Snow Removal 2025 RFP.pdf

REQUEST FOR PROPOSALS

CHARTER TOWNSHIP OF WEST BLOOMFIELD

SNOW REMOVAL

BID #: 09032025- SR

DEADLINE: September 24, 2025 @ 2:00 PM PRE-BID MEETING: September 10, 2025 @ 10:00 AM

The Charter Township of West Bloomfield is requesting proposals from qualified contractors for Lawn Cutting/Ground Maintenance and Snow Removal services at various township locations. Sealed proposals will be accepted by the West Bloomfield Clerk’s Department at 4550 Walnut Lake Road, West Bloomfield, Michigan 48323 until September 24, 2025 at 2pm, at which time the name of submitting proposers will be read. One (1) original and three (3) copies of a proposal must be submitted.

Bid packages can be obtained at the Township Clerk’s office during normal working hours 8:00 am – 4:30 pm, on the Township’s website www.wbtownship.org, or through the Michigan Intergovernmental Trade Network (MITN) www.bidnet.com.

The Township will be holding a pre – bid Meeting on September 10, 2025 @ 10:00 AM at Town Hall, 4550 Walnut Lake Road, West Bloomfield Township, MI 48323

WEST BLOOMFIELD TOWNSHIP RESERVES THE RIGHT TO ACCEPT OR REJECT

ANY OR ALL BIDS AND TO WAIVE ANY IRREGULARITIES

GENERAL CONDITIONS

1. SUBMITTAL

All proposals must be submitted in a sealed envelope or package, and must include the following information on the exterior of the package:

• Bidder’s Business Name and Address

• Bid number and Proposal Name

• Send proposals to the attention of the Clerk’s office, Charter Township of West Bloomfield

Clerk’s Department and address as directed below:

For delivery directly to the Town Hall, 4550 Walnut Lake Road, West Bloomfield, Michigan 48323 http://www.wbtownship.org/ http://www.bidnet.com/

West Bloomfield Township Lawn Cutting/Grounds Maintenance & Snow Removal

Bid #: 09032025

DO NOT PUT YOUR BIDS IN THE TOWNSHIP DROP BOX.

It is the responsibility of the Bidder to ensure that the proposal arrives on time and at the right place. Any proposals received after the above date and time will be disqualified.

2. PUBLIC INFORMATION

All submitted proposals and information included therein or attached thereto shall become public record upon delivery to the Township

3. CLARIFICATION OF RFP

Any request(s) for clarification of this RFP shall be made in writing. For questions regarding the bid specifications contact Simon Parker, Facilities & Maintenance Supervisor, sparker@wbtownship.org or 248.704.0006. For general procurement questions contact Catherine Ellerson, Purchasing Manager, cellerson@wbtownship.org or 248.451.4801.

In the event it becomes necessary to revise any part of the RFP, an Addendum will be posted on the township website and the MITN website.

4. RIGHT TO REJECT PROPOSALS AND WAIVE INFORMALITIES

The Township reserves the right to reject any or all proposals, to award the contract, not award the contract, split the award after review of the proposals, and award more than one contract.

The Township reserves the right to reject low proposals or to accept a higher proposal, to negotiate terms and conditions, to waive any irregularities and/or informalities, and to accept or reject any item or combination of items. The Township reserves the right to award the project to the Bidder it deems to best serve the overall interests of the Township and reserves the right to accept or reject any or all proposals received in response to the Request for Proposals.

Any acceptance of a bid shall not be binding on the Township until the Township Board has approved the award of contract, and until the Bidder has submitted the signed Contract, proof of insurance, and satisfied all acceptance conditions. The Township reserves the right to continue to review, evaluate and investigate all bids and Bidders until there is a binding contract between the parties.

