the city of mt. pleasant, michigan packets/psd...the city of mt. pleasant, michigan city hall 320 w....
TRANSCRIPT
THE CITY OF
MT. PLEASANT, MICHIGAN
CITY HALL 320 W. Broadway • 48858
(989) 779-5300 (989) 773-4691 fax
PUBLIC SAFETY 804 E. High • 48858
(989) 779-5100 (989) 773-4020 fax
PUBLIC WORKS 1303 N. Franklin • 48858
(989) 779-5400 (989) 772-6250 fax
TAX INCREMENT FIANANCE AUTHORITY AND PRINCIPAL SHOPPING DISTRICT BOARD
TIFA/PSD S. Bissell 12/31/2021 TIFA M. McAvoy 12/31/2018 TIFA/PSD R. Blizzard 12/31/2021 TIFA (Ind) J. Horton 12/31/2018 TIFA/PSD S. Christensen 12/31/2019 TIFA/PSD A. Quast-Lents 12/31/2018 PSD C. Ritchey 12/31/2018 TIFA/PSD R. Swindlehurst 12/31/2018 PSD R. Agardy 12/31/2021 TIFA/PSD B. Wahr 12/31/2019 TIFA/PSD B. Wieferich 12/31/2018 Staff Liaison M. Sponseller
TIFA / PSD JOINT AGENDA – October 18, 2018 8:00 a.m. at City Hall (Conference Room A - Upstairs)
I. CALL TO ORDER
II. ROLL CALL AND INTRODUCTIONS
III. CHANGES/ADDITIONS TO AGENDA
IV. MINUTES a. TIFA Minutes
• Regular meeting of September 27 b. PSD Minutes
• Regular meeting of September 27
V. RECEIPT OF COMMUNICATION a. October 2018 Downtown Directors
Report b. TIFA PSD Board Concept Proposal c. 3rd Quarter Financial Review d. 410 Development Update
(TIFA/PSD)
VI. PUBLIC COMMENT
VII. OLD BUSINESS a. None
VIII. NEW BUSINESS
a. Grounds Care and Maintenance Bid 2019-2021 (PSD)
IX. OTHER/ADDITIONS TO THE AGENDA a. Roundtable
X. ADJOURNMENT
DOWNTOWN DEVELOPMENT DIRECTORS REPORT
Date: October 12, 2018
To: TIFA / PSD Boards
From: Michelle Sponseller, Downtown Development Director
Re: October 2018 Downtown Development Director’s Report
III. CHANGES TO THE AGENDA Unless there are changes to the agenda no action is necessary. IV. MINUTES TIFA Requested Motions:
• Motion to approve the September 24, 2018 joint TIFA/PSD meeting minutes meeting as presented.
PSD Requested Motions:
• Motion to approve the September 24, 2018 joint TIFA/PSD meeting minutes meeting as presented.
V. RECEIPT OF COMMUNICATION A.) DOWNTOWN DIRECTORS REPORT Downtown Directors report covers description of communication and background information on agenda items. V. RECEIPT OF COMMUNICATION B.) TIFA PSD BOARD CONCEPT PROPOSAL On Monday, October 8 during the City Commission work session a concept proposal was presented to the City Commission regarding the structure of the downtown boards and the funding for downtown. This concept was based on the following primary matters:
o Importance of downtown to our city as a whole o Inability to meet the ongoing downtown infrastructure needs from the captured TIF
funds o Ongoing frustration/concerns about what authority each board has o Ongoing confusion about what funding sources are used for what in downtown
Over the last several years changes have been made to both funding for downtown and the structure of the boards, yet a way to adequately address the above concerns to move forward in a meaningful way hasn’t been found. The concept idea presented is another attempt at addressing those issues and is a bit more of a substantive change. The City Commission was interested enough in the concept that they asked us to share the concept with the two downtown boards for input and then to work toward a final recommendation for implementation January 1. Nancy Ridley plans to attend the October regular meeting to further discuss the concept, answer any questions you have, and obtain your input. Attached to this packet is an overview of the concept which is what was presented to the City Commission. There are a number of implementation details that would need to be worked out but we wanted to make sure the concept had the support of the CC and obtain your input before we got too far down the road with specific implementation strategies.
V. RECEIPT OF COMMUNICATION C.) 3RD QUARTER FINANCIAL REVIEW Attached is the communication code enforcement is sharing with downtown property owners to assist with the eradication of pigeons. Code enforcement will be visiting property owners one-on-one when possible to have more in-depth conversations. Additionally, this information will be sent to our email distribution list after the TIFA/PSD meeting. V. RECEIPT OF COMMUNICATION D.) 410 REDEVELOPMENT SITE RFP UPDATE (TIFA/PSD) Bill Mrdeza, Economic Development Director, will be providing the boards with an update on the redevelopment of 410 West Broadway. VI. PUBLIC COMMENT VII. OLD BUSINESS A.) NONE VIII. NEW BUSINESS A.) GROUNDS CARE AND MAINTENANCE BID (PSD) As part of the ongoing efforts to secure the best pricing for work conducted for the PSD, staff developed the attached comprehensive bid document for downtown grounds care and maintenance. The activities included in the bid document represent the current responsibilities conducted by the parks department. Additionally, an alternate bid for the watering of the petunia baskets was include to secure the best pricing. Bid information:
• 12 companies/organizations requested bid documents; • Two companies, along with the City of Mt. Pleasant Parks Department, attended the mandatory
pre-bid meeting, held on Thursday, September 13: • Green Scene; • Hilyard Tree Service
Please note that work conducted by the parks and/or public works departments in the following areas are separate from the grounds care and maintenance contract.
• Irrigation; • Electrical/light poles; • Brickwork; • Tree trimming; • Tree grates and/or fencing; • Installation of the petunia “tree” frames; • Built-in planters; • Entrance walls and signs; • Dumpster enclosures; • Rotary clock and flag pole; • Sidewalks; • Event assistance.
Currently activities for event assistance is tracked separately. Staff will be working to find a way to track the other areas list above for more detailed cost tracking. TIFA Requested Motions:
• No action necessary, informational. PSD Requested Motions:
• Motion to recommend the selection of the City of Mt. Pleasant Parks Department for 2019-21 grounds care and maintenance bid and alternate petunia watering bid.
IX. OTHER A. Roundtable topic(s)
FUTURE AGENDA/WORKSESSION ITEMS The following is a list of upcoming agenda or work session items. Should you have additional agendas items please let the TIFA/PSD Chair or Michelle know.
• November • REMINDER – Meeting moved to the 8th due to the start of hunting season. • Amended budget review.
