Project Information

Bid Title

2026 Tree Planting Bid

Issuing Agency

City of Grand Haven

Location

Michigan

Published Date

Feb 10, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

February 10, 2026

2026 Tree Planting Bid

Bids need to be received by 10:00 a.m. on Wednesday, March 4, 2026.

PDF File
2026 Tree Planting Bid Packet

Attachment Preview

February 10, 2026

REQUEST FOR PROPOSALS

NOTICE TO BIDDERS

It is the intent of the City of Grand Haven to contract with a contractor who will supply

and plant trees within the City limits per the specifications provided.

Sealed proposals must be received by the City of Grand Haven, 519 Washington Avenue,

Grand Haven, Michigan, 49417, Attn: Ms. Maria Boersma, City Clerk, until 10:15 a.m.

local time, Wednesday, March 4, 2026 at which time the proposals will be publicly

opened and read aloud. Proposals must be submitted on the official proposal form

attached. Sealed proposal envelopes must be clearly marked on the outside “Tree Planting

- 2026."

Copies of the Requests for Proposals (RFP) that contain the minimum specifications and

official proposal forms are available at the City Clerk’s office at City Hall, 519 Washington

Avenue, Grand Haven, Michigan 49417, at the Department of Public Works office, 1120

Jackson Street (this is not a mailing address), or online from the City’s Web site:

www.grandhaven.org.

Any questions regarding this RFP or the minimum specifications shall be directed to

Derek Lemke, Facilities and Grounds Manager at 616-847-4888.

The City of Grand Haven reserves the right to reject any or all bids or any parts of the same,

to waive any irregularities and to accept any bid in its own best interest.

Derek Lemke

Facilities and Grounds Manager

City of Grand Haven

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February 10, 2026

INSTRUCTIONS TO BIDDERS

1. SPECIAL CONDITIONS: Special conditions included in the Bid Document shall

take precedence over any provisions stipulated hereunder.

2. APPLICABLE LAWS: The revised code of the state of Michigan, Charter of the

City of Grand Haven, and all city ordinances insofar as they apply to the laws of

competitive bidding, contracts, and the purchases, are made a part hereof.

3. WORKMEN'S COMPENSATION: In so far as Workmen's Compensation is

concerned, the bidder of contractor agrees to furnish. Upon request, certified copies

of policies and adequate certificates pertaining thereto as evidence that bidder carries

Workmen's Compensation Insurance.

4. INFRINGEMENTS AND INDEMNIFICATIONS: The bidder, if awarded an

order or contract, agrees to protect, defend, and save the City harmless against any

demand for payment for the use of any patented material, process. article, or device

that may enter into the manufacture, construction, or form as part of the work

covered by either order or contract and he/she further agrees to indemnify and save

the City harmless from suits or actions of every nature and description brought

against it, for or on account of any injuries or damages sustained by a party or parties,

by or from any of the acts of the contractor, his/her servants, or agents.

To this extent the bidder or contractor agrees to furnish adequate Public Liability

and Property Damage Insurance, the amounts of which will be determined by the

City whenever such insurance is deemed necessary, when so required the types and

amounts of insurance to be provided will be set forth in the Bid Document.

5. DEFAULT PROVISIONS: In case of default by the bidder or contractor, the City

of Grand Haven may procure the articles of services from other sources and hold the

bidder or contractor responsible for any excess costs occasioned thereby.

In case of an error by the bidder in making up a proposal, the City Manager may

reject such a proposal upon presentation of a petition accompanied by a sworn

affidavit of error which sets forth the error, the cause thereof and sufficient evidence

to substantiate the claim.

6. PRICING: Prices should be stated in units of quantity specified in the Bid

Document. In case of discrepancy in computing the amount of the bid the unit prices

quoted will govern.

7. QUANTITIES: When approximate quantities are stated, the City reserves the right

to increase or decrease the quantity as best fits its needs.

