City of Rochester Hills

Request for Proposals

Tree Maintenance and Stump Grinding Services

RFP-RH-26-019

Dated: July 7, 2026. The City of Rochester Hills is accepting proposals from qualified and experienced firms to provide tree maintenance and optional stump grinding services for a three (3) year term with the option to renew for a two (2) year term under the same terms and conditions.

Sealed proposals for Street Tree Maintenance and Stump Grinding Services as specified in the specifications will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills

Drive, Rochester Hills, MI 48309 via electronic submission ONLY through the MITN (www.mitn.info) website until exactly 3:00 P.M. Local Time, Wednesday, July 29, 2026 at which time the City will read the names and addresses received publicly via a Zoom Teleconference.

It is important that you read all information to ensure you submit your response to the City in the correct manner. If you are interested in providing a response, please read the Request for Proposals in its entirety and submit the requested information and proper forms and upload to the MITN website.

Electronic submissions ONLY will be accepted.

The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats.

It is requested that you upload one complete document, versus that of several individual sheets.

Please name your files accordingly if more than one file is uploaded to the site.

Proposal Opening Via Zoom Teleconference.

Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: July 29, 2026 03:00 PM Eastern Time (US and Canada)

Topic: RFP-RH-26-019 Street Tree Maintenance & Stump Grinding Services

Join from PC, Mac, iPad, or Android: https://us02web.zoom.us/j/84826201419

Join via audio: +1 312 626 6799 US; +1 646 931 3860 US; +1 929 205 6099 US

Webinar ID: 848 2620 1419

The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN) located at www.mitn.info. Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued.

The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, click on Departments, Fiscal, Accounting & Purchasing, Procurement

Division, Bid Opportunities and link to MITN website.

Once an award is made, a notice will be posted on the MITN website.

http://www.mitn.info/ http://www.rochesterhills.org/

Request for Proposals

As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Request for Proposals documents. In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the

City of Rochester Hills Purchasing Division shall govern.

The City’s acceptance of a proposal/bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a proposal/bid and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the

City.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.

The City of Rochester Hills (hereinafter referred to as The City) desires to acquire tree maintenance and stump grinding services for three (3) year term with the option to renew for a two (2) year term under the same terms and conditions based upon a mutual agreement between the City and the service provider.

The purpose of this document is to ultimately select the services of a professional firm to provide the

City of Rochester Hills tree maintenance and stump grinding services. The City of Rochester Hills

Natural Resources Division has provided specifications and requirements which will assist in the procurement of the highest quality services possible to meet the requirements and needs of the City.

This document is a Request for Proposal. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation.

Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service, of which qualifications, experience, capacity, methodology and philosophy, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor’s approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule meetings with shortlisted proposers, after receipt of all proposals. Meetings with shortlisted proposers will provide additional information and criteria upon which the City will base its selection decision. A purchase order/contract will be awarded to a qualified vendor submitting the best proposal. The City of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed service which best meets its required needs, quality levels and budget constraints.

All information requested herein shall be submitted with the Request for Proposals (RFP); failure to do so may result in rejection of the RFP as non-responsive and/or incomplete.

Request for Proposals

SCOPE OF WORK

The City of Rochester Hills is accepting proposals to provide supervision, arborist labor, equipment, services and expertise required to perform tree maintenance services including, but not limited to, removal of trees and tree pruning in and along the public street right of ways and other public properties of the City. The City is also accepting proposals to provide stump grinding services

(optional) for various species and sizes. The contract will be for a base period of three (3) year term with the option to renew for a two (2) year term under the same terms and conditions. Proposers are able to submit a proposal on both services or for only one of the services. Proposer does not have to propose on both services to be considered for award.

Proposers will be responsible for fully understanding the scope of the work specified and to judge for themselves what is needed to accomplish the work to be done. The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered, and the character, quantity and quality of the work to be performed.

Work will be performed by the selected Contractor on an as needed basis. It will include, but is not limited to, the following items: Stump grinding, tree trimming, tree removals, storm damage response and related arboricultural services.

