Tree Triming Matthews County

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Posted Date: Mar 24, 2020
Due Date: Mar 30, 2020
Solicitation No: QQ EVA001_QQ234776
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QQ-EVA001_QQ234776
  • Tree Triming Matthews County
  • Small Business Set-Aside Award Priority
  • Status: Open
  • Time Left:5 days, 12 hours
  • Closing: 3/30/20 10:00 AM
  • Issued: 3/24/20 8:19 AM
  • Last Amended:
  • Award Method:Grand Total
  • Award date:
  • Buyer:Karen Altman
  • karen.altman@VDOT.virginia.gov
  • 540-899-4289

  • Issued By:Virginia Department of Transportation
  • Type:QQ
  • Category:Non-Professional Services - Non-Technology
  • Bid Valid (Days):30
  • Service Area: Statewide
  • Comments: must meet attached specifications. Upload ENTIRE SOW and all attachments when submitting bid. Must have all licensing/certification as required by SOW.
  • Special Terms and Conditions: work shall begin on or before the need by date of April 6, 2020. attachment D1 is for calculation of pricing only you MUST enter your response for each line item in eVA.

Attachment Preview

Administrative Services/Procurement
Fredericksburg District
Tree Pruning, Small Tree and Brush
Removal QQ# 234776
I.
PURPOSE:
The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to perform (by
the route) tree pruning and small tree removal services, in accordance with the specifications herein, within the Fredericksburg
District along the right-of-way on secondary roads in Mathews County
PERIOD OF CONTRACT: from date of award and to be completed within 60 days from date of award.
This is a Set Aside Bid
II.
QUESTIONS REGARDING THIS QUICK QUOTE:
Any questions regarding this invitation for bid shall be directed to Karen Altman at Karen.Altman@vdot.virginia.gov.
III. GENERAL:
For the purpose of clarification, each firm receiving this Invitation for Bid (IFB) is referred to as a “Bidder” and the Bidder
awarded the contract to supply the services is referred to as a “Contractor”. Virginia Department of Transportation is referred to
as “Department” or as “VDOT”, the Contract Officer (Buyer) is the Department’s authorized representative, the “Contract
Administrator” (CA) is the individual who will be administering the contract and the “Contract Monitor” (CM) is the individual
who will be overseeing the performance of work activities. This IFB states the instructions for submitting bids, the procedure
and criteria by which a contract may be awarded, and the contractual terms which will exclusively govern the contract between
VDOT and the Contractor. This is a requirements contract and the quantities listed within the pricing schedule are based on
historical data and estimated for bidding purposes only. VDOT reserves the right to add or subtract quantities of trees to be
removed
IV. DEFINITIONS:
1. “Diameter Breast Height” (DBH) is the diameter of the trunk or trunks of a tree measured at 4.5 feet above mean
ground level at the base of the trunk or trunks. Instances where there is a dispute concerning a measurement due to
a tree’s excessive lean, location on a slope or having multiple leaders the method of measurement used shall be in
accordance with the most recent version of the International Society of Arboriculture’s (ISA) Guide for Plant
Appraisal.
2. Brush All woody vegetation less than two (2) inches in diameter to be measured at ground level.
3. Tree All woody vegetation equal to or greater than two (2) inches in diameter to be measured at ground level.
4. Small Tree- All woody vegetation equal to or greater than two (2) inches in diameter to be measured at ground level
up to 6 inches DBH
5. Vertical Clearance The minimum height of pruning cuts measured from the highest point of travel-
way/road or otherwise identified
6. Horizontal clearance- the minimum parameters established for brush and branch removal.
7. Tree pruning The selective removal oftree parts to meet specific goals and objectives (as defined per ANSI A-300).
8. Emergency work Immediate response required Not a component of this IFB.
V.
SPECIFICATIONS REQUIREMENTS:
The Contractor shall provide all supervision, labor, equipment, fuel, traffic control per the most recent version of the Virginia
Work Area Protection Manual (VWAPM) and any other incidentals necessary to meet the requirements of the performance
specifications stated within. The work shall consist of tree removal (per the requirements in this Quick Quote) and disposal of
all generated debris. The Contractor shall be capable of commencing work within 5 business days after the contract is awarded.
