METROPOLITAN AIRPORT AUTHORITY OF PEORIA NOTICE OF REQUEST FOR PROPOSALS TREE TRIMMING/CLEARING SERVICES FOR THE GENERAL WAYNE A. DOWNING PEORIA INTERNATIONAL AIRPORT and MT. HAWLEY AIRPORT Notice is hereby given that the Metropolitan Airport Authority of Peoria is soliciting proposals from qualified firms to provide tree trimming/clearing services to the Metropolitan Airport Authority of Peoria in the vicinity of the General Wayne A. Downing Peoria International Airport (PIA) and the Mt. Hawley Airport. It is anticipated that the term of this contract shall be for a one-year period with two one-year renewal options. To obtain a copy of the Request for Proposals, contact the Metropolitan Airport Authority of Peoria at (309) 697-8272 extension 100 or visit https://www.flypia.com/business.php to download the full RFP. The Metropolitan Airport Authority of Peoria, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4, and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, Disadvantaged Business Enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, sex or national origin in consideration for an award. To this end, the proposed contract is under and subject to Executive Order No. 11246 of September 24, 1965, Equal Opportunity Clause and to Title VI of the Civil Rights Act of 1964. Sealed proposals should be submitted to the Metropolitan Airport Authority Administration Offices, 6100 W. Everett McKinley Dirksen Parkway, Peoria, IL 61607, and must be received no later than 10:00 a.m. local time on September 12, 2018. The outside of the proposal should be clearly labeled Tree Trimming/Clearing Services Proposal. 1
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METROPOLITAN AIRPORT AUTHORITY OF PEORIA REQUEST FOR PROPOSALS FOR TREE TRIMMING/CLEARING SERVICES for the GENERAL WAYNE A. DOWNING PEORIA INTERNATIONAL AIRPORT and THE MT. HAWLEY AIRPORT August 2018 3
I. INTRODUCTION METROPOLITAN AIRPORT AUTHORITY OF PEORIA A. General Information REQUEST FOR PROPOSALS The Metropolitan Airport Authority of Peoria (the Authority) requests proposals from qualified persons or firms to perform tree trimming/clearing services in the vicinity of the General Wayne A. Downing Peoria International Airport and the Mt. Hawley Airport. To be considered, an original and two (2) copies of a proposal must be received at the Metropolitan Airport Authority Administration Offices, at 6100 W. Everett McKinley Dirksen Parkway, Peoria, IL 61607 by 10:00 a.m. on September 12, 2018. The Authority reserves the right to reject any or all proposals submitted. At the discretion of the Authority, individuals or firms submitting proposals may be requested to make oral presentations as part of the evaluation process. It is anticipated the selection of a tree trimming/clearing contractor will be completed on or after September 26, 2018. Following the notification of the selected successful proposer, the agreement will take effect on a date agreed upon by the selected proposer and the Authority. It is the intent of the Authority that a single tree trimming/clearing contractor provide all the services specified in this request for proposals for the two airports. However, nothing in the contract shall be construed to imply a grant of exclusive rights in violation of FAA grant assurances. B. Term of Engagement A one-year contract with two one-year renewals upon mutual agreement is contemplated, subject to the concurrence of the Board. All unit prices and other conditions related to leases and the provision of services described herein shall remain in effect for the initial one-year term and any optional renewals to a maximum of three years. 4
II. NATURE OF SERVICES REQUIRED A. General The Authority is soliciting tree trimming/clearing services from qualified firms or individuals to provide services for one year with a renewal option upon mutual agreement for two additional one-year terms for the General Wayne A. Downing Peoria International Airport and the Mt. Hawley Airport. B. Background The General Wayne A. Downing Peoria International Airport (PIA) and the Mt. Hawley Airport (3MY) are owned by the Metropolitan Airport Authority of Peoria (MAAP). PIA is located near the intersection of Interstate 474 and Airport Road in Peoria County, and 3MY is located near the intersection of Route 6 and Route 40 (Knoxville Ave) in the City of Peoria. These airports serve the commercial and general aviation communities of the Peoria metropolitan area, serving as a base of operations for four airlines, six major corporate hangars, two military units, and many other activities. Tree growth in the vicinity of both airports has resulted in trees becoming an obstruction to air navigation, resulting in this Request for Proposals. C. Scope of Services The proposer must be a firm or individual licensed to carry out the tree trimming/clearing