Sidewalk Snow Removal Services.pdf

CITY OF ANN ARBOR

INVITATION TO BID

Sidewalk Snow Removal Services

ITB No. 4794

Due Date: September 1, 2026 at 2:00 PM (Local Time)

Public Services, Public Works

Issued By:

City of Ann Arbor Procurement Unit

301 E. Huron Street Ann Arbor, MI 48104

TABLE OF CONTENTS

INSTRUCTIONS TO BIDDERS 3

INVITATION TO BID 8

SPECIFICATIONS 10

BID FORM 13

GENERAL CONDITIONS 16

ATTACHMENTS

City of Ann Arbor Sample Purchase Agreement City of Ann Arbor Vendor Conflict of Interest Disclosure Form City of Ann Arbor Non-Discrimination Ordinance Declaration Form and Notice City of Ann Arbor Living Wage Ordinance Declaration of Compliance and Notice

INSTRUCTIONS TO BIDDERS

General The City of Ann Arbor's Procurement Office is soliciting bids for supplemental snow removal from City sidewalks based on the specifications provided herein. The pricing provided for this ITB shall be firm for one (1) year. Upon mutual agreement between the City and the vendor the pricing provided in this ITB may be extended for two (2) additional one (1) year periods not to exceed three (3) years in total. If the contract is extended, a cost escalator of no greater than 3% may be added to the submitted rates for each renewal period. A written request from the Contractor at the end of the original contract period will be required to consider any rate adjustments.

Any Bid which does not conform fully to these instructions may be rejected.

Preparation of Bids Bids should be prepared providing a straight-forward, concise description of the Bidder’s ability to meet the requirements of the ITB. Bids shall be written in ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed and dated in ink by the person signing the Bid.

Bids must be submitted on the "Bid Forms" provided with each blank properly filled in. If forms are not fully completed it may disqualify the bid. No alternative bid will be considered unless alternative bids are specifically requested. If alternatives are requested, any deviation from the specification must be fully described, in detail on the "Alternate" section of Bid form.

Each person signing the Bid certifies that he/she is the person in the Bidder’s firm/organization responsible for the decision as to the fees being offered in the Bid and has not and will not participated in any action contrary to the terms of this provision.

Questions or Clarification / Designated City Contacts All questions regarding this ITB shall be submitted via email. Emailed questions and inquires will be accepted from any and all prospective Bidders in accordance with the terms and conditions of the ITB.

All questions shall be due on or before August 17, 2026 @ 2:00 p.m. (local time) and should be addressed as follows:

Specification/Scope of Work questions emailed to Robert West, RWest@a2gov.org, Bid Process and Compliance questions emailed to Colin Spencer, CSpencer@a2gov.org

Any error, omissions or discrepancies in the specification discovered by a prospective contractor and/or service provider shall be brought to the attention of Colin Spencer at cspencer@a2gov.org after discovery as possible. Further, the contractor and/or service provider shall not be allowed to take advantage of errors, omissions or discrepancies in the specifications.

Addenda If it becomes necessary to revise any part of the ITB, notice of the Addendum will be posted to Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or City of Ann Arbor web site www.A2gov.org for all parties to download.

Each Bidder must in its Bid, to avoid any miscommunications, acknowledge all addenda which it has received, but the failure of a Bidder to receive, or acknowledge receipt of; any addenda shall not relieve the Bidder of the responsibility for complying with the terms thereof.

The City will not be bound by oral responses to inquiries or written responses other than written addenda.

Bid Submission All Bids are due and must be delivered to the City of Ann Arbor Procurement Unit on or before September 1, 2026 at 2:00 p.m. (Local time). Bids submitted late or via oral, telephonic, telegraphic, electronic mail or facsimile will not be considered or accepted.

Each Bidder must submit one (1) original Bid and one (1) Bid copy in a sealed envelope clearly marked: ITB No. 4794 – Sidewalk Snow Removal Services.

Bids must be addressed and delivered to:

City of Ann Arbor Procurement Unit, c/o Customer Services, 1st Floor 301 East Huron Street Ann Arbor, MI 48104

All Bids received on or before the Due Date will be publicly opened and recorded immediately.

No immediate decisions are rendered.

The following forms provided within this ITB Document should be included in submitted bids.

• Vendor Conflict of Interest Disclosure Form

• City of Ann Arbor Non-Discrimination Ordinance Declaration of Compliance

• City of Ann Arbor Living Wage Ordinance Declaration of Compliance

Bids that fail to provide these forms listed above upon bid opening may be rejected as non-responsive and may not be considered for award.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street (north) vestibule/entrance of City Hall which is open to the public Monday through Friday from 8am to 5pm (except holidays). The City will not be liable to any Bidder for any unforeseen circumstances, delivery or postal delays. Postmarking to the Due Date will not substitute for receipt of the Bid. Each Bidder is responsible for submission of their Bid.

Additional time for submission of bids past the stated due date and time will not be granted to a single Bidder; however, additional time may be granted to all Bidders when the City determines in its sole discretion that circumstances warrant it.

Award The City intends to award to the bidder that provides the best value to the City which may include references, past experience, past performance, and qualifications.

