RFP 2025DD-20 - Relocation and Support Services of a Porter Live Oak

INTRODUCTION

Purpose

The City of Kyle seeks to engage a qualified contractor to provide comprehensive services for the relocation of the Porter Oak Tree located on N. Old Stagecoach Road. The selected contractor will be responsible for all aspects of the tree’s relocation, including pre-treatment, physical transportation, and post-move aftercare, ensuring the best possible chance for tree survival.

Background

The selected contractor will evaluate, prepare, and execute the safe transplanting of the Porter Oak Tree to a designated location within the City’s access and maintenance easement. The project includes but is not limited to pre-treatment measures, excavation, transport, and replanting to facilitate the tree’s adaptation to its new location.

General Submission Information

This RFP is posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.demandstar.com under proposal ID: RFP-2025DD-20-0-2025/DD

PROPOSAL SUBMISSION DEADLINE: Tuesday, April 8, 2025 PRIOR TO 3:00 p.m.

Proposals should be clearly marked Tree Relocation Services - RFP 2025DD-20 and submitted to:

Daniel Dellemonache
City of Kyle, Procurement Supervisor
City Hall, 100 West Center Street , Kyle TX 78640
(512) 779-3874

Proposals may also be submitted electronically at www.demandstar.com under proposal ID: RFP-2025DD-20-0-2025/DD

Any proposal received later than the specified time, whether delivered in-person or by mail will be disqualified. The City of Kyle will not be responsible for late delivery from the post office or delivery to any location other than the one specified above. Responders are encouraged to hand deliver their proposals well ahead of opening time or follow up to confirm their proposals were received before the deadline.  The City further reserves its right to reject all proposals for any reason or any proposal that does not contain all the information requested in this RFP.

Potential responders may also submit a written email request to ddellemonache [at] cityofkyle.com ( ddellemonache[at]cityofkyle[dot]com ) for additional information or clarification.  The deadline for questions is Wednesday, April 2 at 5:00 p.m.  Please reference the RFP name in the subject line and provide the applicable page number with each question.  Responses to questions will be posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.demandstar.com as an addendum prior to the submission deadline.

PRE-OFFER CONFERENCE

Friday, March 28 at 11:00 am on Microsoft Teams .

SCOPE OF WORK

This RFP will be awarding a contract for tree relocation and support services.

SUBMITTAL REQUIREMENTS & SCORING

The City will evaluate and rank the contractors based on the following selection criteria:

20 Points - Technical Approach

30 Points - Experience & Past Performance

20 Points - Price

20 Points - Post-Relocation Care Plan

10 Points - Risk Management & Contingency Planning

SELECTION PROCESS

City staff will recommend Contract award of the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published and notice will be sent to all Offerors of the Solicitation. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Kyle City Council.