City of Ypsilanti
Community Services Department
Request to Bid
To: From: Date: Subject:
Bid Close Date:
Interested Contractors
Joe Meyers, Director of Community Services
August 15, 2024
Invitation for Bids for Ordinance Abatement Services
September 13, 2024, at 2:00 pm
The City of Ypsilanti desires to receive bid pricing for several Ordinance Violation Abatement services categories. The City reserves the right to contract for any/all/none of the services as necessary. The City is not bound to use all service categories and will use services entirely at its discretion. The City may contract with separate contractors for any services or combination thereof. The contract will be the City of Ypsilanti's standard contract. It will be for a maximum of 1 year with an option for negotiated renewal at increases not to exceed 3% per year.
All Bid quotations must be submitted in a sealed envelope marked "Ordinance Abatement Bid," either mailed or hand-delivered to the City of Ypsilanti Clerk's Office at 1 South Huron St., Ypsilanti, MI 48197 on or before the closing date of September 15, 2024, at 2:00 pm. The City Clerk's office must time-stamp quotes before the closing date and time. Late submissions will not be accepted. All quotes must be submitted in triplicate, including one original and all backup and supporting documentation. Bids shall include the following labeled attachments:
Attachment 1 Number of persons employed by the contractor, including copies of Drivers Licenses or State ID Cards, including hourly billing rates
Attachment 2 A complete list of available equipment with hourly billing rates
Attachment 3 History of similar work experience
Attachment 4 References including names, addresses, and telephone numbers
Attachment 5 Proof of Insurance, including Liability and Worker's Compensation
Attachment 6 Bid Sheet, including complete pricing for all bid categories for which the bidder wishes to be considered.
Attachment 7 Compliance with the City of Ypsilanti's Living Wage Ordinance document
All bid quotations must be submitted using the Request for Quotation Form. They must also include the number of persons employed by the contractor, a complete list of available equipment, a history of previous similar work experience, and a list of current work and references.
The City reserves the right to refuse any bids, waive any informalities and technicalities, and accept the bid it deems most favorable to its interests.
Proof of insurance is required and must be submitted with the Bid package.
Contracts shall include the standard City of Ypsilanti "Addendum to Agreement to Services."
The contractor must always follow the Ypsilanti Living Wage Ordinance #892 and provide the Ypsilanti Personnel Department with the required documentation throughout the contract period.
General Conditions:
The contractor and the contractor's employees must comply with all Local, State, and Federal laws and ordinances.
The contractor shall provide and maintain email and mobile/cellular phone communication service capable of communicating with the City during normal business hours. Mobile/cellular phone communication shall be provided 24 hours a day, seven days a week, for emergency services. Email/computer capability must be sufficient to interface with the City computer system for receiving and submitting Work Authorizations and Invoices daily.
The contractor shall provide a sufficient crew at each job site with all equipment, means, and methods necessary to complete the specified work as efficiently and rapidly as possible.
The contractor shall produce photographs to verify "before and after" situations from the same vantage point. The photographs must record the date and time on all images. Images shall be taken immediately before the start and after the completion of work. Images shall be correctly identified and emailed with invoices. Images shall be in .jpeg format with a minimum 1024x768 resolution and must be accurately named by address and sorted in folders for each date. If photos are not submitted, the City reserves the right to refuse payment.
All invoices must list the property's correct address or parcel identification number. Invoices without proper information will not be paid.
Work may be done anywhere within the Ypsilanti City limits. Except for specified emergency services such as board-ups, work shall not start before 8:00 a.m. and end no later than 8:00 p.m. Monday through Saturday. Work on Sundays and National Holidays is prohibited except for trash removal.
The contractor shall comply with all OSHA and MIOSHA requirements and guidelines.
The contractor must barricade the work area and post appropriate signage where precautions are necessary to protect the public.
The contractor shall include the cost and responsibility for all cleanup and removal of site debris, rubbish, and identifiable material in the bid. Disposal shall be the contractor's responsibility and must occur per all State and Federal laws. The contractor's staff shall be trained in estimating the volume of trash for the removal and disposal category of work.
Response for emergency services will require an onsite presence within 60 minutes and continuous presence after that until the abatement is complete. Response for weather-dependent activities such as mowing shall be within 48 weekday hours with weather delays as approved by the Building Department only. Response and completion for all other work requests shall be within 48 hours of authorization by the City representative. The City reserves the right to provide a minimum of 48 hours advance notice for scheduled work, such as peak-time trash pickups.
The contractor shall ensure that all workers wear, in a conspicuous location, a picture identification badge issued by the contractor with their name and supervisor contact information. All contractor staff shall have been provided with and complete training in "dealing with difficult people."
The contractor is advised that their employees must always act politely and professionally toward the public and refer any questions, complaints, or concerns received from the public to a representative designated by the City.
The City reserves the right to require the Contractor to replace any employee for any reason or no reason at all.
When disputes occur between the contractor and the property owner or City regarding time at the site and work done, the City will, through its review process, make a final determination and, when required, adjust payment to the contractor accordingly. The contractor shall be able to present data and provide testimony as the basis for a determination.
