Invitation for Bid (IFB) No. ACHA-1729 Tree Trimming and Removal Service

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Invitation for Bid (IFB)

No. ACHA-1729

Tree Trimming & Removal Services

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Table of Contents

Section Description Page

Introduction 3 IFB Information at a Glance 3

1.0 HA’S Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 General 5

2.2 Definitions of Services 5

2.3 Pruning Standards and Limitations 7

2.4 Tree Removal Requirements 8

2.5 Measurements and Pricing 8

2.6 Contractor Responsibilities 9

2.7 Contractor Qualifications 10

2.8 Emergency Response 10

2.9 Current Contractor 10

2.10 Basis of Award 10

2.11 Method and Procedure to Award 11

3.0 Bid Format 12

3.1 Teo-Step Bidding Process 12

3.2 Entry of Proposed Fees 17

3.3 Additional Information Pertaining to the Pricing Items 22

3.4 Bid Submission 29

3.5 Proposer’s Responsibility – Contract with the Agency 30

3.6 Proposers responsibility – Equal Employment Opportunity &

Supplier Diversity

3.7 Pre-Bid Conference 33

3.8 Recap of Attachments 34

4.0 Bid Evaluation 35

4.1 Public Opening 35

4.2 Responsive Evaluation 35

4.3 Responsible Evaluation 36

4.4 Restrictions 36

5.0 Contract Award 37

5.1 Contract Award Procedure 37

5.2 Contract Conditions 37

5.3 Contract Award 37

5.4 Licensing and Insurance Requirements 38

5.5 Contracts Service Standards 38

5.6 Prompt Return of Contract Documents 38

Index of Tables 38

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INTRODUCTION

Llegheny County housing Authority (hereinafter, “HA”) is a public entity that was formed in 1937 to provide federally subsidized housing and housing assistance to low-income families, within Allegheny County. The HA is headed by an Executive Director (ED) and is governed by a five-person board of directors and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the HA’s procurement policy.

urrently, the HA owns and/or manages: (a) 20 multi-family apartment complexes totaling 1410 units; (b) 21 senior complexes, totaling 1715 units; (c) 143 single-family homes throughout Allegheny County; and

(d) administrates a total of 5000 Section 8 Housing Choice Vouchers (for a total of 8268 units). The HA currently has approximately 175 employees.

n keeping with its mandate to provide efficient and effective services, the HA is now soliciting bids from qualified, licensed and insured entities to provide the above noted services to the HA. All bids submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety.

IFB INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Guy Phillips.)

Guy Phillips, Purchasing Manager Telephone: (412)402-2435 E-mail: gphillips@achsng.com

HOW TO OBTAIN THE IFB DOCUMENTS ON THE

EPROCUREMENT MARKETPLACE

1. Access ha.internationaleprocurement.com (no “www”).

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the eProcurement Marketplace, please call customer support at (866)526-9266.

PRE-BID CONFERENCE Wednesday, August 12, 2026 @ 10:00 AM

QUESTION SUBMITTAL DEADLINE Wednesday, September 2, 2026 @ 12:00 PM

HOW TO FULLY RESPOND TO THIS IFB BY SUBMITTING

A BID SUBMITTAL

1. As instructed within Section 3.0 of the IFB document, submit 1 copy of your “hard copy” proposal to the Agency Administrative Office.

2. As directed within Section 3.2.1 of the IFB document, submit proposed pricing, where provided for, within the eProcurement Marketplace.

BID SUBMITAL RETURN & DEADLINE Monday, September 14, 2026, at 10:00 AM ET Allegheny County Housing Authority

301 Chartiers Avenue McKees Rocks, PA 15136

Bidders shall submit all proposed pricing through the Agency's eProcurement Marketplace. In addition, the required hard-copy bid documents must be received, time-stamped, and in the possession of the Agency no later than 10:00 AM ET on Monday, September 14, 2026.

The public Bid Opening will commence at 10:30 AM ET on the same date at the above location.

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THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this IFB.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10 days written notice to the Contractor(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the Contractor (s) shall provide the services called for in this IFB.

1.5 Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of

60 days subsequent to the deadline for receiving bids without the written consent of the

Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the bidder entity.

1.7 Right to Reject Any Bid. Reject and not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB.

1.9 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the eProcurement Marketplace and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The eProcurement

Marketplace is the only official and appropriate venue to obtain the IFB documents (and any other information pertaining to this IFB such as addenda). Accordingly, by submitting a response to this IFB the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace. Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the eProcurement Marketplace.

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2.0 SCOPE OF WORK (SOW) / TECHNICAL SPECIFICATIONS (T/S)

The Contractor shall provide all labor, supervision, equipment, materials, transportation, disposal, permits, and incidentals required to perform professional tree services at HUD-assisted properties owned and/or managed by the Housing Authority (HA).

Services include:

• Tree trimming and pruning

• Crown thinning and structural pruning

• Tree removal (DBH-based)

• Emergency storm response

• Stump grinding (if authorized)

• Debris removal and site restoration

2.1 General

The Allegheny County Housing Authority (“ACHA” or “Authority”) is soliciting bids from experienced, qualified, properly licensed, and insured contractors to provide on-call tree maintenance, pruning, removal, stump grinding, root management, and related arboricultural services at various ACHA-owned and managed properties.

