2-1 - Specifications - 25-116-A.pdf

CITY OF LEWISVILLE

REQUEST FOR BIDS

ANNUAL CONTRACT FOR TREE SUPPLY

#25-116-A

BIDS DUE DATE: Wednesday September 10, 2025, at 1:00 p.m.

Issued on August 16, 2025

SPECIFICATIONS

RFB #25-116-A

INTRODUCTION

The City of Lewisville (City) is accepting bids to establish a contract with a qualified nursery or tree supplier to furnish and deliver high-quality, nursery-grown trees for use in City tree planting and landscaping projects. The selected vendor will provide trees for use in parks, greenbelts, medians, and other municipal properties as part of the City’s ongoing commitment to urban forestry and ecological restoration.

This Request for Bid (RFB) seeks to secure a reliable source for tree stock that meets the City’s specifications for size, quality, and species diversity, with deliveries and installations scheduled as needed across multiple planting seasons.

It is the City’s intent to award two (2) contracts to establish a primary and secondary vendor.

When services are required, the primary vendor will be contacted first. If the primary vendor is unable to provide materials/services when requested by the City, the secondary vendor will be notified. If the City is unable to secure the materials/services from the secondary vendor, the City reserves the right to secure such materials/services on the open market.

Quantities listed in this bid are approximate. The City reserves the right to increase or decrease the quantities as necessary to meet its needs at the same unit bid price.

GENERAL INFORMATION

The project consists of furnishing and delivering nursery-grown trees for use in municipal tree planting and landscaping projects throughout the City of Lewisville. This contract supports the

City’s ongoing efforts to expand and maintain its urban forest.

Trees procured through this contract will serve a variety of purposes, including use in community volunteer planting events, replacement of dead or damaged trees, and installation as part of new park development and landscaping improvement projects. These efforts contribute to the City’s environmental sustainability goals and enhance the overall quality of public spaces.

The City has recently advanced its urban forestry initiatives through restoration and reforestation projects in areas such as Prairie Creek and Central Park, where invasive vegetation was removed to make way for native tree plantings. These efforts were guided by environmental assessments and carried out in collaboration with ecological restoration professionals.

All specifications and requirements for tree species, sizes, delivery/installation expectations, and quality standards are outlined in detail within Lewisville Unified Development Code.

Project Management and Coordination

The Vendor shall be responsible for managing all aspects of tree supply logistics, including communication, scheduling, and coordination with City staff. Vendor should maintain appropriate and timely communication with the City’s Urban Forestry team to ensure efficient fulfillment of tree orders. Site visits or inspections may be requested by the City to verify tagging, quality, or installation timelines. The City will handle any public engagement or presentations to the public or

Park Board. The Vendor shall maintain accurate records of tagged inventory, delivery documentation, and invoicing for all tree orders made under this contract.

Quality Assurance/Quality Control

Vendor shall implement quality assurance and quality control (QA/QC) measures to ensure that all trees furnished meet the specifications outlined in this RFB. QA/QC procedures shall be applied to all stock prior to tagging, transport, and installing, including inspection for health, structure, species accuracy, and root quality.

SERVICE WORK

The selected vendor shall provide full-service support to the City of Lewisville for the supply, handling, and delivery of nursery-grown trees for municipal tree planting and landscape enhancement projects. Services under this contract may include, but are not limited to:

• Coordination with City staff to plan and schedule delivery of tree species appropriate for identified planting sites, with consideration for soil conditions, urban constraints, and native ecosystem restoration goals.

• Assistance with pre-delivery selection and tagging of nursery stock to ensure compliance with species, size, and quality standards outlined in ANSI Z60.1 and City specifications.

• Inspection and preparation of tree stock for transport, ensuring proper rootball protection, irrigation, and pest-free status prior to delivery.

• Timely delivery of trees to multiple job sites within the City of Lewisville, with coordination to accommodate phased planting schedules and City crew availability.

• Replacement of any trees rejected upon delivery due to poor condition, incorrect specification, or non-compliance with bid documents, at no additional cost to the City.

• Consultation with City staff regarding species selection for site-specific reforestation, riparian restoration, or community planting projects.

• Warranty coverage for one (1) year from acceptance of each tree, including replacement of trees that fail to establish under reasonable maintenance conditions.

VENDOR QUALIFICATIONS

The ideal vendor shall be a firm regularly engaged in the business of supplying nursery-grown trees for public sector reforestation, urban forestry, or large-scale landscaping projects, with a minimum of five (5) years of experience.

Additional requirements and preferences include:

• Demonstrated knowledge of nursery operations and plant health practices, including familiarity with ANSI A300 standards and best practices for tree care and handling.

