Tree Planting Program - City of East Grand Rapids

PURCHASING DIVISION
Joni Laming, Manager
(616) 632-7720
purchasing@kentcountymi.gov
SOLICITATION
Solicitation Type Request for Quotation (RFQ)
Solicitation Number 6621
Description Tree Planting Program - City of East Grand Rapids
Date of Issuance 7/27/2026
Inquiries Deadline Date & Time (local) 8/25/2026, 2 PM
Due Date & Time (local) 8/27/2026, 2 PM
Buyer Name LaBudde
INTRODUCTION
The Kent County Purchasing Division is soliciting quotations for the 2026-2028 tree planting program for
the City of East Grand Rapids. The work will include furnishing, planting, staking (as needed), trees,
topsoil, fertilizer, labor, mulch, and a two-year warranty.
SOLICITATION DOCUMENTS
This Solicitation is distributed by Kent County for the benefit of the named local agency and County
registered bidders through distribution of this request. The Kent County Purchasing Division will assist
but does not authenticate the Solicitation documents or award processes for the Solicitation.
SCOPE
See the City of East Grand Rapids specifications attached. RFQ 6621 - Response Form must be
submitted with vendor response.
The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County
Purchasing Division website are incorporated by reference and shall be deemed to have the same force
and effect as if fully set forth herein.
INQUIRIES
Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division
Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the
right to determine the response format or not respond, at its sole discretion.
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REFERENCES
Provide 3 references of current/past customers who can verify the quality of products and/or services of
similar size and scope your company provides. References may not include any current/past Kent County
employees.
INVITATION FOR BID/RFQ SUBMISSION
Complete submissions must be received in the Kent County Purchasing Division on or before the due
date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be
considered.
Submissions may be submitted electronically on the Bid Opportunities page of the Kent County
Purchasing Division's website. Respondent must include a complete submission as 1 non-password
protected PDF document.
RFQ 6621 - Response Form
Respondent shall submit the Submission Form ("Bid Form" "Response Form") posted on the Bid
Opportunities page of the Kent County Purchasing Division's website. Click the Submit Online icon to
submit electronically or to print the Submission Form. Respondent must submit the Bid Bond with
Submission Form if applicable.
The time required to upload a submission may vary. Respondent assumes all risks associated with
electronic submission, including all technological difficulties, and deems the County and its service
provider harmless and without fault. Successful electronic submissions are confirmed via Respondent's
email. Respondent shall view the link in the confirmation email to determine accuracy prior to due
date/time.
Submissions that deviate from the Solicitation specifications will only be considered if the deviations are
clearly detailed and noted within the submission. In case of a dispute regarding the true intent and
meaning of the specifications, the County's interpretation will prevail. When a Solicitation states no
alternates, no deviations are permitted.
Kent County is not liable for cost incurred prior to award. A submission shall constitute an irrevocable
offer for a period of 45 days from the due date/time. In the event the notification of award is not made
within 45 days from the due date/time, the Respondent may withdraw or provide a written extension of
their submission.
Submissions may only be withdrawn by written request if the request is received before the due
date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy - Centralized
Purchasing 5(i)(2).
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NO BID
Please provide feedback if you are electing not to participate in this Solicitation.
Page 3 of 3

CITY OF EAST GRAND RAPIDS - SPECIFICATIONS
Contractor quotes will be received until 2:00 PM local time, Thursday, August 27, 2026,
via electronic submittal to Kent County Purchasing.
2026-2028 TREE PLANTING PROGRAM
Work which will consist of furnishing, planting and guaranteeing 2" Caliper, balled and
burlapped shade trees in the parkway of streets located in the City of East Grand Rapids,
Michigan at various locations. Pricing for each tree should be noted for years 2026-2028.
The City of East Grand Rapids assures that no person shall, on the grounds of race, color,
national origin, or sex as provided by Title VI of the Civil Rights Act of 1964, and the
Civil Rights Restoration Act of 1987 (P.L. 100.259), be excluded from participation in,
be denied the benefits of, or be otherwise subjected to discrimination under any program
or activity. The City of East Grand Rapids further assures every effort will be made to
ensure nondiscrimination in all of its programs and activities, regardless of funding
source.
