HomeMy WebLinkAbout9/5/2018 - STAFF REPORTS - 1.I.City Council Staff Re[Jorl
DATE: September 5, 2018 CONSENT CALENDAR
SUBJECT: AWARD A CONTRACT SERVICES AGREEMENT FOR INVITATION
FOR BID 18-08(R) FOR CITYWIDE TREE TRIMMING SERVICES TO
WEST COAST ARBORISTS, INC.
FROM: David H. Ready, City Manager
BY: Marcus L. Fuller, Assistant City Manager
SUMMARY
This action will approve a contract services agreement with West Coast Arborists, Inc.,
a California corporation, for annual tree trimming and authorize re-bidding.
RECOMMENDATION:
1. Award a Contract Services Agreement for Citywide Tree Trimming Services
(Agreement No. _) to West Coast Arborists, Inc., a California Corporation,
pursuant to Invitation For Bids No. 18-08(R), for an initial term of three years, with
two optional one year extensions;
2. Authorize the City Manager to issue Purchase Orders in an amount not to exceed
$500,000 on an annual basis throughout the term of the agreement for tree trimming
services; and
3. Authorize the City Manager to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
West Coast Arborists. Inc.
A search of records available through the Secretary of State of California shows that
West Coasts Arborists is a California corporation, and its corporate officers are Patrick
Mahoney as CEO, Richard Mahoney as Secretary, and Rose Epperson as CFO. West
Coast Arborists is a family owned private corporation by Patrick Mahoney and Richard
Mahoney.
BACKGROUND:
The City has historically contracted for tree trimming services since 1995, privatizing
these services in an effort to reduce General Fund operating and maintenance costs.
The most recent Invitation for Bids (IFB) in 2016 resulted in Council awarding the
current contractor, Mariposa Landscape, Inc., an initial one-year term, terminating
ITEM NO. 1. :t..
City Council Staff Report
September 5, 2018 --Page 2
Award Tree Trimming Contract
June 30, 2017 and four one-year optional renewals at the City's discretion. Council
approved the first renewal option on June 21, 2017. Mariposa's contract extension
expired June 30, 2018.
There are over 6,800 various trees within our parks, facilities and street parkways and
medians, including 3,500 palm trees Citywide.
On March 7, 2018, the City Council authorized staff to advertise and solicit Invitation For
Bids No. 18-08, for Annual Citywide Tree Trimming Services.
On March 24 and 31, 2018, staff advertised these contracts in the Desert Sun,
submitted Notice Inviting Bids to plan rooms 1 , and provided the contract documents
available free of charge to prospective bidders. Subsequently, on April 26, 2018, the
Procurement and Contracting Division received bids identified in Table 1.
Company Location Bid Amount
Mariposa Landscapes, Inc.* Bermuda Dunes, CA $998,350.00 Non-Responsive
West Coast Arborists, Inc.* Anaheim, CA $1 '128,900.00 Non-Responsive
GDNC, Inc., dba GLS Landscapes* Cathedral City, CA $1 ,203,320.00 Non-Responsive
Table 1
All of the bidders submitted bids that were determined to be non-responsive due to
either a failure to acknowledge all of the Addenda issued by the City, or for not
disclosing prior or current litigation filed against the bidder.
On May 16, 2018, the Council determined these bids were non-responsive, rejected all
bids, and authorized staff to solicit new bids.
On June 4, 2018, the City released the solicitation for Citywide annual tree trimming
services, identified as Invitation for Bids No. 18-08(R). Staff advertised the contract in
the Desert Sun, submitted Notice Inviting Bids to plan rooms, and provided the contract
documents available free of charge to prospective bidders. Subsequently, on July 12,
2018, the Procurement and Contracting Division received two bids as identified in Table
2.
Company Location Bid Amount
West Coast Arborists, Inc. Anaheim, CA $943,820
Mariposa Landscapes, Inc. Bermuda Dunes, CA $972,500
Table 2
1 A Plan Room is a "library" where construction professionals may view bidding documents (blueprints
and specifications) for projects seeking price estimates for specific construction products or services.
There are 9 various plan rooms in southern California where the City submits its bid documents to ensure
all contractors within the area are aware of the bid solicitation. 2
City Council Staff Report
September 5, 2018 --Page 3
Award Tree Trimming Contract
The City solicited bids in a way where the contractor would identify bid prices for the
various tree trimming services allowing the City to choose which services to perform at
the given bid prices. In this way, the contract functions as an "on-call" tree trimming contract.
The important points for City Council consideration related to the contract include:
• Contract Sum: Article 3 "Contract Price" reflects the on-call nature of the tree
trimming services, in that there is no defined cost other than the contractor's
schedule of prices identified in its bid and incorporated as Exhibit "8" of the contract.
Article 3 (first paragraph) states:
City and Contractor hereby acknowledge and agree that the scope of services
required by this Agreement will vaiJI dependent upon the number, type, and extent
of the services or work the Contractor shall provide; and no guarantee of the extent
or the type of services required of Contractor under the terms of this Agreement is
made by the City. The annual level of services required by this Agreement is
unknown, and may significantly increase or decrease from year to year. In
acknowledgement of the fact that the amount of Tree Trimming and Removal
Services is subject to the annual budget appropriated by the City Council, which
has not been identified for this Agreement, City and Contractor hereby
acknowledge and agree that the ucontract Price" shall be established annually,
through issuaryce of a Purchase Order authorized by the City Manager. For the
services ·rendered pursuant to this Agreement, the Contractor shall be
compensated in accordance with the ~~schedule of Compensation" attached hereto
as Exhibit "B" and incorporated herein by this reference.
The low bid submitted by West Coast Arborists includes the pnc1ng sheet on the
following page to be used for the purposes of paying for the various tree trimming
services.
The contract term will be 3 years, with 2 optional 1 year extensions. Accordingly, the
contract allows for increases in the schedule of prices as noted in Article 3 of the
contract (second paragraph), which states:
The Contract Price(s) named in the Contractor's Bid Proposal and Bid Schedule(s)
may be adjusted annually effective July 1, subject to the percentage change in the
United States Bureau of Labor Statistics Employment Cost Index -Total
Compensation, Table 6, Census Region and Division, West (Pacific), December to
December, and a corresponding blended percentage increase to the applicable
state prevailing wage rates for ~Tree Maintenance Laborer" as reviewed and
approved by the City.
3
City Council Staff Report
September 5, 2018 --Page 4
Award Tree Trimming Contract
Service Required
Full Prune; 0-6" DBH
Full Prune; 7 -12· DBH
Full Prune: 13·18" DBH
Full Prune; 18-24" DBH
Full Prune; >24. DBH
Crown Raising; 0-6" DBH
Crown Raising; 7 -12" OBH
Crown Raising: 1 J.18~ DBH
Crown Raising; 1 S.24" DBH
Crown Raising; >24 .. DBH
Palm Tree Trimming (Filfera)
CPod Removal and Frond ·Tnm·>
PaJm Tree Trimming (Robusta)
(Pod and Frond Removal)
Complete Tree & Stump Removal
~rDBH)
Fumish and Plant Tree
(24" Box Soecimen)
Furnish and Piant Tree
(~ Box Specimen)
Furnish and Plant Tree
(48. Box Specimen)
Furnish and Plant Palm Tree
(6'·12' BTH)
Furnish and Plant Palm Tree
(12'-18' 8TH)
Fumish and Plant Palm Tree
(>18' BTH)
Fully Equipped 3 person crew with aerial
unU, dump truck and chipper (M-F. nonnal
business hours)
Fully Equipped 3 person crew with aeriaJ
unit, dump truck and chipper (Emergency
Call Out. weekends. holidays, night work)
Unit Unit Price
EA $ 47,00
EA $ a2.QQ
EA $ 122.QQ
EA $ 152 QQ
EA $ 1~2.00
EA $ 42:00
EA $ ~2.QQ
EA $ ~2.00
EA $ 52.0Q
EA $ ~,00
EA $ 5~!00
EA $ ~Z.QQ
DBH $ 29.00
EA $ 322.QQ
EA $ 782.00
EA $ j .200.00
EA $ BQQ.QQ
EA $ 1JOOO.OO
EA $ 1.~QQ.OQ
Hours $ 2~~.QQ
Hours $ 345.Qg
4
City Council Staff Report
September 5, 2018 --Page 5
Award Tree Trimming Contract
Public Works Contractor Registration Law (58 854)
Under California Labor Code Section 1771.1, as amended by Senate Bill (SB) 854
(2014), unless registered with the State of California Department of Industrial Relations
(DIR), a contractor may not bid, nor be listed as a subcontractor, for any bid proposal
submitted for public works projects on or after March 1, 2015. Similarly, a public entity
cannot award a public works contract to a non-registered contractor, effective April 1,
2015. Staff has reviewed the Dl R's contractor registration database, and has confirmed
that West Coast Arborists, Inc., is registered with the DIR, and is appropriately licensed.
West Coast Arborists, Inc., of Anaheim, CA, submitted the lowest responsive bid related
to IFB No. 18-0B(R). Staff reviewed the bid, references, and contractor's license, and
found this contractor to be properly licensed and qualified. A contract with West Coast
Arborists, Inc. for IFB 18-0B(R) is included as Attachment 1.
Local Business Preference Compliance
Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference
Program," requires prime contractors to use good faith efforts to sub-contract the supply
of materials and equipment to local business enterprises and to sub-contract services to
businesses whose work force resides within the Coachella Valley. West Coast
Arborists has submitted information documenting the use of local firms for materials and
supplies related to this contract.
ENVIRONMENTAL IMPACT:
Section 21 084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 (h) projects
consist of the maintenance of existing landscaping and native growth; therefore,
landscape and grounds maintenance services is considered categorically exempt from
CEQA.
FISCAL IMPACT:
Staff recommends that the Council authorize the City Manager to incur expenditures for
tree trimming services in an amount not to exceed $500,000 in each year throughout
the term of the contract.
