RFP for Tree Planting - 9th St. W.

Request for Proposals March 2026
REQUEST FOR PROPOSALS (RFP)
TREE PLANTING - 9th St. W. (32nd Ave. W. to 52nd Ave W.)
Published: Monday, March 9th, 2026
GENERAL INFORMATION
The City of West Fargo, North Dakota (City) is requesting proposals from qualified firms
for tree planting services. The project will involve furnishing and planting of trees on 9th St
W. RFP packages will be accepted until noon Friday, March 27th, 2026.
The City reserves the right to cancel this RFP in writing or postpone the date and time for
submitting proposals at any time prior to the proposal due date. The City by this RFP
does not promise to accept the lowest cost or any other proposal and specifically
reserves the right to reject any or all proposals, to waive any formal proposal
requirements, to investigate the qualifications and experience of any Proposer, to reject
any provisions in any proposal, to modify RFP contents, to obtain new proposals, to
negotiate the requested services and contract terms with any Proposer, or to proceed
to do the work otherwise.
In order to be fair to all proposers, no oral interpretations will be given to any proposer,
as to the meaning of the specification documents or any part thereof. Every request for
such a consideration shall be made in writing. Based on such inquiry, the WFPW may
choose to issue an Addendum in accordance with local state laws.
The City hereby notifies all proposers that it will affirmatively insure that in regard to any
contract entered into, pursuant to this request, minority business enterprises will be
afforded full opportunity and are encouraged to submit proposals in response to this
invitation and will not be discriminated against on the grounds of race, color, sex, or
national origin in consideration for an award. The City reserves the right to accept or
reject any and all proposals that are in the best interest of the City.
Free digital RFP project documents will be available at
https://www.westfargond.gov/Bids.aspx or by contacting Chad Zander, West Fargo
Forester at (701) 515-5400 or Chad.Zander@westfargond.gov
Page 1

Request for Proposals March 2026
Hard copies should be shipped to ensure timely delivery to the contact as defined
below, electronic submissions are allowed.
Chad Zander, City of West Fargo Forester
810 12th Ave. NW
West Fargo, ND 58078
Office: (701) 515-5400
Fax: (701) 515-5419
Email: chad.zander@westfargond.gov
Proposals will be viewed at 9 a.m. Monday, March 30th, 2026, at West Fargo Public
Works (810 12th Ave. NW West Fargo, ND 58078).
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Request for Proposals March 2026
TREE PLANTING
1) Specification
The specification shall not be interpreted as restrictive but rather as a measure of
quality and performance against which all other materials will be compared. All
materials furnished and methods of installation will meet or exceed City of West
Fargo Tree Planting Specifications (attached).
2) Alternative Species
Contractor will be responsible for providing alternative species for any tree species
they are unable to procure. This will be listed on the Base Bid form.
3) Minimum Size
All species of trees are required to be a minimum 1.25" caliper size.
4) Warranty
All trees installed shall be maintained for two (2) years and all dead trees replaced
before final acceptance.
5) Mobilization
Mobilization item is for total mobilization to complete the project. Any recalls by the
City to complete additional work will result in an additional mobilization payment.
Any recalls by the City for correction work for defective product will not result in
additional mobilization. A single mobilization may be for multiple days of project
work.
6) Proposal requirements
Consultants wishing to be considered for this work must submit one (1) copy of their
Base Bid form (attached).
7) Consultant Selection Process
a) Evaluation will include, but not limited to the criteria below:
i) Price
ii) Ability to supply requested species of trees
b) After a review of the proposals and the interview process, the City will then rank
the candidates. The City will attempt to negotiate a satisfactory contract with
that respondent. If the City is unable to reach agreement with the first
respondent, the City will repeat the proposal/negotiation process with the
second rated respondent, and then third rated respondents, if necessary.
Page 3

