RFP Lawn Services_2026-2029_Final_V2 (2).docx

REQUEST FOR PROPOSAL – MOWING & LEAF REMOVAL SERVICES INSTRUCTIONS TO BIDDERS

1. INTRODUCTION - The Van Dyke Public Schools seeks bids for mowing and leaf removal services for the following locations:

Lincoln High School/Career Tech Building

22900 Federal

Warren

48089

Service Building/Washington 11387 East Nine Mile/11400 Continental

Warren

48089

Van Dyke Public Schools Request for Proposal – Mowing & Leaf Removal Services Due Date: October 08, 2026, at 2pm local time

2. TIMELINE

· RFP issued: September 23, 2026

· Pre-bid Meeting: September 30, 2026, at 10am local time

· RFP Due Date: October 08, 2026, at 2pm local time

· Anticipated Board Action: October 19, 2026

3. SUBMISSION OF BIDS & REQUIREMENTS

A. Due Date: Sealed bids clearly labeled “Proposal for Mowing & Leaf Removal Service” will be received by Van Dyke Public Schools until Thursday, October 08, 2026, at 2pm local time, at which time bids will be publicly opened and read. Bids must be submitted on the forms provided, in a sealed envelope, clearly labeled “Proposal for Mowing & Leaf Removal Service”, and delivered by the date and time stated above to:

Van Dyke Public Schools Attn: Jeff VanConant, Director of Facilities and Operations 23500 MacArthur Blvd.

Warren, MI 48089 B. Late Proposals: Proposals received after the date and time stated above will not be accepted or considered. The School District is not liable for any delivery or postal delays. All proposals received after the deadline will be returned unopened.

C. Signed Original Proposal: Each proposal submitted must be an original hard copy and signed by an authorized member of the company. This member should be the highest-ranking officer at the local level. No oral, faxed or emailed proposals will be accepted. To be considered, each proposal must include all of the following:

a. Attachment A – Bid Proposal Form

b. Attachment B – Business Reference Form

c. Attachment C – Familial Relationship Disclosure Statement

d. Attachment D - Iran Linked Business Affidavit

e. Attachment E – Legislation

f. Bid Bond/Certified Check

D. Copies of Proposal: The bidder shall also submit with its original proposal, two (2) complete copies of the signed original proposal.

E. Questions: Questions concerning the bid specifications may be directed to Jeff VanConant at vanconant.jeff@vdps.net, or by phone at 586-759-9439

F. Addenda to this RFP: If it becomes necessary to revise any part of this RFP, all addenda will be posted on the School District’s website and all addenda shall become a part of the RFP. Each Contractor must in its Proposal, acknowledge all addenda which it has received. The failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof.

G. Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check in an amount equal to the total bid price for mowing the entire district one time, as a guarantee of bidder’s good faith. The good faith deposit shall be forfeited to the district as liquidated damages, not a penalty, if the bidder withdraws its proposal after the due date, or upon award of its proposal, the bidder fails to execute the form of the contract and provide insurance acceptable to the School District, within fifteen (15) days of awarding the RFP.

H. Reservation of Rights: The School District reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the School District.

I. Irrevocability of Proposals: Bids may not be withdrawn for a period of sixty (60) days after the scheduled time of opening bids.

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

5. PRE-BID MEETING – There will be a pre-bid conference and district tour for this project on September 30, 2026, at 10:00 a.m. at the Service Building, 11387 Nine Mile Road, Warren, MI 48089. Attendance is not mandatory, but it is highly recommended, so the prospective bidder understands the scope of the lawn care operations.

6. CONTRACT PERIOD

A. Bid prices shall be firm through the end of this contract.

B. The contract award resulting from this Request for Proposal shall encompass three (3) lawn maintenance seasons (April – November), but may be renewed for additional years based on Owner’s request and Contractor’s approval to extend the contract. If contract is renewed, any price increases shall not exceed three (3) percent per year for any reason. Owner shall agree in writing to the price increase by issuance of a purchase order if Owner has agreed to renew the contract.

