Tree Mitigation Work

City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85 Street
th
PO Box 97010
Redmond, WA 98073-9710
IFB 10895- 26
Invitation to Bid
Tree Mitigation Work
The City is soliciting bids from qualified firms to provide tree mitigation work to include the removal
of identified hazardous trees, snag creation, and mitigation work on trees within the parks and rights
of ways in the City of Redmond.
Posting Date: March 16th, 2026
Optional Pre-Bid Meeting: March 25th, 2026, at 9:00AM (PST) /Virtual
Proposals Due: April 3rd, 2026, 2:00PM (PST)
The City of Redmond, Washington (the "City") requests interested parties to submit bids for the above
referenced Invitation For Bid (IFB).
Background
The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its
strong technology business sector. The City encompasses an area of over 17 square miles and is located
less than 20 miles east of downtown Seattle. The City has three urban growth centers in Downtown,
Overlake, and Marymoor, which are expected to grow significantly in the next 25 years. Today, the City has
about 80,000 residents and 98,000 jobs and by 2050, it is expected to have 152,000 residents and 131,000
jobs. The City is interested in contracting with qualified firms to support tree mitigation work that was
identified in a 2024 Tree Risk Health Assessment project.
Scope of Work
Contractor will provide mitigation work on 27 trees, with work to include full removal, snag creation, and/or
mitigation work as well as the desired disposal method as identified in the Tree Risk Evaluation Spreadsheet
(Attachment A). The City also has created a tree location map website for reference.
Portions of this work will need to include a traffic control plan and require right of way permits. The
contractor is responsible for developing these plans and obtaining permits as outlined in this IBF. Tree
permits will be obtained by the City prior to the project.
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A certified arborist must be onsite during all work performed and in accordance with ANSI Z1331.
All work must be performed on city property and right of ways with no access to or from private property
without prior authorization. If access to private property is needed, the City will do initial outreach to
property owners, trees designated with a "dh" in the Notify Column in Attachment A, that's a door hanger
and the City will do that before work commences. If there is any other note regarding calling property
owner or notifying owner - that is something the vendor is going to want to do.
The bid submittal sheet (Attachment B) includes a cost column for each individual tree, note this work is
subject to prevailing wage requirements.
Contractor is required to follow all applicable OSHA safety standards for this type of work.
The City may choose to add additional trees requiring mitigation work to the awarded contractor,
depending on available budgetary funds and project timeline. Any additional work would be accomplished
via change order and will be incorporated into the existing purchase order/contract.
Subcontractors:
The City will not allow subcontracting for the actual tree mitigation; however, subcontractors may be used
regarding work such as traffic control.
Notice regarding site visits:
If your staff visits the site to prepare proposals/reports, please stay on public streets. Do not enter private
property. The City of Redmond will be responsible for making initial contact as needed for any access
needed to private property.
Licenses and permits:
City of Redmond will obtain, in advance, tree removal permits for each individual tree. The Contractor
will be responsible for all traffic plans and right of way permits needed as detailed below.
Right-of-Way Permit:
The Contractor will need to apply for a no-cost Right-of-Way Use permit from the City of Redmond, which
includes the review and approval of traffic control plans prepared by the Contractor. The Contractor should
assume that they will be able to work in the street between the hours of 9 AM and 3:30 PM on weekdays.
Depending on the street and the volume of traffic, the City may allow the Contractor to work outside of
these hours during the course of the project.
Any other permits, if necessary, are the responsibility of the Contractor. City shall assist in timely issuance of
permits, and permit fees will be waived by the City.
Traffic Plan Requirements:
Any Contractor having employees working on or near a street shall comply with City of Redmond and
Washington State regulations pertaining to safety equipment, warning signs, and traffic control. A City right-
of-way permit is required before work can proceed. General traffic control plans must be submitted before
a permit will be issued. Any work that requires a lane closure or work differing from the standard traffic
control plans will require a site-specific traffic control plan. This plan must be submitted and approved prior
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to proceeding with work. All employees involved with flagging or placing traffic-directing devices in the
roadway shall possess a valid Washington State Flagging Card. Employees working on or near a street must
wear an approved safety vest. Eye and hearing protection is required during the operation of all power
equipment. Employees performing any overhead maintenance must wear an approved safety helmet.