service activities in the City of Peoria and Peoria County, Illinois. The successful proposer will assume full responsibility for the management of day-today tree trimming/clearing in designated areas under the general direction of the Airport Authority staff. Proposals will be evaluated as to the type and number of services to be provided as well as to the cost to the Airport Authority. The minimum level of services that will be required to be provided will include the following: 1. Perform tree trimming and removal services as identified on Attachment D and as designated by Airport Authority staff 2. Obtain all necessary certifications and permits, if needed. Copies are to be provided to MAAP. 3. Be responsible for all lane closures, including signage, barricades and warning devices necessary to complete work in a safe manner. 4. Provide stump-grinding service to 12 inches below grade. Mulch to be left on-site and mounded. Price to be provided for removal and replacement with fill dirt. 5. Remove and dispose of all debris from tree removal in a professional and environmentally acceptable manner 5
6. Supply necessary labor, tools and equipment required to perform services in a professional manner. 7. Designate a Project Manager who shall: a. Evaluate trees and make recommendations to Airport Authority staff, and b. Supervise trimming and removal of trees as directed by the Airport Authority staff D. Specific Requirements /Vendor Qualifications 1. Vendor minimum qualification criteria include, but are not limited, to the following: a. Shall be licensed and bonded with copies provided to MAAP; b. Shall have experience working in areas with public traffic; c. Shall respond to emergency requests within twenty-four (24) hours notice; d. Shall be regularly and continuously engaged in the business of providing tree trimming and removal services and possess a minimum of three (3) years experience in performing similar projects of scope and size including experience with trees posing an imminent threat to structures; e. Shall have the ability to remove trees up to 96 Diameter at Breast Height (DBH) and 100 high; f. Shall have the ability to work with Airport Authority personnel to achieve the best results for each project; g. Contractor(s) shall possess all permits, licenses and professional credentials necessary to perform Services specified under this RFQ h. MAAP shall be named as an additional insured 2. Specific Requirements Contractor s Services shall: a. Be in compliance with applicable federal, state and local laws and regulations. b. Services shall be performed in a manner to protect tree health and growth. c. Services will be performed with particular attention to the following: 1. At Airport Authority s request, contractor shall provide an estimate of trees value before cutting is to begin; 2. All tree removal shall be done in a manner to protect surrounding property, vegetation, etc.; 3. Tree trunks shall be removed to ground level, or to a specific height as directed by Airport Authority staff; and 4. Stumps shall be ground as directed by Airport Authority Staff. 6
5. Contractor shall include the arrival on site, with seven (7) days notice from Airport Authority staff, under normal conditions, of an aerial lift, operator and crew. Once a job is started, all work shall be completed in a timely manner without delay, to the satisfaction of the Airport Authority representative. 6. Include the arrival on site, with twenty four (24) hours notice from the Airport Authority staff, under storm and/or emergency conditions, as determined by the Airport Authority staff, of and aerial lift, operator and crew. The Airport Authority will be considered a first priority customer under these conditions. 7. Include the right of Airport Authority staff to modify or suspend any work assignment for any reason, including adverse weather conditions, at no cost to the Airport Authority. 8. Include the right to use alternative contractors at any time for any reason. 9. Guarantee pricing for a period of one (1) year and provide pricing for hourly rates for a subsequent two year period E. Equipment And Safety Specifications 1. Contractor(s) shall supply all labor and equipment necessary to appropriately and safely complete the required task; 2. Contractor(s) shall ensure Services are performed safely and in accordance with all applicable federal, state, and local laws and regulations. 3. Chain saws used by contractor(s) shall be maintained in good operable condition throughout Contractor s term of service. The chain saws shall be of sufficient size and design for the task; 4. All equipment shall be suitable, appropriate and properly maintained by the contractor(s) while performing Services; and 5. Personnel shall be experienced and trained to safely operate equipment to perform Services. 6. Contractor(s) shall perform Services with minimal obstruction and inconvenience to the public, and shall begin no project that cannot be performed without regard for the rights of the public. 7. Contractor(s) shall provide and maintain fences, barriers, directional signs, lights and flag person as are necessary to give adequate warning to the public at all time of any dangerous conditions to be encountered as a result of work. 8. By submission of a proposal, it shall be expressly understood that Owner/operators shall exercise due care at all times to maintain a safe environment. Anytime an owner/operator hires an employee, that employee 7
