Vacant Lot & Vacant House Grass Cutting and Light Debris Removal Services – 2026 Season

REQUEST FOR QUALIFICATIONNS FOR VACANT LOT AND VACANT HOUSE
GRASS CUTTING AND LIGHT DEBRIS REMOVAL SERVICES
Bids must conform to the attached specifications as detailed on Page 3 - Bid Submission
Requirements
All bids must either be emailed to dps@cityofinkster.com or mailed/hand delivered to the Inkster
City Clerk's office by May 4, 2026, 3:00 pm EDT,
Bids that are mailed or hand delivered shall be sent to the following address:
City of Inkster City Hall
26215 Trowbridge
Inkster, MI 48141
Attention: City Clerk
The envelope must be sealed and labeled "City of Inkster Vacant Lots and Vacant Houses
Emails must include "City of Inkster Vacant Lots and Vacant Houses" in the subject line
The City of Inkster reserves the right to accept or reject, completely or in part, any or all
submissions and to waive any irregularity in the best interest of the City of Inkster.
If you have any questions regarding specifications, contact Inkster Department of Public Services
via email at dps@cityofinkster.com
INSTRUCTIONS TO BIDDERS
Proposals shall be for the services and items as specified herein.
Proposal shall be addressed to the City and submitted in accordance with the specifications
referenced above.
The City of Inkster reserves the right to reject or accept any or all proposals, in whole or in part, and
waive any irregularities or formalities therein.
MINIMUM CAPACITY & EQUIPMENT EXPECTATIONS
The contractor must demonstrate sufficient equipment, crew, and supervision to complete the
assigned work within the City's projected time limits. As a minimum expectation for one work
package, each bidder shall identify and be able to provide at least two (2) primary cutting units, one
(1) debris haul vehicle or trailer, hand tools for trimming and cleanup, and a contact/supervisor who
can be reached by DPS during all work hours. The City may require additional equipment
depending on the area awarded.
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Primary cutting units shall include Utility Tractor (Engine HP 44 or greater or PTO HP 38 or
greater) and Rotary Cutter (width 5 ft or greater and Cutting Height 3" or less).
All machinery, equipment, and related attachments must meet OSHA safety standards and all State
and local requirements. The contractor shall reimburse, repair, or replace any cultivated area, fence,
sign, sidewalk, building, pole, hydrant, or other City or private property damaged by careless or
accidental use of equipment or machinery in the performance of this contract.
EQUAL EMPLOYMENT OPPORTUNITY
During the performance of this contract, the contractor shall not discriminate against any employee
or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of
employment because of race, color, religion, sex, national origin, age, height, weight, or marital
status.
INSURANCE AND BOND REQUIREMENTS
The contractor shall carry Worker's Compensation Insurance, General Liability Insurance, Property
Damage Insurance, and Automobile Insurance with the following minimum limits, unless higher
limits are required by the City before award:
Worker's Compensation Statutory
General Liability $500,000.00
Property Damage $500,000.00
Automobile Liability $500,000.00
Performance / Surety Bond $100,000.00
The City shall be named as an additional insured on the contractor's liability policy. The City
reserves the right to amend or increase insurance requirements during the life of the contract as
permitted by law and contract documents.
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BID SUBMISSION REQUIREMENTS / CHECKLIST
Each bidder shall submit a complete bid package. Incomplete submissions may be rejected by
the City. At a minimum, the bid package should include the following:
1. Company Information, including legal business name, mailing address, telephone number,
email address, and name of primary contact person.
2. Proof of Business Status, including documentation showing the bidder is properly organized
and authorized to do business in the State of Michigan, if applicable.
3. List of Equipment dedicated to this contract, including mowers, tractors, trucks, trailers,
trimmers, and other equipment the bidder will use to perform the work.
4. Proof of Equipment Ownership, Lease, or Availability for all equipment proposed for use
under the contract.
5. Staffing Plan, including the number of crews, operators, laborers, supervisors, and any
subcontractors proposed for the work.
6. Experience Statement describing the bidder's experience performing similar grass cutting,
vacant lot maintenance, and debris removal work.
7. References, including at least three references for similar work performed, preferably
including municipal or government clients.
