HomeMy WebLinkAboutStaff Report 3252
City of Palo Alto (ID # 3252)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 1/14/2013
City of Palo Alto Page 1
Summary Title: Tree Pruning and Removal Services Contract
Title: Approval of a Three Year Contract with West Coast Arborists, Inc. in a
Total Amount Not to Exceed $1,050,000 for Tree Pruning and Removal
Services
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute the attached three year contract with West Coast Arborists,
Inc. (Attachment A) in a total amount not to exceed $1,050,000 for Tree Pruning
and Removal Services.
Background
Contract tree maintenance work by area was started in FY 2000 and has provided
a pro-active cycle of basic tree maintenance for the city. These area contracts
have helped free up City tree maintenance personnel for the varied responsive
work tasks they perform including tree removals, tree plantings, and tree pruning
requests from other parts of the City not included in the current year’s contract
maintenance area.
Discussion
Project Description
The work to be performed under this contract includes routine pruning, tree
removal, and stump grinding. The primary focus of the first year of the project
will be routine pruning for clearance and safety in Maintenance Area 4
City of Palo Alto Page 2
(Attachment B). Included within Area 4 is the University Avenue gateway corridor
from U.S Highway 101 to Middlefield Road. Should an emergency or other
priority situation arise, contract crews from West Coast Arborists, Inc. may be
utilized in other areas of the city as well. Subsequent years will focus on
Maintenance Areas 5 and 6.
Tree maintenance operations will be conducted in accordance with current
standards as established by the American National Standard Institute (ANSI).
Specifically, current ANSI A300 (Tree, Shrub and other Woody Plant Maintenance
– Standard Practices), ANSI Z133 (Safety Requirements for Arboricultural
Operations) and accompanying “Best Management Practices” publications will be
adhered to. Each contract crew will be led by an International Society of
Arboriculture (ISA) Certified Tree Worker and an ISA Certified Arborist supervising
employee will be provided for every six contract employees.
Bid Process (Intergovernmental Cooperative Purchase)
In August 2012, the City of Sacramento completed a competitive solicitation
process to select a contractor for tree pruning and removal services. West Coast
Arborists, Inc. was determined to be the most qualified contractor and was
awarded a one-year contract with two one-year renewal options. To streamline
the solicitation process and take advantage of the favorable pricing obtained in
the Sacramento solicitation process, staff recommends utilizing the Purchasing
Ordinance’s “piggyback” provision as allowed in Palo Alto Municipal Code section
2.30.360(k). In order to utilize another governmental or public agency’s
solicitation these four criteria must be met:
(I) the agency used a solicitation method substantially similar to the
method required by this chapter; The City of Sacramento solicitation
methodology and award of contract (Attachments C and D) are
substantially similar to those of the City of Palo Alto.
(ii) The contract allows other agencies to utilize or the vendor authorizes
the city to utilize; the vendor (West Coast Arborists, Inc.) has authorized the
City of Palo Alto to utilize the contract (Attachment E).
City of Palo Alto Page 3
(iii) the contract is consistent with requirements specified in this code; The
contract (Attachment D) between the City of Sacramento and West Coast
Arborists, Inc. is consistent with the requirements of the Palo Alto Municipal
Code.
(iv) there is an overall value to the city's utilizing the contract versus the city
performing it's own solicitation; The City of Palo Alto will benefit from a fee
schedule that was bid on a larger (250%) scale project resulting in
significant cost savings; there will be a significant time savings in putting a
contract in place; and Administrative Services and Public Works staff will be
freed up for work on other solicitations and projects.
Public Works staff worked directly with the Purchasing Division in Administrative
Services to ensure compliance with the Palo Alto Municipal Code for this
solicitation.
The City has checked references and West Coast Arborists, Inc. has a good record,
including some jobs in Palo Alto such as the University Avenue Street Tree Project
in 2004. More recently, in FY 2011-12, West Coast Arborists, Inc. successfully
completed the Parks & Facilities Tree Maintenance Services contract and the
Street Tree Maintenance Services contract also in Palo Alto.
Resource Impact
Funds for the first year of this project are available in the FY 2013 Public Services
Division and Refuse Fund operating budgets of the Public Works Department.
The Refuse Fund contributes $25,000 annually to ensure limbs are cleared for
street sweepers to avoid damage to low hanging limbs. . Funding for each
additional year is contingent upon Council approval of that Fiscal Year’s budget.
Policy Implications
This recommendation does not represent any change to existing City policies.
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Environmental Review
The recommended action is exempt from review under the California
Environmental Quality Act pursuant to CEQA Guidelines Section 15301(h)
(maintenance of existing landscape).
Attachments:
Attachment A - Contract (DOC)
Attachment B _ Area 4 Map (PDF)
Attachment C _ Sacramento Request For Proposal (PDF)
Attachment D _ Sacramento Council Report and Contract (PDF)
Attachment E _West Coast Arborists (PDF)
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
ATTACHMENT A
CITY OF PALO ALTO CONTRACT NO. C13148075
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 14th day of JANUARY, 2013, by and between the CITY
OF PALO ALTO, a California Chartered Municipal Corporation (“CITY”), and WEST COAST
ARBORISTS, INC., a partnership, located at 2200 E. Via Burton Street, Anaheim, CA 92806, Telephone
Number: 800-521-3714 (“CONTRACTOR”). In consideration of their mutual covenants, the parties hereto
agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services (“Services”) described in the
Scope of Services, attached as Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
“A” - Scope of Services “B” - Schedule of Performance
“C” - Compensation
“D” - Insurance Requirements
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from 1/14/2013 to 6/30/2015 inclusive, subject to the provisions of
Sections Q and V of the General Terms and Conditions.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the term
of this Agreement in a reasonably prompt and timely manner based upon the circumstances and
direction communicated to CONTRACTOR, and if applicable, in accordance with the schedule set
forth in the Schedule of Performance, attached as Exhibit B. Time is of the essence in this
Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to
accept as not to exceed compensation for the full performance of the Services and reimbursable
expenses, if any, a sum calculated in accordance with the fee schedule set forth in Exhibit C, not to
exceed a total maximum compensation amount of one million fifty thousand dollars
($1,050,000.00).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total
maximum compensation set forth above. Any hours worked or services performed by
CONTRACTOR for which payment would result in a total exceeding the maximum amount of
compensation set forth above for performance of the Services shall be at no cost to CITY.
The City has set aside the sum of dollars ($ ) for Additional Services.
CONTRACTOR shall provide Additional Services only by advanced, written authorization
from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONTRACTOR’s proposed maximum compensation, including reimbursable
expense, for such services. Compensation shall be based on the hourly rates set forth above
or in Exhibit C (whichever is applicable), or if such rates are not applicable, a negotiated
lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional
Services for which payment would exceed the amount set forth above for Additional
Services. Payment for Additional Services is subject to all requirements and restrictions in
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONTRACTOR compensation rates for each additional term shall be the same as the original term.
7. INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager is:
Eugene Segna, Dept.: Public Works, Public Services division, P.O. Box 10250, Palo Alto, CA 94303
Telephone: 650-496-6946. Invoices shall be submitted in arrears for Services performed. Invoices
shall not be submitted more frequently than monthly. Invoices shall provide a detailed statement of
Services performed during the invoice period and are subject to verification by CITY. CITY shall
pay the undisputed amount of invoices within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this Agreement.
This Agreement includes and is limited to the terms and conditions set forth in sections 1 through 6
above, these general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and
qualifications to complete the services described in Section 1 of this Agreement, entitled
“SERVICES,” and that every individual charged with the performance of the services under this
Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such
licensing or certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
CONTRACTOR shall perform all work in accordance with generally accepted business practices and
performance standards of the industry, including all federal, state, and local operation and safety
regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be
considered an independent CONTRACTOR and not an agent or employee of CITY. CONTRACTOR
shall be responsible for employing or engaging all persons necessary to complete the work required
under this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services under
this Agreement unless CONTRACTOR obtains prior written consent of CITY. CONTRACTOR
shall be solely responsible for directing the work of approved subcontractors and for any
compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR’s business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services comply
with all applicable federal, state and local laws, ordinances, regulations, and orders.
G. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole expense,
repair in kind, or as the City Manager or designee shall direct, any damage to public or private
property that occurs in connection with CONTRACTOR’s performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as may be
necessary to protect CITY from loss because of defective work not remedied or other damage to the
CITY occurring in connection with CONTRACTOR’s performance of the Services. CITY shall
submit written documentation in support of such withholding upon CONTRACTOR’s request. When
the grounds described above are removed, payment shall be made for amounts withheld because of
them.
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CITY OF PALO ALTO CONTRACT NO. C13148075
H. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this Agreement
shall be performed in a professional and workmanlike manner in accordance with generally accepted
business practices and performance standards of the industry and the requirements of this Agreement.
CONTRACTOR expressly warrants that all materials, goods and equipment provided by
CONTRACTOR under this Agreement shall be fit for the particular purpose intended, shall be free
from defects, and shall conform to the requirements of this Agreement. CONTRACTOR agrees to
promptly replace or correct any material or service not in compliance with these warranties, including
incomplete, inaccurate, or defective material or service, at no further cost to CITY. The warranties
set forth in this section shall be in effect for a period of one year from completion of the Services and
shall survive the completion of the Services or termination of this Agreement.
I. MONITORING OF SERVICES. CITY may monitor the Services performed under this Agreement
to determine whether CONTRACTOR’s work is completed in a satisfactory manner and complies
with the provisions of this Agreement.
J. CITY’S PROPERTY. Any reports, information, data or other material (including copyright interests)
developed, collected, assembled, prepared, or caused to be prepared under this Agreement will
become the property of CITY without restriction or limitation upon their use and will not be made
available to any individual or organization by CONTRACTOR or its subcontractors, if any, without
the prior written approval of the City Manager.
K. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at any
reasonable time during the term of this Agreement and for three (3) years from the date of final
payment, CONTRACTOR’s records pertaining to matters covered by this Agreement.
CONTRACTOR agrees to maintain accurate books and records in accordance with generally
accepted accounting principles for at least three (3) following the terms of this Agreement.
L. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by CITY
shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
M. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during the
term of this Agreement, the insurance coverage described in Exhibit D. Insurance must be provided
by companies with a Best’s Key rating of A-:VII or higher and which are otherwise acceptable to the
City’s Risk Manager. The City’s Risk Manager must approve deductibles and self-insured retentions.
In addition, all policies, endorsements, certificates and/or binders are subject to approval by the Risk
Manager as to form and content. CONTRACTOR shall obtain a policy endorsement naming the City
of Palo Alto as an additional insured under any general liability or automobile policy.
CONTRACTOR shall obtain an endorsement stating that the insurance is primary coverage and will
not be canceled or materially reduced in coverage or limits until after providing 30 days prior written
notice of the cancellation or modification to the City’s Risk Manager. CONTRACTOR shall provide
certificates of such policies or other evidence of coverage satisfactory to CITY’s Risk Manager,
together with the required endorsements and evidence of payment of premiums, to CITY concurrently
with the execution of this Agreement and shall throughout the term of this Agreement provide current
certificates evidencing the required insurance coverages and endorsements to the CITY’s Risk
Manager. CONTRACTOR shall include all subcontractors as insured under its policies or shall
obtain and provide to CITY separate certificates and endorsements for each subcontractor that meet
all the requirements of this section. The procuring of such required policies of insurance shall not
operate to limit CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
N. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the provisions
of section M relating to insurance, CONTRACTOR shall indemnify, defend and hold harmless CITY,
its Council members, officers, employees and agents from and against any and all demands, claims,
injuries, losses, or liabilities of any nature, including death or injury to any person, property damage
or any other loss and including without limitation all damages, penalties, fines and judgments,
associated investigation and administrative expenses and defense costs, including, but not limited to
reasonable attorney’s fees, courts costs and costs of alternative dispute resolution), arising out of, or
resulting in any way from or in connection with the performance of this Agreement. The
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CITY OF PALO ALTO CONTRACT NO. C13148075
CONTRACTOR’s obligations under this Section apply regardless of whether or not a liability is
caused or contributed to by any negligent (passive or active) act or omission of CITY, except that the
CONTRACTOR shall not be obligated to indemnify for liability arising from the sole negligence or
willful misconduct of the CITY. The acceptance of the Services by CITY shall not operate as a
waiver of the right of indemnification. The provisions of this Section survive the completion of the
Services or termination of this Contract.
O. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONTRACTOR certifies that in the performance of this Agreement, it shall not discriminate in the
employment of any person because of the race, skin color, gender, age, religion, disability, national
origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of
such person. CONTRACTOR acknowledges that it has read and understands the provisions of
Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and
the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
P. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that it is
aware of the provisions of the Labor Code of the State of California which require every employer to
be insured against liability for workers' compensation or to undertake self-insurance in accordance
with the provisions of that Code, and certifies that it will comply with such provisions, as applicable,
before commencing and during the performance of the Services.
Q. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten
(10) days’ prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of
its material obligations under this Agreement, in addition to all other remedies provided by law, the
City Manager may terminate this Agreement immediately upon written notice of termination. Upon
receipt of such notice of termination, CONTRACTOR shall immediately discontinue performance.
CITY shall pay CONTRACTOR for services satisfactorily performed up to the effective date of
termination. If the termination is for cause, CITY may deduct from such payment the amount of
actual damage, if any, sustained by CITY due to Contractor’s failure to perform its material
obligations under this Agreement. Upon termination, CONTRACTOR shall immediately deliver to
the City Manager any and all copies of studies, sketches, drawings, computations, and other material
or products, whether or not completed, prepared by CONTRACTOR or given to CONTRACTOR, in
connection with this Agreement. Such materials shall become the property of CITY.
R. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and assigns to
all covenants of this Agreement. This Agreement shall not be assigned or transferred without the
prior written consent of the CITY. No amendments, changes or variations of any kind are authorized
without the written consent of the CITY.
S. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it
presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of this Contract.
CONTRACTOR further covenants that, in the performance of this Contract, it will not employ any
person having such an interest. CONTRACTOR certifies that no City Officer, employee, or
authorized representative has any financial interest in the business of CONTRACTOR and that no
person associated with contractor has any interest, direct or indirect, which could conflict with the
faithful performance of this Contract. CONTRACTOR agrees to advise CITY if any conflict arises.
