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REQUEST FOR QUOTES (RFQ) #2026-16

Issue Date: March 19, 2026

Project Name: On-Call Tree Service Quote Due Date/Time: April 9, 2026, 2:00 PM PST Procurement Analyst: Juliana Snegireff Email: jsnegireff@clackamas.us 503-742-5447

SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT

https://bidlocker.us/a/clackamascounty/BidLocker.

PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED.

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S-C01010-00016386. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Submitting Quotes: Bid Locker Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum.

LATE QUOTES WILL NOT BE ACCEPTED.

C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

2. SCOPE

The County seeks to contract with qualified vendors to provide services for On-Call Tree Services which may include trimming, removal and stump grinding. The service area includes all of

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:jsnegireff@clackamas.us https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects

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Clackamas County and may include areas in public right-of-ways, medians, parks, easements, etc.

Multiple contracts may be awarded as a result of this RFQ. If multiple contracts are awarded, the number of contracts awarded will be the sole determination of the County based on need.

On-Call Contract The resulting Contract will be an “on-call” or “as-needed basis” for Work. Contractor agrees to perform the work on behalf of the County and the following entities: Water Environment Services, North Clackamas Parks and Recreation District, the Development Agency of Clackamas County, the Housing Authority of Clackamas County, and any special district or urban renewal agency that follows the County’s Local Contract Review Board rules and is approved by the County, in writing, to receive the work under the resulting contract.

When the County wishes Contractor to perform the Work, the Contractor shall provide a completed quote to the department representative, then the County will submit an official County Task Order form (found at: https://www.clackamas.us/finance/terms.html) detailing the scope of Work, the entity on whose behalf the Work will be performed, and the total compensation. Contractor may not perform Work until the County Task Order form has been fully executed by the parties. In the event a project authorized under the County Task Order extends beyond the expiration of this Contract, the County Task Order shall remain in effect under the terms of the resulting Contract until the completion or expiration of the authorized task. No task order shall modify or amend the terms and conditions of the resulting Contract.

The County Contract administrator for this Contract is the County Procurement and Contract Services Division. For each authorized Task Order, a project specific department representative shall be identified for coordination of the work. The County intends to award multiple contracts resulting from this RFQ.

The Contract term will be for three (3) years. The maximum contract amount for each contract will not exceed 150,000.00.

3. SCOPE OF SERVICES

3.1 Category of Services:

• Tree Dropping

• Complete Tree Removal

• Tree Trimming (which may include tree topping)

• Tree Climbing and Rigging

• Stump Grinding

• Emergency Response

The Contractor shall furnish all labor, materials, tools and equipment necessary to safely perform the services requested. If permits are necessary, Contractor is responsible for obtaining any permit related to completing the task. Equipment needed may include, but not limited to, dump truck, wood chipper, aerial lift, traffic control devices, chainsaws, personal safety gear, etc. The Contractor shall be solely responsible for traffic control. At a minimum, placement of adequate pre-warning and detour signs to control vehicular and pedestrian traffic. Employees of the Contractor must also be clearly identifiable as employees of Contractor.

Contractor must be available for inspections for project work sites to provide quotes to the requesting department for services.

3.2 Contractor must carry out all work according to the following specifications:

A. General Conditions

1. Quoters must be actively licensed with the Oregon Landscape Contractors Board at the time of quote submission and throughout the contract term.

https://www.clackamas.us/finance/terms.html

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2. Contractor will remove or stage debris daily, based on the scope of work in the task order. Disposal of these materials, chipped or not, is the Contractor’ responsibility and must done in a manner consistent with all applicable Local, State and Federal laws.

3. Following trimming or removal, all streets, driveways, sidewalks and paths must be swept clean.

4. Existing facilities, including grounds, structures, utilities, park amenities, trees, landscaping and so forth shall be protected by the Contractor. Any damage to existing facilities shall be reported to the County on the day such damage occurs.

Contractor shall promptly repair damage with like materials when ordered to do so by the County at Contractor’s expense

5. . All repairs of damage to existing facilities shall be made to the satisfaction of the County. Departments may have special conditions applicable to a particular project.

B. Safety Requirements

1. The Contractor shall block off work areas from vehicular and pedestrian traffic while conducting work and remove temporary signs and barriers as soon as work is completed.

2. Prior to cutting, the Contractor shall identify all hazards such as but not limited to, overhead wires and guy wires to avoid damage to utilities.