All services shall be performed in a professional manner consistent with applicable federal, state, and local laws, HUD requirements, and current industry standards.

All pruning and tree care operations shall conform to the most current editions of:

• ANSI A300 – Tree Care Operations Standards

• ANSI Z133 – Safety Requirements for Arboricultural Operations

• Applicable OSHA regulations

Failure to comply with these standards shall constitute a material breach of contract.

2.2 Definitions of Services

For purposes of pricing and task order execution, the following service definitions apply:

2.2.1 Pruning – General

Selective removal of branches to improve tree health, structure, clearance, and appearance while maintaining species-specific natural form.

2.2.2 Crown Cleaning

Removal of dead, diseased, detached, broken, crossing, and rubbing branches, including sucker growth, to improve structure and safety.

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2.2.3 Crown Raising

Selective removal of lower branches to provide vertical clearance (generally 10 feet minimum unless otherwise directed) for pedestrian and vehicular access. Cuts shall be made at the branch collar to avoid stubbing.

2.2.4 Crown Reduction (Drop-Crotch Pruning)

Reduction of tree height and/or spread by cutting back to a suitable lateral branch in accordance with ANSI A300 standards. No more than one-third (1/3) of the live crown shall be removed in a single pruning cycle unless specifically authorized in writing by

ACHA.

2.2.5 Crown Restoration

Selective pruning of previously topped or storm-damaged trees to re-establish structure in accordance with ANSI A300 standards. Restoration may require multiple pruning cycles over several years.

2.2.6 Minimal Structural Limb Removal

Removal of limited major limbs to address imbalance, excessive weight loading, or clearance conflicts as directed by ACHA.

2.2.7 Roof Clearance Pruning

Removal of branches contacting or overhanging roofs or structures to eliminate structural damage risk.

2.2.8 Tree Removal

Complete removal of a designated tree, including trunk and major branches. Unless otherwise specified, removal excludes stump grinding unless authorized.

2.2.9 Stump Grinding

Mechanical grinding of the stump to a minimum depth of 6” to 8” inches below finished grade, including removal of surface roots within six (6) feet of the stump base.

The resulting cavity shall be backfilled with clean topsoil and compacted to grade.

2.2.10 Root Pruning

Selective pruning of surface roots in accordance with ANSI A300 standards. No more than twenty-five percent (25%) of a tree’s root system shall be removed in a twelve-month period without written approval from ACHA. Contractor shall repair any landscape disturbance resulting from such work.

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2.2.11 DBH (Diameter at Breast Height)

Tree trunk diameter measured at 4.5 feet above grade on the uphill side of the tree.

DBH shall determine unit pricing for removals unless otherwise specified.

For multi-stem trees originating from a single root system, DBH shall be calculated as the sum of the individual stem diameters measured at 4.5 feet.

2.3 Pruning Standards and Limitations

1. Trees shall be pruned to maintain natural form and species characteristics.

2. Flush cuts and stubbing are prohibited.

3. Wound dressing or tree paint shall not be applied unless specifically directed in writing by

ACHA or required for disease control consistent with ANSI A300.

4. Care shall be taken to prevent bark tearing and trunk damage.

5. Under-clearance pruning for pedestrian and vehicular safety shall be performed as directed.

6. Pruning Classifications

A. Light Prune

• Deadwood removal

• Minor clearance pruning

• Crossing branch removal

Up to 10% live crown removal

B. Moderate Prune

• Crown thinning

• Structural limb removal

• Clearance from structures

• 15–25% live crown removal

C. Heavy Prune

• Crown reduction

• Large scaffold limb removal

• Structural correction

• 25–40% live crown removal (maximum)

Removal exceeding 40% requires written authorization

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2.4 Tree Removal Requirements

1. Contractor shall remove only trees specifically authorized in writing.

2. Removal shall include complete debris removal from site.

3. In inaccessible areas where grinding is not feasible, stumps may be cut flush or not more than six (6) inches above grade as directed.

4. Wood chips and debris shall be removed from ACHA property unless otherwise directed.

5. DBH-BASED TREE REMOVAL

DBH measured at 4.5 feet above grade.

DBH Classification

0–12” Small

13–24” Medium

25–36” Large

37–48” Extra Large

49"+ Specialty

Unit pricing shall include cutting, lowering, hauling, and cleanup.

2.5 Measurement and Pricing

1. All tree removals shall be priced on a DBH unit basis.

2. Stump grinding shall be priced per diameter inch measured at the widest point three (3) inches above grade.

3. Measurements shall be verified in the presence of an ACHA representative prior to work commencement. If the measurement is disputed between the parties the ISA Arborist measurement is final.

4. Unit prices submitted in the Bid Form shall remain firm for the duration of the contract.

5. “DBH-based unit pricing and pruning unit pricing shall be fully inclusive of labor, equipment, fuel, mobilization, and disposal. When a tree is compensated under unit pricing, no additional hourly labor or equipment charges shall apply. Hourly labor and equipment rates shall be used only when specifically authorized in writing by the Owner.”

6. DBH Unit Pricing = Primary Method (Routine Work)

Section A (DBH Removal), Section B (Pruning) and Section C (Stump Grinding) should be:

• Fully burdened

• Inclusive of labor + equipment + disposal

• Used for scheduled, non-emergency work

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That means:

No separate hourly labor or equipment billing for trees priced by DBH.