Request for Proposals March 2026
Base Bid - Tree Planting Services
Unit Price
Unit of including
Description Measure Quantity installation Total Price
Prairie Stature Oak EA 20 $ $
Princeton Elm EA 20 $ $
Northern Acclaim
EA 20 $ $
Honeylocust
Common Hackberry EA 20 $ $
Prairie Horizon Alder EA 20 $ $
Boulevard Linden EA 20 $ $
Autumn Brilliance
EA 9 $ $
Serviceberry
Mobilization EA 1 $ $
BASE BID TOTAL $
Alternative Species:
Company __________________________________________________________
By: ______________________________________________________________
(Name)
____________________________________________________________________________________________
(Title)
Page 4

TREE PLANTING
PART 1 - GENERAL
1.1 SUMMARY
A. The scope of work includes all labor, materials, appliances, tools, equipment, facilities, transportation
and services necessary for, and incidental to performing all operations in connection with furnishing,
delivery, and installation of plants (also known as "trees") complete as shown on the drawings and as
specified herein.
B. The scope of work in this section includes, but is not limited to, the following:
1. Locate, purchase, deliver and install all specified plants.
2. Water all specified plants.
3. Mulch, fertilize, stake, and prune all specified plants.
4. Maintenance of all specified plants until the end of the warranty period.
5. Plant warranty shall be 2 years
6. Clean up and disposal of all excess and surplus material.
7. Maintenance of all specified plants during the warranty period.
1.2 CONTRACT DOCUMENTS
A. Shall consist of specifications and general conditions and the construction drawings. The intent of
these documents is to include all labor, materials, and services necessary for the proper execution of
the work. The documents are to be considered as one. Whatever is called for by any parts shall be as
binding as if called for in all parts.
1.3 VERIFICATION
A. All scaled dimensions on the drawings are approximate. Before proceeding with any work, the
Contractor shall carefully check and verify all dimensions and quantities, and shall immediately inform
the City of West Fargo of any discrepancies between the information on the drawings and the actual
conditions, refraining from doing any work in said areas until given approval to do so by the City of
West Fargo.
1.4 PERMITS AND REGULATIONS
A. The Contractor shall obtain and pay for all permits related to this section of the work unless previously
excluded under provision of the contract or general conditions. The Contractor shall comply with all
laws and ordinances bearing on the operation or conduct of the work as drawn and specified. If the
Contractor observes that a conflict exists between permit requirements and the work outlined in the
contract documents, the Contractor shall promptly notify the City of West Fargo in writing including a
description of any necessary changes and changes to the contract price resulting from changes in the
work.
B. Wherever references are made to standards or codes in accordance with which work is to be
performed or tested, the edition or revision of the standards and codes current on the effective date of

this contract shall apply, unless otherwise expressly set forth.
C. In case of conflict among any referenced standards or codes or between any referenced standards
and codes and the specifications, the more restrictive standard shall apply or the City of West Fargo
shall determine which shall govern.
1.5 PROTECTION OF WORK, PROPERTY AND PERSON
A. The Contractor shall adequately protect the work, adjacent property, and the public, and shall be
responsible for any damages or injury due to his/her actions.
1.6 CHANGES IN THE WORK
A. The City of West Fargo may order changes in the work, and the contract sum should be adjusted
accordingly. All such orders and adjustments plus claims by the Contractor for extra compensation
must be made and approved in writing before executing the work involved.
B. All changes in the work, notifications and contractor's request for information (RFI) shall conform to
the contract general condition requirements.
1.7 CORRECTION OF WORK
A. The Contractor, at their own cost, shall re-execute any work that fails to conform to the requirements
of the contract and shall remedy defects due to faulty materials or workmanship upon written notice
from the City of West Fargo, at the soonest as possible time that can be coordinated with other work
and seasonal weather demands.
1.8 DEFINITIONS
All terms in this specification shall be as defined in the "Glossary of Arboricultural Terms" or as modified
below.
A. Container plant: Plants that are grown in and/or are currently in a container.
B. Defective plant: Any plant that fails to meet the plant quality requirement of this specification.
C. End of Warranty Final Acceptance: The date when the City of West Fargo accepts that the plants and
work in this section meet all the requirements of the warranty.
D. Healthy: Plants that are growing in a condition that expresses leaf size, crown density, color; and with
annual growth rates typical of the species and cultivar's horticultural description, adjusted for the
planting site soil, drainage and weather conditions.
E. Maintenance: Actions that preserve the health of plants after installation and as defined in this
specification.
F. Maintenance period: The time period, as defined in this specification, which the Contractor is to
provide maintenance.
G. Normal: the prevailing protocol of industry standard(s).
H. City of West Fargo: The person appointed by the City to represent their interest in the review and
approval of the work and to serve as the contracting authority with the Contractor. The City of West
Fargo may appoint other persons to review and approve any aspects of the work.
I. Reasonable and reasonably: When used in this specification relative to plant quality, it is intended to
mean that the conditions cited will not affect the establishment or long term stability, health or growth
of the plant. This specification recognizes that it is not possible to produce plants free of all defects,
but that some accepted industry protocols and standards result in plants unacceptable to this project.
This specification recognizes that some decisions cannot be totally based on measured findings and
that professional judgment is required. In cases of differing opinion, the City of West Fargo's forester
shall determine when conditions are judged as reasonable.
J. Root ball: The mass of roots including any soil or substrate that is shipped with the tree within the root

