City of Coralville Coralville Parks & Recreation Invitation to Bid EAB Insecticide Treatment Contract

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1 City of Coralville Coralville Parks & Recreation Invitation to Bid EAB Insecticide Treatment Contract The City of Coralville seeks qualified bidders for a contract related to insecticide treatment of Ash trees to control the spread of the Emerald Ash Borer (EAB) within the City of Coralville. Enclosed are specifications for these projects and appendices aimed at educating bidders as to the scope of each project location. Notice to Providers: Sealed bids will be received at the office of the Director of Parks and Recreation at Coralville Parks and Recreation, th Street, Coralville, Iowa 52241, until Thursday, March 30, at 2:00 p.m. Address Bids to: Coralville Parks and Recreation, th Street, Coralville, Iowa Attention: Director of Parks and Recreation on or before the bid opening, local time and date specified. Bid shall be sealed and clearly marked on the front with reference to City of Coralville EAB Insecticide Treatment Contract. Opening: Bids will be opened Thursday, March 30, at 2:00 p.m. and included on the agenda for council consideration at the April 11, 2017 Coralville City Council meeting. This bid will be effective beginning April 12, Right to Refuse The City of Coralville reserves the right to reject any and all bids as well as portions of the bid and to waive any technicalities in the bidding process. Questions or Site Visits Questions can be directed to Alex Buhmeyer, Parks Superintendent at abuhmeyer@coralville.org or or Josh Worrell, Vegetation Specialist at jworrell@coralville.org or The project area can be visited at any time

2 City of Coralville Parks and Recreation Department PART 1 GENERAL Specifications for EAB INSECTICIDE TREATMENTS OF ASH TREES IN VARIOUS LOCATIONS Please note: The City Council has the right to reject any and all bids and waive technicalities in the bid process Scope of Work A. To provide all labor, supervision, equipment, services and expertise required to perform EAB insecticide treatment of Ash trees in the City of Coralville as specified herein. B. To conduct work at appropriate time seasonally for insecticide to be most effective 1.02 Ash Tree Locations All Ash tree locations are in the city limits of Coralville, Iowa. All 190 trees are located within city owned ROWS and Park areas. Each tree is listed in a group in separate bid sheets as it will need to be listed for billing purposes and is listed here as a general idea of areas. The final list of trees per bid sheet with accompanied maps is included and will be the official listing of work to be done with an accompanied map. It should be observed that trees to be treated are indicated by orange circles. Hwy Ash trees from Coral Ridge Ave east to 22 nd Ave 25 th Ave- 25 Ash trees from Coral Ridge Mall entrance south to Hwy 6 Brown Deer Golf Course- 36 Ash trees Morrison Park- 1 Ash tree Auburn Hills- 20 Ash trees Northridge Park- 2 Ash trees 1.03 Payment A. Contractor shall bill the City of Coralville upon completion of treatments per bid sheet B. It is encouraged that billing be summarized on a cover sheet for payment with additional sheets used for documentation of work. A record of dates of service and general categories will be generated by the contractor and provided with the billing. The Owner reserves the right to withhold payment if the work is not satisfactory, or if City cannot adequately verify it. C. Bills need not include sales tax, as the City is tax-exempt. A tax exempt certificate will be provided to the Contractor upon request

3 D. Finance or late fees will not be charged Insurance A. The contractor shall, as a condition preceding this agreement, purchase and thereafter maintain such insurance as will protect him/her from the claims set forth below which may arise out of or result from the contractor's performance of the terms of this agreement, whether such operations be by the contractor or by anyone directly or indirectly employed. (1) Claims under Workmen's Compensation and Occupational Diseases Acts, and any other employee benefits acts applicable to the performance of the work; (2) Claims for damages because of bodily injury and personal injury, including death; and (3) Claims for damage to property. (4) Claims for discrimination. B. The contractor's comprehensive general liability insurance shall also provide coverage for the following: (1) Contractual liability insurance as applicable to any holdharmless agreements in the contract; (2) Completed operations and products; which also must be maintained for a minimum period of two years after final payment and contractor shall continue to provide evidence of such coverage to owner on an annual basis during the aforementioned period; and (3) Broad form property coverage for property in care, custody or control of the contractor; (4) Fellow employee claims under personal injury; (5) Independent contractors; (6) Broad form liability C. Such insurance shall specifically include coverage for property damage from explosion, collapse, and underground operations. Coverage for explosions, collapse, and underground operations shall include blasting or explosion, collapse of structures or structural injury due to grading of land, excavation, filling, backfilling, tunneling, pole driving, caisson work, moving, shoring, underpinning, raising of or demolition of any structure, or removal or rebuilding of any structural support of a building or structure. Such insurance shall further include coverage for damage to wires, conduits, pipes, mains, sewers, or other similar apparatus encountered below the surface of the ground when such damage is caused of any occurrence arising out of the performance of the work. D. This insurance shall be written for not less than the following limits of liability: Workmen's Compensation & Disability Statutory Requirements - 3 -