7. Hourly + Equipment Rates = Secondary / Exception Use Only Sections D should remain in the fee proposal, but the IFB must clearly state they are used only for:

• Emergency storm response

• Unusual site constraints

• Time-and-materials work not suitable for DBH pricing

• Change orders

• Standby time

8. Instructions to Bidders - Submission of Pricing Forms

Bidders shall complete and submit both the Electronic Pricing Schedule and the Supplemental Unit Rate Schedule.

The Electronic Pricing Schedule shall be entered into the eProcurement system and shall be used for bid tabulation and determination of the lowest responsive and responsible bidder.

The Supplemental Unit Rate Schedule shall be completed and uploaded with the bidder's proposal documents. Pricing submitted on the Supplemental Unit Rate Schedule is required and shall become part of the resulting contract; however, such pricing shall not be included in the electronic bid calculation, bid tabulation, or award determination.

Failure to submit either pricing schedule may result in the bid being deemed non-responsive.

2.6 Contractor Responsibilities

The Contractor shall:

1. Provide all labor, supervision, equipment, tools, vehicles, rigging, traffic control devices, and materials necessary.

2. Remove debris daily and leave site in safe, clean condition.

3. Respond to emergency calls within two (2) hours by phone and be on-site within four (4) hours unless otherwise approved. Failure to meet emergency response times may result in reassignment of work or removal from the contractor pool.

4. Provide appropriate traffic and pedestrian control in compliance with MUTCD where applicable.

5. Coordinate with utility companies when working near energized conductors. Work within minimum approach distances shall only be performed by qualified personnel.

6. Ensure safety of residents, staff, and public at all times.

7. Repair any damage caused by Contractor operations at no cost to ACHA.

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8. Contractor must call PA One Call (811) before excavation or stump grinding.

9. Correct deficient work within three (3) business days or as otherwise approved.

10. Comply with all environmental regulations regarding debris disposal.

11. Perform no work without written authorization but emergency work may proceed upon verbal authorization, followed by written confirmation.

2.7 Contractor Qualifications

Bidders must:

1. Have a minimum of three (3) years documented experience in commercial tree services.

2. Demonstrate adequate personnel, equipment, and financial capacity.

3. Employ or retain an ISA Certified Arborist (preferred).

4. Possess required Pennsylvania pesticide licenses (if chemical applications are proposed).

5. Provide documentation of safety training consistent with OSHA and ANSI Z133.

6. Demonstrate satisfactory past performance and regulatory compliance history.

ACHA reserves the right to investigate bidder responsibility pursuant to 2 CFR §200.318 and

HUD procurement standards.

2.8 EMERGENCY RESPONSE

• Life/safety hazard: 2-hour response

• Urgent non-life safety: 24-hour response

Emergency work compensated at contract rates. Base hourly rates apply with a 4-hour minimum per dispatch, with overtime/after-hours rates specified.

2.9 Current Contractor: BeaverJack Tree Service, 2418 Freeport Rd., Natrona Heights, PA 15065

2.10 BASIS OF AWARD: The Total Evaluated Bid shall be used to establish the ranking of responsive and responsible bidders. The Agency reserves the right to award a contract to a single bidder or to establish a pool of qualified contractors in accordance with Section 2.11. The Total Evaluated

Bid shall be calculated using the estimated quantities and unit prices contained in the Electronic

Pricing Schedule (Sections A through D – Total Bid Summary). Pricing submitted on the

Supplemental Unit Rate Schedule shall not be included in the electronic bid calculation, bid tabulation, evaluation, or award determination.

Bidders shall complete and submit both the Electronic Pricing Schedule and the Supplemental

Unit Rate Schedule.

The Electronic Pricing Schedule shall be entered into the eProcurement system and shall be used for bid tabulation and establishment of the ranking of responsive and responsible bidders

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The Supplemental Unit Rate Schedule shall be completed and uploaded with the bidder's proposal documents. Pricing submitted on the Supplemental Unit Rate Schedule is required and shall become part of the resulting contract; however, such pricing shall not be included in the electronic bid calculation, bid tabulation, or award determination.

In the event of a discrepancy between pricing entered into the eProcurement system and pricing shown on any uploaded pricing document, the pricing entered into the eProcurement system shall govern for purposes of bid evaluation and award.

Failure to submit either pricing schedule may result in the bid being deemed non-responsive.

The HA may:

• Reject any or all bids

• Waive minor informalities

• Cancel the solicitation

• Award in the best interest of the HA

The quantities shown in the Electronic Pricing Schedule are estimates provided solely for bid evaluation purposes. Actual quantities may increase, decrease, or be eliminated during the contract term. No guarantee is made regarding the amount of work to be assigned. Payment shall be based upon actual quantities authorized and satisfactorily completed.

2.11 Method and Procedure to Award (Task Order). NOTE: If the Agency does not choose to, as described following, form a “Pool” of contractors, the requirements within the following shall also apply to single contractor that the Agency may choose to do business with pursuant to a

Requirements Contract award (i.e., “Requirements,” meaning, complete award to one contractor only).

