RFP - On-Call Supportive Urban Forest Tree Care Services (2026)

R F P
EQUEST OR ROPOSAL
O -C S U F
N ALL UPPORTIVE RBAN OREST
T C S
REE ARE ERVICES
S P D :
EALED ROPOSALS UE
9:30 A.M. (PREVAILING LOCAL TIME)
WEDNESDAY, APRIL 15, 2026
Jason McConachie
Jason McConachie
City Administrator
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 1 of 89

SECTION 1. PUBLIC NOTICE
The City of Overland ("the City") is requesting proposals from experienced and qualified service
providers ("Contractor") for the purpose of providing on-call supportive urban forest tree care
services throughout the City of Overland, Missouri in accordance with the specifications contained
within.
The City has established special and specific qualifications for the proposals to assure quality of
the provided service. The Contractor shall possess skill and experience to perform quality work as
solely determined by the City, which qualifies it to provide on-call supportive community tree care
services as detailed and specified.
Proposals will be accepted until 9:30 A.M. (PREVAILING LOCAL TIME) WEDNESDAY,
APRIL 15, 2026.
An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
For general information regarding the request for proposal please contact Mr. Jason McConachie,
City Administrator, via email at jmcconachie@overlandmo.org.
Please include the phrase "TREE CARE SERVICES" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will NOT be
answered.
Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the
vendor to see that his/her proposal is received prior to the due date. Proposals submitted via email
or proposals submitted after the submittal deadline will NOT be considered.
Four (4) copies of the proposal should be submitted in a sealed envelope clearly marked "TREE
CARE SERVICES" with the name of the firm and with the date and time of the bid opening.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 2 of 89

SECTION 2. INVITATION TO BID
The City of Overland ("the City") is requesting proposals from experienced and qualified service
providers ("Contractor") for the purpose of providing on-call supportive urban forest tree care
services throughout the City of Overland, Missouri in accordance with the specifications contained
within.
The City has established special and specific qualifications for the proposals to assure quality of
the provided service. The Contractor shall possess skill and experience to perform quality work as
solely determined by the City, which qualifies it to provide on-call supportive community tree care
services as detailed and specified.
Proposals will be accepted until 9:30 A.M. (PREVAILING LOCAL TIME) WEDNESDAY,
APRIL 15, 2026.
An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
For general information regarding the request for proposal please contact Mr. Jason McConachie,
City Administrator, via email at jmcconachie@overlandmo.org.
Please include the phrase "TREE CARE SERVICES" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will NOT be
answered.
Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the
vendor to see that his/her proposal is received prior to the due date. Proposals submitted via email
or proposals submitted after the submittal deadline will NOT be considered.
Four (4) copies of the proposal should be submitted in a sealed envelope clearly marked "TREE
CARE SERVICES" with the name of the firm and with the date and time of the bid opening.
The successful bidder shall comply with applicable State provisions concerning the payment of
prevailing wages on public works projects.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 3 of 89

The successful bidder shall require all on-site employees to complete a ten-hour Occupational
Safety and Health Administration (OSHA) construction safety program provided by the contractor
which includes a course in construction safety and health approved by OSHA, or a similar program
approved by MoDOLIR which is at least as stringent as an approved OSHA program, as required
under Subsection 292.675.2 RSMo. All employees are required to complete the program within
SIXTY (60) CONSECUTIVE CALENDAR DAYS of beginning work under this contract. The
successful bidder shall also require all subcontractors under the contractor to provide the ten-hour
training program required under Subsection 292.675.2 RSMo. to such subcontractors' on-site
employees.
Bid security in the amount of five (5%) percent of the Base Bid offered by the bidder as indicated
on the Bid Proposal form shall accompany the bid submittal. Bid security shall be in the form of
a bank draft or certified check drawn upon a responsible, solvent bank and payable to the City or
a satisfactory Bid Bond executed by the bidder and by a good and sufficient surety authorized to
do business in Missouri.
The City will affirmatively assure that in any contract entered into pursuant to this Notice to
Contractors, qualified minority business enterprises will be afforded full opportunity to submit
bids and will not be discriminated against on the grounds of race, color, religion, sex, age,
disability, familial status, national origin or political affiliation. If you are a person that requires
an accommodation or desires more information, please call 314-428-4321 or RELAY MISSOURI
1-800-735-2966 TDD not later than 5:00 P.M. on the last day proceeding the last day for accepting
bids. Offices are open between 8:00 A.M. and 5:00 P.M. Monday through Friday.
The City intends to award a contract for the Project based on the bid that, in the City's sole
discretion, best meets the interests and requirements of the City. The City reserves the right in the
City's sole discretion to reject any and all bids, to waive technicalities or deficiencies in any or all
bids, to negotiate with any or all bidders or others for more favorable terms or prices, and to award
a contract to other than the bidder submitting the lowest cost bid proposal, with or without
negotiation. The City reserves the right not to open a sole bid. Work shall continue uninterrupted
according to the Specifications.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 4 of 89

