Engineered Wood Fiber (EWF)

May 29, 2026
GENESEE COUNTY INVITATION TO BID (ITB) #26-504
Sealed bids will be received until 12:00 p.m. (EST), Thursday, June 18, 2026, at the Genesee
County Purchasing Department, 324 S Saginaw St, Suite 9A, Flint, MI, 48502 for the
Engineered Wood Fiber (EWF).
This procurement is conducted in accordance with the Genesee County Purchasing
Regulations, a copy of which is on file and available for inspection at the Genesee County
Purchasing Department or at the website Microsoft Word - PURCHASING REGULATIONS
8222016.
Each offeror is responsible for labeling the exterior of the sealed envelope containing the bid
response with the bid number, bid name, bid due date and time, and your firm's name. The
bid request number and due date for this ITB are:
DUE DATE: Thursday, June 18, 2026, before 12:00 pm (EST)
DUE DATE FOR SUBMISSION OF QUESTIONS: Wednesday, June 10, 2026, before 3:00 pm (EST)
BID REQUEST NUMBER: #26-504
Rita Schubert
Rita Schubert, Purchasing Manager
Attachments
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ITB 26-504

ITB #26-504 Engineered Wood Fiber (EWF)
SECTION 1 - INSTRUCTIONS TO PROPOSERS
1. Sealed bids will be received until 12:00 PM (EST), Thursday, June 18, 2026 at the
Genesee County Purchasing Department, 324 S Saginaw Street, Suite 9A, Flint, MI,
48502. The Genesee County Purchasing Department hours of operation are 8:00 a.m. to
4:30 p.m., closed holidays, check website for closed days. Label the envelope containing
the bid response as described on page 1. LATE BIDS AND BIDS SENT BY FACSIMILE
OR E- MAIL WILL NOT BE ACCEPTED.
2. Please carefully review this document. It provides information necessary to aid
participating vendors in formulating a thorough response. A formal, comprehensive review
period will be conducted to ensure that Genesee County selects the best possible vendor
that will provide the best value and service.
3. Submit one original, one paper copy of your bid. After the bid closes you will be
contacted to send the County an electronic copy of your complete bid. All bids
become the property of Genesee County. The original must include a signature on the
Signature Page of a person authorized to make a binding offer. Failure to provide the
required number of duplicate copies may result in rejection of your bid. Bids may not be
submitted at the MITN site for this offering.
4. All submissions will be time stamped by an individual within the Office of Fiscal Services.
The only acceptable evidence of the time of receipt of the submissions is that of the time
clock that resides within said department. It is each Bidder's responsibility to ensure that
its bid is time stamped by the Office of Fiscal Services by the deadline. This responsibility
rests entirely with the Bidder, regardless of delays resulting from postal handling or for any
other reasons. Bids will be accepted at any time during the normal course of business
only, said hours being 8:00 a.m. to 4:30 p.m. Local Time, Monday through Friday, legal
holidays as an exception.
5. Michigan Inter-governmental Trade Network (MITN) - an alternate review of this project
can be done at (under bid # 26-504 Engineered Wood Fiber (EWF)
https://www.bidnetdirect.com/mitn
a. Genesee County has partnered with BidNet as part of the Michigan Inter-
governmental Trade Network and will post their bid opportunities to this site. As
a vendor, you can register with Michigan Inter-governmental Trade Network
(use hyperlink or https://www.mitn.info/Registration.asp?ID=2340) and be sure
that you see all available bids and opportunities. By selecting automatic bid
notification, your company will receive emails once Genesee County has a bid
opportunity that matches your company's business. In addition, the site handles
bid opportunities, ITBs, and RFQs for other member governmental agencies. If
you need help registering, please call Michigan Inter- governmental Trade
Network support department toll free 1-800-835-4603.
6. All communications, any modifications, clarifications, amendments, questions, responses,
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or any other matters related to this ITB, shall be made by and through the purchasing
contact reference in this solicitation. No contact regarding this solicitation made with other
County employees is permitted. Any violation of this condition may result in immediate
rejection of bid.
7. All prospective bidders shall be responsible for routinely checking the Genesee County
Purchasing Department website at Genesee County, MI (geneseecountymi.gov) for
issued addenda and other relevant information. Genesee County shall not be
responsible for the failure of a prospective proposer to obtain addenda and other
information issued at any time related to this ITB.
