RFP - Fire Hydrant Commercial Blast and Painting - 25-016-536.pdf

City of Kentwood, Michigan Request for Proposals

Project No.: 25-016-536 Project Name: Fire Hydrant Commercial Blast and Painting Date of Specifications: June 25, 2025

Inquiries Deadline: Wednesday, July 2, 2025, at 2:00 PM (EDT) Due Date of Proposals: Wednesday, July 9, 2025, at 10:00 AM (EDT)

Fire Hydrant Commercial Blast and Painting

This solicitation, along with any attachments, may be downloaded from the Michigan Intergov-ernmental Trade Network (the “MITN”) website at www.mitn.info. Any and all addenda issued by the City of Kentwood (the “City”) must be viewed or downloaded at https://www.bidnetdirect.com/mitn/cityofkentwood. Award results will be posted on the MITN website. All responders intending to submit a proposal (the “Bidders”) must keep informed of any addenda for this Request for Proposals (the “RFP”). IT IS THE BIDDER’S RESPONSI-

BILITY TO DO SO.

The City recommends that all Bidders register with the MITN Purchasing Group at https://www.bidnetdirect.com/mitn.

The City issues this RFP to seek proposals from qualified contractors for professional fire hy-drant commercial blast and painting services (the “Work”) for hydrants identified and located within the City. It is the City’s intent to enter into an agreement (the “Contract”) with the con-tractor selected as the result of this RFP (the “Contractor”) for a portion of the Work to be completed over a one-year period with the option to extend for four (4) additional one-year terms.

BACKGROUND AND GENERAL SCOPE OF WORK

The City’s water district provides high-quality drinking water to residents and businesses with-in a six (6) square mile area and is located in Kentwood and Wyoming. The servicing area con-sists of 1,152 fire hydrants (the “Sites”). This project (the “Project”) will include furnishing all labor, equipment, and materials required to commercially blast and paint approximately 200 to 250 hydrants per year, for a total of five (5) optional one-year terms. The Contractor shall clean and paint all designated fire hydrants to the City’s specifications and shall work with the City to implement an agreed-upon hydrant cleaning/painting schedule, contractor/public contact proto-col, and protocol for communication with the City. Exhibit A includes a map of the City’s hy-drants. In year one (1), we would like to have 218 hydrants painted on the City’s major streets, which are identified in Exhibit A with a green arrow. Major streets include 44th Street, 52nd Street, 60th Street, Division, Eastern, Kalamazoo, Breton, and Walma Avenues. Years two (2) through five (5) will consist of 200 to 250 hydrants that are located on local streets.

TECHNICAL SPECIFICATIONS

The following specifications (the “Specifications”) shall be used for the Project:

1.

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Project No.: 25-016-536

Date of Specifications: June 25, 2025

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1. GENERAL

1.1. Contractor shall provide vehicles, staff, equipment, and services required to provide expertly cleaned and painted hydrants. It is expected that Steel Structure Painting Council (SSPC) standards, as well as Tnemec Series primer, paint, and clear coat product data sheets, will be followed during all steps of the product application. This includes but is not limited to trimming all vegetation around the hydrants as needed, blast removal of old paint and surface contaminants, ensuring the hydrant is free of moisture before painting, and guaranteeing that the dirt is backfilled as needed after the hydrant is painted.

1.2. Hydrants shall be painted as follows:

• Hydrant Barrel: Tnemec Series Safety Yellow

• Tops, Caps, Chains: Tnemec Series Safety Yellow

1.3. Contractor shall perform the Work under the direction and supervision of, and subject to the approval of, the City’s Utilities Services Supervisor, its project manager (the “City’s Project Manager”).

2. TIME AND QUANTITY

2.1. Initial contracted Work shall be completed between the date of award and a comple-tion date of no later than November 1, 2025.

2.2. City ordinance for allowed working hours in a residential area is 7:00 a.m. to 8:00 p.m., Monday through Saturday. No Sunday work or work beyond the hours listed above may occur unless the work has been deemed an emergency and mayoral ap-proval has first been obtained.