5
Cit y Counci l St aff Report
September 5 , 2018 --Page 6
Award Tree Trimming Contract
The 2018/2019 fiscal year budget appropriated a budget of $500 ,000 for annual tree
trimming services in the following accounts:
Assessment District Fund (D istrict 6A), Account No. 141-431 0-43530; $3 ,000
Assessment District Fund (District 6C), Account No. 141-43 1 0-43550; $2,000
Assessment District Fund (D istri ct 7), Account No. 141-431 0 -435 60; $1 ,500
Assessment District Fund (District 8), Account No. 141-431 0-43570; $6,000
Assessment District Fund (District 9), Account No. 141-431 0-43580; $3,500
Assessment District Fund (D istrict 10-1), Account No. 141-4310-43590 ; $35,000
Assessment District Fund (District 10-2), Account No . 141-4310-43595 ; $20 ,000
Assessment District Fund (District 12), Account No. 141-431 0-43597 ; $1 ,000
General Fund (Park Maintenance), Account No. 001-2451-43060; $10 ,000
General Fund (Park Maintenance), Account No. 001-2451-43065 ; $60 ,000
General Fund (Park Maintenance), Account No. 001-2451-43071 ; $90 ,000
General Fund (Park Maintenance), Account No. 001-2451-43200; $32,000
General Fund (Park Maintenance), Account No. 001-2451-43240 ; $323 ,000
SUBMITTED:
Attachments:
1. Contract Services Agreement-IFB 18-08 (R)
6
ATTACHMENT 1
7
CONTRACT SERVICES AGREEMENT
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
THIS AGREEMENT made this _ day of , 20_, by and between the City of
Palm Springs, a charter city, organized and existing in the County of Riverside, under and by virtue of
the laws of the State of California, hereinafter designated as the City, and West Coast Arborists. Inc .. a
California corporation, hereinafter designated as the Contractor.
WHEREAS, City has determined it is in the public interest to contract for certain services which are
necessary or convenient to the exercise of its powers; and
WHEREAS, the City is desirous of retaining a contractor to provide citywide tree trimming services; and
WHEREAS, the City did issue an Invitation for Bid ("IFB") No. 18-08 (R), seeking sealed bids for the
provision of citywide tree trimming and removal services, and setting for the terms, conditions and
covenants governing the provision of such services; and
WHEREAS, the City did open all bids submitted in response to IFB No. 18-08 (R); and
WHEREAS, the City has determined that Contractor is an appropriately qualified company submitting a
bid, and that the Contractor's Bid was the most competitively priced bid submitted.
NOW, THEREFORE, in consideration of the above recitals and the mutual covenants, conditions, and
promises hereinafter contained, the Parties, for good and valuable consideration, the receipt and
sufficiency of which is hereby acknowledged, do hereby agree as follows:
ARTICLE 1 --THE WORK
For and in consideration of the payments and agreements to be made and performed by City,
Contractor agrees to furnish all materials and perform all work required to complete the Work as
specified in the Contract Documents, and as generally indicated under the Bid Schedule(s) for the
Project entitled:
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS N0.1 8-0S (R)
Contractor agrees to provide Tree Trimming and Removal Services more particularly described in the
scope of work attached as Exhibit "A", including and without limitation, the general terms and
conditions, which is incorporated herein by this reference. All services to be provided by the Contractor
hereunder shall be approved in advance by the Contract Officer or designated representative of the
City, working in the Maintenance and Facilities Department.
The Agreement between the Parties shall consist of the following: (1) this Agreement; (2) the Scope of
Services; (3) the City's Invitation for Bids (IFB No. 18-08 (R)); and, (4) the Contractor's signed, original
Bid submitted to the City ("Contractor's Bid"), (collectively referred to as the "Contract Documents'}
The City's Invitation for Bids (IFB No. 18-08 (R)) and the Contractor's Bid, are incorporated by
reference and are hereby made a part of this Agreement. All provisions of the Scope of Services, the
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 1
8
City's Invitation for Bids and the Contractor's Bid shall be binding on the Parties. Should any conflict or
inconsistency exist in the Contract Documents, the conflict or inconsistency shall be resolved by
applying the provisions in the highest priority document, which shall be determined in the following
order of priority: (1st) the provisions of the Scope of Services (Exhibit "A"); (2nd) the provisions of the
City's Req Invitation for Bids (IFB No. 18-08 (R)); (3rd) the terms of this Agreement; and, (4th) the
provisions of the Contractor's Bid.
ARTICLE 2 --COMMENCEMENT AND COMPLETION
The Work to be performed under this Contract consists of contract services to be performed with an
initial term of three years, commencing on July 1, 2018, and terminating on June 30, 2021.
Upon mutual agreement, the parties may renew this contract for an additional two (2), one (1) year
terms, as follows:
(1) Option year one, if exercised, shall be effective July 1, 2021, through June 30, 2022.
(2) Option year two, if exercised, shall be effective July 1, 2022, through June 30, 2023.
The City and the Contractor recognize that time is of the essence of this Agreement, and that the City
will suffer financial loss if the Work is not completed in accordance with the schedule of performance
and frequency of services specified in the Contract Documents. They also recognize the delays,
expense, and difficulties involved in proving in a legal proceeding the actual loss suffered by the City if
the Work is not completed on time. Accordingly, instead of requiring any such proof, the City and the
Contractor agree that as liquidated damages or delay (but not as a penalty), the Contractor shall pay
the City the sum specified in Section 6-9 of the Special Provisions for failure to complete or perform the
frequency of services specified in the Contract Documents. In executing the Agreement, the Contractor
acknowledges it has reviewed the provisions of the Standard Specifications, as modified herein, related
to liquidated damages, and has made itself aware of the actual loss incurred by the City due to the
inability to complete the Work within the time specified in the Notice to Proceed.
Termination Prior to Expiration of Term. City may terminate this Agreement for its convenience at any
time, without cause, in whole or in part, upon giving Contractor thirty (30) days written notice. Where
termination is due to the fault of Contractor and constitutes an immediate danger to health, safety, and
general welfare, the period of notice shall be such shorter time as may be determined by the City.
Upon such notice, City shall pay Contractor for Services performed through the date of termination in
accordance with the Contract Documents. Upon receipt of such notice, Contractor shall immediately
cease all work under this Agreement, unless stated otherwise in the notice or by written authorization of
the Contract Officer. After such notice, Contractor shall have no further claims against the City under
this Agreement. Upon termination of the Agreement under this section, Contractor shall submit to the
City an invoice for work and services performed prior to the date of termination.
ARTICLE 3 --CONTRACT PRICE
City and Contractor hereby acknowledge and agree that the scope of services required by this
Agreement will vary dependent upon the number, type, and extent of the services or work the
Contractor shall provide; and no guarantee of the extent or the type of services required of Contractor
under the terms of this Agreement is made by the City. The annual level of services required by this
Agreement is unknown, and may significantly increase or decrease from year to year. In
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 2
9
acknowledgement of the fact that the amount of Tree Trimming and Removal Services is subject to the
annual budget appropriated by the City Council, which has not been identified for this Agreement, City
and Contractor hereby acknowledge and agree that the "Contract Price" shall be established annually,
through issuance of a Purchase Order authorized by the City Manager. For the services rendered
pursuant to this Agreement, the Contractor shall be compensated in accordance with the "Schedule of
Compensation" attached hereto as Exhibit "8" and incorporated herein by this reference.
The Contract Price(s) named in the Contractor's Bid Proposal and Bid Schedule(s) may be adjusted
annually effective July 1, subject to the percentage change in the United States Bureau of Labor
Statistics Employment Cost Index-Total Compensation, Table 6, Census Region and Division, West
(Pacific), December to December, and a corresponding blended percentage increase to the
applicable state prevailing wage rates for "Tree Maintenance Laborer" as reviewed and approved by
the City.
Contractor agrees to receive and accept the prices set forth herein, as full compensation for furnishing
all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover
all expenses, losses, damages, and consequences arising out of the nature of the Work during its
progress or prior to its acceptance including those for well and faithfully completing the Work and the
whole thereof in the manner and time specified in the Contract Documents; and, also including those
arising from actions of the elements, unforeseen difficulties or obstructions encountered in the
prosecution of the Work, suspension of discontinuance of the Work, and all other unknowns or risks of
any description connected with the Work.
ARTICLE 4 --THE CONTRACT DOCUMENTS
The Contract Documents consist of the Notice Inviting Bids, Instructions to Bidders, the prevailing rate
of per diem wages as determined by the Director of the California Department of Industrial Relations,
the accepted Bid and Bid Schedule(s), List of Subcontractors, Local Business Preference Program -
Good Faith Efforts, Non-Discrimination Certification, Non-Collusion Declaration, Bidder's General
Information, Bid Security or Bid Bond, this Agreement, Worker's Compensation Certificate,
Performance Bond, Payment Bond, Standard Specifications, Special Provisions, the Drawings,
Addenda numbers 0 to 0, inclusive, and all Purchase Orders which may be delivered or issued after the
Effective Date of the Agreement and are not attached hereto.
ARTICLE 5--MUTUAL OBLIGATIONS
For and in consideration of the payments and agreements to be made and performed by the City, the
Contractor agrees to furnish all materials and perform all work required for the above stated project,
and to fulfill all other obligations as set forth in the aforesaid Contract Documents.
City hereby agrees to employ, and does hereby employ, Contractor to provide the materials, complete
the Work, and fulfill the obligations according to the terms and conditions herein contained and referred
to, for the Contract Price herein identified, and hereby contracts to pay the same at the time, in the
manner, and upon the conditions set forth in the Contract Documents.
Contractor specifically acknowledges and agrees to be bound by the Wage Rates and Labor Code
requirements specified in the Contract Documents, including the requirement to furnish electronic
certified payroll records directly to the Labor Commissioner (via the Division of Labor Standards
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 3
10
Enforcement), and shall pay the general prevailing rate of per diem wages as determined by the Director
of the Department of Industrial Relations of the State of California.
ARTICLE 6--PAYMENT PROCEDURES
The Contractor shall submit Applications for Payment in accordance with the Standard Specifications
as amended by the Special Provisions. Applications for Payment will be processed by the Department
of Maintenance & Facilities as provided in the Contract Documents.
ARTICLE 7 --NOTICES
Whenever any provision of the Contract Documents requires the giving of a written Notice between the
parties, it shall be deemed to have been validly given if delivered in person to the individual or to a
member of the firm or to an officer of the corporation for whom it is intended, or if delivered at or sent by
registered or certified mail, postage prepaid, to the last business address known to the giver of the
Notice.