T. GOVERNING LAW. This contract shall be governed and interpreted by the laws of the State of
California.
U. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire agreement
between the parties with respect to the services that may be the subject of this Agreement. Any
variance in the exhibits does not affect the validity of the Agreement and the Agreement itself
controls over any conflicting provisions in the exhibits. This Agreement supersedes all prior
agreements, representations, statements, negotiations and undertakings whether oral or written.
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
V. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the
City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following
fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a
portion of the fiscal year and funds for this Contract are no longer available. This Section shall take
precedence in the event of a conflict with any other covenant, term, condition, or provision of this
Contract.
W. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with the City’s Environmentally Preferred
Purchasing policies which are available at the City’s Purchasing Department which are incorporated
by reference and may be amended from time to time. CONTRACTOR shall comply with waste
reduction, reuse, recycling and disposal requirements of the City’s Zero Waste Program. Zero Waste
best practices include first minimizing and reducing waste; second, reusing waste and third, recycling
or composting waste. In particular, Contractor shall comply with the following zero waste
requirements:
All printed materials provided by Contractor to City generated from a personal computer and
printer including but not limited to, proposals, quotes, invoices, reports, and public education
materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer
content paper, unless otherwise approved by the City’s Project Manager. Any submitted
materials printed by a professional printing company shall be a minimum of 30% or greater
post-consumer material and printed with vegetable based inks.
Goods purchased by Contractor on behalf of the City shall be purchased in accordance with
the City’s Environmental Purchasing Policy including but not limited to Extended Producer
Responsibility requirements for products and packaging. A copy of this policy is on file at
the Purchasing Office.
Reusable/returnable pallets shall be taken back by the Contractor, at no additional cost to the
City, for reuse or recycling. Contractor shall provide documentation from the facility
accepting the pallets to verify that pallets are not being disposed.
X. AUTHORITY. The individual(s) executing this Agreement represent and warrant that they have the
legal capacity and authority to do so on behalf of their respective legal entities.
Y. CONTRACT TERMS: All unchecked boxes do not apply to this Contract.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this
Agreement on the date first above written.
CITY OF PALO ALTO WEST COAST ARBORISTS, INC.
______________________________________ By________________________________________
City Manager or Designee
(Required on contracts $85,000 and over)
Name _____________________________________
____________________________________
Purchasing Manager or Designee
Title_______________________________________
Approved as to form:
_____________________________________ Telephone: _______________________________
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
EXHIBIT A
SCOPE OF SERVICES
CITY OF PALO ALTO CONTRACT NO. C13148075
TREE PRUNING AND REMOVAL SERVICES
The scope of services shall consist of pruning, removal, stump grinding and other
maintenance operations of trees, palms and other woody plants, at various
locations within the City of Palo Alto, hereafter referred to as the City. Work will be
administered and approved by representatives of the Public Works Department,
Public Services Division - Urban Forestry Section.
Contractor shall furnish all labor, materials, and equipment necessary to perform
the work described herein in strict accordance with these specifications and subject
to the terms and conditions of the contract. All work shall be performed by a tree
care contractor who shall be licensed by the State of California Contractors State
License Board (Classification C-61/Category D-49) to provide such contract
services within the State of California.
GENERAL
General Provisions
The General Provisions for this work shall be in accordance with the General
Provisions of the City of Palo Alto Standard Drawings and Specifications. In case
of conflict, this scope of services shall take precedence over the City of Palo Alto
Standard Drawings and Specifications.
Debris Removal
The work shall include removal and disposal of brush and debris generated by said
work. Waste material shall be disposed of at the contractor’s expense at a location
designated and/or approved by the City. Waste material shall not be given away or
sold as firewood. Waste material shall not be landfilled. Recycling of wood and
wood chips through sustainable uses is strongly encouraged. Contractor shall
furnish data to the City on a monthly basis listing the type, quantity and disposal
location of all debris generated by the work.
Debris resulting from contractor’s operations shall not be left on any work sites
overnight. Upon completion of work the site shall be left in a clean and orderly
condition.
Tool Sanitation and Disease Transmittal
Contractor’s tools that have potential to transmit pests or diseases to other trees
shall be disinfected prior to initiating work within the City, after working on any
potentially diseased trees, and prior to reinitiating work after any work outside of
City-contracted services. In addition, pruning tools shall be disinfected before and
after pruning any Elm (Ulmus species) tree.
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CITY OF PALO ALTO CONTRACT NO. C13148075
Due to disease concerns regarding Canary Island Date Palms (Phoenix
canariensis) and California Fan Palms (Washingtonia filifera), live fronds, flowers
and fruit parts shall only be pruned with handsaws.
Chain saws and handsaws shall be disinfected with Lysol or a 10% mixture of water
and household bleach. Chain saws shall have the clutch cover removed and the
chain, bar, and clutch area shall be sprayed.
Damage to Property
Public or private property damaged as a result of contractor’s operations shall be
repaired or replaced at the contractor’s expense to the originally existing condition.
Inspection Prior to Invoicing
Contractor shall contact Urban Forestry staff to request inspection of all work
performed. All work shall be approved by an Urban Forestry representative prior to
submittal of invoices for payment.
Equipment
All vehicles and equipment used in the performance of work assigned under this
contract shall be in good working order and in compliance with all local, state and
federal laws. Vehicles shall display signage noting the contractor’s name,
telephone number, and “City of Palo Alto Urban Forestry Contractor”. City
identification signs shall not be displayed when performing any work outside of this
contract.
Invoicing
Contractor shall invoice Urban Forestry monthly in a City-furnished MS Excel
format, or approved equivalent. All invoices shall reference the contract number.
General Safety Requirements
Contractor shall comply with applicable state and federal regulations regarding
safety, including the use of personal protective equipment and training.
All work within 10 feet of any overhead high voltage electrical conductors shall be
referred to the City by the contractor. Work shall be scheduled by the contractor in
cooperation with the City and shall be conducted in such a manner as to minimize
disruption of service and disturbance of residents.
Tree care operations that involve climbing or other aerial work may be temporarily
suspended during inclement weather with prior approval from the Urban Forestry
Section.
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CITY OF PALO ALTO CONTRACT NO. C13148075
Temporary Street Parking Closure
Contractor shall provide barricades with signage (City-furnished) noting parking
restrictions and days and times of scheduled tree care operations at least 72 hours
in advance of the work. All barricades and signage must be approved by Urban
Forestry staff.
Holiday Moratoriums and Special Events
Certain streets may be temporarily closed to construction and maintenance projects
during the period from the Thanksgiving holiday through the New Year’s holiday
and during special events. Work shall not be scheduled at these locations and
times.
Parking and Traffic Violations
Parking and traffic citations as a result of violations shall be the responsibility of the
contractor.
Work Week
The normal work week shall be Monday through Friday, 7:00 a.m. to 4:30 p.m.,
excluding City holidays.
Allocation and Completion of Work Orders
Work orders shall be allocated by Urban Forestry based on actual service
requirements and available funding. All work orders will be assigned on an as-
needed basis as determined by Urban Forestry. It is possible that no services may
be required by the City from a contractor during all or any portion of the contract
term. All work orders assigned to the contractor shall be completed within thirty
(30) days except where otherwise noted.
Qualified Personnel
The contractor shall provide qualified supervisory staff.
1. Each crew shall be led by at least one employee with current certification as
a Western Chapter International Society of Arboriculture Certified Tree
Worker.
2. A minimum of one supervising employee with current certification as an
International Society of Arboriculture Certified Arborist shall be provided for
every six (6) contractor employees assigned to City work.
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
Uniforms and Identification
All contractor personnel shall be required to wear uniforms bearing the contractor’s
company name while completing City work assignments. Uniforms shall consist of
a shirt and/or jacket with company and employee name neatly screen printed or
embroidered and conspicuous.
TREE CARE OPERATIONS
Services
The contractor shall provide the following services as requested by Urban Forestry:
1. Demand Pruning.
2. Programmed Pruning.
3. Crown Reduction.
4. Palm Pruning.
5. Tree Removal.
6. Stump Grinding.
7. Hourly Crew Services.
8. Crane Services.
Standards
Tree care operations shall be in accordance with current standards as established
by the American National Standard Institute (ANSI). Specifically, current ANSI
A300 (Tree, Shrub and Other Woody Plant Maintenance – Standard Practices),
ANSI Z133 (Safety Requirements for Arboricultural Operations) and accompanying
“Best Management Practices” publications shall be adhered to. Tree climbing spurs
shall not be used except where trees are to be removed, in the case of
emergencies or upon written authorization of Urban Forestry.
With the exception of work requested on a time and materials basis, all pruning
orders shall be based on complete pruning of the entire tree.
Tree Pruning
Programmed and Demand Based Pruning:
Work orders for programmed pruning are based on street block areas within
the City of Palo Alto boundaries. Generally, programmed pruning areas are
planned as contiguous areas. Work orders for demand based pruning are
based on service requests with specific objectives in various locations with
the City of Palo Alto boundaries and may or may not be at contiguous
locations.
Notwithstanding the referenced ANSI standards, trees and palms shall be pruned
as follows:
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CITY OF PALO ALTO CONTRACT NO. C13148075
Mature Trees:
Tree crowns shall be cleaned, raised, reduced, thinned or any combination
of these methods to achieve the following objectives:
1. Remove dead branches that are greater than 1 inch in diameter at the
point of attachment.
2. Remove diseased, decayed, broken, weakly attached, and/or crossing
branches.
3. Remove mistletoe and/or vines growing on the tree.
4. Improve tree growth and form to maximize safety, structural integrity,
and health.
5. Prune to provide eventual clearance of 14 feet over roadways; 8 feet
over pedestrian pathways; 10 feet around buildings and other
structures.
6. Prune to clear line of sight for streetlights, traffic signs and signals,
and street signs.
In achieving the above objectives, the contractor shall not remove more of
the tree crown than necessary. Under no circumstances shall more than 25
percent of the crown be removed without approval from Urban Forestry staff.
When reducing the length of a limb, the resulting terminal branch should be
at least one-third (1/3) the diameter of the parent limb.
Young Trees (less than 8 inches dbh):
Young trees shall be pruned to achieve the following objectives:
1. Remove dead branches.
2. Remove diseased, decayed, broken, weakly attached, and/or crossing
branches.
3. Develop strong central leader and radially and vertically symmetric
distribution of branches as appropriate for the species.
4. Encourage trunk taper by retaining temporary branches until diameter
at the point of attachment is approximately one-third of the diameter of
the parent branch.
5. Select and develop permanent branches.
6. Retain foliage in the lower portion of the canopy as long as possible.
7. Prune to avoid conflicts with pedestrians, vehicles, and sight-lines at
street intersections.
Palms:
1. Remove dead and dying fronds.
2. Prune palm crown to no narrower than a 9 and 3 o’clock position.
3. Remove loose frond sheaths along the entire length of the trunk.
4. Remove fruit and flowers.
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
Tree Removal
Notwithstanding the referenced ANSI standards, trees, palms and other woody
plants shall be removed as follows:
1. Remove all tree parts in a safe and efficient manner. Where necessary, tree
parts shall be lowered by rope, crane, or other suitable means to avoid
damage to surrounding property, including adjacent trees.
2. Ropes or other rigging shall not be placed so as to cause damage to
adjacent property or trees.
3. Tree shall be removed to within six (6) inches of grade, measured from the
soil line where the trunk meets the ground.
Stump Removal
1. Stumps shall be ground to a depth of 20 inches. Contractor shall also grind
out all surface roots 2 inches or greater in diameter within a 6 foot radius of
the stump. Stump grindings shall be removed to a maximum depth of 20
inches or as directed by Urban Forestry staff.
2. Contractor shall backfill the hole with a topsoil blend consisting of 50%
compost by weight.
3. Contractor shall compact topsoil to minimize settlement.
4. Contractor is responsible for notifying Underground Service Alert prior to
stump grinding or excavating.
5. Contractor shall respond to all non-urgent stump grinding work orders within
5 working days. Stump grinding work orders related to sidewalk repairs shall
be completed within 3 working days.
6. Where stump grinding is being performed to accommodate a replacement
sidewalk all surface roots within the footprint of the sidewalk shall be ground
to a depth of 6 inches.
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
EXHIBIT B
SCHEDULE OF PERFORMANCE
CITY OF PALO ALTO CONTRACT NO. C13148075
TREE PRUNING AND REMOVAL SERVICES
CONTRACTOR shall perform the Services so as specified in the Scope of Services,
Exhibit A. The time to complete the task may be increased or decreased by mutual
written agreement of the project managers for CONTRACTOR and CITY so long as
all work is completed within the term of the Agreement. Upon request
CONTRACTOR shall provide a detailed schedule of work consistent with the
schedule below:
Task Completion Date
1. On-going tree pruning and removal services June 30, 2015
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
EXHIBIT C
SCHEDULE OF FEES
CITY shall compensate CONTRACTOR for performance of the Services according to the
following three (3) year schedule of $350,000.00 per year with the maximum amount of
compensation not to exceed one million fifty thousand dollars ($1,050,000.00) over the
three year term:
Demand Pruning Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
4 - 6 dbh $65.00 $65.00 $65.00
7 - 12 dbh $65.00 $65.00 $65.00
13 - 24 dbh $145.00 $145.00 $145.00
25 - 36 dbh $145.00 $145.00 $145.00
37 - 48 dbh $290.00 $290.00 $290.00
49+ dbh $290.00 $290.00 $290.00
Program Pruning Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
4 - 6 dbh $45.00 $45.00 $45.00
7 - 12 dbh $45.00 $45.00 $45.00
13 - 24 dbh $65.00 $65.00 $65.00
25 - 36 dbh $65.00 $65.00 $65.00
37 - 48 dbh $95.00 $95.00 $95.00
49+ dbh $95.00 $95.00 $95.00
Crown Reduction Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
25 - 36 dbh $350.00 $350.00 $350.00
37 - 48 dbh $350.00 $350.00 $350.00
49+ dbh $350.00 $350.00 $350.00
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
Palm Pruning Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
Date palm under 55' working
height. $165.00 $165.00 $165.00
Date palm over 55' working
height. $240.00 $240.00 $240.00
Washingtonia species under
55' working height. $65.00 $65.00 $65.00
Washingtonia species over
55' working height. $65.00 $65.00 $65.00
Tree Removal Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
4 - 6 dbh $50.00 $50.00 $50.00
7 - 12 dbh $100.00 $100.00 $100.00
13 - 24 dbh $200.00 $200.00 $200.00
25 - 36 dbh $500.00 $500.00 $500.00
37 - 48 dbh $900.00 $900.00 $900.00
49+ dbh $900.00 $900.00 $900.00
Stump Grinding Year 1 Year 2 Year 3
Size Class Unit Price Unit Price Unit Price
4 - 6 dbh $40.00 $40.00 $40.00
7 - 12 dbh $65.00 $65.00 $65.00
13 - 24 dbh $150.00 $150.00 $150.00
25 - 36 dbh $240.00 $240.00 $240.00
37 - 48 dbh $240.00 $240.00 $240.00
49+ dbh $350.00 $350.00 $350.00
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
Hourly Rate w/ 3 Man
Crew and Bucket
Year 1
Year 2
Year 3
Hourly Rate Hourly Rate Hourly Rate
Emergency / After hours
work. $225.00 $225.00 $225.00
Scheduled work. $174.00 $174.00 $174.00
Crane Services Year 1 Year 2 Year 3
Hourly Rate Hourly Rate Hourly Rate
Emergency / After hours
work. $125.00 $125.00 $125.00
Scheduled work. $95.00 $95.00 $95.00
All Payments are based upon City’s acceptance of Contractor’s performance of the phase as
evidenced by successful completion of the Deliverable for that Phase. City shall have no
obligation to pay unless Contractor has successfully completed and City has approved the
Project Phase for which payment is due.
