Request for Proposal For Street and Park Tree Inventory For City of Maquoketa

Transcription

1 Request for Proposal For Street and Park Tree Inventory For City of Maquoketa May 9, 2014

2 TABLE OF CONTENTS 1. Introduction 3 2. Schedule of Important Dates.3 3. Qualifications 3 4. Scope of Work.4 5. Data Collection Technical Information No Reimbursements Communication.7 8. Management Insurance Timeline Employee Actions Terms and Conditions/Receipt of Proposals Reservations Questions and Inquiries Evaluation Factors Negotiations Award of Contract Pricing Payment Terms Bidder s Financial Capacity Signature 10 Page 2 of 13

3 Request for Proposals May 9, 2014 To: Project: Interested Vendors Street and Park Tree Inventory 1. INTRODUCTION The City of Maquoketa is soliciting proposals from vendors who are interested and qualified to complete a street and park tree inventory. The proposals should include schedule, and information related to pricing for all hardware, software, installation and training. The City appreciates the Proposer s expertise and capabilities and we do not intend to write a detailed specification to address every feature of a street and park tree inventory. But, again, the intent of this Request for Proposal (RFP) is to allow vendors to provide the City with the best solution given the requirements set forth by the City. This approach allows the City fair evaluation of all responses while remaining within standard purchasing procedures established by the City. Interested parties should submit one (1) original of the proposal which should be returned in a sealed envelope bearing the name and address of the respondent. Response packages will be accepted until 11:00 a.m. on May 30, 2014, and should be addressed to: City of Maquoketa Attn: Street & Park Tree Inventory 201 East Pleasant Street Maquoketa, IA SCHEDULE OF IMPORTANT DATES The tentative schedule for this RFP is as follows. The City reserves the right to change the schedule of dates as they deem necessary. Release RFP to vendors and begin advertisement May 9, 2014 Deadline for Questions & Inquiries May 21, :00 a.m. Addenda Issued Posted to Website May 23, :30 p.m. Proposal Submission Deadline May 30, :00 a.m. Interviews, if required TBD Contract Evaluations/Negotiations TBD Earliest Award by City TBD 3. QUALIFICATIONS To qualify as a bidder, you must have a forestry or related Natural Resources degree, 5 years experience in forestry or be an International Society of Arboriculture Certified Arborist. Page 3 of 13

4 4. SCOPE OF WORK Inventory of Street and Park Trees. The successful bidder shall inventory street and park trees in Maquoketa and they shall visually survey each tree for signs and symptoms of invasive pest and disease. The inventory must be performed using GPS equipment or other GIS-compatible data collection hardware. Data collection must be done in accordance with the attached data collection technical information listed under #5. The successful bidder shall provide the equipment to perform this inventory. This will be considered the base bid. Basic software. The successful bidder shall give the City a price to input data into a tree management software program that can be loaded onto the City of Maquoketa s computers and managed by the City of Maquoketa. At this time, the City of Maquoketa does not have GIS capabilities. This will be considered the alternate #1. GIS files. The successful bidder shall give the City a price to create a file with the information given in #5 that will become property of the City of Maquoketa. The file shall be created in a way that the City could use it to input data into a GIS system that is compatible with ESRI software. This will be considered alternate #2. Hosted tree management programs. If possible, the successful bidder shall also include a price to input the data into a hosted tree management program that would allow the information to be kept in a GIS type format and allow the City to manage the data, while having someone else host the software and data. This will be considered alternate #3. Submit Inventory Data to City. The successful bidder shall submit all inventory data to the City. Proposed Project Schedule: The start date will be no sooner than June 1, The inventory agreed upon must be completed by October 1, Addenda. Any addenda issued for the project will be posted to by May 23, 2014, at 4:30 p.m. Vendors must acknowledge any addenda issued on the outside of the sealed proposal package. 5. DATA COLLECTION TECHNICAL INFORMATION Any tree inventory GPS hardware used must be capable of collecting tree locations within 2-5 meter horizontal accuracy. The City prefers that the following data be collected for each tree. 1. Tree ID Number a number assigned to each tree within a particular city in order to distinguish trees and count the number of trees and it is recommended that this number be unique 2. Species Code an alphanumeric code consisting of the first two letters of the genus name and the first two letters of the species name followed by two optional letters or numbers to distinguish between two species with the same four-letter code. 3. Land Use 1=Single-family residential 2=Multi-family residential (duplex, apartments, condos) 3=Industrial/Large Commercial 4=Park/vacant/other (agricultural, riparian areas, greenbelts, park, etc.) 5=Small commercial (minimart, retail boutiques, etc.) 6=Other un-maintained locations 4. Location Site a numeric code to describe the kind of site where the tree is growing. The default values are as follows: Page 4 of 13

