FIVE RIVERS METROPARKS. Hazard Tree Removal Project. October, 2017

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1 FIVE RIVERS METROPARKS Hazard Tree Removal Project October, E MONUMENT AVENUE 3 RD FLOOR DAYTON, OH (937)

2 ADVERTISEMENT REQUEST FOR PROPOSAL INVITATION TO BIDDERS Five Rivers MetroParks (FRMP) will receive sealed request for proposals for Hazard Tree Removal Project until October 20, 2017 at 10:00 a.m. EST., at 409 E. Monument Ave., 3 rd Floor, Dayton, Ohio, 45402, Attention: Jennifer Grusenmeyer Hazard Tree Removal Project. Copies of the proposal and bid forms are on file at the above address or at: Provide two (2) complete copies of proposals in a sealed envelope labeled Hazard Tree Removal Project. Each proposal shall be signed by the full name and business address of each person of company interested in the same; shall be accompanied by a 100% Bid Guaranty or by a certified check, cashier s check or letter of credit in the amount of ten percent (10%) of the bid, made payable to Five Rivers MetroPark as a guarantee that if the proposal is accepted, a contract will be entered into and its performance properly secured by a satisfactory bond in amount of one hundred percent (100%) of the contract price. The proposals must be made on the forms provided in the Contract Documents, or a copy thereof. Questions concerning the Contract Documents should be directed to: Mary Klunk at Mary.Klunk@metroparks.org or to Ben Crusoe at ben.crusoe@metroparks.org, The Owner reserves the right to accept or reject any or all proposals; to waive any informalities or irregularities in the bids received or to accept any proposal which is deemed most favorable to FRMP, an equal opportunity employer. 2

3 INFORMATION FOR BIDDERS Five Rivers MetroParks (FRMP) is requesting competitive bids from Contractors with the ability and resources to remove marked hazardous trees under specified guidelines for Englewood MetroPark (ENMP), Hills and Dales MetroPark (HDMP), Island MetroPark (ISMP), Twin Creek MetroPark (TCMP), and/or Wegerzyn Gardens MetroParks (WGMP.) The Contractor shall take out and maintain during the life of this agreement, Workers Compensation Insurance for its employees and shall furnish a certificate of Workers Compensation for its employees before the execution of this agreement. No contract between FRMP and the Contractor shall be created hereby or otherwise exist until a fully executed copy thereof has been serviced upon FRMP. The successful bidder shall be required to purchase and maintain a policy of insurance to protect the successful bidder and FRMP from claims which may arise from this bid solicitation and contract. Such insurance policy shall be written for not less than one million dollars ($1,000,000.00) for any person injured in any accident and with a total liability of two million dollars ($2,000,000.00) for all persons injured in any one accident and in the amount of one million ($1,000,000.00) for each accident or occurrence as compensation for damage caused to property of others. The selected bidder shall furnish its own support staff and neither the contractor nor its personnel shall, at any time or for any purpose, be considered as employees or agents of FRMP for whose benefit, either directly or indirectly, the work hereunder is being performed. The successful bidder must provide documentation to FRMP that their staff is bonded and have been cleared to pass a drug screening and background check before work can proceed. Each bidder must furnish satisfactory evidence that it is presently operating a tree removal company of a similar type and to the extent comparable to that outlined in these specifications. Each bidder may be required to demonstrate, furnish information and/or proof of sufficient experience, adequate equipment, financial resources, facilities, experienced personnel and expertise to perform the services called for by this contract. The selected contractor shall not commence work under this contract until they have obtained proof of all document requirements. FRMP reserves the right to reject any and all bids for any and all items covered in the proposal form; to waive formalities or defects in bids; to reject the proposal of a bidder, who in FRMP opinion, is not qualified to perform the contract; or to accept any proposal that it deems to be in the best interest of FRMP. PRICING: The successful contractor will quote prices for furnishing each service as requested for each location they wish to bid on. Prices quoted will include one whole cost for the entire work at the particular site bid on. Failure to include all costs will result in the expense being borne by contractor. 3

4 Contract Length: The contract period for Hazard Tree Removal Project will be from the time of contract acceptance until November 15, The total contract per site will be awarded to one primary contractor or one contractor could win the bid for each site. The services shall be conducted through one contractor per site although a different contractor could be awarded the bid for each site. If the primary contractor(s) plans on subcontracting a portion of the bid, the subcontractor must be approved by FRMP. FRMP reserves the right to award whatever is in the best interest of FRMP. Termination of Contract: Either party may terminate this contract by submitting a written notice thirty (30) days prior to annual contract renewal date. FRMP may also terminate contract immediately should the successfully bidder not comply or live up to the standards as stated in this contract. Evaluation Criteria: Bids will not only be evaluated on price, but on past service experience with FRMP, ability to perform service as stated in bid and agreement to contract extension options. Submission Requirements: Proposers must provide the following information in their submittal: Name, position, and contact information of the account representative A list of client references, preferable from similar-size entities and any other additional information that you believe would be useful in evaluating your business qualifications Statement of payment terms including any late payment penalty A copy of the contract you would propose to use if selected. (MetroParks reserves the right to use another contract) FRMP Responsibility 1. On behalf of the contractors, notify property owners in writing of presence of contractors and details of work to be performed. 2. Provide specifications to contractors detailing manner in which work is to be done. 3. Provide to contractors any maps, data points and other information useful in assisting with locating and assessing hazard trees. 4. Reserves the right to change specifications at any time. In this event, Contractor and FRMP shall negotiate to determine what price adjustment, if any, are to be made. 4

