ON-CALL TREE TRIMMING, PRUNING, AND TREE
REMOVAL PROJECT
Release Date: June 6, 2023
Deadline for Submittal
June 20, 2023
City of Richmond
Public Works Department
Interested vendors may obtain copies of the Bid from the City o f Richmond’s website www.ci.richmond.ca.us/bids. To download documents, new v endors will be required to regist er. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the prospective bidders list for that project and will receive any addenda or notifications relating to the quote.
All submittals must be submitted electronically thru BidsOnline www.ci.richmond.ca.us/bids, shall be accepted until 4:00 pm, June 20, 2023
Hand delivered, fax and email submittals will not be accepted.
Introduction
The City of Richmond (“City”) is soliciting Bids for tree trimming, pruning, and tree removal services on an as- needed basis. The anticipated term of this contract will be fo r a period of three (3) years and an option to renew for two years by means of a mutual agreement of both parties.
Inquiries
All questions must be submitted via the electronic BidsOnline s ystem on the Q&A tab by 5:00 p.m. PST, on June 13, 2023. If the City finds it necessary to issue an adde ndum, prospective bidders will receive e-mail notification of addendum. Otherwi se, answers to questions rece ived will be provided on the Q&A tab and notification will be sent by June 15, 2023. It is the bidder’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the Bid that may have been posted.
Method of Award & Payment
A 3.1 Once an award has been mad e the City of Richmond will set up a contract with the responsive bidders.
A 3.2 All payments shall be made after successful completion of each project. No advance payments will be allowed.
A 3.3 The City of Richmond shall not be held liable for any co sts incurred in the preparation and production of bid, or for any work performed prior to the issuance of a purchase order.
A 3.4 Awards made for this request including all change orders shall not exceed $750,000.
Rejection of Bids
This request for bid does not commit the City of Richmond to award a contract, or to procure or to contract for services or supplies. The City of Richmond reserves the right to accept or reject any or all bids received as a result of this request; or to cancel in part or in its entirety this bid.
Prevailing Wage
The Director of the Department of Industrial Relations of the State of California has ascertained the prevailing rate of per diem wages in dollars, based on a working day of eight hours, for each craft or type of worker or mechanic needed to execute any construction or maintenance contract, which may be awarded by Public Works. The current prevailing wage rates as adopted by the Director of the Department of Industrial Relations are incorporated herein by reference and may be accessed at http://www.dir.ca.gov/ (General Prevailing Wage determination made by the Director of Industrial Relations / Pursuant to California Labor Code Part 7, Chapter 1, Article 2, Section 1770, 1773 and 1773.1).
Contractor is required to pay the prevailing wage rate referred to above and is responsible for selecting the craft/classification of workers which will be required to perform this service in accordance with the Contractor's method of performing the work. Pursuant to Section 1775 of the Labor Code (State of California) Contractor shall forfeit $50 for each calendar day, or portion thereof, for each worker paid less than the stipulated prevailing wage rates for any public work done under this Contract or by any subcontractor.
TECHNICAL SPECIFICATIONS/SCOPE OF WORK
A. SCOPE OF WORK
Contractor shall comply with all laws, ordinances, rules, and r egulations to the federal, state, local, authorities and departments, including OSHA, relating to or aff ecting the work hereunder, and shall obtain any and all permits, licenses, certifications and consen ts as may be necessary to perform the following services on an as needed basis:
1. TREE TRIMMING
1.1 Definition: A height reduction of 25% to 30%. Contractor shall use best practices for thinning out trees and removal of any potentially dangerous limbs.
1.2 Trimming shall be done in a manner satisfactory to the City and in accordance with the most current American National Standards Institute (ANSI) A300 guidelines for tree care operations.
1.3 Trimming includes pruning and limb removal, as defined below:
a. Pruning: includes the removal of all dead wood, corrective prun ing and pruning to improve the appearance of the tree.
b. Limb Removal: A limb shall be defined as a woody protrusion fro m the tree being less than 1/3 the diameter of the trunk. The final cut shall be made in such a way to leave minimal wood on the outside of the branch collar and not strip any bark away from the trunk.