2.11.1 Method to Award. Bidders shall be ranked from lowest to highest based upon the Total

Evaluated Bid calculated in accordance with Section 2.10. The Agency reserves the right to award contracts to one or more responsive and responsible bidders and establish a pool of qualified contractors. The ranking established from the Total Evaluated Bid shall be utilized for assignment of work as described herein. The Agency will retain the right to contract with any of the bidders as a result of this IFB. Though the Agency reserves the right to contract with one contractor only, the Agency also reserves the right to contract with multiple firms in the following detailed manner (this is sometimes called “forming a pool” of contractors that the Agency may draw from):

2.11.1.1 As detailed within the following Section 3.3 herein (most specifically, Section

3.3.2.4), Each responsive and responsible bidder shall be ranked based upon the Total Evaluated Bid calculated in accordance with Section 2.10.

2.11.1.2 When the Agency has need of work in each service area, the Agency staff assigned will contact the 1st-ranked Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable

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2.11.2 Procedure to Award. Once an available Contractor has been chosen (as detailed within the preceding Section 3.3 herein), the Contractor and the Agency representative may meet at the applicable unit or site, conduct the inspection, and mutually determine the extent of the required work and arrive at an agreed-upon cost, which shall be calculated as detailed on the contractor’s estimate Form and forwarded to the Agency representative for the purpose of getting a Purchase Order.

2.11.2.1 Services. Each bidder shall submit all required unit prices through the

Electronic Pricing Schedule and all required emergency, oversized tree removal, and time-and-material rates through the Supplemental Unit Rate Schedule. The

Supplemental Unit Rate Schedule shall become part of the resulting contract and may be used by the Agency for emergency services, additional work, unforeseen conditions, or other authorized services not included within the

Total Evaluated Bid.

The Supplemental Unit Rate Schedule shall not be used in establishing bidder rankings or determining award but shall remain binding contract rates for the duration of the contract and any approved renewal periods.

3.0 SECTION III - BID FORMAT.

3.1 Two-step Bidding Process.

• The Agency shall utilize a two-step bidding process.

• All bidders shall initially submit the documentation and information detailed in Step #1 below.

• Following bid opening, the Agency anticipates notifying the apparent low bidder(s) to submit, within ten (10) calendar days of written notification, the documentation detailed in Step #2.

• Within ten (10) business days after notification by the Agency, the apparent low bidder shall submit the documentation listed below. These materials will be used by the Agency to determine whether the bidder is responsible and capable of performing the contract, in accordance with HUD procurement requirements and 2

CFR 200.206 (Federal Awarding Agency Review of Risk Posed by Applicants).

• Failure to provide the requested documentation within the required time period may result in the bidder being determined non-responsible, and the Agency may proceed to the next lowest responsive bidder.

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• Nothing herein shall obligate the Agency to request Step #2 documentation from any bidder if the Agency determines that the bid is non-responsive.

3.1.1 Tabbed Bid Submittal.

The Agency intends to award pursuant to a Low Bid basis and may establish a

Contractor Pool. In addition to price, the Agency shall consider responsiveness and responsibility in accordance with HUD procurement requirements.

To facilitate proper evaluation:

• All bids must strictly follow the tab sequence below.

• Each category shall be separated by clearly marked index dividers.

• Tabs shall extend beyond the page edge for easy identification.

• Tabs shall be labeled exactly as referenced herein.

• Tabs shall not be removed, even if no information is submitted.

• Proposed services shall not conflict with this IFB or any issued addendum.

The Agency reserves the right to:

• Request clarifications,

• Waive minor informalities,

• Reject any bid determined non-responsive,

• Reject any bidder determined non-responsible,

• The Agency reserves the right to request additional documentation or clarification if necessary to complete its responsibility determination.

[Table No. 3]

(1)

IFB

Section

(2) Tab No.

(3)

Description

3.1.1. Step #1: Initial documentation/information to be submitted unfolded within a sealed envelope by all bidders prior to the posted bid submittal deadline.

3.1.1.1 1 Form of Bid. This Form is attached hereto as Attachment “A” to this IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

3.1.1.2 2 Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment “B” to this IFB document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the initial bid submittal.

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3.1.1.3 3 Pricing Submission Requirements The Base Bid pricing and all evaluated fees shall be submitted by the Bidder through the eProcurement Marketplace only. Bidders shall not submit, enter, or reference any Base Bid pricing, evaluated fees, or total contract costs within the three (3)-tab hard-copy bid submission required under Section 3.0. Failure to comply with this requirement may result in the Bidder being deemed non-responsive and rejected at the Agency's sole discretion.

Notwithstanding the foregoing, the Supplemental Unit Rate Schedule identified in this solicitation as Attachment "Q" shall be completed and included within the hard-copy bid submission under Tab 3. The rates provided on the Supplemental Unit Rate Schedule are required bid submissions and shall remain firm for the duration of the Contract, including any approved renewal periods. These rates constitute non-evaluated pricing and shall not be submitted through the eProcurement Marketplace, included in the electronic bid tabulation, or considered in determining the lowest responsive and responsible bidder for award purposes.

3.1.2 Step #2: Documentation/information to be submitted, within 10 days, unless otherwise extended by the Agency, only by the apparent low bidder(s) when directed to do so by the Agency.

3.1.2.1 1 Proposed Services.

• Submit a description explaining how the bidder intends to fulfill the requirements of Section 2.0 – Scope of Work.

• Include the Bidder Certification of Proposed Services (Attachment D)

• and the Bidder Certification of Equipment & Personnel Capacity (Attachment F).