THE CITY OF
MT. PLEASANT, MICHIGAN
CITY HALL 320 W. Broadway • 48858
(989) 779-5300 (989) 773-6791 fax
PUBLIC SAFETY 804 E. High • 48858
(989) 779-5100 (989) 773-4020 fax
PUBLIC WORKS 1303 N. Franklin • 48858
(989) 779-5400 (989) 772-6250 fax
September 24, 2018 MINUTES – JOINT MEETING TAX INCREMENT FINANCE AUTHORITY (TIFA) and PRINCIPAL SHOPPING DISTRICT (PSD) MEMBERS PRESENT
S. Bissell TIFA/PSD P 12/31/2021 M. McAvoy TIFA EA 12/31/2018 R. Blizzard TIFA/PSD P 12/31/2021 J. Horton TIFA (Ind) A 12/31/2018 S. Christensen TIFA/PSD A 12/31/2019 A. Quast-Lents TIFA/PSD P 12/31/2018 C. Ritchey PSD P 12/31/2018 R. Swindlehurst, Chair TIFA/PSD P 12/31/2018 R. Agardy PSD P 12/31/2021 B. Wahr, Vice Chair TIFA/PSD P 12/31/2019 B. Wieferich TIFA/PSD P 12/31/2018 M. Sponseller Staff Liaison
A = Absent without notification P = Present EA = Excused Absence N/A = Not Applicable Guests: Norm Curtiss, Mary Ann Kornexl, Bill Mrdeza Roll Call Notes: None. I.) CALL TO ORDER Call to order at 8:03am. II.) ROLL CALL AND INTRODUCTIONS Board member roll listed above with attendance. Introductions made for guests. III.) CHANGES/ADDITIONS TO AGENDA No changes to agenda. IV.) MINUTES (TIFA) Motion to approve the regular August 2018 minutes as presented. M = Blizzard S = Wieferich Motion approved (PSD) Motion to approve the regular August 2018 minutes as presented. M = Ritchey S = Blizzard Motion approved V.) RECEIPT OF COMMUNICATION a.) Downtown Directors Report (TIFA/PSD) Receipt of September Downtown Development Directors report. No action taken. V.) RECEIPT OF COMMUNICATION b.) Pigeon – Property Owner Approach and Recommendations (TIFA/PSD) Discussion, no action taken.
V.) RECEIPT OF COMMUNICATION c.) Bike Corral Usage Review (TIFA) Motion to recommend to the city commission and the traffic control committee to remove the bike corral and recommend placing it a different location. M = Blizzard S = Wieferich Motion approved V.) RECEIPT OF COMMUNICATION d.) 410 Development Update (TIFA/PSD) Discussion, no action taken. VI.) PUBLIC COMMENT No public comment. VII.) OLD BUSINESS a.) Gumbuster Rental Non-PSD Rate (PSD) Motion to accept fee as recommended or sell machine if offered. M = Wahr S = Lents Motion approved VIII.) NEW BUSINESS a.) Christmas Celebration Lighted Parade Grand Marshal Selection (PSD) Motion to select McLaren Central Michigan as the 2018 Christmas Celebration Lighted Parade Grand Marshal. M = Lents S = Wieferich Motion approved* Please note that Rachel Blizzard abstained from the vote. IX.) OTHER/ADDITIONS TO AGENDA None. X.) OTHER/ADDITIONS TO AGENDA a.) Roundtable. XI.) ADJOURNMENT Meeting adjourned 8:45 a.m.
Restructuring of Funding Sources for Downtown and Refocus of Downtown Boards
Draft Proposal
INTRODUCTION
An ad hoc committee completed work in 2015-2016 to review and try to simplify the funding sources for downtown activities. Since that time significant discussion has occurred regarding the shortage of TIFA funds to be able to properly maintain the 13 parking lots in the downtown area, maintain the other infrastructure, and still be able to implement programs that maintain or grow the tax base.
In late 2016 changes were made to combine the Principal Shopping District Board and TIFA Board and the resolution indicated a review of the combined boards should occur in 2018.
Staff has reviewed these matters and is suggesting this comprehensive proposal based on that review. If the City Commission is interested in pursuing this concept proposal, it would be presented to the downtown boards for review and input and then finalized.
WHY
Downtown is both a social hub for the community and an economic center o Successful cities typically have a vibrant downtown and downtown areas
are increasing in popularity Resolution passed by the CC which combined the PSD and TIFA Boards requires a
review of combined boards by December 2018 Restructuring of funds (done in 2016) for activities in the downtown has not
resulted in a better overall understanding of financial funding and uses of funds o TIF capture does not generate enough to even cover the upcoming
maintenance needs of the 13 parking lots and other public infrastructure needs let alone any other priorities of the TIF development plan
Frustration/effectiveness of each board and lack of clarity on authority is growing
o Everyone desires to have appointed boards successful in carrying out their duties
According to Main Street national organization, there are four keys to a successful downtown and this proposal to realign and refocus the boards better aligns with each of them
o Economic Vitality Focused on by one primary board (TIF)
o Design
Infrastructure prioritized in light of all City priorities (CC) Aesthetics/beauty of plants, landscaping (more temporary type
aesthetics), snow removal of parking lots is focused on by one board (PSD)
o Promotion Coordinated by City staff
o Organization More clarity on which board focuses on which element
OVERVIEW (Details to be fine-tuned if concept is accepted)
FUNDING:
General Fund/Capital Improvement Millage (GF/CI) responsible for maintenance of infrastructure assets just like other public assets in the City (parking lots, lights, streetscape improvements such as bricks, planters, benches)
o Allow City Commission to look at broad view of City infrastructure needs and allocate resources accordingly
o Recognizes that these parking lots, lights, etc. are public infrastructure for the overall public and not just for downtown business/residents
o Transfer assigned TIF funds for Parking Lot 8 (2023) and 7 (2020) to GF/CI and GF/CI is responsible for all future parking lots
o Current Unassigned TIF fund balance would be committed to a specific upcoming capital project
GF/Recreation take responsibility for events o Has one department focused on City-wide events
Already do some city-wide events that are held downtown o GF allocation of approx $85K will be allocated to Recreation department
instead of downtown (need to sort out what is an event and what is a promotion)
o One-half time seasonal position would likely be transferred to recreation to assist with the events being transferred (review of overall staffing and assignments in recreation may be needed)
Downtown Development Director compensation funded by GF like other City staff
o Clarifies responsibility for supervision o Provides funding for staff from a stable ongoing funding source (has been
a goal for all positions) o Funded by a portion of the current TIF capture funds that will instead go
to the GF (see below) Reduce Central Business District TIF capture to 0%
o Returns approximately $130,xxx City funds to GF/CI
o Returns approximately $ 75,xxx to other units of governmentNOTE: TIF District and development plan would remain in place to supportexpenditure of existing fund balances and to provide a mechanism toreinstate the capture rate, if needed
Allocate $_____ from Economic Initiatives Fund to TIFA Board to be used only forrecommended programs identified to help grow the economic activity indowntown
RESPONSIBILITY/AUTHORITY
Separate Principal Shopping District Board from TIFA Boardo Refocus Principal Shopping District Board on mowing, landscaping,
plants, trash, snow clearing of parking lots and adjacent sidewalks,utilities These are the services funded by the special assessment paid by
property owners These are additional services provided to the downtown area that
aren’t provided to other areas of the City Meet 3-4 times per year
o Refocus TIF Board on programs that improve economic activity; willprovide more influence to the areas that the TIF board was originallycreated for – maintaining and growing the tax base and supportingeconomic activity Façade grants/loans-existing Fire suppression program-existing New programs as recommended to be funded by Economic
Initiatives Fund based on articulated long term goals/strategy togrow the economic activity – analysis from 2019 downtown goalcan be used
Meet as needed City Commission responsible for more direct decisions on allocation of capital
resources based on city-wide needs/prioritieso Primary focus to be on existing infrastructure maintenance and
replacement Note: It will be important that input is sought from stakeholders
in the same manner as other residents/businesses rather thanrefer matters that are outside of their re-focused authority to thedowntown boards
Will need to identify mechanisms to ensure thatdowntown/property owners know of input opportunities onfuture capital projects
Downtown Development Director responsible foro Serve as staff liaison to the PSD and TIFAo Parking managemento Marketing/promotion (non-event) based on input received from
downtown businesseso Assist with information to/from downtown businesses and property
owners regarding infrastructure maintenance projectso Implement programs for economic activity from TIF Boardo Implement the projects/maintenance funded by the PSDo Provide grant assistance for state, federal or philanthropic programso Conduct business retention visits and complete appropriate follow-upo Oversee/implement existing merchandise and outdoor dining policies
Recreation department responsible for all eventso Will need to have clarity on what is event vs promotion
ADDITIONAL CONSIDERATIONS FOR LATER
Partner with others (CMURC, SBDC, MMDC or others) for incubatorspace/entrepreneurial services for downtown start-ups?