2.3. Once the Work of the Project has begun, the Contractor is expected to clean/sandblast and paint approximately 50-90 hydrants weekly, for a total of 200 hydrants each month.

2.4. The City reserves the right to increase and/or decrease quantities, and to add or delete locations during the term of the Contract; whatever is deemed to be in the best interest of the City.

2.5. Routes will be determined by the City’s Project Manager.

3. PROCEDURES

3.1. Contractor shall exercise extreme caution while working around vehicles, landscap-ing, curbs, streets, and personal and private property, etc. Any paint spills or splatters, debris from Site preparation, or any other work-related materials must be removed or cleaned from each work Site.

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3.2. Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions, rules, and programs, including all those required by law, in connection with the performance of this Contract. Contractor shall promptly remedy damage and loss to property, whether that of the City or other public entity, and/or to adjoining or adjacent private property, and/or injury to persons, caused in whole or in part by Con-tractor, or by anyone for whose acts Contractor may be liable.

3.3. Before painting occurs, each hydrant shall be prepared by using a blast cleaning speci-fication in accordance with SSPC and NACE SP-6 standards (now named the Associ-ation for Materials Protection and Performance). See Exhibit B for additional blasting and painting requirements.

3.4. Contractor shall place a protective barrier at the base of each hydrant prior to sand-blasting. Each application of paint shall be applied evenly, free from sags and runs, and with no evidence of poor workmanship.

3.5. Immediately after surface preparation is complete, one coat of primer paint shall be applied to all exposed metal surfaces of the hydrant. All peaks in the surface profile shall be thoroughly coated.

3.6. Hydrant caps are to remain on during the blasting process. Fire hydrants shall be completely free of old paint and grime prior to the application of the primer.

3.7. All material shall be brought to the job Sites in the original sealed and labeled con-tainers of the paint manufacturer and shall be subject to inspection by the City.

3.8. Application of coatings shall be in accordance with the manufacturer’s recommenda-tions for necessary temperature and humidity ranges, curing times, additives, etc.

3.9. The Tnemec Series application procedures shall be followed for the primer, paint, and clear coat.

3.10. All hydrant caps shall be removed prior to painting the hydrant barrel.

3.11. All hydrant cap threads shall be lubricated with anti-seize lubricant prior to painting and re-installation of all caps and chains.

3.12. There shall be no paint below the ground level.

3.13. If paint or primer is applied using a spray method, Contractor shall not spray hydrants on days when wind exceeds twenty (20) M.P.H., unless a protective enclosure is used.

3.14. Hydrants shall not be left unprimed for any period after sandblasting. After applica-tion of the primer coat and/or topcoat of paint, Contractor shall place signage on or around the hydrant indicating that there is wet paint. After the primer coat, topcoat, or second topcoat of paint is dry to the touch, the signage may be removed. Wet paint signage shall be approved by the City before its use.

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3.15. Contractor test the thickness of the painted hydrants with a magnetic gauge and addi-tional coats will be required if not in compliance. Thickness testing for each hydrant is to be collected and recorded in a daily logbook (the “Contractor’s Log”) and copies shall be presented to the City’s Project Manager on a weekly basis.

3.16. No coating or paint shall be applied under the conditions listed below. Painting shall be completed with time to permit sufficient drying/curing before damage by atmos-pheric conditions.

The conditions listed below shall be monitored and recorded in the Contractor’s Log by Contractor throughout the length of the Project When the surrounding air or metal surface temperature is below 45 º F or above 95 º F.

3.16.1. When surfaces are too wet or too damp.

3.16.2. When there is rain, snow, fog, or mist.

3.16.3. When the temperature is less than 5 º F above the dew point.

3.16.4. When it is expected that the air temperature will drop below 45 º F, rise above 95 º F, or drop to less than 5 º F above the dew point within eight (8) hours after the application of paint.