The City may, at its sole discretion, award line-by-line or in any other manner that serves in the best interest of value to the City.

Official Documents The City of Ann Arbor officially distributes bid documents from the Procurement Unit or through the Michigan Intergovernmental Trade Network (MITN). Copies of the bid documents obtained from any other source are not Official copies. Addenda and other bid information will only be posted to these official distribution sites. If you obtained City of Ann Arbor Bid documents from other sources, it is recommended that you register on www.MITN.info and obtain an official Bid.

Taxes Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in the bid figure(s). The City will furnish the successful bidder with tax exemption certificates when requested.

Withdrawal of Bids After the time of opening, no Bid may be withdrawn for the period of one-hundred and twenty

(120) days.

Non-Discrimination Requirements All contractors proposing to do business with the City shall satisfy the non-discrimination administrative policy adopted by the City Administrator in accordance with the Section 9:158 of the Ann Arbor City Code. Breach of the obligation not to discriminate shall be a material breach of the contract. Contractors are required to post a copy of Ann Arbor’s Non-Discrimination Ordinance attached at all work locations where its employees provide services under a contract with the City.

Living Wage Requirements If the Contractor is a “covered employer” as defined in Chapter 23 of the Ann Arbor City Code, the Contractor agrees to comply with the living wage provisions of Chapter 23 of the Ann Arbor City Code. The Contractor agrees to pay those employees providing Services to the City under this Agreement a “living wage,” as defined in Section 1:815 of the Ann Arbor City Code, as adjusted in accordance with Section 1:815(3); to post a notice approved by the City of the applicability of Chapter 23 in every location in which regular or contract employees providing services under this Agreement are working; to maintain records of compliance; if requested by the City, to provide documentation to verify compliance; to take no action that would reduce the compensation, wages, fringe benefits, or leave available to any employee or person contracted for employment in order to pay the living wage required by Section 1:815; and otherwise to comply with the requirements of Chapter 23.

Conflict Of Interest Disclosure The City of Ann Arbor Purchasing Policy requires that prospective Vendors complete a Conflict of Interest Disclosure form. A contract may not be awarded to the selected Vendor unless and until the Procurement Unit and the City Administrator have reviewed the Disclosure form and determined that no conflict exists under applicable federal, state, or local law or administrative regulation. Not every relationship or situation disclosed on the Disclosure Form may be a disqualifying conflict. Depending on applicable law and regulations, some contracts may awarded on the recommendation of the City Administrator after full disclosure, where such action is allowed by law, if demonstrated competitive pricing exists and/or it is determined the award is in the best interest of the City. A copy of the Vendor Conflict of Interest Disclosure Form is attached.

Debarment Submission of a Bid in response to this ITB is certification that the Bidder is not currently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal departments or agency. Submission is also agreement that the City will be notified of any changes in this status.

Disclosures After bids are opened, all information in a submitter’s bid is subjected to disclosure under the provisions of Michigan Public Act No. 442 of 1976, as amended (MCL 15.231 et seq.) known as the “Freedom of Information Act.” The Freedom of Information Act also provides for the complete disclosure of contracts and attachments thereto except where specifically exempted.

Bid Protest All Bid protests must be in writing and filed with the Purchasing Agent within five (5) business days of any notices of intent. The bidder must clearly state the reasons for the protest. If a bidder contacts a City Service Area/Unit and indicates a desire to protest an award, the Service Area/Unit shall refer the bidder to the Purchasing Agent. The Purchasing Agent will provide the bidder with the appropriate instructions for filing the protest. The protest shall be reviewed by the City Administrator or designee whose decision shall be final.

Any inquiries or requests regarding this procurement should be only submitted in writing to the Designated City Contacts provided herein. Attempts by a bidder to initiate contact with anyone other than the Designated City Contacts provided herein that the prospective bidder believes can influence the procurement decision, e.g., Elected Officials, City Administrator, Selection Committee Members, Appointed Committee Members, etc., may lead to immediate elimination from further consideration.

Cost Liability The City of Ann Arbor assumes no responsibility or liability for costs incurred by the Bidder prior to the execution of a contract with the City. By submitting a bid, a bidder agrees to bear all costs incurred or related to the preparation, submission and selection process for the bid.

Reservation of Rights The City of Ann Arbor reserves the right to accept any bid or alternative bid proposed in whole or in part, to reject any or all bids or alternatives bids in whole or in part and to waive irregularity and/or informalities in any bid and to make the award in any manner deemed in the best interest of the City.

Type of Contract A sample of the General Services Agreement is included as Appendix A. Those who wish to submit a bid to the City are required to review this sample agreement carefully. The City will not entertain changes to its General Services Agreement.

The City reserves the right to award the total bid, to reject any or all bids in whole or in part, and to waive any informality or technical defects if, in the City’s sole judgment, the best interests of the City will be so served.

This RFP and the selected offeror’s response thereto, shall constitute the basis of the scope of services in the contract by reference.