Consider alternative use of Town Center space? Add Sub area plan focused on downtown in Master Plan –ask McKenna for a
proposal? Consider re-engagement with Main Street state programs or other such
programs focused on downtown success?
NEXT STEPS
City Commission buy-in to concept Discuss/input from Principal Shopping District/TIF Board Finalize recommendation Implement into proposed budget for consideration/approval by City Commission City Commission make board appointments Implement January 1, 2019
DOWNTOWN OVERVIEW
BOARD CITY COMMISSION PRINCIPAL SHOPPING DISTRICT BOARD TIFA BOARD
FUNDING General Fund and Capital Improvement Special AssessmentAllocation from Economic Inits Fund
Note: funds avail from taking TIF capture to 0
RESPONSIBLE FOR EXP RELATED TODowntown Infrastructure (parking lots, lights, brickwork, benches)
Aesthetics such as flowers, plants, landscaping Façade grant/loan program
EventsSnow removal of parking lots and adjacent sidewalk Fire safety grants
Downtown DirectorNew programs to increase economic activuty
Parking enforcementMarketing of downtown
Central Business District
Budget Comparison
Funding September General Special
Source Original Amended Fund TIFA TIFA Fascade Assess Parking Event Fees Total Variance Notes
Source of FundsTIFA - Capture $222,000 $236,810 196,527.49$ 196,527.49$ (40,282.51)$
TIFA - Donations Light Screens 2,500 - (2,500.00)
Fascade Improvement Payback 2,859.84 2,859.84 2,859.84
General Fund 84,270 84,270 42,135.00 42,135.00 (42,135.00)
Special Assessment - Current 115,480 115,480 56,958.94 56,958.94 (58,521.06)
Parking Fines/Fees 35,700 35,300 23,839.02 23,839.02 (11,460.98)
Grant - Website 1,000.00 1,000.00 1,000.00
Interest 350 557.47 557.47 207.47
Event Fees 9,000 10,750 2,750.00 2,750.00 (8,000.00)
Total Sources $466,450 $485,460 42,135.00$ 196,527.49$ 2,859.84$ 57,516.41$ 24,839.02$ 2,750.00$ 326,627.76$ (158,832.24)$
Use of FundsOperating Uses
Management T $112,720 $112,820 75,322.41$ 75,322.41$ 37,497.59$
Light Curtains T 0 5,000 0.00 5,000.00
Festive
Non-City Sponsored Events G 2,180 2,180 469.14 469.14 1,710.86
Events - Overhead G 6,740 6,740 - 6,740.00
Thrilling Thursdays 10 Week Series G 7,500 9,250 5,218.14 2,750.00 7,968.14 1,281.86
ArtWalk G 470 470 - 470.00
Banner Festival G 6,460 6,460 4,869.10 4,869.10 1,590.90
Back to the Brick Promotional Tour G 0 4,000 3,223.54 3,223.54 776.46
Beer Festival G 600 600 122.75 122.75 477.25
Car Show G 1,500 1,500 1,113.36 1,113.36 386.64
Dicken's Holiday G 24,440 23,250 953.98 953.98 22,296.02
Ladies Night Out G 6,610 6,610 - 6,610.00
Movies by Moonlight G 5,600 5,000 3,712.00 3,712.00 1,288.00
Summer Concerts G 12,200 12,200 11,291.60 11,291.60 908.40
Seasonal Decorations G 3,300 4,800 1,357.71 1,357.71 3,442.29
Parking
Enforcement P 22,420 22,420 11,042.54 11,042.54 11,377.46
Maint & Snow Removal S 30,770 30,770 17,101.44 17,101.44 13,668.56
Marketing/Promotions
Marketing P 4,670 4,070 4,849.09 4,849.09 (779.09)
Website P 1,500 2,100 680.28 680.28 1,419.72
Banners P 2,030 1,180 - 1,180.00
Beautification
DPW & Parks Staff S 30,390 38,370 31,509.19 31,509.19 6,860.81 Includes $7200 for hanging additional baskets
Supplies & Contracted Services S 36,610 44,410 28,291.81 28,291.81 16,118.19
Power Washing Sidewalks S 7,300 7,300 7,300.00 7,300.00 -
Overhead S 5,610 6,450 - 6,450.00
Lighting/Electrical S 26,230 26,230 12,063.84 12,063.84 14,166.16
Fascade Improvement Program T 0 0 1,100.00 1,100.00 1,100.00
Total Operating Uses 357,850 384,180 32,331.32 75,322.41 1,100.00 96,266.28 16,571.91 2,750.00 224,341.92 159,838.08
Capital Projects
Actual as of September 30, 2018
Parking Lot Maintenance T 30,000 30,000 2,843.68 2,843.68 27,156.32
Downtown Improvement Program T 30,000 38,400 37,230.09 37,230.09 1,169.91
Fire Safety Program T 75,000 75,000 - 75,000.00
Total Capital Projects 135,000 143,400 - 40,073.77 - - - - 40,073.77 103,326.23
Total Uses 492,850$ 527,580$ 32,331.32$ 115,396.18$ 1,100.00$ 96,266.28$ 16,571.91$ 2,750.00$ 264,415.69$ 263,164.31$
Source (Use) of Fund BalanceTIFA ($25,720) ($21,910)
Downtown (680) (20,210)
Total Source (Use) of Fund Balance (26,400)$ (42,120)$
Totals By Fund
September General Special
Original Amended Fund TIFA TIFA Fascade Assess Parking Event Fees Total Variance
Beginning Fund Balance
TIFA Fund - Capital Projects 400,000$ 550,000$ 550,000.00$ 550,000.00$ -$
TIFA Fund - Bronze Art 42,437 42,437 42,437.00 42,437.00 -
TIFA Fund - Fascade Improvements 59,470 51,206 51,206.30 51,206.30 0.30
TIFA Fund - Unassigned 39,224 72,357 72,356.56 72,356.56 (0.44)
Downtown Fund - Assigned - 18,000 3,000.00 15,000.00 18,000.00 -
Downtown Fund 64,183 71,420 13,647.13 35,215.61 22,557.07 71,419.81 (0.19)
Total Beginning Fund Balance 605,314 805,420 16,647.13 664,793.56 51,206.30 50,215.61 22,557.07 - 805,419.67 (0.33)
Sources
TIFA Fund 222,000 239,310 - 196,527.49 2,859.84 - - - 199,387.33 (39,922.67)
Downtown Fund 244,450 246,150 42,135.00 - - 57,516.41 24,839.02 2,750.00 127,240.43 (118,909.57)
Total Sources 466,450 485,460 42,135.00 196,527.49 2,859.84 57,516.41 24,839.02 2,750.00 326,627.76 (158,832.24)
Uses
TIFA Fund 247,720 261,220 - 115,396.18 1,100.00 - - - 116,496.18 144,723.82
Downtown Fund 245,130 266,360 32,331.32 - - 96,266.28 16,571.91 2,750.00 147,919.51 118,440.49 264,415.69 (264,415.69)
Total Uses 492,850 527,580 32,331.32 115,396.18 1,100.00 96,266.28 16,571.91 2,750.00 264,415.69 263,164.31
Ending Fund Balance
TIFA Fund - Capital Projects 330,000 550,000 550,000.00 550,000.00 -
TIFA Fund - Bronze Art 42,437 42,437 42,437.00 42,437.00 -