4 Employer's Liability 100,000 Comprehensive General Liability (Occurrence Basis) Combined Single Limit $1,000,000 each Bodily Injury, Personal (Occurrence /Aggregate) Injury & Property Damage (Single Limit) (Owned, Hired, & Non-Owned) Bodily Injury & Property Damage Comprehensive Auto Liability $1,000,000 each Accident Comprehensive Umbrella Liability $1,000,000 each (Occurrence/Aggregate) E. Certificate of Insurance, naming the City of Coralville as "Additional Insured", showing such coverage then in force (but not less than the amount shown above) shall be filed with the City prior to commencement of any work. These certificates shall contain a provision that coverage afforded under the policies will be not cancelled or non-renewed until at least sixty (60) days prior written notice has been given to the city. In addition, the Contractor s insurance coverage shall include a governmental immunities endorsement. Failure to have continuous insurance coverage in place is a material breach of this Agreement and grounds for immediate termination of the Agreement by the City Contract Period A. The period of time covered under this proposal shall be for a singular treatments cycle performed in A renewal for an additional cycle in subsequent years may be negotiated using the terms of this proposal by the successful bidder and the City at the end of the original contract period Proposals Submitted A. All bids must be submitted on the forms supplied by the Coralville Parks and Recreation Department. B. Before submitting a bid, each bidder shall carefully, read the specifications and all other contract documents and visit each site of work. Each bidder shall be fully informed, prior to the bidding, as to all existing conditions and limitations under which the work is to be performed. C. Bidders must follow all applicable state laws, municipal ordinances and codes, and rules and regulations of all authorities having jurisdiction over the work to be accomplished as a part of this bid Public Opening of Bids A. Bids will be publicly opened at the time and place set for opening in the Notice to Bidders. Their content will be made public for the information of bidders and others interested that may be present either in person or by representative. A recommendation will be made to City Council within ten days of bid opening

5 City of Coralville Parks and Recreation Department Specifications for EAB INSECTICIDE TREATMENTS OF ASH TREES IN VARIOUS LOCATIONS PART 2 PRODUCTS and QUALIFICATIONS OF CONTRACTOR 2.01 Equipment/Insecticide A. The contractor shall submit with his/her bid a typed list and description of all equipment available for this work. The equipment used for the contract shall be sufficient type, capacity and quantity to safely and efficiently perform the work as specified as deemed and approved by Parks Superintendent. B. All equipment must abide by all applicable governing standards from federal, state, and local authorities. C. All equipment to be used is subject to prior and final approval of the City. D. All vehicles and equipment must be performance worthy by visual and operational inspection. The City shall have the option to perform a complete inspection of the general mechanical and safety condition of all equipment at any time during the term of the contract. Should any equipment, when inspected, not comply with reasonable standards of repair and safety, the City may require such equipment to be brought to standard before being placed back in service. E. All Insecticide should include an MSDS and appropriate spill kit for containment. Applicators will wear appropriate PPE during operations. Treatment areas shall be appropriately signed designating trees that have been treated with insecticide Contractor/Applicator Qualifications A. The Contractor will be required to submit a list of personnel, Pesticide license numbers, and ISA Certified Arborist credentials. Also, a 24 hour contact name and number shall be required. B. All applicators must possess valid commercial pesticide applicators licensure, as to be compliant with the specific State of Iowa requirements. An ISA Certified Arborist shall oversee any work performed C. All applicators shall attend and pass a training seminar conducted by the product and equipment manufacturer (Arborjet) in order to begin work on this contract. The applicator will obtain written documentation validating successful completion of this program and make these documents available upon request by the city or the manufacturer. No treatments will be allowed until all applicators demonstrate proficiency with the Arborjet Viper Air Hydraulic Device, QUIK-jet System and the Arborjet TREE- IV Device, and with the specific insect control product; TREE-age, (Emamectin benzoate)