Environmental Commitment The City of Ann Arbor recognizes its responsibility to minimize negative impacts on human health and the environment while supporting a vibrant community and economy. The City further recognizes that the products and services the City buys have inherent environmental and economic impacts and that the City should make procurement decisions that embody, promote and encourage the City’s commitment to the environment.

The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and environmentally preferable products and services that are best suited to the City’s environmental principles. This includes products and services such as those with lower greenhouse gas emissions, high recycled content, without toxic substances, those with high reusability or recyclability, those that reduce the consumption of virgin materials, and those with low energy intensity.

As part of its environmental commitment, the City reserves the right to award a contract to the most responsive and responsible bidder, which includes bids that bring forward products or services that help advance the City’s environmental commitment. In addition, the City reserves the right to request that all vendors report their annual greenhouse gas emissions, energy consumption, miles traveled, or other relevant criteria in order to help the City more fully understand the environmental impact of its procurement decisions..

INVITATION TO BID

Guy C. Larcom Municipal Building Ann Arbor, Michigan 48107

Ladies and Gentlemen:

The undersigned, as Bidder, declares that this Bid is made in good faith, without fraud or collusion with any person or persons bidding on the same Contract; that this Bidder has carefully read and examined the bid documents, including City Nondiscrimination requirements, Vendor Conflict of Interest Form, Living Wage requirements, Instructions to Bidders, Bid Forms, Purchase Order Terms and Conditions, General Conditions, Detailed Specifications, and all Addenda, and understands them. The Bidder declares that it conducted a full investigation of the work proposed and is fully informed as to the nature of the work and the conditions relating to the work's performance.

The Bidder acknowledges that it has not received or relied upon any representations or warrants of any nature whatsoever from the City of Ann Arbor, its agents or employees, and that this Bid is based solely upon the Bidder's own independent business judgment.

In accordance with these bid documents, and Addenda numbered , the undersigned, as Bidder, proposes to deliver to the City all product/services herein described for the amounts set forth in the Bid Forms.

The Bidder declares that it has become fully familiar with the liquidated damage clauses for completion times and for compliance with City Code Chapter 112, understands and agrees that the liquidated damages are for the non-quantifiable aspects of non-compliance and do not cover actual damages that may be shown and agrees that if awarded the Contract, all liquidated damage clauses form part of the Contract.

Bidder further agrees that the cited provisions of Chapter 14 and Chapter 23 form a part of this Contract.

The Bidder declares that it has become familiar with the City Conflict of Interest Disclosure Form and certifies that the statement contained therein is true and correct.

In submitting this Bid, it is understood that the right is reserved by the City to accept any Bid, to reject any or all Bids, to waive irregularities and/or informalities in any Bid, and to make the award in any manner the City believes to be in its best interest.

SIGNED THIS DAY OF , 202__.

Bidder’s Name Authorized Signature of Bidder

Official Address (Print Name of Signer Above)

Telephone Number Email Address for Award Notice

LEGAL STATUS OF BIDDER

(The Bidder shall fill out the appropriate form and strike out the other three.)

Bidder declares that it is:

* A corporation organized and doing business under the laws of the State of

, for whom , bearing the office title of , whose signature is affixed to this Bid, is authorized to execute contracts.

NOTE: If not incorporated in Michigan, please attach the corporation’s Certificate of Authority

• A limited liability company doing business under the laws of the State of ___________, whom ______________ bearing the title of _____________ whose signature is affixed to this proposal, is authorized to execute contract on behalf of the

LLC.

* A partnership, organized under the laws of the state of _____________ and filed in the county of _____________, whose members are (list all members and the street and mailing address of each) (attach separate sheet if necessary):

* An individual, whose signature with address, is affixed to this Bid: ________________ (initial here) Authorized Official

___________________________________________ Date ______________, 202_

(Print) Name _______________________________ Title _____________________________

Company: ____________________________________________________________________

Address: _____________________________________________________________________

Contact Phone ( ) ____________________ Fax ( ) ___________________________

Email _________________________________

SPECIFICATIONS

GENERAL

The City of Ann Arbor is soliciting bids from qualified contractors to perform sidewalk snow removal. The bid is for one year with two, one-year renewals. The City is seeking qualified firms to provide equipment and operators to clear sidewalks within 8 hours after the snow stops falling.

DESCRIPTION

Contractors will be responsible for clearing scattered sidewalks and midblock crosswalks when total storm accumulation depth reaches 1" or more. The DDA ramp/midblock crosswalks will be an as needed service.

REQUIREMENTS

Scattered sidewalk and midblock crosswalk clearing will be required when total storm accumulation depth reaches 1" or more or the area receives freezing rain. Work shall not begin until after the snow stops falling. Contractors will be paid for one push per event based on the total storm accumulation. Sidewalk clearing shall be completed within 8 hours after the snow stops falling. In the event of blowing snow following the storm event or if a sidewalk is plowed in by City street plows or Contractor operations, and snow accumulates to a depth of one-half inch (1/2"), the Contractor shall continue snow removal from sidewalks with all snow being removed by 8:00 a.m. daily. Contractor shall apply deicer products to these sidewalks as necessary. The map of these locations can be found by visiting:

a2gov.org/sidewalksnowcontractor

DDA ramp/midblock crosswalk clearing within the DDA will be as-needed. Every effort will be made to coordinate as far in advance as possible to establish a start time for this as-needed operation. The service will not begin until after the streets within the DDA are cleared. The service is meant to supplement property owners in final cleanup and removal of windrows left by street plowing operations. Contractors shall begin clearing these areas within 2 hours of the agreed upon start time. All ramps shall be cleared within 8 hours after the snow stops falling.

