possible at all times and shall leave all sidewalks, gutters, pavement, shoulders, lawns, and yards clean of all debris when the work is completed.

3. No on-site storage of equipment will be allowed.

4. All wood cut prior to stump removal shall be removed from the work site prior to stump grinding.

5. All stump grinding shall be performed within three working (3) days after tree removal unless approved by MDOT Program Manager or designee.

D. Tree Trimming – Maintenance

1. Tree trimming shall be performed on trees as designated by the MDOT Program Manager or designee.

2. Tree trimming shall be conducted according to National Arborist Association Class III – Hazard Pruning specification. The specifications are located on Pages A-3 and A-4 of the most current National Arborist Association Standards for Pruning of Shade Trees. The Contactor is expected to be knowledgeable of these standards.

3. ll wood and brush disposal resulting from tree trimming activity is included in the per hour contract price.

4. All trimming must be to a minimum height of 25 feet above roadway.

E. Site Restoration

1. The Contractor shall remove all chips from stump grinding operation.

2. Contractor must fill hole with weed-free friable topsoil. Topsoil shall be level with grade after settling.

3. Topsoil shall be scratched with a rake and grass seed shall be broadcast over the soil.

4. Grass seed used shall be recommended for spot seeding sunny areas or for spot seeding shady areas.

5. All site restoration requirements and duties shall be finished no later than one (1) work week (five business days) after stump grinding is completed unless approved by MDOT Program Manager or designee

F. Chemical Stump Treatment

1. Contractor must obtain written approval from the MDOT Program Manager or designee before any chemical treatment.

2. Immediately after removal of stump, treat with herbicide labeled for cut stump treatment.

3. Contractor must be licensed for, and individual applicators must be certified in Category 6 – Right-of-Way pesticide application.

G. Brush Cutting – Limited Access & Free Access Routes

1. The Contractor shall, at all times, provide satisfactory equipment and force of qualified workers sufficient, in the opinion of the MDOT Program Manager or designee, to perform the work described herein. The force of qualified workers shall be sufficient to perform brush cutting and related activities in a timely basis.

2. Typically, the area to be brush cut on limited access roads includes a strip 35 feet wide adjacent to the outside shoulder of both roadways unless restricted by the right-of-way limits or the ditch back slopes. Some locations within designated clear zones and clear visions areas may require wider cutting. These areas will be determined and designated by the MDOT Program Manager or designee.

3. The Contractor shall notify the MDOT Program Manager or designee within 24 hours in advance of starting work. Program Manager or designee shall make joint or individual pricing inspection of all specified cutting areas, both prior to and upon completion of brush cutting operation. The inspection is for the purpose of documenting existing damage to turf, guardrails, delineator posts, signage, light fixtures, etc., and those caused by the Contractor’s cutting operations. This inspection may be videotaped.

4. Woody vegetation shall be cut according to the following guidelines:

a. Cut woody vegetation, twigs and trees up to 4 inches back to a point four feet past the flow line of the ditch where ditches are less than 35 feet from the edge of the road.

b. Cut woody vegetation, twigs, and trees up to 4 inches back to the natural treeline when the treeline is less than 35 feet from the edge of the road. Trees larger than 4 inches shall be paid separately under the tree removal.

c. If there is not a ditch or treeline within 35 feet, clear to a line 35 feet from the edge of the road.

5. Cutting operations shall be performed parallel to the roadway in the direction of traffic. The Contractor is not to encroach into the traffic lane.

H. Bridge Slope Clearing The limits for clearing at bridges and culverts shall be within an area 10 feet away from the structure and 30 feet from each fascia, or up to the MDOT right-of-way, whichever is less, or as directed by the Program Manager or designee. Follow the requirements as defined in this Contract for tree removal, tree trimming, or brush cutting, stump removal and site restoration.

I. Complete Clearing The limits for complete clearing shall be restricted to MDOT limited access right-of-way within the freeway system. The work will begin at the toe of slope and travel up the backslope to the right-of-way fence. All brush, vegetation and trees, up to 24 inches, will be included in this section. Trees larger than 24 inches fall under the specifications of Section 1.5. A. Tree Removal.