Request for Proposals for Mowing Services

COUNTY OF JACKSON, MICHIGAN
REQUEST FOR PROPOSALS
FOR
MOWING SERVICES
JC-988-042226

PROPOSAL SUMMARY
Commodity/Service Being Requested: Mowing Services
Type of Solicitation: Request for Proposals (RFP) - Jackson County is requesting bids for
mowing services. Through this process, it is the goal of Jackson County to competitively award
a contract that will provide mowing services potentially for the next five (5) years.
Type of Resulting Contract: Statewide Cooperative Contract - As a result of this RFP,
Jackson County will work with the CoPro+ Cooperative Bid Program to market and extend the
resulting contract to other government municipalities throughout the State of Michigan. The firm
will be competitively selected as having been qualified as defined within the qualification section
of this RFP. The contract will enable public municipalities to "piggyback" and purchase mowing
services through this competitive process.
Resulting Contract Term: Jackson County will use the results of this process to award this
contract for a term of three (3) years, with the option of two (2), one-year renewals, to begin in
2027 mowing season.
ANTICIPATED TIMETABLE
Release of RFP: September 8, 2026
Proposers Questions Due: September 15, 2026
Questions and Answers Posted: September 22, 2026
Proposals Due by (10:00 AM/EST) *: October 6, 2026
*Any response received later than the specified deadline will be disqualified.
Contacts with Jackson County Personnel: All contact with Jackson County regarding this
RFP or any matter relating thereto must be e-mailed as follows:
Email address: purchasing@mijackson.org
If it is discovered that a Proposer contacted and received information regarding this solicitation
from any Jackson County personnel other than the Procurement Contact, Jackson County, in its
sole discretion, may disqualify its proposal from further consideration. Only those
communications made by Jackson County in writing will be binding with respect to this RFP.
JC-988-042226 2

Contents
SECTION 1.0 - SCOPE OF WORK ......................................................................................................... 4
1.1 Introduction ............................................................................................................................ 4
1.2 Minimum Qualifications ........................................................................................................ 4
1.3 Description of Deliverables .................................................................................................. 4
1.4 Locations .................................................................................... ............................................5
1.5 Product and Service Offerings............................................................................................. 6
1.6 Delivery of Services .............................................................................................................. 7
1.7 Personnel ............................................................................................................................... 8
1.8 Supervision ............................................................................................................................ 8
1.9 Service Capabilities .............................................................................................................. 8
1.10 Customer Service .................................................................................................................. 9
1.11 Pricing Schedule ................................................................................................................... 9
1.12 Price Assurance .................................................................................................................. 10
1.13 Statewide Cooperative Contract ........................................................................................ 10
SECTION 2.0 - PROPOSER INFORMATION AND ACCEPTANCE .................................................... 11
2.1 Company Profile ................................................................................................................ ..12
2.2 References ......................................................................................................................... ..13
SECTION 3.0 - PROPOSAL, EVALUATION, SELECTION & AWARD PROCESS .......................... ..14
3.1 Jackson County Responsibility ....................................................................................... .14
3.2 Truth and Accuracy of Representations ......................................................................... .14
3.3 Proposers Questions ........................................................................................................ .14
3.4 Preparation of the Proposal ............................................................................................. .14
3.5 Bid Submission Deadline ................................................................................................. .16
3.6 Adherence to Mandatory Requirements (Pass/Fail) ...................................................... ..16
3.7 Evaluation Process .............................................................................................................16
3.8 Evaluation Criteria ............................................................................................................. .17
3.9 Optional Tools to Enhance Evaluation Process ............................................................. 17
3.10 Jackson County Option to Reject Proposals ..................................................................17
3.11 Freedom of Information Act ............................................................................................. .17
3.12 Contacts with Jackson County Personnel ..................................................................... .18
3.13 Final Agreement Award Determination ........................................................................... .18
3.14 Cancellation ....................................................................................................................... .18
Appendix A - Location Maps..............................................................................19
Attachment A - Pricing Sheet.............................................................................35
JC-988-042226 3