Contractors are required to monitor weather forecasts throughout the winter contract period and shall be prepared to plow within the scheduled contract times.

The Contractor shall make every effort to plow continuously from notice to proceed until the work is completed. The Contractor is required to notify the appropriate supervisor when plowing begins and/or is completed. All areas should be cleared to bare pavement.

The Contractor is responsible for all damage done to public or private property as well as to any person as a result of its operations, and shall repair, replace, or compensate as directed at no cost to the City.

The Contractor shall notify the city when they have completed their work. If the section does not meet the specifications, the city shall notify the contractor immediately with the deficiencies noted during the inspection and the contractor shall return to the section to fix the deficiencies.

Contractors shall be provided with names and phone numbers of the on duty supervisor.

TRUCK AND EQUIPMENT REQUIREMENTS

All equipment is subject to City of Ann Arbor inspection and approval. The City reserves the right to waive any of the requirements set forth herein. Contractors must demonstrate that they have equipment of sufficient size and weight to sidewalks and mixed use paths.

Equipment shall be in good condition and repair so as to perform continuously throughout a typical snow clearing operation. Equipment shall be legally licensed and insured. Sidewalk clearing equipment should consist of brooms, blades and blowers. No full size passenger vehicles will be permitted upon sidewalks.

PLEASE INCLUDE EQUIPMENT LISTS IN BID

EQUIPMENT MAINTENANCE

The Contractor is responsible for the maintenance of its equipment at all times and this equipment must be in proper working order at all times. If for any reason the contractor cannot perform assigned work because of improperly working equipment, this shall constitute an event of default and, the City of Ann Arbor shall have the right, in its discretion, to terminate the contract, and engage other contractors to complete the work of the contract.

CONTRACTOR AVAILABILITY

Contractors shall be available by phone and email 24 hours per day. The notice to begin work may be issued at any time of day, any day of the week, including weekends and holidays. The City will make every attempt to notify contractors of the anticipated operational plan for as-needed services.

Contractors shall be available to plow throughout this time period. Contractors shall monitor weather conditions throughout the contract period so as to be prepared to commence work within two hours of notice to begin.

The Contractor shall provide their own equipment, labor, fuel and any other materials necessary to complete the required work. The Contractor shall be responsible for the maintenance and repair of its own equipment and the availability, presence and supervision of its employees. The Contractor shall provide a garage or yard for maintenance and storage of equipment.

The Contractor shall remain in communication with City supervisor during snow clearing operations. All equipment used in the Contractor's plowing operation shall be equipment with a cell phone or radio such that the operator can be contracted at any time.

The Contractor shall report all accidents and damage that may result from the snow clearing operations to the City Supervisor; such reports shall be made by phone and followed with an email. Contractor shall report the location where the damage occurred, the time of the incident, and a description of the damaged item (mailbox, sign, etc.).

The Contractor shall handle all damage claims in a timely and professional manner. The

Contractor and their insurer shall communicate with claimants regarding the status of the claim. The City of Ann Arbor will not intercede between the Contractor and claimants.

However, failure to settle claims fairly and in a timely manner may be reason to recommend against future contract awards.

Contractors are required to comply with all City of Ann Arbor, County, State, and

Federal regulations. The City will not provide oversight, supervision or monitoring of the contractor's employees. Safety is the responsibility of the contractor. The City's contractual obligation is to pay for completed, plowed residential sections as required in this contract.

The City of Ann Arbor shall only pay for completed work. Payment will be made for work that is halted due to weather conditions that eliminate the need for plowing based on the percentage of sidewalks completed in the assigned section or sections.

PAYMENT

Payment is made when sidewalks are cleared in their entirety. The payment will follow the rate schedule as bid for the depth of snow.

The City may halt the snow operations. This can be done at the City's sole discretion if weather and road conditions warrant. Payment shall be made based on the mutually agreed upon percentage of completed section.

Billing for work completed shall be submitted no later than 30 days after the end of each contracted snow removal operation.

CONTRACT DURATION

The initial contract term is for one-year with the option of two (2) one-year extensions.

ADDITIONAL INSTRUCTIONS

The snow depth measurement will be taken on the sidewalk in a location that is not impacted by wind or foot traffic. The measurement in the field will be used to justify any adjustment to the accumulation ranges that are measured throughout the contractor's assigned sections.

The depth of snow will be communicated via email when plowing operations begin.

Payment shall be made for clearing:

• Deicing Only

• 1"-2"

• 3"-5"

• 5"-8"

• 8"-12"

Bids shall be for all ranges of snow depth. All Bids submitted just for low range snow events or just high range only will be rejected. Bidders are expected to plow after and during all types of snow events, including severe and blizzard conditions.

