1-Tree Pruning RFP 2026.pdf

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Herriman City 5355 W Herriman Main Street

Herriman, UT 84096

801-446-5323

Request for Proposals

Herriman City Tree Maintenance and Emergency Response Due Date: May 7, 2026 at [3:00 PM MDT]

1. Introduction. Herriman City (the “City”) is requesting proposals (“Proposals”) from qualified companies (“Proposers”) to provide general Tree Maintenance, Removal and Emergency

Response services for the City (the “Services”).

1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request.

2. Background and Detailed Description of Services. The City is requesting Proposals to provide Tree Maintenance, Removal, and Emergency Response services for the City. These services will include but not limited to pruning and or removal of street trees, trees within city owned parks and open space, and on-call/emergency response due to accidents, extreme weather or acts of God. A more detailed description of the Services is attached as exhibit “A.”

3. Proposal Requirements. To be considered, interested firms must include the following in their proposal (maximum of 8 pages, not including introductory letter, cost, or Certification).

3.1. Introductory Letter. An introductory letter (not included in the page limit) expressing an interest in providing the Services should be included, together with a signed Certification in the form of exhibit “B” attached hereto. The introductory letter should be addressed to:

Justun Edwards, Director of Public Works

HERRIMAN CITY

5355 W Herriman Main Street

Herriman, UT 84096

Include an e-mail address for the primary contact of the Proposer.

3.2. Organizations Experience and Qualifications. Describe in sufficient detail the

Proposer’s general experience in providing similar services. Include experience with governmental entities where the Proposer provided similar contracted

Services. Outline minimum education, training, and certifications for those performing the services.

Request for Proposals- Herriman City Tree Maintenance and Emergency Response

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3.3. Scope. Describe, in sufficient detail, the Proposer’s understanding of the proposed project, services that will be provided, and any additional services proposed to be provided and the cost of such additional services, if any. See minimum scope items provided in Exhibit A.

3.4. Cost. Detail the proposed cost for the Services. Provide a cost for each task identified in Exhibit A. Cost for Services must be submitted using the Bid Schedule provided in Exhibit C in a clearly marked separate file. The Bid Schedule shall be submitted in both PDF and Excel format. The PDF will be used as the official Bid

Schedule.

3.5. Schedule. Describe, in sufficient detail, the Proposer’s ability and availability to perform the Services, including a schedule that outlines individual phases as applicable. The proposed project schedule should list important dates, times and show the ability to meet the proposed timelines. Identify internal methods that will be used for project schedule control.

3.6. References. Include the name, address, and contact person of at least three government agencies with which the Proposer has provided similar type of

Services. The City may contact such references.

4. Submission Requirements. Interested Proposers must submit their proposals by 3:00 pm MDT on May 7, 2026. Late submissions will not be considered. Please submit proposals electronically in PDF format to the Utah Public Procurement Place (Bonfire):

https://utah.bonfirehub.com/prtal/?tab-openOpportunities

5. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by a

Review Panel (See Section 6). The Review Panel will score each category and sum up their sections to create total score out of 100. The average of all reviews will be taken as the final score.

Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows:

Evaluation Criteria Weight

Organizations Experience and Qualifications 25%

Scope 20%

Cost 35%

Schedule 20%

Total 100%

6. Selection. One or more Proposers may be invited to interview. Provided, however, that

Proposals may be accepted without discussion or interview. A Review Panel or individual(s) will be appointed by the City (referred to hereinafter as “Review Panel”). The Review Panel reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each Proposer being interviewed will be notified at least twenty-four (24) hours prior to the interview of the revised criteria. Based on the results of discussions, if any, interviews, if any, https://utah.bonfirehub.com/prtal/?tab-openOpportunities

-3-and proposal scoring, the Proposers will be rated by the Review Panel, and such recommendations will be forwarded to the City Manager or designee. The City Manager or designee will make the final selection. The City may select one or more Proposers to provide the Services.

7. General Information. The City reserves the right to reject any and all Responses. Proposers may meet with the City Staff prior to the submittal deadline to discuss project needs, provided that a Proposal may be recommended for selection regardless of whether a Proposer has, or has not, met with the City prior to the submittal date. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request.

All requests for clarification or additional information regarding this Request must be submitted in writing through the Utah Public Procurement Place via the link in section 4, above. All requests for clarification or additional information must be submitted no later than end of day April 30, 2026. Herriman City will endeavor to respond to such request for clarification or additional information; and if the contact person deems, in his sole and absolute discretion, that such response is of general applicability, the response, if any, will be provided to all Proposers through the Utah

Public Procurement Place. The City anticipates selecting one or more of the responding Proposers, but there is no guaranty that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Records Access and Management Act (UTAH

CODE ANN. § 63G-2-101, et seq.).

All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access and Management Act.

8. Terms of Contract. The successful Proposer will be required to enter into a written agreement with the City to provide the Services. If the selected Proposer and the City Attorneys’ Office are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the City

Manager or designee and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed.