• Provide a brief equipment list showing major equipment available for the work, e.g.:

• Bucket trucks

• Chipper trucks

• Stump grinders

• Chainsaws

• Aerial lifts

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3.1.2.2 2 Managerial Capacity. The bidder entity must submit under this tab a concise description of its managerial capacity to deliver the proposed services as it relates to the following requirements.

• Attachment C – Profile of Firm (fully completed)

• Brief company biography including:

• Year firm established

• Year firm established in Pennsylvania

• Former name (if applicable)

• Parent company (if applicable)

• Resumes or bios of:

• Company principals / partners

• Project manager / supervisors for this contract

• Attachment E – Managerial Capacity Certification

3.1.2.3 3 Financial Viability: The bidder entity must submit under this tab a concise description of its financial capacity to deliver the proposed services.

• Attachment H – Bidder Certification of Financial Capacity

• Optional supporting documentation:

• Bank reference letter (balances not required)

• CPA letter certifying financial stability

• Letter of credit or statement of available credit

• Bonding company letter (if bonds required)

• Recent financial statements (audited or unaudited)

• Certification statement signed by an authorized officer affirming financial capacity

3.1.2.4 4 Bidders Qualification & Experience: Demonstrate experience performing similar Tree trimming and Removal Services, Submit:

3.1.2.4.1 • Bidder’s Qualifications Certification Attachment G – Bidder Qualifications Certification

Submit at least three (3) professional references for similar work performed within the past three years, preferably for other Housing Authorities or government agencies. Include:

• Client name / business

• Contact name and title

• Address

• Telephone number and email

• Description and scope of services

• Dates services were provided

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3.1.2.4.2 Licenses and Professional Certifications:

The bidder shall provide copies of all applicable licenses and professional certifications required to perform the services described in this IFB.

Documentation may include, but is not limited to:

• Pennsylvania Home Improvement Contractor Registration (if applicable)

• ISA Certified Arborist certification (preferred) but not required

• Commercial Driver’s License (CDL) for equipment operators, if required

• Pesticide applicator license (if applicable)

• Any municipal, county, or state licenses required for tree trimming or removal services

3.1.2.5 5 Section 3 Business Preference Documentation . For any bidder claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form and the Section 3 Plan attached hereto as Attachment “I” and any documentation required by that form.

3.1.2.5.1 Supplier Diversity – Any certifications that will support the bidder’s status as a Minority Business Enterprise (MBE), Veteran-Owned, or Woman Business Enterprise (WBE).

3.1.2.6 6 Equal Employment Opportunity/Supplier Diversity. The bidder shall submit under this tab a copy of its Equal Opportunity Employment Policy.

3.1.2.7 7 Subcontractor/Joint Venture Information (Optional Item).

• Identify any subcontractors performing 10% or more of the work or any joint venture partners.

• Provide the same information requested in prior tabs for these entities as applicable.

3.1.2.8 8 Other Information (Optional Item).

• Any additional information the bidder believes is relevant to assist the Agency in evaluation.

3.1.2.9 Insurance Certificates.

• The apparent successful bidder shall direct its insurance broker or carrier to deliver the required insurance certificates directly to the Agency (email preferred).

• Certificates must demonstrate compliance with Sections 5.4.1 – 5.4.4, including:

• Workers’ Compensation

• Commercial General Liability

• Automobile Liability

• The Agency must be listed as Additional Insured.

• Certificates shall be sent directly by the insurance carrier or broker, not the bidder.

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3.1.2.10 Optional Tabs.

• If no information is to be placed under any optional tabs, include a statement such as:

“NO INFORMATION IS BEING PLACED UNDER THIS TAB” or “THIS TAB LEFT

INTENTIONALLY BLANK.”

• Do not eliminate tabs.

3.1.2.11 Bid Submittal Binding Method.

Bids should be bound in a manner that allows the Agency to remove or copy pages if needed (spiral, 3-ring binder, etc.) and return the bid to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 Proposed Fees

The proposed fees shall be submitted by the bidder and received by the Agency strictly in accordance with Section 3.1.1.3,

• The Fee Proposal must be fully completed by an authorized representative of the bidder.

• Fees shall be firm and fixed for the duration of the contract unless otherwise specified in the IFB.

• Failure to submit the Fee Proposal in the required form or by the stated deadline shall render the bid non-responsive.

• Any alterations, conditional pricing, or deviations from the required format may, at the Agency’s sole discretion, result in rejection of the bid.

• Submission of the Fee Proposal constitutes a representation that the bidder:

1. Has carefully reviewed the IFB and understands all requirements.

2. Will perform all work at the proposed rates if awarded the contract.

3. Accepts all terms, including liquidated damages, emergency response requirements, and optional value-added services conditions.

3.2.2 Pricing Items. Unless otherwise stated herein, the proposed fees for the service described in this IFB are all-inclusive of all related costs that the

Contractor will incur to provide the noted services, including, but not limited to: employee wages and benefits; clerical support; overhead; profit;

licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; travel expenses; document copying not specifically agreed to by the Agency; etc.

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Labor rates provided elsewhere in the fee proposal shall apply only to additional services outside the routine scope, and such work must be authorized by the Agency prior to performance.