3.16.5. When relative humidity exceeds 85%.

4. PAINT SPECIFICATIONS

Wherever the City specifies a particular brand (e.g. paint), Bidders may offer a City-approved equivalent. (See Item 2.F on page 13 of this RFP on how to submit an exception to the Specifications.) The City reserves the right to determine equivalency.

4.1. First coat primer shall be Tnemec Series 90-97 applied at 2.5 to 3.0 mils dry thick-ness.

4.2. Second coat shall be Tnemec Series 73-SC09 applied at 3.5 to 4.0 mils dry thickness.

4.3. Final coat shall be Tnemec Series 1079 Metallic Clearcoat applied at 1.5 mils dry thickness.

5. EQUIPMENT

5.1. Project equipment shall be owned, insured, and maintained by Contractor.

5.2. The equipment must be stored off-site at night.

5.3. Contractor shall perform all Work in a manner that minimizes road hazards for the public. All reasonable precautions will be taken to protect private and public property.

5.4. Contractor shall be held responsible for total compliance with all safety practices and regulations, and without limitation, OSHA requirements. This includes all necessary personal protective equipment for workers.

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6. TRAFFIC CONTROL

6.1. Any traffic control devices necessary for the Work shall be provided by Contractor.

6.2. Traffic control shall be in accordance with Part 6 of the Michigan Manual Uniform

Traffic Control Devices (MUTCD).

6.3. Traffic control shall be considered subsidiary to other items of work.

7. INSPECTION

7.1. Contractor shall be subject to periodical work inspections conducted by the City’s

Project Manager, which shall include but not be limited to the cleaning and painting of hydrants. The City will inspect and verify the hydrants before payment is approved.

8. PAYMENT

8.1. The City will pay Contractor a unit price (see Proposal Form on page 15 of this RFP) for each hydrant painted and verified as completed by the City.

8.2. Acceptance of the Work, and approval for payment to Contractor, will be at the dis-cretion of the City’s Project Manager, not to be unreasonably withheld.

8.3. Contractor is to bill the City not more than monthly for the specified Work.

9. WARRANTY

9.1. A three (3) year warranty shall apply to all Work performed.

9.1.1. The City shall inspect the Work annually during the warranty period to determine if repairs are needed.

9.1.2. Paint failure includes but is not limited to cracking, peeling, flaking, blis-tering, and discoloration caused by factors such as poor surface prepara-tion, improper application techniques, unsuitable paint types for the sur-face, environmental conditions, or inadequate cleaning before painting.

9.2. In addition to any other warranties expressed or implied, the specific warranties of Merchantability and Fitness for a Particular Purpose apply to all Work performed as a result of this solicitation.

9.3. If at any time, any contract item fails to conform to the Specifications, the Contractor shall, at no additional cost to the City, promptly replace the defective item or rectify the problem. If the Contractor is unable to remedy such nonconformity during a speci-fied time consistent with the requirements, the City may undertake to remedy the non-conformity. In such a case, the Contractor shall reimburse the City for any costs thereby incurred.

10. STAFFING

The Contractor chosen as a result of this RFP:

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10.1. Shall provide its own competent employees to complete all required Work; no sub-contractors will be accepted.

10.2. Shall provide employees that will be easily identified by City residents, equipped with a picture ID, as well as clear vehicle identification.

10.3. Shall agree that because Contractor’s employees represent the City, the City has the right to insist that any particular employee, officer, or agent of the Contractor be re-placed should his/her performance be found to be unacceptable in any manner by the City’s Project Manager.

TERMS AND CONDITIONS OF THE WORK

In the event that the City enters into a Contract as a result of this RFP, the following terms and conditions shall apply:

1. Contract: The City intends to execute a Contract, as incorporated in this RFP, between the

City and the Contractor chosen to perform the Work that sets forth the terms, conditions, and specifications of the Work. All Work performed hereunder by the Contractor shall be in accordance with the Contract Documents (the “Contract Documents”) to be defined upon award of the Work.

