Invitation for Bid - Tree Pruning and Removal Services

Agency: City of Vallejo
State: California
Type of Government: State & Local
Caegory:
  • S - Utilities and Training Services
Posted Date: Sep 11, 2018
Due Date: Sep 20, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Notice to Contractors Bid Opening Date:

Register as Planholder 9/20/2018
Invitation for Bid - Tree Pruning and Removal Services
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REQUEST FOR PROPOSALS
NOTICE TO INTERESTED CONSULTANTS
September 10, 2018
THE CITY OF VALLEJO INVITES REQUEST FOR PROPOSAL
(RFP)
For
Tree Pruning and Removal Services
Date
09/10/2018
09/20/2018
09/20/18-09/21/18
10/23/2018
Scheduled Item
Release of RFP
Due Date for Proposals to RFP 2:00 P.M.
City Review of Submitted Proposals
Possible City Council Action to Award
Page 1 of 34
REQUEST FOR PROPOSALS
City of Vallejo Tree Pruning and Removal Services
Notice is hereby given that sealed proposals will be received by the City of Vallejo for tree pruning
and removal services. The City of Vallejo is seeking contractors to perform routine pruning and
removal of those City trees with the most outstanding maintenance needs as determined by the City
Landscape Inspector in accordance with, current service requests and consultations with the
selected Contractor. The tree maintenance work to be performed is detailed in Technical
Specifications (Section 2). Examples of the work include, but are not limited to, grid pruning of street
trees fronting City owned properties, canopy reduction pruning of mature trees, work in areas with
limited vehicular access, as well as structural pruning of trees and grid pruning on neighborhood
streets in selected areas of the City to assist paving crews. The annual budget for this contract is
approximately $150,000, funding for services beyond June 30, 2019 will be included in future City
budgets, but is subject to City Council approval of annual appropriations.
The Contractor shall perform urban forest maintenance services in accordance with the statement
of work described herein and all applicable American National Standards Institute (ANSI) and
International Society of Arboriculture (ISA) standards at various sites. The work performed on this
contract includes some or all of the following: tree pruning, removal, stump grinding, root pruning,
tree grate modification, planting and watering of trees. The work is routine, recurring and usual.
The rates included in the Cost Proposal should be based on the California Department of Labor’s
prevailing wage determination for “Landscape Maintenance Laborer.” The resulting contract from
this RFP will be for a term of one (1) year with a possibility of two (2) additional one (1) year
extensions.
It shall be the responsibility of the Contractor to provide all equipment, labor, and materials as
necessary to perform the work described in this RFP in a safe, efficient and legal manner. This
shall include the use of proper knowledge, skills, materials and equipment to maintain the work
areas in a clean, safe, healthy, and acceptable manner during the entire term of this contract. The
Contractor shall furnish tree maintenance services by qualified tree care professionals, ISA
Certified Arborists and ISA Certified Tree Workers and or TCIA qualified crews to provide tree
pruning and removal services.
Contract personnel must be qualified and trained in the tree maintenance industry. This will
include the site staffing supervisor who shall be an ISA Certified Arborist and who is able to
communicate effectively with City staff and residents. At all times during the contracted tree
pruning and removal service activities, the firm shall have work crews with a minimum of one ISA
Certified Tree Worker on site, including a foreman who can effectively communicate with City staff
and residents, and receive and carry out instructions given by City staff and proper authorities.
1. Term
Unless earlier terminated as allowed for in the Draft Consultant and Professional Services
Agreement (Attachment 1), the term shall be for a period ending June 30, 2019. The term is
Page 2 of 34
intended to commence on or after July 1, 2018, after City Council approval of an agreement. The
term of the agreement may be extended for up to two (2) additional one (1) year terms with the
extensions to commence upon the expiration of the initial term or any extended term, unless the
City notifies Contractor in writing at least thirty (30) days before the end of the initial term or any
extended term of its intent to terminate the agreement at the conclusion of the initial term or any
extension.
The unit price of the Contract shall be adjusted each year using the California Consumer Price
Index, All Urban Consumers, as published by the US Department of Labor, Bureau of Labor
Statistics for the San FranciscoOaklandSan Jose Metropolitan Statistical Area.
2. Task Calendar
Routine tree pruning and removal work shall be substantially completed each year between
September 1 and February 1, so as not to conflict with bird nesting season or the Migratory Bird
Act. The remaining work term shall be primarily comprised of some or all of the following:
emergency work, stump grinding, root pruning, tree watering and/or tree grate modification.
Proposals shall be mailed or submitted in a sealed package clearly marked Tree Pruning and
Removal Services prior to 2:00 PM, September 20, 2018 and addressed as follows:
Terrance Davis
Public Works Director
City of Vallejo, Department of Public Works
555 Santa Clara Street
Vallejo, CA 94590
Documents including the Request for Proposals, addenda to RFP, insurance forms and sample
consultant contracts may be inspected and obtained at the office of the Public Works Director, 555
Santa Clara Street, Vallejo, California, or online at:
http://www.cityofvallejo.net/doing_business/bids___proposals
It shall be the proposer’s responsibility to check the City website to obtain any addenda that may be
