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Dundee Community Schools

420 Ypsilanti Street

Dundee, MI 48131

734-529-2350 Ext. 11001

Fax: 734-529-5606

Request for Statement of Qualifications and Proposal for the General

Landscaping and Mowing Services

Purpose

Dundee Community Schools is seeking Statements of Qualifications and Proposals from landscaping and mowing firms for the maintenance, mowing and upkeep of the District owned areas.

Area Overview

A District outlineis attached for the areas which need to be maintained.

General Conditions

  1. Work to begin immediately.
  1. All blank areas of bid document shall be completed accordingly. Failure to do so will result in a rejection of the proposal.
  1. It is each bidder's responsibility to visit all work sites called out in this bid package and to become familiar with the work, site boundaries, terrain, surface, gardens, mulch beds, fixtures, etc. The DistrictMaintenance Director, Keith Pilbeam, is available to answer questions from each bidder about the work sites and answer questions regarding the work called for in this proposal. All companies must attend a pre-bid meeting onMonday April 3, 2017 at 1:00 p.m. Please meet at the Middle School Parking Lot located at 420 Ypsilanti Street, Dundee, MI 48131-Or bid will be rejected
  1. The contract is a year-to-year contract and can be extended by the District after the first year.
  1. The specified areas shall be maintained to a clean and uniform appearance and will include weed control.
  1. The work shall include all labor, materials, equipment, transport services to and from sites, supervision and all services necessary to maintain the locations described in the outline.
  1. All work must be performed incompliance with all codes, standards, and municipal ordinances of the Village of Dundee and the State of Michigan. Work shall not commence before 7:00 AM and shall not continue past dusk.
  1. Contractor's employees shall maintain a neat and clean appearance at all times. Employees shall wear safety shoes, long pants and shirt at all times. All employees shall be professional and courteous using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as complying with all OSHA and MIOSHAsafety requirements.
  1. In order to avoid disruption and or unsafe conditions all work scheduling is determined by the individual facility's operational needs. A small number of special events may cause isolated changes in the schedule.
  1. The contractor shall be able to provide extra lawn mowing and landscaping needs with as little as forty-eight (48) hour notice.
  1. The District reserves the right to postpone mowing when needed and to suspend the mowing operations due to weather and site conditions such as grass lengths.
  1. The contractor shall be responsible for all damages to District property caused by either equipment or operator error.
  1. The contractor shall provide a list of available mowing, trimming, and leaf removal equipment, and the vehicles used to transport the equipment for this contract. This must be provided at the time of the bid submittal.
  1. If the contractor fails to complete the work within this proposal, the District reserves the right to complete the task with other contracted services. The contractor shall then be back charged for all costs required to complete this work. If the contractor fails to meet the specifications of this contract the District reserves the right to terminate the contract at any time.
  1. All Vehicles must be licensed according to the Secretary of State, Michigan.
  1. Insurance - The contractor shall be responsible for maintaining the following insurance levels during the term of the contract:
  1. Workers' Compensation Insurance which meets Michigan's statutory requirements. The contractor shall maintain Workmen's Compensation Insurance for all employees employed at the sites, including all sub-contractors. Proof of compliance shall be on file with the District at all times.
  1. Comprehensive General Liability Insurance with minimum limits: bodily injury of $1,000,000 per person, $2,000,000 per occurrence, and $2,000,000 aggregate, also naming the Dundee Community Schools as additional insured on the policies
  1. Comprehensive Automobile Liability (including hired and non-owned vehicles) with Michigan no-fault coverage, with minimum limits for bodily injury of $500,000 per person and $1,000,000 per accident, with a minimum limit for property damage of $500,000 per accident.

