NOTICE OF REQUEST FOR PROPOSALS. Scheduled Boulevard Tree Trimming Lump Sum Bid

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1 NOTICE OF REQUEST FOR PROPOSALS Scheduled Boulevard/Park and Trail Tree Trimming 2019 (PURCH FILE 18-11) (To be returned no later than 4:00 p.m. on December 14, 2018) The City of Coon Rapids will accept proposals at Coon Rapids City Hall, Robinson Drive, Coon Rapids, Minnesota, until 4:00 p.m. on Friday, December 14, 2018 for: Scheduled Boulevard Tree Trimming Lump Sum Bid Proposals shall be addressed to Purchasing Clerk with Tree Trimming marked on the outside of the envelope. Copies of the Request for Proposal will be furnished upon request to any prospective contractor or visit to download a copy. The City reserves the right to reject all proposals or any alternates and to hold proposals for thirty days; accept any proposal which, in the opinion of the City, serves the best interest of the City; and to waive any minor irregularities. Questions regarding this request for proposal can be directed to Heather Robinson at or Hrobinson@coonrapidsmn.gov. 1

2 TERMS AND CONDITIONS 1. Definition of Terms a. Bidder Any individual, firm, or corporation submitting a proposal for the work. b. Quote The bidder's written proposal for performing the work as set forth in the proposal form. c. Contract The agreement covering performance of the work required to complete the project. The contract shall include the instructions to the bidder, the proposal, general specifications, and special provisions, and any and all supplemental agreements which may reasonably be required to complete the work in an acceptable manner. d. Contractor The individual, firm, or corporation with whom the City contracts. e. Supervisor City Forester. f. Inspector An authorized representative of the City assigned to make any and all necessary inspections of the work performed and the materials furnished by the Contractor. g. Specifications The directions, provisions, and requirements herein contained, together with all written agreements (made or to be made) pertaining to the method and manner of performing the work. h. Subcontractor The individual, firm, or corporation undertaking to execute a part of the work under the terms of the Contract by virtue of an agreement between himself and the Contractor, subject to the approval of the City. I. Work The term "work" by the Contractor includes all labor, materials, use of equipment, and other incidentals necessary for completion of the project as specified. j. Written Notice Written notice shall be deemed to have been duly served if delivered (in person) to the individual or to a member of the firm or to an officer of the corporation for whom it is intended or if sent by registered mail to the business address last known to the party giving the notice. 2

3 2. Terms of Contract This agreement will be in effect from the time of award through May 1, Once approved, work will begin on January 1, 2019 and must be completed by April 15, Specifications The proposal and the specifications shall be considered as a whole and anything shown or called for in the one and omitted in the other is as binding as if called for or shown in both. Any work not herein specified, which may be fairly implied as included in the project, shall be done by the Contractor without extra pay. Special provisions are intended to modify and shall take precedence over the standard specifications. All work shall be completed in accordance with the specifications and in compliance with the laws of the State of Minnesota and the City of Coon Rapids ordinances insofar as applicable. 4. Examination of Specifications Before submitting a quote, all Contractors must carefully examine the proposal and specifications and judge for themselves the difficulties which may arise on the work site. Map of area to be trimmed is attached in this packet. After expiration of time set for opening of quotes, no bidder may, without consent of the City, withdraw his/her quote or claim extra compensation or damage for any error or omission (made by said bidder) in preparing his/her proposal. The price is to include furnishing of all materials, equipment, tools, and all other facilities and performing of all labor and services necessary for proper completion of the work. 5. Interpretations No oral interpretation as to the meaning of any of the contract documents or to modify any of the provisions of the contract documents shall be made to any bidder. Every request for an interpretation shall be made in writing and shall be addressed to the purchasing agent. The City will not be responsible for any other explanation or interpretation of the proposal and specifications. 6. Materials From commencement of the work until completion, the Contractor shall be solely responsible for the care of the work covered by this contract and for the materials delivered at the site and intended for use in the work. All injury or damage to the materials shall be made good at the expense of the Contractor. 7. Delays The Contractor specifically waives claims for damages for any hindrance or delay. Shutdowns, due to improper work, or otherwise due to the Contractor's operation are no cause for extension of time. 3

