Cemetery Irrigation Systems Maintenance

Department of Management Services
Purchasing Division
241 West South Street
Kalamazoo, MI 49007-4796
Phone: 269.337.8020
www.kalamazoocity.org
MANDATORY PRE-BID MEETING
April 23, 2026, 1:00 p.m.
Location: Stockbridge Facility, Main Conference Room, 415 E Stockbridge, Kalamazoo, MI 49001
REQUEST FOR QUOTE
THIS IS NOT AN ORDER
PROJECT: Cemetery Irrigation Systems Maintenance
QUOTE REFERENCE NO: 93437-001.0
CONTACT: Quentin Pike, City Wide Facilities Manager, at pikeq@kalamazoocity.org
ISSUE DATE: April 13, 2026
QUOTE RETURN DATE: May 7, 2026, by end of business day (4:30 p.m. Local Time ET)
SUBMITTAL INSTRUCTIONS: Return on or before date above. Mark envelope - Quotation - Cemetery
Irrigation Systems Maintenance and due date. This quote may also be emailed to
cokpurchasing@kalamazoocity.org.
STATEMENT OF NO QUOTE
If you do not respond to this inquiry within the time set for the quote due date and time noted, it will be
assumed that you can no longer supply this commodity/service, and your name will be removed from this bid
list.
_____ Specifications are unclear (explain below).
_____ We are unable to meet specifications.
_____ Our schedule would not permit us to perform.
_____ We do not offer this product or service.
_____ Remove us from your bidders list for this commodity or service.
REMARKS: ___________________________________________________________________________
SIGNED: _________________________________ NAME: ___________________________________
(Type or Print)
TITLE: __________________________________ DATE: ___________________________________
FIRM NAME: _________________________________________________________________________
(If any)
ADDRESS: _____________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE: ________________________________ EMAIL: ____________________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 2
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
SUBMITTAL INSTRUCTIONS FOR QUOTES
1. EXAMINATION OF QUOTE DOCUMENT-Before submitting a quote, bidders shall carefully examine
the specifications and shall fully inform themselves as to all existing conditions and limitations. The bidder
shall indicate in the quote the sum to cover the cost of all items included on the quote form.
2. PREPARATION OF QUOTE-The quote shall be legibly prepared in ink or typed. If a unit price or
extension already entered by the bidder on the Request for Quote form is to be altered, it shall be crossed out
and the new unit price or extension entered above or below and initialed by the bidder with ink. The quote
shall be legally signed, and the complete address of the bidder given thereon.
3. EXPLANATION TO VENDORS- Any binding explanation desired by a vendor regarding the meaning or
interpretation of the Request for Quote (RFQ) and attachments must be requested in writing, at least 5
business days before the bid opening so a reply may reach all prospective vendors before the submission
of bids. Any information given to a prospective vendor concerning the RFQ will be furnished to all
prospective vendors as an amendment or addendum to the RFQ if such information would be prejudicial to
uninformed vendors. Receipt of amendments or addenda by a vendor must be acknowledged in the quote by
attachment, or by letter before the time set for opening of quotes. Oral explanation or instructions given
prior to the opening will not be binding.
4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be considered in
evaluating quotes for award. Offered discounts of less than thirty (30) days will be taken if payment is made
within the discount period, even though not considered in evaluation of the quote.
5. WITHDRAWAL OF QUOTES-Quotes may be withdrawn by a bidder or authorized representative by
written request, but only if the withdrawal is made prior to the close of the business day set for receipt of
quotes. Quotes may not be withdrawn for at least ninety (90) days after due date.
6. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall prevail.
7. INFORMAL COMPETITION-The City reserves the right to accept or reject any or all quotes and waive
informalities and minor irregularities in the quotes received. The City will consider all quotes and make the
purchasing decision most advantageous to the City and its interests.