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF
THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED
BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER,
LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’
COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
“ADDITIONAL INSUREDS”
A. PRIMARY COVERAGE
Rev. July 11, 2011
CITY OF PALO ALTO CONTRACT NO. C13148075
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING
COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN
NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
REQUEST FOR PROPOSAL:
TREE PRUNING
SERVICES
P12151811001
Proposals are due by 2:00 p.m.,
Wednesday, July 11, 2012
City of Sacramento
DOT Street Services
5730 24th Street, Bldg. 9
Sacramento, CA95822
Attention: Azadeh Doherty
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page2of31
REQUEST FOR PROPOSAL
TREE PRUNING SERVICES
TABLE OF
CONTENTS
AIntroduction3
1. Purpose
2. Deadline
3. Background
3
3
3
BSELECTION3
1. SelectionProcess
2. SelectionSchedule
4
4
CSERVICESREQUIRED5
DPROPOSALSUBMITTALREQUIREMENTS 5Ͳ6
ENONPROFESSIONALSERVICESAGREEMENT 6
FADDENDAANDSUPPLEMENTS7
GBUSINESSOPERATIONSTAXCERTIFICATE(B.O.T.C) 7
HMISCELLANEOUS7Ͳ8
AppendixA–ProposalEvaluationCriteria
9
AppendixB–SpecificationsandScopeofWork 10Ͳ15
OTHERREQUIREDDOCUMENTS
Attachment1
Attachment2
Attachment3
Attachment4
Attachment5
Attachment6
Attachment7
Attachment8
Attachment9
ItemsRequiringResponse
LicensesCertificationsandRegistrations
DrugFreeWorkplacePolicyandAffidavit
CertificationofEnvironmentallyPreferableProducts
StatementofHeadquarters,CityofSacramentoBoycottofArizona
PricingSchedule
EquipmentList
RelevantWorkExperience
Staffing
16Ͳ17
18
19
20
21
22Ͳ25
26Ͳ28
29Ͳ30
31
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page3of31
REQUEST FOR PROPOSAL
TREE PRUNING SERVICES
A. INTRODUCTION
1. Purpose
The City of Sacramento Department of Transportation, Urban Forestry Division, intends to
hire a Tree Pruning contractor to perform tree pruning maintenance services, on an as
needed basis.
The City is requesting Proposal from tree pruning contractors who have significant
experience in the delivery of a wide-breadth of high-quality tree pruning services. The City
will be reviewing the proposals to identify a contractor best suited to provide the required
services and the greatest value.
Interested contractors are invited to submit a Proposal in accordance with the
requirements with the format and information listed in Section D.
2. Deadline
Proposals are to be received by 2:00 p.m. on July 11, 2012, as described in Section D
of this RFP.
3. Background
The City has approximately 100,000 public trees that are located in the right-of-
way, such as in planter strips between the curb and sidewalk. In a few areas, the
right-of-way extends beyond that and into front yards. Tree pruning and
maintenance are routinely performed by the Urban Forest operational staff. Over
the past year contracted tree pruning and removal services have been used to
supplement the work performed by City staff. In order to continue to support the
work of the Urban Forest staff, create more flexibility and provide the most cost
efficient/ quality service for the City residents, DOT is seeking to select a contractor
to continue to provide these services.
Tree Pruning service contractors are funded by fees from the Citywide Landscaping &
Lighting District. There are no General Funds allocated for these services.
B. SELECTION
The City will evaluate proposals on a qualitative basis. The evaluation will include a
thorough examination of each firm’s range of capabilities, proven record of successfully
delivering quality service, their relative value, and the firm’s completeness and timeliness
in its response to us. Any contract resulting from this RFP shall be effective from the
date of award, through August 15, 2013. If mutually agreeable to both parties, this
contract may be extended on a year-to-year basis; however, in no case shall the renewal
extend beyond three (3) years from date of the award of the original contract. The
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page4of31
Contactor shall be capable of performing all tree pruning services as outlined in the
Scope of Services and in conformance with the contract contained herein.
A Pre-Bid Meeting will be held at 10:00 a.m., on June 29, 2012 at the City of
Sacramento, South Area Corp Yard, Building 3, 5730 24th Street, Sacramento, CA
95822.
1. Selection Process
After the submittal deadline has passed, a selection committee will review and rate each of
the proposals received and rank them according to the criteria provided in Appendix 1,
Evaluation Criteria, including consideration of expertise, knowledge, and experience, as
well as value. The evaluation may include discussions with other clients. The committee
will also interview prospective contractors to obtain additional information.
At the conclusion of the selection process, staff will request that City Council award a
Nonprofessional Services Agreement to the top-ranked contractor.
Emerging and Small Business Enterprise (ESBE) participation will be considered during
Proposal evaluation as indicated on Appendix 1, Evaluation Criteria. For more information
see Attachment 1, Items Requiring Response.
The issuance of this RFP shall not be interpreted as, and does not constitute, a
representation by the City that any specific contractor or contractors will be retained to
perform any of the services described herein, and a contractor shall not acquire any right
or entitlement to be retained for such purpose by virtue of submitting a proposal in
response to this RFP.
The City reserves the right to issue additional RFP(s) for the performance of these
services during the service period specified below. The City also reserves the option to
cancel or modify this RFP and the selection process at any time.
2. Selection Schedule
RFP issued June 20, 2012
Last day to ask questions (if necessary) June 29, 2012
Pre-Bid Meeting June 29, 2012
Last Addendum posting date (if necessary) July 5, 2012
Proposals due July 11, 2012, at 2:00 p.m.
Evaluation by selection panel July 12, 2012 –July 17, 2012
Interview (tentative) July 18, 2012
Contract preparation July 18, 2012-August 1, 2012
Contract award by City Council (tentative) August 14, 2012
First work assigned (on or after) August 20, 2012
It is important that the contractors selected be able to respond quickly during contract
preparation phase, to facilitate the timely approval by City Council. Any delay in
submitting required contract and/or insurance documents may result a delay in award.
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page5of31
C. SERVICES REQUIRED
Contractor must provide all labor, material, tools, and equipment necessary to complete
assigned projects.
All work performed shall conform to the City of Sacramento tree pruning specifications
and Scope of Work of this RFP as detailed in Appendix B. A digital copy of the
document is available, upon request, from the Project Manager.
D. PROPOSAL SUBMITTAL REQUIREMENTS
Contractors interested in submitting a proposal for this project should respond to this
RFP by submitting a written proposal providing all the information requested below. The
proposal will be considered complete only if all of the items listed in this section are
included in the submittal.
Five (5) copies of the proposal and an electronic copy on CD shall be submitted no later
than 2:00 p.m., July 11, 2012 to: City of Sacramento
Department of Transportation
Street Services
5730 24th Street, Bldg. 9
Sacramento, CA95822
Attention: Azadeh Doherty
Re: RFP for Tree Pruning Services
Hand deliveries of proposals must be received and time/date stamped by the
receptionist at the front desk of the Street Services Division, in building 9, prior to the
submission deadline or risk being disqualified.
Proposals should be prepared simply and economically, providing a straight forward,
concise description of provider capabilities to satisfy the requirements of the RFP.
Emphasis should be on completeness and clarity of content.
An authorized representative of the firm must complete and sign the proposal.
Please provide and present, in the order listed, the following information:
1. Company name, including corporate office and local office address, city, state, zip
code, telephone number, fax number and web site address. Include brief company
history, background, specialties, and ownership.
2. Proposal’s contact person, address, telephone number, and eǦmail address.
3. Introductory letter describing company’s basic understanding of the services
identified. This letter should also contain an expression of the company’s interest
in the work, a statement regarding the qualifications of the contractor to do the
work, and any summary information that may be useful or informative to the City
and the evaluation committee.
4. A list all tree pruning contracts, both currently engaged in and completed, for the
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page6of31
last three years. Include the name and address of the contracting agency or party,
inclusive dates, a summary of the scope of work, and the agency or contracting
party’s Project Manager and phone number (see Attachment 8).
5. Organizational chart identifying key employees, including the anticipated contract
manager and field supervisors.
6. A summary of the expertise and qualifications of key employees who will be
responsible for providing the services described in Section C, above.
7. Complete and attach the following documents:
Attachment 1: Items Requiring Response
Attachment 2: Licenses, Certifications, and Registrations
Attachment 3: Emerging Business Enterprise (EBE) or Small Business
Enterprise (SBE) certifications
Attachment 4: Certification of Environmentally Preferable Products
Attachment 5: Drug Free Workplace Policy and Affidavit
Attachment 6: Statement of Headquarters, City of Sacramento Boycott of
Arizona
Attachment 7: Pricing Schedule
E. NONPROFESSIONAL SERVICES AGREEMENT
A copy of the City’s Non-Professional Services Agreement that the selected contractors
will be required to sign is provided as Attachment 9. The copy is for information only and is
not a required component of the proposal. Please note that any contractor selected
will be required to comply with the standard provisions set forth in Exhibit D of the
Agreement; section 11.A provides information on minimum scope and limits of
insurance coverage, and section 11.B provides information on additional insured coverage.
The selected firm will need to provide insurance certificate(s) for Commercial General
Liability, Automobile Liability, Workers’ Compensation and Employer’s Liability, and
Professional Liability Insurance for this project. Endorsement(s) signed by an authorized
representative of the insurance carrier will also be needed for Commercial General
Liability and Automobile Liability insurance, with language included in the endorsement(s)
that the City, its officials, employees and volunteers shall be covered as additional insured.
If the insurance certificate(s) are provided by an insurance broker, the insurance company
will also need to provide verification of coverage.
The selected contractors will be required to complete and submit an IRS Form WǦ9 and
CA Form 590.
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page7of31
F. ADDENDA AND SUPPLEMENTS
The City of Sacramento reserves the right to cancel, postpone, extent or revise this RFP
or the RFP process at any time. If it becomes necessary to revise any part of this RFP, an
Addendum to the RFP will be provided on the City’s Bid website at:
http://www.cityofsacramento.org/finance/bids/.
G. BUSINESS OPERATIONS TAX CERTIFICATE (B.O.T.C.)
Sacramento City Code Chapter 3.08 requires any person or firm conducting business
within or with the City of Sacramento to pay a Business Operations Tax and have a
current Business Operations Tax Certificate.
To obtain information about the Business Operations Tax Certificate, contact the City of
Sacramento Revenue Division, 915 I Street, Sacramento, CA 95814, or telephone
916Ǧ808Ǧ8500.
H. MISCELLANEOUS
All material submitted shall become the property of the City of Sacramento, may be
reviewed and evaluated as part of this RFP process by any persons at the discretion of
the City of Sacramento, and may be publicly disclosed as required by law.
Written Questions concerning this RFP must be submitted in writing to:
City of Sacramento
Department of Transportation
Street Services
5730 24th Street, Bldg. 9
Sacramento, CA 95822
Attention: Azadeh Doherty
Email: adoherty@cityofsacramento.org
Written Questions concerning the Scope of Work must be submitted in writing to:
City of Sacramento
Department of Transportation
5730 24th Street, Building 12A
Sacramento, California 95822
Attn: Todd Martin
Fax: (916) 808-4005
Email: tmartin@cityofsacramento.org
Copies of written questions and the corresponding responses of a substantive nature will
be shared with all participants who provide an eǦmail address and/or fax number when
downloading the RFP from the City of Sacramento.
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page8of31
The City will NOT accept questions after 3:00 p.m., June 29, 2012. Contractors submitting
written questions are encouraged to verify the questions were received by contacting Todd
Martin at (916) 808Ǧ8074. The City of Sacramento assumes no responsibility for
delayed, misdirected, partial delivery or failure to deliver any questions. The City will not
respond to any questions arriving after the aforementioned deadline set forth in this RFP.
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page9of31
REQUEST FOR PROPOSALS
APPENDIX A
TREE PRUNING SERVICES
PROPSALS EVALUATION CRITERIA
The City will screen all proposals and generally evaluate them on the criteria outlined
below:
x Responsiveness: The City will consider the material submitted by each firm to determine
whether the proposal is in compliance with the request.
x Responsibility: The City will consider the material submitted by each firm and other evidence it
may obtain to determine their demonstrated ability to provide the required scope of services.
x Comparative ranking:
1. The relative value offered by each firm by means of competitive pricing. (Weighted
50%)
2. The firm’s relative capabilities, qualifications, and experience. (Weighted 25%)
3. Satisfactory references. Preference will be given to local government client
references. (Weighted 25 %)
x The City will also consider availability of other related services, as well as any other
information provided that the City deems valuable.