4 8. Failure to Complete Work on Time If the Contractor should neglect to properly pursue the work or fail to perform any provisions of the Contract, the City, after written notice to the Contractor, may without prejudice to any other remedy the City may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due the Contractor. All work must be completed by April 15, Deductions The City may withhold from payment to the Contractor such an amount as may be necessary to cover the following: a) Defective work not remedied. b) Claims for labor or materials furnished to the Contractor or subcontractor or reasonable evidence indicating probable filing of such claims. c) Failure of the Contractor to properly make payments to Subcontractors or for materials or labor furnished by others. d) A reasonable doubt that the contract can be completed for the balance then unpaid. e) Evidence of damage to private property. 10. Supervisor The project is to be completed under the direction of the City Forester or his/her representative. All material used and the method of performing the work shall, at all times, be subject to his/her review. He/she shall have authority to answer questions which arise as to quality and acceptability of materials furnished and work performed. 11. Contractor's Responsibilities The Contractor shall furnish all necessary machinery, tools, labor, and materials required and shall fully complete the work in accordance with the contract. The Contractor shall designate one person who shall have charge of the job and to whom the inspector shall give direction. At all times precautions shall be exercised for the protection of persons (including employees) and property. The safety provisions of applicable laws shall be observed. 12. Protection of the Work Where the work is carried on in, or adjacent to, any streets, alleys, or public places, the Contractor shall, at his/her own expense, furnish and erect such barricades, fences, lights, and 4

5 danger signals and shall provide flag persons or take other precautionary measures for the protection of persons and property and of the work as is necessary. When a detour is necessary because a street is blocked by the work, the City Engineer shall designate its route and the Contractor shall furnish and post "Detour" signs of a type and size as required by the City. 13. Protection and Restoration of Property The Contractor shall not enter upon private property without having previously obtained permission from the owner. The Contractor shall be responsible for the preservation of, and shall use every precaution to prevent damage to, all trees, shrubbery, plants, lawns, fences, culverts, bridges, pavements, driveways, sidewalks, water/sewer/gas lines, conduits, overhead pole lines or appurtenances thereof, and all public and private property along or adjacent to the work. Any adjacent shrubs, trees or other growths sustaining damage during the removal project shall be given remedial treatment, including clean-up. The Contractor shall notify the proper representative of any public utility, corporation, company, or individual not less than forty-eight (48) hours in advance of any work which might damage or interfere with the operation on their property and adjacent to the work. The Contractor shall be responsible for all damages to property resulting from any act, omission, neglect or misconduct in executing the work, or due to his/her non-execution of the work, or defective work or materials. The Contractor shall restore, or have restored at his/her own expense, such property to a condition similar or equal to that existing before such damage occurred by repairing, rebuilding, or otherwise restoring as may be directed in a manner acceptable to the owner and the City. In the event of failure on the part of the Contractor to restore such property or make good such damage or injury and nuisance or hazardous condition results, the City may give written notice and proceed to repair, rebuild or otherwise restore such property as may be determined necessary. The cost thereof will be deducted from any monies due to the Contractor under this contract. If not deducted, the Contractor will be obligated to forthwith reimburse the City for the cost. The City shall be indemnified and saved harmless from any suit or expense claim brought for or on account of any damage, maintenance, removal and/or replacement or relocation of mains, conduits, pipes, poles, wires, cables, or other such structures of private utility firms or corporations whether underground or overhead which may be caused by the Contractor during the time the work is in progress. 5

6 14. Privileges of Contractor in Streets, Alleys, and Right-of-Ways. For the performance of the contract, the Contractor will be permitted to occupy such portions of streets or alleys or other public places or right-of-ways as permitted by the City and with proper traffic warnings and controls. Where the work encroaches upon any right-of-way of any railway or state or county highways, the Contractor shall observe all of the regulations and instructions of the railway company and highway department as to methods of doing the work or precautions and safety of property and the public. All negotiations with the railway company and highway department shall be made by the Contractor at his/her own expense. 15. Noise Elimination The Contractor shall eliminate as much noise as possible at all times. The exhausts of all gasoline motors or other power equipment shall be provided with mufflers in accordance with current government regulations. 16. Completion of Contract and Inspection After completing the project work as detailed in the contract, the Contractor shall immediately submit to the City in writing a billing for the City's portion of the contract amount as a notice of completion of the project. The City Forester, or his/her representative, will make a final inspection of all work included in the contract as soon as practical after notification by the Contractor that such work is completed. If such work is not acceptable at the time of inspection, the Contractor will be notified in writing as to the particular defects to be remedied before such work can be accepted. If within a period of three (3) working days after such notification the Contractor has not taken steps to speedily complete the work as directed, the City may, without further notice and without in any way impairing the contract, make such arrangements as may be deemed necessary to have such work completed in a satisfactory manner. The cost of completing such work may be deducted from any monies due or which may become due the Contractor. After the project has been completed, the City Forester will provide certification so that payment can be made. No payments under this contract will be made until all terms of the contract have been fulfilled. 17. Assignment of Contract No portion of the contract shall be sublet, assigned, or otherwise disposed of except with the written consent of the City. Requests for permission to sublet, assign, or otherwise dispose of any portion of this contract shall be in writing. Written consent shall not be construed to relieve the Contractor of any responsibility for the fulfillment of this contract. All Subcontractors shall be regarded as agents of the Contractor and the latter shall be 6