TIFA Fund - Fascade Improvements 59,470 51,206 52,966.14 52,966.14 1,760.14
TIFA Fund - Unassigned 83,504 50,447 153,487.87 153,487.87 103,040.87
Downtown Fund - Assigned - - - - - -
Downtown Fund - Unassigned 63,503 69,210 26,450.81 11,465.74 30,824.18 68,740.73 (469.27)
Total Ending Fund Balance 578,914$ 763,300$ 26,450.81$ 745,924.87$ 52,966.14$ 11,465.74$ 30,824.18$ -$ 867,631.74$ 104,331.74$
General Fund
TIFA
TIFA Fascade
PSD Special Assessment
Parking Fines
Combined Budgets Actual as of September 30, 2018
City of Mt. Pleasant, Michigan CONTRACT DOCUMENTS 2018 Downtown Mt. Pleasant Grounds Care & Maintenance
ALLISON QUAST-LENTS
Mayor NANCY RIDLEY City Manager Prepared By: CRAIG BRUNE Parks & Public Spaces Coordinator
September 2018
City of Mt. Pleasant, Michigan T A B L E O F C O N T E N T S 2018 Downtown Mt. Pleasant Grounds Care and Maintenance Bidding Information Notice To Bidders Instructions To Bidders Minimum Insurance Requirements W-9 Form Contract Documents Proposal Bid Alternate Flower Basket Watering Technical Specifications Special Conditions Map of Maintenance Area Alternate Bid - Flower Basket location Map
THE CITY OF
MT. PLEASANT, MICHIGAN
Mt. Pleasant Parks & Recreation 320 W. Broadway • 48858-2447 (989) 779-5331 • (989) 773-6790 fax www.mt-pleasant.org
Website: www.mt-pleasant.org Michigan Relay Center for Speech & Hearing Impaired: 1-800-649-3777
N O T I C E T O B I D D E R S
2018 Downtown Mt. Pleasant Grounds Care and Maintenance The City of Mt. Pleasant, Michigan, is requesting sealed bids at the Office of the City Clerk, City Hall, 320 W. Broadway Street, Mt. Pleasant, Michigan 48858, until 1:30 p.m. (local time), on Tuesday October 2, 2018 at which time and place the bids will be publicly opened and read. All bids shall be submitted in a sealed envelope, plainly marked "2018 Downtown Mt. Pleasant Grounds Care and Maintenance – October 2, 2018.” Proposals are solicited on a lump sum basis, for the following work:
A mandatory pre-bid meeting will be held at Mt. Pleasant City Hall at 320 W. Broadway St., Mt. Pleasant, MI 48858 at 11:00 a.m. on Thursday, September 13, 2018. Prospective bidders must be in attendance to be eligible to bid. To view and download complete Specifications at no charge, visit the City of Mt. Pleasant website at www.mt-pleasant.org/bids The City of Mt. Pleasant reserves the right to accept or reject any or all bids, to waive any irregularities in the bids, and to select the bid considered most advantageous to the city. Craig Brune Jeremy Howard Parks and Public Spaces Coordinator City Clerk (989) 779-5340
General grounds keeping and maintenance tasks for Downtown Mt. Pleasant Central Business District. Work includes but not limited to; mowing and turf care, hardscapes parking lots, brickwork, and tree-well maintenance, flower beds and landscaping. Trash and debris clean-up and maintenance. Additional Bid Alternate of annual watering and care of pole mounted flower baskets.
City of Mt. Pleasant, Michigan
I N S T R U C T I O N S T O B I D D E R S
2018 Downtown Mt. Pleasant Grounds Care and Maintenance 1. Proposals Proposals must be made upon the forms provided therefore, with the Bid amount both written and shown in figures, and all other data required submitted. The Proposal, bound together with all Proposal Documents, must be enclosed in a sealed envelope marked as specified in the Notice to Bidders for such Bid and clearly indicating the name and address of the Bidder and must be received by the City Clerk, City Hall, 320 W. Broadway, Mt. Pleasant, Michigan 48858, no later than the time and date specified in the Notice to Bidders. At such specified time, Proposals shall be publicly opened and read aloud. 2. Basis of Proposals Proposals are solicited on the basis of lump sum(s), as specified on the Proposal form. The City of Mt. Pleasant (also referred to as "Owner"), reserves the right to accept any Bid, to reject any or all Bids, to waive any irregularities in the Bids, and to select the Bid considered most advantageous to the city. 3. Comparison of Bids In comparing Bids, consideration shall be given to the, qualifications of Bidder, price differentials, alternate Proposals for the alternate items listed in the Proposal (if applicable), and any other pertinent factors. The City of Mt. Pleasant grants a preference to businesses located within the Mt. Pleasant City Limits. The preference given is a differential above the low bid if the low bid is not from a City of Mt. Pleasant bidder. The differential allowed is 3% of the total for bids between $5,000 and $9,999 and 2% of the total for bids over $10,000. The maximum credit allowed is $1,500.00. The Owner reserves the right to make an award to the Bidder whose Proposal is deemed to be in the best interest of the Owner. 4. Time Time is of the essence in the performance of the Contract, and each Bidder, by submitting a Proposal, certifies his/her acceptance of the time allowed by the Contract for the completion of the work specified. 5. Indemnification The Contractor shall save and hold harmless the city and its employees from and against all claims, damages, losses, or expenses, including attorney’s fees, arising out of or resulting from the performance of the work; provided that any such claim, damage, loss or expense is caused in whole or in part by any negligent or willful act of omission of the contractor, subcontractor, employee, or anyone under their direction. The Contractor shall at his/her own expense, defend any and all such actions and shall pay all attorney’s fees, costs, and expenses pertaining thereto.