The initial base contract is estimated to begin November 1, 2026 and end December 31, 2029, unless otherwise extended by mutual agreement between the Contractor and the City. The Contractor shall be notified by the City of its desire to extend the contract period prior to the expiration of the contract period. The Contractor’s services are generally needed on a regular basis January through

March each year and on an as-needed basis throughout the remainder of the contract period as needed.

Proposers should state for tree maintenance services an hourly crew rate that is inclusive of all equipment needed to accomplish the specified work. The rate shall include disposal of, wood pieces, and logs. Proposals shall be in conformance with and subject to instructions to proposers.

Proposers should state for stump grinding services a unit price based on a per diameter inch rate that is inclusive of all equipment, labor and devices necessary to accomplish the work as described.

Stump measurement shall be obtained by measuring at the widest and narrowest cross section of the cut face of each stump. The average of the two measurements will determine the stump diameter, with rounding up to the nearest full inch. All excavations shall be backfilled before the

Contractor leaves the work site.

Proposers must furnish references and demonstrate to the City’s satisfaction their ability to provide the services specified.

Request for Proposals

GENERAL SPECIFICATIONS

SAFETY STANDARDS

1. All equipment to be used and all work to be performed must be in full compliance with the most current revision of the following: American National Standard Institute (ANSI) A300

Standards for Tree Care Operations – Part 1 through 7; ANSI Z133.1 for Arboricultural

Operations – Safety Requirements; Michigan Department of Energy, Labor & Economic

Growth, General Industry Safety Standards, Part 53 Tree Trimming and Removal.

2. The Contactor will be required to provide and maintain in clean and in good working condition any and all traffic safety and warning devices such as barriers, guards, lights and lighted arrow boards when and where it may be necessary to do so as a result of the work being done. Such devices, barriers, markings, signs, or traffic lights shall conform to the current Michigan Manual of Uniform Traffic Control Devices. Additional personnel will be needed for traffic control as required.

3. During the progress of work, adequate provisions shall be made by the Contractor to accommodate normal traffic flow over the public streets in order to minimize inconvenience to the general public. Users of property adjacent to the work shall be afforded with access to driveways, housing or buildings.

4. The City will determine when work shall be suspended if traffic is being unduly hampered or delayed by the work. The City may also suspend or cancel the work during poor weather conditions (rain, snow, extreme temperatures).

5. The proposer shall coordinate his work with other contractors performing work within the common or adjoining areas, so as to avoid conflicts in maintaining traffic operations or hindering the orderly progress of the other contract work.

LIABILITY FOR DAMAGE TO PROPERTY AND/OR PLANT MATERIAL

1. The Contractor will be responsible for the preservation of all public and private property along and adjacent to working area, and shall exercise due care and caution to avoid and prevent any damage or injury as a consequence of the work. All trees, shrubs, ground covers, fences, and utilities shall be adequately protected.

2. Damage: Climbing irons, spurs, or spikes are not to be used on trees to be pruned. Any tree damage caused by the Contractor is to be repaired immediately, to the satisfaction of the City, at no additional expense. Trees damaged beyond repair, as judged by a qualified arborist acceptable to both parties, are to be removed at no expense to the City and replaced by a tree of size and species approved by, and at no additional expense to the City; or the dollar value of such damaged trees, as determined by a qualified arborist acceptable to the City and

Contractor, shall be deducted from the monies owed the Contractor.

Request for Proposals

3. Should any direct or indirect damage or injury result to any public or private property by or on account of any act, omission, neglect, or misconduct in the execution of the work or as a consequence of the execution or non-execution thereof on the part of the Contractor or any of his employees or agents, such property shall be restored, by and at the expense of the

Contractor, to a condition equivalent to that existing before the damage or injury occurred, by repairing or rebuilding the same or by otherwise making good such damage or injury in an acceptable manner.

4. The Contractor shall not engage in any activity or practices that pose an unreasonable hazard or threat to the safety of persons or property.

5. A close inspection shall be made by the Contractor or his representative at each job site to determine whether an electrical hazard (as defined in the current ANSI Z133.1) exists. If an electrical hazard exists then all work shall be performed by a qualified and experienced line clearance tree trimmer in accordance with current line clearance specifications and safety standards. Each tree worker on the crew shall have completed electrical hazard recognition training in compliance with OSHA 1910.268, 1910.269 and 1910.333.