5. RESPONSIVE PROPOSALS

Bidders are expected to examine the RFP requirements and all instructions. Failure to do so shall be at the company’s risk. The proposal shall substantially conform to the terms, conditions, and specifications of this Request for Proposal; otherwise, it may be declared non-responsive and rejected. Bidder shall provide a straight forward, concise description of the capabilities to satisfy the requirements of the Request for Proposals. The person signing the proposal must initial all erasures or other changes. If any person contemplating submitting a proposal is in doubt of the true meaning of any part of the specifications or other conditions with the RFP, they are advised to call and have the portion in question clarified.

mailto:sparker@wbtownship.org mailto:cellerson@wbtownship.org

6. CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addendum issued in relation to the RFP will be on file in the Purchasing Office.

In addition, all changes and addenda will be posted on the township website and MITN website.

It shall be the contractor’s responsibility to make inquiry as to the changes or addenda issued.

All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda.

7. INTERVIEWS/PRESENTATIONS

The Township reserves the right to interview qualifying bidders as part of the evaluation process.

8. PROPOSED PRICE

The prices proposed shall be held firm for 120 days or final award of contract, whichever comes first, except the successful proposal prices shall be held firm for the entire contract period. The terms and provisions of this RFP and the Bidder’s response shall become contractual obligations if a contract ensues. Failure of the successful Bidder to accept these obligations may result in cancellation of the award.

9. WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn in person by a bidder, or authorized representative, provided their identity is known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No proposal may be withdrawn for at least 90 days after opening except the successful bidder whose prices shall remain firm for the entire contract period.

10. EXECUTION OF CONTRACT

Each proposal is received with the understanding that an acceptance in writing by the Township of the offer, to furnish any or all of the services and materials described, shall be implemented by a written contract to be approved by the Township between the bidder, as the independent contractor, and the Township. This contract shall bind the bidder to furnish and deliver the services quoted, at the prices stated, and in accordance with the condition of said accepted proposal. It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of the contract or its right, title, or interest in or to the same, or any part thereof, without previous consent of the Township and any sureties.

If a bidder does not execute a Contract acceptable to the Township within 10 days after being notified of selection, the Township may give notice to the bidder of the Township’s intent to select the next most qualified firm or call for new proposals, whichever the Township deems most appropriate.

No contract with the Charter Township of West Bloomfield can be assigned, transferred, or subcontracted without approval in writing from the Township.

11. LIABILITY FOR COSTS

The Township is not liable for any costs incurred by firms with regard to this RFP.

12. TAX EXEMPTION

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in the proposal figure. The Township will furnish the successful bidder with tax exemption certificates when requested.

13. INDEMNIFICATION AND HOLD HARMLESS

The selected bidder shall, at its own expense, protect, defend, indemnify and hold harmless the Charter Township of West Bloomfield, its elected and appointed officials, employees and volunteers and others working on behalf of the Charter Township of West Bloomfield, against any and all claims, damages (including but not limited to direct, indirect, incidental, consequential, special and punitive damages), costs, lawsuits and expenses including, but not limited to, all costs from administrative proceedings, court costs, and actual and/or reasonable attorney fees, that may incur as a result of any acts, omissions or negligence of the selected bidder, its employees or agents or its subcontractors of sub-subcontractors, or any of their officers, employees or agents which may arise out of the contract.

The Contractor’s indemnification responsibilities shall include the sum of damages, costs and expenses which are in excess of the sum paid out on behalf of or reimbursed to West Bloomfield Township or its elected and appointed officials, employees and volunteers, or by the insurance coverage obtained and/or maintained by the selected firm pursuant to the requirements of this RFP and the contract entered into.

14. INSURANCE REQUIREMENTS

The Contractor shall secure and maintain during the term of this contract insurance in the types and amounts specified in Attachment A, from an insurance agency authorized to do business in the State of Michigan, whose rating is satisfactory to the Township’s Risk Management Advisor. The Contractor shall be required to provide a certificate of insurance evidencing the required coverage prior to execution of the contract and the policies shall include the additional insured language. See Attachment A.

A copy of your current insurance coverage should be attached to this bid.

15. IRAN LINKED BUSINESS

In accordance with Michigan Public Act 517 of 2012, the Iran Economic Sanctions Act, MCL 129.311, et seq., effective date 4/1/13, all vendors must certify that they are not an “Iran Linked Business” in order to submit a proposal. The act prohibits individuals who have economic relations with Iran from submitting bids on RFP’s with the state or any other public entities.

