Request for Proposals – Root Cutting

Request for Proposals–Root Cutting on the Little Traverse Wheelway and Northwestern State Trail

1.0       PURPOSE

Top of Michigan Trails Council (TOMTC) is requesting the submission of proposals from qualified contractors to provide root cutting on both sides of the Little Traverse Wheelway (approximately   23 miles in length) and the paved section the North Western State Trail (approximately 7.5 miles in length). TOMTC is working collaboratively with Charlevoix County, City of Petoskey, and Emmet County to fund and complete the project.


The project requires a vibratory cutting device to safely sever the roots of encroaching trees on both sides of the Little Traverse Wheelway and the North Western State Trail.  The total linear length of the trail is approximately 60 miles (both sides of 30 miles of asphalt trail).  The project will begin before June 27, 2017 or after August 25, 2017.


The contractor will:

  1. Coordinate and obtain necessary clearances from Miss Dig to locate and avoid utilities along the trail
  2. Use a vibratory plow set to a depth of 12 – 16 inches to sever roots along the trail
  3. Remediate the disturbed soil upon completion of the trenching


The selection process and schedule will be as follows:

4.1        Advertisement – An advertisement for the Request for Proposals (RFP) will be published in the Petoskey News Review, and posted on the following websites:

All questions regarding this project should be directed to Jeff Winegard or his designee in writing or by email. In order to maintain equal access to information, firm representatives are not to contact anyone other than the individual named above.

Jeff Winegard, Executive Director, TOMTC 1687 M-119, Petoskey, MI 49770. Phone: 231.348.8280  Email:

4.2       Inquiries/Questions – All inquiries/questions regarding this RFP must be directed to Jeff Winegard, by mail or email (see 4.1) and must reach the office by Thursday 12:00 PM on April 20, 2017.

4.3       Proposal Submittal – Written submittals must be received by TOMTC no later than Thursday 12:00 PM on April 27, 2017. Submittals received after this deadline will not be considered.   Proposal shall be submitted either by letter or email.

4.5       Contract Agreements – A contract agreement with the selected firm will be negotiated and executed at the time the project is started.


The selection of a firm will be based on the qualification information exhibited in both written and graphic form in the Contractor’s Submittal and reference checks. TOMTC may require interviews and reserves the right to interview or not interview firms as it determines to be necessary.


6.1        Non-Warranty of Request for Qualifications – Due care and diligence has been used in preparing this RFP. However, TOMTC shall not be responsible for any error or omission in this RFP, nor for the failure on the part of the Contractor to ensure that they have all information necessary to effect their submittals.

6.2       Request for Clarification – TOMTC reserves the right to request clarification of information submitted and to request additional information of one or more Contractors, either orally or in writing.

6.3       Acceptance/Rejection of Submittals – TOMTC reserves the right to accept or reject any or all submittals in whole or in part, with or without cause, to waive technicalities, or to accept submittals or portions thereof which, in TOMTC’s judgment, best serve the interest of TOMTC. TOMTC reserves the right to allow alterations, modifications, or revisions to individual elements of the Scope of Services any time during the period of contracts which result from this RFP.

6.4       Americans with Disabilities Act (ADA) Compliance – TOMTC will comply with the Americans with Disabilities Act (ADA) which prohibits discrimination on the basis of a disability. TOMTC will make reasonable accommodations in all programs to enable participation by an individual with a disability who meets essential eligibility requirements.  If any accommodations are necessary, participants are encouraged to notify TOMTC staff.

6.5      Minority/Women/Small Business Enterprise – TOMTC does not discriminate against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, disability, or veteran’s status.

6.6       Insurance and Indemnity Requirements – To the extent permitted by law the Contractor shall indemnify and save harmless TOMTC, its agents and employees and assigns, its board, employees and agents, County of Charlevoix, County of Emmet, and City of Petoskey s from and against all loss, cost damages, expense and liability caused by sickness and disease to any person; or damage or destruction to property, real or personal; arising from the negligent acts, errors, or omissions of the Contractor  in the performance of professional services provided to TOMTC.

The Contractor further agrees to purchase and maintain during the life of any contracts entered into with TOMTC the following insurance with an insurance company acceptable to TOMTC and authorized to do business in the State of Michigan:

Automobile:  Bodily injury and property damage liability covering all owned, non-owned, and hired automobiles for limits of not less than $1,000,000 each person/ $1,000,000 each occurrence.

Comprehensive General Liability: Bodily injury and property damage liability insurance as shall protect the Consultant from claim of bodily injury or property damage which arises from operations of this contract.  The amounts of such insurance shall not be less than $1,000,000 bodily injury and property damage liability each occurrence/aggregate.  This insurance shall include coverage for product/completed operations and contractual liability assumed under the indemnity provision of this contract.  TOMTC, its board, employees and agents, the County of Charlevoix, County of Emmet, and City of Petoskey shall be listed as an “Additional Insured”

Consultant’s Professional Liability: In a limit of not less than $1,000,000.

Workers’ Compensation and Occupational Disease Insurance:

Coverage A – Worker’s Compensation: Meeting the statutory requirements of the State of Michigan

Coverage B – Employer’s Liability: $100,000 each accident / $100,000 disease – each employee / $500,000 disease – policy limits.

Certificates of such insurance will be furnished to TOMTC and shall contain the provision that TOMTC be given thirty days written notice of any intent to amend or terminate by either the Consultant or the insuring company.