6. Tree trimming and removal operations may be conducted in areas where overhead electric, telephone, and cable television facilities exist. The Contractor shall protect all utilities from damage, shall immediately contact the appropriate utility if damage should occur, and shall be responsible for all claims for damage due to his operations. The Contractor shall make all arrangements with the appropriate utility company for removal of all necessary limbs and branches which may conflict with or create a personal injury hazard in conducting the operations of this contract. If the Contractor has properly contacted the utility in sufficient time to arrange for the required work by the utility, delays encountered by the Contractor in waiting for the utility to complete its work shall not be the responsibility of the Contractor.

7. The Contractor shall be responsible for making all the necessary contacts with the appropriate utility company for location of any underground utility services which are in the work area and which could be damaged by the Contractor’s operation. If the Contractor has properly contacted the utility in sufficient time (three working days) to arrange for location and protection of underground services, delays encountered by the Contractor in waiting for the utility to complete its work shall not be the responsibility of the Contractor.

(Remainder of Page Intentionally Left Blank)

Request for Proposals

HOURS AND CONDITIONS OF WORK

1. Tree maintenance and/or stump grinding activities, including chipping and clean up, etc., must be conducted Monday through Friday between the hours of 7:30 a.m. to 4:00 p.m. No night, weekend or holiday work will be permitted unless specifically authorized or directed by the Mayor or his/her representative. If Contractor travels to work site on a rainy day, a minimum of one (1) hours work must be performed, otherwise the day is deemed a “rain day” and is unpaid.

2. City would allow for a half hour in the beginning of the work day (7:30 a.m. – 8:00 a.m.) and half hour at the end of the work day (3:30 p.m. – 4:00 p.m.) to account for travel, gas and dumping wood chips. Crew shall start work at the work site designated by the City at 8:00 a.m. All equipment shall be repaired, maintained, fueled and prepared to begin work at that time. Chip and log trucks shall be empty. Any additional fueling, maintenance and repairs between 8:00 a.m. and 3:30 p.m. are considered as down time and therefore unpaid.

3. At no time shall the Contractor leave the work area in a dangerous condition. All parts of the work area shall be left in a neat, safe and presentable condition prior to leaving the work site.

Before the end of each working day, the Contractor shall clear the site of all rubbish, debris and brush resulting from the tree maintenance or stump grinding operations. All limb and trunk wood that is not chipped shall be placed in a neat and stable manner that does not interfere with legitimate use of the street and sidewalk on the right of way for use by the adjoining property owner unless otherwise specified. Street and sidewalks shall be swept and lawn areas raked clean of debris.

4. Note: Whenever larger logs and unchippable tree parts remain on site, a log loader truck, similar to a Prentice Loader, will be required as needed to pick up the logs and parts at a later date at the log removal rate. These shall be disposed of by the Contractor at no additional charge.

5. The City reserves the right to determine areas or quantities of trees to be maintained and/or stumps to be ground.

6. The Contractor shall, at his expense, procure all necessary licenses and permits needed to conduct the work required under the terms of this contract. It shall be the responsibility of the Contractor to obtain all necessary permits, lane closure permits and other needed authorization to conduct tree maintenance and stump grinding operations on all rights-of-way.

The Contractor shall give any and all necessary formal notices required in conjunction with the lawful execution of the work of this contract.

7. There will be no work on the following holidays except in the event of an emergency: New

Year’s Eve; New Year’s Day; Martin Luther King Day; Presidents Day; Good Friday; Memorial

Day; Fourth of July; Labor Day; Thanksgiving Day; Day after Thanksgiving; Christmas Eve; and

Christmas Day.

Request for Proposals

8. Under normal conditions, the crew described and all equipment must be available on 72 hours notice from the City.

9. Under storm or emergency conditions, as deemed by the City, the crew described is to be available on a 24-hour notice. The Contractor is to give absolute preference to the City in storm or emergency conditions. The Contractor shall provide telephone numbers where they can be reached on a 24 hour basis. Emergency call-outs are considered after 4:00 p.m. and before 7:30 a.m. Monday through Friday, Saturdays, Sundays and holidays.

EQUIPMENT SPECIFICATIONS AND PERSONNEL

1. The Contractor shall provide qualified supervision of each crew at all times while working under this contract. A Certified Arborist (as administered by the International Society of

Arboriculture) shall be on the Contractor’s staff.