5 1=Front yard (if there is no sidewalk) 2=Planting strip (between the street and sidewalk) 3=Cutout (tree root growth restricted on all four sides by hardscape with dripline) 4=Median (in the center of the street) 5=Other maintained locations 6=Other un-maintained locations 7=Backyard (if there is not sidewalk) 5. DBH diameter at 4.5 ft in the following size ranges: 1= 0-3 inches 4=12-18 inches 7=30-36 inches 2=3-6 inches 5=18-24 inches 8=36-42 inches 3=6-12 inches 6=24-30 inches 9=42 plus inches 6. Recommended Maintenance 1=None tree does not need immediate or routine maintenance 2=Young Tree (routine) tree is less than 18 ft tall and in need of maintenance; health or longevity of tree is not compromised by deferring maintenance for up to five years 3=Young Tree (immediate) tree is less than 18 ft tall and in need of maintenance; deferring maintenance beyond one to three years would compromise health or longevity of tree 4=Mature tree (routine) tree is more than 18 ft tall and in need of maintenance, health or longevity of tree is not compromised by deferring maintenance for up to five years 5=Mature tree (immediate) tree is more than 18 ft tall and in need of maintenance; deferring maintenance beyond one to three years would compromise health or longevity of tree 6=Critical concern (public safety) tree should be inspected without delay 7. Priority Task 1=None tree does not need maintenance 2=Stake/train staking or training needed to encourage a straight trunk, strong scaffold branching or eliminate multiple leaders, crossing branches and girdling ties. Includes removing or replacing stakes and ties to prevent damage to tree bole 3=Clean crown needs cleaning to remove dead, diseased, damaged, poorly attached or crossing branches to increase health or longevity of tree 4=Raise crown should be raised by removing lower branches from the tree trunk to eliminate obstructions or clearance issues 5=Reduce crown should be reduced/thinned by pruning to reduce tree height, spread, overcrowding, wind resistence, or an increase of light penetration 6=Remove tree is dangerous, dead or dying, and no amount of maintenance will increase longevity or safety 7=Treat pest/disease insects, pathogens, or parasites are present and detrimental to tree longevity, treatment should be given to maintain longevity 8. Sidewalk Damage 1=None sidewalk heaved less than ¾ inch, requiring no remediation 2=Low sidewalk heaved ¾ to 1 ½ inches 3=Medium sidewalk heaved 1 ½ to 3 inches 4=High sidewalk heaved more than 3 inches 9. Wire Conflict 1=No lines no utility lines within vicinity of tree crown 2=Present and not conflicting utility lines occur within vicinity of tree crown, but crown does not presently intersect wires 3=Present and conflicting utility lines occur and intersect with tree crown 10. Condition of Wood Page 5 of 13

6 1=Dead or dying extreme problems 2=Poor major problems 3=Fair minor problems 4=Good no apparent problems 11. Condition of Leaves 1=Dead or dying extreme problems 2=Poor major problems, ½ of foliage at time of inventory 3=Fair minor problems, ⅓ of foliage at me of inventory 4=Good no apparent problems 12. Canopy Dieback on Ash 13. Epicormic shoots on Ash 14. Bark Split on Ash 15. D Exit Holes on Ash 16. Woodpecker Activity on Ash 17. Date 18. X (in UTM NAD83 Zone 15 Meters Projection) 19. Y (in UTM NAD83 Zone 15 Meters Projection) 20. No leave at time of collection 21. Pin exit holes on Walnut 22. Wilting Leaves on Walnut 23. Yellow Leaves on Walnut 24. Brown Leaves attached on Walnut 25. Recent Dead Branches on Walnut 26. Canopy Dieback on Walnut 27. Bark Canker on Walnut 28. Dime Sized Exit Holes 29. Oak Wilt 30. Bur Oak Blight 6. NO REIMBURSEMENTS There is no express or implied obligation for the City of Maquoketa to reimburse responding vendors for any expenses incurred in preparing proposals in response to this RFP and the City will not reimburse Page 6 of 13