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 3
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
QUOTE FORM
The undersigned having become thoroughly familiar with all of the bid/contract documents incorporated herein, the
project site and the location conditions affecting the work, hereby proposes to perform everything required to be
performed in strict conformity with the requirements of these documents, and to provide and furnish all the equipment,
labor and materials necessary to complete in a professional manner the Cemetery Irrigation Systems Maintenance,
meeting or exceeding the specifications as set forth herein for the prices as stated below.
CEMETERY IRRIGATION SYSTEMS MAINTENANCE
Mount Home Cemetery
Item
no. Pay Item Quantity Unit Unit Price Extended Price
1 2.1 Seasonal System Shutdown (Fall
1 LSUM
Winterization)
2 2.2 Seasonal System Startup (Spring
1 LSUM
Activation)
3 2.3 Routine Maintenance and Repairs
1 LSUM
(Irrigation Season)
Total Amount
$
Irrigation Repairs and Maintenance, hourly labor rates per hour $__________/hour
Irrigation Repairs and Maintenance, material mark-up by percentage (if
__________%
applicable)
Trip/service call fees (cost per trip/service call) $__________/call
Riverside Cemetery
Item
no. Pay Item Quantity Unit Unit Price Extended Price
4 2.1 Seasonal System Shutdown (Fall
1 LSUM
Winterization)
5 2.2 Seasonal System Startup (Spring
1 LSUM
Activation)
6 2.3 Routine Maintenance and Repairs
1 LSUM
(Irrigation Season)
Total Amount
$
Irrigation Repairs and Maintenance, hourly labor rates per hour $__________/hour
Irrigation Repairs and Maintenance, material mark-up by percentage (if
__________%
applicable)
Trip/service call fees (cost per trip/service call) $__________/call
Total Bid Amount Items 1-6
$

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 4
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
The City reserves the right to accept or reject any portion of the bid and to select, in whole or in part, the services it
deems to be in its best interest.
Awards will be made on an aggregate or split basis with award of any item stated herein or combined items or all items
selected, whichever is in the best interest of the City and is subject to the availability of funding.
After receipt of Notice to Proceed, work shall start no sooner than April 15 of each contract year, unless otherwise agreed
to by the Project Manager, and shall be completed by October 15 of each contract year. Contract period will expire
December 31, 2026.
If your quotation is not returned and completed on this form, it may be rejected.
Bidder shall provide all the information as requested herein with their quote. Failure to do so and/or failure to
provide post-bid requested information may be cause for rejecting the quote as non-responsive.
Bidder/Contractor has examined and carefully studied the bidding documents and attachments, and acknowledges
receipt of the following addenda:
Addendum No: _________ __________ __________ __________ __________
Dated: _________ __________ __________ __________ __________
The City encourages the use of local labor in fulfilling the requirements of this contract.
By my signature below, I certify that the firm bidding on this contract, when making hiring decisions, does not use a
past criminal conviction as a bar to or preclude a person with a criminal conviction from being considered for
employment with the bidding firm unless otherwise precluded by federal or state law. I further certify that I have
read and agree to be bound by the provisions of the City's Non-Discrimination Clause found in Appendix A as
updated by City Ordinance 1856.
Signed: ________________________________________ Name: _________________________________
Title:_______________________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 5
Landscape & Irrigation Bid Reference No: 93437-001.0
BIDDERS QUESTIONNAIRE
Please answer the following questions completely.
1. Firm name: ___________________________________________________________________
2. Established: Year ________ No. of employees ________
3. Type of organization:
a. Individual: __________ b. Partnership: __________
c. Corporation: __________ d. Other: __________
4. Former firm name(s) if any, and year(s) in business:
_______________________________________________________________________________
_______________________________________________________________________________
5. Include at least 3 references of contracts for similar work performed over the last 5 years.
5.1 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Contact: ___________________________________ Phone: ________________________
Type of work or contract: ____________________________________________________
5.2 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Contact: ___________________________________ Phone: ________________________
Type of work or contract: ____________________________________________________
5.3 Company Name: ___________________________________________________________
Address: _________________________________________________________________
Contact: ___________________________________ Phone: ________________________
Type of work or contract: ____________________________________________________