2. Each crew shall be in compliance with OSHA Part 1910.269 Line Clearance Trimming “Vertical

Standard.”

3. The City reserves the right to have a different crew assigned to perform the described tree work within the City.

4. The Contractor will be required to perform and complete the proposed work in a thorough and professional manner and to furnish all necessary arborists, tree climbers, ground persons, aerial lift device, chipper, trucks, log removal truck, equipment, tools, traffic control devices, material, stump grinders and supplies for the bid price. A minimum of two (2) – 2-man crews will be required throughout the January thru March time period.

5. Contractor shall provide an Aerial lift that is to be equipped at all times with: Traffic control devices for public street right-of-way tree work as required by the appropriate regulating entity.

Wheel chocks, flares, first aid kit, and related safety equipment. Three chainsaws in good condition, with extra parts, chains, etc., and tools to maintain said chainsaws in running conditions. Saws shall be of sufficient size and power to be effective for all tree pruning and removal operations. Rope, climbing saddle, pole saws, hand saws, and related equipment for use by the tree climber during all trimming and removal operations. Fluids for the trucks and chipper. Boards for soft ground conditions. All other rigging and equipment as necessary to complete the needed tree maintenance.

6. Chippers and all equipment should be in good, running condition. Chippers should be maintained w/ blades that created consistent quality wood chips.

7. The proposer shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract.

Request for Proposals

8. The Contractor at all times during the term of this contract shall observe and abide by all applicable Federal, State and Local laws, ordinances, regulations, or rules and shall comply with all orders of courts of competent jurisdiction. The Contractor shall comply fully and completely with any and all applicable State and Federal statutes, rules and regulations as they relate to hiring, wages and any other applicable conditions of employment.

TREE PRUNING

1. Pruning will be done according to the current revision of the ANSI A300 Standard and is made a part of these specifications by reference. The pruning requirements for each tree will be determined by the City.

2. Generally, pruning shall consist of Pruning Practices, Section 5 of ANSI A300 as directed by the City.

3. Elevation pruning to provide for pedestrian and vehicular clearance shall be done to provide clearance as directed by the City.

4. Pruning and tree work will be communicated by City Arborists who will work with contract crews in the field.

5. All pruning cuts must be made in a manner that will not allow peeling or tearing of the bark

(three-cut method).

6. All wood chips will be dumped by the contractor at Borden Park for City use unless otherwise directed by the City.

UNACCEPTABLE PRUNING PRACTICES

The following pruning techniques are not acceptable for Rochester Hills tree maintenance.

1. Topping – when a tree is severely pruned back to consist of one main trunk and a number of short lateral branch stubs. This type of pruning results in excessive sucker growth the next season.

2. Framing – a pruning technique which removes many of the inside branches and results in clusters of small branches at the ends of main branches. Strong winds often result in limb breakage on trees pruned in this manner.

3. Round overs or “shearing” – when branches are trimmed to present a “sheared” appearance of the crown or just on top. This type of pruning places cuts anywhere along a branch (not necessarily at the base of the limb) and results in severe suckering. As in topping, these suckers have a weak structural attachment.

Request for Proposals

TREE REMOVAL

Tree shall be removed in accordance with accepted industry standards and procedures and in accordance with the following minimum requirements:

1. Extreme care shall be taken so as to prevent limbs, branches and trunks from falling and creating damage to adjacent homes, driveways, sidewalks, streets and other property both public and private.

2. Limbs, branches and tree trunks shall be lowered to the ground through the use of ropes or other mechanical devices as necessary to prevent property damage.

3. Stumps shall not be left higher than three (3) inches above ground level, unless specified by the City.

4. Debris shall not be left on the public right-of-way overnight. It shall be the responsibility of the

Contractor to remove and dispose in a proper and acceptable manner all brush and debris resulting from the tree removal operation unless otherwise directed by the City. Limbs, trunks, etc., that are not chipped, may be cut into appropriate lengths and stacked in a neat and stable manner on the City right-of-way unless otherwise specified.

5. “Final disposal” of all chips, logs, wood debris, etc. will be at no additional charge to the City.