ARTICLE 8 --INDEMNIFICATION
The Contractor agrees to indemnify and hold harmless the City, and all of its officers and agents from
any claims, demands, or causes of action, including related expenses, attorney's fees, and costs,
based on, arising out of, or in any way related to the Work undertaken by the Contractor hereunder.
This Article 8 incorporates the provisions of Section 7-15 "Indemnification," of the Special Provisions,
which are hereby referenced and made a part hereof.
ARTICLE 9-CONFLICT OF INTEREST & NON-DISCRIMINATION
9.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be
personally liable to the Contractor, or any successor-in-interest, in the event of any default or breach by
the City or for any amount which may become due to the Contractor or to its successor, or for breach of
any obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contractor acknowledges that no officer or employee of the City has or
shall have any direct or indirect financial interest in this Agreement nor shall Contractor enter into any
agreement of any kind with any such officer or employee during the term of this Agreement and for one
year thereafter. Contractor warrants that Contractor has not paid or given, and will not pay or give, any
third party any money or other consideration in exchange for obtaining this Agreement.
9.3 Covenant Against Discrimination. In connection with its performance under this Agreement,
Contractor shall not discriminate against any employee or applicant for employment because of actual
or perceived race, religion, color, sex, age, marital status, ancestry, national origin (i.e., place of origin,
immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity,
gender expression, physical or mental disability, or medical condition (each a "prohibited basis").
Contractor shall ensure that applicants are employed, and that employees are treated during their
employment, without regard to any prohibited basis. As a condition precedent to City's lawful capacity
to enter this Agreement, and in executing this Agreement, Contractor certifies that its actions and
omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited
basis in any Contractor activity, including but not limited to the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 4
11
forms of compensation; and selection for training, including apprenticeship; and further, that Contractor
is in full compliance with the provisions of Palm Springs Municipal Code Section 7.09.040, including
without limitation the provision of benefits, relating to non-discrimination in city contracting.
ARTICLE 10 --MISCELLANEOUS
Terms used in this Agreement which are defined in the Standard Specifications and the Special
Provisions will have the meanings indicated in said Standard Specifications and the Special Provisions.
No assignment by a party hereto of any rights under or interests in the Contract Documents will be
binding on another party hereto without the written consent of the party sought to be bound; and
specifically, but without limitation, monies that may become due and monies that are due may not be
assigned without such consent (except to the extent that the effect of this restriction may be limited by
law), and unless specifically stated to the contrary in any written consent to an assignment, no
assignment will release or discharge the assignor from any duty or responsibility under the Contract
Documents.
The City and the Contractor each binds itself, its partners, successors, assigns, and legal
representatives, to the other party hereto, its partners, successors, assigns, and legal representatives,
in respect of all covenants, agreements, and obligations contained in the Contract Documents.
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
SIGNATURES ON NEXT PAGE
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 5
12
IN WITNESS WHEREOF, the City and the Contractor have caused this Agreement to be executed the
day and year first above written.
CITY OF PALM SPRINGS, CALIFORNIA
By ________________________ __
David H. Ready
City Manager
ATTEST:
By ________________________ __
Anthony Mejia
City Clerk
APPROVED AS TO FORM:
By ________________________ _
Edward Kotkin
City Attorney
RECOMMENDED:
By __________________________ _
ANNUAL
Marcus L. Fuller, PE, PLS
Assistant City Manager
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
APPROVED BY THE CITY COUNCIL:
Date ---------------
Agreement No. ______ __
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 6
13
CONTRACTOR
By: West Coast Arborists. Inc .. a California corporation
Firm/Company Name
By: _____________ _ By: _____________ _
Signature (notarized) Signature (notarized)
Name: ______________ _ Name: ______________ _
Title: Title:
A notary public or other officer completing this certificate verifies only the identity of the individual who
signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of
that document.
ANNUAL
(This Agreement must be signed in the above
space by one having authority to bind the
Contractor to the terms of the Agreement.)
State of --------L
County of ---------Joss
On ________________ _
before me,--------------
personally appeared -----------
who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s)
is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed
the same in his/her/their authorized capacity(ies),
and that by his/her/their signatures(s) on the
instrument the person(s), or the entity upon behalf
of which the person(s) acted, executed the
instrument.
I certify under PENALTY OF PERJURY under the
laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS my hand and official seal.
Notary Signature:
Notary Seal:
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
(This Agreement must be signed in the above
space by one having authority to bind the
Contractor to the terms of the Agreement.)
State of --------L
County of ----------Lss
On ________________ __
before me,--------------
personally appeared -----------
who proved to me on the basis of satisfactory
evidence to be the person( s) whose name( s)
is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed
the same in his/her/their authorized capacity(ies),
and that by his/her/their signatures(s) on the
instrument the person(s), or the entity upon behalf
of which the person(s) acted, executed the
instrument.
I certify under PENALTY OF PERJURY under the
laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS my hand and official seal.
Notary Signature:
Notary Seal:
AGREEMENT FORM
AGREEMENT AND BONDS -PAGE 7
14
ANNUAL
EXHIBIT ''A''
SCOPE OF WORK
FOLLOWS THIS PAGE
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
EXHIBIT"A"
15
SECTION 10 --SPECIFICATIONS
PART ONE
General Specifications
The CONTRACTOR shall perform and/or provide the following services in accordance
with this Scope of Services when requested by the CITY or as set forth in the CITY's
approved Project Schedule. The General Specifications apply and CONTRACTOR shall
adhere to such terms when performing the specific services set forth in the Project
Schedule. The specific services are described in this Section 10 "Specifications."
CONTRACTOR shall adhere to the terms of the Technical Specifications when providing
services.
SECTION A: GENERAL SPECIFICATIONS
1. CONTRACTOR shall provide all labor, expertise, materials, and equipment necessary
for the provision of CITY tree care services specified herein, which includes, but is not
limited to, tree trimming, tree removal, stump grinding, tree planting, watering of young
trees, maintenance of tree basins, repair of irrigation systems damaged during the
pruning, removal or planting of trees, establishment of grass seed, grading and
preparation of parkway areas for seeding and tree installation, identification of utility
locations, traffic control, notification of customers by mail, entry of data into and
maintenance of web based tree inventory and work history tracking system. These
services are part of the unit prices set forth in the Bid Schedule and unless otherwise
provided, no additional compensation is provided to CONTRACTOR for such services.
CONTRACTOR shall also be required to report any condition that could pose a threat
to the public or result in a poor aesthetic such as, but not limited to, low or hanging
limbs, blocked traffic control devices or signage, and dead, dying or structurally
deficient trees. Water utilized for the services under the Agreement shall be furnished
by CITY.
2. All work performed by CONTRACTOR shall comply with good arboreal practice for the
particular species of trees being trimmed, shall be consistent with the Trimming
Standards as adopted by the International Society of Arboriculture, and/or "Pruning
Landscape Trees" by U.C. Agricultural Extension Service #AXT-288. The
CONTRACTOR shall also meet the requirements of the most current American
National Standards, 2133-1-1972, entitled "Safety Requirements for Tree Pruning,
Trimming, Repair or Removal," published by the American National Standard Institute,
Inc., 1430 Broadway, New York, New York 10018. CONTRACTOR shall complete all
work to the satisfaction of and under the supervision of the Contract Officer or
designated representative.
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JUNE 2018
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3. CONTRACTOR shall deliver a level of quality that is compatible with International
Society of Arboriculture (ISA) standards, American National Standards Institute criteria
and the standards and requirements described herein in providing tree services to
ensure that trees in CITY receive the best possible care that results in a neat, clean
and attractive appearance to trees and associated sites serviced under the terms of the
Agreement. The City's designated representative shall determine if the
CONTRACTOR has met all trimming requirements, and payment shall not be made by
City for trimming that is not in accordance with the above standards.
4. CONTRACTOR shall provide service that ensures the safety of employees and the
public while minimizing inconvenience to the public and disruption of traffic while
working in CITY.
5. CONTRACTOR shall endeavor to maintain good public relations at its worksites and
shall conduct its work in a manner which will cause the least possible interference with,
or annoyance to, the public.
6. CONTRACTOR shall during the term of the Agreement, hold valid State California
Contractor's Licenses C-61/049 and C-27.
7. CONTRACTOR shall comply with CONTRACTOR's Quality Control Plan, as approved
by the Contract Officer, throughout the term of the Agreement. The Quality Control
Plan shall provide CITY with an effective and efficient means of identifying and
correcting problems throughout the entire scope of services.
8. CONTRACTOR shall comply with CONTRACTOR's Safety Manual that meets SB 198
requirements for injury and illness prevention.
9. CONTRACTOR shall maintain a local office staffed by a representative during regular
work hours, which is defined as Monday through Friday from 7:00a.m. to 4:00
p.m.(excluding holidays). Such representative shall be authorized to discuss matters
pertaining to the Agreement.
10. Upon commencement of the Agreement, CONTRACTOR shall provide a list of
emergency numbers for after hours work to the Contract Officer. "After hours work"
shall be defined as work performed outside regular work hours. CONTRACTOR shall
have a tree service supervisor available by telephone on a 24-hour basis who is
assigned to provide prompt attention to requests from CITY for emergency and after-
hours tree service requests. The response time for emergency and after-hours work
requests shall not be greater than one (1) hour. CONTRACTOR shall deal with any
tree related emergency situation ranging from limbs down on single trees to storm
related damage to a large number of trees requiring the commitment and focus of
significant resources and manpower for several days. Failure to respond to tree
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emergency and after-hours work requests within the specified time limits shall subject
CONTRACTOR to the penalties described in Section 6-9 "Liquidated Damages".