The unit price bid for each section and each range of snowfall is complete compensation for plowing in accordance with this document and for all labor, deicer material, fuel, material, equipment costs, operating expenses, incidentals, overhead and profit.

Contractor may be awarded a contract for the scattered sidewalks and midblock crosswalks, as-needed ODA ramp/midblock crosswalks or both.

ADDITIONAL INFORMATION REQUIRED

1. List of Equipment including rented equipment, that will be used under this contract.

This list shall include year, make, model and color of each piece of equipment.

2. List of subcontractors if used, who will operate equipment and how soon they can report to Ann Arbor after snow stops falling.

3. Estimated time it will take you to complete this service.

BID FORM - PRICING

VENDOR NAME:

The bidder further agrees and understands that the City of Ann Arbor reserves the right to accept any Bid, to reject any or all Bids, to waive irregularities and/or informalities in any Bid, to make the award in any manner the City believes to be in its best interest, and to reduce or eliminate this purchase agreement without prior notice. Unit Prices must be firm for the entire term of the Contract which is anticipated to be one year.

*All bid pricing must include salt/deicing costs

The map of these locations can be found by visiting:

a2gov.org/sidewalksnowcontractor

List of each scattered sidewalk, midblocks, and crosswalk sections included as Exhibit A

Snow Depth Per Push Price/Salt as Needed

Estimated

Quantity of

Pushes

Subtotal

Freezing Rain $ 5 $

1" - 2" $ 10 $

3" - 5" $ 4 $

5" - 8" $ 2 $

8" -12" $ 1 $

Scattered Sidewalks and Midblock Crosswalks - Per Push

Estimated Total Price:

Map of DDA boundary and related ramps, midblocks, and crosswalks attached as Exhibit B

Additional sidewalk sections and/or crosswalk sections added during contract period shall be bid based upon cost per linear foot

If the City requires additional deicing due to refreezing, please provide a cost per linear foot for return service

The City shall not guarantee a minimum or maximum amount of requested services under this contract.

1" - 2" 2"-4" 4"-6" 6"-8"" 8" -10" 10" -12"

As-Needed DDA Ramp/Midblock Crosswalks (identified in Exhibit B ) - Per Push

Snow Depth

Per Linear Foot Price for Winter

Maintenance for additional sidewalk sections

Estimated Quantity of Linear Feet per event

Estimated

Quantity of

Pushes

Subtotal

Freezing Rain $ 2,500 5 $

1" - 2" $ 2,500 10 $

3" - 5" $ 2,500 4 $

5" - 8" $ 2,500 2 $

8" -12" $ 2,500 1 $

Additional sections of sidewalk added throughout the contractual period

Estimated Total Price:

As Needed Per Linear Foot Price for as needed deicing application

Estimated

Quantity of

Linear Feet

Total

Reapply Deicing as needed $ 2,500 $

3. As-needed return deicing service as needed by the City

BID FORM – REFERENCES

Please list at least three references with whom you have had similar contracts during the past three years.

1. Company or City ________________________________________________

Contact Name ________________________________________________

Telephone Number ________________________________________________

E-mail ________________________________________________

2. Company or City ________________________________________________

3. Company or City ________________________________________________

GENERAL CONDITIONS

ESTIMATED QUANTITIES

Quantities stated are estimated and not guaranteed. The quantities stated will be used for award purposes only and are based up an average of actual annual usage.

DOWN PAYMENTS

Any bid proposal submitted which requires a down payment or prepayment of any kind prior to delivery and acceptance of the item, as being in conformance with the specifications will not be considered for award.

CONTRACT TERM

The pricing provided for this ITB shall be firm for one (1) year. Upon mutual agreement between the City and the vendor the pricing provided in this ITB may be extended for two (2) additional one (1) year periods not to exceed three (3) years in total.

GSA/PSA/WSA 4-20-23 1

GENERAL SERVICES

AGREEMENT BETWEEN

[TBD]

AND THE CITY OF ANN ARBOR FOR

[TBD]

This agreement (“Agreement”) is between the City of Ann Arbor, a Michigan municipal corporation, 301 E. Huron St. Ann Arbor, Michigan 48104 ("City"), and [TBD], a(n) [TBD] Other, [TBD], [TBD], [TBD] [TBD] (“Contractor”). City and Contractor agree as follows:

1. DEFINITIONS

Administering Service Area means [TBD].

Contract Administrator means [TBD}, acting personally or through any assistants authorized by the Administrator/Manager of the Administering Service Area/Unit.

Deliverables means all documents, plans, specifications, reports, recommendations, and other materials developed for and delivered to City by Contractor under this Agreement.

Effective Date means the date this Agreement is signed by the last party to sign it.

Project means [TBD].

Services means [TBD] as further described in Exhibit A.

2. DURATION

A. The obligations of this Agreement shall apply beginning on the Effective Date and this Agreement shall remain in effect until satisfactory completion of the Services unless terminated as provided for in this Agreement.

