Charter Township of Canton Invitation To Bid for STREET TREE PLANTING PROGRAM SPRING 2017 Contact: Leigh Thurston Phone: 734 394-5179 E-mail: leigh.thurston@canton-mi.org Date Issued: 2/16/2017 Due Date & Time: 3:00 p.m., Thursday, March 9, 2017
The deadline established for the receipt of your sealed bid is 3/09/2017 at 3:00 p.m. The bid is to be submitted to the Clerk's Office, 1150 S. Canton Center Road, Canton, Michigan 48188. Address the bid to: Canton - Clerk s Office STREET TREE PLANTING PROGRAM SPRING 2017 DUE 3/9/2017 at 3:00 P.M. 1150 Canton Center S Canton MI 48188 GENERAL REQUIREMENTS & INSTRUCTIONS 1. SUBMISSION OF OFFERS: All offers should be submitted in a sealed envelope or package. The invitation title, opening date and time, company name, address and telephone number shall be clearly displayed on the outside of the sealed envelope or package. The delivery of responses to the Clerk s Office prior to the specified date and time is solely and strictly the responsibility of the offeror. Any submittal received in the Clerk s Office after the specified date and time will not be considered. Responses shall be submitted on the forms provided by Canton. Additional information may be attached to the submittal. Facsimile submissions are NOT acceptable. No offer may be modified after acceptance. No offer may be withdrawn after opening for a period of sixty days unless otherwise specified. Bid must include all costs. All offers must include the original and at least two (2) copies. 2. EXECUTION OF OFFER: Offer shall contain a manual signature in the space(s) provided of a representative authorized to legally bind the offeror to the provisions therein. 3. EXECUTION OF ACCEPTANCE: Canton Township legally recognizes acceptance of formal offer when a written contract is signed by both parties. Offerer is not to assume that the Canton Board of Trustees resolution approving the bid or proposal is a binding contract. 4. OPENING & RECORDING: Opening shall be public in the Clerk s Office immediately following the advertised deadline date and time for receipt of submittals. 5. INTEGRITY: Canton Township does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. 6. TABULATION: Bid results will be posted on the Township s website at www.cantonmi.org Please click on Doing Business, Bids & Proposals and then click on Bid Results. 7. BOARD AWARDS: As the best interest of Canton may require, Canton reserves the right to make award(s) by an individual item, group of items, all or none, or a combination thereof; on a geographical basis and/or on a countrywide basis with one or more supplier(s) or provider(s); to reject any and all offers or waive any irregularity or technicality in offers received. Offerors are cautioned to make no assumptions. Any or all awards made as a result of this invitation shall conform to applicable ordinances and policies of Canton Township. Bid awards will be posted on the Township s website at www.canton-mi.org.
8. BRAND NAME OR EQUAL: If items requested by this invitation have been identified in the specifications by a brand name OR EQUAL description, such identification is intended to be descriptive and not restrictive and is to indicate the quality and characteristics of products that will be acceptable. Offers proposing equal products will be considered for award if such products are clearly identified in the offer and are determined by Canton to meet fully the salient characteristic requirements listed in the specifications. 9. PRICING: Unless otherwise specified prices offered shall remain firm for a period of at least sixty (60) days; all pricing of goods shall include FOB Canton Township, all packing, handling, shipping charges and delivery to any point(s) within Canton to a secure area or inside delivery. 10. PAYMENT TERMS: Canton Township will remit full payment on all undisputed invoices within thirty (30) days from receipt by the appropriate person(s) of the invoice or receipt of all products or services ordered. 11. INCURRED EXPENSE: This invitation does not commit Canton to make an award nor shall Canton be responsible for any cost or expense which may be incurred by any respondent in preparing and submitting a reply, or any cost or expense incurred by any respondent prior to the execution of a purchase order or contract agreement. 12. QUESTIONS/ ADDENDA: Any questions concerning the conditions or specifications shall be directed to the designated contact person. Addenda items will be posted on the township website, on the Purchasing Division page under Requests for Bids, Proposals and Qualifications. It is the bidder s responsibility to check and verify that addenda have been issued. Failure to acknowledge addenda may result in the offer not being considered. 13. CLARIFICATION/CORRECTION OF ENTRY: Canton reserves the right to allow for the clarification of questionable entries and the correction of OBVIOUS MISTAKES. 14. INSURANCE: The successful bidder is required to furnish evidence of the following insurance requirements in accordance with Canton s Risk Management Policy O:02. Work may not commence until the Certificates of Insurance have been received. The coverage requirements are as follows: Workers Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers Compensation Insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan. Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an Occurrence Basis with limits of liability not less than $1,000,000 per occurrence and aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. 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. Motor Vehicle Liability: The Contractor, or its subcontractors, shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault
Coverage, with limits of liability not less than $1,000,000 per occurrence combined single limit, Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. Additional Insured: Commercial General Liability Insurance as described above, shall include an endorsement stating that the following shall be Additional Insured: The Charter Township of Canton, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. Cancellation Notice: The Insurance coverage described above, shall include an endorsement stating the following: It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Leigh Thurston, 1150 Canton Center S., Canton MI, 48188. Indemnification: To the fullest extent permitted by law, the (name of contractor) agrees to defend, pay on behalf of, indemnify, and hold harmless the Charter Township of Canton, its elected and appointed officials, employees and volunteers, and others working on behalf of the Charter Township of Canton 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 Charter Township of 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 agreement. 15. PUBLIC ACT 517 OF 2012: In accordance with Public Act 517 of the Public Acts of 2012, any Iran linked business is not eligible to submit a bid on a request for proposal with a public entity in Michigan. An Iran linked business includes the following: (1) A person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tanker or products used to construct or maintain pipelines used to transport oil or liquefied gas for the energy section of Iran; and (2) A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. For purposes of this prohibition, person includes an individual, corporation, company, limited liability company, business association, partnership, society, trust, or any other nongovernmental entity, organization or group. It also includes a governmental entity or instrumentality of a governmental entity, or any successor, subunit, parent company or subsidiary of, or company under common ownership or control with and of the foregoing.
TECHNICAL BID SPECIFICATIONS AND BID SHEET SPRING 2017 STREET TREE PLANTING PROGRAM SECTION I. CONTRACTOR QUALIFICATIONS AND REQUIREMENTS TO BID All Bidders must obtain the bid package from Canton Township Finance & Budget to enable the updating of information to all potential bidders. The Contractor shall meet the following criteria and provide the following materials with the submission of the bid: Be duly licensed by the appropriate authorities to handle plant materials (provide copy of license) A list of similar projects completed in the last five years A 5% bid bond shall accompany the bid SECTION II. ADDITIONAL INFORMATION (TO BE PROVIDED UPON REQUEST) Provide Public Liability and Property Insurance and Workmen s Compensation Insurance for his employees and shall furnish these Certificates of Insurance to the Township upon request. Bank References. A Statement of Financial Conditions-current assets and current liabilities. The Name of the Bonding Co., Bonding Capacity and amount now bonded. SECTION III. PLANT MATERIAL All trees are to be the minimum caliper specified on the bid form and plant list, measured 6" above the top of the root ball. All plant material shall conform to the size, quantity, and variety on the plant list sheet, unless the acceptable alternate species are used. All plant material shall be balled and wrapped with natural burlap. All plant material shall meet the requirements for height, branching and root ball size as set forth in the most current edition of the American Standard for Nursery Stock published by the American Association of Nurserymen. All plant material shall be healthy vigorous nursery grown stock which has been pruned to encourage single main stems, compact crowns, compact fibrous root systems and symmetrical branching. All plant material provided shall be grade one or specimen grade material. No lesser grade or "park grade" material will be accepted. No grafted root stock will be accepted. Plant material must be inspected by the Canton Township Landscape Architect for acceptance prior to delivery and planting. Plant material will not be accepted if the balls of earth are loosened, broken, or dry to the center. Plants deemed unsuitable may be rejected before or after delivery. 1
