Duncan Park Hemlock Wooly Adelgid Survey & Treatment - Addendum

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
Duncan Park Commission
March 20, 2026
NOTICE TO BIDDERS
REQUEST FOR PROPOSALS
It is the intent of the Duncan Park Commission in the City of Grand Haven to receive bids for a Hemlock
Wooly Adelgid survey and treatment plan as indicated in the request for proposal titled "Duncan Park
Hemlock Wooly Adelgid Survey and Treatment".
Sealed proposals must be received by the City of Grand Haven, 519 Washington Avenue, Grand Haven,
Michigan, 49417, ATTN: Ms. Maria Boersma, City Clerk, before 10:00 a.m. local time, Wednesday,
April 8, 2026, at which time the proposals will be publicly opened and read aloud. Proposals must be
submitted on the official proposal form attached. Sealed proposal envelopes must be clearly marked on the
outside "Duncan Park Hemlock Wooly Adelgid Survey and Treatment".
Copies of the Requests for Proposals (RFP) that contain the minimum specifications and official proposal
forms are available at the City Clerk's office at City Hall, 519 Washington Avenue, Grand Haven,
Michigan 49417 or online from the City's Web site: www.grandhaven.org.
Any questions regarding this RFP or the minimum specifications can be directed via email to the Duncan
Park Commissioner- duncanpark@grandhaven.org or Georgette Sass at 616 405 3691.
The City of Grand Haven reserves the right to reject any or all bids or any parts of the same, to waive any
irregularities and to accept any bid in its own best interest.
Georgette Sass
Duncan Park Commission, President
Michael England
Duncan Park, City Liaison
Department of Public Works
City of Grand Haven,
Michigan 49417
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Duncan Park Hemlock Survey and Treatment
Duncan Park - City of Grand Haven
PROJECT OVERVIEW
The Duncan Park Commission is seeking qualified contractors to provide professional
arboricultural/forestry services for the survey, assessment, and treatment of Eastern
Hemlock (Tsuga canadensis) trees located at:
Duncan Park
1300 Sheldon Road
Grand Haven, Michigan 49417
Coordinates: 43.0535745869, -86.2309228129
The project includes updating the 2019 hemlock inventory, assessing current pest
pressures, administering appropriate treatments for Hemlock Woolly Adelgid (HWA) and
providing a comprehensive report with the optional inclusion of management
recommendations. 2019 survey data will be provided to the selected contractor.
SCOPE OF SERVICES
The successful bidder shall provide all labor, materials, equipment, supervision, and
reporting necessary to complete the following services:
1) Site Survey and Inventory Update
Update the 2019 hemlock inventory and conduct a current field assessment. Deliverables
shall include:
A. Tree Inventory Verification
Confirm and update tree locations
Update or replace tree tags as necessary
Record Diameter at Breast Height (DBH)
Note any new, missing, or removed trees
B. Pest Assessment
Classify infestation severity using a consistent and clearly defined rating system (see
Attachment #2, for an example)
Document presence of Elongate Hemlock Scale (EHS; Fiorinia externa)
C. Tree Health Evaluation
Document overall tree health and canopy condition (see Attachment #2, for an example)
Identify stress factors that may impact treatment efficacy
Note excessive pest pressure or declining tree health
Identify trees recommended for removal, if applicable
2) Hemlock Treatment Services
Treatment shall be performed in accordance with all current federal and state pesticide
regulations and label requirements.
A. Standard Treatment
Administer trunk injections of imidacloprid for all trees with low to moderate HWA
infestation and sufficient health to respond to systemic treatment.

