IFB #155880 TREE REMOVAL - PRINCE WILLIAM COUNTY

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Mar 23, 2020
Due Date: Apr 6, 2020
Solicitation No: IFB 3560-5
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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IFB 3560-5
  • IFB #155880 TREE REMOVAL - PRINCE WILLIAM COUNTY
  • Status: Open
  • Time Left:13 days, 12 hours
  • Closing: 4/6/20 10:00 AM
  • Issued: 2/25/20 11:00 AM
  • Last Amended: 3/23/20
  • Buyer:Beth White
  • beth.white@vdot.virginia.gov
  • 804-729-6365

  • Issued By:Virginia Department of Transportation
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Prince William County
  • PreBid Conference: 3/13/20 10:00 AM Mandatory Pre-Bid Conference
  • Open Responses: 4/6/20
  • Description:Tree removal services within the county of Prince William.
  • Amendment/Cancellation Information:02/26 - removed Micro Business Set Aside requirement; 03/13 - pre-bid sign in sheet

Attachments
Attachment Size Description Posted On Type
155880IFB.pdf (671.94 KB) Solicitation 02/24/20 Solicitation
Attachments A through H.pdf (1.77 MB) Attachments 02/24/20 Solicitation
Pre-Bid Sign In Sheet.pdf (65.89 KB) Pre-bid sign in sheet 03/13/20 Solicitation
IFB155880 Notice to Bidders.pdf (34.83 KB) Notice to Bidders - Bid Opening Information 03/20/20 Solicitation
155880Add1.pdf (278.5 KB) Addendum 1 03/23/20 Solicitation