SECTION 1.0 - SCOPE OF WORK
1.1 Introduction
The Jackson County Facilities and Fleet Department is requesting proposals from qualified and
experienced companies to provide Mowing Services for several locations in Jackson County.
1.2 Minimum Qualifications
a. The Proposer shall be organized for the purpose of providing mowing services and must
have a minimum of five (5) years of experience with proven effectiveness in providing such
services. Please provide company history.
b. The Proposer shall submit a list of three (3) references, including name of institution,
address, contact person, and telephone number.
c. The Proposer shall meet ALL insurance requirements in regard to Workers'
Compensation Insurance, Professional and Commercial General Liability Insurance and
Motor Vehicle Insurance as outlined in this RFP.
d. The Proposer must certify that they are not on any Federal, State, or local list of debarred or
prohibited contractors.
1.3 Description of Deliverables
The Proposer shall provide mowing services at several locations in Jackson County. These
services shall include, but are not limited to:
* performing mowing services during the period of March - November (dates may be
adjusted due to weather)
* mowing is expected as often as required to maintain a neat, uniform appearance
* each mowing will include mowing, string trimming areas that cannot be mowed, and
cleaning of any debris immediately from sidewalks, entryways, and driveways
* maintaining the aesthetic nature and preservation of the grounds
1.4 Locations
The following locations are to be mowed. Photographs/maps of each location are attached in
Appendix A.
* Jackson County Youth Center
930 Fleming Avenue
Jackson, MI 49202
* Jackson County Animal Shelter
3370 Spring Arbor Road
Jackson, MI 49203
* Jackson County Health Services Complex
1715 Lansing Avenue
Jackson, MI 49202
* Jackson County Northlawn Building
1697 Lansing Avenue
Jackson, MI 49202
JC-988-042226 4

* County Courthouse
312 S. Jackson Street
Jackson, MI 49202
* Wesley Jail
212 Wesley Street
Jackson, MI 49202
* Tower Building
120 W. Michigan Avenue
Jackson, MI 49202
* County Garages
2003/2005 Chanter Road
Jackson, MI 49202
* Chanter Jail - outside the fence only
1995 Chanter Road
Jackson, MI 49202
* Medical Examiner Office
1991 Chanter Road
Jackson, MI 49202
* Sheriff Gun Range
Chanter Road
Jackson, MI 49202
* Public Defender Office
505 S. Jackson Street
Jackson, MI 49201
SEEKING INPUT AND PRICING ON LOCATIONS BELOW
* Department of Transportation
2400 N. Elm Street
Jackson, MI 49201
* Department of Transportation
7245 Clark Lake Road
Jackson, MI 49201
* Department of Transportation
2491 N. Parma Road
Parma, MI 49269
* Department of Transportation
11750 Bunkerhill Road
Pleasant Lake, MI 49272
JC-988-042226 5

1.5 Product and Service Offerings
Jackson County is seeking a service provider that has the depth, breadth, and quality of
resources necessary to provide mowing services. Proposers shall prepare a written bid to
include, but not be limited to, the following terms and conditions:
* Proposer will be required to furnish properly trained and equipped personnel capable of
completing the requested services.
* Proposer must include a detailed timeline from start to completion of the services
described in Section 1.3 Description of Deliverables.
* Proposer must be experienced at and either own or have immediate access to
equipment necessary to do ALL of the following type of jobs:
Lawn Mowing
o
Line Trimming
o
Edging
o
Aeration and Over Seeding
o
De-Thatching
o
Spring Clean Up
o
Mulching
o
Fall Clean Up
o
Insect Prevention/Chemical Applications
o
Weed Control
o
1. Lawn Mowing:
Turf shall be mowed as often as required to maintain a neat, uniform appearance. The
frequency shall be such that the grass cuttings or clippings are not of sufficient quantity
to detract from the overall appearance. If the time between cuttings should be extended
for any reason, thereby causing an excessive amount of clippings on the lawn, the
clippings shall be removed and disposed of at Contractor's expense. Wet, matted
clippings shall be removed, regardless of grass height, after cutting. Mowers are to be
set to cut at Contractor's recommended height and grass should never exceed a total
height of 4" between mowings.
2. All mowing operations are to be performed using machines manufactured by reputable
companies recognized for producing quality commercial turf equipment. All equipment
will be mechanically sound. All blades will be sharp and properly adjusted for height and
cutting sharpness. All machines are to be operated by trained and qualified persons.
3. Pick up all excessive clippings, which would become unsightly or detrimental to the turf.
Pick up paper, cans, bottles, branches, etc., prior to mowing. Blow grass clippings off of
walks, drivers, porches, patios, and streets.
All lawn areas shall be "polished up" each week to clean up and remove all paper, trash,
twigs, and other undesirable materials from lawn areas.
JC-988-042226 6