7 responding vendors for these expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services. 7. COMMUNICATION The City shall not be responsible for any verbal communication between any employee of the City and any potential vendor as allowing a waiver to any of the requirements detailed within. Further, only written representations and qualifications will be considered when evaluating proposals. 8. MANAGEMENT Should there be a change in the successful bidder s ownership or management; the contract shall be canceled unless a written mutual agreement is reached with the new owner or manager to continue the contract with its present provisions and prices. This contract is nontransferable by either party. 9. INSURANCE The vendor shall procure and maintain throughout the duration of the project at its sole expense insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work. Policies shall include the following minimum limits: 1. Workers Compensation and Employers Liability Insurance as prescribed by Iowa law or the minimum limits shown below; a. Iowa Benefits statutory b. Employer s Liability Bodily Injury by Accident - $500,000 Each Accident Bodily Injury by Disease - $500,000 Each Accident Bodily Injury by Disease - $500,000 Each Employee The Workers Compensation policy shall include a waiver of subrogation clause in favor of the City. 2. Commercial General Liability Insurance combined single limits shown below covering Bodily Injury, Property Damage and Personal Injury: General Aggregate Limit - $2,000,000 Products Completed Operations Aggregate Limit - $2,000,000 Personal & Advertising Injury Limit - $1,000,000 Each Occurrence Limit - $1,000,000 Fire Damage Limit (for any one fire) - $100,000 Medical Damage Limit (any one person) - $ This insurance must include the following features: a. Coverage for all premises and operations. The policy shall be endorsed to provide the aggregate Per Project Endorsement b. Personal and Advertising Injury c. Operations by Independent contractors d. Contractual Liability coverage e. Coverage for property damage underground or damage by explosion or collapse (XCU) 3. Automobile Liability Insurance covering all owned, non-owned, hired and leased vehicles with a minimum combined single limit for Bodily Injury and Property Damage of $1,000,000 per accident. Insurance must include Contractual Liability. Page 7 of 13

8 4. Umbrella/Excess Liability Insurance at Contractor s option, the limits specified may be satisfied with a combination of Primary and Umbrella/Excess Insurance 5. Additional Insured As applicable and as determined by the City, the Contractor shall name the City of Maquoketa and its officers, employees, and elected officials as additional insured on all policies except Worker s Compensation as respects all work performed. 6. Insurance Certificates. Each policy noted above shall be issued by an insurance company authorized to write such insurance in the State of Iowa and shall be reasonably acceptable to the City of Maquoketa. Vendor shall provide thirty (30) days notice to the City for cancellation, non-renewal, or material change. Vendor shall remove all language on the Certificate of Insurance indicating that the insurance company or agent/broker will endeavor to notify the City but failure to do so shall impose no obligation or liability of any kind upon the company, its agents, or representatives or similar language. A properly executed Certificate of Insurance showing evidence of these insurance requirements shall be delivered to the City of Maquoketa prior to the commencement of this lease or at any time requested. 7. Government Immunity. The following clauses will be added to all liability coverages: a. The company and the insured expressly agree and state that the purchase of this policy of insurance by the insured does not waive any of the defenses of governmental immunity available to the insured under Iowa Code Section as it now exists and as it may be amended from time to time. b. The company and the insured further agree that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under Iowa Code Section as it now exists and as it may be amended from time to time. 8. Subrogation. To the extent that such insurance is in force and collectible and to the extent permitted by law, the City and Contractor each hereby releases and waives all right of recovery against the other or anyone claiming through or under each of them by way of subrogation or otherwise. The forgoing release and waiver shall apply to damage to contractor s equipment, tools and other personal property as well as automobiles. 9. Notices. All notices shall be given to the City at the following address: City of Maquoketa 201 East Pleasant Street Maquoketa, IA Additional Requirements. The successful vendor understands and agrees that with respect to the required insurance, all insurance contracts and certificate(s) of insurance shall contain and state, in writing, on the certificate or its attachment, the following provisions: a. Provide for an additional insurance endorsement clause declaring the contractor s insurance as primary b. Provide that all provisions of any Agreement resulting from this RFP concerning liability, duty, standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies c. All copies of the certificate of insurance shall reference the project name for which the insurance is being supplied. d. Approval, disapproval or failure to act by the City regarding any insurance supplied by the successful vendor shall not relieve successful Vendor of full responsibility or liability for damages and accidents as set forth in these documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company relieve successful vendor from liability. e. If the successful vendor employs, contracts with or otherwise permits any other individual or entity to perform any of the obligations of the successful vendor, than any and all of Page 8 of 13