will be required to follow all pertinent safety rules. Owner/Operators shall maintain the minimum insurance requirements of Attachment C. 9. Airport Authority staff may order Contractor(s) to stop work whenever any safety violation is observed and/or evidenced. The Contractor(s) shall comply with the stop work order and shall not resume work until the safety violation is corrected to the satisfaction of the Airport Authority staff. Contractor(s) shall not be entitled to any compensation for time during the period of work stoppage. 10. Identification and location of all utility or power lines are the responsibility of the Contractor(s). The Contractor(s) shall: a. Proceed with sufficient caution to preclude damaging any utilities known or unknown. In the event unidentified utilities are encountered, the Contractor(s) shall notify Airport Authority staff immediately. b. In the event utilities are damaged during tree trimming or removal process, temporary services and/or repairs shall be made immediately, at the Contractor s expense, to maintain continuity of services and permanent repairs shall be made in a timely manner at Contractor s expense. 11. Any damage caused by Contractor(s) shall be repaired or replaced at Contractor s expense. 12. All services provided must be in accordance with appropriate FAA and TSA regulations and certifications. Proposers will be expected to abide by all Federal, State, and local laws, regulations, and ordinances. 13. Proposers will be required to carry liability insurance with a company qualified to do business in the State of Illinois. The minimum insurance coverage shall be in accordance with Attachment C herein. F. Time Frame It is anticipated that the contract period will commence on October 1, 2018, and that the initial contract period will end on September 30, 2019. The agreement will include options to renew for two additional one year periods, which shall be exercised by mutual agreement. G. Administrative Procedures 1. The Airport Authority is a municipal corporation under the laws of the State of Illinois and is governed by a Board of Commissioners. The Board of Commissioners normally has a Projects/Finance Committee meeting on the third Monday of each month, at which meeting it approves all claims and invoices. Invoices received by the second Monday of each month will normally be paid during that month. 8
2. Prevailing Wage Act. The Metropolitan Airport Authority of Peoria, as a municipal corporation under the laws of the State of Illinois, is subject to the Prevailing Wage Act (820 ILCS 130/). As such, wages paid for work under this RFP must meet the requirements of the Prevailing Wage Act, and all claims and invoices must include certified payroll documentation prior to payment. 3. The Airport Authority staff member designated as the lead point of contact for the Contractor will be the Director of Operations and Maintenance or his designee. H. Proposal Formalities The proposal must clearly define the services the firm will provide as well as outline the fees for services proposed to be provided to the Airport Authority. The original plus four (4) copies of the proposal are to be submitted by 10:00 a.m. on September 12, 2018 to: Metropolitan Airport Authority of Peoria 6100 W. Everett McKinley Dirksen Parkway Peoria, IL 61607 In order to be considered for selection, responses must be in writing and arrive at the above location on or before the date and time specified. Proposers mailing responses should allow for normal mail delivery time to ensure receipt. Proposals received after the stated time will be returned unopened. Each copy of the proposal will be signed by an authorized representative of the firm or individual responding. All responses will become the property of the Airport Authority and may be a matter of public record subsequent to award of the contract or rejection of all proposals. Proposals will not be returned. Part of the proposal process may include an interview. This interview would require a presentation on how the firm or individual plans to provide tree trimming/clearing services, discuss the proposers experience, capacity to meet requirements, and answer questions. All presentation materials will become the property of the Airport Authority after the interview is completed. The Airport Authority reserves the right to negotiate the final financial terms of the contract with the successful proposer. The Airport Authority reserves the right without prejudice to reject any and all proposals. In addition, the Airport Authority has the right to cancel this solicitation at any time. Cost will not be the sole factor in the selection of the tree trimming/clearing contractor. 9