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page10of31
REQUEST FOR PROPOSALS
APPENDIX B
TREE PRUNING SERVICES
SPECIFICATIONS AND SCOPE OF WORK
The scope of contracted work shall consist of removal, pruning, and other maintenance operations
of trees, palms and other woody plants, in various locations within the City of Sacramento, hereafter
referred to as the City. Work shall be supervised and approved by representatives of the
Department of Transportation, Urban Forestry staff.
GENERAL REQUIREMENTS
Contractor shall be aware of and shall comply with the Sacramento City Codes governing tree
pruning work, traffic control and any other regulations that may affect operations. Refer to City of
Sacramento’s Standard Specifications, Section 6-18. Contractor shall furnish all labor, materials,
and equipment necessary to perform the work described herein in strict accordance with these
specifications and subject to the terms and conditions of the contract. All work is to be performed by
a tree care contractor, who shall be licensed by the California Contractors State License Board
(Classification C-61/Category D-49) to provide such contract services within the State of California
and the City of Sacramento.
Debris Removal
The scope of work shall include removal and disposal of brush and debris generated by said work.
Waste material shall be disposed of at the contractor’s expense at a location designated and/or
approved by the City. Waste material shall not be given away or sold as firewood. Waste material
(excepting trees affected by Dutch Elm Disease as noted below) shall not be landfilled. Recycling of
wood and wood chips through sustainable uses is strongly encouraged.
Contractor shall provide wood or trunk samples if requested by Urban Forestry staff. In the case of
trees suspected of being infected with Dutch Elm Disease, the contractor shall comply with
Sacramento City Code, Title 12, Chapter 12.60 – Dutch Elm Disease. The contractor shall dispose
of all wood and debris and ensure that all material is processed through a wood waste grinder, wood
chipper, or buried at a landfill facility within 48 hours. Material that is processed through wood waste
grinders or wood chippers does not require burial. Debris resulting from contractor’s operations shall
not be left on any work sites overnight. Upon completion of a work, the site shall be left in a clean
and orderly condition.
Tool Sanitation and Disease Transmittal
Contractor’s tools that have potential to transmit pests or diseases to other trees shall be disinfected
prior to initiating work within the City, after work on any potentially diseased trees, and prior to re-
initiating work after any work outside of City-contracted services.
All lead workers that supervise tree care operations under the terms and conditions of this contract
shall attend a Dutch Elm Disease awareness and training class, provided by Urban Forestry, prior to
any work on species susceptible to the disease. Disposal sites and methods for Dutch Elm Disease
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page11of31
-infected tree parts shall be approved by Urban Forestry staff.
Due to disease concerns regarding Canary Island Date Palms (Phoenix canariensis) and California
fan palms (Washington filifera), live fronds, flowers and fruit parts must be pruned with handsaws.
Chain saws and hand saws shall be disinfected with a 10% mixture of water and household bleach.
Chain saw shall have the clutch cover removed and the chain, bar, and clutch area shall be sprayed.
Handsaws are to be completely disinfected after each use. Chain saws and hand saws shall be
disinfected with each use before pruning the next tree.
Damage to Property
Public or private property damaged as a result of contractor’s operations shall be repaired or
replaced at the contractor’s expense to the originally existing condition.
Inspection Prior to Invoicing
Contractor shall contact Urban Forestry staff to request inspection of all work performed. All work
shall be approved by an Urban Forestry representative prior to submittal of invoices for payment
Equipment
All vehicles and equipment used in the performance of work assigned under this contract shall be in
good working order and in compliance with all local, state and federal laws. Vehicles shall display
signage noting the contractor’s name, telephone number, and “City of Sacramento Urban Forestry
Contractor”. City identification signs shall not be displayed when performing any work outside of this
contract.
Record Keeping & Invoicing
The contractor shall invoice Urban Forestry monthly in a MS Excel format as provided by the City.
This format shall be used for each invoice and must be completed in its entirety.
General Safety Requirements
Contractor shall comply with applicable state and federal regulations regarding safety, including the
use of personal protective equipment and training.
All work within 10 feet of any overhead high voltage electrical conductors shall be referred to the
Sacramento Municipal Utility District (SMUD) by the contractor. Work shall be scheduled by the
contractor in cooperation with SMUD and shall be the conducted in such a manner as to minimize
disruption of service and disturbance of residents.
Tree care operations that involve climbing or other aerial work may be temporarily suspended during
inclement weather with prior approval from Urban Forestry Services.
Temporary Street Parking Closure
Contractor shall provide barricades with signage noting parking restrictions and days and times of
scheduled tree care operations at least 72 hours in advance of work. All barricades and signage
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page12of31
must be approved by Urban Forestry staff. Parking closure signs shall not be attached to trees.
Parking closure signs shall not indicate TOW AWAY zones.
Holiday Moratoriums and Special Events
Certain streets may be temporarily closed to construction and maintenance projects during the
period from the Thanksgiving holiday through the New Year’s holiday and during special events. The
contractor shall abide by City regulations in regards to any necessary work subject to those
restrictions by obtaining prior authorization through the City of Sacramento Department of
Transportation.
Parking and Traffic Violations
Parking and traffic citations as a result of violations shall be the responsibility of the contractor.
Work Week
The normal work week shall be Monday through Friday, or Tuesday through Saturday, 7:00 A.M. to
3:30 P.M. Where traffic, parking or other constraints exist, the work week may be modified to the
same hours on Tuesday through Saturday. All work week modifications shall be approved by Urban
Forestry staff.
Allocation and Completion of Work Orders
Work Orders shall be allocated by Urban Forestry based on actual service requirements and
available funding. All work orders will be assigned on an as-needed basis as determined by Urban
Forestry. It is possible that no services may be required by the City from a Contractor during all or
any portion of the contract term. All work orders assigned to the contractor shall be completed within
thirty (30) days except where otherwise noted.
Annual Expected Budget
The expected budget for Tree Pruning Services will not exceed $1,000,000.00 annually. Actual
budget will be based upon availability of funds and anticipated annual services requirements.
Contract
A. The contract(s) shall be effective from the date of award through June 30, 2013.
B. If mutually agreed by both parties, the contract may be extended on a year-to-year basis,
however, in no case shall the renewals extend beyond June 30, 2015. The expected budget for
the initial term and two optional extensions will not exceed $3 million.
Qualified Personnel
The contractor shall provide qualified supervisory staff.
1. Each crew shall be led by at least one employee with current certification as a Western
Chapter International Society of Arboriculture Certified Tree Worker.
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2. A minimum of one supervising employee with current certification as an International Society
of Arboriculture Certified Arborist shall be provided for every six (6) contractor employees
assigned to City work.
Uniforms and Identification
All contractor personnel shall be required to wear uniforms bearing the contractor’s company name
while completing City work assignments. Uniforms shall consist of a shirt and/or jacket with
company and employee name neatly screen printed or embroidered and conspicuous.
The CONTRACTOR shall provide the following services as requested by Urban Forestry:
1. Demand Pruning
2. Programmed Pruning
3. Crown Reduction/Crown Clean for English Elms
4. Palm Pruning
5. Tree Removal
6. Stump Grinding
7. Crane Services
8. Unscheduled Work or Storm/Emergency Work Crew Services
9. Note: English elms not requiring a crown reduction will be billed at Programmed or
Demand based pruning rates.
Tree care operations shall be in accordance with current standards as established by the
American National Standard Institute (ANSI). Specifically, current ANSI A300 (Tree, Shrub
and Other Woody Plant Maintenance-Standard Practices), ANSI Z133 (Safety
Requirements for Arboricultural Operations) and accompanying “Best Management
Practices” publications shall be adhered to. Tree climbing spurs shall not be used except
where trees are to be removed, where trees cannot otherwise be safely accessed, or in the
case of emergencies.
With the exception of work requested on a time and materials basis, all pruning orders shall be
based on complete pruning of the entire tree.
Tree Pruning
Programmed and Demand Based Pruning
Work orders for programmed pruning are based on street block areas within the City of Sacramento
boundaries. Generally, programmed pruning areas are planned as contiguous areas. Work orders
for demand-based pruning are based on service requests with specific objectives in various
locations within the City of Sacramento boundaries and may or may not be at contiguous locations.
Notwithstanding the referenced ANSI standards, trees and palms shall be pruned as follows:
Mature Trees
Tree crowns shall be cleaned, raised, reduced, thinned or any combination of these methods to
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achieve the following objectives:
1. Remove dead branches that are greater than 1 inch at the point of attachment.
2. Remove diseased, decayed, broken, weakly attached, and/or crossing branches.
3. Remove mistletoe and/or vines growing on the tree.
4. Improve tree growth and form to maximize safety, structural integrity, and health.
5. Prune to provide eventual clearance of 14 feet over roadways; prune to provide eventual
clearance of 8 feet over pedestrian pathways; prune to provide eventual clearance of 5 feet
around buildings and other structures, including, but not limited to roofs, gutters, fireplaces,
television antennas, and utility service connections.
6. Prune to clear line of sight for streetlights, traffic signs and signals, and street signs.
In achieving the above objectives, the contractor shall not remove more of the tree crown than
necessary. Under no circumstances shall more than 25 percent of the crown be removed without
approval from Urban Forestry Services. When reducing the length of a limb, the resulting terminal
branch should be at least one-third (1/3) the diameter of the parent limb.
Young Trees
Young trees (under eight inches) shall be pruned to achieve the following objectives:
1. Remove dead branches.
2. Remove diseased, decayed, broken, weakly attached and/or crossing branches.
3. Develop strong central leader and radially and vertically symmetric distribution of branches
as appropriate for the species.
4. Encourage trunk taper by retaining temporary branches until diameter at the point of
attachment is approximately one third of the diameter of the parent branch.
5. Select and develop permanent branches.
6. Retain foliage in the lower portion of the canopy as long as possible.
7. Prune to avoid conflicts with pedestrians, vehicles, and sight-lines at street intersections.
Palms
1. Remove dead and dying fronds.
2. Prune palm crown to no narrower than a 9 and 3 o’clock position.
3. Remove loose frond sheaths along the entire length of the trunk.
4. Remove fruit and flowers.
Tree Removal
Notwithstanding the referenced ANSI Standards, trees, palms and other woody plants shall be
removed as follows:
1. Remove all tree parts in a safe and efficient manner. Where necessary, tree parts shall be
lowered by rope, crane, or other suitable means to avoid damage to surrounding property,
including adjacent trees.
2. Ropes or other rigging shall not be placed so as to cause damage to adjacent property or
trees
3. Trees shall be removed to within six (6) inches of grade, measured from the soil line where
the trunk meets the ground.
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Stump Removal
1. Stumps shall be ground to a depth of 20 inches. Contractor shall also grind out all
surface roots 2” inches or greater within a 6’ foot radius of the stump. Stump grindings
shall be removed to a depth of 20 inches.
2. Contractor shall, backfill the hole with a top soil blend consisting of 50% compost by
weight.
3. Contractor shall compact soil to allow for settling.
4. Contractor is responsible for notifying Underground Service Alert prior to grinding
stumps or digging anywhere within the public right-of-way or city property.
5. Contractor shall respond to all non-urgent stump grinding work orders within 5 working days.
Stump grinding work orders related to sidewalk repairs shall be completed within 3 working days.
6. Where stump grinding is being performed to accommodate a new replacement sidewalk, all
surface roots within the footprint of the sidewalk shall be ground to a depth of 6 inches.
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Attachment 1
ITEMS REQUIRING RESPONSE
NOTE: Contractors must provide responses where indicated to the following items. Failure to
provide a response to each of the items in this section may be grounds for rejection of
proposal.
1. SBE/EBE FIVE PERCENT (5%) BID EVALUATION PREFERENCE
On February 9, 1999, the Sacramento City Council adopted an Emerging and Small Business
Development program to provide enhanced opportunities for the participation of small business
enterprises (SBEs) and emerging business enterprises (EBEs) in the City’s contracting and
procurement activities. Any Proposal submitted by a firm that is certified as a SBE by the City of
Sacramento, or that is certified as an EBE by the City of Sacramento, will receive a five percent (5%)
evaluation preference for the purpose of determining the relative value of a contractor (see Appendix A
of this RFP). If, after applying the 5% price evaluation preference, the SBE/EBE firm receiving such
preference is subsequently awarded a contract, the amount of the contract will be based upon the
actual amount quoted in the Pricing Schedule. To receive this evaluation preference, a firm must be
certified as a SBE or EBE at the time of Proposal due date. Questions regarding eligibility for
SBE/EBE certification should be addressed to the City of Sacramento Procurement Division, at (916)
808-6747.
A. SMALL BUSINESS ENTERPRISE (SBE) CERTIFICATION
Is the firm submitting the proposal certified by the City of Sacramento as a small business
enterprise? Check the appropriate block below:
YES – Our firm is certified by the City of Sacramento as a small business enterprise.
NO -Our firm submitting is not certified by the City of Sacramento as a small business enterprise.
If the response to the above is YES, provide the City of Sacramento Certification Number
.
B. EMERGING BUSINESS ENTERPRISE (EBE) CERTIFICATION
Is the firm submitting the proposal certified by the City of Sacramento as an emerging business
enterprise? Check the appropriate block below:
YES - Our firm is certified by the City of Sacramento as an emerging business enterprise.
NO - Our firm is not certified by the City of Sacramento as an emerging business enterprise.
If the response to the above is YES, provide the City of Sacramento Certification Number:
_.
2. PAYMENT DISCOUNT
Will you offer a prompt payment discount? Yes [ ] or No [ ] (Net 30 days)
If Yes, the Payment Discount is % for payment within calendar days, which will be
computed from the date delivery is made and is accepted by the City, or the date a proper invoice is
received, whichever is later.
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PAYMENT DISCOUNTS WILL BE CONSIDERED IN THE EVALUATION OF THE PROPOSALS. In
connection with any cash discount specified on this bid, time will be computed from the date of complete
delivery of the supplies or equipment as specified, or from date correct invoices are received in the City
Accounting Office, if the latter date is later than the date of delivery. For the purpose of earning the
discount, payment is deemed to be made on the date of mailing of the City warrant or check.
Cash discounts offered for payment in less than 20 days will not be considered.