• At least one ISA Certified Arborist must be available to advise or oversee quality control, tree tagging, and species-specific recommendations during the contract period.

• Vendors with personnel holding a four-year degree in horticulture, forestry, environmental science, or a related field are preferred.

• Vendor must maintain an adequate inventory of standard and native tree species in a range of container and caliper sizes to meet project demands.

• Vendor shall possess appropriate equipment and staff to ensure safe and efficient transport and offloading of trees to job sites as required.

LEGAL COMPLIANCE

Consultant shall comply with all State and Federal laws, rules, and regulations concerning maximum hours worked, environmental conditions, and other employee considerations affecting the performance of the contract.

CONTRACT TERM

The successful vendor will be required to enter into a contract with the City of Lewisville. This

Request for Bid, the submitted bid documents, and any subsequent negotiations, upon acceptance by the City, may become part of or be used to develop a contract that is equally binding between the successful vendor and the City.

The initial term of the contract will be twelve (12) months, with an option to extend up to three (3) additional twelve (12) month periods, under the same terms and conditions, subject to the approval of the supplier and the City. The City reserves the right to terminate the contract at any time, without penalty, by providing thirty (30) days’ written notice to the vendor.

PRICES

All prices shall be firm for the entire period of the contract. A vendor will not be awarded a contract based on escalating pricing, even if they take exception to this bid requirement.

PERFORMANCE OF CONTRACT

City reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default or resulting contract award.

REQUEST FOR BIDS:

Bids are to be submitted based on the specifications contained herein.

The preparation of response to this RFB will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responders for any expense incurred in the preparation response to this request.

The City reserves the right to reject any and all responses, to consider alternatives, to waive any formalities and irregularities, and to re-solicit this RFB. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from responders, or allow corrections of errors or omissions.

The RFB will be available to interested parties at https://cityoflewisville.bonfirehub.com/portal or may be picked up in person at the Purchasing office.

Bids may be uploaded to Bonfire or sealed RFBs, one (1) original and one (1) PDF copy on a flash drive may be delivered to the City of Lewisville Purchasing Division office at the address below, in a sealed envelope or box, clearly marked:

RFB: 25-116-A

Delivery address:

City of Lewisville

Finance Administration – Purchasing Division

Attn: Janine Carpenter, Senior Buyer

151 W. Church Street, Lewisville, TX 75057

All questions pertaining to this bid must be submitted in writing via Bonfire. No verbal clarification will be given.

No telephone, email, or fax bids will be accepted. Bids may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFB responses received after the time set for opening will be returned to the bidder unopened.

Specifications, RFB bid forms, and instructions to bidders are attached hereto. The preparation of the bid will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responding bidders for any expense incurred in the preparation of bids in response to this request.

Alternate bids will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained.

Each bidder shall guarantee and honor its response to these specifications for a period of forty-five

(45) days, or until the City enters a contract with one of the bidders, whichever occurs first.

All forms requiring either a signature or requested information are to be returned with your bid. In addition, the language contained in the attached form entitled Purchase Order Terms and

Conditions is made part of this request for bid through reference herein.

The information contained herein is believed to be accurate and up to date but is not intended to be an expressed or implied warranty.

The City of Lewisville reserves the right to retain all bids submitted. Submission of a bid indicates the firm’s acceptance of the conditions contained in this request for bids, unless clearly and specifically noted in the bid submitted and confirmed in the contract between the City of

Lewisville and the selected vendor.

The City reserves the right to reject any and all bids, to consider alternatives, to waive any formalities and irregularities, and to re-solicit bids. In addition, during the evaluation period, the

City may, where it may serve the City’s best interest, request additional information or clarifications from bidders, or allow corrections of errors or omissions.

All parties submitting bids are expected to comply with federal, state, and local laws and regulations relative to the preparation of bids and the products to be provided. Specifically, the services to be provided are expected to be in compliance with the Americans with Disabilities Act

(ADA), as well as with federal and state confidentiality laws. All bids that are submitted will be presumed to be in compliance with all applicable laws.

MISCELLANEOUS

All forms requiring either a signature or information to be filled in are to be returned with your bid.

In addition, the language contained in the attached form entitled Purchase Order Terms and

Conditions is made part of this request for bid through reference herein.

INSURANCE

Prior to the commencement of any work under this contract, the successful bidder shall furnish an original completed certificate(s) of insurance to the City, which shall be completed by an agent authorized to bind the named underwriter(s) and their company to the coverage, limits, and termination provisions shown thereon and in attachment entitled “Insurance Requirements -

General Contracts for Services”. The insurance shall remain in effect through the agreement terms and any extensions.