The act also includes penalty provisions for submittal of false certifications. See Attachment “B”.

16. MATERIAL SAFETY DATA SHEETS

Safety Data Sheets (SDS) (previously known as Material Safety Data Sheets (MSDS)) must be supplied when chemicals are part of any order.

17. NON-COLLUSION

Bidder declares that the proposal is not made in connection with any other bidder submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

18. FEDERAL, STATE, LOCAL LAWS

All bidders will comply with all Federal, State, and Local laws, ordinances, rules, and regulations. Ignorance on the part of the bidder shall not, in any way, relieve the bidder from responsibility for compliance with said laws and regulations, or any of the provisions of these documents.

CONTRACT

1. CONTRACT PERIOD

The contract period shall be for one (1) year from the effective date, with two (2), one (1) renewal periods, at the Township’s option.

2. CANCELLATION OF CONTRACT

The Township reserves the right to cancel any Contract at any time upon thirty (30) days prior written notice of its intent to terminate agreement. The selected firm shall provide the Township at least ninety (90) days prior written notice of its intent to terminate any Contract.

SUBMITTAL REQUIREMENTS

West Bloomfield Township is requesting that the following information be part of your formal submittal:

SUBMITTED PROPOSALS SHALL BE ORGANIZED INTO THE SECTIONS OUTLINED

BELOW. LABEL AND TAB EACH SECTION AND NUMBER THE PAGES.

1. BIDDER INFORMATION

Firm Name:

Address:

City/State/Zip Code:

Telephone Number: Email Address:

Firm Established ________________________ Years in Business: ______________________

Type of Organization: ____________________ State of Organization:___________________

No. of Employees: _________________ Full-Time __________________________ Part-Time

Representative's Name:

Title:

Signature:

Date:

*** Please provide names, phone numbers, and addresses for public agencies or businesses for whom you provide similar work.

It is agreed by the signed bidder that the signature and submission of this proposal represents the bidder’s acceptance of all terms, conditions, and requirements of the proposal specifications and, if awarded the proposal shall be incorporated into the Contract between the parties.

The bidder agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the proposal documents, but which are incidental to the scope, intent and completion of the Contract, shall be deemed to have been included in the prices for the various items scheduled.

It is understood that all proposed prices shall remain in effect for a least 120 days from the date of the proposal opening to allow for the award and that, if awarded the Contract the prices shall remain firm throughout the Contract period and any renewal term.

The bidder affirms that he/she is duly authorized to execute this proposal; that this proposal has not been prepared in collusion with any other proposer; and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned or any employee or agent, to any competitor; and the bidder has full authority to execute the Contract awarded as result of, or on the basis of the proposal.

By submission of this proposal the Bidder agrees that at the time of submittal: (1) Bidder has no interest, including financial benefit, commission, finder's fee, or any other remuneration, and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Bidder's services; and that (2) Bidder had no notice or knowledge of any “Conflict of Interest” that would be created by an award of Contract to Bidder A. "Conflict of Interest" shall include holding or retaining membership, or employment, on a board, elected office, department, division of bureau, or committee sanctioned by and/or governed by the Charter Township of West Bloomfield.

Bidders shall identify any interest, and the individuals involved, on separate paper with the proposal;

and shall understand that the Township, at its discretion may reject their proposal.

2. BID SPECIFICATIONS

a. GENERAL

i. Bidder shall supply equipment necessary to protect the vehicular and pedestrian traffic, work, and personnel in work areas.

ii. Selected bidder shall notify Township of any necessary repairs or deficiencies in the observed by contractor during the course of performing requested snow removal.

iii. Work not specified herein may arise during the contract period. For work not specified the township will require a written estimate for the cost to perform such work at that time.

b. SNOW REMOVAL SERVICES

Please complete the bid tab included in Attachment C for the following specifications:

i. LOCATIONS

The following locations (see Attachment D) shall be serviced as follows:

• Civic Center Complex – this location includes Civic Center Boulevard, Emergency Access Drive, Safety Path along Walnut Lake Road (only in front of Civic Center Complex), and walkways and parking lots at Town Hall, Library, and the Police Station. This location does not include the parking lots at the Parks and Recreation building and can be more generally described as:

o Civic Center Blvd.: 64,000 sq. ft.

o Emergency Access: 3,200 sq. ft.

o Town Hall Parking Lot:

• Lot #1 (east side): 66,455 sq. ft.