9. Option to Renew. Herriman City reserves the right to renew or extend the agreement, at the

City’s discretion and not to exceed five (5) renewals or extensions, provided that the City gives the Contractor a preliminary written notice of its intent to renew or extend at least 30 days before the agreement expires. The preliminary notice does not commit the City to renewal or extension.

Each renewal or extension will be for one additional year (construction season). Agreement prices for the renewal or extension will be in accordance with article 9.1 below. The right is reserved to increase or decrease the quantity of any item. Estimated quantities are for bidding purposes only and are not to be interpreted as a guarantee to purchase any amount. The Contractor has the right to decline the requested renewal or extension by providing a written document of declination within 30 days of notice by Herriman City of their intent to renew or extend.

9.1. The following procedures will be used for determining agreement price adjustments for agreement renewals or extensions.

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9.1.1. Renewals: Price adjustments for agreement renewals will be based on a negotiation of new agreement rates based on the original Bid Schedule and any noted anticipated changes to agreement quantities, conditions or limitations.

9.1.2. Extensions: Price adjustments for agreement extensions will be based on a maximum of 3% per year increase of the initial agreement prices. Increases exceeding 3% must be justified by the Contractor and approved by the City.

10. Compliance with GDPA. The awarded Contractor acknowledges and agrees to comply with all applicable provisions of the Utah Government Data Privacy Act (GDPA), Utah Code Ann. §

63A-19-101 et seq., as amended, and associated administrative rules, with regard to any personal data processed or accessed as part of the duties under any resulting contract.

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Exhibit “A”

Description Services

These services include but are not limited to pruning and or removal of street trees, trees within city owned parks and open space, and on-call/emergency response due to accidents, extreme weather, acts of God, or hazard mitigation. A more detailed description of the Services is set forth below and should at a minimum include the following.

Description of Tasks:

1. Task 1: Pruning and or Removal of Street Trees (project area): This task is related to the designated project areas identified in the attached map.

1.1. Mobilization: Should include full compensation for preparatory operation, insurance, bonding, permits, etc.

1.2. Traffic Control: Should include all costs to provide traffic and/or pedestrian control for the project. Residential/local roads will require advanced warning signs and temporary traffic control at active work zone. Arterial and collector roads require traffic control plans for all work within the road right of way, where normal traffic patterns may be adjusted. Traffic control permits must be administered through the city.

1.3. Public Notice and Coordination: The city will send one Public Notice to all property owners with properties fronting a road within the project areas several weeks in advance of the project start date. The contractor will be responsible for coordinating with each property owner with properties fronting the road within the project area, where a tree may require pruning or removal. This coordination shall be by way of door hanger

(including detailed project information, dates, times, Project Manager contact information, etc.), a minimum 48 hrs in advance of work occurring.

1.4. Street Tree Pruning: The purpose of this subtask is to prune existing street trees that overhang the street and or sidewalk form impeding vehicular or pedestrian traffic. The trees shall be pruned to a height of ~13’6” (+ or – 6”) above Top Back of Curb (TBC) on the street side, and to ~7’ (+ or – 6”) above any part across the width of the sidewalk.

Leaving the site clean and free of leaves, limbs, sticks, debris, etc. Contractor is responsible for repairing any property damage (landscaping, sprinklers, sidewalk, curb & gutter, etc.) Cost shall include all labor, materials, tools, and equipment to perform the task.

1.5. Street Tree Removal: The purpose of this subtask is to remove a live or dead tree that may be negatively impacting the sidewalk, roadway or private property. The subtask shall include the removal of the entire tree, limbs, trunk and full removal of stump and dressing site to surrounding grade. Leaving the site clean and free of leaves, limbs, sticks, debris, removal of waste material. Contractor is responsible for repairing any property damage (landscaping, sprinklers, sidewalk, curb & gutter, etc.) “Base Cost” shall include all labor, materials, tools, and equipment to perform the task to remove up to and including a 4” caliper tree. Include the increased cost above the “Base Cost” for each caliper range below.

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1.5.1. >4” up to 8”

1.5.2. >8” up to 12”

1.5.3. Greater than 12” shall be a negotiated cost

2. Task 2: Pruning and or Removal of Parks and Open Space Trees: This task is an on-call as needed basis per city request. This task shall include all costs as described below. A one-time mobilization cost should also be provided which will be charged per request, regardless of the number of trees requested to be pruned or removed.

2.1. Mobilization: Should include full compensation for preparatory operation, insurance, bonding, permits, etc.

2.2. Parks & Open Space Tree Pruning: The purpose of this subtask is to prune existing parks and open space trees that impede mower operations or pedestrian traffic. There is also a need to address diseased or damaged limbs and structural concerns. The trees shall be pruned to a height of ~7’ (+ or – 6”) above surrounding grade. Leaving the site clean and free of leaves, limbs, sticks, debris, etc. Contractor is responsible for repairing any property damage (landscaping, sprinklers, sidewalk, curb & gutter, etc.) Cost shall include all labor, materials, tools, equipment, traffic control, and public notice.

