01 - Request for Proposals - Vegetation Management 2025-2029.pdf

REQUEST FOR PROPOSALS

Issued: 9/5/2024

Qualified organizations are invited to submit an electronic copy of the proposal that meets the requirements described herein no later than October 10, 2024, by 2:00 p.m. PST to the following email address:

purchasing@nwascopud.org

OR

Hardcopy documents can also be submitted to:

VEGETATION MANAGEMENT SERVICES 2025-2029 PROPOSAL

ATTN: PURCHASING DEPARTMENT

NORTHERN WASCO COUNTY PEOPLE’S UTILITY DISTRICT

2345 RIVER ROAD

THE DALLES, OR 97058

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

Summary

Northern Wasco County People's Utility District (hereinafter called "District") issues this Request for

Proposals soliciting Vegetation Management Services 2025-2029. The District seeks qualified contractors to perform ongoing utility line clearance, including tree pruning, tree removal, stump grinding, and right-of-way (ROW) mowing. The purpose of this work is to maintain the safety and reliability of the District’s transmission and distribution lines throughout its service area.

Timeline The following table outlines the expected solicitation and selection timeline:

Milestone Date

RFP / ITB Release 9/5/2024

Site Visit or Pre-Bid Meeting N/A

Respondents Questions Due 9/19/2024

Answers to Respondents Questions on or before 9/26/2024

Proposals / Bids due 10/10/2024

Recommendation of award reviewed by Board 11/5/2024

Contract Executed 11/12/2024

Contractor Crew(s) Start 1/1/2025

Project Description and Scope of Work

The work associated with the Project is located in or near the towns of The Dalles, Dufur, and Tygh

Valley within Wasco County, Oregon.

The Scope of Work may include but is not limited to:

1. Contractor Responsibilities

a. Contractor shall be responsible for the following tasks:

i. Tree Pruning and Removal: Prune trees and remove those identified by the

District to ensure safe clearance from utility lines.

ii. Stump Grinding: Grind stumps from removed trees to below ground level, as specified by the District.

iii. Right-of-Way Mowing: Mow and clear vegetation in designated ROW areas to maintain safe access to utility lines.

iv. Slash Disposal: Pruned vegetation must be removed or disposed of according to the size and location guidelines provided.

v. Growth Inhibitor and Herbicide: Furnish and apply growth inhibitors and herbicides, complying with all applicable standards and regulations.

2. Labor and Compliance Requirements

a. Union Labor: The District is signatory to IBEW Local 125 and requires that all tree trimming activities utilize union labor.

b. Regulatory Compliance: Contractor must comply with all applicable federal, state, and local laws, including OSHA regulations. Work must also adhere to the District’s safety standards and service order specifications.

3. Equipment Requirements

a. Crew Composition: Each crew must include trained personnel, including a foreman with five years of experience in utility line clearance.

b. Equipment Standards: Contractor must supply and maintain equipment such as man-lifts, wood chippers, mowing machines, sprayers, and other equipment as required. All equipment must be no older than 5 years or newer, in good working order and meet industry safety standards.

c. Safety Gear: All crew members must wear appropriate personal protective equipment

(PPE), including hard hats, high-visibility clothing, and fall protection gear.

4. Work Hours and Emergency Response

a. Regular Hours: Work will be conducted Monday through Thursday, 6:00 AM to 4:30 PM

PT.

b. Overtime and Emergency Work: Contractor must be available to respond to emergencies outside of regular hours, particularly during storm events or other urgent situations.

5. Supervision and Quality Control

a. Foreman: Contractor must provide one competent foreman per crew on-site at all times to supervise work and ensure adherence to the District’s standards. All foremen are required to have a minimum of five years of experience in utility line clearance.

b. Inspections: The District reserves the right to inspect all work. Contractor must promptly address any issues identified by the District, including adjustments to staffing, equipment, or work methods.

c. Contractor is responsible for re-trimming and clean-up at no additional cost if work does not meet specifications.

6. Safety and Environmental Compliance

a. Worksite Safety: Contractor is responsible for maintaining a safe work environment, protecting the public, and minimizing disruptions to the surrounding area.

b. Fire Precaution Compliance: Contractor must adhere to current fire precaution levels and have fire suppression equipment on-site as required.

c. Training and Certification: Documentation of training, certifications, and qualifications for all crew members must be provided within five days of contract execution.

d. Regulatory Compliance: Contractor shall comply with all relevant safety regulations, including Oregon OSHA requirements and ANSI standards.

7. Documentation and Reporting

a. Daily Reports: Contractor must submit daily reports detailing work completed, including locations, tasks performed, and any issues encountered.

b. Incident Reporting: All accidents, near misses, and safety violations must be reported to the District within 24 hours.