B. Elevated Infestation Treatment
Trees exhibiting excessive HWA infestation would be treated with dinotefuran, if
appropriate.
Trees treated with dinotefuran must be clearly marked and documented to ensure proper
follow-up with imidacloprid in future treatment cycles.
C. Treatment of Small Diameter Trees
Trees below approximately 5 inches DBH require an alternative treatment method when
appropriate, which may include - Soil drench, Soil injection or Basal bark treatment (where
label permits)
D. Application Requirements
All product selection and application rates must comply with current label instructions.
Contractor shall follow industry best practices for trunk injection to minimize tree injury.
Contractor shall ensure environmental protection measures are implemented during
application.
3) Reporting and Deliverables
The contractor shall provide a comprehensive written report and GIS-compatible mapping
files summarizing survey findings and treatment actions. The selected contractor shall
present survey findings and treatment recommendations to the Duncan Park Commission
in a clear and concise format, including treatment rationale and anticipated outcomes. At
minimum, the report shall include:
1. Total number of hemlock trees (with DBH data) aligned with the 2019 survey
2. Summary of HWA infestation severity across the site
3. Documentation of EHS presence, if applicable
4. Number of trees:
o Treated with imidacloprid or dinotefuran
o Recommended for removal
5. GIS-compatible map(s) showing:
o Tree locations
o Treatment types
o Infestation levels
6. Recommendations for:
o Monitoring intervals
o Retreatment schedules
4) QUALIFICATIONS
The City may require bidders to demonstrate:
Valid Michigan pesticide applicator licensing
ISA Certified Arborist credentials (or equivalent)
Experience with HWA treatment and management
Experience with municipal or public park projects
Proof of insurance and bonding required with bid

Attachment #1

Attachment #2
HWA Infestation Severity Rating
Rating Description
0 - None No visible HWA present
1 - Low Isolated ovisacs present on <10% of branch tips
2 - Moderate Ovisacs present on 10-40% of branch tips
3 - High Ovisacs present on 40-75% of branch tips; visible throughout canopy
4 - Severe >75% of branch tips infested; heavy populations with visible canopy thinning
Tree Health Classification
Class Description
Good Full canopy, minimal dieback (<10%), vigorous growth
Fair Some thinning or dieback (10-30%) but recoverable
Poor Significant canopy decline (30-50%)
Critical Severe decline (>50% canopy loss)

Duncan Park Hemlock Survey and Treatment
Duncan Park - City of Grand Haven
BID FORM
Bidders shall submit pricing using the structure below. The City reserves the right to award
all or part of the scope of services.
Item Description Unit Unit Cost Extended Cost
1 Hemlock survey and inventory (field work) Lump Sum $ $
2 GPS mapping and tree tagging (as needed) Lump Sum $ $
3 Written report and treatment plan Lump Sum $ $
4 Imidacloprid treatment Per DBH inch $ $
5 Dinotefuran treatment Per DBH inch $ $
6 Removal estimates (optional) Lump Sum $ $
Total Bid Price: $__________________
Pricing shall include all labor, equipment, materials, travel, mobilization, pesticide
products, regulatory compliance, disposal (if applicable), and reporting costs unless
otherwise noted. Federal and State taxes have been deducted and prices reflect the Total Bid
Price. Attach any additional descriptions or clarifications.
The undersigned declares that they have carefully examined the requirements of specifications
contained herein, and propose to furnish and deliver to Duncan Park, City of Grand Haven the
service listed below. The Duncan Park Commission may, at its sole discretion, buy the proposed
service that is in the best interest of Duncan Park.
______________________________ ______________________________
(Bidder's Company Name) (Bidder's Telephone Number)
______________________________ ______________________________
(Street/Mailing Address) (City/State/Zip)
______________________________ _____________________________
(Bidder's Signature) (Print Bidder's Name)