STUMP GRINDING SERVICES

Contractor is responsible for grinding stumps as necessary to remove all woody stump material from the site. Stumps shall be ground to 8” below grade, unless the site has been identified by City as future planting site: see note below. Radiating roots shall also be ground to remove all visible woody root material. Natural Resources staff will have absolute discretion to determine at what point a stump has been properly removed.

Note: The City may plant replacement trees in stump locations. Stump removal should accommodate for future planting of 2-2 1/2” caliper trees. Stumps shall be ground to accommodate a 24” x 24” root ball.

If a raised soil grade is associated with the stump, the grade shall be lowered and leveled as needed to achieve a soil grade that provides a continuous and consistent surface grade for lawn establishment and maintenance.

The excavated area shall be backfilled with the stump grindings resulting from the removal operation.

Backfill shall consist of as much soil as possible and as little woody material as possible in order to reduce settling and provide a suitable surface for turf establishment, either seeding or sodding.

During the backfill operation, the fill materials shall be tamped to reduce settling. A slight mounding of the fill materials of one (1) or two (2) inches above the surrounding grade is required, once again, to account for soil settling. The disturbed area shall be raked smooth.

Request for Proposals

All persons, buildings and vehicles in the work area shall be protected from flying debris. The use of physical barriers will be required as needed.

At the end of each working day, the Contractor shall clean the site and all grounds that he has occupied of all rubbish, debris, and excess stump grindings caused by him/her, and all parts of the work shall be left in its original condition. Streets and sidewalks shall be swept and lawn areas raked clean of debris. At no time shall the Contractor leave the work area in a dangerous condition. All rubbish, debris and grindings that are a result of this contract shall be disposed of by the Contractor at their facility. Any ruts or dents in lawns shall be repaired. Filling of such with stump grindings is not acceptable. Use clean topsoil only and seed or sod to match existing turf grass. Stump grindings shall not be left on the right of way overnight. The Contractor shall provide daily notice to a designated

City representative the locations of stumps ground.

The Contractor shall be responsible for contacting the utility companies (Miss Dig) and having the location of all underground utilities staked. The Contractor is responsible for complying with all requirements of the Miss Dig program.

Damages sustained by any underground utility or to adjacent lawn areas, irrigation systems, or invisible fences, etc., as a result of stump grinding shall be the responsibility of the Contractor and shall be repaired prior to backfilling the stump removal excavation. The Contractor shall keep irrigation and invisible fence repair supplies on site when stump grinding.

LOCATION AND SCHEDULE OF WORK – STUMP GRINDING SERVICES

The City will periodically provide a list of stumps to be removed and their locations. Prior to execution of the work the Contractor should clarify any questions regarding the location of the stump to be removed.

All stumps on an assigned list must be removed within thirty (30) days of the work assignment unless otherwise agreed upon by the City’s Natural Resources staff.

STUMP MEASUREMENT

Proposals will be based on a per diameter inch rate for removal of stumps as identified by the Natural

Resources Division. Stump measurement shall be obtained by measuring at the widest and narrowest cross section of the cut face of each stump. The average of the two measurements will determine the stump diameter, with rounding up to the nearest full inch. Proposals shall be submitted for each of the following size classes:

• 2-10 inches

• 11-18 inches

• 19-25 inches

• 26-30 inches

• 31-34 inches

• 35-37 inches

• 38 inches and above

Request for Proposals

Natural Resources staff will have final determination regarding stump sizes. If a dispute arises, Natural Resources will re-measure.

SELECTION CRITERIA

Proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals, to make an award based directly on the proposals or to negotiate further with one or more companies. The proposer selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including but not limited to:

1. Experience/Qualifications (20%)

Proposals on this contract shall be limited to individuals, partnerships, and corporations actively engaged in the field of arboriculture. Proposers shall demonstrate competence, experience, and financial capability to carry out the terms of this contract. The City will require proof of these qualifications and work performance references. Proposer shall provide a resume to the City demonstrating the Proposer’s ability to satisfy the requirements as set forth in these specifications. The Proposer shall include in his resume any and all information pertinent to aiding the City in determining the abilities of the Proposer.

2. Methodology (20%)

Provide the company’s method of approach or work plan summary to meet the City’s needs for the scope of work specified.