8. Compliance and Coordination

a. Contractor shall ensure that all work is performed in compliance with District service orders or instructions provided by the District Representative.

b. Electric circuits must remain operational during work. Contractor is responsible for providing all necessary protective equipment and ensuring no interference with circuit operations.

c. Before starting any work, Contractor must obtain detailed information from the District regarding the nature of the circuits involved. Contractor is fully responsible for any interruptions in electrical service that occur as a direct result of Contractor's or their employees' activities under this contract, including assuming all associated financial liabilities.

9. Location and Permits

a. Headquarters Location: Contractor shall establish a headquarters within the District's service area.

b. Permits: All required permits must be obtained and paid for by Contractor.

10. Crew Composition and Equipment

a. Each crew must have an onsite foreman meeting the requirements above.

b. The District reserves the right to remove any contractor employee or crew member.

c. Crew Requirements:

i. Two-Person Crew: Journeyman Tree Trimmer, Apprentice.

ii. Three-Person Crew: Foreman or Person in Charge, Journeyman Tree Trimmer, Apprentice.

iii. Four-Person Crew: Foreman or Person in Charge, (2) Journeyman Tree

Trimmer, Apprentice.

d. Equipment:

iv. All contractor equipment must be reliable, well-maintained, and no more than five years old, marked with appropriate signage.

11. Work Hours and Availability

a. Regular work hours are Monday through Thursday, 6:00 AM to 4:30 PM PT. Contractor must be available 24/7 during storm situations or as needed.

12. Protection of Persons and Property

a. Contractor is responsible for the security of all staging areas, equipment, and items provided by the District.

b. Compliance with safety standards and minimization of public obstruction is required.

13. Vegetation Clearance

a. Tree trimming and vegetation management must adhere to specific clearance requirements and methods outlined by the District, including the "Drop Crotch" method for underline trimming.

14. Customer Relations

a. Contractor must contact property owners regarding work on their property and obtain permission for specific tree removals.

15. Term and Renewal

a. This contract is valid for one year, with an option to renew based on performance and mutual agreement for up to five years.

b. The District may conduct periodic performance reviews to ensure compliance with the scope of work and overall quality standards.

16. Payment Terms

a. Contractor must submit monthly invoices detailing the work completed, including itemized costs for labor, equipment, and materials.

b. Payments will be made within 30 days of the approved invoice and the District’s approval of the work.

Proposal Contents Summary

In summary, each proposal must meet all of the following to be considered for acceptance by the

District:

• By submitting a proposal, contractor agrees to the terms and conditions outlined in Exhibit C and agrees to promptly execute the agreement upon selection and Board approval.

• Provide a copy of Contractor’s rate schedule using Exhibit A.

• Provide a list of all Contractor owned equipment including the age of the equipment.

• Outline Contractor’s relevant experience in the last two years.

• Provide a list of previous clients that may be used as references.

• Include the name, address, and telephone number of the primary person from Contractor who will coordinate the construction services with the District.

• Provide name and email address of primary contact on this submission.

• See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Contractor.

Evaluation Criteria

Contractor will be evaluated based on the Exhibit B Proposal Ranking form based on experience, rate schedules, resumes, references, and interviews (if requested).

Evaluation Process

District staff will evaluate all the proposals based on the criteria listed above. The District’s staff may also request clarifications or additional information, if needed. The District’s Contract Review Board will review staff’s selection and make the determination whether to authorize staff to execute the contract with the selected bidder.

The District reserves the right to reject any or all bids and to waive any informality or technicality in any bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify bids without further consideration:

• Evidence of collusion, directly or indirectly, among contractors in regard to the amount, terms or conditions of this invitation to bid;

• Any attempt to improperly influence any member of the evaluation team;

• Existence of any lawsuit, unresolved contractual claim or dispute between contractor and the

District;

• Evidence of incorrect information submitted as part of the bid;

• Evidence of Contractor’s inability to successfully complete the responsibilities and obligations described in the invitation to bid; and

• Contractor’s default under any previous agreement with the District.

Submission

Submit questions via email to:

purchasing@nwascopud.org

The District will not host a pre-proposal meeting.

The District may reject any or all submissions if the District deems doing so would be in the public’s interest.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified bidder. Final project related matters will be negotiated during this period to the satisfaction of the District. Contractor shall provide certificates of insurance listing THE DISTRICT as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s Procurement

Policies; the Oregon Revised Statutes, Chapter 279B Public Contracting - Public Procurements; and OAR

137-047.