11. Staff Qualifications/Appearance: All persons performing tree work on CITY trees shall
be trained according to tree care standards accepted by the International Society of
Arboriculture.
a) CONTRACTOR shall employ personnel qualified by reason of education, training
and experience to perform the services specified in this Agreement.
b) Any person employed under this Agreement who fails or refuses to carry out the
directions set forth under this Agreement or in the opinion of the Contract Officer is
incompetent, disorderly; or uses threatening or abusive language or is otherwise
unsatisfactory while performing work under the Agreement, shall be immediately
removed from performing work under this Agreement and shall not again perform
services under the Agreement except by written consent of the Contract Officer.
c) CONTRACTOR shall staff each project work site with a Supervisor who holds a
current ISA (International Society of Arboriculture) Certified Arborist credential. All
worksite supervisors employed by CONTRACTOR shall be fluent in written and
spoken English, and possess adequate technical background to ensure that all
work is accomplished with the special provisions of this contract.
d) All CONTRACTOR personnel engaged in the actual trimming of CITY trees shall
hold, at minimum, a current ISA Certified Tree Worker credential. All other
personnel (e.g. ground workers, traffic control staff) shall have received sufficient
training so as to be capable of performing their functions in a safe and proficient
manner.
e) CONTRACTOR's employees shall have:
ANNUAL
i. Proper licenses to operate equipment.
ii. Ability to operate and maintain equipment in accordance with manufacturer
recommendations.
iii. Mechanical ability to make required operator adjustments to the equipment
being used.
iv. Knowledge of safety regulations as they relate to tree care and traffic control.
v. American Red Cross Standard First Aid Certification (minimum of one
member of each crew).
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vi. Ability to communicate orally and in writing in English.
vii. Knowledge of tree care and related operations.
f) CONTRACTOR shall provide a standard uniform for its personnel consisting of at
least a collar shirt with buttons, complimenting pants, a belt and boots appropriate
to the work. All shirts, jackets or safety vests shall be clearly marked with company
identification and the name of the employee wearing the uniform. CONTRACTOR
employees shall appear neat and well-groomed. No portion of the uniform may be
removed while working. Employees not in uniform shall be immediately removed
from the work area. CONTRACTOR employees shall wear orange safety vests
when operating machinery or/or while working within five hundred (500) feet of
moving traffic or such other distance required by any applicable laws. Violations of
uniform and/or safety apparel requirements shall subject CONTRACTOR to
penalties as described in Section 6-9 "Liquidated Damages".
12. Notification:
a) Prior to beginning the work, CONTRACTOR shall review with the City's designated
representative the various methods, tools and work scheduling to be used on the
trees to be trimmed or removed.
b) At least seven (7) working days prior to the commencement of any non-emergency
work at any tree site, CONTRACTOR shall, by mailing, notice the occupant(s) of
that property of the type of work that shall be performed and the anticipated time
frame during which the work shall be performed.
c) At least seventy two hours (72) in advance of work, CONTRACTOR shall supply
and post standardized signage on the trunk of the tree at the site work at which
work is to be performed, with the signage clearly stating what type of work is to be
done and what affect the work will have on parking availability at that particular site.
Posting shall be affixed to the tree trunk using materials that do not cause damage
to the tree. In the event that a tree trunk is not available for posting, CONTRACTOR
shall affix the posting to a standard size safety cone and place that cone in the
center of the parkway where a tree is to be planted or atop a stump that is
scheduled for grinding.
d) The use of door hangers and/or door knocking may be authorized by the Contract
Officer. All notifications must be mailed.
e) Beginning non-emergency work without notification shall subject CONTRACTOR to
the penalties described in Section 6-9 "Liquidated Damages".
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f) Postings shall not be left in place once work has been completed. Leaving postings
on trees once work has been completed shall subject CONTRACTOR to the
penalties described in Section 6-9 "Liquidated Damages".
g) The routine watering of young trees shall be exempt from these notification and
posting standards.
13. Traffic control:
a) At no time shall CONTRACTOR commence or carry on with work that presents a
hazard to pedestrians or vehicular traffic.
b) Prior to the commencement of, and for the duration of, any work in any area,
CONTRACTOR shall be responsible for traffic control and safety regulations as
related to any city, state or county requirements while working on streets, highways,
medians and/or roadside strips. The design and operation of work zone traffic
controls must comply with US Department of Transportation/Federal Highway
Administrative guidelines. All operations shall be conducted by CONTRACTOR to
provide maximum safety for the public according to the most recent edition of the
Work Area Traffic Control Handbook.
c) CONTRACTOR shall display standardized warning signage when staging or
working in any area that is subject to pedestrian or vehicular traffic.
d) CONTRACTOR shall be responsible for the placement of "Sidewalk Closed"
signage at the perimeter of any sidewalk or pathway that leads pedestrian traffic
into the work zone.
e) Any operation that results in a blockage of, or produces debris which could enter
into, vehicular traffic zones will require the use of a flag person equipped with, and
using, a SLOW/STOP traffic paddle. Work in two way traffic zones will require the
use of two (2) flag persons. The placement of a traffic paddle into a safety cone
shall not be considered a substitute for the required flag person(s).
f) Where CONTRACTOR's work is in progress, each street shall remain open to local
traffic at all times unless prior arrangements have been made and approved by the
Contract Officer or designated representative and CITY's Engineering Services
Department.
g) Violations of traffic control standards defined herein shall be subject to the penalties
described in Section 6-9 "Liquidated Damages".
14. Wildlife protection:
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a) Prior to the commencement of any work in the vicinity of any tree, each tree shall
be visually surveyed, from all sides, for the sole purpose of detecting the presence
of nests or wildlife of any type.
b) CONTRACTOR shall cease work in a tree if a nest is found and is determined to be
active, unless given written permission by the Contract Officer or designated
representative.
c) At no time shall any nest or wildlife be moved from its location.
d) In the event that wildlife is accidentally displaced and needs assistance,
CONTRACTOR shall notify the Contract Officer.
15. Pre-inspection:
a) Prior to the commencement of any work in the vicinity of any tree, CONTRACTOR
shall identify the location of utilities, irrigation components and/or any private
property element(s) that could be compromised by any work activity. If identified,
CONTRACTOR shall take appropriate action to protect same.
b) If, during the course of pre-inspection, CONTRACTOR identifies damage to private
property or CITY property that exists before the onset of work, CONTRACTOR
shall digitally photo-document and report such damage to the Contract Officer prior
to commencing work in that area. Digital photo-documentation shall be time and
date embedded. Any claim of damage that cannot be refuted by photo-
documentation and log of report to the Contract Officer shall be considered the
responsibility of CONTRACTOR.
16. Utility Operations: CONTRACTOR shall adjust work schedules when utility operations
prevent maintenance during a specified time frame. No additional compensation shall
be allowed for complying with these requirements.
17. Work in the vicinity of aerial utilities: All persons performing tree work on CITY trees in
or around primary electrical lines shall be trained to do so according to the "Electrical
Safety Orders" of the State of California, including all amendments and revisions.
18. Setup, Operations, Equipment Staging:
a) CONTRACTOR shall setup, operate and stage in a manner that presents the least
amount of disruption to residents, businesses, the public and traffic flow.
b) Outside of an emergency situation, at no time will multiple setups or equipment
staging be allowed on both sides of a street within the same block.
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c) Equipment shall never be stored or left unattended on a public street, CITY facility
or private property.
d) The staging of equipment shall be bound by the work hour restrictions defined
herein.
19. Identification and reporting of hazards: While performing work of any type, the tree
worker should inspect for any obvious hazards related to trees. All hazardous
situations should be corrected or promptly reported to CITY. Any defective or
weakened trees shall be reported to the Contract Officer or designated representative.
20. Work Site Conditions: The work area shall be kept safe at all times until all operations
are completed. Under no circumstances shall the accumulation of brush, limbs, logs or
other debris be allowed to pose a hazard to the public.
21. Access to Private Property: No employee of CONTRACTOR shall enter a fenced or
otherwise secured area of private property without the consent of the property owner.
22. Site Cleanup:
a) CONTRACTOR shall remove branches, limbs, logs or any other debris resulting
from any tree operations and clean the work site and all areas associated with the
work site promptly upon completion of each task.
b) CONTRACTOR shall endeavor to prevent spillage on streets over which work or
hauling is done, and any such spillage or debris deposited on street due to
CONTRACTOR operations shall be immediately cleaned up.
c) During trimming and removals, debris shall be removed from public rights of way
and private property within one (1) hour of the completion of work on the tree from
which the debris was generated.
d) CONTRACTOR shall cease work immediately if clean up equipment ceases to
function or is not available (e.g. loader, roll off equipment, staff).
e) Rights of way shall not be used to stage unattended debris generated during
regular work hours.
f) All lawn areas shall be raked, all streets/sidewalks shall be swept, and all brush,
branches.
g) Areas are to be left in a condition equal to or better than that which existed prior to
the commencement of tree operations.
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h) No material is to be allowed to enter any storm drain.
i) Debris staged in parkway(s) due to a night time emergency response shall be
clearly coned off and emergency taped off and shall be cleaned up in conformance
with these specifications prior to 1 0:00 am the first business day after the
emergency call out occurred.
j) If the volume of debris from a night time emergency exceeds the storage capacity
of the parkway(s), CONTRACTOR shall make arrangements to remove the debris
immediately.
k) Debris shall not be stored unattended in any portion of a traffic lane at night.
I) All debris generated by CONTRACTOR in the performance of work shall become
the property of CONTRACTOR after the time of site clean-up. CONTRACTOR
shall dispose of all generated debris at no additional cost to CITY and shall dispose
of debris as is consistent with the requirements of AB 939.
m) Failure to comply with site cleanup requirements shall subject CONTRACTOR to
the penalties described in Section 6-9 "Liquidated Damages".
23. Green Waste Disposal
a) Green waste shall be defined as tree and shrubbery trimmings, grass, weeds,
leaves, wood chips and other garden organic materials.
b) Contractor shall be responsible for recycling all green waste generated from their
contract performance.
c) Contractor shall have the duty to keep all green waste from being contaminated to
an extent it no longer can be recycled.
d) Contractor shall deliver all green waste to a city approved reclamation site, for the
purposes of recycling. Approved reclamation sites are:
California Valley Compost Facility-87011 Landfill Road, Coachella
So Cal Recycling -29250 Rio Del Sol, Thousand Palms.
e) Contractor shall submit a monthly report identifying the weight and/or volume of
green waste recycled during the preceding month. Payment of maintenance invoice
will not be made until green waste monthly report is completed and received by the
City.
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f) All debris resulting from any of the Contractor's operations shall be removed and
disposed of legally at the Contractor's expense. No debris will be allowed to remain
at the end of the work day. (Failure to remove and dispose of debris shall result in
a liquidated damages charge in accordance with Section 6-9.)
g) All debris must be separated into green waste, recyclables, and other waste to
minimize contamination and be disposed of in the appropriate locations. (Failure to
separate and dispose of debris appropriately shall result in a liquidated damages
charge in accord~nce with Section 6-9.)