6 City of Coralville Parks and Recreation Department PART 3- EXECUTION 3.01 General Specifications for EAB INSECTICIDE TREATMENTS OF ASH TREES IN VARIOUS LOCATIONS A. All contract operations shall be performed Monday through Saturday or as directed by Owner. B. Contractor shall have sufficient equipment and personnel to complete each contracted operation within prescribed time frame. Once treatments have started, it shall be continuous operation, interrupted only by weather, break down, holidays, or as directed by City. C. Contractor must have equipment and personnel that are accessible to the work sites on all days Public Relations A. The contractor shall endeavor at all times to maintain good public relations. B. All contractor employees will wear a company uniform/logo with shirts bearing contractor s name Subcontractor A. As a part of and after award of the Contract to the successful contractor, no other bidder shall work for the successful vendor as a subcontractor unless previously approved by City References A. It shall be required that the contractor furnish to the City of Coralville along with the bid, the names, addresses, and telephone numbers of at least three different businesses in which their organization has performed turf and/or horticulture care of the same magnitude of this contract within the past two years. The right is reserved to reject any bid where an investigation of the available evidence or information does not satisfy the City that the Bidder is qualified to carry out properly the terms of the Contract Inspection/Supervision of Contract A. Any and all phases of this Contract will be subject to the direction of the Parks Superintendent or his agent. A pre-inspection tour of all service areas to be maintained will be conducted after the contract is awarded with the Director, Parks Superintendent, and Contractor Representative. B. All operational phases concerning this contact will be inspected by the contractor representative. This will include but not be limited to visual - 6 -

7 inspections, re-inspections, monitoring of contractor activities ensuring work performed is done to the quality level prescribed and in accordance with prescribed time schedules. C. The Contractor will assign a single representative that will supervise this contract and will serve as liaison to the city. On site supervision is not required however, contractor representatives must have equipment or other means to communicate with the contractor at all times. Each work crew shall have a designated person on the work site that has the authority to respond to inquiries about work details and priorities and must be able to communicate with the public if questions arise on site Award of Contract A. This contract will be awarded to the contractor who conforms to the specifications with the most responsive bid. Price and other factors will be considered. The City reserves the right to waive any and all parts of a specific bid Safety & Regulatory A. When performing work under this contract in the City of Coralville, the contractor shall conform with and abide by all Federal, State, and Local regulations. Many of the projects are along Highway 6, Coral Ridge Avenue and city roadways. IDOT guidelines will need to be followed along state highways Damage A. The contract shall report all property damage, graffiti or vandalism immediately to the Parks Department at All ruts, holes, or other unusual areas found in the turf must be reported. B. Repair of damage done to any structures or property both public and private, and shall be repaired or replaced as soon as possible after damage has occurred. C. The Contractor shall not disturb existing walks, drives, parking areas, trees, shrubs or turf areas outside the limits of the project. If disturbed these items shall be repaired or replaced by the Contractor at no cost to the City. D. All work shall be done in a manner not to result in damage to trees or shrubs. Any tree or shrub damaged by the contractor shall be replaced at the direction of the Parks and Building Maintenance Superintendent with no additional cost to the contract. E. The Contractor shall take all necessary precautions to protect pedestrians and motorist from personal injury and property damage. All equipment safety guards shall remain intact and serviceable Failure to Maintain Schedule A. Failure on the part of the Contractor to maintain the required Standards of Care for a project area shall be sufficient reason for the City to have the - 7 -

8 work in question or portions thereof completed by others. If work is found to be unacceptable, the two party s representatives will agree upon an acceptable time frame for remediation. If the time frame is not met and work is completed by others under the city s direction, any additional cost incurred will be deducted from subsequent payment to contractor. B. Failure to maintain the contract schedule shall be determined in the following manner: 3.11 Contract Revoke 1. All project areas shall be maintained according to the Standards of Care assigned to each area. If the Contractor fails to meet the contract specifications within the time limits of the schedule then that portion of the work may be removed from contractor responsibility and may be immediately reassigned to another contractor. 2. Should it become necessary to penalize a Contract on more than one occasion for failure to meet the ground maintenance specifications within the prescribed maintenance schedule, the Contractor may be released from contractual obligation. Failure to complete the work or breach of any term of the Agreement is grounds for Termination of the Agreement upon ninety (90) days written notice by the City