8. A sample of a contract is attached to this ITB. After the award is made to the successful
bidder, the County and the successful proposer will negotiate a final contract that
substantially conforms to said contract. Any exceptions to the terms and conditions of the
contract and this ITB must be clearly set forth in your bid and referenced on the company
letterhead. The County will not entertain negotiations to change any terms and conditions
of the contract or ITB unless those changes are requested in your bid.
9. Insurance must be provided prior to the contract starting date and kept in full effect and
compliance during the entire contract period. Insurance requirements are provided in the
attached sample contract. Failure to comply with these provisions will cause termination
of the agreement. The County of Genesee requires a signed Genesee County Insurance
Requirements acknowledgement form with each bid submitted.
The contractor agrees to be responsible for any loss or damage to property or persons
due to the performance of services herein contracted and further agrees to indemnify and
defend the County of Genesee against all claims or demands whatsoever, and to hold the
County of Genesee harmless from any loss or damage resulting therefrom.
County policy dictates that under no circumstances can the County agree to indemnify
bidders pursuant to Michigan Law.
10. Bid Format: Bids must be submitted in the format outlined in Section 7. IMFORMATION
REQUIRED FROM BIDDERS to be deemed responsive.
11. Local Preference for Genesee County Businesses: Unless the funding source for the
contract prohibits such preferences, within 5 business days of bid opening, if the lowest
responsive responsible bidder is not a Genesee County Business a Genesee County
Business who has submitted a responsive bid that is no more than 5% higher than the
lowest responsive bid may submit an amended bid to the Purchasing Administrator. In the
event that there are multiple Preferred Businesses that would qualify for an opportunity to
submit an amended bid, only the Preferred Business submitting the lowest qualifying bid
may submit an amended bid. A Preferred Business who is the lowest responsive
responsible bidder may not amend their bid pursuant to this section. Amended bids
submitted by Preferred Businesses in this manner shall be considered along with other
responsive bids submitted by responsible bidders
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ITB 26-504

SECTION 2 - STANDARD TERMS & CONDITIONS
View Genesee County's Standard Terms and Conditions by going to the following link:
Std T C SECTION 2023.pdf
SECTION 3 - ADDITIONAL TERMS & CONDITIONS
1. Purpose: Through this ITB, Genesee County ("the County") is soliciting bids from
qualified individuals who can provide said services to the County as requested by
Genesee County Parks and Recreation Commission.
2. Issuing Office: This ITB is issued by the Genesee County Purchasing Department on
behalf of the Genesee County Parks and Recreation Commission. The contact person
is Rita Schubert, Purchasing Manager, Genesee County, 324 S Saginaw St, Suite 9A,
Flint, Michigan 48502, phone: (810)-257-3195, fax: (810) 257-3380 and
rschubert@geneseecountymi.gov. Email is the preferred method of contact.
3. Questions & Inquiries: All questions regarding this ITB shall be submitted in writing
and received before 3:00 pm on Wednesday, June 10, 2026 to the Genesee County
Purchasing Department as listed above. E-mail is the preferred method of contact for
all inquiries concerning this ITB, and please entitled the subject line of your e-mail as
follows: Question(s) for ITB # 26-504 No verbal interpretation to any respondent as to
the meaning of any requirement stated in this ITB shall be binding on Genesee County.
All responses to questions regarding this ITB shall be issued in writing and distributed
as an addendum by Genesee County.
4. Addenda: Genesee County reserves the right to amend and provide clarification of this
ITB prior to the date for bid submission. In such an event, an addendum will be posted
on the Purchasing Department website Current Bids (www.geneseecountymi.gov).
Further, all proposers shall acknowledge having seen any and all addendums issued (1,
2, 3, etc.) on the Signature Page.
5. Bid Considerations: All costs incurred in the preparation of a response to this ITB or
any costs prior to approval of the contract by Genesee County and formal notification to
the selected proposer will be the responsibility of the respondent and will not be
reimbursed by Genesee County. Bids should be prepared simply and economically,
providing a straightforward, concise description of the proposer's ability to meet the
requirements of this ITB.
6. Responsive Bids: To ensure proper consideration, all proposers are encouraged to
submit a complete response to this ITB using the format outlined in Section 7,
INFORMATION REQUIRED FROM PROPOSERS. In addition, at least one of the paper
bids must be signed with an original signature of the official authorized to bind the
proposer to its provisions.
7. Bid Modifications: Clarifications, modifications, or amendments to any Bid that has
been submitted, but prior to the Bid Opening Date, may be made only within the
discretion and written approval of the Purchasing Manager.
