Tree Assessment Services

Introduction
Phoenixville Borough, Chester County, Pennsylvania, is located about 25 miles
northwest of Philadelphia. The Borough of Phoenixville (Borough) occupies about 3.8
sq. mi. and its current population is approximately 20,100. Further information about the
Borough's government can be found at http://www.phoenixville.org.
The Borough of Phoenixville's urban forest is composed of approximately 2,800
Regulated Trees growing along streets in the public right of way, and in public parks. The
sustainability of the urban forest and the benefits it provides depends on how it is
managed. The Borough Council has established a goal to maintain and enhance the
urban forest on public and private lands, and the tree assessment services will play a
critical role in helping the Borough meet this goal.
The Borough of Phoenixville invites qualified consultants to submit a proposal for tree
assessment services to coordinate with the Department of Public Works to review
existing data and maps and provide recommendations based on arboricultural best
management practices and the Borough's Tree Ordinance to maintain and enhance public
and private trees in the Borough.
The selected Certified Arborist shall be aware of and shall comply with the following
requirements:
1. Possess current ISA Certified Arborist Credential. ISA Utility Specialist
Credential and Municipal Specialist Credential is preferred.
2. Adherence to current ANSI A300 Tree Management Standards and
applicable ISA Best Management Practices.
3. Adherence to current ANSI Z133 Tree Care Safety Standards.
4. Familiarity with Geographic Information Systems (GIS). Ability to use
ArcGIS is preferred.
5. Adherence to Borough ordinances governing trees and tree maintenance
services.
This Request for Proposals ("RFP") contains all the information and documents
necessary to prepare and submit a responsive proposal. Proposers are cautioned to read
all the documentation provided and will be responsible for complying with all
requirements identified herein.
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Scope of Services
The selected Certified Arborist will be expected to perform the following as a part of the
scope of services rendered Tree Assessment for the Borough.
A. Comprehensive Inventory
1. The consultant will review the existing street and public tree inventory and
recommend any improvements or modifications that need to be made to the
current inventory.
B. Assessment and Recommendations of Public and Street Trees
1. Perform a detailed health and growth assessment for all public and street trees
within the Borough Tree program, including gathering and recording information
such as:
i. Diameter at breast height.
ii. Tree Height (pending feasibility and cost).
iii. Tree canopy coverage (pending feasibility and cost).
iv. Any relevant conditions regarding leaves, branch structure, trunk
integrity, and root system.
v. Recognize disease and insect problems and recommend treatments.
vi. Identify incompatible woody vegetation including but not limited to
utilities (electrical, gas, communications, water, sanitary, stormwater,
etc.), streets, sidewalks, curbs and signage.
2. Provide inspections and risk assessment reports on the health and safety of trees,
including recommendations for removal or maintenance and maintenance priority
(e.g. low, medium, high, urgent).
3. Provide a risk tree assessment (level 2 or above) of all the street trees throughout
the Borough and have a generated list for removals and maintenance. (Provided
by an ISA Certified Arborist with Tree Risk Assessment Qualification)
C. Analysis
1. Based on the results of the assessment:
i. Summarize all findings, including the identification of any factors that
are impacting the health of the Borough of Phoenixville Tree
Inventory.
ii. Generate a list of removals or maintenance based on maintenance
priority for the entirety of the public and street tree inventory.
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Terms
A. A Certified Arborist agrees to provide reviews and render decisions in a timely
manner so as not to delay the orderly and sequential progress of Borough services.
B. Professional services described in the Scope of Work will be billed on a time and
materials ("T&M") basis. Billable time will be calculated in minimum units of 15
minutes.
C. Daily task descriptions and activities will be detailed and included on all invoices.
D. All invoices are payable within 30 days of receipt.
E. Either party may cancel this engagement upon written notice.
Proposal Requirements
Proposal content and completeness are important. Clarity and conciseness are essential
and will be considered in evaluating the proposer's suitability for the Tree Assessment
Services. All Tree Assessment proposals submitted in response to this RFP will be
screened by Borough Staff.
