1-2026-11 3-YR TREE TRIMMING CONTRACT.pdf

REQUEST FOR PROPOSAL TO

3 – YEAR TREE TRIMMING CONTRACT FOR TRANSMISSION

AND DISTRIBUTION POWER LINES

RFP 2026-11

ISSUE DATE: TUESDAY, SEPTEMBER 15, 2026

SUBMISSION DEADLINE: MONDAY, OCTOBER 5, 2026 AT 2:00 P.M. MDT

This request is an electronic based bid requiring Respondents to submit their final bid on EUNA

Supplier Network (formerly Bonfire), search “Springville”.

Any and all RFP questions must be addressed via the EUNA Supplier Network platform.

RFP COORDINATOR: KAMI ASHBY

(801) 489-2733; kashby@springvilleutah.gov

777 N. 425 W.

SPRINGVILLE, UT 84663

SPRINGVILLE POWER DEPARTMENT AGENT: ANDY ROYLANCE

(385) 505-2595; adroylance@springvilleutah.gov https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:kashby@springvilleutah.gov mailto:adroylance@springvilleutah.gov

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TABLE OF CONTENTS

1. STATEMENT OF WORK ……………………………………………………………………………………………………………………… 2

2. SCOPE OF WORK …………………………………………………………………………………………………………………………………. 2

3. PROJECT SUBMITTAL REQUIREMENTS ………………………………………………………………………………… 5

4. GENERAL INFORMATION ……………………………………………………………………………………………………………….. 6

5. STATEMENT OF QUALIFICATIONS REQUIREMENTS …………………………………………………….. 6

6. INSURANCE REQUIREMENTS ………………………………………………………………………………………………………. 7

7. INDEMNIFICATION ……………………………………………………………………………………………………………………………….. 7

8. PROPOSAL SUBMISSION REQUIREMENTS …………………………………………………………………………. 8

9. SELECTION OF TREE TRIMMING CONTRACTOR …………………………………………………………….. 9

10. TERM OF CONTRACT ……………………………………………………………………………………………………………………….. 9

11. RIGHT OF OWNER TO TERMINATE CONTRACT ………………………………………………………………..10

APPENDIX A - BID FORM ………………………………………………………………………………………………………………………. 11

APPENDIX B - CITY MAP …………………………………………………………………………………………………………………………. 12

APPENDIX C - CANYON MAP ……………………………………………………………………………………………………………….. 13

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1. STATEMENT OF WORK

Springville City Power, on behalf of Springville City (“the City”), is soliciting quotations to clear any trees and tree limbs on a 3-year cut back minimum distance from overhead power lines owned by the City in Springville City proper and Hobble Creek Canyon. The project will be divided as shown in Attachment B. The work provided in Hobble Creek Canyon will be included in year three (3), a map is included in Attachment C.

The project scope shall include ALL landowner communications, equipment, labor, and waste disposal. Submitted quotations must be all-inclusive. Charges above the contractual price will not be permitted unless a written change order request is agreed upon by both the appointed

Springville City Power agent and the contractor prior to any work being performed.

All work shall be completed and invoiced prior to the end of the fiscal year date per turn.

Springville City’s fiscal year ends June 30th.

2. SCOPE OF WORK

This scope is intended to ensure that contractors follow the standards and rules relating to the health and care of the trees and other vegetation within the City. The intent is to protect, as much as possible, the health and vigor of the trees adjacent to or under power lines within the City service area while protecting the integrity of the power system and preventing tree related power outages.

▪ All work on trees shall be performed in conformance with the standards listed in this section including, but not limited to:

o A. N. S. I. A300 Tree Care Operations – Tree, Shrub and Other Woody Plant

Maintenance – Standards and Practices.

o Tree Care Operations Standard A. N. S. I. Z-133.1, Pruning, Trimming, Repairing, Maintaining, and Removing Trees, and Cutting Brush – Safety Requirements.

o I. S. A. Tree Pruning Guidelines o A. P. P. A. Safety Manual Section 508 – Tree Trimming

▪ All work shall be directly supervised in the field by, at minimum, a currently certified ISA

Certified Arborist and/or a currently certified ISA Certified Arborist Utility Specialist.

Laborers shall be, at minimum, currently certified ISA Certified Tree Worker Climber

Specialist and/or a currently certified ISA Certified Tree Worker Aerial Lift Specialist.

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Certification through the Utility Arborist Association and the Tree Care Industry

Association is also preferred, but not required.