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8. Withdrawal of Bid: Bids may only be withdrawn by the proposer with written notice
prior to the date and time set for the opening of bids.
9. Validity Period: Any bid submitted as a result of this Invitation to Bid shall be binding
on the proposer for 120 calendar days following the due date.
10. Right To Reject: Genesee County reserves the right to reject any and all bids received
in response to this ITB.
11. Disclosure: All information in an offeror's bid is subject to disclosure under the
provisions of Public Act N. 442 of 1976 known as the "Freedom of Information Act". This
Act also provides for the complete disclosure of contracts and attachments thereto. In
the event that a proposer wishes to designate any portion of their submission as
"confidential" or "proprietary," the proposer must contact the Purchasing Manager prior
to submission of the bid. All requests regarding disclosure and requests for
confidentiality of a bid response to this ITB shall be submitted in writing and received no
later than June 8, 2026, by 12:00 p.m. (EST), to the Genesee County Purchasing
Department as listed above.
12. Errors, Omissions, And Discrepancies: If a Bidder discovers any ambiguity, conflict,
discrepancy, omission, or other error in the ITB, it shall immediately notify the Genesee
County Purchasing Manager of such error in writing and request modification or
clarification of the document prior to the deadline for submitting questions. Genesee
County will make modifications by issuing a written addendum. The bidder is
responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in
the Invitation for Bids prior to submitting a bid or it shall be waived.
13. Best and Final Offers: Discussions may be undertaken with those proposers whose
bid, based on the evaluation criteria stated herein, has been determined to be
reasonably susceptible of being selected for an award. After discussions are held, and
prior to award, proposers may be allowed the opportunity to submit revisions to their
bids for the purpose of obtaining best and final offers.
During the aforementioned procedures, neither the names of any of the proposers nor
the contents of any bid will be disclosed until the completion of negotiations and revision
of bids (Best and Final Offers).
The contract that may be entered into will be awarded based on the bid response and,
where applicable, the Best and Final Offer that is the most advantageous to Genesee
County, per the evaluation criteria included in this ITB.
14. Prime Contractor Responsibilities: The successful offeror(s) shall be required to
assume responsibility for all services offered in the bid regardless of who produces
them. Further, the County will consider the successful offeror to be the sole point of
contact with regard to contractual matters, including payment of any and all charges
resulting from the contract.
15. Non-Assignability: The contract may not be assigned, transferred, or conveyed by the
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ITB 26-504

Contractor without the expressed written consent of Genesee County.
16. Independent Contractor: It is understood and agreed to, by and between the
Contractor and Genesee County, that any and all acts that the Contractor or its
personnel, employees, and servants perform pursuant to the terms of the Contract shall
be undertaken as independent contractors and not as employees of Genesee County
by or with a contract or agreement, nor impose any liability upon Genesee County. All
acts and contracts of the Contractor shall be in its own name and not in the name of
Genesee County.
17. Subcontracts: The Contractor shall not enter into subcontracts to this Agreement with
additional parties without obtaining prior written approval of Genesee County. A
condition of granting such approval is that such subcontractors shall be subject to all
conditions and provisions of this contract. The Contractor shall be responsible for the
performance of all subcontractors.
18. Statement of Exceptions: The proposer shall furnish a statement on the company
letterhead giving a complete description of all exceptions to the terms, conditions, and
specifications set forth in the bid. Failure to furnish this statement shall mean that the
proposer agrees to meet all requirements set forth in this solicitation.
19. Acceptance of Bid Content: It is proposed that, if a contract is entered into as a result
of this ITB, the ITB will serve as the basis for the contract. The contents of the bid of
the successful bidder may become contractual obligations if a contract is issued. Failure
of the successful offeror to accept these obligations will result in cancellation of contract
award.
20. Termination for Misrepresentation: If the successful bidder receives a contract and
is subsequently found to have misrepresented any information in its bid and/or Best and
Final Offer submission, the contract may be terminated at the discretion of Genesee
County.
21. Acceptable Deviations: The decision of Genesee County shall be final as to what
constitutes acceptable deviations from specifications or requirements.
22. News Release: News releases pertaining to this ITB or the services to which it relates
will not be made without prior written Genesee County approval, and then only in
accordance with the instructions from the contract administrator. No information
regarding the procurement and services shall be released without prior approval of the
contract administrator.
23. Contract Award/Split Awards: The County reserves the right to award by item and/or
group of items. The Bidder to whom the award is made will be notified at the earliest
possible date. Tentative acceptance of the bid, intent to recommend award of a contract
and actual award of the contract will be provided by written notice sent to the Bidder at
the address designated in the bid if a separate Agreement is required to be executed.