5 Contractor s Responsibility 1. Contractor will be held responsible for satisfactory work in accordance with the prearranged specifications. 2. Please see the attached Specifications section for details of how work is required to be performed. 3. Contractor will be held responsible for any breakage, damage or loss incurred through carelessness of any of its employees. Schedule of Payments: FRMP agrees to pay the Contractor, in exchange for marked hazardous tree removal services based on the preferred terms of the contractor. The Contractor agrees to provide to FRMP on a monthly basis a breakdown of services provided for that period. The invoice received must provide the contractors complete name, address and an amount due. All invoices should show FRMP as the bill to. Upon final approval, all original invoices are to be mailed to: Five Rivers MetroParks Attn: Accounts Payable 409 E. Monument Ave., 3 rd Floor Dayton, OH Contractors can also submit invoices electronically to: accountspayable@metroparks.org. Fax copies will not be accepted. FRMP is a political sub-division of the State of Ohio and therefore tax exempt. A certificate will be provided to the selected bidder. A purchase order will be issued by Five Rivers MetroParks for the contract year. This purchase order number shall appear on all invoices submitted. Invoices will be reviewed and payments will be processed. 5

6 SPECIFICATIONS PART 1 - CONDITIONS 1.1 PROJECT CONDITIONS A. A majority of the tree species to be removed are Ash which may or may not have current evidence of Emerald Ash Borer infestation. As such, removal of wood of any species from all sites is prohibited. B. Traffic: Minimize interference with adjoining roads, streets, walks, and other adjacent occupied or used facilities during tree removal operations. The Contractor shall be responsible for maintaining safe and continuous traffic throughout the work site and protecting the public from hazards and inconveniences. 1. Do not close or obstruct streets, walks, or other adjacent occupied or used facilities without permission from the Owner and authorities having jurisdiction. 2. Provide alternate routes around closed or obstructed traffic ways if required by authorities having jurisdiction. 3. Provide traffic control for work area protection in compliance with the USDOT Manual on Uniform Traffic Control Devices (MUTCD), 1988 edition or latest revision and per local and state regulations. C. Utility Locator Service: Notify utility locator service OUPS (800) for marking of utilities for all areas where tree removals are located before commencing with work. D. Protection of Property: The Contractor shall take necessary precautions against damage to adjacent trees, shrubs, pavements, curbs, lawns or other real property. Any damage shall be repaired or rectified within (10) days of an occurrence. Vegetation surrounding a tree marked for removal shall be disturbed as little as possible. E. Access: Tree removal areas shall be accessed only from FRMP s property or public road right-of-ways, subject to the governing jurisdiction s requirements. Vehicular or skid access inside of naturalized or wooded park areas and via trails is prohibited. Access beyond paved or lawn areas will be by foot only. 1. The Contractor may obtain exceptions to foot only traffic only as reviewed and approved by the Owner on a case by case basis. Contractors will be required to use tracked equipment when working off lawn and paved areas. This off-road access will be closely monitored and allowed only when ground conditions are acceptable and can support such activity. Machinery equipped with pneumatic or solid wheels will not be permitted off road. 2. Equipment or Contractor s personnel shall not enter private property adjacent to tree removal areas except to clear limbs and only after notifying FRMP and getting landowners permission. 6

7 F. Wildlife Considerations: Notify FRMP immediately of any bats, owls, songbirds or birds protected by the Migratory Bird Treaty Act encountered hibernating or nesting in trees identified for removal. PART 2 - PRODUCTS 2.1 SOIL MATERIALS A. Satisfactory Soil Materials: Satisfactory soil materials are clean topsoil fill material obtained from either on or off site. PART 3 - EXECUTION 3.1 PREPARATION A. Refer to the maps and spreadsheets which were provided for location of identified trees. B. All trees considered for removal are either physically marked or indirectly indicated by MetroParks with flagging tape. C. Assess site conditions at each removal location for electrical or other hazards. An inspection will be made by a Certified Arborist to determine if an electrical hazard exists at any of the tree removal locations. D. The Contractor shall plan and prepare for the use and positioning of equipment, personnel and management of the work area to accomplish the safe, effective and efficient removal of trees, while minimizing the risk to the public and impacts on improved property. Protect existing improvements from damage during tree felling and removal operations. 1. Restore damaged improvements to their original condition, as acceptable to Owner. E. Existing Utilities: The Contractor shall protect all existing utilities from damage, shall immediately contact the appropriate utility should damage occur. Should damage occur Contractor shall be responsible for all claims for damage due to their operation. 1. The Contractor shall make arrangements for and coordinate with the utility for removal of any limbs and branches that may conflict with or create a hazard for an identified tree needing removed. 2. Allow for sufficient time to make arrangements with utilities for the required work to avoid delays in the work. F. Permits: Contractor to obtain all necessary local and State permits prior to the start of mobilization. Provide Owner with copies of permits and any required inspection schedule. 7