Proposal Bid Items (for each location)

Below is a list of Services that may be needed for each area depicted on outline (See General Bid Sheet for each area)

  1. Spring Cleaning (Lump Sum)
  1. Raking all mulch beds and grass areas to remove debris and liter accumulated over the winter. Also rake any leaves that may be present and dispose of material.
  2. Cutting all shrubs, perennials, and ornamental grasses that need to be cut back. Cleaning all paved areas such as parking lots, sidewalks, and walk trails by means of sweeping, debris cleanup, etc.
  3. Cleaning all paved areas such as parking lots, sidewalks, and walk trails by means of sweeping, debris cleanup, etc.
  1. Mulch (Cubic Yard) and Edging
  1. Includes the approved mulch (Antique Brown shredded mulch or similar to match existing), delivery, transportation cost and placement of the material (sample must be submitted before placement for approval).
  2. Rake all mulch beds and remove any weeds prior to placement of new mulch.
  3. Mulch all existing beds and tree rings within the site limits.
  4. All mulch areas shall be vertically edged prior to placement of new mulch, edging of landscape beds shall have vertical grass edge and be angled to the inside of the mulch bed.
  5. Receipts must be provided with invoice for all installed mulch
  1. Grass cutting and Edging (Each)
  1. Mowers are to be set to cut at three and a half (3 1/2'”) inches unless otherwise specified by the District.
  2. Grass cutting should be done at a minimum of once per week (unless directed otherwise by the District).
  3. All clippings must be bagged and disposed of appropriately by the contractor.
  4. All sidewalk and pavement edges must be vertical edged bi-weekly and debris disposed of by the contractor.
  5. All non turf areas such as walks, patios, entrances, parking lots, mulched beds/ areas etc. shall be free of clippings and cutting debris via blowers, sweeping, or other means.
  6. All litter such as papers, cans, bottles, branches, etc. will be picked up and disposed of prior to cutting.
  7. No mowing or trimming shall occur within close proximity to areas while in use by the general public.
  8. Contractor shall be responsible for mowing entire sites.
  9. Weed whipping is also required for areas where mowers cannot reach.
  1. Weeding (Each)
  1. All weeds must be pulled from the mulched areas within the siteon a bi-monthly basis.
  2. Weeds must be pulled from all non turf areas such as parking lots, sidewalks, brick pavers and any place where weeds exist.
  3. Roundup may be applied to areas but locations must be pre-approved by the Custodial Director. Proof of state certification must be submitted to the Maintenance Director prior to application.
  4. The contractor shall be responsible for the disposal of all weeds and plant material.
  1. Fall Clean up (Lump Sum)
  1. This is to be done once a year at the end of the season (around the end of October/November).
  2. Raking all leaves and debris within the Area.
  3. Trimming and /or pruning all shrubs and perennials as needed.
  4. Raking all mulch beds and grass areas to remove any weeds and or dead planting material
  5. Cleaning all non-turf areas, including, but not limited to sidewalks, pavers, parking lots, etc.

Additional Notes to Bidders:

  1. All debris, liter, plant material, branches, trees, pruning's, etc. are to be removed from the site at the contractors cost.
  2. All items on "General Mowing Proposal Form" are to be bid separate and can be chosen separately by the District.
  3. Invoices are due the 1st of each month and payable within 45 days, provided Board approves the payment. All invoices shall provide a detailed explanation of work performed and areas work in. The invoices shall also list the contracted rate for each service and the total due.
  4. Dundee Community Schools reserves the right to accept or reject any or all proposals received in the best interest of the District. The District shall not be obligated to award a contract solely on the basis of any response made to this Request for Proposal, nor does the District intend to, nor will it be obligated to pay for the information solicited or obtained.
  5. All quantities on the proposal form are estimates and can be modified by the Dundee Community Schools at any time.
  6. Any deviation from the specifications is to be conspicuously noted on the bid.
  7. All bids shall include a minimum of four references including organizations, contact person, title, address and phone number.
  8. The District shall be invoiced monthly on the 1st of the month for the previous month with payment made following the next regular Board meeting.

Dundee Community Schools will accept Sealed Proposals and Statements of Qualifications until April 6, 2017 at 2:00 Eastern Standard Time. Your sealed proposal envelope must be sealed and clearly marked"Dundee Community SchoolsLawn Mowing Service". Late proposals will be rejected and eliminated from consideration. Bids will be presented to the Board for approval on April 10, 2017. The proposal and qualifications will be accepted at the address below:

Dundee Community Schools-Superintendent’s Office

420 Ypsilanti Street

Dundee, Michigan 48131

Outline

Area I: High School Open Areas

Area II: High School North Field

Area III:Middle School and Elementary School Front of Building

Area IV: Middle School and Elementary School Back Open Areas

Area V: Riverside Academy

Note: When grass goes dormant in the summer, the mowing cycle may be reduced with District approval.