Failure to comply with proper safety procedures may result in contract cancellation.
The selected Contractor shall give 24 hours' notice to the City right-of-way division and Adnan Shabir at
425-556-2776, ashabir@redmond.gov in advance of planned work. Work shall not commence until this
notice has been received. This is for inspection purposes and for coordination with other construction
happening within the City.
The Contractor is responsible for requesting utility locates prior to installation of any foundations or other
subsurface items and is responsible for all costs associated with traffic plans.
Traffic Control
The selected Contractor is responsible for Traffic Control costs. These include, but are not limited to, all
costs for traffic control labor including installation and removal of all traffic control devices, flaggers, and
spotters; all equipment, materials, and purchases of signs, traffic control devices (cones, barrels,
barricades); and preparation and revision of temporary traffic control plans, and incidentals necessary to
complete work.
Contractors are required to submit a Traffic Control Plan prior to work, to Adnan Shabir for review and
approval. All traffic control plans must conform to the standards set forth by the MUTCD (Manual on
Uniform Traffic Control Devices) from the Federal Highway Administration. This manual is available online at
the following website: http://mutcd.fhwa.dot.gov/. Traffic Control must also abide by City Specifications,
which can be obtained from Adnan Shabir at 425-556-2776, ashabir@redmond.gov. Contractors are
required to submit a Traffic Control Plan prior to work, to Adnan Shabir for review and approval.
Federal and state regulations:
Contractor is responsible for following any applicable federal and state regulations.
Working site conditions:
Allowable working hours shall typically be 9am-3pm. Hours beyond this shall be coordinated with Adnan
Shabir at 425-556-2776, ashabir@redmond.gov.
Project Schedule
Work is to commence as soon as weather conditions permit, and all work shall be completed no later than
December 15, 2026.
Please provide a work schedule with your proposal to allow for adequate notification and staff scheduling
during the performance of this work. The work schedule is to include all proposed major milestones. Actual
work schedule shall be confirmed at the time of order placement.
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Pre-Bid Meeting
9:00AM (local time) on March 25, 2026. An optional pre-bid meeting will be held virtually on Teams.
Bidders may ask questions or receive clarification on any portion of this IFB by participating in this pre-bid
meeting with City staff. Please RSVP to Heidi Johnson hjohnson@redmond.gov by 4:00pm on March 24,
2026.
Pre-Bid Questions
Bidders may email questions to receive clarification on any portion of this IFB by contacting Heidi Johnson
hjohnson@redmond.gov. Questions may be sent and will be answered between opening bid date and end
of business day on March 30th, 2026. All Q&A will be posted for reference by all bidders.
Proposed Timeline
The following table outlines the anticipated schedule for this IFB process. The City reserves the right to
modify or reschedule milestones as necessary.
Item Date
IFB Announced March 16, 2026
Optional Pre-Bid Meeting March 25, 2026
Bids Due April 3, 2026
Contractor Selected Early April 2026
Main Task Order Timeframe April 2026- December 15, 2026
Proposal Due Date/Time
2:00PM (local time) on April 3, 2026. The City must receive proposals no later than said date and time.
Bid Submittal Procedures
City of Redmond now utilizes DocuSign for the electronic submittal of bids and proposals. This service is
free of charge for bidders and does not require that a bidder have a DocuSign account to complete the
signature process. Please refer to the instructions shared in the online posting for this IFB on
www.redmond.gov/bids for step-by-step instructions for submitting a proposal.
The City of Redmond must receive electronically submitted proposals no later than said date and time.
Responses received after such time will be returned unopened. By submitting a proposal, respondents
acknowledge their satisfaction as to the size, scope, and location of the work to be performed.
Bid Requirements & Format
All costs for developing responses to this IFB are the obligation of the bidder and are not chargeable to the
City. The bidder must bear all costs associated with the preparation of the bid and of any oral presentation
requested by the City. All responses will become property of the City and will not be returned. Bids must
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include all information requested and meet all specifications and requirements outlined in this IFB. Bids will
be evaluated based upon the information submitted.