8. Proposed Operations Contact, identifying the person who will be responsible for scheduling,
daily communication, issue reporting, and coordination with the City.
9. Certificate of Insurance or other acceptable evidence showing the bidder can meet the
insurance requirements of the contract.
10. Bond documentation, if required by the specifications, or a statement acknowledging the
bidder's ability to provide the required bond upon award.
11. Acknowledgment of Scope and Specifications, confirming the bidder has reviewed and
agrees to comply with all bid specifications, mowing standards, debris handling
requirements, reporting requirements, inspection procedures, and performance standards.
12. Proposed Subcontractor List, if any subcontractors will be used, including the type of work
each subcontractor will perform.
13. Addenda Acknowledgment, confirming receipt of any addenda issued by the City prior to
the RFQ due date.
14. Any other forms, affidavits, disclosures, or certifications specifically required by the bid
documents.
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BID WORK OVERVIEW/SPECS
1. The contractor shall cut all assigned vacant lots and vacant house parcels as directed by
DPS. Work shall be performed only on properties assigned by the City.
2. The City may assign work by area, route, block, package, or service tier. The three service
tiers for this RFQ are: Tier 1 Full Cut, Tier 2 Window Cut, and Tier 3 Special / Spot Cut.
Definitions are provided in Exhibit 'A'.
3. Before cutting begins on each lot, the contractor shall inspect the lot for hidden objects,
debris, holes, hazardous material, or other unsafe conditions.
4. Grass and weeds shall be visibly and uniformly cut. The target cut height is approximately
two and one-half (2-1/2) to three (3) inches, and no completed area shall exceed four (4)
inches in height after the cut.
5. The contractor shall trim with grass trimmers around fences, trees, poles, signs, hydrants,
walls, foundations, and other fixed objects so the lot presents a clearly cut appearance.
6. The contractor shall pick up and remove grass clippings from each lot. Grass shall not be
mulched and left behind. No visible grass piles, rows, or accumulations shall remain on the
lot, sidewalk, curb, street, alley, or adjacent property after the work is complete.
7. Light and moveable debris shall be removed before or during cutting so paper, bottles, cans,
plastic, small branches, and similar nuisance material are not shredded or spread by
equipment.
8. The priority is to transport light and moveable, non-hazardous debris to the DPS yard for
disposal. If moveable debris is too large to safely transport in the contractor's vehicle, it
shall be placed neatly at the curb for City pickup and documented in the daily report.
9. If debris is too large, too heavy, hazardous, or otherwise unsafe to move without special
equipment, the contractor shall not disturb it and shall notify DPS the same day with the lot
address, description, and photographs.
10. Reasonable guidelines for debris handling are set forth in Exhibit 'B'. The City may direct
whether a lot should be completed, partially completed, or held pending bulk debris removal
by DPS or another City contractor.
11. Grass clippings, plant material, dust, and loose debris shall not be blown into the street.
Sidewalks, curbs, and paved areas adjacent to the lot shall be cleaned before the crew leaves
the site.
12. The contractor shall furnish all labor, supervision, equipment, hand tools, fuel, personal
protective equipment, and transportation necessary to perform the work.
13. Mowing may take place Monday through Friday from 7:00 a.m. to 7:00 p.m. Saturday and
Sunday work may be approved by DPS if deemed necessary.
14. The contractor shall follow the mowing schedule prepared or approved by DPS. Any
variation from the schedule must be approved in advance in writing.
15. A daily log and weekly mowing record must be submitted to DPS no later than five business
days after work is completed. Payment requests may be submitted monthly and will be
satisfied following the city's vendor payment schedule.
16. The contractor shall maintain before-and-after photographs for any lot where oversized
debris, partial cuts, inaccessible areas, or safety concerns are reported. The City may require
photographs for any lot on request.
17. The City may perform random inspections prior to processing payments. If a lot does not
meet the standards of this RFQ, the contractor shall complete a re-cut or re-clean within one
(1) business day after notice, at no additional cost.
18. Each assigned cutting cycle shall be completed within ten (10) business days, unless
otherwise noted.
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19. If the contractor fails to keep up with the work as required, the City reserves the right to hire
additional contractors to complete the work. Any additional cost may be charged/deducted
against the original contractor as allowed by contract.