It is preferable that trees be grown in clay loam soil. They shall be nursery grown and acclimated to climate conditions similar to those in Canton Township (Zone 5) for a period of not less than two years, inspected by the Department of Agriculture's Bureau of Plant Industry, and approved by Canton Township Planning Services Division. The root balls of all plants shall be adequately protected at all times from sun and/or drying winds. All plants which cannot be planted immediately on delivery shall be set on the ground, watered, and be well protected with soil, wet moss, mulch or other acceptable material. SECTION IV. SCOPE OF WORK AND PLANTING CONDITIONS The trees will be used on primary roads to fill in the streetscape where trees have been lost. Tree locations will not be in concentrated areas. A few dead trees or stumps will need to be removed and disposed of by the Contractor at an additional cost (see bid sheet). Some of the locations for street tree installation involve two lane roads with no shoulders where it may be difficult to unload and stockpile trees. The Contractor shall propose a material staging strategy to Canton Township that avoids unloading on primary roads and blocking traffic. The Contractor is responsible for traffic control meeting Wayne County s requirements, including traffic cones and a lighted arrow directing traffic on the rear of the truck. Usually trees are unloaded on a side street. Work will be limited to road rights-of-way. Trucks may not park on green belts. The Canton Township Project Manager will assist the Contractor in marking planting locations in each section. After marking, the Contractor will contact MISS DIG to mark utilities. When utility locations are known, the Contractor shall contact the Project Manager to resolve any conflicts with proposed planting locations. The project must be completed by June 30, 2017, unless otherwise approved. SECTION V. INSTALLATION Plans will be provided for the miscellaneous street tree replacements at Planning Services prior to planting. It is the Contractor's responsibility to verify site conditions. Some areas may need to be hand dug. Any discrepancies in the plans and/or specifications should be immediately reported to Canton Township Planning Services Division. The Contractor is also responsible for reporting any unforeseen conditions that will affect his work or the health of the plants. The Contractor must contact Miss Dig to locate utilities prior to planting. The tree(s) should generally be centered on the property between the sidewalk and the curb or in the locations marked on site, if possible. For planting locations in the rights-of-way with ditches, trees shall be planted on the high side of the slope near the sidewalk. Trees shall be placed no closer than five feet (5 ) to any sidewalk. Each tree shall be placed in a planting pit dug at least twice as wide as the root ball about 2 above existing grade in non-irrigated areas. Prior to setting the tree, mycchorizal fungi (without fertilizer) shall be applied to the pit according to the manufacturer s recommendations. After setting the tree, remove the top layer of burlap, the top 2
of the wire basket, and any twine around the trunk. The planting mix shall be one (1) part compost and (3) parts sandy loam thoroughly mixed. Backfill planting pits with planting mix and compact in layers. Do not cover collar of trees with soil. Create a 4" high soil saucer around trees for watering purposes in areas without irrigation systems. It is the Contractor's responsibility to remove and dispose of all excavated soils. Backfill will be completed at the time of planting. Trees will be staked to resist overturning. Install three (3) hardwood stakes per street tree and guy with high strength (900 pounds tensile) woven polypropylene straps. Straps will be adjusted during the warranty period as needed. Trees are not to be heavily pruned at planting. The Contractor shall prune only crossover limbs, co-dominant leaders, and broken or dead branches. Some interior twigs and lateral branches may be pruned; however, terminal buds of branches that extend to the edge of the crown are not to be removed. All plants will be thoroughly watered in by the Contractor immediately after planting. All trees will then be mulched with four (4) to five (5) inches of compacted shredded hardwood, dark brown in color, leaving the stem area free of mulch. The mulch material shall have a fine shredded appearance with no large, objectionable pieces. No wood chips will be allowed. Contractor shall install 20 gallon drip tree watering bags on all street trees. All street trees must be thoroughly watered once a week for 13 weeks unless an extended period of rainy weather is experienced. In addition, the Contractor will be responsible for watering all trees up to 8 times during droughty weather conditions the second year after planting per Canton's direction. Contractor shall remove all watering bags at the end of the first growing season, reinstall them in non-irrigated areas the second growing season, and remove them at the end of the second growing season. Contractor shall account for each watering. Contractor may fill tanks at Independence Park at Denton and Proctor Roads at no charge for the purpose of watering trees under this contract. Contact Canton Public Works for access. Contractor shall notify the Canton Township Project Manager prior to each watering. The price of watering trees must be included and itemized separately in the bid. The Contractor shall protect all existing irrigation systems, plants, lawns, curbs, and pavement from damage at all times. The moving of heavy material over the lawn areas shall be done on planks or pontoons. All areas where planting has occurred shall be restored to their original condition. This shall include, but is not limited to, repair or replacement of any sidewalks, irrigation systems and other amenities damaged by the Contractor during installation. This shall also include placing topsoil and seeding and mulching or sodding where ruts have been created by equipment. Any irrigated lawn areas disturbed shall be repaired with sod. It is the responsibility of the Contractor to establish a dense turf of permanent grasses in the repaired areas. Any part of the area that fails to show a uniform growth shall be resodded or reseeded until the Contractor produces a dense lawn. 3