A complete response will include the following:
1. Bidders must complete and return Attachment B, Bid Submittal Sheet.
a. Bids must include a list of references (including project name, contact name, and telephone
number/email address) of at least three (3) customer operations of similar scope and size,
current or completed within the last six (6) months. The City reserves the right to contact
references without prior notification.
b. Bids must be made in the official name of the firm or individual under which business is
conducted (showing official business address) and must be signed by a person duly
authorized to legally bind the person, partnership, company, or corporation submitting the
proposal.
c. Bids must acknowledge that the successful bidder understands and agrees to obtain a City of
Redmond business license as a requirement for performing these services. A Redmond
business license is required prior to performing any work, and Contractor must maintain the
business license in good standing throughout the term of its agreement with the City. A
Redmond business license application can be found at:
http://www.redmond.gov/BusinessLicense.
d. Bids must acknowledge the number of calendar days the bid shall be valid (the City's
minimum number of days is 60).
2. List of firm's recent tasks, projects, and current on-call commitments. Include Lead Contractors' contact
information for each listing. This information may be included as a separate submittal with your bid.
3. Bids must include a description and/or photos and/or video of the equipment that will be used. This
information may be included as a separate submittal with your bid.
4. Proposed work schedule to include all major milestones. This information may be included as a
separate submittal with your bid.
5. Identify firm's current personnel with their respective qualifications and relevant experiences (limit to
no more than one page per person). Team member qualifications and roles, particularly Lead
Contractor qualifications and certified arborists, are important. Please include Professional
Registration or Licensure in the State of Washington, where appropriate. This information may be
included as a separate submittal with your bid.
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The City of Redmond is an active member of the King County Directors Association (KCDA) and several
other joint purchasing entities and would be eligible to seek access to any and all price considerations,
terms and conditions outlined in master agreements formed by one of these agencies. If a proposal is
based on any of these pricing agreements/arrangements it shall be the responsibility of the bidder to
identify such. It is requested that the City be contacted prior to bid submission if beneficial pricing may be
achieved by the City via access to an existing contract with one of these agencies.
Selection and Award
The City intends to award this contract to the bidder who provides the lowest responsible, responsive bid
that, in the opinion of the City, meets all specification criteria. Upon selection of a Contractor, the City will
issue a purchase order to procure the identified labor and materials specified in the IFB Scope of Work.
During evaluation, the City may consider the following:
* References - history of errors and omissions via reference checks
* Ability to meet contract deadlines
* Responsiveness to solicitation requirements
* Compliance with statutes and rules relating to contracts or services
* Proposed equipment
* Strength and stability of the company
* Technical experience and strength and stability of proposed subcontractors
The City reserves the right to reject any or all bids and to waive any irregularities or information in the
evaluation process. The final decision is the sole decision of the City and respondents to this request have
no appeal rights or procedures guaranteed to them. The City reserves the right to conduct any necessary
interviews before final award. The City has the option not to award a contract at the end of this process.
Upon award, Contractor shall provide a list of key personnel assigned to supervise or work on the City's
contracted sites and identify staff name, job title, licenses/certificates, and years of experience. The City's
Project Administrator is to be notified in writing of any changes through the course of the project.
Terms and Conditions
The City reserves the right to amend terms of this IFB to circulate various addenda, or to withdraw the IFB at
any time, regardless of how much time and effort firms may have spent on their responses. Terms of the
agreement are outlined in this solicitation and include the following documents, which are incorporated
herein by this reference:
* IFB 10895-26
* Attachment A, Tree Risk Health Assessment Spreadsheet
* Attachment B, Bid Submittal Sheet
* Attachment C, City of Redmond Standard Terms and Conditions
* Attachment D, Payment and Performance Bonds
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Contracting notice:
Upon selection of Contractor, the City intends to enter into an agreement using a Purchase Order and its
Standard Terms and Conditions. Any forthcoming purchase order will be in accordance with City of
Redmond Standard Terms and Conditions (Attachment C) and the requirements of this solicitation. No
changes or deviations from the terms set forth in this document are permitted without the prior approval of
the City.