C. The Owner reserves the right to suspend work wholly or in part if deemed necessary for the best interest of the Owner. This suspension will be without compensation to the Contractor, other than to adjust the contract completion/delivery requirement.

D. In the event that performance on the part of any party hereto shall be delayed or suspended as a result of circumstances beyond the reasonable control and without the fault and negligence of said party, none of the parties shall incur any liability to the other parties as a result of such delay or suspension. Circumstances deemed to be beyond the control of the parties hereunder shall include, but not be limited to, acts of God or of the public enemy; insurrection; acts of the Federal Government or any unit of State of Local Government in either sovereign or contractual capacity; fires, floods; epidemics; quarantine restrictions; strikes, freight embargoes or delays in transportation, to the extent that they are not caused by the party’s willful or negligent acts or omissions, and to the extent that they are beyond the party’s reasonable control.

7. SPECIFICATION OF SERVICES - GENERAL

A. All district sites shall be mowed and trimmed weekly to maintain a neat and uniform appearance. District sites shall not be mowed and trimmed more frequently unless requested by the district.

B. Sites shall be trimmed along fence lines, walkways, parking lots, and building structures every time they are mowed at the same time they are mowed. As a rule of thumb, if there is vegetation anywhere on the grounds of each location the contractor is responsible for maintaining it. Some courtyards that are inaccessible by gate and the Lincoln High/Lincoln Middle athletic fields are not the responsibility of the contractor. Also hedges and flower beds are maintained by the custodial staff, and therefore not the responsibility of the contractor.

C. Bids are to be submitted and awarded on per cut basis.

D. Only approved work will be paid for.

E. The Contractor shall not apply any pesticides or herbicides without the district’s written approval. Any application of pesticides or herbicides must receive at least a three day prior notification.

F. The Contractor shall provide the Owner with a means of immediate communication regarding site completion, emergencies or any other occasion that may arise. A cellular phone number of two people responsible for managing this contract must be provided upon award of Contract.

8. SPECIFICATION OF SERVICES - MOWING SERVICES

A. Mowing must be available at the awarded rate at all times between April 1st and November 30th.

B. Mowing will not exceed 28 cuts nor be less than 18 cuts during the cutting season.

C. Mowing shall occur approximately one time per week at each site and in no case shall more than ten (10) calendar days pass between mowing at each site unless specifically requested by the district.

D. The district reserves the right to postpone mowing operations when weather, financial, or other conditions necessitate a reduction of moving services.

E. All litter such as paper, cans, bottles, etc. must be picked up and disposed of prior to mowing.

F. Mowing frequency shall be such that the grass cutting or clippings are not of sufficient quantity to detract from overall site appearance. If the time between cuttings must be extended for any reason, thereby causing an excessive amount of clippings on the lawn, the clippings shall be eliminated by whatever means are available to the Contractor and at no expense to the district.

G. Mowing shall be coordinated to prevent the depositing of mowing debris into planters, flowerbeds, or base mounted equipment such as A/C condensers and air intake grilles. Any clippings or debris blown into these areas shall be removed immediately.

H. All non-turf areas such as sidewalks, patios, entrances, planters, etc. shall be free of clippings and cutting debris via means of blowers, sweepers or other equipment.

9. SPECIFICATIONS OF SERVICES - TRIMMING

A. Trimming shall be done simultaneously with the mowing operation. Trimming is to be completed each time a site is mowed.

B. Trimming shall be done in all areas that are inaccessible to mowing equipment. This includes fence lines, back stops, play areas, playground equipment, under fixed bleachers, next to buildings where established plantings are not present, and around all other obstacles to provide a neat and even appearance to the entire site

10. SPECIFICATIONS OF SERVICES – EDGING

A. All paving and cement details shall be vertically edged to remove turf overgrowth (4) times each season. First, within the first two (2) weeks of May. Second, within the last two (2) weeks of July. Third, the last week in August and fourth, the last week of October.