1.4. All cuts shall be made as close as possible to the trunk or par ent limb, without cutting into the branch collar or leaving a protruding stub. Bark at th e edge of all pruning cuts should remain firmly attached.
1.5. Branches too large to support with one hand shall be precut to avoid splitting or tearing of the bark. Where necessary, ropes or other equipment should be used to lower large branches or stubs to the ground.
1.6. All work shall be performed with minimum disruption to the existing vegetation.
1.7. Payment for trimming service shall be made on a per tree basis in four classes of measurements, based on Diameter at Breast Height (DBH), and as stipulated in the Bid Sheet. Contractor shall include in their bid the cost of removing and disposing of debris, and all other items as described in this scope of work to successfully complete the job.
a. Throughout this scope of work DBH refers to the tree diameter m easured at 4.5 feet above the ground and shall be determined by using a tape or cal iper marked for direct diameter reading. Measurements shall be clearly documented for invoicing purposes.
Measurements shall be rounded to the nearest inch.
1.8. Disposal of debris from tree trimming shall be in accordance wi th Section 7 “Debris/Brush Removal” of this Scope of Work.
1.9. During operations, proper signs and barricades shall be used to warn and protect the public against hazards in accordance with Section 10.6 “Signage and Barricades” of this Scope of Work.
1.10. If a street must be temporarily closed to traffic or traffic co ntrol is necessary to perform any service under this Agreement, it shall be done in accordance wi th Section 10.5- “Traffic Control” of this Scope of Work.
2. TREE AND STUMP REMOVAL
Tree and stump removal shall be done in a manner satisfactory to the City. Tree and stump removal shall be performed as described below.
2.1. Definition: Cutting tree down as close to ground level as possible, hauling away all debris to an approved disposal site, or o ther method of disposing of debr is as dictated by a City representative, grinding the stum p, removing stump grindings, b ackfilling, and thorough clean-up of the work site, as further described below.
2.2. Each stump shall be removed from the ground and the area restored after the tree has been removed.
2.3. No trees or trunks shall be felled onto pavement.
2.4. When stumps are requested to be removed completely, stumps and all surface roots shall be ground, where accessible, to a minimum of six (6) inches bel ow ground level, removing all chips from the stump hole, and furnishing soil to immediate ly back-fill the resultant void within the same workday, and grading the soil upon completion. Contractor shall add extra soil when backfilling to compensate for settling.
2.5. Disposal of debris and mulch from tree removal and stump grindi ng shall be removed and disposed of by contractor.
2.6. During operations, proper signs and barricades shall be used to warn and protect the public against hazards in accordance with Section 10.6 – “Signage and Barricades” of this Scope of Work.
2.7. If a street must be temporarily closed to traffic or traffic co ntrol is necessary to perform any service under this Agreement, it shall be done in accordance wi th Section 10.5 - “Traffic Control” of this Scope of Work.
Payment for trimming service shall be made on a per tree basis i n f o u r c l a s s e s o f measurements, based on DBH, and as stipulated in the Bid Sheet. Contractor shall include in their bid the cost of removing and disposing of debris, and all other items as described in this scope of work to successfully complete the job. Measurements shall be made prior to removal of tree and clearly documented for invoicing purposes.
3. TREE FELLING/NO STUMP REMOVAL REQUIRED
3.1. Definition: This section shall refer to the felling of trees, w here no stump removal is requested. Cutting tree down as close to ground level as possib le, hauling away all debris to an approved disposal sit e, or other method of disposi ng of debris as dictated by a City representative, and thorough clean-up of the work sit e, as further described below.
3.2. No trees or trunks shall be felled onto pavement.
3.3. Stumps are to be left flush cut with no sharp splinters or prod ucing pieces of wood that would pose a trip hazard or hazard of any kind. The area shall be left uniform and level with the surrounding turf. All work shall be performed with a m inimum of disruption to the existing vegetation.
3.4. Disposal of debris and mulch shall be removed and disposed of b y contractor.
3.5. During operations, proper signs and barricades shall be used to warn and protect the public against hazards in accordance with Section 10.6– “Signag e and Barricades” of this Scope of Work.
3.6. If a street must be temporarily closed to traffic or traffic co ntrol is necessary to perform any service under this Agreement, it shall be done in accordanc e with Section 10.5 - “Traffic Control” of this Scope of Work.