In the event of a discrepancy between the pricing entered into the eProcurement system and the pricing shown on the Supplemental Unit Rate Schedule, the pricing entered into the eProcurement system shall govern for purposes of award determination. The Supplemental Unit Rate Schedule shall govern pricing for non-evaluated contract items after contract award.

Estimated quantities are provided for bid evaluation purposes only and may increase or decrease during the contract term. Payment will be based on the actual number of devices inspected.

3.2.3 Emergency Response and Supplemental Unit Rates

The Emergency / Time & Materials rates contained in the Supplemental Unit

Rate Schedule shall be utilized only when specifically authorized by the

Agency for emergency response services, storm damage remediation, oversized tree removals, unforeseen conditions, or other work not included within the Electronic Pricing Schedule.

The Agency reserves the right to determine whether emergency conditions exist and whether work shall be compensated using the Supplemental Unit

Rate Schedule.

Submission of the Supplemental Unit Rate Schedule does not guarantee any minimum quantity of emergency work. The Agency reserves the right to obtain quotations or procure emergency services from other contractors when determined to be in the best interest of the Agency, consistent with applicable procurement requirements.

All emergency work shall require authorization by the Agency's authorized representative prior to commencement, except where immediate action is necessary to eliminate an imminent threat to life, safety, or property, in which case the Contractor shall notify the Agency as soon as reasonably practicable.

Operator labor shall be billed separately from equipment rates unless otherwise specifically authorized by the Agency.

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TREE SERVICES FEE PROPOSAL – Electronic Pricing Schedule, Section A thru C is required to be entered into the eProcurement system and shall be used for bid tabulation and determination of the lowest responsive and responsible bidder.

3-Site Residential Portfolio – Allegheny County, PA (2026)

Approximate Inventory: 160 Trees Table 4

SECTION A – DBH TREE REMOVAL (Unit Pricing – Includes Labor & Equipment)

Unit price shall include all labor, equipment, rigging, traffic control, hauling, disposal, insurance, overhead and profit. Stump grinding is excluded (see Section B).

Item DBH Class Estimated Qty Unit Price (Bidder to Fill) Extended Total

A1 0–12” 3 $_______ $_______

A2 13–24” 6 $_______ $_______

A3 25–36” 4 $_______ $_______

A4 37–48” 2 $_______ $_______

A5 49” + As Needed

Notes:

• Only A1–A4 are included in the base planned total.

• Item A5 shall be excluded from bid evaluation and Total Evaluated Bid calculation and shall be used only for unit pricing during contract performance when authorized by the Agency

• If A5 work occurs, it is billed as extra / extraordinary removal, similar to emergency work.

SECTION B – PRUNING (Unit Pricing – Fully Inclusive)

Includes climbing/bucket work, thinning, clearance, shaping, debris removal, and disposal.

0–12” DBH

Item Intensity Est. Qty Unit Price Extended

B1 Light 22 $_______ $_______

B2 Moderate 11 $_______ $_______

B3 Heavy 4 $_______ $_______

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13–24” DBH

Item Intensity Est. Qty Unit Price Extended

B4 Light 35 $_______ $_______

B5 Moderate 17 $_______ $_______

B6 Heavy 6 $_______ $_______

25–36” DBH

Item Intensity Est. Qty Unit Price Extended

B7 Light 22 $_______ $_______

B8 Moderate 11 $_______ $_______

B9 Heavy 3 $_______ $_______

37” + DBH

Item Intensity Est. Qty Unit Price Extended

B10 Light 8 $_______ $_______

B11 Moderate 4 $_______ $_______

B12 Heavy 2 $_______ $_______

SECTION C – STUMP GRINDING (Separate Unit Pricing)

Includes grinding 8–12” below grade, backfill with grindings, site restoration.

Item Stump Diameter Est. Qty Unit Price Extended

C1 0–24” 6 $_______ $_______

C2 25–36” 5 $_______ $_______

C3 37–48” 3 $_______ $_______

C4 49” + 1 $_______ $_______

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SECTION D – TOTAL BID SUMMARY

Category Extended Total

Section A – Removal $_______

Section B – Pruning $_______

Section C – Stump Grinding $_______

Total Planned Work $_______

Emergency work (Section E) is billed as incurred and not included in base bid total.

SECTION E – EMERGENCY / TIME & MATERIALS (Storm Response Only) Supplemental Unit Rate

Schedule shall be completed and uploaded with the bidder’s proposal documents. Pricing submitted on the Supplemental Unit Rate Schedule is required and shall become part of the resulting contract;

however, such pricing shall not be included in the electronic bid calculations, bid tabulations, or award determination.

SUPPLEMENTAL UNIT RATE SCHEDULE (NON-EVALUATED PRICING)

The rates provided on this form are required bid submissions and shall remain firm for the duration of the contract and any approved renewal periods. These rates shall not be included in the electronic bid tabulation or evaluation for award purposes.

The Authority reserves the right to utilize these rates for emergency response work, oversized tree removals, additional services, and other work not included within the Total Planned Work Price.

Rates submitted below shall remain firm for the duration of the contract and any approved renewal periods unless adjusted in accordance with Section 3.3.3.

Applies only to declared emergency events or work outside defined unit pricing.

Operator labor shall NOT be included in equipment rates.