Ryan Russell
City Services Coordinator
City of East Grand Rapids
Table of Contents
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General Conditions
1. Insurance Requirements ........................................................... 3
2. Scope of Work ............................................................................ 4
3. Layout of Work .......................................................................... 4
4. Plant List ..................................................................................... 4
5. Plant Requirements ............................................................... 4-5
6. Protection of Plants During Delivery and Planting ................ 5
7. Planting ................................................................................... 5-6
8. Guarantee ................................................................................... 6
9. Clean-Up and Repair of Damage.............................................. 6
10. Calendar Limits of Work .......................................................... 6
11. Inspection .................................................................................... 6
12. Acceptance of Work ................................................................... 6
13. Form of Proposal.................................................................... 6-7
14. Changes in Quantity .............................................................. 6-7
15. Award of Contract ..................................................................... 7
16. Bid Proposal Form ..................................................................... 8
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CITY OF EAST GRAND RAPIDS 2026-2028 TREE PLANTING PROGRAM
GENERAL CONDITIONS
1. INSURANCE REQUIREMENTS
For the purposes of this Agreement, Contractor shall carry the following types of
insurance in at least the limits specified below:
The following requirements are applicable to all contracts entered into by the City:
The Contractor shall continuously maintain, during the life of the contract,
insurance coverage of the type and amount specified below:
* General Liability: Comprehensive form, including premises/operations,
independent contractors, and contractual liability insurance, and explosion and
collapse, underground (only if excavation or tunneling involved), and
products/completed operations hazards. Minimum Amounts: $1,000,000 per
occurrence bodily injury, $1,000,000 per occurrence property damage.
* Automobile: Michigan "no-fault" coverage, residual automobile liability,
comprehensive form, covering owned, hired and non-owned automobiles.
Minimum Amounts: "No-fault" coverage - statutory. Residual liability
$1,000,000 combined single limit.
* Worker's Compensation and Employer's Liability. Minimum Amounts:
Worker's Compensation - statutory. Employer's Liability: $100,000.
These coverages shall protect the Contractor, subcontractors, the City and its
employees, agents and representatives against claims arising out of the work
performed. Certificates evidencing the above coverage, with a 20-day cancellation
clause, shall be filed with City Services for the City before the described work
begins. New certificates must be supplied if the policy(ies) represented by a filed
certificate are canceled, reduced, not renewed, or in any way allowed to lapse.
In case of cancellation of any required insurance during the term of the contract,
the Contractor shall cease operations as of the date of termination and shall not
resume operations until new insurance is in force.
All of the insurance specified above is to be furnished unless the reference thereto
is deleted and the deletion initialed by the City Liaison or authorized designee.
The Owner's Protective Liability policy as specified shall be written to include the
City of East Grand Rapids, Michigan, as named insured.
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*Contractors who are "sole proprietor" shall submit a waiver of worker's
compensation benefits on an approved City of East Grand Rapids form.
2. SCOPE OF WORK
a. Work will consist of furnishing, planting, staking (as needed) and
guaranteeing shade trees in the parkway of streets located in the City of
East Grand Rapids, Michigan, at various locations.
3. LAYOUT OF WORK
a. The successful bidder will be furnished a list of locations where trees are
to be planted, showing the type and number of trees to be planted at each
location. Actual tree locations will be staked and labeled as to type of tree
by representative of the City of East Grand Rapids.
4. PLANT LIST SIZE
Thornless Cockspur Hawthorn 2" Caliper -Minimum height 12-14', balled
and burlapped
Skyline Honey Locust 2" Caliper -Minimum height 12-14', balled
and burlapped
Little-Leaf Linden 2" Caliper -Minimum height 12-14', balled
and burlapped
Tulip Tree 2" Caliper -Minimum height 12-14', balled
and burlapped
Japanese Lilac 2" Caliper -Minimum height 12-14', balled
and burlapped
Ginkgo 2" Caliper -Minimum height 12-14', balled
and burlapped
Red Horsechestnut 2" Caliper -Minimum height 12-14', balled
and burlapped
Zelkova 2" Caliper -Minimum height 12-14', balled
and burlapped
Swamp White Oak 2" Caliper -Minimum height 12-14', balled
and burlapped
Autumn Brilliance Juneberry 2" Caliper -Minimum height 12-14', balled
and burlapped
5. PLANT REQUIREMENTS
a. Plants shall have a habit of growth that is normal for the species and shall
be sound, healthy, vigorous, and free from insect pests, plant diseases, and
injuries. All plants shall be equal to or exceed the measurements specified
in the Plant List, which are minimum acceptable sizes. Balled and
burlapped is defined as (also known as 'B-and-B') tree comes with a
burlap-wrapped ball of soil around its roots with a minimum root ball of
22" for 2" caliper trees. Plants shall be measured before pruning with
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branches in normal position. Pruning shall be done at the time of planting.
Requirements for the measurement, branching, grading, and quantity of
the plants in the Plant List follow the code of standards for street trees
currently recommended by the American Association of Nurserymen, Inc.
in the American Standard for Nursery Stock. Plants shall be locally
nursery grown and not collected stock. Plants shall be freshly dug.