1
Administrative Services/Procurement
Fredericksburg District
Tree Pruning, Small Tree and Brush
Removal QQ# 234776
A. Scope Of Work:
The Contractor shall provide all supervision, labor, equipment, fuel, traffic control (in accordance with the most recent
version of the Virginia Work Area Protection Manual) and any other incidentals necessary to meet the requirements of the
performance specifications stated within. The work shall consist of tree pruning, brush removal, small tree removal, and the
removal and disposal of all generated debris per the requirements of the IFB. Attachment D-1 identifies the routes and work
limits where services shall be performed. The Contractor shall be capable of commencing work within ten (10) calendar days
of award of this IFB. The Contractor shall complete the work as identified and shall be responsible to mobilize the proper
resources to accomplish the work in the time allowed in the contract.
B.
Performance Based Specifications:
1.
All work shall be performed in accordance with the current edition of ANSI Z133.1Safety Requirements for
Arboricultural Operations, ANSI A300 Pruning Standard and Best Management Practices - Tree Pruning
(companion publication to the ANSI A300 Pruning Standard) and the Virginia Tree Policy and Safety Operation
Procedures 16VAC25- 73-10. The contractor shall follow all regulations, standards, and procedures in
accordance with the Administrative Regulation Manual part III, Occupational Safety and Health Standards,
16VAC25-60-120 and 16VAC25-60-130 of the Virginia department of Labor and Industry and the OHSA
Standards for General Industry Part 191.67(2)(viii).
2.
All work shall be performed within VDOT maintained right-of-way. No work shall be performed on the
adjacent private property without notification to the CA and obtaining the property owner’s written permission
prior to the work being done. Documentation of such permission shall consist of a VDOT Right of Entry Form
signed by the adjacent private property owners. In those instances, where the property owner (s) will not
authorize access to the private property, pruning must not extend beyond VDOT’S right-of-way. It is
understood that there may be instances where proper cuts may not be possible in order to remain on VDOT
property.
3.
Vertical clearance shall be achieved through removal of all overhanging tree branches to achieve a clearance
where vehicles normally have access. Measurements shall be made perpendicular from the centerline, shoulder,
edge of pavement and/or guardrail, as identified within Attachment D-1.
4.
Horizontal clearance shall be achieved through the removal of all brush, small trees, and branches along the
horizontal plane from the point of reference to the width/depth, as identified within Attachment D-1.
5.
Remaining canopy and overhanging limbs shall be inspected and all dead, diseased, broken and defective
branches (at any height) greater than four (4) inches in diameter (measured at the base of the branch) shall be
removed.
6.
All work identified within the Pricing Schedule, Attachment D-1, shall be Satisfactorily Completed by the
prescribed “Milestones/Completion Dates”. Failure to comply with any timeline completion may be cause for
default action and contract termination in accordance with Section X. General Terms and Conditions, P.
Default. There are no provisions for “make up days” as a result of inclement weather.
7.
All signs, except for Integrated Directional Signage Program (IDSP), shall be Line-of-Sight cleared, per
Attachment. See: http://www.vdot.virginia.gov/programs/sign-default.asp (See Attachment D-3)
C.
Equipment:
1.
The Contractor shall provide all necessary equipment and tools of the trade to perform Tree Removal services
to include trucks, bucket trucks, brush chippers, chain saws, pole saws, hand tools, etc.
2.
All equipment may be inspected by VDOT prior to being placed into operation.
a. The Contractor shall furnish the necessary means for transporting all required equipment, personnel,
materials and traffic control to all identified locations.
b. All over the road equipment shall be equipped with the following: a wind-resistant truck bed cover, if
necessary for hauling a loaded truck and one high intensity amber strobe light.
2
Administrative Services/Procurement
Fredericksburg District
Tree Pruning, Small Tree and Brush
Removal QQ# 234776
c.
The Contractor shall be required to provide all necessary traffic control equipment. All traffic control
shall conform to the latest edition of the Manual on Uniform Traffic Control Device Standards (MUTCD),
latest edition of Virginia Work Area Protection Manual (WAPM), and VDOT IIM-TE-386.1.