SECTION 3. INSTRUCTIONS TO BIDDERS
The City of Overland ("the City") is requesting proposals from experienced and qualified service
providers ("Contractor") for the purpose of providing on-call supportive urban forest tree care
services throughout the City of Overland, Missouri in accordance with the specifications contained
within.
The City has established special and specific qualifications for the proposals to assure quality of
the provided service. The Contractor shall possess skill and experience to perform quality work as
solely determined by the City, which qualifies it to provide on-call supportive community tree care
services as detailed and specified.
3.1 GENERAL
3.1.1 All work shall be completed in accordance with the specifications for the same,
relating to the performance of such service.
3.1.2 The Bid Documents are on file at Overland City Hall, 9119 Lackland Road,
Overland, MO 63114.
3.1.3 An electronic version of this RFP is available on the City's website:
https://www.overlandmo.org/bids.aspx
3.1.4 For general information regarding the request for proposal please contact Mr.
Jason McConachie, City Administrator, via email at
jmcconachie@overlandmo.org.
Please include the phrase "TREE CARE SERVICES" in the subject line of
the email.
Questions or requests for interpretation submitted via phone or voicemail will
NOT be answered.
3.1.5 Proposals will be accepted until 9:30 A.M. (PREVAILING LOCAL TIME)
WEDNESDAY, APRIL 15, 2026.
3.1.6 Bids may be delivered in person, by carrier, or by mail. It is the sole
responsibility of the vendor to see that his/her proposal is received prior to the
due date. Bids submitted via email or bids submitted after the submittal
deadline will NOT be considered.
3.1.7 Four (4) copies of the proposal should be submitted in a sealed envelope clearly
marked "TREE CARE SERVICES" with the name of the firm and with the
date and time of the bid opening.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 5 of 89

3.2 PROJECT DESCRIPTION
The City of Overland seeks to contract a qualified Contractor to provide consulting,
planting, chemical treatment, hazard trimming and removal services, as needed throughout
the City.
The Purpose of this Request for Proposal is to establish an on-going contract with a
qualified Contractor or Contractors who can provide all necessary transportation,
supervision, labor, licenses, tools, equipment, services and expertise to perform hazard tree
trimming, removal, and urban forest care.
3.3 OBTAINING BID DOCUMENTS
The RFP shall also include any Exhibits or Attachments, any Addenda issued prior to
receipt of bid proposals, all modifications, and all documents included in the project
manual for the Project, as such may be on file in the office of the City Clerk.
An electronic version of this RFP is available on the City's website;
https://www.overlandmo.org/bids.aspx
3.4 BID PROPOSALS
3.4.1 Sealed bid proposals will be received in accordance with the Invitation to Bid.
3.4.2 Bids shall be submitted on the accompanying Bid Proposal Form. The Bid
Proposal form includes the affidavits required of bidders under Section 285.530
R.S.Mo. and shall be notarized where the bidder is required to submit such
affidavits.
3.4.3 Proposals will be accepted until 9:30 A.M. (PREVAILING LOCAL TIME),
WEDNESDAY, APRIL 15, 2026.
3.4.5 Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole
responsibility of the vendor to see that his/her proposal is received prior to the
due date. Proposals submitted via email or Proposals submitted after the
submittal deadline will NOT be considered.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 6 of 89