3. Capacity (15%)

Proposers should clearly identify all available resources within the company and those which will be subcontracted to others. Provide an Equipment List and number of full-time/part-time employees that will be made available to accomplish the work described in these documents.

Describe mechanical support, fueling provisions, and back up equipment for the equipment listed.

4. References (10%)

Provide a list of comparable projects that have been successfully completed by your company.

5. Philosophy (10%)

Provide company’s philosophy relative to tree maintenance.

6. Cost (25%)

Cost Proposals per Proposal Form.

Request for Proposals

GENERAL CONDITIONS

1. All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of Keri Bright, NIGP-CPP, CPPB, Senior Procurement Analyst, City of

Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, 248.841.2538, brightk@rochesterhills.org. All inquiries shall be made by Wednesday, July 15, 2026 at 11:00 a.m., in order that a written response in the form of an addendum can be processed before the proposals are opened. Inquiries received after that date will not be considered.

2. Only those persons designated above are authorized to seek additional information from prospective firms regarding their proposals. Correspondence or inquires made directly to firms regarding their proposals from other persons are to be directed to the employee designated above for appropriate review and response.

3. No proposal will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.

4. Final proposal results will be posted on the MITN website after award.

5. No proposal will be allowed to be withdrawn after it has been deposited with the City of

Rochester Hills, except as provided by law.

6. All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this Request for Proposals is not assured.

7. Any deviation from the scope of work must be noted in the proposal.

8. The City of Rochester Hills reserves the right to terminate the contract without penalty upon

30 days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract or do whatever is deemed to be in its best interest.

9. The successful proposer must furnish documentation complying with State of Michigan and

Federal laws relating to discrimination under Equal Employment Opportunity (EEO).

10. The City of Rochester Hills is exempt from all sales, excise and transportation taxes.

mailto:brightk@rochesterhills.org

Request for Proposals

11. The selected proposer shall comply with all Federal, State and local’s laws, ordinance, policies and regulations required for this project.

12. All names of proposers will be read at the date and time specified. All proposals shall be in accordance with the Purchasing Ordinances of the City of Rochester Hills and the requirements of this notice to be deemed “responsive.”

13. The City of Rochester Hills reserves the right to negotiate separately with any proposer when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City.

14. The successful proposer shall, within 15 calendar days of mailing of written notice of selection as the successful proposer, enter into contract with the City for the performance of work awarded him and shall simultaneously provide the appropriate certificate of insurance required hereunder.

15. Any alterations or modifications of the work performed under this contract shall be made only by written agreement between the Contractor and the City and shall be made prior to commencement of the altered or modified work. No claims for any extra work or materials shall be allowed unless covered by written agreement.

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

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

17. The City of Rochester Hills reserves the right to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the Proposer to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor of the City of

Rochester Hills.

18. All work shall meet with the approval of the Director of Parks and Natural Resources or his authorized representative, as conforming to the provisions and requirements of this contract.

19. All items in this proposal must be completed with a response. Proposers not responding to any of the specifications or questions may be classified as unresponsive. The response must follow the format outlined in this proposal. Supplemental information may be attached.

INELIGIBILITY OF IRAN LINKED BUSINESSES

Under 2012, PA517, an Iran linked business, as defined therein, is not eligible to contract with the

City and shall not submit a proposal.

Request for Proposals

FORCE MAJEURE

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive duration for the time of year, which is beyond that party’s reasonable control. The City of Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

COVID-19 MANAGEMENT ADHERENCE

As a result of the COVID-19 pandemic, in the event of the issuance of any order by federal, state or local health authorities, which requires the suspension of any, or all activities for any time period, all

Vendors are hereby on notice that in the event that certain types of events or projects, including but not limited to the Project set forth in this Request for Proposals, are at any time determined by the

City or other governmental authorities, to be required to be suspended, for the safety, health and welfare of the public, or to be in accordance with any applicable order, this event/project may be delayed, terminated, or cancelled, as set forth under the FORCE MAJEURE CLAUSE of this Agreement.

The City shall not be responsible for additional costs, or any costs related to the delay, termination, or cancellation of the project.