Attachment Preview

Administrative Services/Procurement
Tree Removal, Unplanned/On-Call
NOVA District- Prince William
IFB #155880
TABLE OF CONTENTS
I. Purpose
II. Questions Regarding This Invitation For Bid
III. General
IV. Definitions
V. Specifications/Contract Requirements
VI. Pre-Bid Conference
VII. Method for Payment
VIII. Invoicing
IX. Bidders Instructions
X. General Terms and Conditions
XI. Special Terms and Conditions
Attachments:
A. Small Business Subcontracting Plan
B. SWAM Compliance Report
C. State Corporation Commission Form
D. Normal and Emergency Telephone Numbers
E. Subcontractor Approval Form
F. Virginia Code Red Ozone
G. References
H. NOVA District Lane Closure Restrictions
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Administrative Services/ Procurement
Tree Removal, Unplanned/On-Call
NOVA District- Prince William
IFB #155880
Page 1
I.
PURPOSE:
The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to
perform unplanned/on-call tree removal services, in accordance with the specifications herein, within the NOVA
District within the county of Prince William.
PERIOD OF CONTRACT: One (1) year from date of award with four (4), one (1) year renewal options
II. QUESTIONS REGARDING THIS INVITATION FOR BID:
Any questions regarding this invitation for bid shall be submitted in writing to Ms. Beth White at
beth.white@vdot.virginia.gov. The issuing office shall determine whether any addendum should be issued as a result
of any questions or other matters raised. Provide questions by 5:00PM on March 13, 2020.
III. GENERAL:
For the purpose of clarification, each firm receiving this Invitation for Bid (IFB) is referred to as a “Bidder” and the
Bidder awarded the contract to supply the services is referred to as a “Contractor”. Virginia Department of
Transportation is referred to as “Department” or as “VDOT”, the Contract Officer (Buyer) is the Department’s
authorized representative, the “Contract Administrator” (CA) is the individual who will be administering the contract
and the “Contract Monitor” (CM) is the individual who will be overseeing the performance of work activities. (This
IFB states the instructions for submitting bids, the procedure and criteria by which a contract may be awarded, and
the contractual terms which will exclusively govern the contract between VDOT and the Contractor).
IV. DEFINITIONS:
A.
Diameter Breast Height (DBH) is the diameter of the trunk or trunks of a tree measured at 4.5 feet above
mean ground level at the base of the trunk or trunks. Instances where there is a dispute concerning a
measurement due to a tree’s excessive lean, location on a slope or having multiple leaders the method of
measurement used shall be in accordance with the most recent version of the International Society of
Arboriculture (ISA) Guide for Plant Appraisal.
B.
Tree – All woody vegetation greater than 6” DBH.
C.
Tree removal Total removal of the tree to include disposal of all debris generated during tree removal
operations. Stump shall not be more than three (3) inches in height and shall be cut following the contour of
the existing grade.
D.
Emergency work Immediate response required not a component of this IFB
E.
Unplanned Work identified after the award of this IFB.
F.
Satisfactorily Completed- All work has been completed by the Contractor in accordance with the
specifications herein. This includes inspection by VDOT, any rework as required by the Contract
Administrator or Contract Monitor and validation by VDOT.
Administrative Services/ Procurement
Tree Removal, Unplanned/On-Call
NOVA District- Prince William
IFB #155880
Page 2
V.
SPECIFICATIONS/CONTRACT REQUIREMENTS:
A. SCOPE OF WORK:
The Contractor shall provide all supervision, labor (to include a “climber” when necessary), equipment, fuel,
traffic control (per the most recent version of the Virginia Work Area Protection Manual and VDOT IIM-
TE-386.1) and any other incidentals necessary to meet the requirements of the performance specifications
stated within. The work shall consist of tree removal (per the requirements in this Invitation For Bid) and
removal and disposal of all generated debris. All stumps shall be cut flush to the ground, removed or
otherwise reduced to a level flush to the surrounding grade. The Contractor shall be capable of commencing
work within ten (10) calendar days after the contract start date. Services are complaint driven and will be
performed throughout Prince William County in NOVA District.
1.
Tree Removal: VDOT will identify all trees to be removed. Individual trees shall be paid as per the
following:
i Greater than 6 inches DBH and less than or equal to 12 inches DBH
ii Greater than 12 inches DBH and less than or equal to 18 inches DBH
iii Greater than 18 inches DBH and less than or equal to 24 inches DBH
iv Greater than 24 inches DBH and less than or equal to 30 inches DBH
v Greater than 30 inches DBH and less than or equal to 36 inches DBH
vi Greater than 36 inches DBH and less than or equal to 42 inches DBH
vii Greater than 42 inches DBH and less than or equal to 48 inches DBH
viii Greater than 48 inches DBH and less than or equal to 54 inches DBH
ix. Greater than 54 inches DBH
B. PERFORMANCE BASED SPECIFICATIONS:
1.
All work shall be performed in accordance with the current versions of the ANSI A300 Pruning
Standard, ANSI Z133.1 Safety Standard, and Best Management Practices - Tree Pruning
(companion publication to the ANSI A300 Pruning Standard), Virginia Tree Policy and Safety
Operation Procedures 16VAC25-73-10, 16VAC25-75-10 and the most current version of the Road
and Bridge Specifications. The contractor shall follow all regulations, standards, and procedures in
accordance with the Administrative Regulation Manual part III, Occupational Safety and Health
Standards 1910.266, 16VAC25-60-120 and 16VAC25-60-130 of the Virginia Department of Labor
and Industry and the OSHA Standards for General Industry Part 191.67(2)(viii).
2.
Work shall be performed within VDOT maintained right-of-way or VDOT Property. No work shall
be performed on the adjacent private property without notification to the CA or CM and VDOT
obtaining the property owner’s written permission prior to the work being done.
3.
A reasonable effort shall be made to avoid damaging neighboring trees during the removal of a
subject tree. Should a neighboring tree be damaged, it shall be repaired at no additional cost to
VDOT, in accordance with the current editions of ANSI A300–Pruning and ISA’s Best Management
PracticesTree Pruning.
4.
Each site identified for tree removal within a 30-calendar day removal period, beginning upon
notification by VDOT, and will be paid at the DBH bid price on the pricing schedule and shall
include stump grinding if required by VDOT. All work shall be satisfactorily completed within 30
days upon notification by VDOT. Failure to comply with any timeline completion may be cause
for default action and contract termination.
5.
Each site identified for tree removal within a 48-hour time period, beginning upon notification by