24. Record keeping:
a) CONTRACTOR shall obtain and utilize a computer license to ArborPro, and shall
maintain a maintenance record of each City tree as currently identified in the City's
database. Records shall be maintained that include:
ANNUAL
i. Tree Location
1) A GPS tree inventory shall be created with a new database using the
City's standardized addressing system for all parks and open space areas.
CONTRACTOR shall be required to create an ESRI ArcView/Arc GIS
compatible "shape file" utilizing such data.
2) The inventory shall be capable of showing the location of every existing
tree site and vacant tree site on the City's existing GIS base maps (streets,
parcels, addresses, ROW and hardscape, etc.).
3) The tree inventory shall be conducted by visiting each tree site or vacant
planting site .and plot the position. The data shall be compatible with the
latest version of Arc View. The location shall be stated within one (1) foot
minimum accuracy.
4) CONTRACTOR shall indicate whether such tree is located within
designated historic district, or is a Specimen or Heritage Tree.
5) CONTRACTOR shall update the tree inventory on a daily basis, as
conditions require (e.g., tree removed, tree planted, etc.). The City shall
have access to updated data at all times.
ii. Measurement of Canopy Spread
1) As a part of the data collection process, CONTRACTOR shall measure the
canopy spread of each tree using either a laser rangefinder or a Roll-a-
Tape, to the nearest foot, using a pre-established uniform protocol. This
data shall be included in the inventory database in a format suitable for use
by the City.
iii. Tree Condition
1) General condition of individual trees
2) Trimming requirements (i.e., recommended trimming cycle)
3) Condition of surrounding hardscape (i.e. displacement, recent repairs)
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b) CONTRACTOR shall provide and operate, at no cost to CITY, a computerized tree
inventory system that is capable of uploading historic data and that is compatible
with the current CITY inventory system (ArborPro). This system shall be password
accessible twenty four (24) hours each day of the year via the internet. An updated
GPS tree inventory shall be provided by CONTRACTOR, shall be uploaded and
operational within Contractor's tree inventory system prior to the commencement of
any tree service work under the terms of this contract.
c) CONTRACTOR shall update and maintain the tree site specific, internet accessible,
computerized tree inventory system to reflect changes in baseline data (e.g.
species, height, DBH) and to record the date, cost and crew identity for any
trimming, removal, planting or emergency response work that occurs at any tree
site at which tree work is performed. The system shall be upgraded to reflect the
removal and replacement of trees, as well as the addition of trees to the inventory.
The system shall be capable of maintaining and displaying all past and future work
histories for any and all tree sites in the inventory, both individually and collectively
by query.
d) All aspects of the tree inventory system including, but not limited to, data entry,
system maintenance, system hardware and/or software upgrades and server
security and stability shall be the responsibility of CONTRACTOR and shall be
provided at no cost to CITY. The system shall not be proprietary in the nature of its
function and shall operate and interface with common computer software and web
based applications, including the ability to export data into common spreadsheet
applications. Failure to meet and maintain the requirements for the computerized
tree inventory system shall be grounds for termination of the Agreement.
e) Tree site/task specific hardcopy backup data for any work that has occurred during
a billing cycle shall accompany the invoicing for that period and shall be accessible
for review on the internet based computerized tree inventory system prior to the
submittal of invoicing for that work. Invoicing for work that does not meet the
requirements defined herein will not be processed for payment until such time as
the requirements have been satisfied.
f) As unit pricing for this contract is on the basis of diameter-breast-height (DBH) of
the tree trunk, CONTRACTOR shall provide photo documentation of each tree that
is pruned or removed, showing the measurement of diameter breast height of the
tree trunk prior to its pruning or removal (in the context of the worker standing next
to the tree), confirming the unit price for the invoice payment for such work.
25. Protecting the integrity and value of the urban forest. If, at any time, CONTRACTOR is
unclear on what course of action to follow in the field, CONTRACTOR shall consult
with the Contract Officer. CONTRACTOR shall never take an action that will result in
the permanent disfigurement of structures or trees. Disfigurement of trees/structures
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shall subject CONTRACTOR to penalties as described in Section 6-9 "Liquidated
Damages".
26. Working Hours.
CONTRACTOR's regular work hours shall be limited to the hours between 7:00AM and
4:00 PM Monday through Friday, excluding recognized holidays. Deviation from regular
wor:k hours in Normal Work Zones, shall not be allowed without prior written consent of the
Contract Officer. Night work may be authorized for services provided along major arterial
streets and/or within the City's Downtown/Uptown Business District, upon approval of the
Contract Officer.
27. Night Work.
a) When working at night CONTRACTOR shall provide adequate lighting which allows
for safe and proper performance of work, as well as inspection of same.
b) While working at night, CONTRACTOR shall minimize the impact of noise upon
neighbors.
c) CONTRACTOR shall not use chainsaws for work performed at night unless it is an
emergency situation.
28. Contractor's Equipment.
a) All equipment used and all maintenance practices employed shall be subject to the
inspection of the Contract Officer or designated representative and shall meet
safety and functional requirements. All equipment must be maintained in a good
state of repair. All safety guards shall be in place. No equipment shall leak oil or
fluids. Equipment drive belts and hoses shall be in good repair and show no sign of
fraying. No equipment shall present any potential danger to the operator, co-
workers, passing motorists or pedestrians. Failure to comply with this provision
shall be cause to have the equipment removed from the job site.
b) CONTRACTOR shall maintain a sufficient inventory of equipment so as to
complete work as specified. An inventory of CONTRACTOR's equipment shall be
provided to the Contract Officer. This inventory shall include the brand name,
model number, weight and capacities of all equipment to be used in the
performance of the Agreement. All equipment shall be approved by CITY prior to
commencement of services.
c) CONTRACTOR shall notify the Contract Officer or designated representative of any
change in the equipment inventory during the performance of the Agreement. This
notification shall be in the form of an updated equipment inventory list, presented in
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the form of a memorandum on dated company letterhead. When provided and
approved by the CITY, it shall be made a part of this Agreement as if fully set forth
herein and shall replace the previous inventory list. Failure to comply with this
provision will be grounds to remove CONTRACTOR from the job site until such
time as equipment inventory discrepancies are addressed to be compliant with the
inventory list approved by CITY.
d) CONTRACTOR shall not park or store equipment or materials overnight at any
CITY work site.
e) All CONTRACTOR vehicles and equipment operating under this Agreement shall
be clearly marked with CONTRACTOR'S identification.
f) CONTRACTOR shall make annual submissions of current OSHA certification of all
aerial equipment and the most recent California Highway Patrol Commercial
Vehicle Inspection report for equipment to be used throughout the term of the
Agreement.
29. Authority and Inspections. The Contract Officer's authorized representatives shall at all
times have access to the work site and shall be furnished with every reasonable facility
for acquiring full knowledge with respect to the progress, workmanship and character
of materials used in the work. Whenever CONTRACTOR varies the period during
which work is carried out, CONTRACTOR shall give due notice to the Contract Officer
so that property access for inspection may be provided. CONTRACTOR shall comply
with any instructions given by the Contract Officer upon inspection of the work.
30. Questions. CONTRACTOR questions regarding the performance of the work shall be
directed to the Contract Officer.
31 . Alterations, modifications or deviations from the work described in the scope of
services by CONTRACTOR shall be subject to the prior written approval of CITY. In
such event, any necessary price adjustments shall be made by mutual consent of the
parties.
32. Inspection of work. CITY's staff shall inspect work during the performance of work or
when deemed necessary. Any work found not to be acceptable will be noted in writing
and shall be subject to the penalty provisions and schedule set forth in Section 6-9
"Liquidated Damages".
33. Work Deficiencies.
a) CITY shall notify CONTRACTOR in writing of any deficiencies in work.
CONTRACTOR shall make a reasonable and good faith effort to correct the
deficiencies within a reasonable period not to exceed three (3) days from
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notification. After this time period, if unacceptable conditions still exist, CITY has
the right to terminate the Agreement or deduct payment as is proportionately
appropriate for non-compliance with the specified provisions of the Agreement.
b) All work which CITY determines is defective or deficient shall be removed and
replaced by CONTRACTOR in a manner acceptable to CITY at CONTRACTOR's
own expense.
c) If any portion of the work performed under the Agreement proves defective or not in
accordance with the specifications, and the deficiency, as determined by CITY,
does not make the work dangerous or undesirable, the Contract Officer shall have
the right and authority to retain the work, but may make deductions in the payment
due CONTRACTOR as is proportionately appropriate for the deficiency.
d) CONTRACTOR's quality of work for all trimming of trees shall be such that if a tree
has been trimmed within the last 24 months, and there is an issue such as limb
drop, dead branches, etc., CONTRACTOR will respond as directed by the City's
designated representative (whether emergency or standard response) at
CONTRACTOR's own expense.
34. Risk Management.
a) Tree work is a controlled task. At no time shall CONTRACTOR perform work in a
manner so as to result in a loss of control incident (e.g. free-falling large limbs or
trunk sections, hinge cutting to avoid use of ropes/hoisting equipment, lack of safety
apparatus/equipment guards, improper use/loading of equipment).
b) Failure to maintain such controls shall subject CONTRACTOR to penalties as
described in Section 6-9 "Liquidated Damages". In addition to such penalties,
CONTRACTOR shall be responsible for the mitigation of any damage related to a
loss of control incident at CONTRACTOR's sole cost and expense.
35. Accidents, Injuries.
a) CONTRACTOR shall conduct all work outlined in the Scope of Services in such a
manner as to meet all accepted standards for safe practices during the
maintenance operation and to safely maintain stored equipment, machines and
materials or other hazards consequential or related to the work; and agrees to
accept the sole responsibility for complying with all CITY County, State or other
legal requirements including, but limited to, full compliance with the terms of the
applicable OSHA and CAL EPA Safety Orders at all times so as to protect all
persons, including Contractor employees, agents of CITY, vendors, members of the
public or others from injury or damage to their property.