ball package.
K. Root ball package. The material that surrounds the root ball during shipping. The root package may
include the material in which the plant was grown, or new packaging placed around the root ball for
shipping.
L. Root collar (root crown, root flare, trunk flare, flare): The region at the base of the trunk where the
majority of the structural roots join the plant stem, usually at or near ground level.
M. Spade harvested and transplanted: Field grown trees that are mechanically harvested and
immediately transplanted to the final growing site without being removed from the digging machine.
N. Stem: The trunk of the tree.
O. Substantial Completion Acceptance: The date at the end of the Planting installation where the City of
West Fargo accepts that all work in these sections is complete and the Warranty period has begun.
This date may be different than the date of substantial completion for the other sections of the project.
P. Stem girdling root: Any root more than 14 inch diameter currently touching the trunk, or with the
potential to touch the trunk, above the root collar approximately tangent to the trunk circumference or
circling the trunk. Roots shall be considered as Stem Girdling that have, or are likely to have in the
future, root to trunk bark contact.
Q. Structural root: One of the largest roots emerging from the root collar.
R. Tree: a woody perennial plant, typically having a single stem or trunk growing to a considerable
height and bearing lateral branches at some distance from the ground.
S. Topsoil: Topsoil is the upper, outermost layer of soil, usually the top 5-10 inches. Topsoil is
composed of mineral particles, organic matter, water and air. Topsoil shall be free of construction
materials such as bedding rock, concrete, or any other materials found in common practice to be
deleterious to proper growth of plantings.
1.9 SUBMITTALS
A. See contract general conditions for policy and procedure related to submittals.
B. Plant sources: Submit sources of all plants as required by Article - "Selection of Plants" to the City of
West Fargo for approval.
C. Close out submittals: Submit to the City of West Fargo for approval.
1. Plant maintenance data and requirements.
1.10 OBSERVATION OF THE WORK
A. The City of West Fargo may observe the work at any time. They may remove samples of materials for
conformity to specifications. Rejected materials shall be immediately removed from the site and
replaced at the Contractor's expense. The cost of testing materials not meeting specifications shall be
paid by the Contractor.
B. The City of West Fargo shall be informed of the progress of the work so the work may be observed at
the following key times in the construction process. The City of West Fargo shall be afforded sufficient
time to schedule visit to the site. Failure of the City of West Fargo to make field observations shall not
relieve the Contractor from meeting all the requirements of this specification.
1. SITE CONDITIONS PRIOR TO THE START OF PLANTING: review the soil and drainage
conditions.
2. COMPLETION OF THE PLANT LAYOUT STAKING: Review of the plant layout.
3. PLANT QUALITY: Review of plant quality at the time of delivery and prior to installation. Review
tree quality prior to unloading where possible, but in all cases prior to planting.