3.7. Payment for tree felling service shall be made on a per tree basis in four classes of measurements, based on DBH, and as stipulated in the Bid Sheet. Contractor shall include in their bid the cost of removing and disposing of debris, and all other items as described in this scope of work to successfully complete the job. Measurements shall be made prior to felling of tree and clearly documented for invoicing purposes.
4. INDIVIDUAL STUMP GRINDING/REMOVAL
4.1. Definition: This section shall refer to the grinding and remova l of pre-existing stumps, where no felling of a tree is necessary. Stumps and all surface roots shall be ground, where accessible, to a minimum of six (6) inches below ground level, removing all chips from the stump hole, and furnishing soil to immediately back-fill the resultant void within the same workday, and grading the soil upon completion. Contrac tor shall add extra soil when backfilling to compensate for settling.
4.2. The area shall be left uniform and level with the surrounding t urf. All work shall be performed with a minimum of disruption to the existing vegetation.
4.3. Disposal of debris and mulch shall be removed and disposed of b y contractor.
4.4. During operations, proper signs and barricades shall be used to warn and protect the public against hazards in accordance with Section 10.6 – “Sign age and Barricades” of this Scope of Work.
4.5. If a street must be temporarily closed to traffic or traffic co ntrol is necessary to perform any service under this Agreement, it shall be done in accordanc e with Section 10.5 - “Traffic Control” of this Scope of Work.
4.6. All measurements for payment of individual stump removal work s hall be made by measuring the circumference six inches above the ground with a tape marked for direct diameter reading, before work is performed. Measurements shall be rounded to the nearest inch. Payment for individual stump removals shall be made on a per stump basis in four classes, as stipulated in the Bid Sheet, and shall include the cost of removing and disposing of debris and turf restoration as described above.
If there is not six inches of stump remaining, measurement shall be taken at a mutually agreed upon point between Contractor and City.
5. DEBRIS/BRUSH REMOVAL
5.1. Contractor may only store or stockpile debris, wood chips, or m ulch from tree removal and pruning operations on City property if specific arrangements with the City are made to do so.
5.2. If the City requests debris from tree work performed under this Agreement be transported from City property, it shall be done so at the conclusion of each working day or sooner if the volume requires more than one trip. No debris shall remain in the street or on the sidewalk or parkways overnight. Contractor shall lega lly discard all debris associated with work under this Agreement.
a. If agreeable to City, debris from grinding may be left on site, however it must be raked into a level surface. In some instances, City may request stump s and/or stump grindings/mulch to be relocated to a different area at the proj ect site, or to be disposed of off-site. Contractor shall discuss where debris is to be disposed of with City prior to performing work.
5.3. Logs too large to grind may be pl aced in an area designated by City personnel, or requested to be disposed of off-site.
5.4. Payment for removal and disposal of debris shall be included in the unit prices for trimming, tree removal, and stump removal, and all other servic es requested under this Agreement.
5.5. Contractor may not use City dumpsters to dispose of any debris, unless specific arrangements with the City are made to do so.
5.6. Raking and sweeping of any walkways, driveways, and streets shall be the responsibility of the Contractor.
6. SCHEDULING OF SERVICES
Services under this Agreement shall be performed on an as-needed basis, individually requested basis, as detailed below:
6.1. Response Time Regular
a. Contractor shall respond either verbally or in writing to City’s request for regular service within 48 hours of City’s initial r equest and schedule a mutually acceptable date/time to perform the work requested. Contractor shall perform the work within 14 business days of City’s initial request. If additional time is needed, Contractor shall clearly explain the circumstances to the City and obtain approval for the delay.
6.2. Response Time Emergency
a. Contractor shall respond either verbally or in writing to City’ s request for emergency service within 4 hours of City’s initial request and schedule a mutually acceptable date/time to perform the emergency work requested. Contractor shall perform the emergency work within 12 hours of City’s initial request.
b. Contractor shall include a cost for labor on a per-hour basis f or an emergency crew, a per cubic yard price for debris removal, and hourly rate on equipme nt used in an emergency situation, as outlined in the bid sheet.
