REQUEST FOR QUALIFICATIONS 2018 Tree Trimming & Removal Services Issued by the City of Janesville Department of Public Works Operations Division 18 N. Jackson Street P.O. Box 5005 Janesville, WI 53547-5005
SECTION 1 - INTRODUCTION 1.1 Notice & Background The City of Janesville ( City ) seeks proposals from qualified firms ( Contractor ) interested in obtaining eligibility to provide tree trimming and removal services for trees that are located upon public and private properties throughout the City, including the terrace strip between curb and lot line. Once a Contractor qualifies and enters into a Professional Services Agreement with the City, the Contractor will be included on the Approved Contractors List and authorized to bid on City-managed tree abatement projects for the duration of the 2018 calendar year. The City hires tree abatement contractors on an as-needed basis to perform work on public properties and private lots in cases where property owners have failed to comply with City Ordinances. Contractors are expected to be available to respond to bid proposals year-round. Once deemed qualified, Contractors will be offered the opportunity to bid on each project as it arises. Contractors will receive an email from City personnel describing the types of services needed and the location. Contractors will generally have two (2) business days to respond and must submit bids by email, unless directed otherwise, before the deadline. Most correspondence and bid requests will occur via email; therefore, a valid email address is required and must be maintained. The City has several goals that will result from this Request for Qualifications (RFQ), including: 1. Establish a list of qualified contractors that are capable of providing the services described within this RFQ. 2. Maintain the safety and general welfare of the public by performing tree trimming and/or removal services to trees located on public and private properties, including the terrace strip between the curb and lot line, that are a public nuisance as dictated in City Ordinance Chapter 8.20 Dutch Elm, Emerald Ash Borer, and Other Diseased, Infested, Infected, Damaged, and/or Unsafe Trees and City Ordinance Chapter 12.24 Streets and Sidewalks: Trees and Shrubbery. 3. Provide the tree trimming and/or removal services to the City of Janesville and private property owners in a cost-effective, safe, professional, and efficient manner. The services being sought will end December 31, 2018. December 15, 2017 [1]
The City of Janesville reserves the right to reject without cause any and all proposals, and to waive any informality relative to proposals and accept any proposal deemed advantageous to the City of Janesville. 1.2 Instructions The City of Janesville will accept proposals through 4:00 pm CST January 5, 2018. Proposals in response to this RFQ must be delivered in a sealed envelope to the address below: City of Janesville Clerk/Treasurer 18 N. Jackson St. P.O. Box 5005 Janesville, WI 53547-5005 Proposals must be clearly marked as follows: 2018 Tree Trimming & Removal Services Proposal December 15, 2017 [2]
SECTION 2 SCOPE OF SERVICE 2.1 General Specifications The Contractor shall agree to perform the tree trimming and removal services requested as directed by City staff. The work performed must be completed in accordance with the requirements of City Ordinances Chapters 8.20 and 12.24. A copy of each ordinance is attached to the end of this document for reference, and a summary of each ordinance is listed below: City Ordinance 8.20 Dutch Elm, Emerald Ash Borer, and Other Diseased, Infested, Infected, Damaged, and/or Unsafe Trees Trees that are located on private property, including within any adjacent terraces, are the responsibility of the property owner. As diseased, infested, infected, damaged, or otherwise unsafe trees are reported, it is the City s current policy to give the property owner the opportunity to remove the dead or dying tree at their own expense within a reasonable time frame. If the property owner fails to remove the tree, the City will utilize a contractor to perform the work at the property owner s expense, per City Ordinance 8.20.080. City Ordinance 12.24 Streets and Sidewalks: Trees and Shrubbery A property owner is required to maintain trees on their property, including those located on the terrace between the curb and lot line, according to the following Ordinance provisions: All limbs, branches, and foliage must be maintained at a height no less than fifteen (15) feet over the curb of a street and no less than seven (7) feet over a sidewalk. Bushes and shrubbery must not have branches, leaves, or other foliage extending over any street or sidewalk. Any aged, decaying, or dead branches or limbs of trees or shrubbery located within the public right-of-way must be removed to eliminate the safety hazard created by falling limbs or branches. Trees and shrubbery within or adjacent to the public right-of-way that are over thirty (30) inches above curb grade, except trees trimmed to the trunk and at least seven (7) feet above the sidewalk, must not obstruct traffic or vision of traffic and must comply with the vision triangle requirements set forth in the Ordinance. Similarly, trees and shrubbery must not obstruct vision of traffic signs. As non-compliant trees and/or shrubbery are reported by residents or City staff, it is the City s current policy to give the property owner the opportunity to trim the tree(s) to the proper height at their own expense within a reasonable time frame. December 15, 2017 [3]