7 responsible for all work and material furnished and any indebtedness by such agents. 18. Forfeiture of Contract If at any time the City Forester is of the opinion that work is unnecessarily delayed and will therefore not be finished within the prescribed time, he/she shall notify the Contractor in writing of his/her opinion. If the Contractor does not take such measures as, in the City Forester's judgment, will insure the satisfactory completion of the work, the City may then notify the Contractor to discontinue all work under the contract for this project. The Contractor shall immediately stop work at that time. The City may then relet this contract or employ such forces as is necessary to complete the work. The cost of all labor and materials necessary for the completion will be charged to the Contractor and the amount so charged shall be deducted out of monies that may be due the Contractor, or may become due the Contractor, including the Performance Bond. In the event such amount so paid by the City is less than the sum which would have been payable to the Contractor if the contract had been fulfilled by the Contractor, then said Contractor shall be entitled to receive the difference, and in event such amount is greater, then said Contractor shall pay to the City the amount of such excess that is due. If the Contractor shall assign the contract for this project without the above required written consent, or shall abandon the work, or shall neglect or refuse to comply with these specifications and the instructions of the City Forester relative thereto and with the ordinance of the City, the City shall have the right to annul and cancel the contract and to relet the work, or any part thereof, and such annulment shall not entitle the Contractor to any claim for damages, nor shall it affect the right of the City to recover damages which may arise from such failure. In the event the City assumes control of the work under this contract for any of the above reasons, the City shall have the right to seize all machinery, tools, and materials on hand belonging to the Contractor, and to use the same to complete the work at the Contractors expense. 19. Contractor's Insurance The contractor shall obtain and maintain in full force for the duration of the contract the insurance designated as follows: Worker's Compensation: Contractor shall provide a certificate of insurance showing evidence of worker s compensation coverage. Indemnification Provisions: Contractor shall defend and indemnify the City against claims brought or actions filed against the City or any of its officers, employees or agents for property damage, bodily injury or death to third persons, arising out of or relating to contractor s work under the contract. 7

8 Liability Insurance Requirements (Liability and Auto): Contractor shall maintain commercial general liability (CGL), and if necessary commercial umbrella insurance, with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, the general aggregate limit shall be not less than $2,000,000 and the aggregate limit shall apply on a per-project basis. The CGL insurance shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and contractually-assumed liability. The City shall be named as an additional insured under the CGL. Automobile Liability Insurance: Contractor shall maintain automobile liability insurance, and if necessary, umbrella liability insurance with a limit of not less than $1,000,000 each accident. If such insurance contains a general aggregate limit, the general aggregate limit shall not be less than $2,000,000. The insurance shall cover liability arising out of any auto, including owned, hired, and non-owned autos. A certificate of insurance acceptable to the City shall be filed with the City prior to the commencement of work. The certificate and the required insurance policies shall contain a provision that the coverage afforded under the contract will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the City. 20. Labor None but competent labor shall be employed for this project. Wherever mechanical work is required, it shall be performed by skilled labor. The supervisor or other person directing the work shall be competent and reliable. All workers will be required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. While on city premises or while conducting business-related activities off City premises, no worker may use, possess, distribute, sell, or be under the influence of alcohol or engage in the unlawful manufacture, distribution, dispensation, possession, or use of illegal drugs. 21. Discrimination No Contractor, subcontractor, material supplier, or vendor shall, by reason of race, creed, color, or sex, discriminate against persons who are citizens of The United States and who are qualified and available to perform work under this contract. 22. Gun Policy While any contractor performs services for the City of Coon Rapids, in consideration for the contract, the contractor, subcontractors, agents, employees, and assigns agree not to have a firearm in possession while at a work site, traveling in City equipment, or otherwise performing acts on behalf of the City. 8