Procedures such as aerating, power raking, soil conditioning, pest control, etc., shall be
negotiated separately as the needs may arise.
4. All work shall be performed in a professional manner and shall be consistent with the
practices of the trade. The contractor shall be responsible for any permits and inspections.
1.6 Delivery of Services
Proposer must be able to provide mowing services in accordance to neighborhood ordinance,
for the duration of the agreement. It will be the Vendor's responsibility to determine shift times.
Proposer must supply an adequate number of personnel to the requested mowing services.
Proposer shall assure sufficient service that is convenient for the County and will not interfere
with normal operations.
Proposer shall supply a detailed planning process that includes a timeline of how its services
will be implemented for this project. If there are services that might require a longer delivery time
frame to complete the priorities identified in Section 1.3 Description of Deliverables, please
denote this requirement for the respective item(s) in your response.
Proposer shall supply a detailed list of other venues where it has provided its services for a
similar project as described in this RFP.
Safety Measures: Proposer shall take all necessary precautions for the safety of employees on
the worksite and shall erect and properly maintain at all times, as required on job conditions and
process of the work, all necessary safeguards for the protection of the personnel and public.
Proposer shall be responsible for supplying and placing signage, barricades, tarps, plastic, flag
tape, and other safety/traffic control equipment required to protect its employees, the public,
County employees, and clients, surrounding areas, equipment, and vehicles. The flow of traffic
shall not be impeded at any time during the contract. The safety of the Proposer's employees
and the public is of prime concern to the County, and the Proposer must take all necessary
steps to assure proper safety during the performance of the contract. Proposer's employees
shall wear the proper PPE at all times.
All equipment will be mechanically sound and adjusted properly so as not to damage any turf,
roads, curbs, and parking areas.
Any manufacturer installed safety equipment must not be modified, removed, or rendered
inoperable at any time.
Trained and qualified persons will operate all equipment.
At no time shall an operator of a piece of equipment leave that equipment unoccupied and
running.
Permits, Licensure, and Insurance Requirements:
* Proposer must be insured.
JC-988-042226 7

* Proposer shall submit proof of liability insurance, workers' compensation, and business
license upon award.
Subcontracting: Any person undertaking a part of the work under the terms of the contract, by
virtue of an agreement with the Proposer, must receive the approval of Jackson County's
Department Director or designee prior to any such undertaking. The County may terminate the
contract if the subcontracting is done without this approval.
1.7 Personnel
Proposer will pay all wages and payroll taxes as well as applicable and mandated insurances to
and on behalf of its employees, including but not limited to, workers' compensation insurance.
Proposer releases and agrees to hold Client harmless from any liability resulting from claims
made by any of the Proposer's employees who are working or have worked to the extent not
caused by Client's negligence.
Proposer shall be responsible for all matters relative to screening, hiring, training, licensing,
discipline, payroll/taxation, and unemployment for all of its employees and shall hold the Client
harmless thereon. It is acknowledged that all personnel used by the Proposer are employees of
the Proposer, whether part-time or full-time, and have no direct or indirect employment
relationship with the Client.
1.8 Supervision
Proposer shall be solely responsible for the supervision of its lawn care personnel that it
employs to provide the services required by the resulting contract. Proposer shall, as soon as
safely possible, remove from service and replace any of its lawn care personnel that Client
reasonably believes to be unqualified to perform his or her duties or is unable to perform their
duties in a professional manner and properly interact with the Client's employees and the public.
In the event any of the Proposer's personnel are replaced as herein provided, Vendor shall
indemnify and hold Client harmless from any claims arising from the removal of any such
personnel employed by the Proposer.
Proposer shall give the Jackson County Facilities and Fleet Department with a means of
immediate communication regarding completion of the project, emergencies, or any other
occasion that may arise. A cellular phone of the person(s) responsible for managing the
contract must be provided.
Proposer and its employees shall keep the work area clean and free from rubbish. Proposer
shall ensure that its employees do not remove any of the Client's property from the work site
without the Client's written permission. In the event any of the Client's property is so removed,
the Proposer shall ensure that its employee has returned any property taken unless otherwise
agreed in writing. In the event the property cannot be returned, the Proposer shall be
responsible for reimbursing the Client for the value of the property not returned.
1.9 Service Capabilities
Communication Plan/Contract Management
Proposers shall identify their company standards of communication as they relate to contract
performance, issue management, and change management. An issue is an identified event that,
if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is
identified as a change in corporate leadership, structure, merger, or acquisition.
JC-988-042226 8