24. Debarment and Suspension: The contractor certifies to the best of its knowledge
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and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its'
principals, owners, officers, shareholders, key employees, directors and member
partners: (1) are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by any Federal
department or agency; (2) have not within a three-year period preceding this form been
convicted of or had a civil judgement rendered against them from commission of fraud
or a criminal offense in connection with obtaining, attempting to obtain, or performing
a public (Federal, State or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records, making false statements, or
receiving stolen property; (3) are not presently indicted for or otherwise criminally
charged by a governmental entity (Federal, State or local) with commission of any of
the offenses enumerated in (2) of this certification; and , (4) have not within a three-year
period preceding this bid had one or more public transactions (Federal, State or local)
terminated for cause or default.
25. Tax: Genesee County is a Michigan Municipal Corporation and as such it is exempt
from Federal Excise Tax and Michigan Sales Tax.
SECTION 4 - QUALIFICATIONS OF BIDDERS
In order to qualify for an award, a bidder shall have the capability in all respects to perform the
work and the integrity and reliability, which will assure good faith performance. This requirement
shall include, but is not limited to, the availability of the appropriate financial material, equipment,
facility, personnel, ability, expertise, and experience necessary to meet all procurement
requirements.
A vendor must have the capability, qualifications and the necessary experience to provide
services of a character similar to that required in this solicitation. If a vendor does not convince
Genesee County that it possesses the above minimum qualifications with the bid submission,
Genesee County shall not consider its bid for award.
If a bidder does not convince Genesee County that it possesses the above qualifications with the
bid submission, Genesee County shall not consider its bid for award.
SECTION 5. SCOPE OF SERVICES
The Scope of Services is for use on the following Project and will become a part of the
County's Standard Proposed Contract for the Project once awarded:
The Genesee County Parks has identified twenty (20) parks, including City of Flint parks, that have
had playgrounds installed and as part of the installation, Engineered Wood Fiber (EWF) was used
as the playground protective surfacing. This product needs to be refreshed/refilled so that each
playground continues to meet current playground safety standards.
Attached is a list of the 14 parks that includes the address and the number of cubic
yards needed at each site.
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Specifications:
1. Price includes all materials, shipping, installation, labor, and any
other costs associated with completing the project, including site restoration needs and
costs.
2. Provide a Certificate of Testing for the Engineered Wood Fiber (EWF).
Product must meet ASTM 2075-20 Standard specification for EWF for use as Playground
Safety Surface Under and Around Playground Equipment.
Preferred material is dried pallet wood. If quoting non-dry pallet wood, include a 25%
settlement factor in quantity calculation.
3. Installation must be scheduled a minimum one week in advance.
4. At an agreed upon location, the contractor is responsible for staged location site cleanup.
5. Each site will get the number of cubic yards as requested on the "Cost Bid Form."
6. The total project may NOT exceed the Purchase Order.
7. Project must be completed by September 1, 2026.
SECTION 6 - INFORMATION REQUIRED FROM BIDDERS
(BID FORMAT)
All bids are firm, binding, and irrevocable for one hundred-twenty (120) days after the opening of
the bid. No bids will be considered that fail to contain fully completed documents or any other
documentation required by the instructions and materials herein. The successful Bidder will be
required to submit:
1. Signed Signature Page
2. Fully executed Insurance Checklist
3. Reference Form: Prior experience with similar requests is essential for any firm to provide the
services required in this solicitation. This section shall consist of a minimum of three (3)
references with project descriptions. In addition, contact information for each reference shall
be provided with the name, address, phone number and email address. The contacts for each
reference must be knowledgeable of the offeror's performance on the referenced project and
the scope of services performed by the bidder.
4. Statement of Exceptions: Furnish a statement on company letterhead giving a complete
description of all exceptions to the terms, conditions, and specifications set forth in the
Standard Proposed Contract and this RFP.
5. Completed Cost Bid Form
6. Organizational Chart: Provide an organizational chart identifying key members of the
employees who will be assigned to perform the work. The chart should clearly delineate roles
and responsibilities of the various team members. Identify key individuals by name and title.
7. Current Work Assignments & Contractual Obligations: Indicate current and projected work
assignments of key personnel identified in the bid, and for each key personnel, identify current
percentage of completion and expected completion date.