6. PROTECTION OF PLANTS DURING DELIVERY AND PLANTING
a. Plants shall be properly protected and handled prior to beginning work and
during transportation to site to ensure satisfactory condition at destination
point. Balling of plants shall not begin until after the plants have begun to
harden off. Plants will be dug and packed immediately before shipment.
The City of East Grand Rapids and its representatives will not accept any
trees with loosened and broken root balls. The City of East Grand Rapids
reserves the right to reject any plants which do not meet the above
specifications. The roots shall be carefully protected with wet straw, moss
or other materials so that the plants shall arrive with their roots in a moist
and healthy condition and shall be kept in this condition until ready to
plant. Trunks and branches of all trees shall be carefully protected from
injury of any kind during all operations of digging, loading, transporting
and planting.
7. PLANTING
a. Circular dish shaped planting pits with vertical sides shall be dug for all
plants. Diameter of pits shall be at least one foot greater than the spread of
the roots. The depth of the pits shall be large enough to accommodate the
roots of the plant when the plant is set to finished grade allowing for 4
inches of compacted planting soil in the bottom of the pit. Any twine or
wire from around the root ball or trunk shall be removed to allow the
roots to spread. The burlap from the top half of the root ball shall be
removed to prevent wicking of moisture from the soil. Any plastic
burlap shall be completely removed from the plant.
b. The entire backfilled soil will be saturated with water and more soil added
if needed to compensate for settling. Excavated soil from the planting pits
shall be disposed of by the contractor.
c. Planting soil used in planting the trees will be a rich, friable, loam topsoil
to which has been added 10 lbs. of 10-6-4 fertilizer per cubic yard of
topsoil.
d. All plants shall be planted in pits, centered, and set on 4 inches of
compacted planting soil to such a depth that the finish grade level at the
plant after settling will be the same as that at which the plant was grown.
All plants shall be planted plumb. Planting soil shall be placed and
compacted carefully to avoid injury to roots and to fill all voids. When the
hole is nearly filled, water as necessary and allow soaking away. Fill with
planting soil to finish grade and form a shallow saucer around each plant
by placing a ridge of planting soil around the edge of each pit.
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e. All plants shall be mulched with a 3-inch layer of wood chips soon after
planting. The mulch shall entirely cover the area of the planting pit
staying clear of the base of the tree trunk. Wood chips for mulching
must be supplied by the contractor and the bid price shall reflect this.
f. All trees shall be wrapped with a suitable tree wrapping paper to the
height of the first branch.
8. GUARANTEE
a. Trees shall be guaranteed for a maximum of two-years or for the duration
of two growing seasons after planting and shall be alive and in satisfactory
growth at the end of the guarantee period. Tree types planted incorrectly
are the contractor's responsibility to replace at no cost to the City of East
Grand Rapids. A tree that is dead or not in satisfactory growth shall be
removed from the site and replaced with identical tree at no cost to the
City of East Grand Rapids as soon as conditions permit. Guarantee shall
include all labor and materials as listed according to tree planting Bid
specifications. The City of East Grand Rapids will make no additional
payments for replacement of said guaranteed trees.
9. CLEAN-UP AND REPAIR OF DAMAGE
a. Contractor shall provide proper protection to lawn areas, and any damage
resulting from planting operations shall be repaired promptly.
b. Contractor shall remove from the planting sites excavated soil, and all
trash or debris resulting from planting operations.
10. CALENDAR LIMITS OF WORK
a. Work under this contract is to commence in November and will be
completed in early December each year.
11. INSPECTION
a. A representative of the City will perform inspection of the work in
progress and the City reserves the right to reject work not performed in
accordance with these specifications, or in a workman like manner.
12. ACCEPTANCE OF WORK
a. Work will be inspected upon completion and, when accepted, will be paid
for in a timely fashion in accordance with as bid unit prices.
13. FORM OF PROPOSAL
a. Proposals shall be submitted on the enclosed RFQ 6621 Response Form.
Proposals shall be submitted via electronically to Kent County Purchasing
on or before 2:00pm Thursday August 27, 2026. Late, faxed and
emailed responses will not be accepted. The City reserves the right to
reject any/all submitted bids for any reason.
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14. CHANGES IN QUANTITY
a. The City reserves the right to change quantities above or below quantities
stated for each individual species, with no effect on unit prices.
15. AWARD OF CONTRACT
a. The contract will be awarded to the firm offering the best proposal for
supplying materials and labor for performing the total work under these
specifications. The City reserves the right to reject any/all submitted bids
for any reason.
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