2.3. Parks & Open Space Tree Removal: The purpose of this subtask is to remove a live or dead tree. The subtask shall include the removal of the entire tree, limbs, trunk and full removal of stump and dressing site to surrounding grade. Leaving the site clean and free of leaves, limbs, sticks, debris, and removal of waste material Contractor is responsible for repairing any property damage (landscaping, sprinklers, sidewalk, curb & gutter, etc.) “Base Cost” shall include all labor, materials, tools, equipment, traffic control, and public notice to remove up to and including a 4” caliper tree. Include the increased cost above “Base Cost” for each caliper range below.

2.3.1. >4” up to 8”

2.3.2. >8” up to 12”

2.3.3. Greater than 12” shall be a negotiated cost

3. Task 3: On-call/Emergency Response- This task is to provide on-call/emergency response services for the city in the event of an accident, extreme weather event, act of God, or hazard mitigation. Please provide a cost for the response crew, equipment, and vehicles listed below including cost of operator(s). The city may request one or any combination of response crew, equipment and or vehicles as deemed necessary by the city. A one-time mobilization cost should also be provided which will be charged per request, regardless of the duration of the response. The awarded Proposer shall respond to the city verifying ability to respond to request within two (2) hours of initial contact and requested response crew, equipment and or vehicles shall be on site ready to perform work within twenty-four (24) hours of initial contact.

3.1. Mobilization- Should include full compensation for preparatory operation, insurance, bonding, permits, etc.

3.2. Response Crew- Response crew shall include three (3) crew members qualified to perform tree debris and tree removal services. Equipped with appropriate equipment, vehicles, tools and gear to perform the task.

3.3. Aerial Lift Truck- Aerial lift truck with an articulating boom with a working height of

-7-not less than forty (40) feet. Including qualified operator.

3.4. Chipper Dump Truck- Chipper dump truck with a minimum capacity of nine (9) cubic yards. Including qualified operator and disposal of debris and waste material.

3.5. Wood Chipper- Wood chipper with a capacity for 12” diameter limbs.

Project Schedule- Completion date reflects the completion date for Task 1 services only. Tasks 2 and 3 are On-Call/Emergency services and completion dates will be negotiated at time of request for those services.

Final request for clarification April 30, 2026 @ 5:00 PM MDT

Final date for issued addenda May 4, 2026

Proposal due date/time May 7, 2026 @ 3:00 pm MDT

Anticipated Notice of Award May 28, 2026

Anticipated Notice to Proceed July 1, 2025

Completion of Task 1 services August 30, 2026

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Task 1- Project Area Map

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Exhibit “B”

CERTIFICATION

The undersigned Proposer certifies that it has not:

1. Provided an illegal gift or payoff to a City officer or employee or former City officer or employee or his or her relative or business entity;

2. Retained any person to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; or

3. Knowingly influenced and hereby promised that it will not knowingly influence and City officer or an employee or former City officer or employee to break any applicable ethical standard or rules.

The undersigned Proposer certifies that:

1. The Proposal is made in good faith.

2. The Proposal is made in conformity with the specifications and qualifications contained in the Request.

Name of Proposer:___________________________________________________________

Name of Authorized Representative: ____________________________________________

Signature of Authorized Representative: _________________________________________

Address: __________________________________________________________________

City/State/Zip: _____________________________________________________________

Telephone Number: _________________________________________________________

Fax Number: ______________________________________________________________

Web Site Address: __________________________________________________________

Email Address: _____________________________________________________________

Date Signed: _______________________________________________________________

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Exhibit “C”

Bid Schedule

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Bid Schedule - Tree Pruning, Removal & On-Call/Emergency Response

Task 1 Base Bid - Street Tree Pruning & Removal

Task No. Item

Estimated Quantity Unit Unit

Price Total Estimated

Price

1.1 Mobilization 1 LS

1.2 Traffic Control 1 LS

1.3 Public Notice and Coordination 1 LS

1.4 Street Tree Pruning 2000 EA

1.5 Street Tree Removal 12 EA

1.5.1 >4" up to 8" N/A LS

1.5.2 >8" up to 12" N/A LS

1.5.5 Greater than 12" N/A Negotiated

Total Task 1 Base Bid Schedule $ -

Task 2 Bid - Parks & Open Space Pruning & Removal

No. Item

Estimated Quantity Unit Total Estimated

Price

2.1 Mobilization 1 LS

2.2 Tree Pruning 1 EA

2.3 Tree Removal 1 EA

2.3.1 >4" up to 8" N/A LS

2.3.2 >8" up to 12" N/A LS

2.3.5 Greater than 12" N/A Negotiated

Task 3 Bid - On-Call/Emergency Response

No. Item

Estimated Quantity Unit Estimated Unit

Price

3.1 Mobilization 1 LS

3.2 Response Crew 1 HR

3.3 Aerial Lift Truck 1 HR

3.4 Chipper Dump Truck 1 HR

3.5 Wood Chipper 1 HR