RFP Info - City Bidding Instructions

RFP Info - City Bidding Instructions

Request for Bids/Proposals (RFP)

The City of West Branch/the West Branch Area Waste Water Treatment Plant Authority are seeking bids/proposals for the following projects/services: (1) Fairview Road Project [click HERE fore more info]; (2) Improvement & Staining of Wooden Riverwalk Structures [click HERE fore more info]; (3)  Riverwalk Wayfinding Signage [click HERE fore more info]; (4) Cemetery Wayfinding Signage [click HERE fore more info]; (5) Parking & Street Signage [click HERE fore more info]; (6) Title Work for All City-Owned Properties [click HERE fore more info]; (7) Computerized Maintenance Management System/Asset Management Software for the City of West Branch Wastewater Treatment Plant [click HERE fore more info], (8) Installation of Children’s Garden Pathway/Connection to Riverwalk Trail [click HERE fore more info];  (9) Retaining Wall Improvement [click HERE fore more info]; (10) Sewer Repairs to Address Inflow & Infiltration Issues [click HERE fore more info]; .

All projects/services listed above where bids/proposals are being sought are described in greater detail on the City website at www.westbranch.com.  Deadlines and bidding instructions are also listed online. Additional information is also available at West Branch City Hall, 121 N. 4th St., West Branch, MI 48661 or by calling (989) 345-0500.  For all projects, the City of West Branch and the West Branch Area Waste Water Treatment Plant Authority both reserve the right to accept or reject any or all bids, to waive irregularities in bidding, and to accept bids which do not conform in every respect to bidding requirements.  All bids received are deemed valid for a period of 180 days, unless indicated otherwise in the bid documents submitted.  Performance bonds or other means of insuring that services purchased by the City (and/or the Wastewater Treatment Plant Authority) are properly performed shall be required of ALL vendors [such means of assurances should be specified in the bid documents submitted by vendors]. 

The following requirements shall apply to ALL sucessful bidders submitting RFP's to the City of West Branch:

  • All work shall be performed by skilled, experienced and fully qualified personnel.
  • The contractor shall provide all necessary elements and complete all work in a professional manner.
  • The contractor shall provide all equipment, tools, and vehicles necessary for the completion of services required under the contract.
  • The contractor shall accept inspection by the City Manager (or her designee), and shall correct any rejected services at no additional expense to the City of West Branch.
  • Services shall be completed by the “to be completed by” date specified in the bid materials (if applicable).  A reduction in payment may result for failure to complete by the “to be completed by” date specified (if one is indeed specified).

  • The contractor is responsible for exercising all necessary care to avoid damage to property and surrounding areas.
  • The contractor’s attention is called to the possible existence of concealed water, sewer, storm drain, gas, electric, and/or telecommunications lines beneath potential work areas, which may be affected by heavy equipment use, excavation, and other operations.
  • The contractor’s attention is also called to MCL 460.721, et. seq. (i.e. Michigan’s MISS DIG law), which requires a call to “811” prior to excavations/digs to safeguard underground infrastructure and avoid accidents.
  • Should damages occur to any utility lines and/or equipment during performances of services required under this contract, the contractor shall immediately contact the City of West Branch DPW Superintendent, his designee, and the appropriate utility department (and 911 if appropriate) and the contractor shall also be responsible for all damage claims resulting in.
  • The contractor must take caution to protect all concrete, landscaping, fencing, etc. while the work is being completed.  If any area is damaged, it shall be the responsibility of the contractor to repair or replace the damage.
  • Should fire, theft, vandalism, or other casualty damage or destroy the equipment or property belonging to the contractor while on City property, the City shall be under no obligation to replace or in any way compensation the contractor for said property.
  • Successful bidder agrees to indemnify and hold harmless the City of West Branch from and against any liability, loss, cost, damage, suit, claim, or expense arising occurrence on the part of the successful bidder to include its officers, servants, agents, or employees arising from its activities, operations, and performance of services while on City property and further agrees to release and discharge the City of West Branch and its Agents from all claims or liabilities arising from or caused by the successful bidder in fulfilling its obligations under this Agreement.
  • It is understood and agrees by the parties that the City of West Branch will assume no liability for damages, injury, or other loss to the successful bidder, its employees, or property, tool or equipment, or to other persons or properties located on or near City facilities resulting from the successful bidder’s activities and operations while performing those services enumerated herein.  The successful bidder shall assume full and complete liability for any and all damages to tombstones, markers, building improvements, fences, or other City or private properties caused by or resulting from its activities, operations, and that of its employees, agents, and officers.