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
MARCH 20, 2026
INSTRUCTIONS TO BIDDERS
1. SPECIAL CONDITIONS: Special conditions included in the Bid Document shall take
precedence over any provisions stipulated hereunder.
2. APPLICABLE LAWS: The revised code of the state of Michigan, Charter of the City of
Grand Haven, and all city ordinances insofar as they apply to the laws of competitive
bidding, contracts, and the purchases, are made a part hereof.
3. WORKMEN'S COMPENSATION: Insofar as Workmen's Compensation is concerned,
the bidder or contractor agrees to furnish, upon request, certified copies of policies and
adequate certificates pertaining thereto as evidence that bidder carries Workmen's
Compensation Insurance.
4. INFRINGEMENTS AND INDEMNIFICATIONS: The bidder, if awarded an order or
contract, agrees to protect, defend, and save the City harmless against any demand for
payment for the use of any patented material, process, article, or device that may enter into
the manufacture, construction, or form as part of the work covered by either order or
contract. He/she further agrees to indemnify and save the City harmless from suits or actions
of every nature and description brought against it, for or on account of any injuries or
damages sustained by a party or parties, by or from any of the acts of the contractor, his/her
servants, or agents.
To this extent, the bidder or contractor agrees to furnish adequate Public Liability and
Property Damage Insurance, the amounts of which will be determined by the City whenever
such insurance is deemed necessary. When so required, the types and amounts of insurance
to be provided will be set forth in the Instructions to Bidders (See Item 21).
5. DEFAULT PROVISIONS: In case of default by the bidder or contractor, the City of
Grand Haven may procure the articles of services from other sources and hold the bidder or
contractor responsible for any excess costs occasioned thereby.
In case of an error by the bidder in making up a proposal, the City may reject such a proposal
upon presentation of a petition accompanied by a sworn affidavit of error which sets forth
the error, the cause thereof, and sufficient evidence to substantiate the claim.
6. PRICING: Prices should be stated in units of quantity specified in the Bid Document. In
case of discrepancy in computing the amount of the bid, the unit prices quoted will govern.

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
7. QUANTITIES: When approximate quantities are stated, the City reserves the right to
increase or decrease the quantity as best fits its needs.
8. DELIVERY: Quotations should include all charges for delivery, packing, crating,
containers, etc. Unless otherwise stated by the bidder, prices quoted will be considered as
being based on delivery to the destination designated in the Bid Document and to include
all delivery and packing charges.
9. SPECIFICATIONS: Unless otherwise stated by the bidder, the proposal will be
considered as being in strict accordance with the specifications outlined in the Bid
Document.
References to a particular trade name, manufacturer's catalog, or model number are made
for descriptive purposes to guide the bidder in interpreting the requirements of the City.
They should not be construed as excluding proposals on other types of materials, equipment
and supplies. However, the bidder, if awarded a contract, will be required to furnish the
particular item referred to in the specifications or description unless a departure or
substitution is clearly noted and described in the proposal and approved by the City.
10. SAMPLES: Samples, when requested, shall be filed prior to the opening of bids and must
be furnished free of expense to the City and if not destroyed, will upon request be returned
at the bidder's expense.
11. TAXES: Contractor shall include and be deemed to have included in his bid and contract
price, Michigan State Sales and Use Taxes currently imposed by Legislative enactment and
as administered by the Michigan Department Treasury, Revenue Division, on the bid date.
If the Contractor is not required to pay or bear the burden, or obtains a refund or drawback
in whole or in part of any Michigan Sales or Use Tax, interest or penalty thereon, which was
required to be, and was deemed to have been, included in the bid and contract price, the
contract price shall be reduced by the amount thereof and the amount of such reduction,
whether as a refund or otherwise, shall endure solely to the benefit of the City of Grand
Haven.
12. BID INFORMALITIES AND REJECTION: The City reserves the right to waive any
nonconformity, irregularity or informalities in any bid, to negotiate with the selected bidder,
and to award the bid in its determination of its best interest.
13. AWARD: Unless otherwise specified in the Bid Document, the City reserves the right to
accept or reject any item in the bid. Unless otherwise stated in the Bid Document, bidders
may submit proposals on any item or group of items, provided however that the unit prices
are shown as requested.
As soon as the award is made, an order or contract document will be sent to the successful
bidder for execution and bond if necessary. If the contracts are not executed and returned