3. SERVICES

A. Contractor shall perform all Services in compliance with this Agreement. The City retains the right to make changes to the quantities of Services within the general scope of the Agreement at any time by a written order. If the changes add to or deduct from the extent of the Services, the compensation shall be adjusted accordingly. All such changes shall be executed under the conditions of the original Agreement.

B. Quality of Services under this Agreement shall be of the level of quality performed by persons regularly rendering this type of service. Determination of acceptable quality shall be made solely by the Contract Administrator.

C. Contractor shall perform Services in compliance with all applicable statutory, regulatory, and contractual requirements now or hereafter in effect. Contractor shall also comply with and be subject to City policies applicable to independent contractors.

APPENDIX A - SAMPLE CONTRACT

GSA/PSA/WSA 4-20-23 2

D. Contractor may rely upon the accuracy of reports and surveys provided by the City, except when a defect should have been apparent to a reasonably competent professional or when Contractor has actual notice of a defect.

4. INDEPENDENT CONTRACTOR

A. The parties agree that at all times and for all purposes under the terms of this Agreement each party’s relationship to any other party shall be that of an independent contractor. Each party is solely responsible for the acts of its own employees, agents, and servants. No liability, right, or benefit arising out of any employer-employee relationship, either express or implied, shall arise or accrue to any party as a result of this Agreement.

B. Contractor does not have any authority to execute any contract or agreement on behalf of the City, and is not granted any authority to assume or create any obligation or liability on the City’s behalf, or to bind the City in any way.

5. COMPENSATION OF CONTRACTOR

A. The total amount of compensation paid to Contractor under this Agreement shall not exceed $0.00, which shall be paid upon invoice by Contractor to the City for services rendered according to the schedule in Exhibit B. Compensation of Contractor includes all reimbursable expenses unless a schedule of reimbursable expenses is included in an attached Exhibit B. Expenses outside those identified in the attached schedule must be approved in advance by the Contract Administrator.

B. Payment shall be made monthly following receipt of invoices submitted by Contractor and approved by the Contract Administrator, unless a different payment schedule is specified in Exhibit B.

C. Contractor shall be compensated for additional work or Services beyond those specified in this Agreement only when the scope of and compensation for the additional work or Services have received prior written approval of the Contract Administrator.

D. Contractor shall keep complete records of work performed (e.g. tasks performed, hours allocated, etc.) so that the City may verify invoices submitted by Contractor.

Such records shall be made available to the City upon request and submitted in summary form with each invoice.

6. INSURANCE/INDEMNIFICATION

A. Contractor shall procure and maintain from the Effective Date or Commencement Date of this Agreement (whichever is earlier) through the conclusion of this Agreement, such insurance policies, including those required by this Agreement, as will protect itself and the City from all claims for bodily injury, death, or property damage that may arise under this Agreement; whether the act(s) or omission(s) giving rise to the claim were made by Contractor, Contractor’s subcontractor, or anyone employed by Contractor

GSA/PSA/WSA 4-20-23 3

or Contractor’s subcontractor directly or indirectly. Prior to commencement of work under this Agreement, Contractor shall provide documentation to the City demonstrating Contractor has obtained the policies and endorsements required by this Agreement. Contractor shall provide such documentation in a form and manner satisfactory to the City. Currently, the City requires insurance to be submitted through its contractor, myCOI. Contractor shall add registration@mycoitracking.com to its safe sender’s list so that it will receive necessary communication from myCOI. When requested, Contractor shall provide the same documentation for its subcontractors.

B. All insurance providers of Contractor shall be authorized to do business in the State of

Michigan and shall carry and maintain a minimum rating assigned by A.M. Best & Company’s Key Rating Guide of “A-” Overall and a minimum Financial Size Category of “V”. Insurance policies and certificates issued by non-authorized insurance companies are not acceptable unless approved in writing by the City.

C. To the fullest extent permitted by law, Contractor shall indemnify, defend, and hold the

City and its officers, employees, and agents harmless from all suits, claims, judgments, and expenses, including attorney's fees, resulting or alleged to result, from an act or omission by Contractor or Contractor’s employees or agents occurring in the performance or breach of this Agreement, except to the extent that any suit, claim, judgment, or expense are finally judicially determined to have resulted from the City’s negligence, willful misconduct, or failure to comply with a material obligation of this Agreement. The obligations of this paragraph shall survive the expiration or termination of this Agreement.

D. Contractor is required to have the following minimum insurance coverage:

1. Commercial General Liability Insurance equivalent to, as a minimum, Insurance Services Office form CG 00 01 04 13 or current equivalent. The City of Ann Arbor shall be an additional insured. There shall be no added exclusions or limiting endorsements that diminish the City’s protections as an additional insured under the policy.

$1,000,000 Each occurrence as respect Bodily Injury Liability or Property Damage Liability, or both combined

$2,000,000 Per project General Aggregate $1,000,000 Personal and Advertising Injury

2. Worker's Compensation Insurance in accordance with all applicable state and federal statutes; also, Employers Liability Coverage for:

Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 each policy limit

3. Motor Vehicle Liability Insurance equivalent to, as a minimum, Insurance

Services Office form CA 00 01 10 13 or current equivalent. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles. The City of Ann Arbor shall be an additional insured. There shall be no added exclusions or limiting endorsements that diminish the City’s protections as an

GSA/PSA/WSA 4-20-23 4

additional insured under the policy. The limits of liability shall be $1,000,000 for each occurrence as respects Bodily Injury Liability or Property Damage Liability, or both combined.