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b) CONTRACTOR shall cooperate fully with CITY in the investigation of any accident,
injury or death occurring on CITY property including a complete written report to the
Contract Officer within 24 hours following the incident.
c) Property Damage.
i. Should any structure or property be damaged during tree operations,
CONTRACTOR shall immediately notify CITY and owners or authorities.
ii. Repairs to property damaged by CONTRACTOR shall be made within forty
eight (48) hours.
iii. In the event of damage to utility lines, CONTRACTOR shall report the
damages to utility and make arrangements for the utility to make repairs.
iv. Repairs on private property shall be made in accordance with the appropriate
building code under permits issued by CITY.
v. Any damage caused by CONTRACTOR shall be repaired or restored at
CONTRACTOR's expense to a condition similar or equal to that existing
before such damage, or CONTRACTOR shall repair such damage in a
manner acceptable to the Contract Officer.
vi. CONTRACTOR shall repair any damage as directed by CITY that
CONTRACTOR incurs to sprinkler systems in City parkways within 24 hours
so as to minimize damage to affected landscaped areas.
vii. CONTRACTOR shall notify the Contract Officer immediately of any utility that
is disturbed or damaged.
36.1nsecticides, Herbicides, Fungicides. At no time shall CONTRACTOR use, store or
transport any insecticide, herbicide or fungicide in the City without the prior written
consent of the Contract Officer. Violation of this chemical use policy will be subject to
penalties as described in Section 6-9 "Liquidated Damages," and can result in the
termination of the Agreement.
37. Gasoline Powered Blowers. The use of gasoline powered blowers (handheld,
backpack) is prohibited at all times within CITY. Violation of this policy shall subject
CONTRACTOR to penalties as described in Section 6-9 "Liquidated Damages".
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SECTION B. TECHNICAL SPECIFICATIONS
The following Section contains descriptions and technical specifications for the detailed
services and materials which will be necessary to provide services under this Agreement.
The following specifications shall be adhered to regardless of tree being serviced and/or
the type of service being performed including, but not limited to, tree pruning, tree removal,
stump grinding, tree planting, tree watering, repairs or record keeping related to any tree
activity.
1. Hardwood Tree Pruning
Any tree work performed on a CITY tree must be done according to CITY's specification.
The criterion for pruning varies based on the type or purpose of pruning.
a) Full Prune: A Full Prune is performed when conditions within the crown of a
hardwood tree are such that the entire tree needs to be fully pruned. Complete
pruning is recommended when the primary objective is to maintain or improve tree
health and structure, and includes safety pruning. Full Pruning should consist of
one or more of the following pruning types:
ANNUAL
i. Crown Cleaning: Crown Cleaning or cleaning out is the removal of dead,
diseased, crowded, weakly attached and low-vigor branches and water
sprouts from the entirety of the tree crown. Care must be used to avoid
stripping branches of all foliage at the interior of the tree crown. This practice,
known as "lion tailing" disrupts the structurally integrity of the tree, making it
subject to limb and branch failure, especially during high winds.
ii. Crown Thinning: Crown Thinning includes crown cleaning and the selective
removal of branches to increase light penetration and air movement into and
through the crown. Increased light and air stimulates and maintains interior
foliage, which in turn improves branch taper and strength. Thinning reduces
the wind-sail effect of the crown and the weight of heavy limbs. Care must be
used to avoid stripping branches of all foliage at the interior of the tree crown.
Thinning the crown a can emphasize the structural beauty of trunk and
branches as well as improve the growth of plants beneath the tree by
increasing light penetration. When thinning the crown of mature trees, seldom
should more than one-fourth of the live foliage be removed.
iii. Crown Reduction: Crown Reduction is used to reduce the height and/or
spread of a tree. Crown reduction varies from topping, a destructive practice,
in that cuts are not made indiscriminately, resulting in large stubbed off limbs
that are subject to decay. While reducing a crown, tree workers must adhere
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to basic tree trimming practices involving limb/branch size relationships and
use of the branch bark collar in avoiding the onset of decay at cut sites.
iv. Crown restoration: Crown Restoration is a corrective pruning used as a
means to restore the form of crowns that have been previously damaged by
storms or poor pruning practices. This treatment is best performed by tree
workers who have a good understanding of the effects of pruning on the
development of tree crowns.
b) Crown Raising/Safetv Prune: A Crown Raising or Safety Prune is performed
when conditions within the crown of a hardwood tree are such that a certain
objective needs to be met or a certain condition needs attention. A crown raising or
safety prune does not involve the detail of work found in a full prune. Crown raising
or safety pruning may consist of one or more of the following pruning types:
i. Crown Raising: Crown Raising consists of removing the lower branches of a
tree in order to provide clearance for buildings, vehicles and pedestrians. It is
important that a tree have at least one-half of its foliage on branches that
originate in the lower two-thirds of its crown to ensure a well-formed, tapered
structure and to uniformly distribute stress within the tree.
ii. Safety Prune: Safety prune is employed as a means of eliminating potentially
hazardous limbs (dead/dying) from the crown of a hardwood tree when an
entire pruning of the tree is not warranted. Safety pruning does not involve the
fine detail work described herein as "full prune".
2. Specifications for hardwood tree pruning: the specifications for the pruning of
hardwood trees are as follows:
a) Consult with the Contract Officer before making any cut that would result in
permanent disfigurement of the structure of a tree.
b) Trees shall be pruned so as to prevent branch and foliage interference with safe
public passage. Over-street clearance shall be kept to a minimum of seventeen
(17) feet above the paved surface of the street and fourteen (14) feet above the
curb and surface of a public sidewalk or pedestrian way. Exceptions are allowed
for young trees, which would be irreparably damaged by such pruning action. If
pruning to these standards would result in permanent disfiguration of a tree,
CONTRACTOR shall not prune the tree until such time as direction is obtained
from the Contract Officer.
c) When removing a live branch, pruning cuts should be made in branch tissue just
outside the branch bark ridge and collar, which are trunk tissue. If no collar is
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visible, the angle of the cut should approximate the angle formed by the branch
bark ridge and the trunk.
d) When removing a dead branch, the final cut should be made outside the collar of
live callus tissue. If the collar has grown out along the branch stub, only the dead
stub should be removed, the live collar should remain intact and uninjured.
e) Whenever pruning involves the removal of limbs that are too large to hold securely
in one hand during the cutting operation, the limb shall be cut off first at a point
several feet beyond the intended final cut. The final cut shall be made in a manner
to prevent unnecessary tearing back of the bark and wood. Cuts that result in
tearing of tissue on limbs below cuts shall be penalized as described in Section 6-9
"Liquidated Damages".
f) All final tree pruning cuts shall be made in such a manner so as to favor the earliest
possible covering of the wound by natural callus growth. Excessively deep flush
cuts, which produce large wounds or weaken the tree at the cut, shall not be made.
The branch collar should not be removed.
g) All dead and dying branches and branch stubs that are one-half (1/2) inch diameter
or larger shall be removed.
h) All broken or loose branches shall be removed.
i) Those branches that are developing in such a manner as to become larger than the
limbs they originate from shall be removed.
j) When encountering limbs that are weighted with more foliage than the limb is likely
to support, selectively prune branches toward the end of the limb in order to reduce
end weight and thus decrease the likelihood of limb failure.
k) Selectively prune branches that create sight line conflicts with traffic control signs
and/or devices.
I) Selectively prune branches that are within five (5) feet of a structure.
m) Clear trees of sprout or sucker growth to a minimum height of ten (1 0) feet above
ground level. Exceptions are allowed for young trees, which would be irreparably
damaged by such pruning action.
n) Prune so as to maintain a balanced appearance when viewed from the opposite
side of the street immediately opposite the tree, unless authorized by the Contract
Officer to do otherwise.
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o) Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be
removed without injury to trees.
p) Tree limbs shall be removed and controlled in such a manner as to cause no
damage to other parts of the tree, or to other plants or property.
q) All tools used on a tree known to contain an infectious tree disease shall be
properly disinfected immediately before and after completing work on such tree.
r) All major pest problems shall be promptly reported to CITY.
s) All cutting tools and saws used in tree pruning shall be kept sharpened to result in
final cuts with an un-abrasive wood surface and secure bark remaining intact.
t) All trees six (6) inches in diameter or less shall be pruned with hand tools only.
u) Chain saws will not be permitted to remove any branches two (2) inches or less in
diameter. This is to prevent any unnecessary abrasions to cambial tissue that may
predispose a tree to insect and/or future disease/decay problems.
v) Any extraneous metal, wire, rubber or other material interfering with tree growth
shall be removed when possible.
w) The use of climbing spurs or spike shoes in the act of pruning trees is prohibited,
unless specifically directed by CITY to aid in the safety of climbers performing the
removal of a tree.
x) Gas powered chainsaws shall only be used for emergency situations; pruning cuts
over 4" in diameter and tree removals unless permission is granted, in writing, by
the Contract Officer.
3. Trimming Specifications for individual Hardwood Species:
a) General Trimming and Shaping of Conifers:
ANNUAL
• Conifers shall typically be trimmed in late winter or early spring. Typically, up to
30°/o of the live foliage may be removed unless directed otherwise by the City's
designated representative.
• CONTRACTOR shall avoid damaging the central leader on all conifers. In
specific cases the City's designated representative may direct the
CONTRACTOR to remove the central leader in an effort to limit the height of
specific trees.
• At the time of trimming, the City's designated representative shall determine
which trees shall have the new growth pinched back in an effort to control
canopy size.
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• To control the growth of large, mature conifers CONTRACTOR shall be
required to prune the new growth of lateral limbs.
• Typical trimming of conifers shall consist of removing crossed limbs, deadwood
or unwanted branches from the interior of the canopy.
b) General Trimming and Shaping of Broadleaf Trees:
• Follow the shape indicated by the natural growth habits of each tree species.
Trimming and shaping of trees shall be as directed by the City's designated
representative and in accordance with the following:
o Cut to laterals to preserve the natural form of the tree, leaving the head open
enough for the branching system to show and permitting the dead material
to be easily cleaned out and light to show through the head. Tree foliage
shall be reduced by at least twenty-five percent (25o/o) and up to thirty
percent (30°/o).
o In specific cases the City's designated representative may direct the
contractor to reduce the size of the tree crown in an effort to limit the height
of specific trees.
o Trim to remove dead wood or weak, diseased, insect-infested, broken, low,
or crossing limbs. Branches with an extremely narrow angle of attachment
should normally be removed.
o Small limbs, including suckers and waterspouts, shall be cut close to the
trunk or branch from which they arise.
o Heading cuts and/or topping will not be allowed under any circumstances.