I. Proposal Requirements The proposal should address the following items, indicating how the proposer plans to provide the relevant services. 1. BASIC SERVICES: a. Tree Trimming/Clearing The proposal must address the availability of staff and equipment to remove, cut, trim, and/or clear and grub trees in the designated areas. The tree trimming/clearing contractor is responsible for coordinating tree removal on or near designated airport grounds and equipment with special attention to safety issues. The tree trimming/clearing contractor is expected to take pride in the appearance of the designated areas and to be proactive in maintaining a neat and physically attractive finished product. Cost of fuel, equipment, tools, vehicles, materials, and all supplies shall be the responsibility of the Contractor. b. Additional Services The proposal must address and describe the method of accomplishment for any additional services proposed. c. Excluded Work i. Mowing. The tree trimming/clearing contractor shall not be responsible for mowing. ii. Landscape Design or capital improvements. The tree trimming/clearing contractor shall not be responsible for designing or installing new landscape features or for making capital expenditures for new features. 2. STATEMENT OF EXPERIENCE AND QUALIFICATONS The proposer must provide a detailed listing of the relevant experience the proposer has in providing the same or similar types of service. The statement should include the name, address, and telephone number of contact persons from three clients who can verify such experience. Other references may be provided. The proposer should also highlight all of the relevant training and experience that the proposer has with providing such services. III. DESCRIPTION OF THE OWNER A. Metropolitan Airport Authority of Peoria is a municipal corporation. The Authority was established for the general purpose of acquiring, maintaining, operating, and financing airports and landing fields in Peoria County, Illinois. 10
B. General Information. The Authority is located in the Administrative Offices at the General Wayne A. Downing Peoria International Airport. The Authority is governed by a nine-member Board. The Director of Airports manages daily operations and is appointed by the Board. The Authority derives its funding primarily from the following sources: Airport landing and apron fees, terminal rent, building leases, car rental fees, property and other taxes, and federal and state grants. C. Principal Contacts. The proposers principal contact with the Authority will be Mr. Douglas Palmer, Director of Operations and Maintenance. IV. TIME REQUIREMENTS A. Proposal and Contract Dates The following is a list of key dates concerning the proposal and contract: Request for proposals issued August 17, 2018 Cut-off for Questions August 31, 2018 Due date for proposals September 12, 2018 Selection of contractor September 26, 2018 V. ASSISTANCE TO BE PROVIDED TO SELECTED TREE TRIMMING/CLEARING CONTRACTOR The Administration Department will be available to provide information, documentation, and answer any questions concerning the designated areas in the vicinity of the General Wayne A. Downing Peoria International Airport and the Mt. Hawley Airport related to the provision of tree trimming/clearing services. VI. PROPOSAL REQUIREMENTS 1. Inquiries concerning the request for proposals and the subject of the request for proposals must be made to: Mr. Gene Olson Director of Airports 6100 W. Everett McKinley Dirksen Parkway Peoria, IL 61607 (309) 697-8272 golson@flypia.com 2. Submission of Proposals: The Title page of the proposal must be clearly marked Tree trimming/clearing services Proposal showing the name and address of the firm or individual, as well as the contact person and the telephone number. The proposal must address each of the points in the Request for Proposals. 11