6. Bid Deposits None required for this proposal 7. Liquidated Damages A liquidated damage clause, as given in the Contract form, provides that the Contractor shall pay the Owner as liquidated damages, and not as a penalty, the amount indicated in the Special Provisions for each and every calendar day that the Contractor may be in default of completion of the work required under said Contract. 8. Insurance and Bonds The successful Bidder will be required to provide Insurance in the amounts required by City Ordinance as specified, attached hereto. 9. Permits and Local Codes The Contractor shall obtain, at his/her expense, any applicable permits and shall comply with any local codes and or working hour requirements. 10. Qualifications of Bidders It is the intent of the Owner to award the Contract to a Bidder fully capable, both financially and with regard to experience, to perform and complete all work in a satisfactory and timely manner. Evidence of such competency must be furnished on the forms included in the proposal, listing projects of similar difficulty, scope of work, and size which the Bidder has satisfactorily undertaken and completed. It is the intention of the City to award the contract to a Contractor whose ability and financial resources are fully equal to the task of performing the work in a satisfactory manner. With this in view, the Proposal calls for at least five (5) references, using specific names of persons to contact concerning the Contractor's ability to do this particular class of work. References from municipalities are preferred. The Bidder may also be required to furnish evidence of his current financial status. 11. Mandatory Pre-Bid Attendance To be eligible to bid All Bidders must attend a Mandatory Pre-Bid Confrere at the specified, location, date, and time as outlined in the Notice To Bidders. 12. Interpretation of Documents If any Bidder is in doubt as to the true meaning of any part of the Plans, Specifications or any Contract Document, he/she may submit to the Owner a written request for an interpretation thereof. Any interpretation made in response to such a query shall be made only by Addendum, duly issued, and a copy of such Addendum shall be emailed or duly delivered to each prospective Bidder. The Owner shall not be responsible for any other explanation or interpretation of the Contract Documents. Alternative proposals that are suggested by bidders will be given consideration, if presented before the bid opening. If accepted, an addendum will be issued and sent out to all potential bidders, so that they may bid on the alternatives that have been identified.
13. Execution of Bid Proposal A Bid Proposal which is not signed by the individual making it should have attached thereto a Power of Attorney evidencing authority to sign the Bid Proposal in the name of the person for whom it is signed. A Bid Proposal which is signed by a partnership shall be signed by all of the partners or by an Attorney-in-Fact. If signed by an Attorney-in-Fact, there should be attached to the Bid a Power of Attorney evidencing authority to sign the Bid Proposal in the name of the partnership and such Power of Attorney shall be signed by all partners of the partnership. A Bid Proposal which is signed for a corporation should have the correct corporate name thereof and the signature of the President, or other authorized officer(s) of the corporation, manually written below the corporate name and on the line indicating "By:___________________________." If such a Bid Proposal is manually signed by an officer other than the President of the corporation, a certified copy of a Resolution of the Board of Directors evidencing the authority of such officer(s) to sign the Bid Proposal should be attached thereto. Such a Bid Proposal should also bear the attested signature of the Secretary of the corporation and an impression of the corporate seal. 14. Execution of Contract The successful Bidder to whom an award is made shall be required to enter into a written agreement, in written form, within ten (10) days after receipt of a Notice of Award and copies of the documents to be executed. In the event the successful Bidder fails to comply with this provision, he/she may be considered by the Owner to have abandoned all his/her rights and interests in the award and the Contract may be awarded to another. 14. Bidder Responsibility For Conditions of Work and Site The Bidder, or his/her representative, shall make personal investigation of the site of work and of existing structures and shall determine to his/her own satisfaction the conditions to be encountered, the nature of the ground, the difficulties involved in completing the required work and the layout of the area, and any and all other factors affecting the work proposed under the Contract. The Bidder to whom the Contract is awarded shall not be entitled to any additional compensation by reason of conditions being different from those anticipated or by reason of his/her failure to fully acquaint himself/herself with the conditions at the site affecting the work of the Contract. 15. Payment for Work Completed Under the Contract Payment for work under this contract shall be made monthly by the City. Successful Bidder shall provide a detailed invoice on work complete during each payment period with payment made under terms of an executed agreement. 16. Changes in Work If any change is required to be made in the work of the Contract, a payment adjustment therefore shall be mutually determined and agreed upon by the City and the successful Bidder in writing prior to work commencing. _____________________
Page 1 of 2
City of Mt. Pleasant
Administrative Memo #8-78
Issued: October 10, 1978 Revised: September 28, 1979
SUBJECT: Minimum Insurance Requirements for Contractors
SUMMARY:
The provision of adequate insurance by persons and businesses working for the City or on street right-of -way is essential to protect the public from the costs of injury or damage and to protect the City from unnecessary liability resulting from the acts of persons and businesses working for the City. Minimum insurance requirements are needed to provide this protection.
MEMO:
Persons or businesses which provide professional services to the City under the terms of a written contract or provide labor and/or material to accomplish work for the City or for others on or over street right-of-way or other City property shall carry insurance and bonds to protect the public and the City from exposure to unnecessary financial risks.
Prior to signing of contracts, issuance of purchase orders or permits or other authorization to begin work, certificates of issuance evidencing the purchase of insurance amounts not less than required by this Administrative memo or bid specifications, whichever is greater, shall be filed with the City Clerk. Such certificates shall:
I. Show that the insurance is currently in force and termination date of eachpolicy.
II. State the limits of liability of the policies covered by the certificate.III. Be issued to the City of Mt. Pleasant as the certificate holder.IV. Provide that the City will receive not less that 10 days written notice of the
cancellation of any listed policy.V. Be issued in the name of an insurance company authorized to conduct business
in the state of Michigan.
Required bonds shall be filed with the City Clerk prior to the signing of contracts or other authorizations to proceed with work.
Page 2 of 2
Insurance and bonds shall meet or exceed the following requirements. Exceptions to recognize more or less hazardous operations and financial risks should be considered and with approval of the City Manager may be made in specifications or contract requirements prior to rewarding contracts or issuing purchase orders.
Insurance Requirements
Type Limit of Liability City
Contractors Contractors on R.O.W.
Worker’s Compensation and Employer’s Liability
Statuary Coverage B
$100,000
X X
Public Liability Bodily Injury $250,000 each person X X
$500,000 each accident X X Property Damage $250,000 each accident X X
$250,000 each aggregate X X Automobile Liability
Bodily Injury $250,000 each person X X $500,000 each accident X X
Property Damage $250,000 each accident X X $250,000 each aggregate X X Additional Insured
Clause City of Mt. Pleasant to be specifically named in policy as additional
insured.
X X
Excess liability (required unless risk nominal)
$1,000,000 each occurrence
X
Persons or businesses engaged to provide labor and material in an amount in excess of $10,000 or who will receive partial payments as work progresses will provide labor, performance and materials bonds equal to the value of the work being performed. Such bonds are not required where the work to be done is of a type in which the failure to perform will not adversely affect the City’s ability to function or increase the City’s cost of completing the work.
Form W-9(Rev. January 2011)Department of the Treasury Internal Revenue Service
Request for Taxpayer Identification Number and Certification
Give Form to the requester. Do not send to the IRS.
Pri
nt o
r ty
pe
See
Sp
ecifi
c In
stru
ctio
ns o
n p
age
2.
Name (as shown on your income tax return)
Business name/disregarded entity name, if different from above
Check appropriate box for federal tax
classification (required): Individual/sole proprietor C Corporation S Corporation Partnership Trust/estate
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ▶
Other (see instructions) ▶
Exempt payee
Address (number, street, and apt. or suite no.)
