REQUEST FOR QUOTATION Landscape Nursery Stock (Purch File 19-05) (To be returned no later than 4:30 p.m. on February 22, 2019)

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1 REQUEST FOR QUOTATION Landscape Nursery Stock (Purch File 19-05) (To be returned no later than 4:30 p.m. on February 22, 2019) TO WHOM IT MAY CONCERN: The City of Coon Rapids will accept quotations at the office of the Purchasing Clerk until 4:30 p.m. on February 22, 2019 for the following: Approximately 120 Bare root (1 ¼ -1 ½ )Trees Installed with 4 depth mulch ring. Quotation shall be directed to the City Purchasing Clerk, Robinson Drive NW, Coon Rapids, MN Questions regarding this project should be directed to City Forester, Tom Schibilla The City reserves the right to reject any and all quotations and to hold them for thirty (30) days. Tom Schibilla, City Forester 1

2 1. Scope of Proposals Proposals will be accepted for supplying one or more of the items listed on the proposal form. Proposals must be submitted by properly filling in the attached Proposal Form. Proposals not conforming to these requirements may be rejected as irregular. 2. Intent of Specifications It is the intent of these specifications to obtain approximately 120 bareroot trees installed per the attached specifications. The actual quantity may change. Also, the City reserves the right to order from two or more vendors. Price includes installation and a 4 in depth natural mulch ring. 3. Information Concerning the Conditions 4. Proposal Basis A vendor shall carefully examine the contract documents and fully inform him/herself of the nature, location, and conditions under which the materials are to be delivered; and if awarded a contract, shall not be allowed extra compensation because of failure to have so informed him/herself. Contract award will be made on the basis of the lowest overall cost. The same number of units per species will be calculated into each bid. 2

3 GENERAL CONDITIONS 1. Proposal and Proposal Acceptance The proposal form will be furnished by the City of Coon Rapids. The City reserves the right to accept or reject any part of the proposal wherein the acceptance or rejection of such would be in the City's best interests, or to award the contract to two or more vendors. 2. Authorized or Franchised Distributor 3. Firm Proposals 4. Excise Taxes Any successful vendor of a franchised item or an item sold through an authorized distributorship program shall, upon request of the City present evidence of the franchise relationship or factory authorized distributorship. The City reserves the right to reject the proposal if the vendor fails to provide the requested evidence. Proposals shall be held firm until (30) days from the opening date. Instrumentalities of the State of Minnesota are not subject to Federal Excise Taxes. Individual exemption certificates will be furnished on request if needed by the vendor to reclaim such charges. 5. Minnesota State Sales Tax Exemption 6. Guarantee 7. Delivery Instrumentalities of the State of Minnesota are subject to the State of Minnesota Sales Tax. The successful vendor(s) further agrees to guarantee that all plant materials are true to name and that in all respects they comply with the terms of these specifications. Cost of delivery of materials and supplies is included in proposal prices and delivery shall be made only as called for on duly signed purchase releases referring to the contract and issued by the City of Coon Rapids. 3

4 It is understood that the instrumentality shall be under no obligation for payment for any supplies or material except on the basis of releases issued. In addition, the successful vendor(s) shall not be held responsible for damages caused by delay or failure to perform when such delay or failure is due to fires, crop failures, strikes, acts of God, legal acts of the public authorities, or delays or defaults caused by public carriers, or acts or demands of the Government in time of war or national emergency. 8. Legal Right of Material 9. Payment 10. Insurance The successful vendor(s) hereby guarantees that he/she will have full legal right of materials delivered under this agreement, and agrees to pay all rents and royalties of every description on any and all patents or patent rights covering said material, or covering any process or machinery used in its construction and agree(s) to indemnify and hold the City entirely harmless from any and all claims, demands, damages, actions, or causes of action arising or to arise against the City by reason of the construction or delivery of material, or the use of any process, machinery, or material in the construction of the same. The City of Coon Rapids agrees to pay the sum of the contract price to the successful vendor(s) when the terms and conditions of the contract and specifications have been fully completed on the part of the vendor(s) to the satisfaction of the City of Coon Rapids. No guarantee of minimum or maximum quantity is either stated or implied. The City of Coon Rapids shall neither be compelled to order any quantity or any item nor limited in the total quantity ordered on any item. If the successful vendor(s) shall proceed properly to perform and complete the terms and conditions of the specifications and contract, the City Forester may, at his discretion, grant to the successful vendor(s) an estimate of the amount already earned. This estimate shall entitle the contractor to receive the amount due when any conditions annexed to such estimate have been complied with. The granting of such estimate shall not be construed as an acceptance of the materials or any portion thereof. No increase above said proposal price will be allowed to the successful vendor(s) during the term of the contract except as provided by the specifications. Payment under the contract will be made in the manner provided by law for payment of claims against the City of Coon Rapids. The contractor shall obtain and maintain in full force for the duration of the 4

5 contract the insurance designated as follows. Worker's Compensation: Contractor shall provide a certificate of insurance showing evidence of worker s compensation coverage or provide evidence of qualification as a self-insurer of worker s compensation. 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. 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. 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. 5