4. COMPLETION OF THE PLANTING: Review the completed planting.
1.11 PRE-CONSTRUCTION CONFERENCE
A. Schedule a pre-construction meeting with the City of West Fargo at least seven (7) days before
beginning work to review any questions the Contractor may have regarding the work, administrative
procedures during construction and project work schedule.
1.12 QUALITY ASSURANCE
A. Substantial Completion Acceptance - Acceptance of the work prior to the start of the warranty period:
1. Once the Contractor completes the installation of all items in this section, the City of West Fargo
will observe all work for Substantial Completion Acceptance.
2. Substantial Completion Acceptance by the City of West Fargo shall be for general conformance
to specified size, character and quality and not relieve the Contractor of responsibility for full
conformance to the contract documents, including correct species.
3. Any plants that are deemed defective as defined under the provisions below shall not be
accepted.
B. The City of West Fargo will provide the Contractor with written acknowledgment of the date of
Substantial Completion Acceptance and the beginning of the warranty period and plant maintenance
period.
C. Contractor's Quality Assurance Responsibilities: The Contractor is solely responsible for quality
control of the work.
D. Installer Qualifications: The installer shall be a firm having at least 3 years of successful experience of
a scope similar to that required for the work, including the handling and planting of large specimen
trees in urban areas. The same firm shall install plant material.
1. The bidders list for work under this section shall be approved by the City of West Fargo.
2. Installer Field Supervision: When any planting work is in progress, installer shall maintain, on site,
a full-time supervisor.
3. Installer's field supervisor shall have a minimum of three years' experience as a field supervisor
installing plants and trees of the quality and scale of the proposed project.
4. The installer's crew shall have a minimum of 3 years experienced in the installation of plantings,
planting plans and maintenance plans.
5. Submit references of past projects, employee training certifications that support that the
Contractors meets all of the above installer qualifications and applicable licensures.
1.13 PLANT WARRANTY
A. Plant Warranty:
1. The Contractor agrees to replace defective work and defective plants. The City of West Fargo
shall make the final determination if plants meet these specifications or that plants are defective.
Plants warranty shall begin on the date of Substantial Completion Acceptance and continue for
the following periods, classed by plant type:
a. Trees - 2 Year(s).
2. When the work is accepted in parts, the warranty periods shall extend from each of the partial
Substantial Completion Acceptances to the terminal date of the last warranty period. Thus, all
warranty periods for each class of plant warranty, shall terminate at one time.
3. All plants shall be warrantied to meet all the requirements for plant quality at installation in this
specification. Defective plants shall be defined as plants not meeting these requirements. The

City of West Fargo shall make the final determination that plants are defective.
4. Plants determined to be defective shall be removed immediately upon notification by the City of
West Fargo and replaced without cost to the Owner, as soon as weather conditions permit and
within the specified planting period.
5. Any work required by this specification or the City of West Fargo during the progress of the work,
to correct plant defects including the removal of roots or branches, or planting plants that have
been bare rooted during installation to observe for or correct root defects shall not be considered
as grounds to void any conditions of the warranty. In the event that the Contractor decides that
such remediation work may compromise the future health of the plant, the plant or plants in
question shall be rejected and replaced with plants that do not contain defects that require
remediation or correction.
6. The Contractor is exempt from replacing plants, after Substantial Completion Acceptance and
during the warranty period, that are removed by others, lost or damaged due to occupancy of
project, lost or damaged by a third party, vandalism, or any natural disaster.
7. Replacements shall closely match adjacent specimens of the same species. Replacements shall
be subject to all requirements stated in this specification. Make all necessary repairs due to plant
replacements. Such repairs shall be done at no extra cost to the City of West Fargo.
B. End of Warranty Final Acceptance - Acceptance of plants at the end of the warranty period.
1. At the end of the warranty period, the City of West Fargo shall observe all warranted work, upon
written request of the Contractor.
2. End of Warranty Final Acceptance will be given only when all the requirements of the work under
this specification and in specification sections Planting Soil and Irrigation have been met.
1.14 SELECTION AND OBSERVATION OF PLANTS
A. The City of West Fargo may review all plants subject to approval of size, health, quality, character,
etc. Review or approval of any plant during the process of selection, delivery, installation and
establishment period shall not prevent that plant from later rejection in the event that the plant quality
changes or previously existing defects become apparent that were not observed.
B. Plant Selection: The City of West Fargo reserves the right to reject plants that do not meet
specifications as set forth in this specification. If a particular defect or substandard element can be
corrected, the agreed upon remedy may be applied by the Contractor provided that the correction
allows the plant to meet the requirements set forth in this specification. Any work to correct plant
defects shall be at the contractor's expense.
1. The City of West Fargo may make invasive observation of the plant's root system in the area of
the root collar and the top of the root ball in general in order to determine that the plant meets the
quality requirements for depth of the root collar and presence of roots above the root collar. Such
observations will not harm the plant.
C. The Contractor shall bear all cost related to plant corrections.
D. All plants that are rejected shall be immediately removed from the site and acceptable replacement
plants provided at no cost to the Owner.
1.15 PLANT SUBSTITUTIONS FOR PLANTS NOT AVAILABLE
A. Submit all requests for substitutions of plant species, or size to the City of West Fargo, for approval,
prior to purchasing the proposed substitution. Requests shall also include sources of plants found that
may be of a smaller or larger size, or a different shape or habit than specified, or plants of the same
genus and species but different cultivar origin, or which may otherwise not meet the requirements of
the specifications, but which may be available for substitution.