2. Pre-Work meeting: Prior to commencement of the Work, representatives of the City and the Contractor, including its supervisory employee to be assigned as responsible for all as-pects of the Work, shall hold a meeting. The plan of operations and the schedule of the Work shall be reviewed and agreed upon.

3. Designated Representatives and Authority: The City’s Project Manager and/or their de-signee and/or appointed successor will be the City’s designated representative for the Con-tract, with authority and responsibility for ordering such Work as shall have been author-ized by the Contract, coordinating the specific scope of the Work, and providing directions to the Contractor.

4. Schedule of the Work: A mutually agreeable time schedule for completion of the Work (“Schedule of Work”) shall be as agreed upon between the Contractor and the City’s Pro-ject Manager and/or their designee, prior to commencement of the Work by the Contractor.

Changes to the Schedule of Work may be mutually agreed upon between the Contractor and the City’s Project Manager at any time during the Contractor’s performance of the Work, provided, however, that such changes shall be documented in writing and signed by both the Contractor and the City’s Project Manager.

5. Change in Work: Should a change become necessary in the Work, a written order signed by the City’s Project Manager (the “Change Order”) shall be issued to document the re-quested change in the scope of the Work. Contractor’s acceptance of a Change Order shall be by its written acceptance, oral representation, and/or by performance of the requested Work. In the event that such Change Orders constitute a substantial change in the scope of the Work and/or a change in the Contract Amount (as defined in Item 11. below), they shall

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Pr op os be documented in an Amendment to the Contract as provided in Item 24. on page 10 of this

RFP.

6. Independent Contractor: Nothing in this Contract shall be considered to create the rela-tionship of employer and employee between the parties. Contractor, on behalf of itself, its employees, personnel, agents, and subcontractors, agrees and acknowledges:

6.1. Its relationship to the City (including for purposes of this Section the City’s offic-ers and employees) is that of an independent contractor. Contractor is in no way an employee or agent of the City and has no authority to assume or create any ob-ligations on behalf of the City.

6.2. It shall be responsible for its own costs and expenses incurred in operating its business.

6.3. That the City shall not exercise control over the details of the service activities and operations of the Contractor, its employees, personnel, agents or subcontractors (except as otherwise provided herein) and the Contractor shall have the right to hire its own employees and subcontractors in an effort to assist it in performing

6.4. That the City shall not be obligated to make any payments or take any other action pursuant to any Federal, state, or local law dealing with the obligations of an em-ployer to its employee with respect to the Contractor, its employees, personnel, agents, or subcontractors. Contractor shall comply with all applicable laws im-posed upon an employer dealing with income and social security tax payments and with unemployment and workers’ compensation insurance, as well as other employee-related withholding, payment, and reporting requirements.

6.5. That it is the parties’ express understanding that any and all employees, agents, of-ficers and/or subcontractors of the Contractor are not, and shall not be construed as employees, agents, officers and/or subcontractors of the City and that neither party has any authority to enter into any agreement of any kind on behalf of the other party.

7. Subcontractors: The City will not allow the use of any subcontractors for this Work.

8. Unexpected Conditions: If concealed or unknown physical conditions are encountered at the Sites that differ materially from those indicated in the Contract Documents or from those conditions ordinarily found to exist, and which could not reasonably have been known by Contractor at the time of this Contract, and provided that Contractor provides to the City prompt written notice detailing such conditions, then the Schedule of Work shall be subject to adjustment, as mutually agreed to in a Change Order between the City and Contractor.

9. Time of the Essence: Time limits stated in the Contract Documents are of the essence of this Contract.

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10. Inspection and Acceptance of the Work: Contractor shall be responsible for notifying the City’s Project Manager as the Work is completed. The City shall not accept the Work until all of the Contractor’s resulting documentation have been accepted by the City’s Project Manager as meeting the specifications, terms, and conditions of a contract between the City and the Contractor. Final acceptance will be the sole responsibility and authority of the City’s Project Manager, said acceptance not to be unreasonably withheld.