Heading, rounding over, or stubbing shall not be an accepted practice for
reducing the size or the framework of any tree.
4. Trimming Specifications for Palm Trees:
Palm tree trimming consists of maintaining the crowns and trunks of palm trees including
the trimming of spent or declining fronds, seed pods and the skinning or shaping of spent
petiole bases into a ball or nut as applicable by palm type.
The specifications for the trimming of palm trees are as follows:
a) While making an approach to the palm crown for trimming, the Contractor shall inspect
the trunk of the palm tree for signs of decay, insect frass, bird nesting or any other
condition suggestive of a structural abnormality. Upon finding any condition suggestive
of a structural abnormality of the palm stem, the Contractor shall report to the City's
designated representative immediately.
b) Fronds shall be trimmed using a handsaw or pole saw that has been sterilized for no
less than five (5) minutes by having the entirety of its cutting blade submersed in an
equal solution of bleach and water before and after the handsaw is used to cut the
fronds of any other palm tree. At no time shall a chainsaw be used to prune any frond
from any palm tree. The use of chainsaws to prune any frond from any palm tree will
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result in the penalties described in Section 6-9 "Liquidated Damages". Live, healthy
fronds, initiating at an angle of 90 degrees or greater from the horizontal plane, shall
not be removed. Fronds removed should be cut close to the petiole base, taking into
consideration the role of petiole bases in the formation and maintenance of the
ornamental ball or nut, as applicable by species. Live trunk tissue should never be cut
while pruning palm fronds. Using properly sterilized equipment as described herein,
any fruit or flower structures in the crown of the palm shall be removed concurrently
with frond trimming.
c) Using properly sterilized equipment as described herein, any fruit or flower structures in
the crown of the palm shall be removed concurrently with frond pruning. At no time
shall a chainsaw be used to cut any fruit or flower from any palm tree in CITY. Failure
to adhere to this standard will result in the penalties described in Section 6-9
"Liquidated Damages". Care shall be taken in the handling of fruit and flowers as they
are likely to release clear liquids that react with, can cause staining to, hardscape
elements. CONTRACTOR shall be responsible for removing palm fruit related stains
from property hardscape elements. Maintenance of the ornamental ball located at the
base of the palm canopy, directly below the live fronds, shall be as described by
species as follows:
i. Phoenix canariensis (Canary Island Date Palm): spent petiole bases shall be
formed into an ornamental ball which begins directly below the lowest green
fronds and acts to provide a base of support to the palm crown. This ornamental
ball shall be uniform and smooth in appearance and shall extend no less than four
(4) and no more than eight (8) feet below the lowest live frond in the crown.
Ornamental balls with flattened or "stop sign" sides will not be accepted. The
upper portion of the ornamental ball shall not taper in, resulting in a "pineapple"
appearance as this treatment defeats the support capacity of the ball. The distal
portion of the ball shall begin at a point flush with the periphery of the palm trunk
and make a gradual taper upwards until it reaches the periphery of the shaped
ornamental ball. While forbidden to use chainsaws for pruning fronds, fruit and
flowers from any palm tree in the City, CONTRACTOR may use a chainsaw in
forming and/or shaping the ornamental ball of a Canary Island Date Palm. The
use of a sharpened shovels in shaping and maintaining ornamental balls often
results in ornamental balls which have flat, untapered bottoms that are likely to
relax and collapse into pedestrian and vehicular traffic zones with grave
consequences. CONTRACTOR shall use care not to cut into live trunk tissue
while maintaining the ornamental ball. CONTRACTOR shall remove any foreign
plant material that has sprouted in an ornamental ball. CONTRACTOR shall
verify that the ornamental ball meets the standard described herein each time a
Canary Island Date Palm is pruned.
ii. Phoenix dactylifera (Date Palm): spent petiole bases are left to form a supportive
"nut" below the lowest green fronds of the crown. Unlike the ornamental ball of a
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Phoenix canariensis (Canary Island Date Palm), the nut does not require ornate
shaping. Instead, spent petiole bases are left uniformly long to form the nut,
which shall extend no less than four (4) and no more than six (6) feet below the
lowest live frond in the crown. While forbidden to use chainsaws for pruning
fronds, fruit and flowers from any palm tree in the City, CONTRACTOR may use
a chainsaw in forming and/or shaping the nut of a Date Palm by shortening a
number of the lower petiole bases to bring the length of the nut to standard.
CONTRACTOR shall use care not to cut into live trunk tissue while maintaining
the nut. CONTRACTOR shall verify that the nut meets the standard described
herein each time a Date Palm Island Date Palm is pruned.
iii. Syagrus romanzoffianum (Queen Palm): loose petiole bases are to be removed
each time the crown of a Queen Palm is serviced. Petiole bases that are attached
to live trunk tissue shall be left undamaged.
iv. Archontophoenix cunninghamiana (King Palm): loose petiole bases are to be
removed each time the crown of a King Palm is serviced. Petiole bases that are
attached to live trunk tissue shall be left undamaged.
v. Washingtonia robusta (Mexican Fan Palm): spent petiole bases are left uniformly
long to form a base which shall extend no more than four (4) feet below the
lowest live frond in the crown. Using hand tools, the Contractor shall skin the trunk
area below the base clean without causing damage to live trunk tissue. The
Contractor shall verify that the base meets the standard described herein each
time a Mexican Fan Palm is trimmed.
vi. Washingtonia filifera (California Fan Palm): shall not have fronds removed and
shall retain their, "skirts", and their trunks shall not be skinned, but remain in the
natural condition. Fronds shall be sheared to provide 12" minimum clearance and
fronds at the skirt bottom shall be sheared to maintain a clean look. Fruit pods
shall be removed.
5. Tree Removal
Any tree work performed on a CITY tree must be done according to CITY's specification.
Tree Removal: Tree removal consists of the removal of the entirety of a hardwood tree or
palm tree and the removal of its root system by grinding. Specifications for tree removal
are as follows:
a) CONTRACTOR shall comply with all general specifications standards described
herein.
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b) The diameter price given by CONTRACTOR for tree removals shall be inclusive of all
staff, materials and equipment necessary to remove trees as described herein.
c) As stated previously herein, CONTRACTOR shall identify the location of all utilities and
landscape irrigation components prior to the removal of a tree and its root system.
CONTRACTOR shall notify the Contract Officer or designated representative, in
writing, of any condition that prevents the removal of a tree and/or the grinding of its
root system. CONTRACTOR shall take all responsibility for any damage that occurs
once the process of removing a tree and/or associated root grinding begins.
d) CONTRACTOR shall comply with wildlife protection standards described in these
specifications.
e) CONTRACTOR shall not remove any tree without first confirming that the tree being
considered is indeed the tree to be removed. Any confusion should be resolved by
contacting the Contract Officer for assistance. The errant removal of trees shall be
penalized as is described in Section 6-9 "Liquidated Damages".
f) During a tree removal, CONTRACTOR shall maintain control of the tree and its parts at
all times, which shall include the selection and use of proper techniques and
equipment. At no time shall branches, limbs or tree trunks be allowed to freefall and
create damage of any type. Loss of control incidents shall be penalized as is
described in Section 6-9 "Liquidated Damages".
g) Cranes and other rigging equipment shall be properly certified, with evidence of such
available for inspection prior to use of said equipment in CITY. Crane operators shall
be certified by Commission for the Certification of Crane Operators (NCCCO) and shall
be prepared to display current certification prior to operating a crane in CITY. The use
of cranes and certified operators shall not result in additional charges to CITY and is
part of the unit price set forth in the Bid Schedule for the specific service.
h) While loading and handling debris, CONTRACTOR shall maintain control at all times
so as not to result in damage to the public rights or way or private property. In addition,
CONTRACTOR shall not drop logs or trunks so as to create undue noise or impact
shock related damages to public and/or private property.
i) Stumps, including the root flare shall be ground to a depth of no less than eighteen (18)
inches. Surface roots shall be traced and ground to a depth of no less than eight (8)
inches. Debris generated by stump grinding and root removal shall be removed from
the site and replaced with a topsoil mix. Chip shall not be used as a backfill material.
j) Clean up after a tree removal and/or stump grinding shall include the repair of any
barren areas or divots created during the tree removal by filling with topsoil and
seeding with a fescue turfgrass seed. Seed shall be covered by a one-quarter (1/4)
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inch topdressing of well decomposed organic fines. This is part of the unit price
provided for the service and no additional compensation is provided.
k) CONTRACTOR shall be responsible for the repair of any irrigation system components
damaged during a tree removal or stump grinding. Repairs shall be made using
components matching those that were damaged.
I) CONTRACTOR shall inspect for, and correct, any settling that has occurred at any tree
removal site for a period of no less than six (6) months after the tree removal/stump
grinding has been completed. Correction is defined to include the restoration of a
smooth and even grade to the parkway and the seeding and topdressing of barren
areas related to the tree removal site as specified previously herein.
6. Tree Planting
Any tree work performed on a CITY tree must be done according to CITY's specification.