RFP: TREE PRUNING SERVICES P12151811001
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Attachment 2
LICENSES, CERTIFICATES, AND REGISTRATIONS
Page18of31
Contractor represents and warrants to the City of Sacramento that the following licenses, certificates
and registrations are currently in force. The Contractor who is awarded the bid shall provide upon
request photocopies of the documents listed below. All said documents will remain in force during the
term of the resulting agreement with the City; failure to maintain will result in suspension or possibly
termination of contract.
LICENSES/CERTIFICATES/REGISTRATION DOCUMENT # EXPIRATION DATE
STATE OF CALIFORNIA C-61 D-49 LICENSE
ISA CERTIFIED ARBORIST NUMBER(S) ISA CERTIFIED TREE WORKER NUMBER(S)
OTHER: (please specify)
I DECLARE UNDER PENALTY OF PERJURY, THAT THE FOREGOING IS TRUE AND CORRECT:
CONTRACTOR:
signature
DATE:
printed name title
COMPANY:
ADDRESS:
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Attachment 3
Page19of31
DRUG FREE WORKPLACE POLICY AND AFFADAVIT
BID PROPOSAL MAY BE DECLARED NONRESPONSIVE IF THIS FORM (COMPLETED) IS NOT ATTACHED.
Pursuant to City Council Resolution CC90-498 dated 6/26/90 the following is required.
The undersigned contractor certifies that it and all subcontractors performing under this Agreement will provide a drug-free
workplace by:
1. Publishing a "Drug-Free Workplace" statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken
against employees for violations of such prohibition.
2. Establishing a Drug-Free Awareness Program to inform employees about:
a. The dangers of drug abuse in the workplace.
b. The contractor's policy of maintaining a drug-free workplace.
c. Any available drug counseling, rehabilitation, and employee assistance program.
d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.
3.Notify employees that as a condition of employment under this Agreement, employees will be expected to:
a. Abide by the terms of the statement.
b. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace.
4.Making it a requirement that each employee to be engaged in the performance of the Agreement be given a copy on the "Drug-
Free Workplace" statement.
5. Taking one of the following appropriate actions, within thirty (30) days of receiving notice from an employee or otherwise receiving
such notice, that said employee has received a drug conviction for a violation occurring in the workplace:
a. Taking appropriate disciplinary action against such an employee, up to and including termination; or
b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved
for such purposes by a federal, state, or local health, law enforcement or other appropriate agency.
*I certify that no person employed by this company, corporation, or business has been convicted of any criminal drug statute violation
on any job site or project where this company, corporation or business was performing was within three years of the date of my
signature below.
EXCEPTION:
Date Violation Type Place of Occurrence
If additional space is required use back of this form.
* The above statement will also be incorporated as a part of each subcontract agreement for any and all subcontractors
selected for performance on this project.
IN THE EVENT THIS COMPANY, CORPORATION, OR BUSINESS IS AWARDED A CONTRACT, AS A RESULT OF THIS BID;
THE CONTRACTOR WITH HIS/HER SIGNATURE REPRESENTS TO THE CITY THAT THE INFORMATION DISCLOSED IN THIS
DOCUMENT IS COMPLETE AND ACCURATE. IT IS UNDERSTOOD AND AGREED THAT FALSE CERTIFICATION IS SUBJECT
TO IMMEDIATE TERMINATION BY THE CITY.
The Representations Made Herein On This Document Are Made Under Penalty Of Perjury.
CONTRACTOR'S NAME:
BY: Date:
Signature Title
Effects of violations: a. suspension of payments under the Agreement. b.Suspension or termination of the Agreement.
c.Suspension or debarment of the contractor from receiving any Agreement from the City of Sacramento for a period not to exceed
five years.
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June 20, 2012
Attachment 4
Page20of31
SECTION II – CONTRACT DOCUMENTS
A. SPECIAL PROVISIONS
ENVIRONMENTALLY PREFERABLE PROCUREMENT
The City has adopted a “Sustainable Procurement Policy (SPP) and program. The goal is to
encourage the procurement of products and services that help minimize environmental
impact resulting from use and disposal of these products. Contractors are encouraged to
offer Energy Star, Green Seal, EcoLogo, EPEAT, or products that meet FEMP (Federal
Energy Management Program) standards for energy consumption. City also encourages
contractors to offer products that are produced with recycled materials, where appropriate,
unless otherwise requested in this IFB. Contractors will offer products that have minimal
virgin materials and maximum use of recycled products. Contractor must work with the City
to attain these goals.
Notwithstanding the above, the Contractor agrees to supply the City of Sacramento with
environmentally preferable and effective products in compliance with the specifications in this
solicitation and provide services that help minimize environmental impact resulting from use
and disposal of products specified in this bid.
The Contractor further agrees that its products specified in this bid do not contain any items,
ingredients or components prohibited under the City’s SPP Policy.
The City may terminate this contract or take other appropriate actions if the contractor fails to
comply or provide adequate supporting documentation to substantiate compliance with the
City’s SP Policy and requirements specified in the bid.
The City’s SPP Policy is available on line at:
http://www.cityofsacramento.org/generalservices/procurement/documents/SustainablePurchasing_P
olicy_SPP.pdf or by contacting the Procurement Services Division at (916) 808-6240.
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June 20, 2012
Attachment 5
Page21of31
CITY OF SACRAMENTO BOYCOTT OF ARIZONA–HEADQUARTERED BUSINESSES
On June 15, 2010, the Sacramento City Council adopted Resolution No. 2010-346 opposing
two Arizona laws (SB 1070 and HB 2162) that will allow Arizona police to arrest individuals
suspected of being unlawfully present in the United States and to charge immigrants with a
state crime for not carrying immigration documents. Sacramento City Council Resolution No.
2010-346 also called for a boycott of the State of Arizona and businesses headquartered in
Arizona until Arizona repeals or a court nullifies SB 1070 and HB 1262. Resolution No. 2010-
346 provides, in pertinent part, that “where practicable and where there is no significant
additional cost to the City, the City of Sacramento shall not enter into any new, amended,
extended or supplemental contracts to purchase or procure goods or services from any
business or entity that is headquartered in Arizona ...”
Pursuant to the provisions of Resolution No. 2010-346, the City may determine that a bid from a
business or entity that is headquartered in Arizona is nonresponsive and the City may reject the
bid on that basis.
Bidders that are headquartered in the United States shall certify in the space below the state
where the bidder is headquartered:
State Where Bidder is Headquartered
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Attachment 6
PRICING SCHEDULE
In compliance with the Specifications and Scope of Work, and the Contract Documents, the
Contractor hereby proposes to furnish all required labor, materials, supervision, transportation,
equipment, services, taxes and incidentals required for Tree Pruning Services.
CONTRACTOR billable rates are contained in the tables below.
DEMAND PRUNING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
4 – 6 d.b.h. 20 $ $ $ $
7 - 12 d.b.h. 20 $ $ $ $
13 - 24 d.b.h. 20 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 50 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 280 $ $ $ $
PROGRAM PRUNING
Size Class
Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
4 – 6 d.b.h. 800 $ $ $ $
7 - 12 d.b.h. 1,100 $ $ $ $
13 - 24 d.b.h. 1,500 $ $ $ $
25 - 36 d.b.h. 1,200 $ $ $ $
37 - 48 d.b.h. 500 $ $ $ $
49+ d.b.h. 400 $ $ $ $
Totals 6,000 $ $ $ $
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June 20, 2012
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CROWN REDUCTION (ENGLISH ELMS)
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
25 - 36 d.b.h. 40 $ $ $ $
37 - 48 d.b.h. 40 $ $ $ $
49+ d.b.h. 60 $ $ $ $
Subtotal 140 $ $ $ $
PALM PRUNING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
Date Palm
under 55'
working height
100 $ $ $ $
Date Palm over
55' working
height
20 $ $ $ $
Washingtonia
species under
55' working
height
50 $ $ $ $
Washingtonia
.species over
55' working
height
125 $ $ $ $
Totals 295 $ $ $ $
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TREE REMOVAL TO 6” INCHES ABOVE SOIL LINE
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
0 – 3 d.b.h. 0 $ $ $ $
4 – 6 d.b.h. 50 $ $ $ $
7 - 12 d.b.h. 100 $ $ $ $
13 - 24 d.b.h. 200 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 100 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 600 $ $ $ $
STUMP GRINDING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
0 – 3 d.b.h. 0 $ $ $ $
4 – 6 d.b.h. 50 $ $ $ $
7 - 12 d.b.h. 100 $ $ $ $
13 - 24 d.b.h. 200 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 100 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 600 $ $ $ $
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
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Service
Hours
3 person
crew /w
Bucket
Cost per
Hour
Year 1
Cost per
Hour
Year 2
Cost per
Hour
Year 3
Total Cost
for Contract
Hourly Rates for Unscheduled Work or Storm/Emergency Work
Billable Rates
Crane Services 100 $ $ $ $
*General Crew
Rate 100
$ $ $ $
Total $ $ $ $
*NOTE: The estimated hours and dollar amount for hourly rates are for bid evaluation purposes only.
Unscheduled work (storm or other emergency work) shall be billed portal to portal, not to exceed l.5
hours, round trip. Rates should be based on a typical three-person crew, including a qualified lead
worker. Equipment needs should include a truck equipped with a chip box and an aerial lift with a
minimum working height of 55 feet, a brush chipper, and all associated tools and equipment to
complete a typical tree pruning or removal assignment per the General Requirements that follow in
this document.
The hourly labor rates quoted must be all inclusive. Quotes will be based on an hourly rate, based
upon the time the Contractor begins work on site. Cost for travel time should be built in to the hourly
rate that is quoted. No surcharges or additional costs will be allowed.
In determining the amount quoted by each contractor, the City shall disregard mathematical errors in
addition, subtraction, multiplication, and division that appear obvious on the face of the Proposal.
When such a mathematical error appears on the face of the Proposal, the City shall have the right
to correct such error and to compute the total amount bid by said bidder on the basis of the
corrected figure or figures.
When an item price is required to be set forth in the Proposal, and the total for the item set forth
separately does not agree with a figure which is derived by multiplying the item price times the
Project Manager's estimate of the quantity of work to be performed for said item, the item price shall
prevail over the sum set forth as the total for the item unless, in the sole discretion of the City, such a
procedure would be inconsistent with the policy of the bidding procedure. The total paid for each
such item of work shall be based upon the item price and not the total price. Should the Proposal
contain only total price for the item and the item price is omitted, the City shall determine the item
price by dividing the total price for the item by the Project Manager's estimate of the estimated
quantities of work to be performed as items of work.
If the Proposal contains neither the item price nor the total price for the item, then it shall be
deemed incomplete and the Proposal shall be disregarded.
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June 20, 2012
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Attachment 7
Equipment List
Proposals must provide the following information regarding all equipment that will be readily
available (within 24 hours) to complete this contract. Please enter the number of units for
each specific piece of equipment listed below. If you do not have a specific unit listed below
place a “0” (zero) in the space provided, do not leave blank.
Chippers
Make Size # of units
Bucket Trucks
Make/model Height # of units
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Chipper Trucks
Make Cubic Yards # of units
Stump Grinders
Make and Model Max Depth # of units
Crane
Make and Model Capacity # of units
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Dump trucks
Make and Model Cubic Yards # of units
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Attachment 8
Relevant Work Experience
In this section please provide information regarding your relevant experience and
responsibilities on similar work or projects. In addition, the following form will allow you to fill
out a listing of your previous work and current work commitments.
Please include telephone numbers of personal references. References will be contacted as
part of the selection process.
Previous Contracts
Name:
City, State
Government Municipality:
Work Description:
Similarities to the City of Sacramento:
Terms of Contract:
Reference
Name:
Agency:
Phone Number:
E-mail:
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June 20, 2012
Page30of31
Current Contracts
City, State
Government Municipality:
Work Description:
Similarities to the City of Sacramento:
Terms of Contract
Reference
Name:
Agency:
Phone Number:
E-mail:
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June 20, 2012
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Attachment 9
Staffing
ISA Certified tree Workers
Name Certification #
ISA Certified Arborists
Name Certification #
REQUEST FOR PROPOSAL:
TREE PRUNING
SERVICES
P12151811001
Proposals are due by 2:00 p.m.,
Wednesday, July 11, 2012
City of Sacramento
DOT Street Services
5730 24th Street, Bldg. 9
Sacramento, CA95822
Attention: Azadeh Doherty
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page2of31
REQUEST FOR PROPOSAL
TREE PRUNING SERVICES
TABLE OF
CONTENTS
AIntroduction3
1. Purpose
2. Deadline
3. Background
3
3
3
BSELECTION3
1. SelectionProcess
2. SelectionSchedule
4
4
CSERVICESREQUIRED5
DPROPOSALSUBMITTALREQUIREMENTS 5Ͳ6
ENONPROFESSIONALSERVICESAGREEMENT 6
FADDENDAANDSUPPLEMENTS7
GBUSINESSOPERATIONSTAXCERTIFICATE(B.O.T.C) 7
HMISCELLANEOUS7Ͳ8
AppendixA–ProposalEvaluationCriteria
9
AppendixB–SpecificationsandScopeofWork 10Ͳ15
OTHERREQUIREDDOCUMENTS
Attachment1
Attachment2
Attachment3
Attachment4
Attachment5
Attachment6
Attachment7
Attachment8
Attachment9
ItemsRequiringResponse
LicensesCertificationsandRegistrations
DrugFreeWorkplacePolicyandAffidavit
CertificationofEnvironmentallyPreferableProducts
StatementofHeadquarters,CityofSacramentoBoycottofArizona
PricingSchedule
EquipmentList
RelevantWorkExperience
Staffing
16Ͳ17
18
19
20
21
22Ͳ25
26Ͳ28
29Ͳ30
31
RFP: TREE PRUNING SERVICES P12151811001
June 20, 2012
Page3of31
REQUEST FOR PROPOSAL
TREE PRUNING SERVICES
A. INTRODUCTION
1. Purpose
The City of Sacramento Department of Transportation, Urban Forestry Division, intends to
hire a Tree Pruning contractor to perform tree pruning maintenance services, on an as
needed basis.
The City is requesting Proposal from tree pruning contractors who have significant
experience in the delivery of a wide-breadth of high-quality tree pruning services. The City
will be reviewing the proposals to identify a contractor best suited to provide the required
services and the greatest value.