▪ At minimum, at least one member of any field crew will need to be able to speak, understand, read and write English fluently. Crew members must be able to effectively communicate with residents and City staff.

▪ The successful respondent will be under contract with the City for the purpose of removing trees and bushes and fulfilling any other requirements listed in the RFP. The contractor shall have the responsibility of maintaining clearance standards for all interior trees in the

City that conflict with conductors from 7,200 volts to 46,000 volts and including open secondary at 240 volts. Triplex or insulated bundled wires trimmed only by the request from the Springville City Power Department agent, or if conditions warrant such action, after being reviewed by the department staff.

The City has been divided into areas (Refer to Map Attachments) that enable a measurable and fluid maintenance rotation with a goal of three (3) years from start to finish.

It will be the responsibility of the contractor to familiarize themselves with the four (4) areas of the city, the scope of work within those areas, the size, type, and location of transmission and distribution lines in those areas, and the condition of the trees in those areas. The work shall be performed on a coordinated weekly basis to maintain the clearances already established by the current program. During the course of the year you will need to trim fast-growing trees (Burning Trees) in areas of the system, other than the one you are currently working in. you will need to plan for this in your bid.

▪ Permission must be obtained before any pruning or removal of trees or other vegetation located on the property is performed. The contractor, or one of his agents, shall make contact with the property owner to discuss the work to be performed. This contact SHALL be made in advance with each property owner to discuss the clearance needed with the affected trees. If a personal contact cannot be made, the Contractor shall use all means possible to inform the owner of work needing to be done on their premises i.e.; Door hangers, phone calls etc. In cases of an emergency, when time is not available to provide prior notice, an effort to make written or oral notification of work performed will be done as soon as practical, after the fact. The Springville City Power Department agent shall be notified to determine the necessity of each emergency case.

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▪ If permission cannot be obtained after all options have been exhausted, the contractor will notify the Springville City Power Department agent immediately. The Department will then reach out to the property owner or make other arrangements.

▪ After obtaining the property owner’s permission, the line clearance tree trimming crews shall then have the right to enter private and public property in order to conduct the provisions stated in these rules. With the exception of pruning, trimming and removal efforts, all private and public property will be left in the condition it was found.

▪ Any person who performs or authorizes others to perform tree pruning or removal procedures which causes damage to the power system and related facilities, will be responsible for all costs associated with the repairs and all consequential damages incurred. Any damage the aforementioned tree maintenance procedures may cause to any public or private property, including bodily injury and/or death, shall be the responsibility of the person performing and/or authorizing the work performed. The contractor shall be required to indemnify, defend and hold the City harmless from any action of failure to act by the contractor.

▪ Electrical service lines to the property owner’s homes and buildings that conflict with trees which require minor pruning will be maintained by the property owner. In situations where more than minor pruning is required, the service line may be protected with tree guards or disconnected by Springville City Power Department personnel while the property owner trims the vegetation. All requests by residents shall be directed to the Springville City

Power Department agent for staff review. Generally, work will not be performed on service laterals unless approved. Tree limbs that grow near high voltage electrical conductors shall be in compliance with any applicable clearance standards. A clearance of 10 feet from conductors of 7,200 volts and 15 feet from conductors of 46,000 volts shall be the desired maintenance distance. A clearance of 3 feet from the primary neutral and energized secondary conductors unless demonstrated use of reasonable directional pruning practices can warrant otherwise.

▪ All debris generated from any tree maintenance operation shall be removed promptly. The work area shall be kept safe at all times until all clean-up is completed.

▪ Contractor shall submit a Right-of-Way Encroachment Permit Application prior to any work within the public right-of-way. This will require the submission of a traffic control plan.

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▪ Tree maintenance crews shall have access to Springville City Power Department dispatch and shall let dispatch operations know the area they are working. Tree maintenance crew supervisors shall be required when needed to have dispatch place feeder breakers into non-reclosing (one shot) when working near power line conductors to protect personnel and operations.

▪ The contractor shall contact the Springville City Power Department agent each morning of the scheduled day that line clearance is to take place. Contractor shall provide Springville

City Power Department agent with an area and addresses in which crews will be working.

The Springville City Power Department agent may also on occasion provide to the contractor a list of trees or areas that he would like the contractor to work on that could have immediate consequences for the reliability and safe working conditions of the overhead high voltage line.

▪ All work will be subject to inspection and occasional field audits by the Springville City

Power Department agent before approval of invoice and payment rendered.

3. PROJECT SUBMITTAL REQUIREMENTS

▪ Appendix A – Bid Form completed with price quotation showing each year total cost listed separately.