City, state, and ZIP code
Requester’s name and address (optional)
List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)Enter your TIN in the appropriate box. The TIN provided must match the name given on the “Name” line to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter.
Social security number
– –
–
Employer identification number
Part II CertificationUnder penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and
3. I am a U.S. citizen or other U.S. person (defined below).
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 4.
Sign Here
Signature of U.S. person ▶ Date ▶
General InstructionsSection references are to the Internal Revenue Code unless otherwise noted.
Purpose of FormA person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA.
Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to:
1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners’ share of effectively connected income.
Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.
Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:
• An individual who is a U.S. citizen or U.S. resident alien,
• A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States,
• An estate (other than a foreign estate), or
• A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners’ share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income.
Cat. No. 10231X Form W-9 (Rev. 1-2011)
City of Mt. Pleasant, Michigan B I D P R O P O S A L
2018 Downtown Mt. Pleasant Grounds Care and Maintenance
TO: Office of the City Clerk BID DATE: October 2, 2018 City Hall TIME: 1:30 p.m. 320 W. Broadway Street Mt. Pleasant, MI 48858 The undersigned, as Bidder, hereby declares that this bid is made in good faith without fraud or collusion with any person or persons bidding of the same Contract; that he has carefully read and examined the Contract Documents, including the Notice to Bidders, Instructions, Bond Forms, Technical and Detailed Specifications, and Contract Maps and drawings, for the designated work and understands all of the same; that he, or his representative, has made such a personal investigation at the site as is necessary to determine the character and difficulties attending the execution of the proposed work; and he proposes and agrees that if this Proposal is accepted, he will contract with the Owner in the form of the Contract hereto annexed, to provide necessary machinery, tools, apparatus and other means of construction, including utility and transportation services, necessary to do all the work and furnish all the materials and equipment specified or referred to in the Contract Documents, including Addenda No. __, __, and __, in the manner and time therein prescribed, and according to the requirements of the Owner as therein set forth to furnish Contractor Bonds and Insurance required of the Contractor by the Contract Documents, and that he will take in full payment therefore the prices set forth in the following Proposal. The Bidder understands that the Owner reserves the right to reject any or all bids and to waive any irregularities in the bidding. The Bidder agrees that his bid shall be good and may not be withdrawn for a period of sixty (60) calendar days after the scheduled closing time for receiving the bids. Upon receipt of a written Notice of Award of the Bid, the Bidder shall execute the formal Contract Agreement within ten (10) days and shall deliver to the Owner required insurance certificates. In the event the Contract and Insurance are not executed within the time above set forth, the Owner will have the right to assign the bid to the next eligible bidder. The Bidder hereby agrees to commence work under this Contract on the date to be specified in the written “Notice to Proceed” executed by the Owner and to fully comply with the work requirements as stipulated in the Special Conditions of these Specifications. The Bidder further agrees to pay as liquidated damages the sum indicated in the Bid documents for each consecutive calendar day thereafter, until all work items in the proposal are complete and written notification of completion of work items is given to the Owner by the contractor.
The below prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the finished work of the several kinds specified, and the Bidder agrees to perform all of the work described in the Specifications and/or shown on the Plans for the following unit prices:
ITEM NO.
DESCRIPTION QTY UNIT UNIT PRICE QTYxUNIT TOTAL
Base Bid:
1 Downtown Bid per work specifications 1st Year 2019
1 LMPSUM $____________ $________________
2 Downtown Bid per work specifications 2nd Year 2020
1 LMPSUM $____________ $________________
3 Downtown Bid per work specifications 3rd Year 2021
1 LMPSUM $____________ $________________
TOTAL BASE BID $___________ _ ____ ______________________________________________________ and ___/100 Dollars (Total Base Bid - Written) Alternate Bid:
1 Pole mounted Petunia plant maintenance 1st Year 2019
1 LMPSUM $____________ $________________
2 Pole mounted Petunia plant maintenance 2nd Year 2020
1 LMPSUM $____________ $________________
3 Pole mounted Petunia plant
maintenance 3rd Year 2021 1 LMP
SUM $____________ $________________
TOTAL ALTERNATE BID $___________ _ ____
______________________________________________________ and ___/100 Dollars (Total Base Bid - Written) PER HOUR PRICE FOR ADDITIONAL WORK $________________Per Hour RESPECTFULLY SUBMITTED,
COMPANY NAME: DATE
ADDRESS:
CITY: ST ZIP
TELEPHONE FAX
SIGNATURE
PRINT NAME AND TITLE
EXPERIENCE QUESTIONNAIRE TO BE FURNISHED BY BIDDER CITY OF MOUNT PLEASANT, MICHIGAN The signatory of this proposal guarantees the truth and accuracy of all statements and of all answers hereinafter made. 1. How many years have you been in business as a contractor under your
present name? _________________________________________________________________ 2. How many years have you been a principal officer of a firm under a different
name?
_________________________________________________________________ Name of Firm _____________________________________________ 3. What projects of a similar nature has your organization contracted for within the past five years? (NOTE: Fill out each blank completely.) Name of Owner Name/Address/Phone # Type Value & Location of Person in Charge of of Date as Reference Work Work Completed 1. 2. 3. 4. 5.
City of Mt. Pleasant, Michigan Bid Alternate
2018 Downtown Mt. Pleasant Grounds Care and Maintenance
Annual Watering and Maintenance of
Pole mounted Petunia Baskets and Petunia Trees
396 two gallon potted plants - Pole mounted baskets
45 pots on Petunia Trees – 15 per tree.
Work Specifications
Flower Pot locations as described on enclosed map, include: along streets in the Downtown Principal Shopping District and Main Street from Pickard to Mosher.
Term of responsibility shall begin in April and carry through September annually.
Contractor is responsible to provide water and all materials, supplies, equipment and tools to perform work contained in this alternate proposal, except where otherwise noted. City can provide water access at current per gallon prices.
The Contractor shall maintain the facilities in a safe, neat and professional manner, performing functions to achieve the results outlined in this RFP. Typical duties include, but are not limited to, the following:
1. Pick up and installation of plants and baskets.
There are two styles of pots. 396 half baskets for the pole system two per pole. 45 round pots for the Petunia Trees in Town Center. Baskets mounted to light poles are set at a height of 9 feet above the sidewalk.
a. Plants are grown and supplied by a local grower.
i. Contacts given to coordinate dates and times to pick-up materials from local grower and install baskets.
b. Baskets are to be picked up and installed on poles in the pre-installed hangers by Mother’s Day in May.
c. Each pot has a drain-hole and corresponding plug that must be inserted at installation. Plugs supplied by City staff or nursery. Plugs must be retained at the time the plants are decommissioned in the late summer.
d. There are fabric water wicks in each pot to help facilitate moisture transfer. These must be clean and intact. Wicks must be retained at the time the plants are decommissioned in late summer.
e. Typically, extra pots and plants are available and provided by the nursery. i. It is recommended to maintain a backup supply for replacements.