1.16 SITE CONDITIONS
A. It is the responsibility of the Contractor to be aware of all surface and sub-surface conditions, and to
notify the City of West Fargo, in writing, of any circumstances that would negatively impact the health
of plantings. Do not proceed with work until unsatisfactory conditions have been corrected.
1. Should subsurface drainage or soil conditions be encountered which would be detrimental to
growth or survival of plant material, the Contractor shall notify the City of West Fargo in writing,
stating the conditions and submit a proposal covering cost of corrections. If the Contractor fails to
notify the City of West Fargo of such conditions, he/she shall remain responsible for plant
material under the warranty clause of the specifications.
B. It is the responsibility of the Contractor to be familiar with the local growing conditions, and if any
specified plants will be in conflict with these conditions. Report any potential conflicts, in writing, to the
City of West Fargo.
Actual planting shall be performed during those periods when weather and soil conditions are suitable
in accordance with locally accepted horticultural practices.
1. Do not install plants into saturated or frozen soils. Do not install plants during inclement weather,
such as rain or snow or during extremely hot, cold or windy conditions.
1.17 PLANTING AROUND UTILITIES
A. Contractor shall carefully examine the civil, record, and survey drawings to become familiar with the
existing underground conditions before digging.
B. Determine location of underground utilities and perform work in a manner that will avoid possible
damage. Hand excavate, as required.
C. Notification of ND OneCall, 811, is required for all planting areas: The Contractor is responsible for
knowing the location and avoiding utilities that are not covered by ND OneCall.
PART 2 - PRODUCTS
2.1 PLANTS: GENERAL
A. Standards and measurement: Provide plants of quantity, size, genus, species, and variety or cultivars
as shown and scheduled in contract documents.
1. All plants including the root ball dimensions or container size to trunk caliper ratio shall conform to
ANSI Z60.1 "American Standard for Nursery Stock" latest edition, unless modified by provisions
in this specification. When there is a conflict between this specification and ANSI Z60.1, this
specification section shall be considered correct.
2. Plants larger than specified may be used if acceptable to the City of West Fargo. Use of such
plants shall not increase the contract price. If larger plants are accepted the root ball size shall be
in accordance with ANSI Z-60.1. Larger plants may not be acceptable if the resulting root ball
cannot be fit into the required planting space.
3. If a range of size is given, no plant shall be less than the minimum size and not less than 50
percent of the plants shall be as large as the maximum size specified. The measurements
specified are the minimum and maximum size acceptable and are the measurements after
pruning, where pruning is required.
B. Proper Identification: All trees shall be true to name as ordered or shown on planting plans and shall
be labeled individually or in groups by genus, species, variety and cultivar.
C. Compliance: All trees shall comply with federal and state laws and regulations requiring observation