Performance Criteria
Contractor shall perform in accordance with the terms and conditions as stated herein and in accordance
with the highest standards and commercial practices. Charges of poor performance/service against the
Contractor shall be documented by the City and submitted to the Contractor for corrective action.
Continued poor performance shall be deemed a breach of City requirements and shall be the cause for
immediate termination of services.
Proposed Personnel
Contractor agrees to provide all professional staff necessary to perform the scope of work, including key
individuals named in Consultant's proposal. These key personnel shall remain assigned for the duration of
the contract, unless otherwise agreed to in writing by the City. In the event Contractor proposes to
substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and
experience as required to successfully perform such duties. The City shall have the sole right to determine
whether key personnel proposed as substitutes are qualified to work on the project. The City shall not
unreasonably withhold approval of staff changes.
Insurance
Before work may commence, the successful bidder will be required to provide a Certificate of Insurance and
endorsement showing the City of Redmond as Additional Insured of not less than the following amounts:
General Liability Limits:
Bodily injury each occurrence: $2,000,000
Property damage each occurrence: $2,000,000
Automobile Liability Limits:
Bodily injury each occurrence: $1,000,000
Property damage each occurrence: $1,000,000
Workers Compensation:
Statutory limits
Prior to performing any services, Contractor shall provide the City a standard ACORD Form 25 Certificate of
Insurance, naming the City as Additional Insured. Failure of the City to demand such certificate or failure of
the City to identify a deficiency in the insurance documentation shall not be construed as a waiver of
Contractor's obligation to maintain such insurance.
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Prevailing Wage and Retainage
Any labor performed under this IFB falls within the definition of public work under Revised Code of
Washington (RCW) 39.04, and wages must be paid prevailing wage rates. The rules and regulations of the
Department of Labor and Industries and the schedule of prevailing wage rates for the greater Redmond area
can be obtained from the State Department's website at https://lni.wa.gov/licensing-permits/public-works-
projects/prevailing-wage-rates/.
Subsequently, the City of Redmond will require the successful bidder and any subcontractors to complete the
following:
1) Before work may commence, provide proof of a valid Washington State License.
2) Before work may commence, file a "Statement of Intent to Pay Prevailing Wage" with the Department
of Labor and Industries. The Contractor must furnish the City with an approved copy, as required by
RCW 39.12. The City will withhold the sum of five percent (5%) of the amount of each progress
payment to the Contractor as retainage in accordance with RCW 60.28.
3) Upon satisfactory completion of work, file an "Affidavit of Wages Paid" with the Department of Labor
and Industries. Prior to the release of any retained funds, the Contractor must furnish the City with an
approved affidavit. Retainage may be released provided the City has received certificates of release
from the Department of Labor and Industries, the Department of Revenue, and the Employment
Security Department.
4) For contracts greater than $35,000, the City will file a Notice of Completion with the Department of
Revenue (DOR), Department of Labor & Industries (http://www.lni.wa.gov/), and Employment
Security Department (ESD) (RCW 60.28.051).
Bonding Requirements
Bid Bond:
* Not required.
Payment and Performance Bonds:
* Payment and performance bonds are required for 100% of the contract amount (Attachment D,
Payment and Performance Bonds), per RCW 39.08.
* For contracts up to $150,000, at the Contractor's request, the City may waive the payment and
performance bonds and instead retain 10% of the contract, per RCW 39.08, for 30 days after the
date of final acceptance, or until receipt of all necessary releases from the Department of Labor and
Industries, the Department of Revenue, and the Employment Security Department.
* For contracts over $150,000, payment and performance bonds may not be waived.
Invoicing and Payment
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Contractor may invoice the City no more frequently than once per month for work completed. Invoices shall
contain an itemized listing of all expenses. The City will make payment to Contractor within thirty (30) days
after receipt and approval of said invoices. Invoices shall be delivered to:
City of Redmond
Accounts Payable, M/S: 3SFN
P.O. Box 97010
Redmond, WA 98073-9710
accountspayable@redmond.gov
Public Disclosure Notice
All materials provided by the respondent are subject to State of Washington and applicable County (e.g.
