18-SOW - ITB No. 2026-028.pdf

TOWN OF PALM BEACH

ITB No. 2026-028 Palm Tree Trimming and Pruning Services

ITB No. 2026-028 Palm Tree Trimming and Pruning Services 1

I.PURPOSE AND INTENT

The Town of Palm Beach, Florida, is hereby requesting sealed bids from qualified bidders to furnish all labor, management, materials, and equipment to provide for Tree Trimming & Pruning Services at various sites throughout the Town of Palm Beach. Tree trimming and pruning services shall be in accordance with the American National Standards Institute (ANSIZ133-2017) and Palm Beach County Landscape Code 500-35, Number Four (4). Any fees or fines resulting from violations due to the performance of the contractor will be the contractor’s sole responsibility. The successful contractor shall provide all necessary materials, labor, management, supervision, trucks, gas, oil, safety equipment and any other materials and equipment necessary to complete the work as specified.

1) Equipment Equipment shall include, but not be limited to the following:

a) Vehicle mounted aerial lift (minimum working height 45 feet). Contractor should have available a minimum of three (3) of this type of truck.

b) Chip truck and chipper. Successful contractor shall have available a minimum of one (1) chip truck and one (1) chipper.

c) All necessary power and hand tools: saws, rakes, shovels, ropes, buckets, blowers, tool cleaning equipment, etc.

2) Scheduling

All work shall be scheduled by the Contract Coordinator. Hours of work shall comply with Town Ordinance Section No. 42-199. Any work performed in the summer between Easter and Thanksgiving will require a one (1) week written advance notice to be published on the Town website. The awarded vendor must follow that published schedule without deviation unless approved by the Contract Coordinator.

ITB No. 2026-028 Palm Tree Trimming and Pruning Services 2

3) Clean Up The Contractor shall perform cleanup at each site in coordination with the trimming work, ensuring that debris removal occurs immediately following trimming so that both tasks are completed within the same timeframe and the site is left in a neat, aesthetically pleasing condition. Disposal in a proper manner shall be the responsibility of the Contractor. Debris can be placed adjacent to the work area or transported to Town owned landscape debris sites as directed by the Contract Coordinator. The contractor must abide by the Town’s Trash Set-Out Schedule while trimming palms. Information on the set-out schedule may be found at Town of Palm Beach website.

4) Leaf Blowers Leaf Blowers shall comply with Town Ordinance Section 42-230 (Lawn Maintenance Equipment Noise) and 42-197 restricting the use of gas-powered blowers.

II. SCOPE OF WORK

1) All palm trees (fronds, foliage, branches, limbs, nuts, inflorescence, boots and dead materials) shall be cut, trimmed and stacked neatly. Work areas (directly under trees) shall be cleaned free of debris (raked and blown). The contractor is expected to limit the number of debris piles wherever possible and no more than one [1] debris pile per six [6] palm trees will be permitted.

All piles must be on the same side of the road. Any deviation from this requirement must be approved by the Town’s contract coordinator. Trimming and cleaning should be performed concurrently. Palms are to be trimmed at the three (3) and nine (9) o’clock positions.

2) The successful contractor may leave trimming piles, neatly stacked, on any street in accordance with the trash pickup schedule with the following noted exceptions: The contractor may leave debris along South Ocean Blvd. (Midtown Beach), North County Road [between Miraflores Drive and Country Club Dr], when scheduled and coordinated for removal. Royal Palm Way [100 block] and S. Lake Drive/Lakeside Park are to be chipped and removed. Worth Ave between South Ocean and Cocoanut Row will be dropped into back of Town truck and removed from site. Should the contractor perform trimming services on the same day as the trash pickup for a given area, or outside the three-day set out schedule, the contractor shall not leave any debris and is expected to remove debris in progress and haul all trimmings and debris to a location within Town limits and designated by the Contract

3) The Town, at its option, may provide 30-yard capacity trucks for the collection of fronds and trimmings. The trucks will be placed immediately adjacent to the palm tree and bucket truck and the successful vendor will drop the trimmings directly into the vehicle. Town staff will transport the debris for disposal. This will eliminate the need for sweeping, stacking and collection at a later time.

