13, 26 Frequency & Nuisance Mowing
| Agency: | City of Kalamazoo |
|---|---|
| State: | Michigan |
| Type of Government: | State & Local |
| Posted Date: | Dec 20, 2023 |
| Due Date: | Jan 23, 2024 |
| Solicitation No: | Reference number: 98852-066.0 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
13, 26 Frequency & Nuisance Mowing
Closing date January 23, 2024, 03:30 PM
- Reference number 98852-066.0
- Status Open
- Summary The intent of this contract is to have a contractor(s) provide mowing services on all properties assigned by the City of Kalamazoo. The purpose of this program is to provide: Corrective actions to private properties found to be in violation of the city's weed/tall grass ordinance (Section 22-3 of city code);
SCOPE OF WORK
The contractor shall furnish supervision and all labor, equipment, supplies, materials and satisfactorily perform the services at the frequencies and during the time as specified herein. The services shall include all functions normally considered part of professional, industry standards. The scope of this program includes mowing the listed properties, all adjacent curb areas within the public right-of-way, and hand trimming around all obstacles including fences, trees, bushes, signposts, utility poles, fire hydrants, retaining walls, guardrails, or any other physical structures within the properties designated for mowing.
Nuisance enforcement: Correction of weed & tall grass violations on private properties. Residential and commercial prope1ties, which have been found by city staff to be in violation of Section 22-3 (1) of city code (weeds or grasses that have attained a height of 8 inches or are in the seed bearing stage of growth or any noxious weeds such as poison ivy, poison sumac, poison oak, nettles and/or ragweed’s, regardless of height), will be referred to the contractor for mowing. The actual number of properties to be mowed cannot be determined in advance. A table attached to the bid specifications shows the number of properties referred for mowing and the number actually mowed during the previous two years (see page 3).
City & State-owned residential properties. Properties are listed on Exhibit A. Properties may be added or deleted from the mowing list in accordance with corresponding changes in ownership
Brownfield Properties. All properties to be mowed are listed on Exhibit A.
Street and Railroad right-of-ways. All properties to be mowed are listed in the bid proposal section shown in the drawings.
Additions or deletions to the Scope of Services. The city may, at its own option, add services to or delete services from the work provided by this contract, to serve its best interest, or to respond to changes in property ownership during the implementation of this contract.
Attachment Preview
Department of Management Services
Purchasing Division
241 West South Street
Kalamazoo, MI 49007-4796
Phone: 269.337.8020
Fax: 269.337.8500
www.kalamazoocity.org
purchasing@kalamazoocity.org
INVITATION FOR BIDS (IFB)
The City of Kalamazoo, Michigan is soliciting sealed bids for:
PROJECT NAME: 13, 26 Frequency and Nuisance Mowing BID REFERENCE #: 98852-066.0
IFB ISSUE DATE: December 19, 2023
BID DUE/OPENING DATE: January 23, 2024 @ 3:30 p.m. Local Time (ET)
Facsimile Bids Will Not Be Accepted.
MAILING ADDRESS & INSTRUCTIONS
Mail to:
Purchasing Division
241 W. South Street
Kalamazoo, MI 49007
Questions about this IFB should be directed to:
Wendy Burlingham, Administrative Support
Manager at (269) 337-8742 or
burlinghamw@kalamazoocity.org
Include on the Envelope the Project Name and Bid Reference Number. All Envelopes Must Be Sealed.
You are invited to submit a bid for this project. Specifications, terms, conditions and instructions for
submitting bids are contained herein. This Invitation for Bids with all pages, documents and attachments
contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly
executed bid shall constitute the contract between the City and the successful bidder when approved and
accepted on behalf of the City by an authorized official or agent of the City. Please review the bid document
as soon as possible and note the DEADLINE FOR QUESTIONS in the Instructions to Bidders.