• Lot #2 (west side): 26,345 sq. ft.

o Police Dept. Parking Lot: 55,412 sq. ft.

o Library Parking Lot: 64,480 sq. ft.

o Safety Path and Walkways:

• Safety Path along Walnut Lake Road – 10,000 sq. ft.

• Walks along Civic Center Boulevard – 8,000 sq. ft.

• Walks around Police – 4,300 sq. ft.

• Walks around Town Hall – 7,500 sq. ft.

• Walks around Library – 8,770 sq. ft.

• Fire Stations (Salt Only, On-Call Basis) – this location includes:

o #1 - 4601 Orchard Lake Road o #2 - 6925 Maple Road o #3 - 3340 Green Lake Road o #4 - 5842 Greer o #5 - 5425 West Maple o #9 - 3300 Orchard Lake Road

• Library – Westacres Branch – 7321 Commerce Road o Parking Lot: 18,721 sq.ft o Walks around building: 1,359 sq.ft.

o Safety Path along Commerce: 2,179 sq. ft.

Building operation hours:

Police Department – 24/7 Town Hall – 8 a.m. – 4:30 p.m. Monday thru Friday Library – 9a.m. – 9 p.m. Monday thru Friday; 9 a.m. – 6 p.m. Saturday; noon – 5 p.m.

Sunday Library – Westacres - 9a.m. – 9 p.m. Monday thru Friday; 9 a.m. – 6 p.m. Saturday;

noon – 5 p.m. Sunday

ii. SCOPE OF WORK

1. The Civic Center Boulevard and Emergency Access Drive must be cleared and/or salted for any snow event of one inch (1”) or more, seven days a week.

The boulevard services other buildings that are open on the weekends, in addition to the Police Department that is open 24 hours. We require all parking lanes to be cleared for first responders to exit the premises.

2. The Police Department lot must be cleared by 6:00 a.m. and sidewalks by 6:30 a.m., seven days a week. The Police Department is a 24-hour operation - their site may need snow removal services at any time, so equipment must be available within one (1) hour of notification.

3. The Town Hall parking lots must be cleared and/or salted by 7:00 a.m. and sidewalks by 7:30 a.m., Monday thru Friday. These times correspond to the building opening and service needs to be as close as possible to these times.

4. The Township library and westacres library parking lots and sidewalks must be cleared and/or salted by 8:00 a.m., Monday thru Saturday and 11 a.m. on Sunday. These times correspond to the building opening and service needs to be as close as possible to these times.

5. The Town Hall west parking lot is shared with the Township Library and is used on the weekends. The library, town hall west lot and adjoining sidewalks must be cleared and/or salted by 8 a.m. on Saturday and 11 a.m. on Sunday.

6. Snow removal service must be automatic at one inch (1") of snow and above or if there is any freezing rain or sleet. If less than one inch (1"), service will be called for by the police department dispatchers or other authorized individuals whose names will be provided.

7. In the event that township vehicles or other obstructions prevent access to certain areas designated for snow removal, the contractor will be responsible for clearing areas once the vehicles or obstructions have been removed by township staff. Township staff will be responsible for ensuring all vehicles or other obstructions are removed in a timely manner. The contractor shall only return to clear such areas after they have been notified by township staff they are accessible.

8. Clear all sidewalks and entryways, unless they are cleared before your crews reach our site. If hazardous conditions exist, magnesium chloride or approved alternative should be applied to walks, stairs and entryways. Include material data sheets on the product you propose to use. The Township reserves the right to request documentation during the season to confirm the proposed product is being utilized.

9. Safety Paths/Sidewalks along Commerce Road, Walnut Lake Road and Civic

Center Blvd. must be cleared when snow reaches a depth of two inches (2”) or greater. If hazardous conditions exist magnesium chloride or approved alternative should be applied.