If the property owner fails to correct the situation, the City will utilize a contractor to perform the work at the property owner s expense, per City Ordinance 12.24.050. 2.2 Summary of Services Requested The services being requested in the RFQ include: 1. Tree and/or Shrubbery Trimming: Tree trimming work will consist of trimming limbs or branches or trees and/or shrubbery on public and private properties at various locations throughout the City, as directed by City staff. Work locations may include, but are not limited to, terrace strips between the curb and lot line, and private properties where limbs and/or branches extend into the public rightof-way. It is the Contractor s responsibility to ensure that sufficient trimming is performed to ensure compliance with City Ordinance 12.24. All pruning cuts and methods shall be in accordance with ANSI A300 Part 1. All debris must be cleared from the property, sidewalk, terrace, curb line, or roadway. The Contractor will be responsible for the repair of any ruts or other damage that might be caused during the execution of this contract. If the Contractor believes that damage to public and/or private property may occur as a result of tree trimming and removal work due to the use of equipment, proximity of structures, ground instability, or other unsafe conditions, Contractor must express concerns to City staff PRIOR to beginning work. 2. Tree Removal: Tree removal work will consist of removing dead, diseased, infected, infested, damaged, and unsafe trees on public and private properties at various locations throughout the City, as directed by City staff. Work locations may include, but are not limited to, terrace strips between the curb and lot line, and private properties where dead or dying trees pose a threat to the welfare and safety of the general public. Trees tagged for removal will be designated by a single fluorescent painted Ø on the trunk at waist height facing the street. Stumps will not be required to be ground, unless requested by City administration on the bid request, but the Contractor is expected to remove the tree as close to the ground as possible. All debris must be cleared from the property, sidewalk, terrace, curb line, or roadway. The Contractor will be responsible for the repair of any ruts or other damage to property that might be caused during the execution of this contract. If the Contractor believes that damage to public and/or private property may occur as a result of the tree trimming and removal work due to use of equipment, proximity of structures, ground instability, or other unsafe conditions, Contractor must express concerns to City staff PRIOR to beginning work. 3. Disposal of Trees: The Contractor may dispose of tree stumps, trunks, branches, and brush removed from the trees in the City s demolition site, located off Black Bridge Road just east of Highway 51 in Janesville, WI. The Contractor December 15, 2017 [4]
is responsible for paying all applicable fees, taxes and surcharges. Any charges associated with the disposal of tree debris must be included in the bid price submitted by the Contractor. The transport of tree debris and firewood from trees infested with a pest must be disposed of according to any Wisconsin Department of Natural Resources (DNR) mandated quarantines and laws. 2.3 Requirements of Contractor The Contractor shall meet the following minimum requirements: Contractor must provide all necessary personnel, equipment, transportation, supplies, apparatus, supervision, and expertise to perform the services outlined. o All trucks and trailers used for transportation of equipment must comply with State regulations. Contractor must agree to perform the work safely, ensuring that all proper protective gear, eyewear, etc. is worn by all employees while work is completed and that proper traffic management is utilized when equipment, personnel, or vehicles are located within the roadway. o Appropriate reflective clothing and use of barricading and/or cones is required. OSHA safety requirements must be followed at all times while performing work for the City. Contractor must perform the tree trimming and removal services in such a manner as to minimize the inconvenience to adjacent residents and motorists. o Contractor must have the permission of any adjacent property owners if access through their property is required or if work will be performed upon their property. o The cleanup of tree and/or shrubbery wastes must be completed on the same day as the work is completed. No materials may be left on the lot for later pickup. o If detours or deviation of traffic from normal patterns is required, proper detour planning must be completed by the Contractor in advance and approved by City staff. Contractor is responsible for the repair of any ruts or other damage to property that was caused as a result of the tree service work performed. o Contractor must report damage to public or private property immediately to City staff. December 15, 2017 [5]