11. Contract Amount: It is agreed between the City and the Contractor that in consideration for Contractor’s full and complete performance hereunder, the City shall pay to Contractor a unit price (hereinafter referred to as the “Contract Amount”) for the actual hydrants com-mercially blasted and painted.

12. Payment: Contractor shall invoice the City not more than monthly, and the City shall pay the invoice Net 30 days upon approval of the invoice by the City’s Project Manager, not to be unreasonably withheld.

13. Insurance: Contractor shall maintain in effect throughout the Work insurance as required in the City’s “Statement of Insurance Requirements for Vendors, Engineers, Contrac-tors, Consultants, and Other Entities” with the City named as an Additional Named In-sured. See BidNet/MITN document, “City of Kenwood Insurance Requirements” (pages 1- 2).

14. Contractor Warranties and Representations: Contractor represents and warrants that the Work, and all materials, parts, or products which become a part of the Work, shall meet and comply with all applicable laws, ordinances, and regulations.

15. Term: The Contract shall run for one (1) year from its date of execution with, upon mutual agreement, four (4) additional one-year terms, unless otherwise terminated by the Contrac-tor and/or the City upon 30 days’ written notice to the other party, provided however, that the benefits to either party hereto afforded by the terms and conditions of this Contract shall inure to each party in perpetuity, including surviving any termination of this Contract by ei-ther party.

The City reserves the right to cancel the Contract for any reason, if deemed necessary, at any time, and especially if, at the sole discretion of the City, the Contractor has failed to properly perform its obligations hereunder.

16. Performance Requirements: Contractor will perform all Contract Work under this Con-tract in a timely and professional manner, using the customary level of care suitable for the services performed and in compliance with all applicable laws, rules, and regulations. All services performed under this Contract are subject to the City’s continuing rights of review, inspection, and approval.

17. Performance and Payment Bonds: As part of the Contract, for contract work over $50,000, the Contractor will be required to provide, prior to the start of the Work, Perfor-

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Pr op os mance and Payment Bonds equal to the total value of the annual contract, in a manner and form acceptable to the City.

18. Cost Included: The Contract Amount shall include all sales, consumer, use, and similar taxes in respect of the Project and any materials that will become a part of it. The Contract Amount shall also include all other costs whatsoever associated with the Work.

19. Indemnity: Contractor agrees to indemnify, defend (with counsel of the City's choos-ing) and hold harmless the City and its officers, employees, agents, principals, successors and assigns from and against any and all claims, demands, suits, actions, liabilities, damag-es, debts, losses, fines, penalties, costs and expenses (including attorneys fees) ("Indemnified Losses") now existing or hereafter arising out of or in any way relating to the actions or omissions of the Contractor, including Contractor's agents, representatives and subcontractors, in connection with this Contract. Contractor's obligation of indemnity shall not be limited or extinguished by the availability of insurance coverage for the Indem-nified Losses, it being the intention of the parties that: (1) Contractor will indemnify the City to the broadest extent possible; and (2) the City need not seek coverage for Indemni-fied Losses under any insurance policy or self-insurance that the City maintains. Further, nothing in this Section shall be construed to limit or extinguish the Contractor's obligation to maintain insurance as provided in this Contract. If the City receives payment from the Contractor's insurance for Indemnified Losses, the Contractor shall nevertheless remain li-able for the Indemnified Losses in the event the payment received by the City is less than the amount of such Indemnified Losses. The Contractor's obligations pursuant to this Sec-tion shall survive any expiration or termination of this Contract.

20. The City may elect to add or remove from the Scope of Work as envisioned in this RFP, or choose not to proceed with any Work, as deemed in the best interest of the City.