10. Salting (or approved alternative) of the boulevard and parking lots as needed.

Special attention to curves, Walnut Lake Road, west (exit) side.

11. Every effort must be made to keep all salt and chloride from entering the lawn or landscape beds. Do not use chloride under the buildings canopy unless there is blowing snow or icing.

12. Fire Stations - Salting is sometimes required at our Fire Stations. The successful bidder will receive a list of individuals who are authorized to issue a work order and request this service. All Fire Department sites called in at once will be handled as one work order and will be billed as total tonnage dropped and at the same rate as established for Civic Center salting. A copy of the work order should be left at each site serviced.

ATTACHMENT A

INSURANCE REQUIREMENTS

The Contractor shall not commence work under this Contract until they have obtained the insurance required under this section. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the Charter Township of West Bloomfield.

1. Workers’ Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

2. Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage;

(D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse, and underground (XCU) Exclusions, if applicable.

3. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

4. Excess Liability Insurance: The contractor shall procure and maintain during the life of this contract, Excess Liability Insurance in the amount of $1,000,000 per occurrence and $1,000,000 aggregate.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating that the following shall be Additional Insureds: The Charter Township of West Bloomfield, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof.

6. Cancellation Notice: All Coverages, as described above, shall include an endorsement stating the following: “It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Catherine Ellerson, Purchasing Agent, Charter Township of West Bloomfield, P.O. Box 250130, West Bloomfield, MI, 48325).

7. Proof of Insurance Coverage: Insurance certificates must be supplied within five (5) business days of contract award and sent to Catherine Ellerson, Purchasing Agent, Charter Township of West Bloomfield, MI 48323.

8. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to Charter Township of West Bloomfield at least ten (10) days prior to the expiration date.

ATTACHMENT B

VENDOR CERTIFICATION

THAT IT IS NOT AN

“IRAN LINKED BUSINESS”

Pursuant to Michigan law, (the Iran Economic Sanctions Act, 2012 PA 517, MCL 129.311 et seq.), before accepting any bid or proposal, or entering into any contract for goods or services with an prospective Vendor, the Vendor must first certify that it is not an “IRAN LINKED BUSINESS”, as defined by law.

VENDOR

Legal Name

Street Address

City

State and Zip

Corporate ID # / State

Taxpayer ID #

(please complete in its’ entirety)

The undersigned, with: 1) full knowledge of all of Vendors business activities, 2) full knowledge of the requirements and possible penalties under the law MCL 129.311 et seq., and 3) the full and complete authority to make this certification on behalf of the Vendor, by his/her signature below, certifies that: the Vendor is NOT an “IRAN LINKED BUSINESS” as required by MCL 129.311 et seq., and as such that Vendor is legally eligible to submit a bid and be considered for a possible contract to supply goods and/or services to West Bloomfield Township.

Signature of Vendor’s Authorized Agent:_______________________________________________________________

Printed Name of Vendor’s Authorized Agent:_______________________________________________________________

Witness Signature:______________________________________________________________

Printed Name of Witness:_________________________________________________________

ATTACHMENT C

Bid Tabulation

Snow Removal

Work Item Season

Police Department Lots & Sidewalks $

Town Hall Lots & Sidewalks $

Township Library & Westacres Library lots, sidewalks and safety path

Civic Center Boulevard & Emergency Access Drive $

Civic Center Sidewalks (along Blvd. and Walnut Lake Road) $

Salt / Magnesium Chloride $

Salt Alternative $

TOTAL SEASONAL BID W/ SALT/MAGNESIUM CHLORIDE $

TOTAL SEASONAL BID w/ SALT ALTERNATIVE $

Salt Application (Fire Stations, On Call Basis) Rate

Salt Applied to Lots & Blvd – Rate per ton applied $

Magnesium Chloride Applied to Walks - Rate per lb bag applied $

Salt Alternative $

Salt Alternative

Please describe product and its’ benefits to West Bloomfield Township – include product brochure.

ATTACHMENT D

Map of Locations