8 3.2 TREE REMOVAL A. Electrical Hazard: Only qualified line-clearance arborists may perform tree removal work where an electrical hazard exists. B. Felling: Where space in naturalized park areas and work area safety will allow, trees may be felled and left in-place whole inside of naturalized areas within the boundaries of MetroPark s property. 1. Felled trees shall be limbed with trunk in contact with the ground. Slash and felled trunks to be distributed within naturalized areas to minimize density of material. Excess material to be removed and deposited within the park s stockpile area. 2. Felled trees shall not be left in-place outside of MetroParks property, within trail corridors, over or obstructing any waterways, on neighboring agriculture land, within lawn or developed areas or beyond densities stated above. 3. Drop trees in a manner to minimize damage to adjacent trees and vegetation. C. Wood Removal: Where space or conditions do not allow felled trees to be left in-place, section wood into 10 lengths and relocate further into the interior of MetroParks property or stockpile within each park s designated wood stockpile area. 1. Temporary stockpiling of wood and branches shall not obstruct any park use areas or roadways. D. Dead Standing Trees: No climbing of dead Ash trees will be allowed unless the Contractor can provide information to demonstrate climbing can be accomplished safely and within ANSI Z standards. E. Stumps: All stumps shall be cut flush or no higher than 6 above surrounding grade. 3.3 CLEAN UP A. Fill depressions caused by tree removal operations with satisfactory soil material. 1. Depressions filled within mown lawn areas will be reseeded with an approved turf grass lawn seed mixture. B. Remove soil, chips, sawdust, twigs and branches from all adjacent properties and FRMP s paved and mown lawn areas. 8

9 BID FORM The following prices are firm prices for each site listed. FRMP reserves the right to award the bid by location or as a total package. Englewood MetroPark (1) Lienesch Dr. (181 Trees) $ Total Amount Englewood MetroPark (2) Pattys Rd. (98 Trees) $ Total Amount Englewood MetroPark (3) - West Park (61 Trees) $ Total Amount Englewood MetroPark (4) Rte. 40 (84 Trees) $ Total Amount Englewood MetroPark (5) Pattys Rd. (19 Trees) $ Total Amount Hills and Dales MetroPark (49 Trees) $ Total Amount Island MetroPark (1 Tree) $ Total Amount Twin Creek MetroPark (54 Trees) $ Total Amount Wegerzyn Gardens MetroPark (1 Tree) $ Total Amount Vendor Name: Vendor Address: Authorized Signer: Vendor Phone: Contact Name (Print): Contact Phone: 9

10 Maps and Data Sheets Englewood MetroPark (ENMP) 443 Total Trees ENMP (3) - West Park - Trees 1-61 Tree Number DBH Latitude Longitude

11 Tree Number DBH Latitude Longitude

12 ENMP (1) - Lienesch Dr. Trees Tree Number DBH Latitude Longitude

13 Tree Number DBH Latitude Longitude

14 Tree Number DBH Latitude Longitude

15 Tree Number DBH Latitude Longitude

16 Tree Number DBH Latitude Longitude ENMP (2)- Pattys Rd. Trees Tree Number DBH Latitude Longitude

17 Tree Number DBH Latitude Longitude

18 Tree Number DBH Latitude Longitude

19 ENMP (5) - Pattys Rd. Trees Tree Number DBH Latitude Longitude ENMP (4) - RTE 40 Trees Tree Number DBH Latitude Longitude

20 Tree Number DBH Latitude Longitude

21 Tree Number DBH Latitude Longitude

22 22

23 Hills And Dales MetroPark (49 Trees) Tree Number DBH Latitude Longitude

24 Tree Number DBH Latitude Longitude

25 25

26 Island MetroPark (1 Tree) Tree Number DBH Latitude Longitude

27 Twin Creek MetroPark (54 Trees) Tree Number DBH Latitude Longitude

28 Tree Number DBH Latitude Longitude

29 29

30 Wegerzyn Gardens MetroPark (1 Tree) Tree Number DBH Latitude Longitude