6.3. Contractor shall coordinate their work schedule with a City rep resentative prior to performing any services. For some sites, City may need to make appropriate pre- arrangements to allow Contractor access to site. Contractor shall only be on City property to perform services at a mutually agreed upon time/date.
7. PRACTICES NOT ALLOWED
7.1. Using climbing spikes, hooks, or irons on trees to be trimmed/pruned.
7.2. Any equipment that will damage the bark and cambium layer of shall not be used on or in live trees. Sharp tools shall be used so that clean cuts will be made at all times.
7.3. Topping, which is the indiscriminate removal of limbs.
7.4. Flush cutting, which damages vital trunk tissue needed to seal wounds.
7.5. Over thinning, which reduces the tree’s ability to produce sugars.
7.6. Wound painting and cavity filling which can trap moisture and lead to decay.
8. SITE AVAILABILITY
Site hours may vary depending on work location. Contractor shall discuss site availability and site access with City prior to performing work. Contractor and City shall come to a mutually agreed upon date and time for Contractor to perform the services.
9. CERTIFICATIONS
9.1. Contractor shall have a California C-27, C-61/D-49 license for landscaping and tree services.
9.2. All work done under this Agreement will be under the direct sup ervision of a California Certified Arborist.
9.3. Any chemical treatment of trees shall be done by a licensed Pes ticide Operator or Applicator.
9.4. Contractors shall provide a copy of all certifications and licenses with their bid submittal.
10. SAFETY
Safety of Persons is of the utmost importance. It shall be the Contractor’s responsibility to secure areas where the work is taking place and leave it in a safe condition after completion, as areas are open to the public.
10.1. When performing services under this Agreement, Contractor shall conform with the ANSI Z-133 safety standards for tree workers and all other applicable Fede ral, State and Local Safety regulations.
10.2. Contractor shall behave and operate in an environmentally sound and professional way, as to not create damage or cause exposure by virtue of negligence or omission.
10.3. Contractor shall take care that no hazards are left behind upon completion of operations, including trip hazards, sharp protruding limbs/brush, and any other possible hazards to the public.
10.4. All services must comply with cu rrent California State Division of Industrial Safety Orders and OSHA. The Contractor shall be responsible for strict compliance with all requirements of the California Occupational Safety and Health Act (OSHA) which are applicable to the work to be accomplished pursuant to this contract. OSHA shall be construed to include, but not be limited to, all applicable safety orders issued by the Division of Industrial Safety, State of California. In the event the Contractor or any of the Contractor’s employees shall observe any violation of OSHA in or on the premises on which the Contractor is to perform work, pursuant to this contr act, the Contractor shall immediately give written notice to the City of such violation.
10.5. Traffic Control
a. When performing tree trimming, tree removal, or any other servi ce under this Agreement, the Contractor shall have the responsibility of blocking any st reets on each side of the work location and using appropriate barricades to regulate traffic.
b. All traffic control shall meet the requirements of all state an d local laws and regulations.
Prior to commencing work on any City or City roads, or blocking any street, Contractor shall have the responsibility of not ifying the appropriate agencies and obtaining any necessary approvals or permits to do so.
c. Traffic control shall be included as part of the per unit cost and not charged separately.
10.6. Signage and Barricades (securing work area):
a. Contractor shall provide and maintain all necessary barricades, warning signs, and traffic control devices and take all necessary precautions for the protection of public and private property during operations under this Agreement.
10.7. Equipment
a. Contractor shall provide all equipment, labor, trucks, and mate rial necessary to perform the required service. No equipment, material, or personnel shall be provided by the City to the Contractor.
b. Equipment shall be well maint ained and in good condition. The f ueling, cleaning and maintenance of all equipment must be done outside of time charged to the City.
c. Contractor shall be responsible for required security to protect their own tools and equipment at all times while on City property.
10.8. In the event of accidents of any kind, Contractor shall furnish City with copies of all reports at the time as such reports are forwarded to other interested parties.
10.9. Protection of existing facilities: Any damages caused by Contra ctor's personnel or equipment will be promptly repaired to the condition existing before the damage or be replaced. All such costs for such repairs or replacement shall be the sole responsibility of the Contractor.