9 these individual or entities shall be bound by the same insurance requirement(s) as the successful Vendor. 10. TIMELINE All work is to be completed by no later than October 1, Vendor may use #21 to offer an exception to the proposed timeline. 11. EMPLOYEE ACTIONS The Contractor shall maintain sole responsibility for the actions of its employees and subcontractors. All personnel provided by the Contractor, whether employees of the Contractor, or Sub-contractors, shall be competent, experienced and courteous. 12. TERMS and CONDITIONS/RECEIPT OF PROPOSALS The submitted proposal(s) must be received by the City Manager s office prior to 11:00 a.m. on May 30, The mere fact that the proposal was dispatched will not be considered; the vendor must insure that the proposal is actually delivered. Proposals submitted via facsimile or will not be accepted for any reason. 13. RESERVATIONS The City reserves the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, in part or in its entirety, this RFP if found to be in the best interest of the City. All proposals become the property of the City of Maquoketa. Further, this RFP and the successful vendor s response to it will be considered and act as a contract for services. 14. QUESTIONS AND INQUIRIES All questions and inquiries regarding this RFP or project MUST be made in writing to Sarah Johnston, 201 East Pleasant Street, Maquoketa, IA If the vendor wishes to questions they may questions to Sarah Johnston, sjohnston@maquoketaia.com. All questions submitted via will receive a return within three business days confirming receipt of your . Questions will be answered by posting a written response on the City s website at No verbal or private answers will be given. Questions and inquiries are due by 11:00 a.m. on May 21, EVALUATION FACTORS After receipt of proposals, the City of Maquoketa will use the following criteria in the selection process. These evaluation factors will assist in determining which vendors, up to three, will be selected for follow-up presentations. The City may, at their sole discretion, elect not to conduct presentations and begin contract negotiations with the top-ranked vendors as described in this RFP. Proposed methodology Rates and expenses Qualifications and experience Project time-line References Page 9 of 13

10 16. NEGOTIATIONS All vendor(s) reasonably suitable for selection based on criteria set forth in this RFP may be given an opportunity to make a presentation and/or interview with the Project Team. Following any presentation and/or interviews, vendors will be ranked in order for preference and contract negotiations will begin with the top ranked vendor. Should negotiations with the highest ranked vendor fail to yield a contract, or if the vendor is unable to execute said contract, negotiations will be formally ended and then commence with the second highest ranked vendor, etc. Negotiations may be conducted with as many as five of the responsible vendor(s) that submit proposals that are reasonably suitable for selection. 17. AWARD OF CONTRACT Award of the contract shall be made to the responsible vendor(s) whose proposal is determined to be the best evaluated offer resulting from the proposal and negotiation process, taking into consideration the relative importance of price and other factors set forth in this RFP. This RFP and the successful vendor s response to it will be considered and act as a contract for services. 18. PRICING All pricing submitted with the proposal must be guaranteed for a minimum of 90 days. If the proposal is selected and a contract is signed, pricing must be guaranteed for the duration of the project. Pricing shall be given in lump sum amounts. 19. PAYMENT TERMS The successful bidder(s) may bill the City for work done as the project progresses, but 10% of each such payment up to the cost of the bid price will be retained until a Certificate of Acceptance is issued and lien waivers for all subcontractors, if any, have been submitted. Upon satisfaction of these requirements, the 10% final retainage will be released. Additionally, payments are only issued after approval by the Maquoketa City Council. The Maquoketa City Council meets on the first and third Monday of each month and invoices to be paid must be submitted to Maquoketa City Hall on the Wednesday prior to a Council meeting to be approved at the Council meeting. 20. BIDDER S FINANCIAL CAPACITY Please be aware that the successful bidder must have the financial capacity to execute the project. For example, the City will not front the cost of the project for a contractor by providing upfront money. Any payments that the City will make will be for work that has already been completed and/or paid for by the successful bidder. 21. SIGNATURE This section must be signed and submitted by the potential contractor. By signing below, and except for any exclusions noted below, I am stating that I understand the project that I am quoting and agree to comply with its requirements. Exclusions: Page 10 of 13

11 Your Signature: Printed name and title: Company name: Address: Phone #: Date: Page 11 of 13

12 BID PROPOSAL Qualifications Degree International Society of Arboriculture Certification Number Years of forestry experience Please provide an attached Resume, Curriculum Vitae or list your/companies experience conducting urban tree inventories and or urban forest management plans below. Timeline Approximate Start Date Approximate End Date References (preferably for previously completed inventories) Please include contact name and phone number Sample of Work Please supply an example of your work product from a similar inventory. Electronic files are okay. Cost Base Bid: Alternate #1: (Please include not only price, but identify the software that will be used) Alternate #2: (Please include not only price, but identify what type of GIS file will be created and how it Page 12 of 13

13 will be delivered to the City of Maquoketa.) Alternate #3:(Please be sure to include not only start up costs, but yearly O&M costs as well): Page 13 of 13