3. Under no circumstances shall a work area be left in unsafe conditions. Before leaving a site unattended for any period of time the following must be addressed:

a. The main access road(s) entering and/or exiting a tree removal area must be cleared to allow for access by emergency vehicles.

b. All hangers, spring poles, and/or leaners, or any other falling hazard, must be completely felled before the end of each work day.

c. All trees which have been cut, even partials or minor cuts, must be felled: not including trimming/pruning/limbing.

4. Only with specific written agreement may logs from trees be left for the public and adjacent homeowners to collect.

C. Tree Trimming Specifications Where a tree is marked for trimming, Contractor shall:

1. Cut all dead, diseased or broken limbs greater than 1-1/2 inches in diameter from the marked tree.

2. Pruning cuts shall be clean and smooth; leaving the bark at the edge of the cut firmly attached to the wood. A three-cut process, sometimes known as “jumpcutting”, shall be used to remove larger limbs in order to avoid stripping or tearing of the bark, and to minimize unnecessary wounding

3. All cuts should be made sufficiently close to the parent limb or trunk without cutting into the branch collar or leaving a protruding stub, so that closure can readily start under normal conditions.

4. Remove all trimmed branches and limbs from the site.

5. Climbing harness or aerial lift bucket may be used for tree trimming work.

D. Tree Removal Specifications

1. Remove the tree without damaging any surrounding utilities or structures. Any other trees damaged by the falling tree will be pruned or treated to minimize the injury.

2. Remove all trunks, treetops, branches and debris from the site.

E. Stump Grinding Specifications

1. Grind the remaining stump to a minimum depth of eight (8) inches from surrounding grade or deeper if necessary to completely sever the roots from the main root mass.

2. All surface roots and / or raised areas from the root flare shall be ground out or leveled and filled to match the surrounding grade.

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3. Grinding debris resulting from the stump grinding process shall be removed from the hole and cannot be used as fill.

4. Holes where stumps have been ground out and any other areas disturbed by Contractor’s activities or equipment shall be backfilled and smoothed to the level of the adjoining grade with pulverized black dirt (topsoil).

5. The Contractor shall supply its own topsoil for backfilling which shall be of sufficient quality to support grass cover and contain no debris (glass, sawdust, large rock etc.)

6. Backfilling of holes shall occur on the same day grindings are removed; otherwise the site shall be properly barricaded overnight to ensure public safety.

7. The topsoil shall be properly leveled and compacted to ensure minimum settlement of the backfill material.

F. Scheduling

1. All non-emergency work is to be scheduled at least five (5) business days in advance and coordinated through the department representative that issues a Task Order.

3.3 Additional Quoted and Emergency Tree Services

1. During the term of the Contract, the County may request Contractor to quote and carry out additional tree work and/or provide emergency tree services according to the specifications in Section 3.2.

2. All additional quoted and emergency work carried out by the Contractor for the County shall be provided under the terms and conditions in the resulting contract.

3. Quotes submitted by the Contractor shall include a statement that references the resulting Contract Terms and Conditions and the Scope of Services included in this RFQ.

4. The County does not grant any exclusivity to Contractor for any additional quoted or emergency tree services needed by the County and may solicit and secure these services from other Contractors.

4. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Goods & Services Contract (unless checked, item does not apply)

The following insurance requirements will be applicable.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

5. QUOTE

Quotes should be short and concise with the following information:

A. On company letterhead, describe your experience in these types of projects and experience of staff;

B. List of Contractor equipment to do the type of work;

C. Completed Quote (Attachment 1);

D. At least 3 references from within the last 3-years;

E. Clackamas County Certifications from; and F. Any additional information that Clackamas County should take into consideration for the project or qualifications.

https://www.clackamas.us/finance/terms.html

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6. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, Contractor’s equipment, and references.

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QUOTE CERTIFICATION FORM

RFQ #2026-16

Submitted by: ____________________________________________________________________ (Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS

305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State: ____________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

Revised 1/2026 Page 8 or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. CLARIFICATION: Clackamas County reserves the right to seek clarification of each Quote, or to make an award without further discussion of Quotes received.

7. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

8. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under ORS 279B.110 and LCRB C047-640-1-c-F-iii.

9. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.

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ATTACHMENT 1

RFQ-2023-37 ON-CALL TREE SERVICES

Because each job will be quoted independently per task order, County is offering a sample job that you should submit a sample quote. However, please also list your general hourly rates below.

Hourly Rate Per Service For Year 2023 For Year 2024 For Year 2025

Tree felling and piling on-site

Stump Grinding

Emergency Services

Climbing and Rigging only

Other (please explain)

Other (please explain)

Contractors Name: ____________________________________________________________________

Authorized Person Name (Please print)____________________________________________________

Authorized Signature __________________________________________________________________ Date