9 SCHEDULED TREE TRIMMING SPECIFICATIONS 1. Tree Trimming and Removal Work Order: The Contractor will complete the City issued work order form to certify that this is a true and accurate account of work done to make the necessary repair. ANY FALSE INFORMATION, SUCH AS ADDING HOURS OR ADDING WORKERS TO A WORK CREW WITHOUT CITY AUTHORIZATION WILL BE GROUNDS TO TERMINATE THE CONTRACT. The City reserves the right to discontinue using the services of the Contractor at any time should the Contractor fail to perform in accordance with these specifications. The City also reserves the right to cancel this contract for any reason with a 30 day written notice. The Contractor will complete the City Work Order. The date work was completed must be noted on each work order. An accurate record of completion dates is considered an integral part of this contract. Work Orders that do not include this date will not be in compliance with the contract and may delay payment of invoice. Completed work orders must be invoiced within 20 days of completion of work. Unauthorized delays in billing or inadequate documentation may result in removal from the bidder s list for future contracts. 2. Payment of Services: Payment shall only be made for those items listed in quote schedules. All equipment costs, disposal fees, and travel time to and from the City shall be considered incidental and their cost shall be included in the unit prices quoted for items on the proposal form. 3. Travel Time: Travel time to and from the City, will not be paid. Meal (lunch) break time is not chargeable time under this contract. 4. It will be the responsibility of the Contractor to arrange for the moving of power lines whenever necessary. 5. Quotes will be made on a lump sum basis for a two-person crew with all equipment and disposal fees furnished by the Contractor. 6. All trimming debris is to be disposed of by the Contractor at any approved tree disposal site. Contractor is to assume all expense for debris hauling and fees. The designated location for disposal must be listed on the proposal sheet. 7. Pruning standards as recommended by the National Arborists Association are provided (Exhibit 1). The type of pruning required for this contract is between Class I (fine pruning) and Class II (medium pruning). 9

10 8. Contractor must have one aerial lift truck reaching at least 50 feet above ground level, a 12 chipper and truck, and clam truck, as well as chainsaws, pole saws, loppers, ropes, etc. 9. No topping, shearing, or heading back will be allowed without the City Forester s permission. 10. Trimming will include lifting of tree, 14 feet above street and 10 feet above sidewalks, and removal of parallel, crossing, dead, and broken branches. Also balancing and thinning out to allow sunlight and air flow through the crown of the tree. 11. The Contractor will leave the site in as clean a condition as before the trimming took place. 12. If a car, truck, trailer, or other vehicle is in an area where limbs may fall, the Contractor will ask the owner to move the vehicle. If the owner cannot be reached, the Contractor will move to the next tree on the list. A door hanger should be left asking the owner to move the vehicle the next day. 13. No pruning paint will be used on wounds unless specified by the City Forester. 14. When cutting limbs too large to hold with one hand or where stripping of bark may result, the standard 3-step under-cut/back-cut (jumpcut) method is to be used. 15. Damage to property owner s signs, mailboxes, light fixtures, or other property will be the responsibility of the Contractor and will be repaired to original condition or replaced by the Contractor. 16. Work cannot begin until a Certificate of Insurance is provided to the City. 17. The City Forester will meet with the crew before work commences to explain what is expected of the stump grinding. 18. The Contractor shall provide the City with a means of communicating with the Contractor within one hour of the City s attempt to contact, i.e. cellular phone, 24-hour answering service. The Contractor shall provide the City with a minimum of two emergency/after hours phone numbers. 19. Contractors who employ Certified Arborists through the International Society of Arboriculture are preferred. 20. Contractors submitting quotes for this contract must be in good standing with the City of Coon Rapids. (i.e. number of complaints by residents, reports of working in the City without proper licensing) 10

11 21. All vehicles assigned to work under this contract must be current on MN State license tabs and equipment requiring MN DOT inspections shall also be current. Improperly licensed vehicles will be grounds for canceling this contract. 22. It is the responsibility of the bidder to review the trimming area prior to bidding on this contract. See attached map. 23. Limbs from privately owned trees encroaching into the Right of Way will also be pruned to a height of 14 above the street and 10 above the sidewalk. It is the contractor s responsibility to notify the tree owner prior to trimming in this scenario. 24. After snow melt, it is the contractor s responsibility to come back and rake the area under the trimmed trees, if needed. Failure to do so may result in being removed from bidders list. 25. This year s contract includes approximately 1,536 boulevard trees. See attached map for locations. 26. Contractors who are accredited through the Tree Care Industry Association (TCIA) are preferred. 27. Contractors must have all required insurance documents prior to submitting bid. 11