4. Umbrella/Excess Liability Insurance shall be provided to apply in excess of the

Commercial General Liability, Employers Liability and the Motor Vehicle coverage enumerated above, for each occurrence and for aggregate in the amount of $1,000,000.

E. Commercial General Liability Insurance and Motor Vehicle Liability Insurance (if required by this Agreement) shall be considered primary as respects any other valid or collectible insurance that the City may possess, including any self-insured retentions the City may have; and any other insurance the City does possess shall be considered excess insurance only and shall not be required to contribute with this insurance. Contractor agrees to waive any right of recovery by its insurer against the City for any insurance listed herein.

F. Insurance companies and policy forms are subject to approval of the City Attorney, which approval shall not be unreasonably withheld. Documentation must provide and demonstrate an unconditional and unqualified 30-day written notice of cancellation in favor of the City of Ann Arbor. Further, the documentation must explicitly state the following: (a) the policy number(s); name of insurance company; name(s), email address(es), and address(es) of the agent or authorized representative; name and address of insured; project name; policy expiration date; and specific coverage amounts; (b) any deductibles or self-insured retentions, which may be approved by the City in its sole discretion; (c) that the policy conforms to the requirements specified.

Contractor shall furnish the City with satisfactory certificates of insurance and endorsements prior to commencement of any work. If any of the above coverages expire by their terms during the term of this Agreement, Contractor shall deliver proof of renewal and/or new policies and endorsements to the Administering Service Area/Unit at least ten days prior to the expiration date.

7. WAGE AND NONDISCRIMINATION REQUIREMENTS

A. Nondiscrimination. Contractor shall comply, and require its subcontractors to comply, with the nondiscrimination provisions of MCL 37.2209. Contractor shall comply with the provisions of Section 9:158 of Chapter 112 of Ann Arbor City Code and assure that Contractor’s applicants for employment and employees are treated in a manner which provides equal employment opportunity.

B. Living Wage. If Contractor is a “covered employer” as defined in Chapter 23 of Ann

Arbor City Code, Contractor must comply with the living wage provisions of Chapter 23 of Ann Arbor City Code, which requires Contractor to pay those employees providing Services to the City under this Agreement a “living wage,” as defined in Section 1:815 of the Ann Arbor City Code, as adjusted in accordance with Section 1:815(3); to post a notice approved by the City of the applicability of Chapter 23 in every location in which regular or contract employees providing services under this Agreement are working; to maintain records of compliance; if requested by the City, to provide documentation to verify compliance; to take no action that would reduce the compensation, wages, fringe benefits, or leave available to any employee or person contracted for employment in order to pay the living wage required by Section 1:815;

GSA/PSA/WSA 4-20-23 5

and otherwise to comply with the requirements of Chapter 23.

C. Prevailing Wage. Contractor shall comply with Chapter 14 of Title I of Ann Arbor City

Code, which in part states "...that all craftsmen, mechanics and laborers employed directly on the site in connection with said improvements, including said employees of subcontractors, shall receive the prevailing wage for the corresponding classes of craftsmen, mechanics and laborers, as determined by statistics for the Ann Arbor area compiled by the United States Department of Labor. At the request of the City, any contractor or subcontractor shall provide satisfactory proof of compliance with the contract provisions required by the Section." Where this Agreement and the Ann Arbor City Code are silent as to definitions of terms required in determining compliance with regard to prevailing wages, the definitions provided in the Davis-Bacon Act as amended (40 U.S.C. 278-a to 276-a-7) for the terms shall be used.

D. Contractor agrees that all subcontracts entered into by Contractor shall contain wage provisions similar to section 7.B and 7.C of this Agreement covering subcontractor’s employees who perform work under this Agreement.

8. REPRESENTATIONS AND WARRANTIES BY CONTRACTOR

A. Contractor warrants that the quality of Services shall conform to the level of quality performed by persons regularly rendering this type of service.

B. Contractor warrants that it has all the skills, experience, and professional and other licenses necessary to perform the Services.

C. Contractor warrants that it has available, or will engage at its own expense, sufficient trained employees to provide the Services.

D. Contractor warrants that it has no personal or financial interest in this Agreement other than the fee it is to receive under this Agreement. Contractor certifies that it will not acquire any such interest, direct or indirect, which would conflict in any manner with the performance of the Services. Contractor certifies that it does not and will not employ or engage any person with a personal or financial interest in this Agreement.

E. Contractor warrants that it is not, and shall not become overdue or in default to the

City for any contract, debt, or any other obligation to the City, including real and personal property taxes. Further Contractor agrees that the City shall have the right to set off any such debt against compensation awarded for Services under this Agreement.

F. Contractor warrants that its bid or proposal for services under this Agreement was made in good faith, that it arrived at the costs of its proposal independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such costs with any competitor for these services; and no attempt has been made or will be made by Contractor to induce any other person or entity to submit or not to submit a bid or proposal for the purpose of restricting competition.