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 6
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
CITY OF KALAMAZOO
LOCAL PREFERENCE POLICY AND CERTIFICATION
The lowest responsive Kalamazoo County bidder whose bid is not low but falls within 2% of the lowest responsive bid is
afforded the opportunity to become the successful bidder if it agrees to reduce its bid to match the lowest responsive bid. The
City of Kalamazoo is the sole determiner whether a bidder is responsible, qualifies as a Kalamazoo County bidder, and if its
bid is responsive to the City's specifications, terms, and conditions.
If the lowest Kalamazoo County bidder chooses not to match the lowest bid, the next lowest responsive Kalamazoo County
bidder whose bid falls within 2% of the lowest bid, is given the opportunity to match the lowest responsive bid.
To qualify as a Kalamazoo County bidder, the bidder must meet both the following criteria:
1. Have a physical presence in Kalamazoo County by maintaining a permanent office, factory, or other facility in
Kalamazoo County with employees working in Kalamazoo County.
2. Have paid real or personal property taxes related to said business to the City of Kalamazoo, County of Kalamazoo, or
other municipal corporation within Kalamazoo County in the previous tax year, except that a non-profit entity need not
meet this requirement.
This local preference policy applies only to purchases for materials, supplies, capital outlay, and services for maintenance, repair
or operation of City facilities that are over $25,000. If more than 50% of the contract is sub-contracted to firms located outside
of Kalamazoo County that bid does not qualify for the local preference policy outlined above. The local preference policy will
not apply if prohibited by law. The Purchasing Director has the authority to finally determine if the bidder qualifies as a
Kalamazoo County bidder as set forth herein. The Purchasing Director may take into account the permanency of the business in
Kalamazoo, and whether the business appears to be claiming to be a Kalamazoo County business solely or primarily to qualify
as a Kalamazoo County business under this Resolution, and any other material factors.
CERTIFICATION
If you qualify as a Kalamazoo County bidder and wish to be considered for the local preference provisions as provided above,
please certify that fact by providing the information requested below and attesting to its accuracy.
Firm Name:
Street Address of Business:
City, State, and Zip Code:
Number of employees working in Kalamazoo County:
Name the city or township to which business real and/or personal property taxes are paid or provide non-profit status:
The above information is accurate:
Signature: ________________________________________ Date: ____________________________
Title: ____________________________________________
Revised April 2008

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 7
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
CITY OF KALAMAZOO EX-OFFENDER POLICY CHECKLIST
As part of the City's commitment to reducing unacceptable poverty, encouraging rehabilitation,
reducing recidivism and strengthening families in Kalamazoo, the City has updated its Purchasing Policy
to ensure that firms with whom the City does business share in this commitment by utilizing hiring
practices that do not unfairly deny people with arrest and conviction records gainful employment.
(Important: This requirement also extends to any subcontractors the bidder intends to use to fulfill the
contract for goods or services being sought from the City.)
Part I: Proof that the bidder does not inquire about an individual's past arrest or criminal
history on the bidder's employment application form
Attach a copy of the current application for employment being used by the bidder.
Part II: Certification that the bidder does not use an individual's past arrest or criminal
history to unlawfully discriminate against them by checking one or more of the following:
That pursuant to federal or state law bidder is precluded from hiring persons with certain
criminal records from holding particular positions or engaging in certain occupations by
providing a cite to the applicable statute or regulation; if checking this box, provide a citation to
the applicable statute or rule upon which the bidder is relying:________________________
That bidder conducts criminal history background checks only as necessary, and only after
making a conditional offer of employment; that any withdrawal of an offer of employment to an
individual because of a past criminal history is job-related and consistent with business
necessity after the individual has been provided an individualized assessment opportunity to
review and challenge or supplement the history of past criminal conduct being relied upon by
the bidder.
That the use by bidder of criminal history background checks complies with the U.S. Equal
Employment Opportunity Commission's Enforcement Guidance on the Consideration of Arrest
and Conviction Records in Employment Decisions and that the bidder has not had a
determination rendered against it in past 7 years that it discriminated against a person through
the use of an individual's arrest or criminal history
I CERTIFY THAT THE ABOVE STATEMENTS ARE TRUE.
______________ _____________________________
Date Signature
_____________________________
Printed Name
_____________________________
Position