SECTION VI. INSPECTION Prior to a request for payment, the Contractor must have a representative of Canton Township verify the size, condition and installation of each tree. A retainage equal to fifteen percent (15%) of the total contract shall be held for one year after the verification date of the planting and until all of the required repairs are completed and replacement plantings are installed. SECTION VII. GUARANTEE Each tree shall be healthy and guaranteed to survive in its original upright position for nineteen (19) months from the verification date of the planting. The Contractor must perform a follow-up inspection and provide a report on the health and physical conditions of the installed plant material after six months. Leaning trees must be straightened. Replacement planting shall be completed within 30 days of the end of the warranty period, i.e. 19 months after verification of planting. Only one replacement is required per tree planted. All tree stakes, guying, and tags shall be removed by the Contractor at the end of the warranty period. If replacements are not installed within the 19 month period, the Township may complete the planting of replacements using the retainage or bond money held by the Township relative to the contract. SECTION VIII. PLANT LIST SPECIFICATIONS The plant list and bid form for bidding the Spring 2017 Street Tree Planting Program are attached. Bidders are discouraged from substituting species. The bids with the fewest substitutions will be given priority consideration in awarding the final bid. Any proposed plant material substitutions must be made prior to the bid opening date and approved by Canton Township Planning Services Division. Upon acceptance of the bid award, failure to procure the materials specified in the bid will allow the Township the right to cancel, at no expense, the contract award and choose from the bidders of the next most suitable bid proposal. 4
SECTION IX. AWARD OF CONTRACT Requirements: 1. Bidder must specify and provide legal documentation of status of company, such as corporate papers, partnership papers, etc. and furnish proof of public liability and property insurance and workmen s compensation insurance. 2. The signed contract is not assignable or transferable to any other company without township approval. 3. Retainage equal to 15% of the total contract will be held until inspection in the spring of 2018. Based on the condition of trees in the spring, the retainage may be reduced to 5% of the total contract until final acceptance in November of 2018. The CHARTER TOWNSHIP OF CANTON reserves the right to accept or reject any or all bids, and accept only the proposal deemed to be in the best interest of the Township. Upon approval of the bid, the Contractor shall furnish the Township with a contract to perform the work described herein. The standard contract form used by the American Association of Nurserymen, American Society of Landscape Architects or similar body may be used. The Contractor shall also furnish proof of insurance prior to implementing the project. A pre-construction meeting will be held at the time the contract is signed. At this meeting the specifications will be reviewed, and the expectations of both the Township and the Contractor will be discussed. ANY INQUIRIES REGARDING THIS BID ARE TO BE DIRECTED TO: Leigh Thurston or Jeff Goulet, Planning Services Division 1150 Canton Center S. Canton, MI 48188 (734) 394-5170 Canton Township does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. 5
Spring 2016 Tree Planting Program Bid List Street Trees Species Common Name Quant. Cal/Size Price Total Acer miyabei State Street Maple 8 2 ½-3" $ $ Amelanchier x grand. Aut. Brill. State Street Maple 8 2 ½-3" $ $ Cladrastis lutea American Yellowwood 6 2 ½-3" $ $ Gymnocladus dioicus Espresso Kentucky Coffeetree 6 2 ½-3" $ $ Koelreuteria paniculata Goldenraintree 6 2 ½-3" $ $ Syringa reticulata Japanese Tree Lilac 8 2 ½-3" $ $ Ulmus carpinifolia Prospector Prospector Elm 6 2 ½-3" $ $ Total 48 Trees $ $ Watering newly planted street trees (must be indicated): First Year - 13 times (once/week) 13 x $ $ Second Year - 8 times (as needed) 8 x $ $ Note: Watering bid shall include a weekly unit price and a season total (see specification) GRAND TOTAL $ Grinding of each 4-6 inch stump $ Removal of each 1 ½ - 3 inch caliper tree or rootball $ 6
Proposed Plant Substitutions Bidder must indicate any proposed voluntary plant substitutions and related cost adjustment. Proposed substitutions must be approved by Planning Services prior to bid opening. 1. 2. 3. 4. 5. Company Name Address Phone Number Signature Printed Name and Title Date Fax Number Email 7
THE FOREGOING IS A TRUE STATEMENT OF FACTS: I/we hereby certify under penalty of law that we are not an Iran linked business as defined in PA 517 of 2012. Signature of Authorized Company Representative: Company Address: Date: Representative s Name (Please Print)