G. The person signing this Agreement on behalf of Contractor represents and warrants that they have express authority to sign this Agreement for Contractor and agrees to

GSA/PSA/WSA 4-20-23 6

hold the City harmless for any costs or consequences of the absence of actual authority to sign.

H. The obligations, representations, and warranties of this section 8 shall survive the expiration or termination of this Agreement.

9. OBLIGATIONS OF THE CITY

A. The City shall give Contractor access to City properties and project areas as required to perform the Services.

B. The City shall notify Contractor of any defect in the Services of which the Contract

Administrator has actual notice.

10. ASSIGNMENT

A. Contractor shall not subcontract or assign any portion of any right or obligation under this Agreement without prior written consent from the City. Notwithstanding any consent by the City to any assignment, Contractor shall at all times remain bound to all warranties, certifications, indemnifications, promises, and performances required of Contractor under the Agreement unless specifically released from the requirement in writing by the City.

B. Contractor shall retain the right to pledge payments due and payable under this

Agreement to third parties.

11. TERMINATION OF AGREEMENT

A. If either party is in breach of this Agreement for a period of 15 days following receipt of notice from the non-breaching party with respect to the breach, the non-breaching party may pursue any remedies available against the breaching party under applicable law, including the right to terminate this Agreement without further notice. The waiver of any breach by any party to this Agreement shall not waive any subsequent breach by any party.

B. The City may terminate this Agreement, on at least 30 days’ advance notice, for any reason, including convenience, without incurring any penalty, expense, or liability to Contractor, except the obligation to pay for Services actually performed under the Agreement before the termination date.

C. Contractor acknowledges that if this Agreement extends for several fiscal years, continuation of this Agreement is subject to appropriation of funds through the City budget process. If funds are not appropriated or otherwise made available, the City shall have the right to terminate this Agreement without penalty at the end of the last period for which funds have been appropriated or otherwise made available by giving written notice of termination to Contractor. The Contract Administrator shall give Contractor written notice of such non-appropriation within 30 days after the Contract Administrator has received notice of such non-appropriation.

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D. The expiration or termination of this Agreement shall not release either party from any obligation or liability to the other party that has accrued at the time of expiration or termination, including a payment obligation that has already accrued and Contractor’s obligation to deliver all Deliverables due as of the date of termination of the Agreement.

12. REMEDIES

A. This Agreement does not, and is not intended to, impair, divest, delegate, or contravene any constitutional, statutory, or other legal right, privilege, power, obligation, duty, or immunity of the parties.

B. All rights and remedies provided in this Agreement are cumulative and not exclusive, and the exercise by either party of any right or remedy does not preclude the exercise of any other rights or remedies that may now or subsequently be available at law, in equity, by statute, in any other agreement between the parties, or otherwise.

C. Absent a written waiver, no act, failure, or delay by a party to pursue or enforce any right or remedy under this Agreement shall constitute a waiver of that right with regard to any existing or subsequent breach of this Agreement. No waiver of any term, condition, or provision of this Agreement, whether by conduct or otherwise, shall be deemed or construed as a continuing waiver of any term, condition, or provision of this Agreement. No waiver by either party shall subsequently affect the waiving party’s right to require strict performance of this Agreement.

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13. NOTICE

All notices and submissions required under this Agreement shall be delivered to the respective party in the manner described herein to the address stated below or such other address as either party may designate by prior written notice to the other. Notices given under this Agreement shall be in writing and shall be personally delivered, sent by next day express delivery service, certified mail, or first class U.S. mail postage prepaid, and addressed to the person listed below. Notice will be deemed given on the date when one of the following first occur: (1) the date of actual receipt; (2) the next business day when notice is sent next day express delivery service or personal delivery; or (3) three days after mailing first class or certified U.S. mail.

If Notice is sent to Contractor:

[TBD]

ATTN: [TBD]

[TBD]

[TBD], [TBD] [TBD]

If Notice is sent to the City:

ATTN: [TBD}

301 E. Huron St.

Ann Arbor, Michigan 48104

With a copy to: The City of Ann Arbor ATTN: Office of the City Attorney 301 East Huron Street, 3rd Floor Ann Arbor, Michigan 48104

14. CHOICE OF LAW AND FORUM

This Agreement will be governed and controlled in all respects by the laws of the State of Michigan, including interpretation, enforceability, validity and construction, excepting the principles of conflicts of law. The parties submit to the jurisdiction and venue of the Circuit Court for Washtenaw County, State of Michigan, or, if original jurisdiction can be established, the United States District Court for the Eastern District of Michigan, Southern Division, with respect to any action arising, directly or indirectly, out of this Agreement or the performance or breach of this Agreement. The parties stipulate that the venues referenced in this Agreement are convenient and waive any claim of non-convenience.

15. OWNERSHIP OF DOCUMENTS

Upon completion or termination of this Agreement, all Deliverables prepared by or obtained by Contractor as provided under the terms of this Agreement shall be delivered to and become the property of the City.