Except as expressly noted, billing shall be submitted a maximum of 5 days following completion of work with all necessary digital photos, receipts, and other documentation. Invoices shall be broken down to show unit prices where appropriate and include signed waivers of Lien for any subcontracted work. Payment will be made according to the City of Ypsilanti's standard schedule.
Contractors may submit pricing for any individual categories of work (Graffiti, Moving, Clean-up, or Board-up). The City reserves the right to award a contract to any bidder for any or all the Categories in which a contractor submits a bid.
Category 1. Graffiti removal
Request quote for graffiti removal and painting services to be provided most economically and expediently.
Qualified contractors must have a working knowledge of graffiti removal, including—but not limited to—power washing, sandblasting, soda blasting, and repainting defaced areas. All work performed on designated historic structures must comply with Historic District Commission approval.
Vendors shall supply all labor, equipment, and materials for painting over graffiti and removing graffiti through power washing or other means as indicated by the Ypsilanti Building Department.
When repainting the surface is necessary, only acrylic latex paints shall be used to cover graffiti. Surfaces may include, but are not limited to wood, concrete, metal, and masonry. Previously unpainted surfaces such as brick, signs, decorative blocks, sidewalks, and streets are also included but require an accepted method of graffiti removal and the application of anti-graffiti
Coating or sealant as directed. Only first-quality paint shall be used. The color must match the existing one. All applications shall be to the area of graffiti only.
Provide pricing per the attached Bid Sheet.
Category 2. Mowing/Weed Cutting
Request a quote for mowing and cutting vacant and developed parcels, including removing all litter and debris from the cutting area. Cutting height shall be 4" or less. Trimming along fences, hedges, plantings, and structures to similar heights.
Weed cutting will include cleaning miscellaneous debris from properties before cutting to avoid scattering. When the volume of debris is more than one 13-gallon trash bag, the City, at its discretion, will determine if the contractor must collect the excess debris before cutting. The contractor shall properly dispose of all collected debris at no additional charge to the City.
Following cutting, all grass clippings, leaves, and other debris shall be removed from sidewalks, drives, porches, and streets by blower or sweeping.
Mowing will be allowed during light precipitation but not during lightning or medium to heavy rain.
The contractor will be responsible for repairing any damage caused by their equipment to the bark of mature trees, poles, posts, hydrants, guide wires, markers, utility boxes, curbs, signs, drainage structures, buildings, fences, vehicles, or other fixed objects on parcels. The contractor will also be responsible for all damage to the contractor's equipment.
An additional charge shall not be allowed for mowing vegetation more than 14" except with the Building Department's previous approval. If most of the vegetation on a parcel exceeds 14" in height, the City may approve payment of the surcharge included in the Bid. This surcharge must be approved in writing before the start of work.
Provide pricing per the attached Bid Sheet.
Category 3. Snow Removal
Request a quote for snow removal on public sidewalks and salt application. The contractor will be responsible for clearing the snow on the entire width of the sidewalk, ensuring that no layer of snow remains, and applying salt where necessary.
Contractors must be available within 48 hours of a snowfall that has accumulated over 1 inch. The City will be responsible for notifying residents; however, the contractor may be asked to take pictures and keep proper documents of the abatements.
The contractor is responsible for repairing any damage to the sidewalks or landscaping caused by their equipment.
The building department will require contractors to attend snow removal training, which all contractor employees will also be required to participate in.
Provide pricing per the attached Bid Sheet.
Category 4. Clean-ups/Debris Removal
Request Quote for trash and debris clean-up, removal, and disposal services. This work includes the removal of debris, trash, junk, rubbish, litter, yard waste, goods, materials, noxious weeds, vegetation, trees, tree stumps, fences, and construction materials from private and public parcels. Junk shall include but not be limited to parts of machinery or motor vehicles, unused stoves or appliances stored in the open, remnants of wood, metal, or any other material or castoff material of any kind, whether the same could be put to reasonable use. Construction materials shall include but not be limited to lumber, bricks, concrete or cinder block, blocks, plumbing materials, electrical wiring or equipment, shingles or roofing, mortar and concrete, nails, screws, or any other construction materials. Scope shall also include removal of recreational vehicles including, but not limited to boats, trailers, or all-terrain vehicles as well as removal of structure not attached to foundations.
The contractor shall correctly and safely dispose of all material legally and appropriately at minimal cost to the City. Quoted prices for individual pickups shall include disposal at no additional cost to the City.
Following clean-ups, mud, dirt, leaves, and other debris shall be cleaned from all sidewalks, drives, porches, and streets by blower or sweeping. Lawn clean-up areas shall be left raked clean.
Clean-up services will generally involve excess trash and debris on street margins, areas of dumping, or extensive clean-ups of entire parcels.
The City reserves the right to require the contractor to provide a "not to exceed" price for cleaning more than ten cubic yards or covering large areas before starting work.
All questions should be sent in writing to Joe Meyers, Director of Community Services, at jmeyers@cityofypsilanti.com or 734.482.9882. All questions will be posted on the website for all bidders to review.