o Ruts must be repaired on the day of removal with screened topsoil and turf seed. o Contractor must report a timeline to City staff for repair work as soon as possible. o Contractor is responsible for inspecting a property before work commences and after work is completed to ensure work has not resulted in damage to property. o Failure to report property damage may result in ineligibility to bid on future work or removal from the Approved Contractors List. o If damage is caused to public and/or private property due to work performed during the execution of this contract, the City reserves the right to withhold payment of an invoice until the repair has been satisfactorily completed. Contractor must at all times have one (1) person responsible for the conduct and supervision of crew members. Contractor must maintain professionalism at all times while performing work for the City. o Contractors (including all field, administrative, or management employees) whom engage in verbal arguments or exhibit inappropriate or rude behavior will not be tolerated and will be excluded from bidding on future work for the City. Contractor must guarantee that work can be completed within seven (7) working days (working days are defined as Monday through Friday) of winning a bid, unless approval is granted for a deviance by City administrative staff. o If Contractor has not made significant progress by the project deadline, as determined by City administration, or fails to complete the project to the satisfaction of the City within the mutually agreed to timeframe, the Contractor forfeits the bid and the City will award the bid to the next lowest, qualified bidder. o Forfeiture of a bid or repeated (more than one) failure to complete awarded work may result in ineligibility to bid on future work or removal from the Approved Contractors List. Contractor must take before and after photographs of all services performed. December 15, 2017 [6]
o Photographs must be provided to City staff in digital format (.jpeg) with a legible timestamp indicating the day, month, year, and time when completed work orders are submitted. The photographs will provide proof of Ordinance non-compliance prior to work, as well as successful and satisfactory completion of work by the Contractor. Contractor must be able to provide digital photographs to City staff within 48 hours of request. o Tree removal photographs must clearly show the condition of the tree and surrounding area before and after removal. o Tree trimming photographs must be taken with an approved measuring device that clearly indicates the height of the limbs, branches, or foliage above the street and/or sidewalk before and after trimming is completed. o Hazardous limb/branch removal photographs must show the condition of the hazardous limbs with reference to the sidewalk and/or street before and after removal. o If photographs are not taken of work performed upon a property, cannot be provided to City staff for any reason, or do not clearly or satisfactorily show the work that was completed, payment for the associated work will not be made. Contractor must be able to perform tree removal services on the following days and times: Monday through Friday: 7:00 AM to 4:00 PM Exceptions include the following holidays: New Year s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day Contractor agrees to fill out all required sections of the work order provided by City staff for each property requiring tree removal services, as instructed by City staff. o A copy of the work order must be returned to a designated City administrative staff member by the end of the business week in which services were completed. December 15, 2017 [7]
o A sample copy of the work order is attached to the end of this document. Contractor will coordinate directly with any utilities to have limbs removed that are in direct contact or immediately surrounding overhead utility lines prior to Contractor work. o Under no circumstances are Contractors permitted to cut or move utility service lines of any type. Contractor is required to obtain the proper City permits for any and all work that is planned within the roadway and may divert traffic from a normal driving lane. o Permit applications must be filled out through the City Engineering office (608) 755-3160 between 8:00 am and 4:00 pm. At least 2 days of advanced notice are required for permitting. o Contractor is required to follow Manual on Uniform Traffic Control Devices (MUTCD) requirements for signage/advanced warning for all work that is performed within the street. Contractor must notify City administrative staff of any work stoppage for any reason, including weather, material delays, etc. Contractor will forward all private property owners questions and/or concerns related to tree removal services to City administration immediately. Contractor agrees to prepare and send to the City a detailed, itemized invoice that clearly indicates the total cost for labor, equipment, and materials used for each work order issued by the City for tree trimming and removal services. o The City of Janesville follows net 30 payment terms and will make payment within 30 days of receipt of an invoice provided that completed work order forms have been returned and the before and after photographs have been submitted to a designated City staff member. Contractor must maintain any required State of Wisconsin licensure for the services performed. Contractor must at all times observe and comply with all laws, ordinances, and regulations of the federal, state, and local governments. o It is the Contractor s responsibility to keep informed of relevant laws, codes, ordinances, and regulations and any changes to them. December 15, 2017 [8]