Proposals must be received by 10:00 a.m. on September 12, 2018. Proposals received after this deadline will not be considered and will be returned unopened. Proposals must include the following: (1) Executed copies of Proposer Guarantees and Proposer Warranties should be attached to this request for proposals. (2) The proposer shall submit an original and two (2) copies of the proposal in a separate sealed envelope marked as follows: Metropolitan Airport Authority of Peoria 6100 W. Everett McKinley Dirksen Parkway Peoria, IL 61607 3. Key personnel Qualifications and Experience 4. Business Relationships with Other Airports or units of local government 5. References: The proposal should contain references from three clients. 6. Price of Services: The proposal should clearly contain the Tree trimming/clearing contractor s pricing information relative to providing Tree trimming/clearing services as described in this request for proposals. The Authority will not be responsible for expenses incurred in preparing and submitting the proposal. Such costs should not be included in the proposal. VII. EVALUATION PROCEDURES A. Projects and Finance Committee Proposals submitted will be evaluated by Airport Authority staff, who will provide a recommendation to the Projects and Finance Committee. B. Evaluation Criteria Proposals will be evaluated using the following criteria, however, staff and the Committee may consider any other criteria it deems relevant with respect to the award of the Tree trimming/clearing services contract. The Airport Authority reserves the right to inspect facilities of proposer as part of the evaluation process. a. Quality and experience of key personnel who shall serve as the overall representative to the Authority for all Tree trimming/clearing services. b. Adherence to the instructions in this request for proposals on preparing and submitting the proposals. c. The proposer s ability to provide the type and quality of services requested in this request for proposals. 12
d. Any services available from the proposer which exceed request for proposals requirements. e. Price of services. Price will not be the sole factor in the selection of the Tree trimming/clearing contractor. f. Best overall advantage to the Authority based on the services to be provided. C. Oral Presentations During the evaluation process, staff or the Projects and Finance Committee may, at their discretion, ask representatives of the firm or individual to make oral presentations. Such presentations will provide the Tree trimming/clearing contractor with an opportunity to answer any questions staff or the Projects and Finance Committee may have on a proposal. D. Final Selection and Award of Contract The proposer to whom a contract is awarded shall be required to enter into a written contract with the Authority in a form approved by the Authority s Attorney. This RFP and the proposal, or any part thereof, may be incorporated into and made a part of the final contract. The Authority reserves the right to negotiate the terms and conditions of the contract with the selected proposer. E. Right to Reject Proposals Submission of a proposal indicates acceptance by the Tree trimming/clearing contractor of the conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Authority and the Tree trimming/clearing contractor selected. The Authority reserves the right without prejudice to reject any or all proposals. 13
ATTACHMENT A PROPOSER GUARANTEES I. The proposer certifies it can and will provide and make available, at a minimum, all services set forth in Section II, Nature of Services Required. Signature of Official: Name (typed): Title: Firm: Date: ATTACHMENT B A. Proposer warrants that it is willing and able to obtain insurance coverage as specified in the Rates and Charges Ordinance. B. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the express prior written permission of the Metropolitan Airport Authority of Peoria. C. Proposer warrants that all information provided by it in connection with this proposal is true and accurate. Signature of Official: Name (typed): Title: Firm: Date: 14
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ATTACHMENT C MINIMUM ACCEPTABLE INSURANCE REQUIREMENTS FOR VENDORS During the term of the agreement with MAAP, the Vendor will, at its own expense, have in effect the coverages listed below. The vendor shall also require the same from all of its subcontractors engaged in the work. Commercial General Liability: Coverage should include premises operations, products and completed operations, broad form property damage, contractual liability, independent contractors, and personal and advertising injury with minimum limits of $1,000,000 limit per occurrence for bodily injury and property damage; $2,000,000 aggregate with defense outside the limits. Any aggregate limit must apply per project/per location and must be unimpaired. The policy shall include MAAP and its subsidiaries, affiliates, officers, directors and employees as additional insureds under ISO form #CG2026 (11/85) or its equivalent. The coverage provided by the additional insured endorsement shall be primary without right of contribution by any coverage carried by MAAP and its subsidiaries, affiliates, officers, directors and employees. The policy shall include a waiver of subrogation