HOLD HARMLESS

To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

INSURANCE REQUIREMENTS

The vendor shall not commence work until he has obtained and delivered to the City of Rochester

Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address:

purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal.

Failure of the Vendor to maintain the required insurance shall be grounds for contract cancellation.

mailto:purchasingdept@rochesterhills.org

Request for Proposals

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/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, 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.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and

Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. 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.

4. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional Insureds: the City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the

Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

5. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability

Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

7. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

Request for Proposals

VENDOR QUESTIONAIRRE

Date:

Firm Name:

Address:

City:

State: Zip:

Contact:

Telephone

Number:

Fax Number:

E-Mail Address:

Firm Established:

Years in Business:

Type of Organization (Circle One):

Individual

Partnership Corporation Joint Venture Other

How many years has your company been providing tree maintenance and/or stump grinding services?

How many employees?

Full-Time:

Part-Time:

Request for Proposals

Provide information relative to the experience your company has had working with municipalities.

Please provide the names of the municipalities where service was provided and what service was provided.

Provide information relative to the experience and financial capability of your company to carry out the terms of this contract.

Identify those in your firm who would be responsible, including on-site supervision for this project, and submit copies of their certifications. Include educational background and credentials of principals and those who will be working on the project.

Request for Proposals

Does your company have an International Society of Arboriculture Certified Arborist on staff?

How many clients does your company currently serve with the type of services described? Provide list and specify services provided.

Please provide a list of client references (minimum of 5). Include name, address, email, phone number and contact person.

1.

2.

3.

4.

5.

Request for Proposals

Provide an Equipment List for additional equipment available but not used on a normal basis with equipment rental rates for use by the crew performing tree maintenance and stump grinding services (including aerial lift, backyard aerial lift, chip truck, chipper, log truck, chain saws, beacons/flashers, signs, cones, pole saws/pruners, stump grinder, etc.) Attach separate sheet if necessary.

Based on your current resources, are you available to begin work in November 1st?

Provide a list of any subcontractors who are utilized by your company.

Request for Proposals

Provide a description of your company’s philosophy relative to tree maintenance and/or stump grinding services.

Please provide a listing of persons with EHAP training employed by your company.

Request for Proposals

Describe how your company responds to requests for emergency situations. Indicate maximum response time to an emergency tree maintenance call in from the City of Rochester Hills. The maximum response time is to be measured from the moment the call is made by the City to the contractor to the work beginning at the location requested.

Describe how and/or where your company would take Chips daily if the City does not have a location available.

Request for Proposals

COST PROPOSAL FORM

Tree Maintenance Services on a regular basis: NOVEMBER – MARCH

Personnel And Equipment Hourly Rate

11/1/26 –

12/31/27

Regular Work

Hourly Rate

11/1/26 –

12/31/27

Emergency Work

Hourly Rate

1/1/28 –

12/31/28

Regular Work

Hourly Rate

1/1/28 –

12/31/28

Emergency Work

Hourly Rate

1/1/29 –

12/31/29

Regular Work

Hourly Rate

1/1/29 –

12/31/29

Emergency Work

Tree maintenance/removal rate per crew (2 persons) including all equipment, saws, vehicles, aerial lift device, wood chipper, traffic control devices, etc.

Log removal rate per crew (1 person) including all equipment, saws, log removal vehicle, traffic control devices, etc.

Lighted Arrow Board $

Note: All equipment shall meet or exceed safety standards as set forth in appropriate Federal, State and Local governmental requirements.

Note: Final disposal of wood chips (woodchips will be dumped at City designated location), unchippable tree parts, and logs shall be included in the hourly rates.

Additional Personnel

Hourly Rate

12/31/27

Regular Work

Hourly Rate

11/1/26 –

12/31/27

Emergency Work

Hourly Rate

1/1/28 –

12/31/28

Regular Work

Hourly Rate

1/1/28 –

12/31/28

Emergency Work

Hourly Rate

1/1/29 –

12/31/29

Regular Work

Hourly Rate

1/1/29 –

12/31/29

Emergency Work

Rate for each additional person including transport vehicle.