The following organization of the proposal is requested:
A. Transmittal Letter
1. Each proposal should be accompanied by a letter of transmittal which
summarizes the key points of the proposal and which is signed by an
authorized officer or principal of the submitter.
2. The transmittal letter shall be signed by an official of the company authorized
to bind the consultant to a contract including the name, title, address, email,
and telephone number of the individual with authority to negotiate and bind the
company contractually.
B. Overview
1. This section will convey the consultant's understanding of the nature of the
work and the general approach to be taken in its performance.
2. This section will include, but not be limited to, a discussion of the purpose of
the project, the organization of the project effort, and a summary of the
proposed approach and the consultant's expected outcome of the project.
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C. Summary of Qualifications
1. This section will provide a description of previous projects which significantly
relate to and demonstrate the consultant's qualifications for the project. Please
provide references for at least three clients similar to Phoenixville for whom
the firm has previously performed similar work.
2. Include the names and qualifications of all professional level personnel to work
on the engagement, a resume of each person identified, a statement indicating
how long each person has been with the firm, and what tasks each person will
perform. Please identify the primary point of Contact for Borough Staff on this
engagement. To the greatest extent possible, once an individual has been
assigned to the Borough, that individual be the person to perform most, if not
all, of the services.
D. Conflicts of Interest
1. Describe any material financial relationships that you or your firm or any
employee has with any individual or organization that may create a conflict of
interest in representing the Borough.
2. Describe any family relationship that any employee of your firm has with any
public servant that may create a conflict of interest or the appearance of a
conflict of interest in representing the Borough.
3. Describe any other matter that your firm believes may create a conflict of
interest or the appearance of a conflict of interest in representing the Borough
and the manner in which such conflicts described in this paragraph will be
resolved.
E. Comprehensive Fee Proposal
1. Total fee for each task listed under the Scope of Services. Project will be
fee-based for each task completion.
2. Total estimated hours for each of the tasks.
3. Hourly rate for each team member who will be assigned to this project.
4. List of tools/software proposed to be used for data collection and
management.
5. Identify any tasks/services that present a major increase to the fee proposal
and may be considered unnecessary for achieving the overall project
objectives.
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Proposal Submission
A. Proposals, including any/all attachments, cover letter and tabs should not exceed
ten (10) pages in length on 8 12" x 11" paper, single spaced using a minimum font
size of 12 pt. Please do not provide marketing materials.
B. Proposals shall be scanned as a PDF file and submitted in electronic format via
email. Faxed proposals will not be accepted.
C. Proposal must be received by 11:00 am EST on June 2, 2026.
D. Proposals are to be submitted to:
Borough Manager
351 Bridge Street, Second Floor
Phoenixville, PA 19460
Attn: Tree Assessment Services - RFP
Manager@phoenixville.org
Subject line shall be: Tree Assessment Services - RFP
E. Any questions regarding the RFP must be addressed to the Borough Manager
prior to Close of Business on May 26, 2026 at the following
Manager@phoenixville.org.
F. The entire RFP and any Addendum will be included on the website at
https://phoenixville.org/Bids.aspx.
Disclosure
During the Request for Proposal consideration and selection process, all Proposals shall
remain confidential. The entire selection process (procurement) file for the successful
Bidder, if any, shall be opened to the public (which includes all Bidders) after an
agreement is approved by the Borough, except those items for which confidentiality has
been requested in writing by the Bidder, and providing that the Borough Solicitor has
reviewed and determined this to be properly confidential under the Commonwealth Open
Records Act and other relevant statutes and regulations.
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Insurance
A. Workers' Compensation Insurance
Each respondent shall submit with its bid a Certificate of Insurance issued by an
insurance company satisfactory to the Borough evidencing the existence of the
mandatory minimum coverages required by this section.
The successful respondent shall, during the term of the contract, maintain
Workers' Compensation Insurance in order to fully protect both its employees and
the Borough, as may be required by any and all state and federal laws, and
provide the Borough with an appropriate certificate evidencing the existence of
said insurance policy; provided, however, that employer liability coverage shall
not be less than $1,000,000 for each occurrence.