20. The City may ask for extra cuttings, revise routes, adjust service tiers, or modify the mowing
schedule as needed during the season.
21. Illegal dumping is strictly prohibited. Any contractor caught dumping debris, rubbish, or
litter at an unauthorized location shall be subject to immediate contract action, including
termination.
22. This contract may include the option to negotiate additional cutting seasons, upon terms and
conditions approved by the City and the contractor.
23. All bidders shall comply with the City of Inkster Code of Ordinances and all other
applicable federal, state, and local requirements.
24. Bidders are responsible for examining the work areas and conditions before submitting a
bid. No claim for additional payment based on lack of site familiarity will be entertained.
**Please note: Bidders should inspect and measure areas as needed. Amount of equipment required
may vary from location to location.
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GENERAL
It is the intent of this bid to provide for the abatement of nuisances related to noxious weeds,
overgrowth, and light debris on vacant lots, vacant houses, and other City-directed properties. Work
shall be performed by properly equipped contractors in accordance with these specifications.
The City typically schedules approximately four mowing cycles each season. However, the number
of cycles may increase or decrease based on weather, vegetation growth, available funding, and
operational needs. The City may also adjust the number of cuts, routes, or areas as necessary.
AWARD
Awards shall be made based on the bidder's demonstrated capacity to perform the work, and the
best interest of the City. In determining award, the City may consider the bidder's equipment,
staffing, experience, prior performance, and ability to complete the work as required by the
specifications. The City reserves the right to award one or more work packages, to divide the City
into separate service areas, and to make one or multiple awards.
DEFINITION
Director: Director of the Department of Public Services, or designee.
Debris: Remains of something broken or destroyed, including loose nuisance material located on a
vacant lot or at a vacant structure.
Light Debris: Paper, bottles, cans, plastic, bagged trash, small branches, tires, and similar non-
hazardous material that can be safely handled by a mowing crew.
Oversized Debris: Concrete, brick, roofing, large tree limbs or trunks, appliances, mattresses, large
furniture, construction debris, or other material that cannot be safely transported in the contractor's
regular work vehicle without special equipment or extra hazard.
Litter: Substance placed or allowed to remain on the ground or other surface in a manner
constituting a nuisance on vacant, public, or private property.
Window Cut: A City-directed frontage cut, generally including the berm and the first six (6) to
fifteen (15) feet of the lot from the curb or sidewalk.
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SCOPE OF WORK
The scope of work for the proposed contract is to mow or cut all assigned vacant lots or lots with
vacant houses from the rear lot line, alley edge, or other directed limit to the road or curb line, in
accordance with the service tier ordered by the City. The contractor shall trim around poles, signs,
trees, hydrants, foundations, fences, and similar objects, and shall clean clipping and debris material
from sidewalks, streets, and adjacent paved areas.
A lot shall be considered 'clearly cut' when the entire assigned service area is visibly mowed, uncut
strips are not obvious, overgrowth around fixed objects is trimmed, and loose light debris has been
removed or properly staged and reported.
DEBRIS HANDLING AND DISPOSAL
The contractor shall perform a pre-cut scan of each lot. Debris shall be handled in the following
order of priority:
* First priority: transport light and moveable, non-hazardous debris to the City's DPS yard for
disposal whenever it can be safely loaded, secured, and transported in the contractor's regular
work vehicle or trailer.
* Second priority: if the debris can be moved by the crew but it is too large to safely transport,
place it neatly at the curb for City pickup. Do not block sidewalks, alleys, mailboxes, fire
hydrants, or drains.
* Third priority: if the debris is too large, too heavy, hazardous, or otherwise unsafe to move, leave
it in place, flag the location in the daily report, and notify DPS the same day so DPS or another
City contractor can clear it.
BIDDER QUALIFICATIONS
Bidders shall be known to be skilled and regularly engaged in work of similar nature. Bidders shall
provide a statement of experience, references, available equipment, and a contact person responsible
for daily field operations.
Bidders shall demonstrate possession of the equipment necessary to perform the contract
requirements through written proof of ownership, lease, or a purchase / lease agreement with a
delivery date before the contract start date.
RESPONSIBILITY OF BIDDER
The bidder is responsible for examining the work sites and conditions of work. No claims for
additional payment or pleas regarding inability to perform shall be entertained if based on alleged
ignorance of existing or reasonably expected conditions.
