Private Property Tree Planting

Location:	Michigan
Posted:	Nov 13, 2025
Due:	Jan 6, 2026
Agency:	City of Ann Arbor
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services
Solicitation No:	RFP 25-59
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

RFP # 25-59

City of Ann Arbor

Office of Sustainability and Innovations

Due Date: January 6, 2026 by 2:00 p.m. (local time)

Issued By:

City of Ann Arbor

Procurement Unit

301 E. Huron Street

Ann Arbor, MI 48104

TABLE OF CONTENTS

SECTION I - GENERAL INFORMATION..........................................................................3

SECTION II - SCOPE OF SERVICES ........................................................................... 10

SECTION III - MINIMUM INFORMATION REQUIRED .................................................. 19

SECTION IV - ATTACHMENTS .................................................................................... 25

APPENDIX A: SAMPLE GENERAL SERVICES AGREEMENT

APPENDIX B: TREE PLANTING DETAIL

APPENDIX C: FEDERAL PROVISIONS ADDENDUM

SECTION I - GENERAL INFORMATION

A. OBJECTIVE

The City of Ann Arbor is seeking qualified vendor(s) to plant trees on private property.

All planting must be done following acceptable industry practices. Interested bidders

will also be expected to attend site visits with private property owners interested in

receiving trees, provide recommendations and estimates for plantings, and prioritize

planting needs across participating properties.

Contractor will have responsibility to:

a) Furnish, transport and plant tree(s).

b) Contact Miss Dig/local utility for verification of all underground utility lines in the

area of the work prior to the planting of any street trees.

c) Exercise reasonable care during excavation, tree delivery, planting, filling,

grading, and cleanup, to protect from damage all existing trees, shrubs,

vegetation, and other site features, improvements, structures, and utilities.

d) Work safely and adhere to all applicable standards and permit requirements.

e) Take all precautions to ensure the safety of the public.

f) Interact with the public in a professional and courteous manner.

g) Any work incidental to the above.

The selected vendor will be required to work directly with the City’s project manager

to manage workloads, workflow, and all other elements related to project

implementation. The City anticipates making a single award under this contract, not to

exceed $227,000. All awards shall be good through April 30, 2028. All pricing provided

by this RFP shall be firm through April 30, 2028.

B. QUESTIONS AND CLARIFICATIONS / DESIGNATED CITY CONTACTS

All questions regarding this RFP shall be submitted via e-mail. Questions will be

accepted and answered in accordance with the terms and conditions of this RFP.

All questions shall be submitted on or before December 9, 2025 at 10:00 a.m.,

and should be addressed as follows:

Scope of Work/Proposal Content questions shall be e-mailed to Sean Reynolds,

Senior Analyst in the Office of Sustainability and Innovations –

sreynolds@a2gov.org

RFP Process and Compliance questions shall be e-mailed to Colin Spencer, Buyer

- CSpencer@a2gov.org

Should any prospective offeror be in doubt as to the true meaning of any portion of

this RFP, or should the prospective offeror find any ambiguity, inconsistency, or

omission therein, the prospective offeror shall make a written request for an official

interpretation or correction by the due date for questions above.

All interpretations, corrections, or additions to this RFP will be made only as an official

addendum that will be posted to a2gov.org and MITN.info and it shall be the

prospective offeror’s responsibility to ensure they have received all addenda before

submitting a proposal. Any addendum issued by the City shall become part of the RFP

and must be incorporated in the proposal where applicable.

C. PRE-PROPOSAL MEETING

A pre-proposal meeting will be held:

WHEN: December 2, 2025 at 2:00p.m.

WHERE: Ann Arbor City Hall, Basement Conference Room, 301 E. Huron Street,

Ann Arbor, MI, 48105

The meeting is not mandatory; however, it is highly recommended that interested

offerors attend the meeting. The purpose of this meeting is to discuss the project with

prospective offerors and to answer any questions concerning RFP 25-59. Any

questions and answers furnished in the pre-proposal meeting will not be official until

verified in writing through an addendum.

D. PROPOSAL FORMAT

To be considered, each firm must submit a response to this RFP using the format

provided in Section III. No other distribution of proposals is to be made by the

prospective offeror. An official authorized to bind the offeror to its provisions must sign

the proposal. Each proposal must remain valid for at least ninety days from the due

date of this RFP.

Proposals should be prepared simply and economically providing a straightforward,

concise description of the offeror’s ability to meet the requirements of the RFP. No

erasures are permitted. Mistakes may be crossed out and corrected and must be

initialed in ink by the person signing the proposal.

E. SELECTION CRITERIA

Responses to this RFP will be evaluated using a point system as shown in Section III.

A selection committee comprised of staff from the City will complete the evaluation.

The fee proposals will not be reviewed at the initial evaluation. After initial evaluation,

the City will determine top proposals, and open only those fee proposals. The City will

then determine which, if any, firms will be interviewed. During the interviews, each

selected firm will be given the opportunity to discuss their proposal, qualifications, past

experience, and fee proposal in more detail. The City further reserves the right to

interview the key personnel assigned by the selected offeror to this project. If the City

chooses to interview any respondents, the interviews will be tentatively held the week

of January 19, 2026. Offeror must be available on these dates.

All proposals submitted may be subject to clarifications and further negotiation. All

agreements resulting from negotiations that differ from what is represented within the

RFP or in the proposal response shall be documented and included as part of the final

contract.

F. SEALED PROPOSAL SUBMISSION

All proposals are due and must be delivered to the City on or before January 6,

2026 at 2:00 p.m. (local time). Proposals submitted late or via oral, telephonic,

telegraphic, electronic mail or facsimile will not be considered or accepted.

Each respondent must submit in a sealed envelope:

• one (1) original proposal

• one (1) digital copy of the proposal preferably on a USB/flash drive

as one file in PDF format

Each respondent should submit in a single separate sealed envelope marked

Fee Proposal

• two (2) copies of the fee proposal

The fee proposal and all costs should be separate from the rest of the

proposal.

Proposals submitted should be clearly marked: “RFP No.25-59 – Private Property

Tree Planting” and the offeror’s name and address.

Proposals must be addressed and delivered to:

City of Ann Arbor

c/o Customer Service

301 East Huron Street

Ann Arbor, MI 48104

All proposals received on or before the due date will be publicly opened and recorded

on the due date. No immediate decisions will be rendered.

Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann

Street (north) vestibule/entrance of City Hall which is open to the public Monday

through Friday from 8am to 5pm (except holidays). The City will not be liable to any

prospective offeror for any unforeseen circumstances, delivery, or postal delays.

Postmarking on the due date will not substitute for receipt of the proposal. Offerors

are responsible for submission of their proposal. Additional time will not be granted

to a single prospective offeror. However, additional time may be granted to all

prospective offerors at the discretion of the City.

A proposal may be disqualified if the following required forms are not included

with the proposal:

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

due date & time	bid description	bid #	primary contact	status
January 6, 2026 2:00PM	Private Property Tree Planting	RFP 25-59	Sean Reynolds	Open

Private Property Tree Planting

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