PORTABLE TEMPORARY RUMBLE STRIPS: This work may consist of employing Portable Temporary
Rumble Strips (PTRS) in support of work-zone flagging operations at locations or times designated herein, in
the WAPM, VDOT IIM-TE-386.1, or as directed by VDOT representative. IIM-TE-386.1 provides additional
requirements and guidance beyond what is shown in the Virginia Work Area Protection Manual (VWAPM) for
flagging operations on two-lane roadways.
The cost of Portable Temporary Rumble Strips shall be included in the unit bid price.
D. Personnel:
1.
Contractor’s Capacity To Perform: The Contractor shall be responsible for having sufficient and adequately
qualified personnel and equipment available throughout the contract period to perform the services.
2.
Contractor’s Personnel: The Contractor shall be responsible for the conduct of all Contractor’s and
Subcontractor’s personnel while at the work site. The Contractor’s and Subcontractor’s personnel shall at all
times communicate with the traveling public, landowners and citizens throughout the (insert area) in a courteous
and respectful manner. The Contractor’s personnel shall refer all public questions concerning work planned,
performed or promised to the Contract Administrator/Contract Monitor.
3.
Contact Person: The Contractor shall assign an individual as the Supervision Representative whose name and
cellular phone number shall be required prior to commencement of any work activities. The cellular telephone
shall be capable of operating throughout the area covered under this contract and be able to communicate
effectively with Contract Administrator/Monitor.
4.
Supervision: The Supervision Representative shall be responsible for assigning and coordinating work,
notifying the CA of crew locations on a daily basis, processing daily/weekly reports, (as necessary) and
addressing general contract performance issues and have the ability to meet with VDOT representatives on site
as needed. All costs incurred for the Contractor’s Supervision Representative to review future work
assignments with VDOT shall be the sole responsibility of the Contractor.
5.
Flagging Certification: The Contractor shall ensure that any member of the crew to be utilized as a “flagger”
shall be certified in the VDOT Flagging Certification Program or the American Traffic Safety Services
Association (ATSSA) Flagger Certification Program and maintain a valid certification throughout the contract
period. The VDOT or ATSSA flagging certification card must be in their possession at all times. Flagger’s
found not in possession of a Certification card or performing their duties improperly shall not be allowed to
perform work and the operation will be shut down. VDOT will inspect on a regular basis to ensure that flaggers
have their Certification cards. Additionally, any crewmember that is used as a flagger shall be able to
communicate to the traveling public in English while performing their job duty as a flagger at the flagger station
as required in Section 6E.01 of the Virginia Work Area Protection Manual.
6.
Communication: The Contractor’s Supervision Representative and at least one (1) crewmember on each crew
shall be capable of communicating (both verbally and in writing) and comprehending the English language.
Contractor’s Supervision Representative and the designated crewmember shall be capable of communicating
instructions to the other crewmembers. The English used by this person must be understood by VDOT
personnel.
7.
Appearance: Any person working under this contract shall be dressed appropriately at all times. Proper dress
shall include long pants (slacks) and shirts or blouses with sleeves.
E. Manner of Conducting Work at the Job Site:
1.
Delivery and Parking: There shall be no storage of vehicles, equipment or materials within VDOT
property/right-of-way without specific written permission from the CA.
3
Administrative Services/Procurement
Fredericksburg District
Tree Pruning, Small Tree and Brush
Removal QQ# 234776
2.
Work Hours Work Hours: All work shall be performed Monday through Friday, excluding observed Virginia
State holidays, during daylight hours and weather conditions permitting, unless otherwise approved by the CA.
(Daylight light hours are defined as one-half hour after sunrise to one-half hour before sunset). Days/Hours of
work may vary, per the CA or CM.
3.
State Holidays: No work shall be permitted on State holidays. If any of these holidays occur on Saturday, the
preceding Friday shall be considered the holiday and if they occur on Sunday, the following Monday shall be
considered the holiday. No work shall be performed on a primary route after noon on the Friday preceding an
official Monday holiday or before noon on the following Tuesday.
4.
Debris: All debris generated in the performance of this contract is the responsibility of the Contractor and shall
be removed from the right-of-way each day and properly disposed of by Contractor, unless otherwise allowed
by the CA/CM in writing. Removal and disposal costs shall be included in the bid prices. Debris shall be kept
off the traveled portions and shoulders of the roadway, as work progresses.