▪ Proposed timeline for completion per year.

▪ A detailed proposal of work to be performed, including a proposed daily timeline.

▪ Final documents must be provided to Springville City Power Department in an electronic format via EUNA Supplier Network (formerly Bonfire).

▪ Proof of appropriate general liability insurance, automobile insurance, and workers compensation insurance.

▪ Proof of required arborist license.

▪ Proof of required electrical training for arborist.

https://utah.bonfirehub.com/portal/?tab=openOpportunities

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4. GENERAL INFORMATION

In responding to this RFP, the Contractor accepts the full responsibility to understand the RFP in its entirety, including making any inquiries to Springville City Power Department as necessary to gain such understanding.

• All information provided by Springville City Power Department in this RFP is offered in good faith. Individual items are subject to change at any time.

• The City reserves the right to reject any or all proposals for any reason. Minor irregularities of the proposal may be waived at the discretion of the City. Please note that the

Contractor’s ability to complete the project within the anticipated completion period will be considered in the selection process. The lowest-cost proposal will not necessarily be selected.

• The successful Contractor will be required to enter into a written agreement with the City to provide the Services. If the selected Contractor and the City are unable to negotiate an acceptable agreement, then another Contractor will be selected by the Springville City

Power Director or designee and negotiation will continue with such other Contractor(s) until an acceptable agreement is completed.

• It shall be understood that all proposals, responses, inquires, or correspondence relating to or in reference to this RFP, and all reports, charts, and proposals or referencing information in response to the RFP shall become the property of the City and will not be returned. The City will use discretion with regard to the disclosure of proprietary information contained in any response but cannot guarantee the information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

5. STATEMENT OF QUALIFICATIONS REQUIREMENTS

Contractors interested in being considered for the project must submit a “Statement of

Qualifications” (SOQ) which must include the following:

• Qualifications of Contractor(s) proposing on the project including:

o Years of service as a company / corporation o Years of service providing similar work

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• Qualifications of each individual proposed for this project.

o Name, education (if appropriate), and years of experience.

▪ Experience in projects of this type, doing the proposed duties assigned to this project.

6. INSURANCE REQUIREMENTS

Contractor shall provide the following minimum insurance coverage, or greater if required by law.

All such insurance shall be primary to any insurance maintained by the City, and Contractor shall name the City as additional insured with waiver of subrogation on the liability insurance coverage:

• Worker’s Compensation Insurance shall be written for not less than the statutory limits as required by the State of Utah.

• Commercial Auto Liability Insurance shall be written with combined single limits of not less than $1,000,000 each occurrence.

• Commercial General Liability Insurance with contractual liability coverage on occurrence for with limits not less than $2,000,000 each occurrence and $4,000,000 in the aggregate.

Completed Operations insurance must be kept in effect for six (6) years after completion of work.

▪ The Contractor shall not commence work under this agreement until all of the insurance required herein shall have been obtained by the Contractor. The Contractor shall furnish to the City a Certificate of Insurance verifying that such insurance has been obtained.

Such certificates will provide that the City will receive at least thirty (30) days prior to written notice of any material change in, cancellations of, or non-renewal of such insurance.

7. INDEMNIFICATION

The awarded contractor will indemnify, defend and hold the City, its elected officials, officers, employees and volunteers harmless from any and all liens, encumbrances, costs, demands, claims, judgments, injuries, employee claims and / or damage caused or arising out of (a) the acts and omissions of Contractor and its agents, servants, employees, and / or contractors and (b) any work performed by Contractor, its agents, servants, employees, volunteers, consultants.

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8. PROPOSAL SUBMISSION REQUIREMENTS

Proposals must be submitted via the EUNA Supplier Network (formerly Bonfire) online platform, search under Springville. No e-mailed, faxed, or hard copy proposal will be accepted. Late submissions will not be accepted.

Proposal must include a detailed letter of introduction on company letterhead. The letter of introduction must include:

• Name and address of contractor.

• Name, phone number, and email address of contractor contact person. Please include the names of all additional personnel authorized to represent the contractor in dealing with the bid process.

• Signature by authorized representative with the right to bind the contractor for the amounts estimated and the term proposed.

Additional submission items submitted must include;

• Other submission requirements as listed in section 3, “Project Submittal Requirements” and section 5, “Statement Of Qualifications Requirements”.

• Fee proposal based on scope of work as outlined.

• ISA Certification numbers of all who will work on the contract.

• Copy of all licenses, credentials, and references for Contractor.

• Detailed explanation of experience with electrical overhead system line clearance.