21. Termination – Default by Contractor: If Contractor commits any of the acts specified in this Section, the City may, by giving 30 days’ notice in writing thereof to Contractor, with-out prejudice to any other rights or remedies given the City by law or by this Contract, ter-minate the services of Contractor under this Contract and complete the Work for the Project by whatever method the City may deem expedient. The Contractor shall be deemed to have committed an act specified in this Section if it shall:

22.1. File a voluntary petition, or be the subject of an involuntary petition filed by its creditors, under any chapter of the Bankruptcy Code of the United States;

22.2. Make a general assignment for the benefit of its creditors;

22.3. Refuse or fail to supply enough properly skilled workers or proper materials to complete the Work as scheduled and contracted;

22.4. Fail to make prompt payment to subcontractors, laborers, or material suppliers for labor performed on or materials furnished to the Work;

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22.5. Persistently disregard any law or ordinance relating to the Work or the comple-tion thereof;

22.6. Fail to maintain in force and effect the insurances called for herein; or

22.7. Otherwise, commit a material or substantial violation of any provision of this

Contract.

Should the Contract be terminated as a result of the Contractor’s default for reason(s) speci-fied in this Section, the City shall be entitled to complete the Work, and the Contractor shall not receive any further payment pending the satisfactory completion of the Work. If the ex-penses incurred by the City in completing the Work, including any compensation paid by the City for managerial, administrative, or supervisor services in completing the Work, ex-ceed the unpaid balance of the Contract Sum, then such excess shall be promptly paid by the Contractor to the City.

22. Default by the City: Extension of time shall be Contractor’s sole remedy for any delay un-less the same shall have been caused by acts constituting intentional interference by the City with Contractor’s performance of the Work, where such acts continue after Contrac-tor’s written notice to the City of such interference. The City’s exercise of any of its reme-dies of suspension of the Work or requirement of correction or re-execution of any defec-tive Work, shall not under any circumstances be construed as intentional interference with the Contractor’s performance of the Work.

23. Assignment: Contractor shall not assign, sublet, or transfer an interest in the Contract or any of the Contract Documents without the prior written consent of the City.

24. Amendments: No action, conduct, omission, prior failure, or course of dealing by the City shall act to waive, modify, change, or alter the requirement that Change Orders must be in writing and signed as provided herein. Such Change Orders are the exclusive methods for effecting any change to the scope of the Work. Contractor understands and agrees that the Contract Amount, the terms and conditions of the Contract, and/or the term of the Contract, as provided in Item 5. (page 6 of this RFP), cannot be changed by implication, oral agree-ments, actions, inactions, course of conduct, or Change Order, but only through a written Amendment to the Contract. Only the Mayor of the City of Kentwood and/or their designee and/or appointed successor is authorized to execute any Amendment to the Contract on be-half of the City.

25. Governing Law and Remedies: Any contract to result from this RFP shall be executed and delivered and is intended to be performed in the State of Michigan and shall be con-strued and enforced in accordance with, and the rights of the parties shall be governed by, the laws of the State of Michigan. The parties agree that the sole jurisdiction and venue for any action brought pursuant to or to enforce this agreement shall be in the state courts in Kent County, Michigan and the prevailing party in any such action shall, in addition to any other remedies to which that party is entitled at law or in equity, be entitled to recover its

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Pr op os actual costs to bring, maintain or defend any such action, including without limitation, actu-al reasonable expert witness fees, discovery costs, attorneys fees and other legal expenses, from its first accrual or notice thereof through any appellate and collection proceedings.

26. Attorney Fees: The defaulting party must pay the non-defaulting parties’ fees, costs, and expenses, including reasonable attorney’s fees, for enforcement of the Contract through ap-peals and collection.

27. Waiver: The failure of either party to insist, in any one or more instances, on the perfor-mance of any of the terms, covenants or conditions of the Contract, or to exercise any of its rights, shall not be construed as a waiver or relinquishment of such term, covenant, condi-tion or right with respect to further performance.