issued.
If you have any questions regarding this RFP, please contact:
Sean Taylor
Landscape Inspector
City of Vallejo Public Works Department
sean.taylor@cityofvallejo.net
Office: 707-648-4209
Page 3 of 34
Table of Contents
Section 1 Introduction .................................................................................................................................... 5
Community Profile ......................................................................................................................................... 5
Background .................................................................................................................................................... 5
RFP Submittal Information ............................................................................................................................ 5
Section 2 Technical Specifications .................................................................................................................. 7
I. GENERAL REQUIREMENTS ..................................................................................................................... 7
Section 3 Submittal Requirements...............................................................................................................20
Cover Letter..................................................................................................................................................21
Firm Description...........................................................................................................................................21
Experience and Qualifications ..................................................................................................................... 21
Fee Schedule ................................................................................................................................................ 22
Consultant and Professional Services Agreement / Insurance .................................................................. 22
Section 4 Conditions of the RFP ................................................................................................................... 23
Section 5 Questions about the RFP .............................................................................................................. 24
Section 6 Evaluation and Award of Contract ............................................................................................... 25
Distribution and Outreach...........................................................................................................................25
Selection Team.............................................................................................................................................25
Selection Criteria..........................................................................................................................................25
Selection Procedure.....................................................................................................................................25
Disclaimers ................................................................................................................................................... 26
Section 7 Attachments..................................................................................................................................28
Page 4 of 34
Section 1 Introduction
Community Profile
The City of Vallejo is located in Solano County and serves an area of approximately 53.58 square
miles (29.94 square miles on land and 23.64 square miles of waterway) with a population of
approximately 120,000. The City’s infrastructure consists of pavement, storm drain system,
sanitary sewer system, water treatment and distribution system, parks, medians, building facilities,
street lights, sidewalks and traffic signals. The City’s fiscal year begins on July 1 and ends on June
30. The City was incorporated in 1867, and operates under the Council Manager form of
government.
Background
The City of Vallejo has identified a need to utilize an on-call contract for routine and emergency
tree removal services. For routine services, the selected consultant will be directed by the City
Landscape Inspector to perform approved tasks at various locations throughout the city each
month. For special large projects that require extensive work, separate RFPs will be issued and will
not be included under the aggregate cap.
The City of Vallejo is organized into numerous departments and divisions, such as the Public Works
Department, Water Department, Community Development Department, Building Division, and
Planning Division. City staff, in any of these departments or divisions, may require immediate
services and it is possible that more than one division could require services at the same time.
The Public Works Department consists of the Engineering and Maintenance Divisions that work
together and independently to provide a variety of maintenance, operations, and engineering
services to our residents. The Department is overseen by the Public Works Director, who provides
budgetary and management direction.
RFP Submittal Information
Please submit four (4) bound sets (one of which must be marked “Original”) of the qualifications.
The completed sealed proposals should be delivered via one of the many services available or
hand delivered by 2:00 p.m. on September 20, 2018 to:
Terrance Davis
Public Works Director
City of Vallejo Public Works Department
555 Santa Clara Street
Vallejo, CA 94590
It is the sole responsibility of the consultant (firm) to see that the submittal is received before the
stated deadline. Failure to provide the information requested herein prior to the time and date
specified above will preclude participation in the selection process.
Page 5 of 34

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