8. DELIVERY: Quotations should include all charges for delivery, packing, crating,

containers, etc. Unless otherwise stated by the bidder prices quoted will be

considered as being based on delivery to the destination designated in the Bid

Document and to include all delivery and packing charges.

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February 10, 2026

9. SPECIFICATIONS: Unless otherwise stated by the bidder the proposal will be

considered as being in strict accordance with the specifications outlined in the Bid

Document.

References to a particular trade name, manufacturer's catalog, or model number are

made for descriptive purposes to guide the bidder in interpreting the requirements of

the City. They should not be construed as excluding proposals on other types of

materials, equipment and supplies. However, the bidder, if awarded, a contract will

be required to furnish the particular item referred to in the specifications or

description unless a departure or substitution is clearly noted and described in the

proposal.

10. SAMPLES: Samples, when requested, shall be filed prior to the opening of bids and

must be furnished free of expense to the City and if not destroyed, will upon request

be returned at the bidder's expense.

11. TAXES: Contractor shall include and be deemed to have included in his bid and

contract price Michigan State Sales and Use Taxes currently imposed by Legislative

enactment and as administered by the Michigan Department Treasury, Revenue

Division, on the bid date. If the Contractor is not required to pay or bear the burden,

or obtains a refund or drawback in whole or in part of any Michigan Sales or Use

Tax, interest or penalty thereon, which was required to be and was deemed to have

been included in the bid and contract price, the contract price shall be reduced by the

amount thereof and the amount of such reduction, whether as a refund or otherwise,

shall endure solely to the benefit of the City of Grand Haven.

12. BID INFORMALITIES AND REJECTION: The City reserves the right to waive

any nonconformity, irregularity or informalities in any bid, to negotiate with the

selected bidder and to award the bid in its determination of its best interest.

13. AWARD: Unless otherwise specified in the Bid Document the City reserves the right

to accept or reject any item in the bid. Unless otherwise stated in the Bid Document,

bidders may submit proposals on any item or group of items, provided however that

the unit prices are shown as requested.

As soon as the Award is made, an order or contract documents will be sent to the

successful bidder for execution and bond if necessary. If the contracts are not

executed and returned to the Purchasing Agent within 10 days of the date of sending,

the Bid Survey, if required, will be declared forfeited as liquidated damages.

14. PAYMENTS: Partial payments may be made upon presentation of a properly

executed claim voucher, unless otherwise stated in the Bid Document. The final

payment will be made by the City when the materials, supplies or equipment have

been fully delivered and accepted or the work completed to the full satisfaction of

the City.

a) A minimum 10% retainer shall be held by the City pending satisfactory

completion of the scope and/or expiration of the warranty period.

b) Increases in contract cost shall be approved in writing, prior to excess expense

being incurred. Approval of increases may require formal action by City

Council.

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February 10, 2026

15. BIDDER'S SIGNATURE: Each proposal and bid surety form must be signed by the

bidder with his usual signature. All signatures should be in full.

Bids by partnership must be signed by one or more of the partners in the following

manner: "John Jones and James Smith, D.B.A., Smith-Jones Company, by John

Jones, a partner".

Bids by corporations must be signed with the names of the corporation, followed by

the signature and designation of the president, vice-president, or person authorized

to bind it in the matter.

16. SUBMISSION AND RECEIPT OF BIDS: Inquires involving an expenditure

exceeding the limits established in the City Charter usually require advertising over

a period of at least 5 days prior to scheduled bid opening. Proposals of the nature are

publicly read at 10 o'clock AM (unless otherwise noted) on the date bids are

scheduled to be received.

a) Proposals, to receive consideration, must be received prior to the specified time

of opening and reading as designated in the invitation.

b) Bidder must use the bid document proposal forms furnished by the City as

none other may be accepted.

c) Proposal forms must be returned intact.

d) Removal of any thereof may invalidate the bid.

e) Specifications and plans referred to in this bid document by reference only, need

not be returned with the bid, however, no excision of material physically

incorporated in the bid document will be permitted.

f) Bids are to be submitted in sealed envelopes and identified as requested in the

specifications.

g) Separate proposals must be submitted on each reference number and proposals

shall be typewritten or written in ink.

h) Proposals having any erasures or corrections thereon may be rejected unless

explained or noted over the signature of the bidder.

17. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS: No oral

interpretation will be made to any bidder as to the meaning of the bid and/or Contract

Documents or any part thereof. Every request for such an interpretation shall be

made in writing to the City of Grand Haven. Any inquiry received within a

reasonable time prior to the date fixed for the opening of bids will be given

consideration. Every interpretation made to a bidder will be on file in the Clerk’s

office of the City of Grand Haven.

18. CHANGES AND ADDENDA TO BID DOCUMENTS: Each change or addenda

issued in relation to this bid document will be on file in the Clerk’s Office of the City

of Grand Haven. In addition, to the extent possible, copies will be mailed to each

person registered as having received a set of the bid documents.

It shall be the bidder's responsibility to make inquiry as to the changes or addenda

issued. All such changes or addenda shall become part of the contract and all bidders

shall be bound by such changes or addenda. Information on all changes or addenda

issued will be available at the office of the City Purchasing Agent.

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February 10, 2026

IF BID SURETY IS REQUESTED ON PROPOSAL FORM, PLEASE OBSERVE

THE FOLLOWING:

19. BID SURETY: All Proposals must be accompanied by the bid bond, deposit of cash,

certified check, bank cashier's or bank official's check, drawn on a solvent bank

payable to the Treasure of the City of Grand Haven in the amount determined by the

City as stated in the Proposal Form, as a guarantee that if the bid is accepted a

contract will be entered into.

a) The City will determine the sufficiency of the surety.

b) The bid bond should be executed by an authorized surety, guaranty, or trust

company.

c) If corporate surety is given, the surety or guaranty company should indicate

the bond in the State in which it is incorporated. A certificate of authority

authorizing the "attorney-in-fact" to sign the bond, should accompany the Bid

Document unless the certificate is on file in the Office of the City Purchasing

Agent.

d) The surety signature should be witnessed.

20. SURETY: The successful bidder may be required to furnish a bond or certified check

on a solvent bank, payable to the Treasurer of the City of Grand Haven in the amount

stated in the Proposal Form as a guarantee for the faithful performance of the

contract. At a minimum a 10% retainer shall be held by the City pending satisfactory

completion of the scope and/or expiration of the warranty period.

21. INSURANCE REQUIREMENTS: The Contractor will secure and maintain

insurance during the term of the contract from an insurance company authorized to

do business in the State of Michigan that will protect contractors and subcontractors

and the City from all liability (public liability, personal injury and property damage)

claims which may arise from operations under the contract. The Contractor may not

start work until evidence of all required insurance has been submitted and approved

by the City. The contractor must cease work if any of the required insurance is

canceled or expires. Three (3) copies of certificates of insurance shall be submitted

to be approved by the City prior to the execution of the contract. The Certificate shall

specifically name the City as an additional insured party. The certificates must

contain the agreement of the insurance company notifying the City in writing ten (10)

days prior to any cancellation or material alteration of the policy. The Contractor shall

not allow any work under the contract to be performed by a subcontractor unless

evidence of similar insurance covering the activities of the subcontractor is submitted

to and approved by the City. The limits of insurance shall not be less than the

following:

A. Workers Compensation Insurance in the amount required by Michigan Law.

B. General Liability:

Bodily Injury and Property Damage combined

Each Occurrence

Aggregate

$1,000,000.00

$1,000,000.00

Personal Injury

$1,000,000.00

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Commodity Codes

• NAICS 115310Support Activities for Forestry
• NAICS 561730Landscaping Services

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