28. Severability: It is the intent of the parties to the Contract that the Contract be enforceable to the fullest extent permitted by law. If, however, any provision or portion thereof of the Contract is held to be invalid or unenforceable by a competent authority having the appro-priate jurisdiction, the balance of the Contract and/or the surviving portion(s) of any provi-sions hereof will remain binding and enforceable in accordance with its terms and condi-tions and any provision held invalid or unenforceable will immediately be revised and amended to the minimum extent necessary in order for it to be valid and legally enforcea-ble, consistent with the original intent of the Contract.

29. Mutually Drafted: The parties to the Contract expressly agree that the Contract was jointly drafted, and that both had the opportunity to negotiate its terms and to obtain the assistance of counsel in reviewing its terms prior to execution. Therefore, the Contract shall be con-structed neither against nor in favor of either party but shall be construed in a neutral man-ner.

TERMS & CONDITIONS OF THE REQUEST FOR PROPOSALS

All solicitation information and documents shall be available to Bidders through the MITN Purchasing Group Platform at www.bidnetdirect.com/mitn/cityofkentwood.

1. Proposals must reach the Purchasing Department no later than the stated due date and time

– Wednesday, July 9, 2025, at 10:00 am (EDT). Proposals received after that date and time will not be considered. This is a sealed solicitation and a public opening (opening to occur at City Hall on the date/time of submittal deadline). Results will be posted on the MITN website and can be emailed within 24 hours of the opening upon request.

Proposals shall be submitted electronically on the MITN site OR as a sealed physical hard copy to City Hall.

a) For Electronic Proposals:

file://cofk.local/CIFS/cifs_prod/DData/Finance/PURCHASING%20RECORDS/ENGINEERING/2022%20ENG%20Svcs%20Ridgewood%20St.%20&%20Julivan%20Ave%20Recon/www.bidnetdirect.com/mitn/cityofkentwood

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• Vendors must register with the MITN Purchasing Group at https://www.bidnetdirect.com/mitn and are cautioned to comply with all of the requirements in submitting a response to this RFP.

• Submittals must be uploaded to the City of Kentwood MITN (bidnetdirect.com/mitn/cityofkentwood) website by the deadline specified for this RFP.

• For assistance on how to upload submittal documents, contact MITN directly at

(518) 438-0092. The MITN system will not allow for late submittals and a sub-mittal must be completed before the due date and time. This responsibility rests entirely with the Vendor, regardless of delays resulting from the up-loading process.

b) For Physical submittals:

• Physical Proposals must be in a sealed envelope clearly marked on the outside, “Proposal for Hydrant Painting” and include the name of the Responding Com-pany.

• Physical Proposals must be delivered to:

Attn: Rebecca Jellison, Purchasing Department City of Kentwood - City Hall 4900 Breton Ave, SE, Kentwood, MI 49508

• Respondents are solely responsible for ensuring delivery by the required date and time. All Proposals are required to be sealed.

2. Proposals submitted must include:

A. Proposal Form (page 15 of this RFP): City-provided proposal form to be completed and executed by an authorized officer or agent of the responding company.

B. References: Bidders must provide evidence of their experience in the work to be per-formed and must provide full contact information for at least three (3) previous or cur-rent customers that can provide a reference as to the Bidder’s capability to perform this type of work.

C. Proof of Insurance: Bidders must provide proof of insurance coverage at least equal to that stipulated in the City’s requirements (see Item 13. on page 8 of this RFP). Bidder’s insurance carrier’s agreement shall be required to name the City of Kentwood as an Ad-ditional Named Insured upon award of the Contract.

D. Schedule: A preliminary proposed schedule for the Work based on Bidder’s current workload.

https://www.bidnetdirect.com/mitn https://www.bidnetdirect.com/mitn/cityofkentwood

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E. A summary, including qualifications, of any/all Contractor staff which are to perform the Work for the City.

F. If the Bidder is not bidding exactly to the Specifications, terms, and conditions of this RFP, the Bidder shall supply, on a separate page labeled, “Exceptions, Omissions, Substitutions and/or Recommendations”, information about any item (product or ser-vices) in the Specifications as described herein which the Bidder has identified as non-compliant:

i. Proposed exceptions to the Specifications, terms, and conditions contained in this RFP; or

ii. Alternatives to specified products or services as proposed by the Bidder.