Request for Proposals

Tree Maintenance Services on an as-needed basis: APRIL - OCTOBER

Personnel And Equipment Hourly Rate

12/31/27

Regular Work

Hourly Rate

11/1/26 –

12/31/27

Emergency Work

Hourly Rate

1/1/28 –

12/31/28

Regular Work

Hourly Rate

1/1/28 –

12/31/28

Emergency Work

Hourly Rate

1/1/29 –

12/31/29

Regular Work

Hourly Rate

1/1/29 –

12/31/29

Emergency Work

Tree maintenance/removal rate per crew

(2 persons) including all equipment, saws, vehicles, aerial lift device, wood chipper, traffic control devices, etc.

Log removal rate per crew (1 person) including all equipment, saws, log removal vehicle, traffic control devices, etc.

Lighted Arrow Board $

Note: All equipment shall meet or exceed safety standards as set forth in appropriate Federal, State and Local governmental requirements.

Note: Final disposal of wood chips (woodchips will be dumped at City designated location), unchippable tree parts, and logs shall be included in the hourly rates.

Additional Personnel

Hourly Rate

12/31/27

Regular Work

Hourly Rate

11/1/26 –

12/31/27

Emergency Work

Hourly Rate

1/1/28 –

12/31/28

Regular Work

Hourly Rate

1/1/28 –

12/31/28

Emergency Work

Hourly Rate

1/1/29 –

12/31/29

Regular Work

Hourly Rate

1/1/29 –

12/31/29

Emergency Work

Rate for each additional person including transport vehicle.

What is the percentage of increase for the two-year renewal in all categories, including subcontracted services?

1/1/30 – 12/31/31 (2 Year Renewal) %

Request for Proposals

Stump Grinding Services – (Optional)

Stump Size Unit Price

11/1/26 – 12/31/27

Unit Price

1/1/28 – 12/31/28

Unit Price

1/1/29 – 12/31/29

2 – 10 Inches $ $ $

11 – 18 Inches $ $ $

19 – 25 Inches $ $ $

26 – 30 Inches $ $ $

31 –34 Inches $ $ $

35 – 37 Inches $ $ $

38 Inches and Above $ $ $

What is the percentage of increase for the two-year renewal in all categories, including subcontracted services?

1/1/30 – 12/31/31 (2 Year Renewal)

Request for Proposals

Acknowledge understanding that if awarded, Contractor will have a half hour in the beginning of the work day (7:30 a.m. – 8:00 a.m.) and half hour at the end of the work day (3:30 p.m. – 4:00 p.m.) to account for travel, gas and dumping wood chips. Crew shall start work at the work site designated by the City at 8:00 a.m. All equipment shall be repaired, maintained, fueled and prepared to begin work at that time. Chip and log trucks shall be empty. Any additional fueling, maintenance and repairs between 8:00 a.m. and 3:30 p.m. are considered as down time and therefore unpaid.

Yes ________ or No _________

State location from where crew(s) will be dispatched to perform work in the City of Rochester Hills.

State any exceptions, deviations, issues or alternatives to the City requirements:

Does your company accept MasterCard for payment without any additional fees? _____ Yes _____ No

Payment Method- Please select company’s desired payment method:

_____ Check – minimally 60 days from receipt of order

_____ ACH – 45 days from receipt of invoice

_____ Credit Card – 20 days from receipt of invoice

Request for Proposals

The undersigned hereby declares that he/she has carefully examined the general conditions and specifications and will provide tree maintenance and stump grinding services for the price set forth in this proposal. Any changes to the specifications and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the product.

It is understood that all proposal prices shall remain in effect for at least ninety (90) days from the date of the proposal opening to allow for the award of the proposal and that, if chosen the successful vendor, the prices will remain firm through the term of the contract.

This proposal is genuine and not collusive or sham and that the proposer has not in any manner, directly or indirectly, agreed or colluded with any other firm or association to submit a sham proposal or to refrain from proposing or in any way fix this proposal or that of any other proposer or to secure any advantage against the City of Rochester Hills.

The proposer in submitting this proposal agrees that the proposer shall include in their resume any and all information pertinent to aiding the City in determining the abilities of the proposer. Proposer shall submit, along with their proposal a list of their equipment for City inspection.

COMPANY NAME: ___________________________________________________________________

COMPANY ADDRESS: ________________________________________________________________

CITY/STATE/ZIP: ____________ ________________________________________________________

AUTHORIZED…