All bidders shall complete and return the Bid and Award page(s) and submit all information requested
herein in order for a bid to be responsive. The bid document shall be returned in its entirety, in a properly
identified and sealed envelope to the Purchasing Division at the above address. BIDS MUST BE
RECEIVED BEFORE THE DUE DATE - LATE BIDS WILL NOT BE CONSIDERED. The City
reserves the right to postpone the bid opening for its own convenience.
SECTION
Statement of No Bid
I
Instructions to Bidders
II Bid & Award Pages
III Insurance Requirements
IV General Provisions
V Terms & Conditions
TABLE OF CONTENTS
PAGE #
1-2
3–9
10 – 11
12 – 17
18 – 23
APPENDICES
Appendix A
Exhibit A
Exhibit B
CITY OF KALAMAZOO – INVITATION FOR BIDS
13, 26 Frequency and Nuisance Mowing
BID REFERENCE #: 98852-066.0
STATEMENT OF NO BID
NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this
form immediately. Your response will assist us in evaluating all responses for this important project and
to improve our bid solicitation process.
The Purchasing Division of the City of Kalamazoo wishes to keep its bidders list file up-to-date. If, for any
reason you cannot supply the commodity/service noted in this bid solicitation, this form must be completed
and returned to remain on the particular bid list for future projects of this type.
If you do not respond to this inquiry within the time set for the bid opening date and time noted, we
will assume that you can no longer supply this commodity/service, and your name will be removed
from this bid list.
_____
Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain
below).
_____
Specifications are unclear (explain below).
_____
We are unable to meet specifications.
_____
Insufficient time to respond to the Invitation for Bid.
_____
Our schedule would not permit us to perform.
_____
We are unable to meet bond requirements.
_____
We are unable to meet insurance requirements.
_____
We do not offer this product or service.
_____
Remove us from your bidders list for this commodity or service.
_____
Other (specify below).
REMARKS: _________________________________________________________________________
_____________________________________________________________________________________
SIGNED: _________________________________ NAME: __________________________________
(Type or Print)
TITLE: __________________________________ DATE: ___________________________________
FIRM NAME: ________________________________________________________________________
(if any)
ADDRESS: __________________________________________________________________________
(Street address)
(City)
(State)
(Zip)
PHONE: _________________________________ FAX: ____________________________________
EMAIL: ____________________________________________________________________________
CITY OF KALAMAZOO – INVITATION FOR BIDS
13, 26 Frequency and Nuisance Mowing
BID REFERENCE #: 98852-066.0
Page 1
SECTION I
INSTRUCTIONS TO BIDDERS
1. EXAMINATION OF BID DOCUMENT-Before submitting a bid, bidders shall carefully examine
the specifications and shall fully inform themselves as to all existing conditions and limitations. The
bidder shall indicate in the bid the sum to cover the cost of all items included on the bid form.
2. PREPARATION OF BID-The bid shall be legibly prepared in ink or typed. If a unit price or
extension already entered by the bidder on the Bid and Award 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 bid shall be legally signed, and the complete address of the bidder given thereon.
All bids shall be tightly sealed in an envelope plainly marked SEALED BID and identified by
project name, bid opening date and time. Bids opened by mistake, due to improper identification,
will be so documented and resealed. The Purchasing Division will maintain and guarantee
confidentiality of the contents until the specified opening date and time. Bids submitted
electronically will not be accepted.
3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the
meaning or interpretation of the Invitation for Bids (IFB) and attachments must be requested in
writing, at least 5 business days before the bid opening so a reply may reach all prospective
bidders prior to the submission of bids. Any information given to a prospective bidder concerning
the IFB will be furnished to all prospective bidders as an amendment or addendum to the IFB if
such information would be prejudicial to uninformed bidders. Receipt of amendments or addenda
by a bidder must be acknowledged in the bid by attachment, or by letter or fax received before the
time set for opening of bids. 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 bids 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 bid.
5. WITHDRAWAL OF BIDS-Bids may be withdrawn in person by a bidder or authorized
representative, provided their identity is made known and a receipt is signed for the bid, but only if
the withdrawal is made prior to the exact time set for receipt of bid. No bid may be withdrawn for
at least ninety (90) days after bid opening.