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
to the City of Grand Haven within 10 days of the date of sending, the Bid Surety, if required,
will be declared forfeited as liquidated damages.
14. PAYMENTS: Partial payments may be made upon presentation of a properly executed
claim voucher, unless otherwise stated in the Bid Document. The final payment will be
made by the City when the materials, supplies or equipment have been fully delivered and
accepted or the work completed to the full satisfaction of the City. Increases in contract
costs shall be approved in writing, prior to excess expense being incurred. Approval of
increases may require formal action by City Council.
15. BIDDER'S SIGNATURE: Each proposal and bid surety form must be signed by the
bidder with his/her usual signature. All signatures should be in full.
Bids by partnership must be signed by one or more of the partners in the following manner:
"John Jones and James Smith, D.B.A., Smith Jones Company, by John Jones, a partner".
Bids by corporations must be signed with the names of the corporation, followed by the
signature and designation of the president, vice-president or person authorized to bind it in
the matter.
16. SUBMISSION AND RECEIPT OF BIDS: Inquiries involving an expenditure exceeding the
limits established in the City Charter usually require advertising over a period of at least five
(5) days prior to the scheduled bid opening. Proposals of this nature are publicly read at 10
o'clock AM (unless otherwise noted) on the date bids are scheduled to be received.
Proposals to receive consideration must be received prior to the specified time of opening and
reading as designated in the Notice to Bidders.
Bidder must use the Proposal Form furnished by the City as none other may be accepted.
The Proposal Form must be returned intact.
Removal of any Proposal Form thereof may invalidate the bid.
Specifications and plans referred to in this bid document by reference only, need not be
returned with the Proposal Form, however, no excision of material physically incorporated in
the bid document will be permitted.
Bids are to be submitted in sealed envelopes and identified as requested in the Notice to
Bidders.
Separate proposals must be submitted on each reference number and proposals shall be
typewritten or written in ink.
Proposals having any erasures or corrections thereon may be rejected unless explained or noted

CITY OF GRAND HAVEN
GRAND HAVEN, MICHIGAN
DEPARTMENT OF PUBLIC WORKS
over the signature of the bidder
17. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS: No oral
interpretation will be made to any bidder as to the meaning of the bid and/or Contract
Documents or any part thereof. Every request for such an interpretation shall be made in
writing to the City of Grand Haven. Any inquiry received within a reasonable time prior
to the date fixed for the opening of bids will be given consideration. Every interpretation
made to a bidder will be on file in the Clerks office of the City of Grand Haven. In addition,
copies will be kept on file at the City Clerk's office and posted on the City website. All
bidders shall be bound by such interpretations whether or not received by the bidders.
18. CHANGES AND ADDENDA TO BID DOCUMENTS: Each change or addenda issued
in relation to this bid document will be on file in the Clerks Office of the City of Grand
Haven and posted on the City website. It shall be the bidder'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. Information on all
changes or addenda issued will be available at the City Clerk's office and the City website.
19. MANDATORY MEETING: Representatives of the successful bidder, including the
individual directly responsible for implementation of the work, will attend a meeting with
the Duncan Park Commission.
20. INSURANCE REQUIREMENTS: The Contractor will secure and maintain insurance
during the term of the contract from an insurance company authorized to do business in the
State of Michigan that will protect contractors and subcontractors and the City from all
liability (public liability, personal injury and property damage) claims which may arise from
operations under the contract. The Contractor may not start work until evidence of all
required insurance has been submitted and approved by the City. The contractor must cease
work if any of the required insurance is canceled or expires. Three (3) copies of certificates
of insurance shall be submitted to be approved by the City prior to the execution of the
contract. The Certificate shall specifically name the City as an additional insured party. The
certificates must contain the agreement of the insurance company notifying the City in
writing ten (10) days prior to any cancellation or material alteration of the policy. The
Contractor shall not allow any work under the contract to be performed by a subcontractor
unless evidence of similar insurance covering the activities of the subcontractor is submitted
to and approved by the City. The limits of insurance shall not be less than the following:
A. Workers Compensation Insurance in the amount required by Michigan Law.
B. General Liability:
Bodily Injury and Property Damage combined:
Each Occurrence $1,000,000.00
Aggregate $1,000,000.00
Personal Injury $1,000,000.00
C. Automobile Insurance for Vehicles:
Bodily Injury Each Person $1,000,000.00
Bodily Injury Each Accident $1,000,000.00