King County) public disclosure laws, per RCW 42.56. Any information contained in the proposal that the
respondent desires to claim as confidential or proprietary must be clearly designated, including page with
particular content identified. The City assumes no obligation on behalf of the respondent to claim any
exemption that is not clearly identified by the respondent as being confidential or proprietary. The City will
try to respect all material identified by the respondent as being confidential or proprietary but requests
that respondent be highly selective of what they mark as such. The City will make a decision predicated
upon applicable laws and can choose to disclose information despite its being marked as confidential or
proprietary. Marking the entire proposal as confidential or proprietary, and therefore, exempt from
disclosure will NOT be accepted or honored, and may result in disclosure of the entire proposal or
disqualification of the proposal solely at the discretion of the City. Documents identified as confidential or
proprietary will not be treated as such if public disclosure laws take precedence, the information is publicly
available, the information is already in the City's possession, the information is obtained from third parties
without restrictions on disclosure, or the information was independently developed without reference to
the confidential information.
Non-Collusion
By submission of this proposal, respondent and each person signing on behalf of respondent certifies, and
in the case of joint proposal, each party thereto certifies as to its own organization, under penalty of perjury,
that to the best of his/her knowledge and belief: (1) The prices of this proposal have been arrived at
independently, without collusion, consultation, communication, or agreement with any other respondent or
competitor, for the purposes of restricting competition or as to any matter relating to price. (2) Unless
otherwise required by law, the prices quoted in this proposal have not been knowingly disclosed by
respondent and will not be disclosed by respondent directly or indirectly to any other respondent or
competitor before proposals are opened. (3) No attempt has been made or will be made by the respondent
to induce any other person, partnership or corporation to submit or not to submit a proposal on any portion
of the project work. If collusion is uncovered, the City maintains the right to reject all proposals from
implicated parties.
Governing Law and Venue
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In the event of litigation, the submittal documents, specifications, and related matters shall be governed by
and construed in accordance with the laws of the State of Washington. Venue shall be with the appropriate
state or federal court located in King County.
Bid Protest
Respondents have the right to protest certain decisions in contract solicitation, selection and award
processes made by the City. The City will consider protests alleging to issues related to: (1) A matter of bias,
discrimination, or conflict of interest, (2) Errors in computing score (3) Non-compliance with procedures
described in the solicitation or City policy.
All protests shall be in writing and clearly state that the respondent is submitting a formal protest. Protests
must be emailed to the FIB content contact listed below. Bid Protests will not be accepted later than two (2)
business days after respondents are notified of award details. The City's Technical Contact and IFB Content
Contact will review any protest and respond to protestor within ten (10) business days. The City may request
additional time if needed. Protestor and the other respondents will be notified in writing if protest results in
a change to award details and/or protest results in a new solicitation process. For Public Works bid protests,
the City of Redmond adheres to RCW 39.04.105.
Americans with Disabilities Act (ADA) Information
The City of Redmond in accordance with the Americans with Disabilities Act of 1990 and Section 504 of the
Rehabilitation Act of 1973 will make every reasonable effort to provide equal opportunity to submit
qualifications in response to this request. Visit http://redmond.gov/ADA for more information. This material
can be made available in an alternate format by contacting the Customer Service Center at
info@redmond.gov or 425-556-2900, option 7.
Title VI Statement
The City of Redmond in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C.
2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A,
Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of
Transportation issued pursuant to such Act, hereby notifies all respondents that it will affirmatively ensure
that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as
defined at 49 CFR Part 26 will be afforded full opportunity to submit qualifications in response to this
invitation and will not be discriminated against on the grounds of race, color, national origin or sex in
consideration for an award. Visit http://redmond.gov/TitleVI for more information.
Questions/Inquiries
Please direct any questions concerning this IFB or the City's requirements to the City agent(s) listed below.
No other City official or employee is empowered to speak for the City with respect to this request.
Information obtained from any other source shall not be binding and may disqualify your response.
IFB Content:
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