6. ALTERNATE BIDS-bidders are cautioned that any alternate bid, unless specifically requested or
any changes, insertions or omissions to the terms and conditions, specifications or any other
requirement of this IFB may be considered non-responsive, and at the option of the City, result in
rejection of the alternate bid.
7. LATE BIDS-Any bid received at the office designated herein after the exact time specified for
receipt will not be considered. (Note: The City reserves the right to consider bids that have been
determined by the City to be received late due to mishandling by the City after receipt of the bid and
no award has been made.)
8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall
prevail.
9. BID SUBMITTAL- Bidders can submit sealed bids in one of the following ways:
9.1. Mail your bid, to be received before the bid due date and time indicated in the bid
document, to the City of Kalamazoo at the following address:
CITY OF KALAMAZOO – INVITATION FOR BIDS
13, 26 Frequency and Nuisance Mowing
BID REFERENCE #: 98852-066.0
Page 2
City of Kalamazoo
Purchasing Division
241 West South Street
Kalamazoo, MI 49007
9.2. Deliver your bid to City Hall In-Person before the bid due date and time indicated in the
bid document.
9.3. Deliver your bid to the Treasurer’s Office Payment Drop Box located in the northwest
corner of City Hall (see photos below) before the bid due date and time indicated in the bid
document.
1. Open drop box located at City Hall.
2. Insert SEALED BID here.
10. BID TABULATIONS- The Purchasing Division makes an effort to post bid tabulations to the
City of Kalamazoo website within 24 hours after the bid opening date and time at:
https://www.kalamazoocity.org/bidopportunities. However, in certain cases the posting of the bid
tabulation may extend beyond the 24-hour window.
CITY OF KALAMAZOO – INVITATION FOR BIDS
13, 26 Frequency and Nuisance Mowing
BID REFERENCE #: 98852-066.0
Page 3
SECTION II
BID AND AWARD
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 labor, materials, tools, equipment, and services necessary to complete in a
professional manner the furnishing and installing of all of the following, meeting or exceeding the
specifications as set forth herein for the prices as stated below.
Bids shall reflect prices split in the following manner:
ITEM
1.
2.
DESCRIPTION
Section A: Nuisance Enforcement (Bid by schedule Below.
Nuisance mowing’s vary from year to year)
Section B: City & State-Owned Properties, Brownfields,
Street & Railroad Right-Of-Ways
13 Frequency Services
26 Frequency Services
One Year Grand Total
ONE YEAR BID AMOUNT
$
$
$
$
Section A: Nuisance Enforcement
Lot Size
Curb lawn only (between street & sidewalk)
Front Yard (including curb lawn and visible side yards)
Front/side/rear yard (entire grass area on a property
with dwelling or building)
Cost Per
Mowing
Trip
$
$
$
Est Trips Per
Yr. Based on
Historic Data
10
50
100
Vacant lot <= 0.5 Acre
$
50
Vacant lot 0.5 – 1.0 Acre
$
25
Vacant lot > Acre (25 feet back of right of way plus 5
feet along side and rear property lines)
$
10
No cause for action trip (dispatched but yard was
already but by owner by the time contractor arrived)
$
30
Brush Hog – Charge for mowing yard that is
excessively long and not able to be handled by regular
mowing equipment (Note: this is single charge, not IN
$
5
ADDITION to mowing)
Noxious weed treatment (per sq. ft) (poison ivy, oak,
etc.)
$
5
Estimated
Seasonal
Cost
$
$
$
$
$
$
$
$
$
Section B: See EXHIBIT A for 2024 Mowing List
Bidder shall provide all the information as requested herein with their bid. Failure to do so and/or
failure to provide post-bid requested information may be cause for rejecting the bid as non-
responsive.
Work shall start within __5__ working days of receipt of notification by Contractor of Notice to Proceed
and shall be completed within _season__ working days thereafter
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