The bidder shall furnish all labor and machinery necessary to complete the work required under this
contract. The bidder shall also guarantee reimbursement, repair, or replacement of any cultivated
area or other property damaged by careless or accidental use of equipment.
The vacant lot crew shall have the necessary equipment to perform all duties required to complete
assigned lot work. Trimming and cleanup shall not be deferred more than one (1) business day after
cutting unless expressly approved by DPS.
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EQUIPMENT REQUIREMENT
* Primary cutting equipment suitable for rough vacant lot conditions and capable of meeting the
cut-height standard.
* String trimmers and blowers for edge work and hard-surface cleanup.
* A truck, trailer, or dump vehicle capable of hauling light debris to the DPS yard.
* Personal protective equipment, warning devices, and any tools needed for safe hand cleanup.
WORK SCHEDULE
Mowing may start at 7:00 a.m. and may not continue past 7:00 p.m., Monday through Friday, unless
otherwise approved by the City. Saturday work may be approved when needed to meet schedule.
TIME LIMIT FOR COMPLETION OF CUTTING
Each cut cycle shall be completed within ten (10) business days of assignment, unless an approved
schedule provides a different completion period. If the contractor fails to complete the work on
time, the City may assess contract remedies and may hire another contractor to complete the work.
SUPERVISION AND REPORTING
The contractor must identify a contact who will be available at all times during work hours to direct
operations and receive calls from DPS. This person shall submit progress reports, report any
problems that occur, and have full authority to act for the contractor.
At a minimum, the contractor's daily report shall identify the following: date, crew, area worked, lot
addresses or route completed, service tiers, whether light debris was hauled to the DPS yard,
whether items were left at the curb, whether oversized debris was reported, and any lot not fully
completed.
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PROCESS FOR CONFIRMING LOTS WERE CUT APPROPRIATELY
1. DPS issues the contractor a cut list, route, or package and identifies the service tier required for
each area.
2. The contractor performs the work and completes the Contractor Lot Completion Checklist for
each lot or route segment.
3. The contractor submits the daily log and any required photographs no later than the next business
day.
4. City staff performs spot inspections and acceptance inspections using the City of Inkster
Acceptance Checklist.
5. If a lot fails inspection, DPS issues a re-cut / re-clean notice. The contractor shall correct the lot
within one (1) business day at no additional cost.
6. After the lot passes inspection, the City marks the lot or route as accepted. Accepted lots support
invoice approval.
7. If a lot cannot be fully cut because of oversized debris, hazardous material, standing water, or
another site condition, the City records the reason and directs the next action.
SUBCONTRACTS
Subcontracting is not expected, however in isolated instances it may be permitted only after review
of the proposed subcontractor and written approval by the City. The bidder shall remain responsible
for all work and actions of any subcontractor.
CONTRACTOR AUTHORITY TO START WORK
The contractor shall have no authority to start work until the City issues written notice and
authorization. No payments will be made for work performed before such written notice and
authorization.
TERMINATION OF THE CONTRACT
The contract may be terminated by either party upon written notice as provided in the final contract
documents, and the City reserves all rights otherwise stated in the RFQ and contract.
ANTI-DISCRIMINATION
The contractor shall not discriminate against any employee or applicant for employment in the
performance of this contract and shall require a similar covenant on the part of any subcontractor.
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EXHIBIT A:
STANDARDS OF CUT / TIERS OF CUT
Tier Service Description Standard
Full lot or parcel from rear Clearly cut appearance; trim
line, alley, or rear accessible around obstacles; target 2-1/2
Tier 1 - Full Cut edge to curb line, including to 3 inches; no area over 4
vacant house front, side, and inches; remove light debris;
rear yards when assigned. clean sidewalks/curbs.
Frontage must be visibly cut
City-directed frontage cut of
and cleaned; trim exposed
Tier 2 - Window Cut berm and first 6 to 15 feet, or
edges and obstacles within
other marked frontage area.
assigned frontage.
City-directed special area,
Only the area assigned must be
nuisance spot, alley edge,
Tier 3 - Special / Spot Cut completed, but the same cut
sight-line area, or limited
and cleanup standards apply.
parcel section.
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