B. Contractor shall notify District upon completion of each edging occurrence.

C. All equipment shall be mechanically sound and reliable with all required guards in place while in operation.

11. SPECIFICATIONS OF SERVICES – LEAF REMOVAL

A. All leaves and debris in landscaped areas are to be swept out of beds and lawn areas at least once between April1st and April 30th, and once again between October 30th, and November 15th.

B. All leaves and debris are to be disposed of properly by Contractor.

12. EQUIPMENT

A. All mowing operations are to be performed using machines manufactured by companies recognized for producing quality commercial snow removal equipment. All equipment shall be mechanically sound and reliable.

B. All blades will be sharp and properly adjusted for height and cutting sharpness.

C. All mower decks shall be equipped and operated with discharge chutes at all times while on school district property.

D. Mowers are to be set to cut at a minimum of three (3) inches and grass shall never exceed a total height of five (5) inches between cuts.

E. Trimming will be performed with nylon cord trimming equipment.

F. The Contractor shall provide a list of available mowing/trimming equipment for this contract. This list must be submitted with the Bid Proposal

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

13. SCHEDULING AND HOURS OF WORK

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

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

C. The Contractor shall contact the Director of Operations by April 1st each year to discuss mowing schedules, site activities and expectations.

14. BIDDER’S LIABILITY INSURANCE

A. Certificates of Insurance acceptable to the Van Dyke Schools business office shall be filed with the Van Dyke Schools business office prior to commencement of the work. The certificates shall contain a provision that coverage afforded under the policies will not be terminated, altered or further endorsed without at least thirty (30) days' written notice by registered or certified mail to the Van Dyke Public Schools. All insurance shall be carried with companies authorized to do business in the State of Michigan with Certificates of Insurance coverage insured to the Van Dyke Public Schools. Failure to provide the Certificate of Insurance may be considered material breach of the agreement and may be grounds for terminating the agreement.

B. The successful bidders and their Subcontractors shall, at their option, separately insure all their respective equipment such as tools, equipment, scaffolding towers, staging and other temporary buildings owned, borrowed or rented and all materials which do not become part of the construction.

C. If by the terms of this insurance any mandatory deductibles are required, or if the successful bidders should elect to increase the mandatory deductible amounts or purchase this insurance with voluntary deductible amounts, the successful bidders shall be responsible for payment of the amount of the deductible in the event of a paid claim.

The successful bidders shall maintain the following limits of insurance:

1. Worker's Compensation as required by the State of Michigan.

2. Comprehensive General Personal Injury Liability in the limits of $1,000,000 each person, $1,000,000 each accident & $1,000,000 each aggregate.

3. Property Damage Liability in the limits of $1,000,000 each accident and $1,000,000 each aggregate.

4. Automobile Personal Injury Liability (to include coverage of off-road vehicles) in the limits of $1,000,000 each person & $1,000,000 each accident.

5. Automobile Property Damage Liability (to include coverage of off road vehicles) in the limits of $1,000,000 each accident.

6. The State of Michigan has a no-fault automobile insurance requirement. The successful bidders shall be certain coverage is provided which conforms to any specific stipulation in the law.

7. The successful bidders shall carry any other insurance such as Unemployment Compensation, etc., as required by law.

15. SAFETY OF PERSONS AND PROPERTY

A. The Occupational Safety and Health Acts, as amended, and as applicable, shall be enforced on this project. The successful bidders shall take all reasonable precautions for the safety of, and shall provide all reasonable protection to prevent damage, injury or loss to:

a. All employees on the work and all persons who may be affected thereby.

b. All the work and all materials and equipment to be incorporated therein, whether in storage on or off the site, under the care, custody or control of the successful bidders or any of his Subcontractors and Sub-subcontractors.

c. Other property at the site or adjacent thereto, including trees, shrubs, lawns, walks, pavements, roadways, structures and utilities.

B. The successful bidders shall comply with all applicable laws, ordinances, rules, regulations and lawful orders of any public authority having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss. He shall erect and maintain, as required by existing conditions and progress of the work, all reasonable safeguards for safety and protection, including posting danger signs and other warnings against hazards, promulgating safety regulations and notifying owners and users of adjacent utilities.

