Request for Proposals - Heartwood School Landscaping Project

Overview: Ingham ISD, Heartwood School 625 Hagadorn, Mason, MI 48854, is seeking proposals from qualified landscape design and installation firms for the renovation of landscaping at a special needs school. The school requires the design and installation of updated, student-friendly landscaping that meets the needs of our diverse population while ensuring ease of maintenance, compliance with local regulations, and environmental sustainability.

The selected firm will be responsible for the comprehensive landscape design, selection of plant materials, and installation of all landscaping elements, including trees, shrubs, flowers, turf, and any other materials deemed necessary for the project. The design and materials must be selected with minimal maintenance requirements, ensuring they are student-friendly and compliant with all local and environmental regulations. The project must be completed by June 20, 2025.

Key Dates:

• RFP Distribution: February 25, 2025
• Walkthrough available – contact Steve @ (517) 244-1229 or E-Mail for appointment  
• Questions Deadline (must be via email to Purchasing): February 28, 2025, at 5:00 pm EST
• Answers due to vendors: March 4, 2025, at 5:00 pm EST
• Proposals Submission Deadline: March 10, 2025, at 5:00 pm EST
• Estimated Award Date: March 18, 2025
• Project Completion: No later than June 20, 2025

Submission Requirements:

• Proposals must be emailed to purchasing with Heartwood Landscaping Project in the subject line.
• Include: Attachment A – Proposal Certification and Vendor Information, Attachment B – Iran Affidavit, Attachment C – Familial Disclosure

Bid Specifications:

Safety:

• Use materials and plants that cannot be thrown or ingested.
• Ensure all elements are securely installed.

Design:

• Provide a detailed landscape design plan that includes the layout of all plant materials (trees, shrubs, flowers, turf, etc.) and hardscaping elements, as applicable.
• Ensure that the design prioritizes accessibility, safety, and environmental sustainability.
• Design for minimal maintenance requirements.
• Create an attractive and welcoming environment and incorporate elements that enhance the visual appeal of the center.
• Designs must be appropriate for special needs students, including considerations for sensory and interactive elements that are safe and enriching.
• No electrical or lighting components should be included in the design.
• The plan must be submitted for approval by the school district prior to commencement.

Plant Material Selection:

• Select plant materials (trees, shrubs, flowers, turf, etc.) that are durable, low-maintenance, and appropriate for Michigan’s climate.
• The selected materials must be non-toxic and pose no harm to students or staff.
• All plant materials must comply with local environmental regulations and sustainability standards.
• Preference will be given to native plant species to promote biodiversity and water conservation.

Installation:

• The selected firm must provide full installation of all materials specified in the design.
• Installation must be completed in a professional, timely, and safe manner.
• The firm must ensure that all plant materials are properly planted, watered, and cared for during the establishment period.
• The school district will coordinate access to the property for the installation team.

Maintenance Requirements:

• The landscape design must include a maintenance plan for the first year after installation to ensure proper growth and establishment.
• After the first year, the firm should provide a recommendation for ongoing maintenance that can be handled by the school’s custodial staff or with minimal external support.

Bid Pricing must include:

• Material Costs: Detailed breakdown of all aspects of the project
• Additional Costs: Include unit prices
• Installation Costs: Labor and expenses related to installation.
• Permits: Costs for any required permits.

General Terms:

• Ingham ISD seeks the best value and reserves the right to accept or reject any proposals.
• Proposals valid for 90 days post-submission.
• Vendor to coordinate with Ingham ISD for installation timeline.
• Vendor is responsible for all costs and must not include any taxes in quotes.

Insurance and Compliance:

• Required: General Liability ($1M per occurrence, $2M aggregate), Workers’ Compensation, Commercial Umbrella ($2M).
• The vendor is liable for damages and must maintain all necessary permits.

Contact Information: For questions, contact the Purchasing Department at purchasing by the deadline mentioned above.

Sincerely,
Sarah Ritter Ingham ISD

Request for Proposals
Addendum