Tree planting consists of the installation of nursery stock container or palm trees supplied
by CONTRACTOR. Specifications for tree planting are as follows:
a) CONTRACTOR shall comply with all general specifications standards described
herein.
b) CONTRACTOR shall identify the location of all utilities and landscape irrigation
components prior to the planting of any tree. CONTRACTOR shall assume full
responsibility for any damage that occurs during the planting of any tree.
c) CONTRACTOR shall supply quality nursery stock which is fully rooted and
representative of recognized standards for size and quality of the material being
planted. Brown trunk height (BTH) for palm trees shall be measured from the top of
root ball to the lowest green frond attached to the trunk at an angle of ninety (90)
degrees.
d) Planting stock shall be well watered prior to shipping and covered for the duration of
transport. Trees that are delivered uncovered, with a dry or fractured root ball or with
broken scaffold limbs will be rejected. Root bound material will be rejected. Palms that
are delivered uncovered, with a dry root ball or with a soilless root ball will be rejected.
e) CONTRACTOR shall not begin excavation for the planting of a tree without first
confirming that the planting site being considered is indeed the site intended for the
planting of a tree. Any confusion should be resolved by contacting the Contract Officer
for assistance. In excavating planting pits, CONTRACTOR shall not excavate deeper
than the depth of the root ball of the tree being installed. The bottom of the planting pit
shall be compacted sufficiently so that the planted tree will not settle below top of root
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ball grade standards defined herein. As the width of the parkway allows,
CONTRACTOR shall excavate the planting pit to be two (2) times the width of the root
ball of the nursery stock being planted.
f) All nursery containers and box sides shall be removed from tree root balls prior to
planting. CONTRACTOR shall not install trees with box bottoms left on. All container
debris (e.g. strapping, box fragments, nails) shall be removed from the planting pit prior
to backfilling.
g) CONTRACTOR shall install the tree or palm so that the top of root ball is two (2) inches
above top of curb so that the trunk flare is completely exposed. In the event that there
is no curb (i.e. park site), CONTRACTOR shall install the tree or palm so that the top of
root ball is two (2) inches above surrounding grade. CONTRACTOR shall not resort to
cutting or trimming the root ball as a means of meeting grade standards.
h) CONTRACTOR shall backfill hardwood tree plantings with an equal mix of excavated
soil and topsoil. The topsoil portion of the backfill mix shall contain no more than ten
(1 0) percent well decomposed organic fines.
i) CONTRACTOR shall backfill palm plantings with one hundred (1 00) percent washed
mortar (plaster) sand.
j) While backfilling, CONTRACTOR shall cease backfilling when the planting pit is one
half (1/2) full and apply water to remove air pockets from the backfill. Once the water
has drained, CONTRACTOR shall resume backfilling the planting pit. A watering basin
shall be constructed in a uniform circle and shall extend from the center of the tree
trunk to six (6) inches beyond the edge ·of the root ball. The top of the watering basin
shall be graded and maintained uniformly with the upper edge of the basin maintained
at a grade of four (4) inches above the root flare of the tree.
k) CONTRACTOR shall be responsible for the stability of planted trees. The nursery
stake stall be removed from the trunk of the tree (as applicable) and the tree shall be
double staked using two (2), two (2) inch lodge pole stakes of a length sufficient to be
installed beyond the depth of the planting stock root ball and to extend to the lowest
branches of the installed tree's crown. The stakes shall be installed an equal distance
from the trunk of the tree and shall be installed perpendicular to the street or sidewalk
and shall be installed so that one stake is orientated to be one hundred eighty (180)
degrees opposite the other. The root ball shall not be damaged by the installation of
stakes. The stake shall not be in contact with any aerial part of the tree. The trunk of
the tree shall be attached to the stakes using Century Universal Tree Ties (or CITY
approved equivalent) installed as per manufacturer's specifications.
I) Upon completion of the planting of a tree, CONTRACTOR shall seed and topdress any
barren areas within ten (1 0) feet of the center of the trunk of the tree. The seed shall
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be a tall fescue turfgrass type applied at a rate of one (1) pound per one hundred (1 00)
square feet. The seed shall be topdressed with well-decomposed organic fines,
spread evenly with a topdressing roller, at a depth of one eighth (.125) inch. Use of
manure, native soil or chip topdressings shall not be allowed. This is part of the unit
price for the service and no additional compensation is provided.
m) CONTRACTOR shall not use hoses, equipment or water from private properties while
installing or watering-in parkway trees.
n) Tree planting includes watering as necessary for tree establishment, by the Contractor,
for ninety (90) calendar days.
7. Tree Watering
Any tree work performed on a CITY tree must be done according to CITY's specification.
Tree watering consists of the irrigation of young trees which have been installed by
CONTRACTOR and the irrigation of other trees as directed by CITY. The specifications for
tree planting are as follows:
a) CONTRACTOR shall comply with all general specifications standards described
herein.
b) As stated previously herein, CONTRACTOR shall identify the location of all utilities and
landscape irrigation components prior to the planting of any tree. CONTRACTOR shall
take all responsibility for any damage that occurs during the planting of any tree.
c) CONTRACTOR shall not use hoses, equipment or water from private properties when
watering parkway trees.
d) While performing tree watering, CONTRACTOR shall maintain the tree watering basin
to include the removal of weeds and debris and the maintenance of the watering basin
to size and grade standards defined herein.
e) Trees shall be watered in such a manner that does not result in erosion of the tree
watering basin, splashing of parked vehicles or damage to any of the tree's
surroundings. Haphazard riggings and/or watering out of the window from the cab of
watering equipment will not be tolerated.
f) CONTRACTOR shall maintain a daily log of trees watered. The log shall list the tree
watered by site. A printed copy of the log, which shall be maintained in digital format,
must accompany invoicing for tree watering services by CONTRACTOR.
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8. Tree Replacement:
a) Contractor shall be responsible for the complete removal and replacement of trees lost
due to the Contractor's faulty maintenance or negligence, as determined by the City.
b) Replacement shall be made by the worksite Contractor with the kind and size
determined by the City.
c) Where there is a difference in value between the tree lost and the replacement tree,
this difference will be deducted from the Contractor's payment.
d) In all cases the value of the trees lost will be determined by the City, using the latest
American Shade Tree Conference guidelines for value determination.
e) Downed trees, due to any cause, shall be removed and the stump ground and re-filled
the same day of identification or notification in accordance with the contract
specificaitons.
f) Trees lost from causes other than the Contractor's negligence shall be replaced by the
Contractor as directed by the City's Inspector, and will be paid for in accordance with
Section 3-3, "Extra Work,".
9. Crew Rental
The standard crew is three men, one chipper truck, one chipper, one aerial tower and all
necessary hand tools. The crew and equipment can be modified to complete any type of
miscellaneous tasks including special projects that may consist of extraordinary work such
as hanging flags, changing light bulbs, or trimming specific trees requiring immediate
attention prior to their scheduled trim. Trees requiring service prior to their regularly
scheduled grid or annual trim to rectify a specific problem such as blocked street lighting or
signs, right-of-way clearance for utility lines, or broken limbs may be performed under the
Crew Rental rate.
1 0. Emergency Response
The Contractor shall be required to provide emergency on call response for damaged
trees as a result of storms or other reasons. Emergency calls may occur at any given time.
The Contractor will be provided with locations and the work to be done at each location via
telephone from a City authorized representative. Emergency work shall begin within two
(2) hours of the initial telephone call.
Contractor shall be required to provide a twenty-four (24) hour emergency phone number
or the names of at least ten (1 0) contact individuals upon award of contract. Should the
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
SPECIFICATIONS
SPECIAL PROVISIONS-SECTION 10-PAGE 26
41
contact persons or their phone numbers change during the course of the contract, those
changes shall be submitted to the City within two (2) working days.
Contractor shall be required to provide all necessary traffic control during the course of
emergency work. Should the work involve any high voltage power lines or any utility lines
the Contractor shall be required to notify the responsible utility company.
Work performed under the emergency provision of this contract shall be paid for on a crew
hour basis. This shall include all labor, tools equipment, disposal fees and necessary
materials.
11. Consultant Arborist
CONTRACTOR will provide the service of a consultant arborist. When requested, the
consultant arborist will perform tree health assessment which should include 360 degree,
ground-based visual inspections of the tree crown, trunk, trunk flare, above ground roots
and branch and stem defects, drilling evaluation of target risk increment, boring, probing,
sounding, sub-surface root and soil assessment and site conditions around the tree in
relation to targets.
End of Technical Specifications
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
SPECIFICATIONS
SPECIAL PROVISIONS-SECTION 10-PAGE 27
42
ANNUAL
EXHIBIT ''B''
SCHEDULE OF COMPENSATION
FOLLOWS THIS PAGE
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18-08 (R)
JUNE 2018
EXHIBIT"B"
43
INSTRUCTIONS:
BID SCHEDULE PRICING SHEET
ANNUAL CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO. 18·08 (R)
If awarded a contract, the following Pricing Sheet shall be incorporated Into the Bidder's contract
The Unit Prices Identified on the Bid Schedule shall be transferred to the attached Pricing Sheet
for the corresponding services required. In order to be determined ,.responsive", a Bidder shall
correctly transfer Unit Prices from Bid Schedule to the Pricing Sheet.
Service Required
Full Prune; 0-6" DBH
Full Prune; 7-12" DBH
Full Prune; 13-18" DBH
Full Prune; 18-24" DBH
Full Prune; >24" DBH
Crown Raising; 0-6" DBH
Crown Raising; 7-12" DBH
Crown Raising; 13-18" DBH
Crown Raising; 18-24" DBH
Crown Raising; >24" DBH
Palm Tree Trimming (Filfera)
(Pod Removal and Frond "Trim")_
Palm Tree Trimming (Robusta)
(Pod and Frond Removal)
Complete Tree & Stump Removal
(per DBH)
Furnish and Plant Tree
(24" Box S_R_ecimen)
Furnish and Plant Tree
(36" Box Specimen)
Furnish and Plant Tree
(48" Box Specimen)
Furnish and Plant Palm Tree
(6'-12' 8TH)
Furnish and Plant Palm Tree
(12' .. 18' BTH)
Furnish and Plant Palm Tree
(>18" BTH)
Fully Equipped 3 person crew with aerial
unit, dump truck and chipper ( M-F, normal
business hours)
Fully Equipped 3 person crew with aerial
unit, dump truck and chipper (Emergency
Call Out. weekends. holidays, night worl<)
ANNUAL
CITYWIDE TREE TRIMMING SERVICES
INVITATION FOR BIDS NO, 18·08(R)
JUNE 2018
Unit
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
DBH
EA
EA
EA
EA
EA
EA
Hours
Hours
Unit Price
$ 47.00
$ fl2.QQ
$ 122.QQ
$ 152.QQ
$ 1~2.00
$ 42.00
$ ~2.00
$ ~2.00
$ 5200
$ 52.00
$ 52.00
$ 52.00
$ 29.00
$ 322.QQ
$ 782.00
$ :1.2QQ.QQ
$ 800.0Q
$ 1.000.00
$ 1.2QQ.QQ
$ 246.QQ
$ 3~5.QO
BID SCHEDULE
PRICING SHEET
44