Interested contractors are invited to submit a Proposal in accordance with the
requirements with the format and information listed in Section D.
2. Deadline
Proposals are to be received by 2:00 p.m. on July 11, 2012, as described in Section D
of this RFP.
3. Background
The City has approximately 100,000 public trees that are located in the right-of-
way, such as in planter strips between the curb and sidewalk. In a few areas, the
right-of-way extends beyond that and into front yards. Tree pruning and
maintenance are routinely performed by the Urban Forest operational staff. Over
the past year contracted tree pruning and removal services have been used to
supplement the work performed by City staff. In order to continue to support the
work of the Urban Forest staff, create more flexibility and provide the most cost
efficient/ quality service for the City residents, DOT is seeking to select a contractor
to continue to provide these services.
Tree Pruning service contractors are funded by fees from the Citywide Landscaping &
Lighting District. There are no General Funds allocated for these services.
B. SELECTION
The City will evaluate proposals on a qualitative basis. The evaluation will include a
thorough examination of each firm’s range of capabilities, proven record of successfully
delivering quality service, their relative value, and the firm’s completeness and timeliness
in its response to us. Any contract resulting from this RFP shall be effective from the
date of award, through August 15, 2013. If mutually agreeable to both parties, this
contract may be extended on a year-to-year basis; however, in no case shall the renewal
extend beyond three (3) years from date of the award of the original contract. The
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Contactor shall be capable of performing all tree pruning services as outlined in the
Scope of Services and in conformance with the contract contained herein.
A Pre-Bid Meeting will be held at 10:00 a.m., on June 29, 2012 at the City of
Sacramento, South Area Corp Yard, Building 3, 5730 24th Street, Sacramento, CA
95822.
1. Selection Process
After the submittal deadline has passed, a selection committee will review and rate each of
the proposals received and rank them according to the criteria provided in Appendix 1,
Evaluation Criteria, including consideration of expertise, knowledge, and experience, as
well as value. The evaluation may include discussions with other clients. The committee
will also interview prospective contractors to obtain additional information.
At the conclusion of the selection process, staff will request that City Council award a
Nonprofessional Services Agreement to the top-ranked contractor.
Emerging and Small Business Enterprise (ESBE) participation will be considered during
Proposal evaluation as indicated on Appendix 1, Evaluation Criteria. For more information
see Attachment 1, Items Requiring Response.
The issuance of this RFP shall not be interpreted as, and does not constitute, a
representation by the City that any specific contractor or contractors will be retained to
perform any of the services described herein, and a contractor shall not acquire any right
or entitlement to be retained for such purpose by virtue of submitting a proposal in
response to this RFP.
The City reserves the right to issue additional RFP(s) for the performance of these
services during the service period specified below. The City also reserves the option to
cancel or modify this RFP and the selection process at any time.
2. Selection Schedule
RFP issued June 20, 2012
Last day to ask questions (if necessary) June 29, 2012
Pre-Bid Meeting June 29, 2012
Last Addendum posting date (if necessary) July 5, 2012
Proposals due July 11, 2012, at 2:00 p.m.
Evaluation by selection panel July 12, 2012 –July 17, 2012
Interview (tentative) July 18, 2012
Contract preparation July 18, 2012-August 1, 2012
Contract award by City Council (tentative) August 14, 2012
First work assigned (on or after) August 20, 2012
It is important that the contractors selected be able to respond quickly during contract
preparation phase, to facilitate the timely approval by City Council. Any delay in
submitting required contract and/or insurance documents may result a delay in award.
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C. SERVICES REQUIRED
Contractor must provide all labor, material, tools, and equipment necessary to complete
assigned projects.
All work performed shall conform to the City of Sacramento tree pruning specifications
and Scope of Work of this RFP as detailed in Appendix B. A digital copy of the
document is available, upon request, from the Project Manager.
D. PROPOSAL SUBMITTAL REQUIREMENTS
Contractors interested in submitting a proposal for this project should respond to this
RFP by submitting a written proposal providing all the information requested below. The
proposal will be considered complete only if all of the items listed in this section are
included in the submittal.
Five (5) copies of the proposal and an electronic copy on CD shall be submitted no later
than 2:00 p.m., July 11, 2012 to: City of Sacramento
Department of Transportation
Street Services
5730 24th Street, Bldg. 9
Sacramento, CA95822
Attention: Azadeh Doherty
Re: RFP for Tree Pruning Services
Hand deliveries of proposals must be received and time/date stamped by the
receptionist at the front desk of the Street Services Division, in building 9, prior to the
submission deadline or risk being disqualified.
Proposals should be prepared simply and economically, providing a straight forward,
concise description of provider capabilities to satisfy the requirements of the RFP.
Emphasis should be on completeness and clarity of content.
An authorized representative of the firm must complete and sign the proposal.
Please provide and present, in the order listed, the following information:
1. Company name, including corporate office and local office address, city, state, zip
code, telephone number, fax number and web site address. Include brief company
history, background, specialties, and ownership.
2. Proposal’s contact person, address, telephone number, and eǦmail address.
3. Introductory letter describing company’s basic understanding of the services
identified. This letter should also contain an expression of the company’s interest
in the work, a statement regarding the qualifications of the contractor to do the
work, and any summary information that may be useful or informative to the City
and the evaluation committee.
4. A list all tree pruning contracts, both currently engaged in and completed, for the
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last three years. Include the name and address of the contracting agency or party,
inclusive dates, a summary of the scope of work, and the agency or contracting
party’s Project Manager and phone number (see Attachment 8).
5. Organizational chart identifying key employees, including the anticipated contract
manager and field supervisors.
6. A summary of the expertise and qualifications of key employees who will be
responsible for providing the services described in Section C, above.
7. Complete and attach the following documents:
Attachment 1: Items Requiring Response
Attachment 2: Licenses, Certifications, and Registrations
Attachment 3: Emerging Business Enterprise (EBE) or Small Business
Enterprise (SBE) certifications
Attachment 4: Certification of Environmentally Preferable Products
Attachment 5: Drug Free Workplace Policy and Affidavit
Attachment 6: Statement of Headquarters, City of Sacramento Boycott of
Arizona
Attachment 7: Pricing Schedule
E. NONPROFESSIONAL SERVICES AGREEMENT
A copy of the City’s Non-Professional Services Agreement that the selected contractors
will be required to sign is provided as Attachment 9. The copy is for information only and is
not a required component of the proposal. Please note that any contractor selected
will be required to comply with the standard provisions set forth in Exhibit D of the
Agreement; section 11.A provides information on minimum scope and limits of
insurance coverage, and section 11.B provides information on additional insured coverage.
The selected firm will need to provide insurance certificate(s) for Commercial General
Liability, Automobile Liability, Workers’ Compensation and Employer’s Liability, and
Professional Liability Insurance for this project. Endorsement(s) signed by an authorized
representative of the insurance carrier will also be needed for Commercial General
Liability and Automobile Liability insurance, with language included in the endorsement(s)
that the City, its officials, employees and volunteers shall be covered as additional insured.
If the insurance certificate(s) are provided by an insurance broker, the insurance company
will also need to provide verification of coverage.
The selected contractors will be required to complete and submit an IRS Form WǦ9 and
CA Form 590.
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F. ADDENDA AND SUPPLEMENTS
The City of Sacramento reserves the right to cancel, postpone, extent or revise this RFP
or the RFP process at any time. If it becomes necessary to revise any part of this RFP, an
Addendum to the RFP will be provided on the City’s Bid website at:
http://www.cityofsacramento.org/finance/bids/.
G. BUSINESS OPERATIONS TAX CERTIFICATE (B.O.T.C.)
Sacramento City Code Chapter 3.08 requires any person or firm conducting business
within or with the City of Sacramento to pay a Business Operations Tax and have a
current Business Operations Tax Certificate.
To obtain information about the Business Operations Tax Certificate, contact the City of
Sacramento Revenue Division, 915 I Street, Sacramento, CA 95814, or telephone
916Ǧ808Ǧ8500.
H. MISCELLANEOUS
All material submitted shall become the property of the City of Sacramento, may be
reviewed and evaluated as part of this RFP process by any persons at the discretion of
the City of Sacramento, and may be publicly disclosed as required by law.
Written Questions concerning this RFP must be submitted in writing to:
City of Sacramento
Department of Transportation
Street Services
5730 24th Street, Bldg. 9
Sacramento, CA 95822
Attention: Azadeh Doherty
Email: adoherty@cityofsacramento.org
Written Questions concerning the Scope of Work must be submitted in writing to:
City of Sacramento
Department of Transportation
5730 24th Street, Building 12A
Sacramento, California 95822
Attn: Todd Martin
Fax: (916) 808-4005
Email: tmartin@cityofsacramento.org
Copies of written questions and the corresponding responses of a substantive nature will
be shared with all participants who provide an eǦmail address and/or fax number when
downloading the RFP from the City of Sacramento.
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The City will NOT accept questions after 3:00 p.m., June 29, 2012. Contractors submitting
written questions are encouraged to verify the questions were received by contacting Todd
Martin at (916) 808Ǧ8074. The City of Sacramento assumes no responsibility for
delayed, misdirected, partial delivery or failure to deliver any questions. The City will not
respond to any questions arriving after the aforementioned deadline set forth in this RFP.
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REQUEST FOR PROPOSALS
APPENDIX A
TREE PRUNING SERVICES
PROPSALS EVALUATION CRITERIA
The City will screen all proposals and generally evaluate them on the criteria outlined
below:
x Responsiveness: The City will consider the material submitted by each firm to determine
whether the proposal is in compliance with the request.
x Responsibility: The City will consider the material submitted by each firm and other evidence it
may obtain to determine their demonstrated ability to provide the required scope of services.
x Comparative ranking:
1. The relative value offered by each firm by means of competitive pricing. (Weighted
50%)
2. The firm’s relative capabilities, qualifications, and experience. (Weighted 25%)
3. Satisfactory references. Preference will be given to local government client
references. (Weighted 25 %)
x The City will also consider availability of other related services, as well as any other
information provided that the City deems valuable.
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REQUEST FOR PROPOSALS
APPENDIX B
TREE PRUNING SERVICES
SPECIFICATIONS AND SCOPE OF WORK
The scope of contracted work shall consist of removal, pruning, and other maintenance operations
of trees, palms and other woody plants, in various locations within the City of Sacramento, hereafter
referred to as the City. Work shall be supervised and approved by representatives of the
Department of Transportation, Urban Forestry staff.
GENERAL REQUIREMENTS
Contractor shall be aware of and shall comply with the Sacramento City Codes governing tree
pruning work, traffic control and any other regulations that may affect operations. Refer to City of
Sacramento’s Standard Specifications, Section 6-18. Contractor shall furnish all labor, materials,
and equipment necessary to perform the work described herein in strict accordance with these
specifications and subject to the terms and conditions of the contract. All work is to be performed by
a tree care contractor, who shall be licensed by the California Contractors State License Board
(Classification C-61/Category D-49) to provide such contract services within the State of California
and the City of Sacramento.
Debris Removal
The scope of work shall include removal and disposal of brush and debris generated by said work.
Waste material shall be disposed of at the contractor’s expense at a location designated and/or
approved by the City. Waste material shall not be given away or sold as firewood. Waste material
(excepting trees affected by Dutch Elm Disease as noted below) shall not be landfilled. Recycling of
wood and wood chips through sustainable uses is strongly encouraged.
Contractor shall provide wood or trunk samples if requested by Urban Forestry staff. In the case of
trees suspected of being infected with Dutch Elm Disease, the contractor shall comply with
Sacramento City Code, Title 12, Chapter 12.60 – Dutch Elm Disease. The contractor shall dispose
of all wood and debris and ensure that all material is processed through a wood waste grinder, wood
chipper, or buried at a landfill facility within 48 hours. Material that is processed through wood waste
grinders or wood chippers does not require burial. Debris resulting from contractor’s operations shall
not be left on any work sites overnight. Upon completion of a work, the site shall be left in a clean
and orderly condition.
Tool Sanitation and Disease Transmittal
Contractor’s tools that have potential to transmit pests or diseases to other trees shall be disinfected
prior to initiating work within the City, after work on any potentially diseased trees, and prior to re-
initiating work after any work outside of City-contracted services.
All lead workers that supervise tree care operations under the terms and conditions of this contract
shall attend a Dutch Elm Disease awareness and training class, provided by Urban Forestry, prior to
any work on species susceptible to the disease. Disposal sites and methods for Dutch Elm Disease
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-infected tree parts shall be approved by Urban Forestry staff.
Due to disease concerns regarding Canary Island Date Palms (Phoenix canariensis) and California
fan palms (Washington filifera), live fronds, flowers and fruit parts must be pruned with handsaws.
Chain saws and hand saws shall be disinfected with a 10% mixture of water and household bleach.
Chain saw shall have the clutch cover removed and the chain, bar, and clutch area shall be sprayed.
Handsaws are to be completely disinfected after each use. Chain saws and hand saws shall be
disinfected with each use before pruning the next tree.
Damage to Property
Public or private property damaged as a result of contractor’s operations shall be repaired or
replaced at the contractor’s expense to the originally existing condition.
Inspection Prior to Invoicing
Contractor shall contact Urban Forestry staff to request inspection of all work performed. All work
shall be approved by an Urban Forestry representative prior to submittal of invoices for payment
Equipment
All vehicles and equipment used in the performance of work assigned under this contract shall be in
good working order and in compliance with all local, state and federal laws. Vehicles shall display
signage noting the contractor’s name, telephone number, and “City of Sacramento Urban Forestry
Contractor”. City identification signs shall not be displayed when performing any work outside of this
contract.
Record Keeping & Invoicing
The contractor shall invoice Urban Forestry monthly in a MS Excel format as provided by the City.
This format shall be used for each invoice and must be completed in its entirety.
General Safety Requirements
Contractor shall comply with applicable state and federal regulations regarding safety, including the
use of personal protective equipment and training.
All work within 10 feet of any overhead high voltage electrical conductors shall be referred to the
Sacramento Municipal Utility District (SMUD) by the contractor. Work shall be scheduled by the
contractor in cooperation with SMUD and shall be the conducted in such a manner as to minimize
disruption of service and disturbance of residents.
Tree care operations that involve climbing or other aerial work may be temporarily suspended during
inclement weather with prior approval from Urban Forestry Services.