9 City of Coralville Parks and Recreation Department Bid Form EAB INSECTICIDE TREATMENTS OF ASH TREES IN VARIOUS LOCATIONS COMPANY NAME: ADDRESS: PHONE: 1. I, the undersigned have been familiarized with the existing conditions on the project areas affecting the cost of work and with all the contract documents now propose to furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services including utility and transportation services required to complete the proposed contract in accordance with the contract documents and for the prices attached below. 2. In submitting this bid, the bidder understands that the City of Coralville reserves the right, to reject any or all bids, as well as specific project bids. The city reserves the right to select alternates, delete line items and/or reduce quantities prior to the award of the contract due to budgetary limitations. If written notice of acceptance of this bid to the undersigned is received, the undersigned agrees to execute and deliver an agreement in the prescribed form and furnish the required certificate of insurance within ten (10) days after the agreement is presented for signature. 3. It is understood that Coralville is a dynamic city, growing and changing every day. It is also understood that there may need to be additions and changes to the contract after the award due to newly added project areas. These additions will be negotiated at that time. 4. Attached is the Available Equipment List. 5. Attached is the Statement of Bidders Qualifications. SIGNED: Date Name and Title - 9 -

10 STATEMENT OF BIDDER'S QUALIFICATIONS All questions shall be answered and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Bidder may submit additional information desired. 1. Name of Bidder 2. Permanent main office address 3. When organized 4. If a corporation, where incorporated 5. How many years have you been engaged in the contracting business under your present firm or trade name? How many full time employees do you currently employee: How many seasonal employees do you currently employee: 6. Three references of projects similar in nature and importance to this contract 7. Have you ever failed to complete any work awarded to you? If so, where and why? 8. Have you ever defaulted on a contract? If so, where and why? 9. Background and experience of principal members of your organization that will be working with this contract including listing licensures and certifications

11 EAB Insecticide Treatment-Standard of Care Trunk Injection with TREE-äge a. This treatment application is proposed for ash trees primarily 10 DBH or greater. (Approximately 190 trees will require treatment) b. The Contractor must ensure proper identification of ash trees along the street, and that trees and addresses on the supplied list or map correspond to trees and addresses to be treated in the field and that they are in good enough condition to be treated. The Contractor will supply the City with an updated list of trees to be treated based on initial inspection. (Noting Trees that are unhealthy or have significant structural flaws) c. Each tree shall be measured at a point 4.5 ft above ground or Diameter at Breast Height (DBH). d. The Insecticide shall be TREE-äge with 4.0% emamectin benzoate manufactured by Syngenta or an equal, approved emamectin benzoate product. e. Application shall be with the Arborjet Tree I.V. System, Arborjet QUIK-jet System, or Arborjet Air Hydraulic System. Systems may either utilize a USDA injection tip or #3 or #4 Arborplugs manufactured by Arborjet, which will remain in the tree after injection f. Injection holes shall be spaced at 6 intervals around the trunk circumference measured within 3 off the ground unless the tree has been previously injected and it is necessary to move the injection sites accordingly. Future injection holes shall be 10 off the ground, and then alternating at 3 or 10 depending. This should be adjusted at the applicators discretion to optimize injection site location and product uptake. g. When using the Arborplugs, the Contractor shall drill through the bark then 5/8 to 1-5/8 into the sapwood with the appropriate sized sharp drill bit. h. When using the USDA injection tip, Pre-drill an injection hole (7/32 inch in diameter) at a slightly downward angle 3/4 inches into wood (xylem) at the base of the tree trunk with a clean, sharp, brad point drill bit, approximately 6 inches above soil line. Align the USDA tip with the injection hole and push firmly with a slight rotating motion to seat the tip into the wood. i. The Contractor shall select tree trunk sites associated with stem growth and sapwood that is intact and healthy so that the injection system applies material directly into the xylem and not into the cambium. Injured areas or areas with decay shall be avoided. j. Application equipment must be capable of injecting a metered dose, and the system must be closed, preventing the loss of dose through individual injector failure. k. Application equipment must remain in optimal operating condition per manufacturer specifications at all times and must immediately be repaired or replaced if determined to not be performing properly. If application equipment is determined to be performing below the manufacturer s specifications and the Contractor fails to repair or replace equipment before continuing work, the Contractor shall be required to return and reinject all trees injected with the under-performing equipment. l. Dosage shall be based on tree diameter and the system being used as listed in the following table. For the Tree I.V. system, total milliliters of TREE-äge shall be diluted 1:1 with water, while the QUIK-jet System and Air Hydraulic System shall use undiluted TREE-äge