4.         Safety:

  • The contractor must comply with all OSHA, state, and local ordinances and requirements associated with the work within this contract.
  • The contractor and/or approved subcontractors shall immediately report all accidents, injuries, or health hazards to the DPW Superintendent or his designee, as well as the City Manager, in writing.
  • The contractor shall not allow the use of intoxicating beverages or non-prescription controlled substance drugs upon or about the work site.
  • The contractor shall be solely responsible for pedestrian and vehicular safety and control within the work area and shall provide the necessary warning devices, barricades, and ground personnel required to insurance the safety, protection, and warning of persons and vehicular traffic within the area.

5.         References:

  • Submission of a list of references, including their contact information, though not required, is greatly preferred, and failure to provide a list of references may be considered as a reason for the City Purchasing Agent (i.e., the City Manager) to recommend against the selection of said bidder.

6.         Insurance:

  • The contractor must maintain during the life of any contract that results from this RFP Worker’s Compensation Insurance for all employees working at the project site, or as otherwise required by federal or state law.
  • The contractor shall have in place for the life of any contract that results from this RFP public liability and property damage insurance and shall protect the City of West Branch from claims for damage or personal injury, which may arise from operations under this contract.  The amounts of such insurance shall not be less than $500,000 for injuries subject to the same limit per person and $1,000,000 for property damage or otherwise needed to protect the interests of the owner.
  • The contractor awarded a contract under this RFP shall provide a Certificate of Insurance to the City of West Branch showing the City of West Branch named as an additionally insured on all coverage.  All insurance must be maintained during the duration of the contract.
  • The contractor shall furnish such additional insurance as may be required by federal and/or state law, including motor vehicle insurance in amounts not less than statutory limits.
  • Each certificate of insurance shall bear the provision that the policy cannot be altered or canceled in less than ten (10) days after mailing written notice to the assured of such alteration or cancellation, sent registered mail.  The contractor shall furnish satisfactory proof of insurance required before written approval of such insurance is granted.  Exeucted contract documents, insurance certifications, invoices, and other information requested is to be sent to:

Deputy Clerk/Treasurer Michelle Frechette, West Branch City Hall, 121 N. 4th St., West Branch, MI 48661.  Ms. Frechette’s email is deputyclerktreasurer@westbranch.com and she can be reached at 989-345-0500].

  • Pricing submitted in all bids is deemed valid and eligible for acceptance by the City of West Branch for a period of 180 days after receipt, unless indicated otherwise in the bid documents.

    For all projects, the City of West Branch and the West Branch Area Waste Water Treatment Plant Authority both reserve the right to accept or reject any or all bids, to waive irregularities in bidding, and to accept bids which do not conform in every respect to bidding requirements.  All bids received are deemed valid for a period of 180 days, unless indicated otherwise in the bid documents submitted.  Performance bonds or other means of insuring that services purchased by the City (and/or the Wastewater Treatment Plant Authority) are properly performed shall be required of ALL vendors [such means of assurances should be specified in the bid documents submitted by vendors]. 

    Vendors who wish to be added to the City Vendor List and receive special notification of future RFP’s should send their contact information and area of expertise to cityhall@westbranch.com.

    Unless indicated otherwise in the RFP details, all bidders are also required to submit a complete "Vendor Packet" [available at West Branch City Hall or online] along with their bid documents, in order to be awarded a bid.