endorsement in favor of MAAP and its subsidiaries under ISO form #CG2404 or its equivalent. The policy shall contain a severability of interest clause for all additional insureds with no cross suits liability exclusion. Coverage shall not contain an exclusion for bodily injury or property damage after work is completed or is put to its intended use. Automobile Liability: Coverage for owned, leased, hired and non-owned vehicles with a combined single limit of $1,000,000 for bodily injury and property damage. The policy shall include MAAP and its subsidiaries, affiliates, officers, directors and employees as additional insureds under ISO form #CG2026 or its equivalent. The coverage provided by the additional insured endorsement shall be primary without right of contribution by any coverage carried by MAAP and its subsidiaries, affiliates, officers, directors and employees. The policy shall include a waiver of subrogation endorsement in favor of MAAP and its subsidiaries. Umbrella Liability: Coverage excess of general liability, auto liability and employers liability in an amount of at least $5,000,000 per occurrence with defense outside the limit. 16
Workers Compensation: Workers compensation coverage: statutory limits required by all authorities having jurisdiction in locations in which any Vendor operates, and in which the work required by the contract awarded is performed. Employers liability coverage: $1,000,000 Bodily injury by accident each accident $1,000,000 Bodily injury by disease each employee $1,000,000 Bodily injury by disease policy limit The Employers Liability Limits may be combined with either an Excess or Umbrella Liability policy. The policy shall include a waiver of subrogation endorsement in favor of MAAP and its subsidiaries under form #WC000313 or its equivalent. Tools and Equipment: The Vendor shall be responsible for any loss or damage to any property owned by, or in control of, vendor, which is not incorporated into the work, including, without limitation, tools, equipment and materials. The vendor shall provide all risk insurance to protect the vendors materials in transit or in storage off the project site, until incorporated in the work at the full replacement cost value. The policy shall include a property waiver of subrogation endorsement in favor of MAAP and its subsidiaries. Conditions Applying to All Coverages: Any deductibles or self-insured retentions must be declared to and approved by MAAP. Any changes to the coverages required must be authorized in advance by MAAP and be documented in writing. The certificate shall provide that 60 days prior written notice of cancellation be given to MAAP and its subsidiaries. The wording endeavor to but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives should be stricken from the Acord certificate form. Certificates for renewal policies must be issued 10 day prior to the renewal date. All liability policies for injury and property damage shall be issued on the occurrence form. All coverages must be in a company approved to do business in the state and carrying a rating of at least A X by A.M. Best s. Coverages for subcontractors must have a carrier rating of at least A- VIII by A.M. Best s. Vendor shall be responsible for assuring that all subcontractors are properly insured and maintain the same coverages, terms, and conditions as required by this agreement. MAAP reserves the right to increase or expand these requirements when it deems prudent. If any of the insurance required to be maintained by this contract is written with aggregate limits, Vendor shall actively monitor all claims, incidents and occurrences that may affect such insurance to assure that the application of the aggregate limit will not have the practical effect of reducing the minimum amount of insurance coverage that is available on a per occurrence or per claim basis. If, at any time, the full minimum per occurrence or per claim limit is not available for the payment of claims, or MAAP or Vendor reasonably believes that such limits may not be available, Vendor shall take immediate steps to increase the aggregate limits as necessary to provide such coverage, 17
notify MAAP in writing, subject to the insurance requirements herein, maintain separate insurance protection that is not subject to the aggregate limit. 18
Attachment D Hourly rates Charges for Services After Completion of Main Project Tree Removal with Stump Item: Grinding 12 inches below grade Quantity: 1 each Unit Price per tree Delivery Location: PIA 3MY Item: Tree Removal with Stump within 1 inch of surface Quantity: 1 each Unit Price per tree Delivery Location: PIA 3MY Branch Item: trimming Quantity: 1 each Unit Price Delivery Location: PIA 3MY per hour 19
ATTACHMENT E Project Location PIA 20
ATTACHMENT E Project Location PIA (cont.) 21
ATTACHMENT E Project Location 3MY 22