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 8
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
I hereby state that all the information I have provided is true, accurate and complete. I hereby state that I have the
authority to submit this bid which will become a binding contract if accepted by the City of Kalamazoo. I hereby
state that I have not communicated with nor otherwise colluded with any other bidder, nor have I made any
agreement with nor offered/accepted anything of value to/from an official or employee of the City of Kalamazoo
that would tend to destroy or hinder free competition.
The firm's identification information provided will be used by the City for purchase orders, payment and other
contractual purposes. If the contractual relationship is with, or the payment made to, another firm please provide a
complete explanation on your letterhead and attach to your bid. Please provide for accounts payable purposes:
Tax Identification Number (Federal ID): ___________________________________
Remittance Address: ________________________________________________________________
Financial Contact Name: ________________Financial Contact Phone Number: ______________
Financial Contact Email Address: _________________________________________________
I hereby state that I have read, understand, and agree to be bound by all terms and conditions of this bid document.
SIGNED: __________________________________ NAME: ______________________________
(Type or Print)
TITLE: ___________________________________ DATE: _______________________________
FIRM NAME: _________________________________________________________________________
(If any)
ADDRESS: ___________________________________________________________________________
(Street address) (City) (State) (Zip)
PHONE:______________________________ EMAIL ADDRESS: _____________________________
________
FOR CITY USE ONLY - DO NOT WRITE BELOW

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 9
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
CITY OF KALAMAZOO
INDEMNITY AND INSURANCE
Contractor, or any of their subcontractors, shall not commence work under this contract until they have obtained the
insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract.
All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and
acceptable to the City of Kalamazoo within ten (10) days of the Notice of Award. The requirements below should
not be interpreted to limit the liability of the Contractor. All deductibles and SIR's are the responsibility of the
Contractor.
The Contractor shall procure and maintain the following insurance coverage:
Workers' Compensation Insurance including Employers' Liability Coverage, in accordance with all applicable
statutes of the State of Michigan.
Commercial General Liability Insurance on an "Occurrence Basis" with limits of liability not less than $1,000,000
per occurrence and aggregate. 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, if not already included and (E) XCU coverage if the nature of the contract requires XC or
U work.
Automobile Liability including Michigan No-Fault Coverages, 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.
Additional Insured: Commercial General Liability and Automobile Liability, as described above, shall include an
endorsement stating that the following shall be Additional Insureds: The City of Kalamazoo, all elected and
appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members,
including employees and volunteers thereof. It is understood and agreed that by naming the City of Kalamazoo as
additional insured, coverage afforded is considered to be primary and any other insurance the City of Kalamazoo
may have in effect shall be considered secondary and/or excess.
To the fullest extent permitted by law the Contractor agrees to defend, pay on behalf of, indemnify, and hold
harmless the City of Kalamazoo, its elected and appointed officials, employees, agents and volunteers, and others
working on behalf of the City of Kalamazoo against any and all claims, demands, suits, or loss, including all costs
connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the City of
Kalamazoo, by reason of personal injury, including bodily injury or 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.
Cancellation Notice: All policies, as described above, shall include an endorsement stating that it is understood and
agreed that thirty (30) days, or ten (10) days for non-payment of premium, Advance Written Notice of Cancellation,
Non-Renewal, Reduction, and/or Material Change shall be sent to: City of Kalamazoo, Purchasing Department, 241
W. South Street, Kalamazoo, MI 49007.
Proof of Insurance Coverage: The Contractor shall provide the City of Kalamazoo at the time that the contracts are
returned by him/her for execution, or within 10 days of Notice of Award, whichever is earlier, 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.

CITY OF KALAMAZOO REQUEST FOR QUOTATIONS Page 10
Cemetery Irrigation Systems Maintenance Bid Reference No: 93437-001.0
INDEMNITY AND INSURANCE
Continued
If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates
and/or policies to City of Kalamazoo at least ten (10) days prior to the expiration date.
Scope of Coverage: The above requirements and conditions shall not be interpreted to limit the liability of the
Contractor under this Contract but shall be interpreted to provide the greatest benefit to the City and its officers and
employees. The above listed coverages shall protect the Contractor, its employees, agents, representatives, and
subcontractors against claims arising out of the work performed. It shall be the Contractor's responsibility to provide
similar insurance for each subcontractor or to provide evidence that each subcontractor carries such insurance in like
amount prior to the time such subcontractor proceeds to perform under the contract.