2. Plant care and watering
a. Plants to be watered minimum of three times per week, staggering
throughout the week to ensure adequate moisture for healthy plant growth.
i. Watering must be performed in the early morning between 5:00 a.m. and 8:00 a.m. to minimize impact on downtown traffic and pedestrians.
ii. Water shall be clean, fresh, free of harmful substances and suitable in every way for the execution and maintenance of this work.
b. Fertilize plants as needed to maintain vigorous growth and health. i. Suggested is Miracle Grow Plant Food, water soluble at NPK-24-8-
16 or equivalent to be approved by agent of the City. 1. Recommended to fertilize a minimum of one watering per
week.
3. Plant decommission and disposal
Plant material and pots to be removed annually no earlier than September 15.
a. Plant pots to be removed from mounts on poles and or tree frame. b. All spent plant material to be removed from pots and discarded off site. c. Pots to be rinsed and stacked together for storage.
i. Plugs removed and stored in a secure and appropriate receptacle. ii. Wicks to be removed, rinsed, dried and stored in an appropriate
receptacle. d. Pots, plugs and wicks to be returned to the nursery or approved drop off
location designated by agent of the City.
City of Mt. Pleasant, Michigan SPECIAL CONDITIONS
2018 Downtown Mt. Pleasant Grounds Care and Maintenance
WORK SPECIFICATIONS: Locations in the Downtown District: (see map for included areas and details)
Town Center (NW corner of Main and Broadway Streets) • Korean War Memorial
Parking Lots (numbers 1- 12)
Landscape planting beds (associated lots on map)
Streetscape planting beds (as identified on map)
Roundabout (intersection of Mosher and Main Streets)
Tree wells (as identified on map)
Dumpster enclosures (Parking Lots 2 and 4)
Hardscapes (all hard surface areas within district including parking lots,
walkways, and paver brick areas)
The term of contract shall be 3 years beginning January 1, 2019 and carry through December 31st, 2021. The contractor shall complete this work in the timeframes specified for each contract period. Liquidated damages at the rate of $25.00 per day may be assessed for each day specified work is not complete within 48 hours of notice by the City. General Requirements: The operations of maintenance shall begin immediately after the contract is executed and shall continue as specified. The contractor shall furnish all supervision, labor, materials, supplies, tools, equipment, and transportation to maintain all areas in an attractive and vigorously healthy condition throughout the contract period to produce a high quality appearance and complete all work contained in this proposal, except where otherwise noted. All materials used shall conform to specifications or shall otherwise be acceptable to the City’s designated agent. The Contractor shall maintain the facilities in a safe, neat and professional manner, performing grounds care functions to achieve the results outlined in this RFP. Contractor is responsible for protecting all City assets, as well as pedestrians, commuters, and vehicles from harm or damage by landscaping equipment and or thrown debris in the course of work or transportation of equipment or materials to complete work. Contractor will not unduly block roadways, sidewalks, or entry drives in the course of work or transportation/delivery of work equipment/materials. Contractor may be required to work untypical hours to complete work in the district to avoid special events, construction, or as to not impede vehicular or pedestrian traffic in the downtown.
Contractor is not responsible for operation and maintenance of the irrigation system or comprehensive chemical turf treatments within the district under this contract as they are addressed under separate contracts. Contractor is responsible for any damage sustained by maintenance equipment to irrigation heads, valve boxes, and utility enclosures during the normal course of work under this contract and shall immediately report any damage to City facilities to the City’s designated agent. Typical duties under this contract include, but are not limited to, the following: 1. Turf Care & Maintenance
a. Maintain all lawn areas identified in the district by mowing, string trimming, edging, and dethatching while keeping all turf and adjacent areas clear of clippings and debris on an ongoing bases during the growing season.
b. Mowing of all turf areas, identified on the map, weekly to a maximum depth of
2.5 inches and remove grass clippings from all surfaces including turf, planting beds, mulch beds, streets, sidewalks, brickwork and other site amenities.
c. Mowing and trimming around parking lots in the downtown district must be
done at a time as to avoid heavy vehicular and pedestrian traffic. Though not required, it is highly preferred, that this work be completed on weekends. Once established, a consistent weekly mowing schedule must be provided to the City; understanding weather plays a factor is scheduling.
d. Contractor is responsible for protecting all flowers, shrubs, trees, irrigation
heads, valve boxes, and other site amenities from damage by string trimmers, mower blades and thrown debris from any turf care equipment.
e. Only trimming is permitted around obstacles in turfed areas. The use of
herbicides is prohibited around lawn obstacles such telephone poles, sign posts utility boxes, entry walls, light posts, and guy wires within all turfed areas.
2. Edging
a. Edge all curbs, brick, and sidewalk areas annually, early in the season when the turf has become established and touched up as needed throughout the growing season to maintain a quality edge.
b. Edge flower beds that abut turf areas to be done ongoing to keep a defined,
lasting barrier/border. 3. Hardscape Maintenance Defined as; brick work, flat cement walks, curb/gutter pans and parking lot surfacing
and streetscape metal tree-grates. a. Maintain brick paved and cement walk areas near parking lots, town center,
and streetscapes; by sweeping and removal of debris and plant growth no later than April 30, as necessary. This work must be coordinated with City Street sweeping to maintain quality and avoid re-cleaning. Report uneven, broken, heaved or sunken areas to the City’s designated agent.
b. Curb/Gutter pans and parking lot surfaces must be kept free of debris and plant growth on an ongoing basis.
c. Sparingly apply appropriate herbicide to prevent growth of grass or weeds in
brick paved, cement walk areas, curb lines, cracks and seems as needed throughout the season. Care must be taken on brickwork adjacent to turfed areas and planting beds to avoid chemical overspray. Contractor must avoid overspray that can damage turf and flower beds leaving burned grass and flowers. In all cases Contractor specifically agrees to comply with all relevant facets of Michigan Pesticide Act as amended. Further, Contractor agrees to use only state certified applicators for all pesticide application on City properties as required. Proof of such certification/registration shall be provided to the City prior to award of bid.
d. Streetscape metal grated tree-well maintenance. Metal tree-well grates must
sit flat with the adjacent walk surface. Pea stone must be added as needed to fill up to the bottom of the grate and be maintained free of weeds. Apply only pre-emergent herbicide/fertilizer such as Preen or equivalent to maintain weed free.
e. Non-grated mulch bed tree-well areas. These tree-well areas will be
maintained as a landscape flower bed.
4. Tree Maintenance
a. All broken and hanging limbs must be removed and repaired when identified or reported.
b. Trees to be pruned for health, appearance and pedestrian safety. Branches and
foliage should clear a minimum of 8 feet above walkways.
c. Fall leaves and plant debris must be removed or mulched as needed to maintain high standard of care.
d. Trim branches and prune trees and shrubs in accordance with the International
Society of Arboriculture standards or equivalent. Fertilize all deciduous trees and evergreen shrubs annually.
e. Tree trimming and pruning shall be done at a time of year as to protect trees from
blight. Wound compound shall be used and applied immediately after trimming & pruning.
f. Care must be taken in trimming and pruning around festive light strings in trees.