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13 City of Coralville EAB Insecticide Treatment Contract Project Area Brown Deer Ash Trees Standard of Care Applicable 13 Trees located in Brown Deer Golf Course Parking Lot EAB Insecticide Treatment 23 Trees located in Brown Deer Golf Course EAB Insecticide Treatment Mapping Included Area Maps Ash trees to be treated are indicated by orange circles Bid Brown Deer Ash Trees EAB Insecticide Treatment for 13 Ash Trees Standard of Care: EAB Insecticide Treatment Brown Deer Golf Course Parking Lot EAB Insecticide Treatment for 23 Ash Trees Standard of Care: EAB Insecticide Treatment Brown Deer Golf Course 2017 price

14 City of Coralville EAB Insecticide Treatment Contract Project Area Hwy 6/25th Ave Ash Trees Standard of Care Applicable 106 Ash trees located on north and south sides of Hwy 6 EAB Insecticide Treatment from Coral Ridge Ave east to 22nd Ave. 25 Ash trees located on east and west sides of 25th Ave EAB Insecticide Treatment from Hwy 6 to Coral Ridege Mall Mapping Included Area Maps Bid Hwy 6/25th Ave Ash Trees EAB Insecticide Treatment for 106 trees Hwy 6 EAB Insecticide Treatment for 25 trees 25 Ave Standard of Care: EAB Insecticide Treatment Standard of Care: EAB Insecticide Treatment 2017 price

15 City of Coralville EAB Insecticide Treatment Contract Project Area Park Ash Trees Standard of Care Applicable 1 Tree located in Morrison Park/City Hall EAB Insecticide Treatment 2 Trees located in Northridge Park EAB Insecticide Treatment 20 Trees located in Auburn Hills EAB Insecticide Treatment Mapping Included Area Maps Ash trees to be treated are indicated by orange circles Bid Park Ash Trees EAB Insecticide Treatment for 1 Ash Tree Morrison Park/City Hall EAB Insecticide Treatment for 2 Ash Trees North Ridge Park EAB Insecticide Treatment for 20 Ash Trees Auburn Hills Standard of Care: EAB Insecticide Treatment Standard of Care: EAB Insecticide Treatment Standard of Care: EAB Insecticide Treatment 2017 price

16 Auburn Hills Park Ash Trees-20 Treatments, 9 Removals

17 Brown Deer Golf Course Ash trees-23 Treatments, 25 Removals 1 5 treatments, 2 removals Hole treatments, 6 removals Holes 2,3,4, and 5

18 6 treatments, 4 removals 6 Hole 6

19 8 4 removals 7 Holes 7 and treatments, 9 removals 11 Holes 11 and 12

20 Brown Deer Golf Course- Parking Lot Ash Trees- 13 Treatments, 7 Removals 7 Ash trees (green) on north and south side of parking lot-remove 12 Treatments in middle of parking lot and 1 in the northeast corner-13 total

21 Hwy 6 and 25 th Ave. Ash Trees-131 Treatments 10 Ash trees on south side of Hwy 6 from Coral Ridge Ave east to Coral Ridge Mall entrance 30 Ash trees on north and south side of Hwy 6 from Coral Ridge Mall entrance east to 25 th Ave

22 25 Ash trees on east and west side of 25 th Ave from Coral Ridge Mall entrance south to Hwy 6

23 20 Ash trees on south side of Hwy 6 from 25 th Ave east to billboard located halfway between 25 th and 23 rd Ave 23 Ash trees on south side of Hwy 6 from billboard located halfway between 25 th and 23 rd Ave east to 23 rd Ave.

24 23 Ash trees on north and south side of Hwy 6 from to 23 rd Ave. east to 22 nd Ave

25 Morrison Park/City Hall/Library Ash Trees- 1 Treatment, 13 Removals Previous Ash tree at th Ave- First positive EAB confirmation Treat 1 Ash tree on southwest side of City Hall

26 Northridge Park Ash Trees-2 Treatments, 20 Removals Treat 2 Ash trees in northeast corner of park along paved trail 20 additional Ash trees-remove