VDOT, will be paid at the DBH bid price on the pricing schedule. All work shall be satisfactorily
Administrative Services/ Procurement
Tree Removal, Unplanned/On-Call
NOVA District- Prince William
IFB #155880
Page 3
completed within 48 hours upon notification by VDOT. Failure to comply with any timeline
completion may be cause for default action and contract termination.
C. EQUIPMENT:
1.
The Contractor shall provide all necessary equipment and all other tools of the trade to perform Tree
Removal services to include but not limited to: trucks, bucket trucks, climbing gear, brush chippers,
chain saws, pole saws, hand tools, etc.
2.
All equipment may be inspected by VDOT prior to beginning of work.
3.
The Contractor shall furnish the necessary prescribed vehicles and the appropriate means for
transporting all required equipment, personnel, materials and traffic control to all identified
locations.
4.
All over the road equipment shall be equipped with the following: a wind-resistant truck bed cover,
if necessary for hauling a loaded truck and one high intensity amber strobe light.
5.
The Contractor shall be required to provide all necessary traffic control equipment (per the VA
Work Area Protection Manual) to include a Truck-Mounted Attenuator (TMA) and Advanced
Warning Message Board.
D. TRAFFIC CONTROL:
All traffic control shall conform to the latest edition of the Manual on Uniform Traffic Control Device
Standards (MUTCD), latest edition of Virginia Work Area Protection Manual (WAPM), and VDOT IIM-
TE-386.1. To include a Truck-Mounted Attenuator (TMA), Advanced Warning Message Board and Portable
Temporary Rumble Strips.
E. PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing Portable
Temporary Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times
designated herein, in the WAPM, VDOT IIM-TE-386.1 , or as directed by VDOT representative. IIM-TE-
386.1 provides additional requirements and guidance beyond what is shown in the Virginia Work Area
Protection Manual (VWAPM) for flagging operations on two-lane roadways.
Contractor shall only use Portable Temporary Rumble Strips (PTRS) that are listed on the most current
VIRGINIA DOT Pre-Approved Traffic Control Device Listing. The list may be accessed at:
https://www.virginiadot.org/business/trafficeng-productlists.asp.
Currently there is only one approved product.
Payment for Portable Temporary Rumble Strips (PTRS) shall be separate and in addition to the flagging
operations requiring the PTRS.
F. PERSONNEL:
1.
Contractor’s Capacity To Perform: The Contractor shall be responsible for having sufficient and
adequately qualified personnel and equipment available throughout the contract period to perform
the services. The Contractor shall ensure their capacity to perform work under this contract,
regardless of other contractual responsibilities to VDOT or elsewhere.
2.
Contractor’s Personnel: The Contractor shall be responsible for the conduct of all Contractor’s
and Subcontractor’s personnel while at the work site. The Contractor’s and Subcontractor’s
personnel shall at all times communicate with the traveling public, landowners and citizens
throughout Prince William County in a courteous and respectful manner. The Contractor’s
Administrative Services/ Procurement
Tree Removal, Unplanned/On-Call
NOVA District- Prince William
IFB #155880
Page 4
personnel shall refer all public questions concerning work planned, performed or promised to the
Contract Administrator/Contract Monitor (CA/CM).
3.
Contact Person: The Contractor shall assign an individual as the Supervision Representative whose
name and cellular phone number shall be required prior to commencement of any work activities.
The cellular telephone shall be capable of operating throughout the area covered under this contract
and be able to communicate effectively with Contract Administrator/Monitor.
4.
Supervision: The Supervision Representative shall be responsible for assigning and coordinating
work, notifying the CA or CM of crew locations on a daily basis, processing daily/weekly reports,
(as necessary) and addressing general contract performance issues and have the ability to meet with
VDOT representatives on site as needed. All costs incurred for the Contractor’s Supervision
Representative to review future work assignments with VDOT shall be the sole responsibility of the
Contractor.
5.
Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as
a “flagger” shall be certified in the VDOT Flagging Certification Program or the American Traffic
Safety Services Association (ATSSA) Flagger Certification Program and maintain a valid
certification throughout the contract period. The VDOT or ATSSA flagging certification card must
be in their possession at all times. Flagger’s found not in possession of a Certification card or
performing their duties improperly shall not be allowed to perform work and the operation will be
shut down. VDOT will inspect on a regular basis to ensure that flaggers have their Certification
cards. Additionally, any crewmember that is used as a flagger shall be able to communicate to the
traveling public in English while performing their job duty as a flagger at the flagger station as
required in Section 6E.01 of the Virginia Work Area Protection Manual.
6.
Communication: The Contractor’s Supervision Representative and at least one (1) crewmember
on each crew shall be capable of communicating (both verbally and in writing) and comprehending
the English language. Contractor’s Supervision Representative and the designated crewmember
shall be capable of communicating instructions to the other crewmembers. The English used by this
person must be understood by VDOT personnel.
7.
Appearance: Any person working under this contract shall be dressed appropriately at all times.
Proper dress shall include long pants (slacks) and shirts or blouses with sleeves.
G. MANNER OF CONDUCTING AT JOB SITE:
1.
Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT
property/right-of-way without specific written permission from the CA or CM.
2.
Work Hours: For 30-calendar day tree removals, all work shall be performed Monday through
Friday, excluding observed Virginia state holidays, during daylight hours and weather conditions
permitting, unless otherwise approved by the CA or CM. (Daylight hours are defined as one-half
hour after sunrise to one-half hour before sunset). For 48-hour tree removals, all work shall be
performed Monday through Sunday during daylight hours. Days/Hours of work may vary, per the
CA or CM.
3.
Cleanup/Debris: All debris generated in the performance of this contract is the responsibility of the
Contractor and shall be removed from the right-of-way each day and properly disposed of by
Contractor, unless otherwise allowed by the CA/CM in writing. Removal and disposal costs shall
be included in the bid prices. Debris shall be kept off the traveled portions and shoulders of the
roadway, as work progresses.
4.
Coordination and Notification of Work:

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