Temporary Street Parking Closure
Contractor shall provide barricades with signage noting parking restrictions and days and times of
scheduled tree care operations at least 72 hours in advance of work. All barricades and signage
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must be approved by Urban Forestry staff. Parking closure signs shall not be attached to trees.
Parking closure signs shall not indicate TOW AWAY zones.
Holiday Moratoriums and Special Events
Certain streets may be temporarily closed to construction and maintenance projects during the
period from the Thanksgiving holiday through the New Year’s holiday and during special events. The
contractor shall abide by City regulations in regards to any necessary work subject to those
restrictions by obtaining prior authorization through the City of Sacramento Department of
Transportation.
Parking and Traffic Violations
Parking and traffic citations as a result of violations shall be the responsibility of the contractor.
Work Week
The normal work week shall be Monday through Friday, or Tuesday through Saturday, 7:00 A.M. to
3:30 P.M. Where traffic, parking or other constraints exist, the work week may be modified to the
same hours on Tuesday through Saturday. All work week modifications shall be approved by Urban
Forestry staff.
Allocation and Completion of Work Orders
Work Orders shall be allocated by Urban Forestry based on actual service requirements and
available funding. All work orders will be assigned on an as-needed basis as determined by Urban
Forestry. It is possible that no services may be required by the City from a Contractor during all or
any portion of the contract term. All work orders assigned to the contractor shall be completed within
thirty (30) days except where otherwise noted.
Annual Expected Budget
The expected budget for Tree Pruning Services will not exceed $1,000,000.00 annually. Actual
budget will be based upon availability of funds and anticipated annual services requirements.
Contract
A. The contract(s) shall be effective from the date of award through June 30, 2013.
B. If mutually agreed by both parties, the contract may be extended on a year-to-year basis,
however, in no case shall the renewals extend beyond June 30, 2015. The expected budget for
the initial term and two optional extensions will not exceed $3 million.
Qualified Personnel
The contractor shall provide qualified supervisory staff.
1. Each crew shall be led by at least one employee with current certification as a Western
Chapter International Society of Arboriculture Certified Tree Worker.
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2. A minimum of one supervising employee with current certification as an International Society
of Arboriculture Certified Arborist shall be provided for every six (6) contractor employees
assigned to City work.
Uniforms and Identification
All contractor personnel shall be required to wear uniforms bearing the contractor’s company name
while completing City work assignments. Uniforms shall consist of a shirt and/or jacket with
company and employee name neatly screen printed or embroidered and conspicuous.
The CONTRACTOR shall provide the following services as requested by Urban Forestry:
1. Demand Pruning
2. Programmed Pruning
3. Crown Reduction/Crown Clean for English Elms
4. Palm Pruning
5. Tree Removal
6. Stump Grinding
7. Crane Services
8. Unscheduled Work or Storm/Emergency Work Crew Services
9. Note: English elms not requiring a crown reduction will be billed at Programmed or
Demand based pruning rates.
Tree care operations shall be in accordance with current standards as established by the
American National Standard Institute (ANSI). Specifically, current ANSI A300 (Tree, Shrub
and Other Woody Plant Maintenance-Standard Practices), ANSI Z133 (Safety
Requirements for Arboricultural Operations) and accompanying “Best Management
Practices” publications shall be adhered to. Tree climbing spurs shall not be used except
where trees are to be removed, where trees cannot otherwise be safely accessed, or in the
case of emergencies.
With the exception of work requested on a time and materials basis, all pruning orders shall be
based on complete pruning of the entire tree.
Tree Pruning
Programmed and Demand Based Pruning
Work orders for programmed pruning are based on street block areas within the City of Sacramento
boundaries. Generally, programmed pruning areas are planned as contiguous areas. Work orders
for demand-based pruning are based on service requests with specific objectives in various
locations within the City of Sacramento boundaries and may or may not be at contiguous locations.
Notwithstanding the referenced ANSI standards, trees and palms shall be pruned as follows:
Mature Trees
Tree crowns shall be cleaned, raised, reduced, thinned or any combination of these methods to
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achieve the following objectives:
1. Remove dead branches that are greater than 1 inch at the point of attachment.
2. Remove diseased, decayed, broken, weakly attached, and/or crossing branches.
3. Remove mistletoe and/or vines growing on the tree.
4. Improve tree growth and form to maximize safety, structural integrity, and health.
5. Prune to provide eventual clearance of 14 feet over roadways; prune to provide eventual
clearance of 8 feet over pedestrian pathways; prune to provide eventual clearance of 5 feet
around buildings and other structures, including, but not limited to roofs, gutters, fireplaces,
television antennas, and utility service connections.
6. Prune to clear line of sight for streetlights, traffic signs and signals, and street signs.
In achieving the above objectives, the contractor shall not remove more of the tree crown than
necessary. Under no circumstances shall more than 25 percent of the crown be removed without
approval from Urban Forestry Services. When reducing the length of a limb, the resulting terminal
branch should be at least one-third (1/3) the diameter of the parent limb.
Young Trees
Young trees (under eight inches) shall be pruned to achieve the following objectives:
1. Remove dead branches.
2. Remove diseased, decayed, broken, weakly attached and/or crossing branches.
3. Develop strong central leader and radially and vertically symmetric distribution of branches
as appropriate for the species.
4. Encourage trunk taper by retaining temporary branches until diameter at the point of
attachment is approximately one third of the diameter of the parent branch.
5. Select and develop permanent branches.
6. Retain foliage in the lower portion of the canopy as long as possible.
7. Prune to avoid conflicts with pedestrians, vehicles, and sight-lines at street intersections.
Palms
1. Remove dead and dying fronds.
2. Prune palm crown to no narrower than a 9 and 3 o’clock position.
3. Remove loose frond sheaths along the entire length of the trunk.
4. Remove fruit and flowers.
Tree Removal
Notwithstanding the referenced ANSI Standards, trees, palms and other woody plants shall be
removed as follows:
1. Remove all tree parts in a safe and efficient manner. Where necessary, tree parts shall be
lowered by rope, crane, or other suitable means to avoid damage to surrounding property,
including adjacent trees.
2. Ropes or other rigging shall not be placed so as to cause damage to adjacent property or
trees
3. Trees shall be removed to within six (6) inches of grade, measured from the soil line where
the trunk meets the ground.
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Stump Removal
1. Stumps shall be ground to a depth of 20 inches. Contractor shall also grind out all
surface roots 2” inches or greater within a 6’ foot radius of the stump. Stump grindings
shall be removed to a depth of 20 inches.
2. Contractor shall, backfill the hole with a top soil blend consisting of 50% compost by
weight.
3. Contractor shall compact soil to allow for settling.
4. Contractor is responsible for notifying Underground Service Alert prior to grinding
stumps or digging anywhere within the public right-of-way or city property.
5. Contractor shall respond to all non-urgent stump grinding work orders within 5 working days.
Stump grinding work orders related to sidewalk repairs shall be completed within 3 working days.
6. Where stump grinding is being performed to accommodate a new replacement sidewalk, all
surface roots within the footprint of the sidewalk shall be ground to a depth of 6 inches.
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Attachment 1
ITEMS REQUIRING RESPONSE
NOTE: Contractors must provide responses where indicated to the following items. Failure to
provide a response to each of the items in this section may be grounds for rejection of
proposal.
1. SBE/EBE FIVE PERCENT (5%) BID EVALUATION PREFERENCE
On February 9, 1999, the Sacramento City Council adopted an Emerging and Small Business
Development program to provide enhanced opportunities for the participation of small business
enterprises (SBEs) and emerging business enterprises (EBEs) in the City’s contracting and
procurement activities. Any Proposal submitted by a firm that is certified as a SBE by the City of
Sacramento, or that is certified as an EBE by the City of Sacramento, will receive a five percent (5%)
evaluation preference for the purpose of determining the relative value of a contractor (see Appendix A
of this RFP). If, after applying the 5% price evaluation preference, the SBE/EBE firm receiving such
preference is subsequently awarded a contract, the amount of the contract will be based upon the
actual amount quoted in the Pricing Schedule. To receive this evaluation preference, a firm must be
certified as a SBE or EBE at the time of Proposal due date. Questions regarding eligibility for
SBE/EBE certification should be addressed to the City of Sacramento Procurement Division, at (916)
808-6747.
A. SMALL BUSINESS ENTERPRISE (SBE) CERTIFICATION
Is the firm submitting the proposal certified by the City of Sacramento as a small business
enterprise? Check the appropriate block below:
YES – Our firm is certified by the City of Sacramento as a small business enterprise.
NO -Our firm submitting is not certified by the City of Sacramento as a small business enterprise.
If the response to the above is YES, provide the City of Sacramento Certification Number
.
B. EMERGING BUSINESS ENTERPRISE (EBE) CERTIFICATION
Is the firm submitting the proposal certified by the City of Sacramento as an emerging business
enterprise? Check the appropriate block below:
YES - Our firm is certified by the City of Sacramento as an emerging business enterprise.
NO - Our firm is not certified by the City of Sacramento as an emerging business enterprise.
If the response to the above is YES, provide the City of Sacramento Certification Number:
_.
2. PAYMENT DISCOUNT
Will you offer a prompt payment discount? Yes [ ] or No [ ] (Net 30 days)
If Yes, the Payment Discount is % for payment within calendar days, which will be
computed from the date delivery is made and is accepted by the City, or the date a proper invoice is
received, whichever is later.
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PAYMENT DISCOUNTS WILL BE CONSIDERED IN THE EVALUATION OF THE PROPOSALS. In
connection with any cash discount specified on this bid, time will be computed from the date of complete
delivery of the supplies or equipment as specified, or from date correct invoices are received in the City
Accounting Office, if the latter date is later than the date of delivery. For the purpose of earning the
discount, payment is deemed to be made on the date of mailing of the City warrant or check.
Cash discounts offered for payment in less than 20 days will not be considered.
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Attachment 2
LICENSES, CERTIFICATES, AND REGISTRATIONS
Page18of31
Contractor represents and warrants to the City of Sacramento that the following licenses, certificates
and registrations are currently in force. The Contractor who is awarded the bid shall provide upon
request photocopies of the documents listed below. All said documents will remain in force during the
term of the resulting agreement with the City; failure to maintain will result in suspension or possibly
termination of contract.
LICENSES/CERTIFICATES/REGISTRATION DOCUMENT # EXPIRATION DATE
STATE OF CALIFORNIA C-61 D-49 LICENSE
ISA CERTIFIED ARBORIST NUMBER(S) ISA CERTIFIED TREE WORKER NUMBER(S)
OTHER: (please specify)
I DECLARE UNDER PENALTY OF PERJURY, THAT THE FOREGOING IS TRUE AND CORRECT:
CONTRACTOR:
signature
DATE:
printed name title
COMPANY:
ADDRESS:
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Attachment 3
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DRUG FREE WORKPLACE POLICY AND AFFADAVIT
BID PROPOSAL MAY BE DECLARED NONRESPONSIVE IF THIS FORM (COMPLETED) IS NOT ATTACHED.
Pursuant to City Council Resolution CC90-498 dated 6/26/90 the following is required.
The undersigned contractor certifies that it and all subcontractors performing under this Agreement will provide a drug-free
workplace by:
1. Publishing a "Drug-Free Workplace" statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken
against employees for violations of such prohibition.
2. Establishing a Drug-Free Awareness Program to inform employees about:
a. The dangers of drug abuse in the workplace.
b. The contractor's policy of maintaining a drug-free workplace.
c. Any available drug counseling, rehabilitation, and employee assistance program.
d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.
3.Notify employees that as a condition of employment under this Agreement, employees will be expected to:
a. Abide by the terms of the statement.
b. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace.
4.Making it a requirement that each employee to be engaged in the performance of the Agreement be given a copy on the "Drug-
Free Workplace" statement.
5. Taking one of the following appropriate actions, within thirty (30) days of receiving notice from an employee or otherwise receiving
such notice, that said employee has received a drug conviction for a violation occurring in the workplace:
a. Taking appropriate disciplinary action against such an employee, up to and including termination; or
b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved
for such purposes by a federal, state, or local health, law enforcement or other appropriate agency.
*I certify that no person employed by this company, corporation, or business has been convicted of any criminal drug statute violation
on any job site or project where this company, corporation or business was performing was within three years of the date of my
signature below.
EXCEPTION:
Date Violation Type Place of Occurrence
If additional space is required use back of this form.
* The above statement will also be incorporated as a part of each subcontract agreement for any and all subcontractors
selected for performance on this project.
IN THE EVENT THIS COMPANY, CORPORATION, OR BUSINESS IS AWARDED A CONTRACT, AS A RESULT OF THIS BID;
THE CONTRACTOR WITH HIS/HER SIGNATURE REPRESENTS TO THE CITY THAT THE INFORMATION DISCLOSED IN THIS
DOCUMENT IS COMPLETE AND ACCURATE. IT IS UNDERSTOOD AND AGREED THAT FALSE CERTIFICATION IS SUBJECT
TO IMMEDIATE TERMINATION BY THE CITY.
The Representations Made Herein On This Document Are Made Under Penalty Of Perjury.
CONTRACTOR'S NAME:
BY: Date:
Signature Title
Effects of violations: a. suspension of payments under the Agreement. b.Suspension or termination of the Agreement.
c.Suspension or debarment of the contractor from receiving any Agreement from the City of Sacramento for a period not to exceed
five years.
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Attachment 4
Page20of31
SECTION II – CONTRACT DOCUMENTS
A. SPECIAL PROVISIONS
ENVIRONMENTALLY PREFERABLE PROCUREMENT
The City has adopted a “Sustainable Procurement Policy (SPP) and program. The goal is to
encourage the procurement of products and services that help minimize environmental
impact resulting from use and disposal of these products. Contractors are encouraged to
offer Energy Star, Green Seal, EcoLogo, EPEAT, or products that meet FEMP (Federal
Energy Management Program) standards for energy consumption. City also encourages
contractors to offer products that are produced with recycled materials, where appropriate,
unless otherwise requested in this IFB. Contractors will offer products that have minimal
virgin materials and maximum use of recycled products. Contractor must work with the City
to attain these goals.