B. Liability Insurance
The successful respondent shall maintain, during the term of the contract, at its
own expense, the following minimum liability insurance coverage:
1. General Public Liability Insurance (non-automotive) for personal injury and
property damage in the amount of $1,000,000.00 for each occurrence and
$3,000,000.00 in the aggregate;
2. Automotive Liability Insurance for personal injury and property damage in the
amount of $1,000,000.00 for each occurrence and $3,000,000.00 in the
aggregate; and
3. Umbrella Excess Liability coverage policy in the amount of $5,000,000.00.
The aforesaid policies of insurance and others that may be necessary to comply
herewith shall be maintained in the amounts set forth above and shall, inter-alia,
name the Borough as an additional insured and be designed to protect the Borough
from all claims for damages of any kind or any nature whatsoever including, but
not limited to, wrongful death, which may arise from the obligation of the
successful respondent in the performance of its contract, whether such obligation
be controlled by the successful respondent itself, or by someone, either directly or
indirectly, employed by it, for the purpose of accomplishing some obligation
incumbent upon the successful respondent by the terms of the contract, and shall
provide at the insurer's expense all necessary legal aid, counsel and representation.
All insurance policies maintained hereunder shall be issued by an insurance carrier
licensed and authorized to conduct business in the Commonwealth of Pennsylvania
and shall be obtained and properly endorsed in favor of the Borough before
execution of the contract hereunder.
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Said policies shall remain in full force and effect until the expiration of the term of
the contract or the completion of all duties to be performed hereunder by the
successful respondent, whichever shall occur later. The successful respondent shall
deposit with the Borough Manager the original policies of insurance herein
referred to or true copies thereof prior to commencing work under the contract.
Each and every policy of insurance herein maintained and required pursuant to the
terms of the contract shall carry with it an endorsement to the effect that the
insurance carrier will convey to the Borough, by certified mail/return receipt
requested, written notice of any modifications, alterations or cancellations of any
such policy or policies or the terms thereof; and said written notice shall be
received by the Borough at least ten (10) days prior to the effective date of any
such modifications, alterations or cancellations. If such modifications, alterations
or cancellations shall cause the insurance coverage required hereunder to fail to
meet the minimum requirements set forth herein, the successful respondent shall
be deemed to be in default and the Borough may terminate the contract as of the
effective date of such change in insurance coverage, and the surety on the
performance bond may be held responsible by and to the Borough for resulting
losses. In the alternative, where the respondent allows the required insurance to be
cancelled, terminated or expired, the Borough may purchase replacement insurance
containing the same coverages as required herein and charge the cost of such
replacement insurance to the respondent and/or deduct the costs of the same from
the fees and costs owed by the Borough to the successful respondent. In no case
shall the modification and/or termination of the insurance policy of the Firm act to
reduce or waive the liability of the Firm, or eliminate the requirement for the Firm
to reimburse the Borough for any damages incurred due to any claim caused by the
Firm, in the event of a claim.
It shall be the responsibility of the successful respondent in obtaining the aforesaid
insurance coverage to obtain policies which shall protect the Borough from any
and all claims whatsoever of any nature, regardless of the derivation of said claim,
and regardless of whether the same are directed toward the recovery of damages
for personal injury, property damage or any other claims of damage which may be
incident to the same.
Certificates of Insurance reflecting the aforesaid insurance policies, conditions and
additional insureds shall be provided to the Borough on not less than an annual
basis.
This insurance coverage shall not waive the governmental immunity, if any
applies, of the Borough. Further, this insurance coverage shall extend to and
include all direct or indirect agents and employees of the successful respondent,
and shall include policies of automotive and liability insurance on all vehicles and
equipment utilized or in any way connected with the service to be rendered by the
successful respondent pursuant to the terms of the contract.