12 PRUNING STANDARDS 1. All cuts shall be made sufficiently close to the trunk or parent limb (without cutting into the branch collar or leaving a protruding stub) so that closure can readily start under normal conditions. Clean cuts shall be made at all times. 2. In order to prevent splitting or peeling of bark, it may be necessary to pre-cut branches too heavy to handle. 3. Whenever necessary to prevent damage to tree or property, branches shall be lowered to the ground with proper roping technique or by the use of other equipment. 4. Treatment of cuts and wounds with tree wound dressing is not recommended. If wounds are painted, materials non-toxic to the cambium layer must be used and care taken to treat only the exposed wood with a thin coat of dressing. 5. Old injuries are to be inspected. Those not closing properly and where the callus growth is not already completely established should be bark traced where appropriate. 6. Equipment that will damage the bark and cambium layer should not be used on or in a tree. The use of climbing spurs (hooks, irons) is not approved for pruning operations on live trees. 7. All cut limbs shall be removed from the crown upon completion of the pruning. 8. Trees susceptible to serious infectious diseases should not be pruned at the time of year during which the pathogen causing the disease is most active. 9. All trimming operations shall be done at a Class II - medium pruning standard unless otherwise designated by the City Forester. 12

13 PRUNING CLASS DESCRIPTIONS CLASS I - FINE PRUNING Fine pruning shall consist of the removal of dead, dying, diseased, interfering, objectionable, obstructing, and weak branches, as well as selective thinning to lessen wind resistance. The removal of such described branches is to include those on the main trunks and inside the leaf area. An occasional branch, up to one-half inch (1.25 cm) in diameter, as described above, may remain within the main leaf area to its full length when it is not practical to remove it. All of the specifications listed under Tree Trimming Specifications apply to Class I or fine pruning. The following additional specifications shall also apply: 1. Contractor will remove the weaker or less desirable of crossed or rubbing branches. Such removal should not leave large holes in the general outline of the tree. 2. Where practical, all visible girdling roots shall be treated as follows: a. Cut root at either end. b. Notch root in center with a chisel. c. Remove entire root without injuring the back or parent stem. 3. The presence of any disease condition, decayed trunk or branches, split crotches or branches, or other structural weakness should be reported in writing to a supervisor and/or the owner, and corrective measures recommended. 4. On trees shown to be diseased, tools are to be disinfected with methyl alcohol at 70% (denatured wood alcohol diluted appropriately with water), a 10% household bleach solution, or other soluble disinfectant after each cut and between trees where there is known to be a danger of transmitting the disease on tools. CLASS II - MEDIUM PRUNING Medium pruning shall consist of the removal of dead, dying, diseased, interfering, objectionable, obstructing, and weak branches, as well as selective thinning to lessen wind resistance. The removal of such described branches is to include those on the main trunks, as well as those inside the leaf area. An occasional branch, up to one inch (2.5 cm) in diameter may remain within the main leaf area where it is not practical to remove it. 13

14 All of the specifications listed in the Tree Trimming Specifications apply to Class II or medium pruning. The following additional specifications shall also apply: 1. The presence of any disease condition, decayed trunk or branches, split crotches or branches, or other structural weakness should be reported in writing to a supervisor and/or the owner, and corrective measures recommended. 2. On trees shown to be diseased, tools are to be disinfected with methyl alcohol at 70% (denatured wood alcohol diluted appropriately with water), a 10% household bleach solution, or other soluble disinfectant after each cut and between trees where there is known to be a danger of transmitting the disease on tools. 3. All girdling roots visible to the eye are to be reported to a supervisor and/or the owner. CLASS III - COARSE PRUNING Coarse pruning shall consist of the removal of dead, diseased, or obviously weak branches, two inches (5 cm) in diameter or greater. 14

15 PROPOSAL Scheduled Boulevard Tree Trimming 2019 (PURCH FILE 18-11) To be returned no later than 4:00 p.m. on December 14, 2018 Name of Company Address City/State Zip Code Business Telephone Fax Adress Contact Person Authorized Signature All equipment costs, disposal fees, and travel time to be included in the lump sum bid. Lump sum bid to trim approximately 1,536 Blvd trees per attached map and attached specifications: $ List all available equipment: (use additional sheet if necessary) Minimum: 50 foot aerial lift truck, 12 chipper and clam truck. Tree wood waste disposal site: PROPOSALS MUST BE SUBMITTED ON THIS FORM ONLY 15

16 REFERENCE LIST Contractors are to supply the City of Coon Rapids with a reference list of similar projects completed by their firm. These persons will be contacted by the City of Coon Rapids. 1. LOCATION EMPLOYER EXTENT OF PROJECT CONTACT 2. LOCATION EMPLOYER EXTENT OF PROJECT CONTACT 3. LOCATION EMPLOYER EXTENT OF PROJECT CONTACT Authorized Signature Date 16