Notwithstanding the above, the Contractor agrees to supply the City of Sacramento with
environmentally preferable and effective products in compliance with the specifications in this
solicitation and provide services that help minimize environmental impact resulting from use
and disposal of products specified in this bid.
The Contractor further agrees that its products specified in this bid do not contain any items,
ingredients or components prohibited under the City’s SPP Policy.
The City may terminate this contract or take other appropriate actions if the contractor fails to
comply or provide adequate supporting documentation to substantiate compliance with the
City’s SP Policy and requirements specified in the bid.
The City’s SPP Policy is available on line at:
http://www.cityofsacramento.org/generalservices/procurement/documents/SustainablePurchasing_P
olicy_SPP.pdf or by contacting the Procurement Services Division at (916) 808-6240.
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Attachment 5
Page21of31
CITY OF SACRAMENTO BOYCOTT OF ARIZONA–HEADQUARTERED BUSINESSES
On June 15, 2010, the Sacramento City Council adopted Resolution No. 2010-346 opposing
two Arizona laws (SB 1070 and HB 2162) that will allow Arizona police to arrest individuals
suspected of being unlawfully present in the United States and to charge immigrants with a
state crime for not carrying immigration documents. Sacramento City Council Resolution No.
2010-346 also called for a boycott of the State of Arizona and businesses headquartered in
Arizona until Arizona repeals or a court nullifies SB 1070 and HB 1262. Resolution No. 2010-
346 provides, in pertinent part, that “where practicable and where there is no significant
additional cost to the City, the City of Sacramento shall not enter into any new, amended,
extended or supplemental contracts to purchase or procure goods or services from any
business or entity that is headquartered in Arizona ...”
Pursuant to the provisions of Resolution No. 2010-346, the City may determine that a bid from a
business or entity that is headquartered in Arizona is nonresponsive and the City may reject the
bid on that basis.
Bidders that are headquartered in the United States shall certify in the space below the state
where the bidder is headquartered:
State Where Bidder is Headquartered
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page22of31
Attachment 6
PRICING SCHEDULE
In compliance with the Specifications and Scope of Work, and the Contract Documents, the
Contractor hereby proposes to furnish all required labor, materials, supervision, transportation,
equipment, services, taxes and incidentals required for Tree Pruning Services.
CONTRACTOR billable rates are contained in the tables below.
DEMAND PRUNING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
4 – 6 d.b.h. 20 $ $ $ $
7 - 12 d.b.h. 20 $ $ $ $
13 - 24 d.b.h. 20 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 50 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 280 $ $ $ $
PROGRAM PRUNING
Size Class
Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
4 – 6 d.b.h. 800 $ $ $ $
7 - 12 d.b.h. 1,100 $ $ $ $
13 - 24 d.b.h. 1,500 $ $ $ $
25 - 36 d.b.h. 1,200 $ $ $ $
37 - 48 d.b.h. 500 $ $ $ $
49+ d.b.h. 400 $ $ $ $
Totals 6,000 $ $ $ $
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page23of31
CROWN REDUCTION (ENGLISH ELMS)
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
25 - 36 d.b.h. 40 $ $ $ $
37 - 48 d.b.h. 40 $ $ $ $
49+ d.b.h. 60 $ $ $ $
Subtotal 140 $ $ $ $
PALM PRUNING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
Date Palm
under 55'
working height
100 $ $ $ $
Date Palm over
55' working
height
20 $ $ $ $
Washingtonia
species under
55' working
height
50 $ $ $ $
Washingtonia
.species over
55' working
height
125 $ $ $ $
Totals 295 $ $ $ $
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page24of31
TREE REMOVAL TO 6” INCHES ABOVE SOIL LINE
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
0 – 3 d.b.h. 0 $ $ $ $
4 – 6 d.b.h. 50 $ $ $ $
7 - 12 d.b.h. 100 $ $ $ $
13 - 24 d.b.h. 200 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 100 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 600 $ $ $ $
STUMP GRINDING
Size Class Quantity Cost per
Tree Year
1
Cost per
Tree
Year 2
Cost per
Tree
Year 3
Total Cost
for Contract
0 – 3 d.b.h. 0 $ $ $ $
4 – 6 d.b.h. 50 $ $ $ $
7 - 12 d.b.h. 100 $ $ $ $
13 - 24 d.b.h. 200 $ $ $ $
25 - 36 d.b.h. 100 $ $ $ $
37 - 48 d.b.h. 100 $ $ $ $
49+ d.b.h. 50 $ $ $ $
Totals 600 $ $ $ $
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page25of31
Service
Hours
3 person
crew /w
Bucket
Cost per
Hour
Year 1
Cost per
Hour
Year 2
Cost per
Hour
Year 3
Total Cost
for Contract
Hourly Rates for Unscheduled Work or Storm/Emergency Work
Billable Rates
Crane Services 100 $ $ $ $
*General Crew
Rate 100
$ $ $ $
Total $ $ $ $
*NOTE: The estimated hours and dollar amount for hourly rates are for bid evaluation purposes only.
Unscheduled work (storm or other emergency work) shall be billed portal to portal, not to exceed l.5
hours, round trip. Rates should be based on a typical three-person crew, including a qualified lead
worker. Equipment needs should include a truck equipped with a chip box and an aerial lift with a
minimum working height of 55 feet, a brush chipper, and all associated tools and equipment to
complete a typical tree pruning or removal assignment per the General Requirements that follow in
this document.
The hourly labor rates quoted must be all inclusive. Quotes will be based on an hourly rate, based
upon the time the Contractor begins work on site. Cost for travel time should be built in to the hourly
rate that is quoted. No surcharges or additional costs will be allowed.
In determining the amount quoted by each contractor, the City shall disregard mathematical errors in
addition, subtraction, multiplication, and division that appear obvious on the face of the Proposal.
When such a mathematical error appears on the face of the Proposal, the City shall have the right
to correct such error and to compute the total amount bid by said bidder on the basis of the
corrected figure or figures.
When an item price is required to be set forth in the Proposal, and the total for the item set forth
separately does not agree with a figure which is derived by multiplying the item price times the
Project Manager's estimate of the quantity of work to be performed for said item, the item price shall
prevail over the sum set forth as the total for the item unless, in the sole discretion of the City, such a
procedure would be inconsistent with the policy of the bidding procedure. The total paid for each
such item of work shall be based upon the item price and not the total price. Should the Proposal
contain only total price for the item and the item price is omitted, the City shall determine the item
price by dividing the total price for the item by the Project Manager's estimate of the estimated
quantities of work to be performed as items of work.
If the Proposal contains neither the item price nor the total price for the item, then it shall be
deemed incomplete and the Proposal shall be disregarded.
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page26of31
Attachment 7
Equipment List
Proposals must provide the following information regarding all equipment that will be readily
available (within 24 hours) to complete this contract. Please enter the number of units for
each specific piece of equipment listed below. If you do not have a specific unit listed below
place a “0” (zero) in the space provided, do not leave blank.
Chippers
Make Size # of units
Bucket Trucks
Make/model Height # of units
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page27of31
Chipper Trucks
Make Cubic Yards # of units
Stump Grinders
Make and Model Max Depth # of units
Crane
Make and Model Capacity # of units
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page28of31
Dump trucks
Make and Model Cubic Yards # of units
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page29of31
Attachment 8
Relevant Work Experience
In this section please provide information regarding your relevant experience and
responsibilities on similar work or projects. In addition, the following form will allow you to fill
out a listing of your previous work and current work commitments.
Please include telephone numbers of personal references. References will be contacted as
part of the selection process.
Previous Contracts
Name:
City, State
Government Municipality:
Work Description:
Similarities to the City of Sacramento:
Terms of Contract:
Reference
Name:
Agency:
Phone Number:
E-mail:
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page30of31
Current Contracts
City, State
Government Municipality:
Work Description:
Similarities to the City of Sacramento:
Terms of Contract
Reference
Name:
Agency:
Phone Number:
E-mail:
RFP: TREE PRUNING SERVICES P12151811011
June 20, 2012
Page31of31
Attachment 9
Staffing
ISA Certified tree Workers
Name Certification #
ISA Certified Arborists
Name Certification #
Sandra Talbott, Interim City Attorney Shirley Concolino, City Clerk Russell Fehr, City Treasurer
John F. Shirey, City Manager
City of Sacramento
City Council
915 I Street, Sacramento, CA, 95814
www.CityofSacramento.org
Meeting Date:8/14/2012 Report Type:Consent
Title: Contract: Tree Pruning and Removal Services
Report ID: 2012-00647
Location:Citywide
Recommendation: Pass a Motion 1) awarding a one-year contract with two one-year renewal
options to West Coast Arborist, Inc. for tree pruning and removal services in a total amount not to
exceed $2,642,000 for a potential maximum three year term; and 2) authorizing the City Manager or
the City Manager’s designee to execute the contract with West Coast Arborist, Inc. and exercise the
renewal options specified above provided that sufficient funds are available in the budget adopted for
the applicable fiscal year(s).
Contact: Todd Martin, Operations General Supervisor, (916) 808-8074; Juan Montanez,
Maintenance Services Manager, (916) 808-2254, Department of Public Works.
Presenter: None
Department: Public Works Department
Division:Urban Forestry
Dept ID:15001811
Attachments:_____________________________________________________________________________________________________________
1- Description/Analysis
2 -Background
3 -West Coast Arborist Contract
_________________________________________________________________________
City Attorney Review
Approved as to Form
Gerald Hicks
8/3/2012 9:56:44 AM
City Treasurer Review
Reviewed for Impact on Cash and Debt
Russell Fehr
7/30/2012 9:49:10 AM
Approvals/Acknowledgements
Department Director or Designee: Jerry Way -8/1/2012 4:15:20 PM
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8
Description/Analysis
Issue:Contracted tree pruning and removal services supplement the work performed by City
staff and are needed to address maintenance of the urban forest in an efficient and timely
manner. The recommended contract will provide scheduled and emergency tree pruning and
tree removal services.
Policy Considerations:The recommendations in this report are consistent with City Code
Section 3.56 and Resolution 2010-346 prohibiting the City from entering into any contract to
purchase goods or services from any business or entity headquartered in Arizona. The Equal
Benefits Ordinance and Living Wage Ordinance are applicable to this contract and the contractor
has affirmed its intent to comply.
Economic Impacts:None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The current proposal involves the purchasing
of tree pruning and removal services. This is not a ‘project’ and is not subject to Section
15378(b) (2) of the CEQA Guidelines. Therefore, as determined by the City’s Environmental
Services Planning Manager, no environmental review is necessary.
Sustainability Considerations: The current proposal is consistent with the Sustainability
Master Plan goal to maintain and expand the urban forest.
Other: None.
Commission/Committee Action: None.
Rationale for Recommendation:On June 20, 2012, the Maintenance Services Division of
Public Works with the approval of the City Council released a Request for Proposal (RFP) to
solicit qualified contractors to procure tree pruning and removal services. The City received
three (3) proposals and the most qualified contractor was determined to be West Coast Arborist,
Inc. A summary of the RFP process is provided in Background.
Contracted tree pruning and removal services supplement the work performed by City staff and
are needed to address the maintenance of the urban forest in an efficient and timely manner.
The recommended contract will provide scheduled and emergency tree pruning and tree
removal services.
Financial Considerations:Funding for tree pruning and removal services is provided through
Urban Forestry’s operating budget, provided by the City-wide Landscape and Lighting
Assessment District. There is sufficient money in the FY2012/13 operating budget to purchase
tree pruning and removal services. The extension of the contract for each of the additional
contract years is subject to the funding availability in the adopted budget for the applicable fiscal
year. The total contract amount over the three year term is based on an analysis of prior year
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work orders and the anticipated city-wide maintenance needs of the urban forest including the
aging English Elm tree population and a number of trees infected with Dutch elm disease.
Emerging Small Business Development (ESBD): West Coast Arborist, Inc. is not certified as
an emerging/small business enterprise.
3 of 57
Background
On June 19, 2012, the City Council suspended competitive bidding for Tree Pruning
Services and authorized staff to release a Request for Proposal (RFP) to solicit qualified
contractors for the procurement of tree pruning and removal services.
On June 20, 2012, the Maintenance Services Division of Public Works released a
Request for Proposal (RFP) to solicit qualified contractors and received three (3)
proposals from the following tree care service firms: West Coast Arborist, Inc.,George
Salinas Tree Preservation,and The Grove Total Tree Care. Staff reviewed and
evaluated the proposals. In addition, on July 18, 2012, staff interviewed all three firms.
Based on a complete evaluation process using the following criteria which were
established in the RFP process, West Coast Arborists, Inc. was selected as the most
qualified contractor to provide tree pruning services.
Selection Criteria
1.The relative value offered by each firm by means of competitive pricing.
(Weighted 50%)
2.The firm’s relative capabilities,qualifications,and experience.(Weighted
25%)
3.Satisfactory references. Preference will be given to local government client
references.(Weighted 25 %)
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Pricing Proposal
Tree Pruning
Services Proposal 1 Proposal 2 Proposal 3
West Coast Arborists, Inc.The Grove Total Tree Care George Salinas Tree Pres.
PRICING SECTION
QTY Item
Description UNIT PRICE
TOTAL
PRICE UNIT PRICE
TOTAL
PRICE
UNIT
PRICE
TOTAL
PRICE
1 Demand Pruning $ 49,000.00 $ 49,000.00 $ 134,870.00 $ 134,870.00 $ 55,650.00 $ 55,650.00
1 Program Pruning 346,500.00 346,500.00 706,500.00 706,500.00 412,500.00 412,500.00
1 Crown Reduction 49,000.00 49,000.00 1,270,075.00 1,270,075.00 94,500.00 94,500.00
1 Palm Pruning 32,675.00 32,675.00 251,100.00 251,100.00 29,875.00 29,875.00
1 Tree Removal to 6
Inches 237,500.00 237,500.00 250,000.00 250,000.00 336,450.00 336,450.00
1 Stump Grinding 104,000.00 104,000.00 67,875.00 67,875.00 86,250.00 86,250.00
1 Hourly Rate with 3
man Crew 39,900.00 39,900.00 20,350.00 20,350.00 30,000.00 30,000.00
1 Crane Services 22,000.00 22,000.00 87,500.00 87,500.00 20,000.00 20,000.00
Total $880,575.00 $2,788,270.00 $1,065,225.00
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