16. CONTAMINATION RESPONSIBILITY

A. It shall be the responsibility of the successful bidders to pay any and all costs incurred from the clean up related to any environmental hazard created by means of release, spill, leak or any other means of contamination caused by accident or negligence of the successful bidders or sub-successful bidders.

B. It shall be the responsibility of the successful bidders to dispose of any product(s) and/or material following EPA, EGLE, and local applicable laws and regulations.

C. It shall be the responsibility of the successful bidders, if required to purchase the proper permits and notify the proper authorities prior to commencing said project or, should a "release" take place, to notify proper authorities of any such release.

D. The successful bidder shall comply with all stormwater management protocols. The successful bidder may be required to complete an annual stormwater management compliance form.

17. MATERIAL SAFETY SHEETS

A. If the successful bidder or sub-contractor brings a hazardous chemical onto the district property, a Material Safety Sheet for that chemical must be submitted to the District offices.

B. The district keeps a file of Material Safety sheets on potentially hazardous chemicals at the following locations:

a. Administration Building: Business Office

b. Service Building: Office

c. Van Dyke School Buildings: Office

18. SAFETY

A. The Contractor shall be responsible for providing and for placing signage, barricades, tape and other safety/traffic control equipment, as appropriate, to protect its employees, the public, surrounding areas, equipment and vehicles. The flow of vehicular traffic shall not be impeded at any time during this project. The safety of the Contractor’s employees and the public is of prime concern to the Owner, and the Successful bidders must take all necessary steps to assure proper safety during the performance of the Contractor. Any Bidder that has a history of safety problems or a high incidence of accidents will not be considered for award of a Contract.

B. The Contractor shall keep the premises clean of all rubbish and debris generated by the work involved and shall leave the premises neat and clean. All surplus material, rubbish, and debris shall be disposed of by the Contractor at the Contractor’s expense.

C. The work area shall be cleaned at the end of each workday. All materials, tools, equipment, etc., shall be removed or safely stored. The District is not responsible for theft or damage to the Contractor’s property. All possible safety hazards to workers or the public shall be corrected immediately and left in a safe condition at the end of each work shift. If there is a question in this area, the Director of Operations will be consulted.

D. The Owner does not assume any responsibility, at any time, for the protection of or for loss of materials, from the time that the contract operations have commenced until the final acceptance of the work by the Director of Operations.

E. The Contractor shall be responsible for all damages to the Owner’s property caused by either equipment or operator error. The Owner reserves the right to repair any or all damages with other sources if the Contractor fails to do so within an expedient time to be determined by the Owner. The Contractor shall be back-charged for all costs required to complete this work.

F. In the event that the Contractor causes building damage, the Contractor shall be responsible for immediate communication to the Director of Operations.

19. NO SMOKING/VAPING POLICY - Van Dyke Schools Board of Education policy prohibits the use of any tobacco product (including cigar, pipe, cigarette, snuff, vape, e-cigarette, or any other matter or substance that contains tobacco) in all District buildings, on all District grounds or in vehicles on District grounds.

20. PAYMENTS AND COMPLETION – Contractor shall invoice the district within thirty (30) days after work is complete. All work performed in June must be invoiced by June 30th. Invoices must include an invoice number and contain the purchase order number under which the contract is awarded. Payment to the successful bidders will be made thirty (30) days after the work is complete and accepted by the Van Dyke Public Schools.

21. TAXES - Federal, state and local sales and use taxes are not applicable and shall not be included in the bid price.

22. QUALIFICATION OF BIDDER

A. To enable the Owner to evaluate the competency and financial responsibility of the Bidder, the Bidder, upon request, shall furnish a list of similar projects, including all school contracts, completed during the previous years, including the name and phone number of a contact person and/or a statement regarding any past, present, or pending litigation with an owner. Such additional information may be required to satisfy the Owner that the bidder is adequately prepared, in technical experience, or otherwise, to fulfill the contract.