Four (4) copies of the proposal should be submitted in a sealed envelope clearly
marked "TREE CARE SERVICES" with the name of the firm and with the
date and time of the bid opening.
3.4.6 Bid Submittals shall be accompanied by the following:
A. Documentation showing the bidder's participation in a federal work
authorization program, pursuant to Section 285.230 R.S.Mo. and in
accordance with paragraph 2.11 of these Instructions to Bidders.
B. Proof of lawful presence of the Authorized Representative of the
Contractor, pursuant to Section 208.009 R.S.Mo. and in accordance with
paragraph 2.11 of these Instructions to Bidders
C. Bid security in the amount of five (5%) percent of the Base Bid (exclusive
of numbered Alternates) as indicated on the Bid Proposal form shall
accompany the bid submittal. Bid security shall be in the form of a bank
draft or certified check and drawn upon a responsible, solvent bank and
payable to the City or a satisfactory Bid Bond executed by the bidder and
by a good and sufficient surety authorized to do business in Missouri. A
Bid Bond shall be in substantially the form provided in the Bid Documents.
The bid security shall be refunded or returned to the bidder upon the faithful
performance of the conditions of the Bid Proposal to the satisfaction of the
City.
D. A Subcontractor Utilization Form identifying the Subcontractors and
Suppliers the bidder proposes to utilize in the performance of the Project, in
accordance with the General Conditions.
E. A satisfactory Affidavit of Non-Collusion in substantially the form
provided in the Bid Documents.
F. At least three (3) references regarding prior work for which the Contractor
provided similar scope of services in the past three years including contact
name and phone number for each client.
G. Anti-discrimination Certificate in the form provided in the Bid Documents,
if applicable, as more fully described on such form.
3.4.7 No bid shall be considered unless the offering bidder shall furnish evidence
satisfactory to the City that the bidder has the necessary facilities, ability, and
pecuniary resources to fulfill the conditions of the Contract Documents. The
low bidder or any other bidder may be required to submit financial statements.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 7 of 89

3.4.8 All bids shall be made for materials in the different classes furnished in the
Work complete, and no bid proposal will be made or considered on any part of
the Work not completed in place, nor on materials except in completed work,
unless specifically otherwise provided for in the Plans and Specifications.
3.4.9 Attention of the bidders is directed to the requirement that Work performed
under this contract shall begin within two (2) weeks (unless advised otherwise
by the City) of the date the contractor is notified by the City that Work is
to be performed and shall fully complete all Work by a date agreed upon
by both parties.
3.4.10 No bid shall be withdrawn after the opening of bids for a period of NINETY
(90) CONSECUTIVE CALENDAR DAYS after the closing time for
acceptance of bids. Any bidder may withdraw a bid personally or by written
request at any time prior to the closing time for the acceptance of bids.
3.4.11 Addenda may be issued during the bidding period. All Addenda shall become
a part of the Bid Documents and shall be binding on all Bidders. Bidders shall
include resultant costs in the Base Bid. The City will issue Addenda to all
known persons and organizations who have obtained copies of the Bid
Documents; however, it is the duty of a Bidder to ensure that such Bidder has
obtained all Addenda prior to submission of a bid.
3.4.12 Where the Bid Documents stipulate a particular product, substitutions will be
considered up to SEVEN (7) CONSECUTIVE CALENDAR DAYS before
receipt of bids. When a request to substitute a product is made, the City may
approve the substitution and if approved, will issue an Addendum to known
Bidders. The submission shall provide sufficient information to determine
acceptability of such products and shall provide complete information on
required revisions to other work to accommodate each proposed substitution.
Bidders shall not include a substitution in a Bid unless such substitution is
submitted and approved as provided in this paragraph.
3.5 ITEMIZED BIDS (IF APPLICABLE)
Each bid shall be itemized in component parts as set out on the Unit Price Extension Sheet
form to be submitted on or before the date and time for receiving bids. Each bid shall
specify unit prices for all items and shall make extensions based upon the quantities listed.
The sum of the products of the quantities listed in the Unit Price Extension Sheet form as
submitted, multiplied by the unit price bid shall constitute the gross sum Base Bid, which
shall be entered on the Bid Proposal form.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 8 of 89