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Successful Bidder
Bidder acknowledges and understands that the Borough is a Pennsylvania local agency
for the purposes to the Pennsylvania Right-to-Know Law, 65 P.S. 67.101, et seq.
("RTKL"), and as a result thereof, the Successful Bidder may be subject to certain right
to know requests related to the Borough. Therefore, Successful Bidder shall cooperate
with the Borough in complying with the RTKL, and any other similar laws, in complying
with requests for public records made under such laws. The Successful Bidder's
cooperation shall include, but not necessarily be limited to, prompt communication with
the Borough regarding the existence of a record, the length of the record and other
information requested by the Borough and promptly providing access to or copies of the
record. If Successful Bidder fails to cooperate with the Borough in response to a request
for a public record, then the Successful Bidder shall indemnify the Borough for any and
all costs incurred, including attorneys' fees of the Borough, as well as any costs, including
any attorneys' fees of the requester, fines or other penalties imposed upon the Borough by
a court of competent jurisdiction relating to the Successful Bidder's failure to cooperate
with the Borough; and all Bidders signify their consent to the foregoing terms and
conditions by submitting a Proposal to this RFP.
The engagement of the Successful Bidder shall be subject to an agreement or letter
agreement satisfactory to the Borough Solicitor.
Respondent's Affidavit
Each respondent shall duly execute and deliver to the Borough, at the time of the
submission of its Proposal, the Respondent's Affidavit on the form attached hereto.
Affidavit of Non-Collusion
Each respondent shall be required to complete, sign and deliver to the Borough at the
time of the submission of its bid, an Affidavit of Non-Collusion in the form included
herewith and made a part of this Proposal.
Non-Discrimination Affidavit
Each respondent shall complete, sign and deliver to the Borough at the time of the
submission of his or her bid a Non-Discrimination Affidavit in the form included herein
and made a part of this RFP.
Other Considerations
The Proposals must be submitted by June 2, 2026. Late Proposals will not be accepted. It
is the Bidder's responsibility to see that the Proposal is received by the Borough at the
proper time. The Borough is not responsible for delayed deliveries due to connectivity or
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courier problems. The time the electronic copy of the Proposal is logged as received in
the Borough's email system shall determine the official time received.
This Request for Proposal does not commit the Borough to entering into a contract, to
paying any costs incurred in the preparation of any Proposal, or to procuring or
contracting services. The Borough reserves the right to cancel in whole or in part this
RFP, to reject any and all Proposals, and/or to accept the Proposal it considers most
favorable to the Borough's interests in its sole discretion. The Borough further reserves
the right to reject all Proposals and issue a new RFP at its sole discretion. In addition, the
Proposal and other materials provided to the Borough in relation to this RFP will become
the property of the Borough and may be subject to the Pennsylvania Right to Know Law.
The Borough further reserves the right, in the best interests of the Borough, to waive any
technical defects or irregularities in any and all Proposals submitted.
The Borough of Phoenixville reserves the right to negotiate with any qualified source or
to cancel, in part of or in its entirety, this Request for Proposal, if it is in the best interest
of the Borough to do so.
The Borough may require the selected consultant to participate in negotiations, and
submit such price, technical or other revisions of the proposal that may result from
negotiations.
Questions
Bidders are cautioned not to make any assumptions as to the implied meaning or intent of
any part of the RFP. Bidders should request clarification or additional information
concerning the RFP in writing as soon as possible, but in no event will such requests be
considered by the Borough if not submitted sufficiently in advance of the deadline for
issuance of an addendum as set forth in below. Notwithstanding the foregoing, the
Borough does not guarantee a response to requests for clarification or additional
information submitted by Bidders, and may respond in the Borough's sole discretion.
Further, the Borough may issue clarifications or additional information of its own accord.
Any corrections or clarifications made in any manner other than by a written addendum
posted on the Borough's website will not be binding on the Borough, and Bidders shall
not rely thereon.
All questions concerning this RFP must be submitted by email to the Borough Manager
manager@phoenixville.org by Close of Business on May 26, 2026.
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