11. PROJECT MANAGEMENT/SUPERVISION
11.1. Contractor shall provide a supervisor/project manager to ensure the performance of all work under this Agreement.
11.2. Contractor shall provide telephone numbers at which City can co ntact company on a twenty-four (24) hour emergency basis. Contractor shall be capa ble of receiving and responding to communication and orders by e-mail and telephone.
11.3. When directed by the City Representative, Contractor shall remove any employee from assignment to perform services under this Agreement for any rea sons of misconduct or breaches of security in connection with his/her employment a nd when failure to perform services could result in health and safety issues.
LAWS AND ORDINANCES
A. The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived. Prior to the start of work, the successful Contractor shall obtain all other required permits from the City of Richmond, for which the fees will not be waived.
B. If any Contractor, or any subcontractor used in the work by the Contractor, is currently in violation of any federal, state or local law or ordinance, the Contractor's bid may be deemed to be non-responsible.
C. The Contractor and all subcontractors shall comply with the City of Richmond Business Opportunity Ordinance (Richmond Municipal Code Chapter 2.50), Local Program Ordinance (Richmond Municipal Code Chapter 2.56), Living Wage Ordinance (Richmond Municipal Code Chapter 2.60), a nd Ban the Box (Richmond Municipal Code Chapter 2.65), which are incorporated into the Contract Documents by this reference.
D. For general information, questions, requests for clarification, or comments regarding compliance with all local, state, and federal ordinances must be submitted in writing using the electronic BidsOnline system discussed in the Invitation to Bid. All clarifications and interpretations affecting the project will be issued by written addenda on the BidsOnline system. No interpretation or clarification given orally or separately will be effective to alter or affect the solicitation documents unless confirmed by written addendum.
Electronic Bids shall be submitted via the City’s secure online bidding system. All required sections of the Bid must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic Bid. The Bid Management System will not accept late Bids and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those Bids that were transmitted successfully.
BID PROPOSAL DOCUMENTS
On-Call Tree Trimming, Pruning,
and Tree Removal Project
The respondent, incompliance with the above reference project, having examined the specifications, City of Richmond insurance requirements, City of Richmond terms and conditions, related documents, and having become completely familiar with local conditions surrounding the proposed work, including availability of materials and labor, hereby , proposes to perform all work at rates stated below, which are to cover all expenses incurred in performing the work.
YEARS 1-3
ITEM
DESCRIPTION
Each
UNIT PRICE
TREE TRIMMING
1 Tree Trimming up to 12” (DBH)
1 $
2 Tree Trimming 13” to 24” (DBH)
1 $
3 Tree Trimming 25” to 36” (DBH)
1 $
4 Tree Trimming 37” and Over (DBH)
1 $
TREE AND STUMP REMOVAL
5 Tree and Stump Removal up to 12”(DBH)
1 $
6 Tree and Stump Removal 13” to 24”(DBH)
1 $
7 Tree and Stump Removal 25” to 36”(DBH)
1 $
8 Tree and Stump Removal 37” and Over
(DBH)
1 $
TREE FELLING (NO STUMP REMOVAL REQUIRED)
9 Tree Felling up to 12” (DBH)
1 $
10 Tree Felling 13” to 24” (DBH)
1 $
11 Tree Felling 25” to 36” (DBH
1 $
12 Tree Felling 37” and Over (DBH)
1 $
INDIVIDUAL STUMP GRINDING/REMOVAL (REMOVAL OF STUMP WHERE NO TREE FELLING IS
REQUIRED)
13 Stump Removal up to 12” (DBH)
1 $
14 Stump Removal 13” to 24”
1 $
15 Stump Removal 25” to 36”
1 $
16 Stump Removal 37” and Over (DBH)
1 $
TREE POLLARDING (ONLY SUBJECT TO TREES THAT HAVE BEEN TRIMMED A ND
POLLARDED ON A REGULAR BASIS)
17 Pollarding up to 12” (DBH)
1 $
18 Pollarding 13” to 24” (DBH)
1 $
19 Pollarding 25” to 36” (DBH)
1 $
20 Pollarding 37” and Over (DBH)
1 $
SUBTOTAL YEARS
1-3
$