5.
Coordination and Notification of Work:
a.
Department Responsibilities:
1)
Work shall commence only upon the issuance of a Purchase Order (PO) from VDOT. One
PO will be issued for the work to be performed. All trees to be removed have been tag.
2)
The CA will notify the Contractor of all work to be performed (via fax or email) and the start
time and or commencement of operations will be determined as stated within or upon mutual
agreement.
3)
Upon completion of work by the Contractor, the Department will inspect and send
confirmation of validation (via fax or email) of completed work within five (5) business days
of notification from Contractor. In the event the Department determines work is unfinished,
or not in compliance with the stated Scope of Work, the Department will identify such work
to the Contractor (via fax or email), and the Contractor shall rework or complete as required.
b.
Contractor Responsibilities:
1)
The Contractor shall respond to the CA confirming receipt of a work request, within two (2)
business days of being contacted. The Contractor shall take the necessary action to remove
those identified trees within the time constraints as defined.
2)
The Contractor shall notify the CA via fax or email no later than the close of business each
day as to the proposed schedule to complete the identified work. The Contractor shall notify
the CA (or designee) each day (before 7:30AM, unless otherwise directed) of actual work
locations for VDOT “VA Traffic” notification. The Contractor shall coordinate with the CA
to identify progress and locations. The Contractor is required to provide the CA with a contact
name and phone number for coordination/notification.
3)
The Contractor shall notify the CA (via fax or email only) of all completed work each day,
or as otherwise directed. See a.3 above; The Contractor shall then resubmit notification when
work is completed, for VDOT validation as stated above.
4)
The Contractor shall not invoice VDOT for work that it has not received written validation
from VDOT that work is considered Satisfactorily Completed.
4
Administrative Services/Procurement
Fredericksburg District
Tree Pruning, Small Tree and Brush
Removal QQ# 234776
VI. METHOD FOR PAYMENT:
A.
Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of a valid
invoice and verification of Satisfactorily Completed services whichever is later. Invoices shall be submitted to the
address listed below for all items completed within the designated billing period. Invoices up to and including 10k
with be made via the Small Purchase Credit Card and those exceeding 10k will be processed via voucher method.
Virginia Department of Transportation
87 Deacon Road
Fredericksburg, VA 22405
ATTN: Fredericksburg District Roadside Management
B.
Work performed will be paid based on the Bid Price, which shall be full compensation per the attached Pricing
Schedule. No partial payments will be paid.
VII. INVOICING:
Invoices shall be submitted to the CA upon the completion of services, Invoices shall include the contract number; purchase
order number, size, quantity, location, unit prices, and extended prices based on the contract pricing schedule. No payment will
be made for work still underway, in progress.
VIII. SPECIAL TERMS AND CONDITIONS:
A. AWARD: The Commonwealth will make the award(s) on grand total basis to the lowest responsive and responsible
bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and
the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract
shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is
received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid
price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then
award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion
determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In
case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly
shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State
reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to
making an award.
B. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.
C. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting
contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract
period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after
the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice
shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the
effective date of cancellation.
D. CLAIMS: The Contractor shall be responsible for the resolution of any and all damage claims presented to VDOT as a
result of operations provided herein. Within 30 days of VDOT’s notification to the Contractor of a claim, Contractor shall
respond in writing to the claimant and copy VDOT. Failure to properly respond to and resolve claims in a timely manner
constitutes unsatisfactory performance and may result in cancellation of the contract and/or removal from the bidders list.
E. CONTRACTOR IDENTIFICATION CARDS: The Contractor, the Contractor's supervisors and employees shall carry
a valid government issued picture identification card on them at all times when working on VDOT right of way or VDOT
facilities and/or grounds.
F. CREW LANGUAGE & DRESS REQUIREMENTS: Each crew shall have a foreman or designated crew supervisor
capable of communicating (both verbally and in writing) and comprehending the English language. The foreman/supervisor
shall be capable of communicating instructions to members of the Contractor’s crew. VDOT shall be able to contact the
foreman/supervisor within 60 minutes.
5

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