4) Palms shall be trimmed utilizing tree trucks with at least a minimum 45 ft. boom. No more than three

(3) trucks shall be used at one site (location/street) without prior approval by the Contract Coordinator.

Climbing of trees utilizing spiked boots shall not be allowed.

5) Approximately 2,800 coconut palms require trimming. A detailed list is attached and shows the general breakdown of the number of trees on each road and other Town locations.

6) “Skipping of palms” shall not be allowed unless specifically authorized by the Contract Coordinator or their representative. All palms must be trimmed on a given street before starting on the next street, with the exception of palm trees that are blocked by a parked vehicle (shall be trimmed at a later time).

The Town will assist with placement of No Parking signs and notifying residents during trimming operations.

ITB No. 2026-028 Palm Tree Trimming and Pruning Services 3

7) Work shall commence no earlier than 6:00 A.M. and must be completed by no later than 6:00 P.M., Monday through Friday. Hours may vary depending on dignitary presence.

8) The successful contractor shall provide sufficient equipment and staff to complete the trimming in the time specified.

a. The awarded contractor is required to have a minimum of nine (9) employees available for this contract. Individual crews are to have three (3) men, minimum, assigned to each single-boom/aerial lift truck.

b. The awarded contractor must own and make available for this contract, at least three (3) ‘bucket’ trucks or aerial-lift trucks with 45-foot boom. In addition, the awarded contractor must own three (3) pieces of equipment with a minimum carrying capacity of 20 cubic yards (each). Include make, model and year of manufacture. Provide evidence of adequate maintenance and storage facilities available relative to completion of the work.

9) The successful contractor shall rinse and/or wash their cutting devices (chainsaw, pole saw, hand snip etc.) after each single tree with a rubbing alcohol, a solution of 1 part bleach to 9 parts water or a 50/50 mix of Pine Sol and water to prevent the spread of biotic and abiotic diseases. This practice shall be performed every time with every tree, Town-wide throughout this entire contract.

Coconut Palm Trees

The twice-annual trimming is to be performed once during the spring (approximately April) and once again during the fall (approximately October). The work must be started and completed within eight [8] consecutive weeks. A list of all equipment available to complete the services of this contract must be included with the bid.

The contractor shall not leave any debris and is expected to remove debris in progress and haul all chipped materials and debris to Skees Landfill during normal hours of operation and coordination between the facility operator and the Contract Coordinator.

Date Palms The Town has several Sylvester date palms in the service areas of the coconuts and would like these trees included in the twice annual trimmings. The same criteria shall apply. Peruvian Avenue 400 block (3).

Foxtail Palms S County Road east and west side between Hammon Avenue and Sunrise Ave. 105(+/-) Foxtails palms along the roadway to be trimmed and materials disposed of. Same criteria of trimming scope shall apply. We request a per tree price for trimming at least once annually. The same criteria shall apply.

Sabal Palms Sunset Avenue 100 block has 45(+/-) Sabal palms on the north and south side of the street. We request a per tree price for trimming anticipated annually. The same criteria shall apply.

Alternate Pricing for Additional Services All hourly equipment rates shall be fully inclusive of the cost of the operator(s) required to operate the equipment.

ITB No. 2026-028 Palm Tree Trimming and Pruning Services 4

III. WORTH AVENUE COMMERCIAL DISTRICT

The Worth Avenue Commercial District is located on a historic and iconic street known for its luxury, elegance, Mediterranean-style architecture, boutique shops, and long-standing cultural significance. It serves as a premier destination for affluent shoppers and visitors worldwide.

1) Contractor’s employees must maintain a clean, professional appearance with visible company identification and only take breaks in designated, non-public areas.

2) Smoking, vaping, and tobacco use are prohibited within 25 feet of entrances or pedestrian zones and allowed only in approved off‑stage areas.