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8. Statement of the Project: State in precise terms your understanding of the project as presented
by this ITB. Include in this section a detailed summary of the Vendor's approach to providing
services required by this ITB.
9. Litigation: Please describe any lawsuits that were filed against your company in the last five
(5) years and the results of those lawsuits. Please describe any mediation or arbitrations your
company has been involved with in the last five (5) years and the results of those
arbitrations/mediations.
Failure to provide all requested items may be sufficient cause for rejection of bid response.
SECTION 7 - EVALUATION CRITERIA & SELECTION PROCEDURE
It is the intent of Genesee County (the County) to conduct a comprehensive, fair, and
impartial evaluation of the bids received. The ITB/Contract will be awarded to the offeror
who submitted a bid that is most advantageous to Genesee County and other locals.
SECTION 8 - INSURANCE REQUIRED FROM BIDDERS
The Contractor shall at all times maintain in full force and effect for duration of the term of this
agreement the following insurance coverages. All coverage shall be with insurance companies
licensed and admitted to do business in the State of Michigan, having an AM Best rating of at
least A- and acceptable to Genesee County. In addition, the County reserves the right to
modify or waive at any time any applicable insurance requirements based on the scope of
services provided
at the discretion of the County's Risk Manager or other authorized representative of the
County.
Commercial General Liability Insurance on an "occurrence basis" with minimum limits
of $1,000,000 per occurrence and a $2,000,000 aggregate limit.-. The policy shall
name Genesee County, including all employees, elected and appointed officials and
volunteers, all boards, commissions, and/or authorities, and their board members, employees,
and volunteers as additional insureds. Coverage shall be primary and non-contributory,
including a waiver of subrogation in favor of the County.
Workers' Compensation Insurance - as required by and in accordance with all applicable
statutes of the State of Michigan, including Employers' Liability Coverage.
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, non-owned, and hired vehicles. Limits may be satisfied
using primary and excess/umbrella liability policies. -. The policy shall name Genesee County,
including all employees, elected and appointed officials and volunteers, all boards,
commissions, and/or authorities, and their board members, employees, and volunteers as
additional insureds.
Environmental Liability - The Contractor shall procure and maintain for the duration of this
contract Environmental Liability insurance in an amount not less than one million dollars
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($1,000,000) aggregate. If this policy is on a claims made form, the Contractor shall be
required to keep said policy in force, or purchase "tail" coverage for a minimum of 3 years after
the termination of this contract.
Installation Floater Coverage - Installation Floater insurance is to be to cover damage or
destruction to renovations, repairs or equipment being installed or otherwise being handled or
stored by the Vendor, including off-site storage, transit and installation. The amount of
coverage should be adequate to provide full replacement value of the property, repairs,
additions or equipment being installed, otherwise being handled or
stored on or off premises. All risks coverage is preferred.
Contractor's Equipment Coverage
Contractor's Equipment insurance is to be purchased to cover loss of equipment and
machinery utilized in the performance of work by the contractor. All risks coverage is
preferred.
A licensee or its insurance broker shall notify the County of any cancellation or reduction in
coverage within seven (7) days of receipt of insurer's notification to that effect. The contractor,
licensee, permittee, or lessee shall forthwith obtain and submit proof of substitute insurance
to the County Risk Manager within five
(5) business days in the event of expiration or cancellation of coverage.
1.1 Insurance Certificate and Additional Insured Coverage
1. Certificate of Insurance - The contractor must provide a Certificate of Insurance
evidencing the required insurance set forth above. The Certificate Holder should be
listed as follows:
Genesee County Attn: Risk Management
324 S Saginaw Street, Flint, MI 48502
2. Endorsements In addition, the contractor must provide the following
endorsements, including but not limited to:
a. An additional insured endorsement (equivalent in coverage to ISO form CG 20 10
and CG 20 37) naming the "Genesee County, its officials, employees and agents,
all boards, commissions and/or authorities and board members, including
employees and volunteers thereof" as additional insureds under the general liability
policy. No person or department should be identified as the additional insured.
Coverage afforded shall be considered primary and any other insurance or self-
insurance, maintained by or available to the County shall be considered secondary
and/or excess.
b. An endorsement to each policy stating that such policy shall not be cancelled or
reduced in coverage except after thirty (30) days prior written notice to County.
Cancellation, material restriction, nonrenewal or lapse of any of the required policies
shall be grounds for immediate termination of the Agreement by the County. If any
of the required coverages expire during the term of the contract, the vendor shall
deliver renewal certificates, endorsements, and/or policies to County at least ten
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