Labor Rates

Item Classification Hourly Rate OT Rate Weekend/Holiday Rate

D1 Foreman $_______ $_______ $_______

D2 Climber / Trimmer $_______ $_______ $_______

D3 Ground Technician $_______ $_______ $_______

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Equipment Rates (Operator Excluded)

Item Equipment Hourly Rate

D4 Bucket Truck $_______

D5 Chipper $_______

D6 Skid Steer / Loader $_______

D7 Crane (if required) $_______

D8 Stump Grinder $_______

3.3 Additional Information Pertaining to the above Pricing Items.

3.3.1 Quantities.

• All quantities listed by the Agency in this IFB and the corresponding Fee proposal are for calculation purposes only.

• The Agency does not guarantee a minimum or maximum amount of work under any award resulting from this IFB.

• The anticipated contract type is a Requirements Contract, where the Agency will retain one contractor to fulfill service requests on a purchase order basis.

3.3.1.1 Exception to 3.3.1.

• The Agency may, at any time during the contract period, award work to more than one contractor if deemed in the Agency’s best interest.

• If multiple awards occur, the contract type becomes an Indefinite Quantities Contract (IQC).

3.3.1.1.1 Guaranteed Contract Minimum (GCMA) &

Amount and Not-to-exceed Maximum Amount

(NMCA)

Type Annual Amount

GCMA (Guaranteed Contract Minimum Amount) $1,500

NMCA (Not-to-Exceed Maximum Contract Amount) $150,000

3.3.2.1.2 Exceptions Pertaining to the GCMA.

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1. The GCMA does not apply to any contractor that rejects five or more requests for work during the contract period.

2. Final 3-Month Exception:

• If a contractor has not received enough work to meet $1,500 of the GCMA during the last three months of the contract:

• The Agency reserves the right, in limited circumstances, to make direct assignments to ensure minimum contract utilization levels are reasonably achieved, consistent with applicable procurement regulations and contract terms. (per Section 3.12) and assign work directly to the contractor to reach the $1,500 GCMA.

• Once the GCMA is met, the normal award process resumes.

3.3.2 Entry of Fees

• Bidders must submit a bid for every Pricing Item listed in the Fee proposal.

• Failure to submit a bid for any item will result in rejection of the bidder.

3.3.2.1 Warning! Realistic Proposed Cost for the Pricing Items.

• Bidders must submit realistic and reasonable fees for each Pricing Item.

• Example: If a bidder enters $1.00 per hour, that is what the Agency will pay for all work performed.

• The Agency reserves the right to require a cash bond of $5,000 at contract execution if a bid is considered unreasonably low.

3.3.2.2 No Fee Negotiation

• Proposed fees are final.

• The Agency will not negotiate unit costs or fees after the bid submission deadline.

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3.3.2.3 Review the Entry of Proposed Fees.

• Bidders are strongly encouraged to review all proposed fees entered in the Fee proposal within the eProcurement Marketplace.

• Ensure all entries are accurate and as intended.

• The Agency will evaluate bids based solely on submitted entries. Bidders are solely responsible for accuracy of all pricing submitted..

• The Agency will use the submitted entries, whether correct or incorrect, to determine placement in the contractor pool (per Section 2.11).

3.3.2.4 Determination of Total Evaluated Bid and Ranking.

• Multiply each proposed unit cost by the corresponding listed quantity. Sum all line items to determine Total Evaluated Bid and establish ranking for placement in the contractor pool.

3.3.2.5 Supplies/Materials.

• Bidders must enter a percentage over cost for this item:

Desired Pricing Bid Entry Example

At cost 1.00

30% over cost 1.30

• The proposed fee includes all costs for picking up supplies/materials and delivering them to the work site (F.O.B. Agency site).

Agency Rights Regarding Supplies/Materials:

1. Direct provision: The Agency may require the Contractor to obtain supplies directly from the Agency.

2. Third-party procurement: The Agency may procure supplies from a supplier of its choosing for the Contractor.

3. Fair market pricing: The Contractor must procure supplies at a fair and reasonable market rate. The Agency may refuse reimbursement for costs deemed unfair or unreasonable, based on comparison with similar items.

Nothing in this section guarantees reimbursement beyond approved purchase orders or authorized work orders.

Note: The rules in Section 3.3.3 (labor escalation) do not apply to supply/materials rates. The proposed percentage over cost remains fixed throughout the contract period(s).

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3.3.2.6 Placement in the Pool.

• The Agency reserves the right not to place a bidder in the contractor pool if pricing materially deviates from market conditions or is determined to be unbalanced or non-competitive based on the Total Evaluated Bid and comparison to other bids received .

• Examples of potentially unreasonable proposals:

• Proposed hourly rate far above market (e.g., $150/hr. when $80/hr. is reasonable)

• Proposed hourly rate far below market (e.g., $1/hr.)

The Agency makes sole discretion determinations regarding reasonableness.

3.3.3 Potential Escalation of Labor Rates.

• At the discretion of the Contracting Officer (CO), labor rates may be escalated at the end of each contract period (and extensions) At the discretion of the Contracting Officer, labor rates included within the Supplemental Unit Rate Schedule may be adjusted at the time of contract renewal based upon documented increases in applicable Pennsylvania Prevailing Wage Rates, HUD Maintenance Wage Rate Determinations, Davis-Bacon Wage Determinations, or other verifiable labor cost increases approved by the Agency

• Example:

• If prevailing wage rates increase 5%, submitted labor rates may be increased 5%.