ANY PROPOSAL THAT DOES NOT CONTAIN THE AFOREMENTIONED MA-

TERIALS AND/OR THAT IS NOT PROPERLY COMPLETED, MAY, AT THE

SOLE DISCRETION OF THE CITY OF KENTWOOD PURCHASING DEPART-

MENT, BE DECLARED NON-RESPONSIVE AND MAY NOT BE CONSIDERED.

3. The City anticipates approval of the award of a contract to the Contractor at the scheduled meeting of the City Commission on August 11, 2025. Upon approval by the City Com-mission, the City intends to issue a Notice of Award on August 12, 2025, with the Work to commence as soon as is feasible after that date. The City reserves the right to alter this schedule as deemed best for the interest of the City.

4. No exceptions to the bid price will be allowed for errors or potential problems not identified in the Bidder’s proposal.

5. The City reserves the right to accept or reject any proposal, or to reject all proposals, to waive any formalities, to elect not to make any purchases as a result of this RFP, to negoti-ate with any qualified contractor, to re-advertise solicitation for the Work, to modify or cancel in part or in its entirety this RFP, and/or to award the purchase in any manner deemed to be in the best interest of the City.

6. Bidders are hereby notified that their proposal, once opened, becomes a public document that is the property of the City of Kentwood and, as such, may be subject to public disclo-sure under the Freedom of Information Act.

7. Prices quoted by Bidders must remain open to acceptance by the City without change for not less than sixty (60) calendar days from the due date of proposals (July 9, 2025).

8. Submission of the proposal will be construed as a conclusive presumption that the Contrac-tor is thoroughly familiar with the proposal requirements and specifications and that they understand and agree to abide by each and all of the stipulations and requirements con-tained therein.

Project No.: 25-016-536

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9. For further information about this RFP or the bidding process, or for further information about the Work and/or Specifications, please contact Rebecca Jellison, Purchasing Assis-tant, City of Kentwood, at (616) 554-0790, or Email at purchasing@kentwood.us.

mailto:purchasing@kentwood.us pg.15

Proposal Form Request for Proposals

Project No.: 25-016-536 Project Name: Fire Hydrant Commercial Blast and

Painting

I/We hereby offer to provide commercial blast and fire hydrant painting services in complete accordance with the specifications, terms, and conditions of City of Kentwood Request for Proposals No. 25-016-536, dated June 25, 2025, at the following unit prices:

First Year $ _________ per hydrant painted, $___________ for 218 hydrants on major streets.

Second Year $ _________ per hydrant painted, $___________ for 200 hydrants on local streets.

Third Year $ _________ per hydrant painted, $___________ for 200 hydrants on local streets.

Fourth Year $ _________ per hydrant painted, $___________ for 200 hydrants on local streets.

Fifth Year $ _________ per hydrant painted, $___________ for 200 hydrants on local streets.

Note: Priority will be given to the contractor who maintains proposed unit prices through the subsequent years of the contract (wherein, after the first year and upon mutual agreement, the contract has been ex-tended for each of the four (4) additional one-year terms).

This proposal acknowledges the following Addenda:

Addendum No. (s) ______ Dated ____________

Check one:

□ I/We attest that the proposal submitted as a result of this RFP conforms exactly to the Specifications, terms, and conditions of this RFP.

□ I/We attest that the proposal submitted as a result of this RFP does not conform exactly to the Specifica-tions, terms and conditions of this RFP, and I have submitted a separate page labeled, “Exceptions, Omis-sions,…” (see Item 2.F on page 13 of the RFP).

Bidding Company: ________________________________________________________

Email: ____________________________________________________________

Phone Number: ___________________________________________________________

Signed by: _____________________________________________ Printed Name of Individual

Signature

Its: _____________________________________________ Title

Date

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