    Pursuant to the City Charter, purchases shall be made from the "lowest responsible bidder meeting specifications unless Council or the City Manager shall determine for publicly specified reasons that the public interest will be better served by accepting a higher bid[,]" also taking into consideration City Ordinance #33.05.  [See below for the entirety of City Ordinance # 33.05].  In addition, to be eligible to be awarded a City contract, vendors may not be disqualified pursuant to City Ordinance # 33.10 [see below].

    Excerpts of Select City Ordinances Applicable to the City Bidding Process: § 33.05  LOWEST QUALIFIED BIDDER.  The "lowest qualified bidder" shall be the bidder submitting the lowest bid, provided that (A) The bidder is not disqualified pursuant to § 33.10, (B) The Purchasing Agent determines that the bidder is able to provide the goods and/or services in a timely, satisfactory manner, and (C) The bidder satisfies local preference criteria established by the Purchasing Agent or the City Council.  Local preference criteria are based on a belief that local vendors contribute positive economic benefit to the City of West Branch and her citizens and such benefits should be formally recognized by local authorities.  (Ord. 231, passed 2-6-95)

    § 33.10  DISQUALIFICATION.  No bid shall be accepted from or contract awarded to a bidder who is in arrears to the City, who is in default on any contract with the City or who has previously demonstrated bad faith in dealings with the City.  (Ord. 231, passed 2-6-95)

    It is expressly understood by the contractor offering a proposal after a written notice of award by the City, a written contract will be required to be executed and will serve together with this proposal, these instructions, and any detailed specifications as the entire form of contract between the parties.  By submitting a proposal pursuant to this RFP, contractor is expressly stating that they understand that they must complete all requisite paperwork, including the City of West Branch Vendor Packet (available at www.westbranch.com and at City Hall), and the contractor is also expressly stating that all employees and independent contractors that may be sub-contracted to work on this project with and for the bidder are covered under worker’s compensation insurance coverage, and further, that the bidder attests that the City of West Branch accepts no responsibility for any injuries to the bidder’s employees while on City property.  Bidder/contractor must comply with all OSHA/MIOSHA, state, and local ordinances and requirements associated with work safety and the work within this RFP.  By submitting a bid, bidder is also attesting that they are not at the time of submission in default or arrears with the City of West Branch, as this would render them ineligible to bid.

    Pursuant to the City Charter, purchases shall be made from the "lowest responsible bidder meeting specifications unless Council or the City Manager shall determine for publicly specified reasons that the public interest will be better served by accepting a higher bid[,]" also taking into consideration City Ordinance #33.05.  [See below for the entirety of City Ordinance # 33.05].  In addition, to be eligible to be awarded a City contract, vendors may not be disqualified pursuant to City Ordinance # 33.10 [see below].


    Vendors who wish to be added to the City Vendor List and receive special notification of future RFP’s should send their contact information and area of expertise to cityhall@westbranch.com.

    Unless indicated otherwise in the RFP details, all bidders are also required to submit a complete "Vendor Packet" [available by clicking HERE] along with their bid documents, in order to be awarded a bid.

    Additional information can be obtained by calling West Branch City Hall at (989) 345-0500 and asking for City Manager Heather Grace.

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    Excerpts of Select City Ordinances Applicable to the City Bidding Process:

    § 33.05  LOWEST QUALIFIED BIDDER.
    The "lowest qualified bidder" shall be the bidder submitting the lowest bid, provided that

    (A) The bidder is not disqualified pursuant to § 33.10,

    (B) The Purchasing Agent determines that the bidder is able to provide the goods and/or services in a timely, satisfactory manner, and

    (C) The bidder satisfies local preference criteria established by the Purchasing Agent or the City Council.  Local preference criteria are based on a belief that local vendors contribute positive economic benefit to the City of West Branch and her citizens and such benefits should be formally recognized by local authorities.
    (Ord. 231, passed 2-6-95)

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    § 33.10  DISQUALIFICATION.
    No bid shall be accepted from or contract awarded to a bidder who is in arrears to the City, who is in default on any contract with the City or who has previously demonstrated bad faith in dealings with the City.
    (Ord. 231, passed 2-6-95)

    Click HERE for the City of West Branch Local Preference Purchasing Policy.