2.4 Requirements of City The City shall assume the following minimum responsibilities: Provide concise direction to the Contractor regarding the work required to be completed, including the location of the tree(s), marking the trees appropriately, and specific removal instructions. o A City staff member will be available within one (1) business day to meet at the property if additional direction is requested by the Contractor. Provide a work order form (attached) for each property on which services are requested. December 15, 2017 [9]
SECTION 3 RFQ RESPONSE SUBMITTAL RFQ response submittals must contain the following minimum specifications and requirements arranged in order. Additional information may be included if deemed pertinent by the applicant. The City will not evaluate or consider submittals missing one or more of the following submission materials. 3.1 Submittal Requirements Cover Letter: A brief introductory letter, including Contractor s number of years in business, references for similar projects, and business locations. Clearly indicate the designated contact and authorized representative (principal-in-charge) with mailing address, business telephone, emergency telephone, email, and facsimile numbers. Statement of Qualifications: A statement of qualifications and other pertinent information that shows that Contractor has the knowledge, experience, labor, and equipment needed to perform the services required herein. List all relevant tree care training and certifications, including the name of the trainer(s) and/or organization that provided the instruction, as well as the date(s) completed. References: At least three recent references, preferably related to Contractor s experience performing similar services in other cities. Include the client name, contact person, address, telephone number, and email address. If work has been completed by the Contractor for the City of Janesville within the past three (3) years, the City may be listed as a reference. Insurance Certificates: Proof of bodily injury and property damage liability insurance that meet the requirements specified in Section XVIII: INSURANCE of the Consultant Services Agreement (sample provided). 3.2 Evaluation & Selection Process The City will evaluate all proposals, and the evaluation and selection process for the Approved Contractors List will be based on the following criteria: Understanding of project objectives, project approach, licenses, experience and expertise with similar types of work. Quality and completeness of submitted proposal. Availability to provide services in terms of equipment and labor. Availability to meet scheduling requirements. December 15, 2017 [10]
Results of reference checks. 3.3 Proposed Service Agreement Successful applicant will be required to enter into contract for the services identified in the RFQ. Applicant agrees that all information submitted is guaranteed through the term of any contract resulting from this proposal process. A sample services agreement is provided for applicant's review. Modifications to the sample services agreement should be noted with submittal. If no modifications to the sample services agreement are submitted, successful applicant will be expected to accept sample contract language verbatim. 3.4 Declaration of Proposal Terms and Agreement Completion of Form 1 attached. 3.5 Insurance Applicant must submit proof of bodily injury and property damage liability insurance to be maintained for the duration of any contract entered into with the City. The City of Janesville requires that the City, its officers, employees, agents, and volunteers shall be named as a certificate holder for such insurance and shall not be cancellable without thirty (30) calendar day s prior written notice to the City. The City requires the insurance coverage to be no less than the following limits of liability: Professional Liability Insurance: $1,000,000 per occurrence $2,000,000 general aggregate The Contractor must present satisfactory evidence of valid Worker s Compensation Insurance. 3.6 Questions and Additional Information Questions regarding this Request for Qualifications can be directed to: Kamron Nielson, Operations Superintendent City of Janesville City Services Center P.O. Box 5005 Janesville, WI 53547-5005 Phone: 608-755-3110 Fax: 608-755-3106 Email: nielsonk@ci.janesville.wi.us December 15, 2017 [11]
FORM 1 DECLARATION OF PROPOSAL TERMS AND AGREEMENT The undersigned applicant, having full authority submitting this proposal, hereby declares and agrees with all the terms, conditions and requirements of the within and foregoing proposal, and the printed specifications attached hereto: SUBMITTED BY, APPLICANT ADDRESS Street City State Zip BY DATE, 20 AUTHORIZED SIGNATURE December 15, 2017 [12]