3) Employees must avoid blocking storefronts or pedestrian pathways, refrain from congregating in visible retail areas, and conduct themselves courteously at all times.

4) Work areas must be kept clean and unobstructed, with noise, visual impact, and public interaction minimized to protect the pedestrian‑sensitive Worth Avenue environment.

IV. OTHER

1) Bidders shall provide, with their proposal, a copy of a current license that shows a principal in the firm or an employee is an ISA Certified Arborist. This Certification shall be current at all times during the duration of this contract.

2) Bidder must inspect sites before submitting proposal.

3) The Town of Palm Beach will designate a Contract Coordinator for the Public Works

Department. The Contract Coordinator shall act on behalf of the Town with respect to monitoring contractor performance under this contract. The administration of this contract is vested in the Contract Coordinator.

4) No equipment shall be allowed to remain overnight on rights-of-way, parking stalls, parking lots or public walkways.

5) No equipment shall be cleaned or maintained on rights-of-way, parking stalls, parking lots or public walkways.

6) Any questions regarding this project shall be directed to the Contract Coordinator.

7) The Contractor shall notify the Contract Coordinator in the event of scheduling delays, changes or comments/complaints received from the general public or business owners.

8) The Contract Coordinator shall meet with the contractor to review areas serviced by contractor’s employees.

9) Contractor’s employees shall obtain a photo ID from the Town of Palm Beach Police

Department before beginning any work for the Town.

10) Contractor’s employees shall present a neat, clean, well-groomed appearance and shall conduct themselves in a respectable manner while performing the duties of this bid and while on Town Property.

11) Contractor’s employees shall wear uniforms at all times while on the job. Name of contractor shall be on shirts. Shirts are to be worn at all times while working in the Town of Palm Beach.

ITB No. 2026-028 Palm Tree Trimming and Pruning Services 5

12) A safety vest or shirt, meeting FDOT standards, shall be worn at all times when employee is working in roadways or rights-of-way.

13) Successful contractor is responsible for obtaining right-of-way permits.

14) Successful contractor is responsible for Maintenance of Traffic (MOT): signs, flag men etc., at no additional cost to the Town.

15) All vehicles shall be plainly marked with the company name.

16) The successful contractor shall ensure that the crew is supervised at all times by a qualified foreman who fluently speaks the English language. As the Contractor’s authorized on‑site representative, the foreman must maintain immediate on‑site presence throughout the workday, remaining physically available at the project site at all times to make prompt decisions and to discuss project matters as situations arise. As a fully authorized agent of the Contractor, the foreman must be capable of making real‑time, on‑site decisions to perform the work in accordance with the specifications contained in this bid.

17) If any area that the successful contractor’s services does not meet Town specifications, Contractor will be required to perform the work until specifications are met at no additional cost to the Town of Palm Beach. Failure to comply with this requirement will result in contract termination.

18) Any damaged or hanging fronds must be corrected prior to completion of the trimming schedule.

19) All equipment shall be commercial grade and shall be maintained in good, safe operating conditions. The contractor shall provide enough equipment and manpower to meet the requirements of the job. Any loss of materials or equipment due to theft, vandalism, etc., shall be the responsibility of the successful contractor. Such losses shall be replaced or repaired by the contractor with no additional charges to the Town of Palm Beach.

20) Contractor shall be responsible for the cost of any repair or restoration for any property damage caused by the Contractor, at the Town’s discretion.

21) Hours of work shall comply with Town’s ordinance No. 42-199. If for any reason services must be performed on Saturday, it will be necessary to acquire prior authorization from the Contract

22) There will be NO work performed on Sundays or holidays.

23) Parking permits will be issued through the Public Works Department; otherwise, regulatory signs for parking shall be followed.

24) Successful Contractor shall provide a daily log of activities for each respective area after completion of a cycle of work.

25) Successful contractor shall give “first priority” to the TOWN for all services under this contract during and after a public emergency, disaster, hurricane, wind event, flood or acts of God.