• Qualifications, certifications, and experience of assigned personnel.

• References from other municipalities and/or other utilities.

• Availability of personnel to meet the weekly maintenance clearance schedule as needed to maintain the 3-year cut back maintenance plan for the Springville City Power overhead system.

• Citizen engagement plan.

https://utah.bonfirehub.com/portal/?tab=openOpportunities

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The City reserves the right to make no award under this RFP, and the right to cancel this request or any portion thereof. The City may select a contractor who submits a proposal and / or award any agreement based upon what would be in the best interest of the City, as determined by the

City, even if the submittal does not meet all of the requested criteria.

9. SELECTION OF TREE TRIMMING CONTRACTOR

Proposals will be evaluated based on a total of 100 points, with the following criteria:

• Experience and Qualifications – 35 points o Demonstrated experience with similar projects o Qualifications of the repair team o Contractor expertise

• Cost – 35 points o Reasonableness of the proposed budget and cost-effectiveness.

• Project Timeline and Schedule – 20 points o Understanding of the project requirements o Proposed schedule, timeline, and milestones

• Community Engagement Strategy – 10 points o Contact plan for pre-work citizen engagement o Effectiveness of the proposed plan to maintain work areas

Top scoring Contractors may be invited for interviews or presentations to clarify their proposals further if requested by the City.

10. TERM OF CONTRACT

This agreement shall remain in effect from award until the agreed upon completion terms are met.

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11. RIGHT OF THE CITY TO TERMINATE CONTRACT

The City, upon thirty (30) days written notice, may terminate this contract, or any part hereof, as a result of the Contractor’s failure to render to the satisfaction of the City, the material, work, and/or services required of it, including progress of the work and such abandonment or termination shall not be deemed a breach by the City. The City shall be the sole determinant in all termination for cause issues. The Contractor shall not be entitled, nor shall the City give any consideration to claims for any costs or for loss of anticipated revenue(s), including overhead and profit, due to the abandonment or termination of this Contract, or any part hereof, by owner for cause.

The City, upon written notice, may abandon or terminate this Contract or any part hereof, and such action shall in no event be deemed a breach of this Contract. Such termination may come about for the sole convenience of the City. Upon receipt of written notification from the City that this Contract, or any part hereof, is to be terminated, the Contractor shall immediately cease operation of the work stipulated, and assemble all material that has been prepared, developed, furnished or obtained under the provisions of this Contract that may be in its possession or custody, and shall transmit the same to the City on or before the fifteenth day following the receipt of the above-written notice of termination, together with its evaluation of the cost of the work performed. The Contractor shall be entitled to just and equitable payment in accordance with this

Contract for any uncompensated work satisfactorily performed prior to such notice.

The City shall determine the amount of work satisfactorily performed by the Contractor and the

City’s evaluation shall be used as a basis to determine the amount of compensation due the

Contractor for this work.

Termination by the City for cause, default, or negligence on the part of the Contractor shall be excluded from the foregoing provision; termination costs shall not apply. The City reserves the right to make award on all items, or on all of the items, which are in the best interests of the City.

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APPENDIX A: BID FORM

BID OF _____________________________________________________________________

(Name of Bidder)

BID FOR:

Bid #2026-11

3-YR TREE TRIMMING CONTRACT

Dear Sir/Madam:

The undersigned, having examined the specifications and all related documents of the proposed materials; being familiar with all of the conditions relating to the bid, hereby proposes to furnish all materials, services, equipment and appliances required in connection with or incidental to the above named wire bid in strict conformance with the specifications and requirements.

I. For the materials described: 3-YR TREE TRIMMING CONTRACT, the undersigned proposes a Total Bid Amount of:

Dollars ($ )

UNIT PRICES:

Description

Unit Price

(Price per month) Extended Price

YEAR 1: North East side of town (approximately 828 trees)

YEAR 2: South East side of town (approximately 975 Trees)

YEAR 3: West side of town and Hobble Creek Cayon (approximately 805 Trees on West side)

Total Bid ($)

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ADDENDA:

The undersigned hereby acknowledges receipt of the following addenda to the specifications and all of the provisions and requirements of the addenda have been taken into consideration in the preparation of the foregoing bid.

I/We acknowledge receipt of the following Addenda:

________N/A__________________________________________________________________

APPENDIX B: 3 – Yr Tree Trimming Map by Year

APPENDIX C: Hobble Creek Canyon Tree Trimming, Year 3

High-Level Map of Overhead Power Lines in Hobble Creek Canyon