B. The bidder, upon request, shall submit information regarding names and backgrounds of the bidder’s equipment operators and responsible company officials, if requested, and establish, to the satisfaction of the district, the reliability and responsibility of the persons or entities proposed to deliver the services described in the contract documents.

23. TERMINATION OF CONTRACT - The Owner reserves the right to review and/or terminate the contract if at any time the Contractor fails to conform to the requirements of this contract, seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt, if any legal proceedings are commenced against Contractor which may interfere with the performance of the contract or if the Contractor has failed to supply an adequate working force, or material or proper quality, or has failed in any other respect to complete the work with the diligence and force specified and intended by the terms of the contract. In the event of termination of the contract, all monies due the Contractor under terms of the contract shall be forfeited to the Owner.

ATTACHMENT A

PROPOSAL FORM – PAGE 1 of 2

DATE:

TO: Van Dyke Public Schools Attn: Jeff VanConant 23500 Mac Arthur, Warren, MI 48089

FROM:

Company Name

Business Address, City, State, Zip

PROPOSAL PRICE PER LOCATION:

Location

Cost per Cut Cost per Cut if awarded entire contract

Total Leaf Removal (two times per year)

Carlson Elementary

Administration Building

Kennedy Early Childhood Center

Lincoln Elementary

Lincoln Middle School

Lincoln High School/Career Tech Building

Service Building/Washington

Thompson Community Center

McKinley Elementary

GRAND TOTALS

ATTACHMENT A

BID PROPOSAL FORM – PAGE 2 of 2

EQUIPMENT LIST: List all equipment assigned to District facilities. Attach an additional sheet if needed. Note if onsite parking required.

Type

Make

Model

Year

BID CHECKLIST: Bidders are to include the following with their proposal

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the contract to one or more contractors. The undersigned submits this proposal pricing form in accordance with the terms and conditions of this RFP and hereby affixes authorized signature(s) representing (check one):

A corporation, organized in (enter state)

Joint venture formed between and

Signature Date

Printed Name Title

Company Name Phone #

Address, City, State, Zip

ATTACHMENT B

BUSINESS REFERENCE FORM

Bidder: The Bidder must provide 3 business references (school preferred).

1. Reference Name Contact Address Phone# E-mail Address Description and date(s) of service provided:

2. Reference Name Contact Address Phone# E-mail Address Description and date(s) of service provided:

3. Reference Name Contact Address Phone# E-mail Address Description and date(s) of service provided:

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004).

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner of any employee of the bidder and any member of the Van Dyke Board of Education or the Superintendent of Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Van Dyke Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Van Dyke Board of Education or the Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain:

Signature: Printed Name/Title: Company Name: Date:

Subscribed and Sworn to Before Me:

Signature of Notary

ATTACHMENT C

ATTACHMENT D

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANCTIONS ACT

Michigan Public Act 517 of 2012

Important: This disclosure statement must be included with your bid as required by state law (Public Act 517 of 2012).

The undersigned, the owner or authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in the Van Dyke Public Schools’ (the “district”) Request For Proposal (the “RFP”), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is awarded a contract as a result of the aforementioned RFP, the Bidder will not become an “Iran linked business” at any time during the course of performing services under the contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

Signature: Printed Name/Title: Company Name: Date:

Subscribed and Sworn to Before Me:

Signature of Notary

ATTACHMENT E

LEGISLATION

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Van Dyke Public School District, that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL. 380.1230, 380.1230a, 380.1230c, 380.120d, and 380.1230g and have not been convicted of any “listed offenses”. The Bidder further warrants and represents that all persons who work directly or indirectly for the Bidder, including, but not limited to, Bidders employees, agents, vendors,, subcontractors or consultants, and who will work on or at the Districts’ property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Codes or a subsequently convicted, pled guilty or pled no contest to that crime.

Bidder:

By:

Its:

image1.jpeg image2.jpeg image3.jpeg image4.jpeg image5.jpeg image6.jpeg image7.jpeg image8.jpeg image9.jpeg