• Each subsequent contract period uses the end-date of the previous period as the baseline.

• The CO has sole discretion to approve any escalation.

3.3.3.1 Notification of Desired Escalation.

• The Contractor must submit a written request for labor rate escalation to the Contracting Officer (CO).

• The request must be received at least 60 days prior to the end of the current contract period.

• Escalations may occur no more than once per 12-month period, unless the CO provides express written consent.

3.3.3.2 Right to Reject/Contractor Termination.

• The Agency reserves the right to reject any request for labor rate increases if deemed not in the Agency’s best interest.

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• If the Agency denies a requested rate adjustment, the

Contractor may elect not to renew the contract at the expiration of the current contract term by providing written notice in accordance with the contract requirements.

• The procedure for handling escalation requests is as follows:

Step 1 – Submit Request

• The Contractor submits a written request with all required documentation to the CO within the 60-day notice period (see Section 3.3.3.1).

Step 2 – Agency Response

• The Agency reviews the request and provides a written approval or rejection within 10 days of receipt.

Step 3 – Contractor Termination Option

• If the request is rejected and the Contractor chooses to terminate:

• The Contractor must submit a written notice to the CO within 10 days of the rejection.

• Services will cease 120 days from the date of the notice, unless the Agency provides a shorter notice in writing.

Step 4 – Agency Transition

• The Agency will arrange to replace the Contractor (e.g., via another contractor or in-house services).

• If replacement arrangements are completed before the 120-day period, the Agency may issue a 10-day written notice to cease services early.

3.3.4 Overtime

• Pursuant to the Contract Work Hours and Safety Standards Act:

• Overtime rate = 1.5 × listed hourly rates for hours exceeding 40 per week. Overtime rates shall apply only when specifically authorized in writing by the Agency prior to performance of the work

• Regular time is defined as Monday–Friday, 8:00 AM – 4:30 PM, excluding holidays.

3.3.4.1 Contractor-Initiated After-Hours Work

• The Agency will not pay overtime for work the Contractor chooses to perform outside regular hours, such as:

• Due to insufficient staffing

• Work that could have been performed during regular hours

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Exceptions:

• Overtime will apply if after-hours work is required due to:

• A non-normal Agency action

• An Act of God

• All overtime must be pre-approved in writing by the Agency.

3.3.5 HUD Maintenance Wage Rates Decision (MWRD).

• See Attachment “P” for applicable wage rates.

• For non-construction maintenance work (not covered by Davis-Bacon), Contractors must not pay employees less than the HUD MWRD rates.

• By submitting a bid, the bidder certifies compliance with Attachment “P”.

Payroll Requirements:

• Certified payroll submission is not required (per HUD Procurement

Handbook 7460.8 REV 3, Section 10.10.E).

• However, payroll records must be made available to the Agency or HUD upon request.

• The Contractor shall be solely responsible for compliance with all applicable wage determinations, labor standards, penalties, assessments, back wages, interest, and associated legal costs resulting from noncompliance.

• Penalties

• Court costs

• Back wages owed

3.3.6 Davis-Bacon and Prevailing Wage Requirements

If any task order issued under this contract is determined by the Agency to be subject to the Davis-Bacon Act, HUD labor standards, Pennsylvania Prevailing

Wage Act, or any other applicable wage determination requirement, the

Contractor shall comply with all applicable wage rates, fringe benefit requirements, payroll reporting requirements, and labor standards provisions associated with that task order.

The Contractor shall be solely responsible for ensuring compliance with all applicable wage determinations and labor standards requirements and for payment of all wages, fringe benefits, payroll taxes, assessments, penalties, interest, back wages, and other costs arising from such compliance.

When a task order is subject to Davis-Bacon or Pennsylvania Prevailing Wage requirements and the applicable wage determination exceeds the labor rates included in the Contractor's bid pricing, the Contractor may submit a written request for an equitable adjustment to the task order price. Any such request must be supported by payroll records, wage determinations, fringe benefit calculations, and other documentation reasonably requested by the Agency.

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The Agency may, in its sole discretion, approve an equitable adjustment to the affected task order for documented increases in direct labor costs attributable solely to the applicable wage determination. Approval of an adjustment for one task order shall not modify the contract unit prices, labor rates, emergency rates, or any other pricing applicable to future task orders.

Any approved adjustment shall apply only to the specific task order for which the wage determination is required and shall not constitute a basis for modifying the Contractor's pricing for the remainder of the contract term.

3.3.7 Prior Agency Approval Required.

• The Contractor shall not perform any additional work without prior written authorization from the Agency’s authorized representative.

• Any work performed without prior written approval will be at the Contractor’s sole risk.

• The Agency will have no obligation to pay for unauthorized work.

3.3.8 No Deposit/No Retainer.

• The Agency will not pay any deposit or retainer fees as a result of the contract award.

• Under limited circumstances, the Agency may consider a reasonable and justified mobilization payment, subject to approval. Any approved mobilization payment shall be supported by documentation and may require a payment bond, performance bond, retainage, or other security deemed appropriate by the Agency.

• The Contractor must submit detailed backup documentation for all hours worked.

• Time entries must be recorded in increments of no greater than 15 minutes.

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3.4 Bid Submission.

• All pricing must be…