5. Landscape and Streetscape Flower Beds
a. All annual and perennial Plant beds shall be evaluated for health and appearance throughout the season and all spent or dead plant materials removed on a regular basis. The Contractor shall maintain the planting in a healthy growing condition
by spraying, weeding, cultivating pits and beds where needed, replacing displaced mulch basins, plant beds, resetting stakes, tightening guy wires, replacing flags, etc.
b. Aerate all previously mulched planting beds and top dress with mulch. Treat all
mulched areas with pre-emergent once in the spring prior to April 30.
c. Fall clean-up performed by October 31. Dead heading, pruning, pinching back and trimming of annual plants, grasses and flowering bushes; removal and disposal of the waste off site.
d. All mulched areas shall be maintained weed and debris free throughout the season.
6. Shrub Maintenance
a. All shrubs in identified planting beds shall be pruned and shaped 2x annually or as needed with debris removed off site.
b. All shrubs in identified planting beds shall be fertilized annually.
8. General Groundskeeping
a. Parking lot gutter pans shall be cleaned at a minimum 2x per year removing all debris off site.
b. In identified public areas such as town center and public cross walks; monitor and remove debris, as needed, from turf and hardscape including, but not limited to: trash, vegetation waste (clippings, leaves, sticks or mulch), dog feces or other debris not in keeping with a professional appearance.
c. Available for call-in for attention to items such as: broken glass, vomit, dog feces, food waste and other items of safety, health and hygiene in specifically identified public spaces such as town center and public crosswalks.
d. Report of Safety Hazards and damaged assets.
• Sidewalk heaving and or sunken, major tree damage, tree grates / electric outlets, curbs, lot surfacing and storm water structures. Also, any deficiencies in irrigation or identified leaks or needed repairs.
• Contact designated agent of the City to report issues. 9. Other Work in Downtown District
a. Two dumpster enclosures in the downtown district require periodic removal of debris and cleaning. Twice per year (2x) power-washing of interior of enclosure, required mid-May and late July preferred.
b. Monitor and maintain Dog Doo Station located in Town Center. Replenish waste bags and empty waste container associated with the station as needed
c. Town Center elevated planters (3) - by October 1, plant 108 #1 or one gallon
container size Chrysanthemums to be planted 10” on center. Plants to be provided by others. Flowers to be picked up locally and delivered and installed at site. Contact agent of the City for disposition prior to planting.
d. Provide other grounds care services as requested by the City’s designated agent
so long as such tasks are within the Contractor's capabilities and expertise at a predetermined hourly rate.
TECHNICAL SPECIFICATIONS:
1. MATERIALS & PROCEDURES a. Mulch - Material for mulching shall be finely shredded hardwood fiber, Chocolate
in color, free of sticks and foreign material, with no pieces greater than 5 inches in length. Before purchasing, a sample of the material shall be submitted to the designated agent of the City for approval. Bark colors shall be consistent in all maintained areas throughout the downtown district. After settled plants have been watered, backfilled and allowed to settle for 24 hours and saucers constructed, the mulch shall be applied.
• Trees shall be mulched with 3 inch deep layer of bark mulch, all within the saucer.
• Shrubs and Ground Covers shall be bedded by creating a bed outline 6 inches outside the drip line of the shrub. The outline shall be continuously cleaned out with a space, cut perpendicular to the lawn level. The grass within this bed outline shall be removed at least 4 inches deep to prevent grass growth. Then the bed shall be mulched with a 3 inch deep layer of bark mulch. The saucers will be maintained as specified, within the plant beds.
b. Fertilizer: Granular plant food shall be applied to the surface of the plant beds
including the ground cover beds. The plant food shall be spread over the root area starting six inches from the trunk and extending to the drip line of each plant or to the outer edge of the plant bed, whichever is larger. On March 1 and June 1, granular plant food shall be applied to the surface of the plant beds. The plant food shall be spread over the root area starting six inches from the trunk and extending to the drip line of each plant. Plant beds shall be treated with post-emergence herbicide on June 1, and September 1, or as recommended by the manufacturer to prevent weed or grass growth in the plant beds. No weed or grass growth shall exist in plant beds at any time.
c. Pre-Emergence Herbicide shall be a nationally recognized brand which shall be
submitted to the designated agent of the City for approval. The pre-emergence herbicide shall be applied evenly on the surface of the mulch at the manufacturer's recommended rate in all plant beds and tree saucers after the mulch has been applied and firmed in place. Should weed or grass growth exist within these beds and saucers, it shall be removed and the soil and mulch smoothed and firmed. Then the herbicide shall be placed on the surface and sprinkled thoroughly with
water. The rate of application shall comply with the manufacturer's recommendations.
d. Tree Paint shall be standard horticultural antiseptic tree wound compound and
used on any pruned trees in the district whenever any pruning work is done.
e. Water shall be clean, fresh, free of harmful substances and suitable in every way for the execution and maintenance of this work. In locations where irrigation is not present, The Contractor shall be responsible for the quality, supply and distribution of the water including hoses, hose connections, water wagons and vehicles necessary to assure healthy, growing plantings. Where irrigation is present, The Contractor is responsible for monitoring water distribution so turf, shrubs and other landscaping continues to thrive. Any suspected failure of the irrigation system shall to be reported to the designated City agent as soon as observed.
f. Inspection and remedial action
• The Contractor shall inspect the plantings throughout the growing season and take necessary steps to control insect and blight attack.
• The Contractor shall also inspect the planting after each severe storm and exercise all corrective measures required to maintain a finished quality appearance and good plant vigor.
• All maintenance and remedial operations are subject to the approval by the designated City agent throughout the contract period.
City of Mt. Pleasant
Mt. Pleasant, Michigan
Project: Downtown Mt. Pleasant Grounds Care and Maintenance Date of Bid Opening: Tuesday, October 2, 2018
CITY OF MT. PLEASANT - PARKS DEPT 2019 2020 2021 Total Base
WORK DESCRIPTION: QTY Unit Unit Price QTY Unit Unit Price QTY Unit Unit Price Bid
Downtown Bid Per Work Specifications 1
Lump
Sum $20,470.00 1
Lump
Sum $21,493.00 1
Lump
Sum $22,532.00 $64,495.00
GREEN SCENE LANDSCAPING 2019 2020 2021 Total Base
WORK DESCRIPTION: QTY Unit Unit Price QTY Unit Unit Price QTY Unit Unit Price Bid
Downtown Bid Per Work Specifications 1
Lump
Sum $23,100.00 1
Lump
Sum $23,900.00 1
Lump
Sum $24,500.00 $71,500.00
CITY OF MT. PLEASANT - PARKS DEPT 2019 2020 2021 Total Base
ALTERNATE BID: QTY Unit Unit Price QTY Unit Unit Price QTY Unit Unit Price Bid
Pole Mounted Petunia Plant Maintenance 1
Lump
Sum $8,000.00 1
Lump
Sum $8,400.00 1
Lump
Sum $8,817.00 $25,217.00
GREEN SCENE LANDSCAPING 2019 2020 2021 Total Base
ALTERNATE BID: QTY Unit Unit Price QTY Unit Unit Price QTY Unit Unit Price Bid
Pole Mounted Petunia Plant Maintenance 1
Lump
Sum $28,000.00 1
Lump
Sum $29,000.00 1
Lump
Sum $30,000.00 $87,000.00
PRICE PER HOUR FOR ADDITIONAL WORK: CITY OF MT. PLEASANT - PARKS DEPT - $16.00
GREEN SCENE LANDSCAPING - $38.00