6 TECHNICAL SPECIFICATIONS 1. General 2. Quantities 3. Nomenclature 4. Quality Plants of the species specified shall be furnished in the variety, grade, and size range or age indicated. All plants shall be first-class representatives of their normal species or variety, and shall be free of disease, disfiguring knots, sun scald, insect infestations, dead or broken branches, bark abrasions, and other objectionable conditions. All trees shall have reasonably straight trunks and shall be fully branched and symmetrical on all sides as characterized by natural habits of growth and proper nursery care. Trees which characteristically grow with opposite bud arrangement shall have a central single straight leader extending from the ground line to the top of the branch system. All plants shall have strongly developed fibrous root systems of sufficient size to permit successful establishment and good growth, typical of the species or variety specified. The root systems of container-grown plants shall be sufficiently developed to hold the earth intact upon removal from the container. Requirements for measurement, grading, and quality follow the Code of Standards currently recommended by the American Association of Nurserymen, Inc. in American Standard for Nursery Stock, 1973 Edition. Vendors shall propose to furnish any quantity of the species and variety listed. Names of plants shall conform to those given in Standardized Plant Names, Second Edition, prepared by the American Joint Committee on Horticultural Nomenclature. All plants shall be true to name. All plants shall have a habit of growth that is normal for the species, shall be sound, healthy, vigorous, and free from insect pests, plant disease, and injuries. 6

7 5. Hardiness All plants shall be from stock which has been acclimated to the State of Minnesota. Plants which have been consistently grown and cultivated outside the state but within the boundary shown on the Plant Hardiness Map included in these specifications will be considered hardy in Minnesota. Plants grown outside the limits shown on the Plant Hardiness Map must have been grown from seed collected within the limits. Vegetatively propagated trees must be suitable for planting in Zone 4a/4b as recommended by the USDA. 6. Size All plants shall conform to the measurements specified except that plants larger than specified may be used if approved. Use of such plants shall not increase the contract price. If larger plants are approved, the ball of earth shall be increased in proportion to the size of the plant. Plants cut back from larger sizes to meet specified sizes will not be acceptable. Alternate size plants may be proposed by noting the size in the "Alternate Variety/Size Proposal" blank on the Proposal Form. 7. Culture All plants furnished under this specification shall be from nursery grown stock, and shall bear evidence of proper nursery care during growth. Plants will not be considered nursery grown unless they have been growing in a nursery for at least two years. All deciduous plants shall have been previously transplanted or root pruned at least once during growth at the nursery. Plants designated "B&B" shall be balled and burlapped. Soil balls shall be of natural earth in which the plant has been growing. No manufactured or artificially produced or mudded-in balls shall be accepted. Balls shall be firm and unbroken, and of large enough size to adequately enclose the plant's fibrous root system. Balled and burlapped plants may be rejected due to the failure to meet good digging practices. Balling and burlapping shall be in accordance with specifications set forth in the current edition of American Standard for Nursery Stock except that where no standard is given for ball sizes, the soil ball shall be nine inches in diameter for each one inch caliber diameter. 7

8 Balled and burlapped plants shall be so wrapped and bound that the soil within the wrapping will remain intact and solid while handled and shipped, and until planted. Handling shall always be by the ball of earth and not by the branches or trunk of the plants. Container grown plants may be substituted for balled and burlapped plants. Plants shall not be pruned by vendor nor shall any plant be so damaged that cutting is necessary. 8. Packing and Shipment 9. Delivery 10. Inspection All plant shipments shall comply with the nursery inspection and plant quarantine regulations of the State of origin and destination as well as with Federal regulations governing interstate movement of nursery stock. A Certificate of Nursery Inspection, or valid copy thereof, shall accompany each package, box, bale, or lot shipped or otherwise delivered. Balled and burlapped plants shall be shipped on flatbed trucks and shall be securely tarped. Balled plants shall not be double stacked. All plants shall be packed and shipped as necessary to assure arrival in good condition. Delivery point is at the properties designated by the City of Coon Rapids. All proposal prices shall be the unit cost including delivery and installation. Acceptable dates for delivery of plants are listed on the Proposal Form. Plants arriving on other than acceptable delivery dates are subject to rejection. Delivery will be accepted only during normal working hours. All plants may be inspected and rejected prior to digging or shipping. All plants will be inspected and approved by the City Forester or his designated representative prior to payment. Vendors shall furnish information on the location of plants prior to 8

9 11. Acceptance their being dug. Plants may then be inspected in the field. Any predelivery approval shall not impair the Owner's right of inspection and rejection upon delivery for size and condition of balls or roots, diseases or insect infestations, or other defects or injuries. Plants which do not meet these specifications may be rejected upon delivery. Such rejected plants will be heeled in or placed in cool storage and the vendor notified of their rejection. Plants which comply with all provisions of the contract specifications and which are accepted upon delivery shall be authorized for payment. If a vendor is awarded a contract specifying plants for delivery in more than one season, partial payment will be authorized for those plants accepted after each season. 12. Alternate Variety/Size The City reserves the right to accept or reject a proposal for an alternate variety or size of plants if it is determined to be in the best interests of the City. 9

10 PROPOSAL FORM Landscape Nursery Stock (Purch File 19-05) (To be returned no later than 4:30 p.m. on February 22, 2019) City of Coon Rapids Robinson Drive Coon Rapids, MN The undersigned has examined the contract documents, including the instructions to vendors, general conditions, form of contract, technical specifications, delivery requirements, and plant hardiness map, is familiar with conditions affecting the cost of material and transportation, and hereby proposes to furnish materials required in strict accordance with all requirements of the contract documents. Name of Company: Contact Person: Address: Authorized Signature: Telephone: Fax: 10

11 PROPOSAL FORM Landscape Nursery Stock February 22, 2019 Bare root trees Installed w/mulch Minimum Diameter 1 1/4-1 1/2 Skyline Locust Hackberry Princeton Elm Autumn Gold Ginkgo Estimated Quantity Needed Seed Source Location of Trees Alternate Variety/Size Cost per Tree/Installed w/4 depth mulch Trees are to be planted no later than May 15, Name of Company: Authorized Signature: 1 of 11