3.6 APPROXIMATE QUANTITIES (IF APPLICABLE)
All quantities are approximate. Quantities provided in the Bid Documents are not
guaranteed by the City and are used solely for the purpose of comparing bids and may or
may not represent the actual quantities encountered on the Project. The City shall pay
according to the actual work in place, as provided in the Contract Documents.
3.7 BIDDER'S DUTIES
3.7.1 Bidders shall thoroughly examine the Plans and Technical Specifications for
the Project, and also the Project site, shall inform themselves fully of the
conditions relating to construction and labor under which the Work will be
performed and shall judge for themselves all the circumstances affecting the
cost and nature of the Work and the Project. By submitting a bid, each bidder
represents that the bidder has inspected the Project site and is thoroughly
familiar with the Bid Documents and all requirements for performance of the
Work and failure of the bidder to do so shall not relieve the successful bidder
of the obligation to furnish all labor, materials, and equipment necessary to
carry out the provisions of the Contract Documents and to complete the Project
in accordance with the Contract Documents for the consideration set forth in
the bid submitted.
3.7.2 In a case of doubt as to the true meaning of any part of the Plans and
Technical Specifications, or any other of the Bid Documents, any person who
has obtained a copy of the Bid Documents may submit to the City a written
request for an interpretation thereof no later than SEVEN (7) CONSECUTIVE
CALENDAR DAYS before the date set for receipt of bids. Questions or
requests for interpretation submitted via phone or voicemail will not be
answered. The person submitting the request shall be responsible for its prompt
delivery. Any such interpretation will be rendered only by written Addendum
duly issued and a copy of such addendum will be mailed or delivered to each
person listed by the City as having obtained a copy of the Bid Documents. The
City shall not be responsible for any other explanation or interpretation of the
Bid Documents.
3.7.3 Contractor agrees that if it believes any provision, requirement, certification, or
other obligation or waiver whatsoever contained within the Bid Documents,
including all certifications, affidavits, and the City-Contractor Agreement, is
unlawful, the Contractor must present the same in writing prior to execution of
the City-Contactor Agreement so that the City may determine whether the
contract process should be held in abeyance, seek judicial determination, or take
other appropriate action; provided that presentation to the City of a claim, shall
not obligate the City to take any specific course of action or require any delay
in the contracting process.
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 9 of 89

3.8 BIDDER DISQUALIFICATIONS
No contract will be awarded by the City to any person, firm or corporation: (i) who has
been delinquent or unfaithful in any former contract for construction with the City; (ii) who
has defaulted as surety or otherwise upon any contractual monetary obligation to the City;
(iii) who appears on the Missouri Secretary of State's list of violators of the Prevailing
Wage Law; (iv) who is not authorized to do business in the State of Missouri; or (v) who
is otherwise ineligible to be awarded a contract for the Project under applicable federal,
state, or local law.
3.9 RETURN OF BID SECURITY
The City shall return the bid security of all except the three apparent lowest and best bidders
for the Project within THIRTY (30) CONSECUTIVE CALENDAR DAYS after the
opening of bids. Bid security of the three apparent lowest and best Bidders shall be
returned within 48 hours after the City has accepted a Payment Bond (if applicable) and a
Performance and Maintenance Bond and has approved and executed a City Contractor
Agreement.
3.10 RIGHT TO REJECT BIDS
The City intends to award a contract based on the bid that, in the City's sole discretion,
best meets the interests and requirements of the City. The City reserves the right in the
City's sole discretion to reject any and all bids, to waive technicalities or deficiencies in
any or all bids, to negotiate with any or all bidders or others for more favorable terms or
prices, and to award a contract to other than the bidder submitting the lowest cost bid
proposal, with or without negotiation. The City reserves the right not to open a sole bid.
Bidders are solely responsible for their own expenses in preparing and submitting
Proposals, and for any meetings, negotiations, or discussions with the City or its
representatives and consultants relating to or arising from this RFP. The City and its
representatives, agents, consultants, and advisors will not be liable to any Bidder for any
claims, whether for costs, expenses, losses, or damages, or loss of anticipated profits, or
for any other matter whatsoever, incurred by the Bidder in preparing and submitting a
Proposal, or participating in negotiations for a Contract, or other activity related to or
arising out of this RFP.
3.11 STATUTORY PREFERENCES
In awarding this Contract, the City shall give preference to all firms, corporations, or
individuals doing business as Missouri firms, corporations, or individuals, or which
maintain Missouri offices or places of business, when the quality of performance promised
is equal or better and the price quoted is the same or less. Additionally, the City shall give
preference to disabled veteran businesses (as that term is defined in Section 34.076
R.S.Mo.) doing business as Missouri firms, corporations, or individuals, or which maintain
RFP - On-Call Supportive Urban Forest Tree Care Services
Bid Package: 2026-03 - Date Issued: March 18, 2026
Page 10 of 89