Primary Account Representative
Proposers must identify by name and location the primary account representatives and key
contacts who will be responsible for the performance of a resulting contract, as well as contact
persons for reports and bid documents. Include names, titles, address, phone number, and
email addresses.
1.10 Customer Service
Describe your company's Customer Service model (designated customer service
representative, designated delivery manager, hours of operation, number and location of
service centers, regular and emergency response times, etc.).
1.11 Pricing Schedule
Proposer shall provide pricing on items and services they furnish on Attachment A - Pricing
Sheet.
1. Must complete the Mowing Services Pricing Sheet (Attachment A).
2. Payment Terms
(a) Bid pricing must reflect Net 30 payment terms.
3. Tax Excluded from Price
(a) Sales Tax:
Jackson County and local units of government are exempt from sales tax for
direct purchases. The Proposer's prices must not include sales tax.
(b) Federal Excise Tax:
Jackson County and local units of government may be exempt from Federal
Excise Tax, or the taxes may be reimbursable, if articles purchased under any
resulting Contract are used for Jackson County's exclusive use. Certificates
showing exclusive use for the purposes of substantiating a tax-free, or tax-
reimbursable sale will be sent upon request. If a sale is tax exempt or tax
reimbursable under the Internal Revenue Code, the Proposer's prices must not
include the Federal Excise Tax.
(c) Special Incentives:
Jackson County is interested in any other special programs and alternative
recommendations that vendors may have. Please discuss these programs,
such as customer employee retail discounts, return policies, trade-in programs
allowing the return of new product not needed, quantity discounts, green
product offering, Michigan made products, etc.
In addition to completing the pricing information in Attachment A, provide any
additional comments regarding pricing, discounts being offered, and
information on other cooperative contracts held by the Vendor.
JC-988-042226 9

1.12 Price Assurance
The awarded proposer agrees to provide pricing to Jackson County and its participating entities
that are the lowest pricing available and the pricing shall be limited to a 3% annual increase
throughout the duration of the contract. If respondent has existing cooperative contracts in
place, Jackson County requests equal or better than pricing to be submitted.
1.13 Statewide Cooperative Contract
Jackson County will host the resulting contract for the CoPro+ Cooperative Bid Program. The
awarded contractor will work with the CoPro+ Program to market and extend the resulting
contract to other government municipalities throughout Michigan. This contract will enable
government municipalities to "piggyback" and purchase from the competitively awarded
contract.
Agreements will be initiated by participating entities as specific needs arise. Participating
entities will issue individual agreements along with specific response information required,
deliverables, and any special terms and conditions. The requests will be executed by, and the
contractor will respond directly to, the requesting entity.
All pricing submitted to Jackson County and participating entities through the resulting contract
shall include 2.0% administrative/remittance fee to be remitted to CoPro+ by the awarded
vendor. It is the awarded vendor's responsibility to keep all sales reports up to date and on file
with CoPro+.
JC-988-042226 10