24250047B-TL_-_Tree_Trimming_and_Removal_Services_ITB.pdf

(Rev. 2-01-22)

INVITATION TO BID AND BIDDER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT: Travis Loyd, December 9, 2024 Procurement Agent II 407-320-0375, Email Address: Loydtz@scps.k12.fl.us

BID NUMBER AND TITLE: ITB 24250047B-TL - Tree Trimming and Removal Services

BID DUE DATE & TIME

January 3, 2024 by 3:00 P.M. EST Bid opening will be via WebEx and dial-in only at meeting number (access code): 2863 569 0513, meeting password:

mcPUum5rm56 or call 1-415-655-0003.

NOTE: BIDS RECEIVED AFTER THE BID DUE DATE AND TIME WILL NOT BE ACCEPTED.

PRE-BID MEETING DATE & TIME: Voluntary – December 12, 2024 at 10:00 AM EST, via WebEx and dial-in only at WebEx meeting number (access code): 2868 764 6080, password: 7dsPZ87XMQs or call 1-415-655-0003.

The Purchasing Department will be closed from December 23, 2024, through January 1, 2025. We will not be addressing questions regarding this solicitation during this time. When staff returns on Month-Day-Year questions and answers will be compiled, and an addendum will be posted on VendorLink.

The School Board of Seminole County, Florida, solicits your company to submit a Bid on the above-referenced goods and/or services.

All terms, specifications and conditions set forth in this invitation are incorporated by this reference into your response. A Bid will not be accepted unless all conditions have been met. In the event of a conflict between the General Purchasing Terms and Conditions and any subsequent Special Conditions included herein or attached hereto, the Special Conditions will have precedence. All Bids must have an authorized signature in the space provided below. All Bids must be received in the Vendorlink portal, www.myvendorlink.com, by the “Bid Due Date & Time” referenced above. The School Board is not responsible for bidders’ failure to upload their bids by the due date and time.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE

ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE BIDDER.

LEGAL NAME OF COMPANY (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

FLORIDA DIVISION OF CORPORATION DOCUMENT NUMBER: ___________________________________________________________________

TELEPHONE NUMBER: _______________________________ E-MAIL: _________________________________________________________

I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER BIDDER SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS BID AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS BID

FOR THE BIDDER.

TYPED OR

AUTHORIZED SIGNATURE: ___________________________ PRINTED NAME: _____________________________________________________

TITLE: DATE:

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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I. SPECIAL CONDITIONS

1. INTRODUCTION. Seminole County Public Schools (SCPS) is the 12th largest school district in Florida and is 60th nationally with more than 67,000 students and 10,000 employees. SCPS is a leader in education throughout Central Florida and the State and is widely recognized as a Premier National School District. SCPS consists of 37 elementary schools, 12 middle schools, nine (9) high schools, six (6) special centers, a virtual school, and four (4) charter schools. “The purpose of this ITB is to award a contract or to issue multiple awards to the responsive and responsible bidder(s) who can provide tree removal, trimming, and related services as needed at various locations within Seminole County School District properties. The vendor shall be responsible for the following services”.

A. Tree removal B. Tree trimming C. Stump grinding D. Stump removal E. Brush clearing F. Installation of top soil and sod G. Debris clean up and disposal H. Technical assistance I. Other work as related to tree services

2. PRE-SOLICITATION MEETING. A voluntary pre-solicitation meeting will be held for all interested Bidders on the day and time listed on page 1 of this solicitation. An overview of the solicitation process and review of scope of services will be conducted at this meeting. Any questions regarding the technical specifications shall be submitted in an email to the Procurement Agent responsible for this solicitation. Answers to these questions will be issued in the form of a written addendum.

3. TERM. This Bid will be effective upon Board approval or [February 5, 2025, whichever is later, for a period of three (3) years and may be renewed for an additional two-year renewal period upon agreement by all parties. The School Board of Seminole County Florida reserves the right to cancel this contract by giving 30 days’ notice of cancellation before the end of any fiscal year that falls within the term of this contract. Please refer to Section 3, for multiyear agreements.

4. AWARD. Bid shall be awarded all or none, by lot, by partial lot, or by item as indicated in Exhibit B, Price Schedule, to the lowest responsive and responsible bidder(s) meeting all specifications, terms and conditions. Bidder should carefully consider each item for conformance to bid specifications. In addition, the School Board reserves the right to make multiple awards such as a primary, secondary, etc. for all items.

5. QUANTITIES / VOLUME OF BUSINESS. Quantities shown on the Price Schedule are the School Board’s anticipated needs and are not to imply or guarantee any purchase quantities during the term of this agreement.

6. DELIVERY OF PROPOSALS. All proposals must be received and accepted in the Vendorlink portal, www.myvendorlink.com before the ITB Closing Date and Time to be considered.

II. SPECIFICATIONS / SCOPE OF WORK

1. GENERAL REQUIREMENTS/ CONTRACT ADMINISTRATION

A. The vendor shall be experienced with the type of work requested herein to successfully complete the tasks assigned in accordance with the specifications within this document, and as directed by the District's Project Manager. The vendor shall have the ability and the equipment to complete all work within the specified time.

2. WORK/PROJECT ORDERS

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A. When the District has determined that work is needed, the District's Project Manager will issue a Project Order Form that will be emailed to the awarded vendor. The request will include items, such as but not limited to, the date, location, tree(s) species, size of tree(s), and other details of the work to be completed.

B. Any discrepancy concerning measurements or work scope will be resolved and confirmed by the District's Project Manager prior to beginning any work. The vendor will not be entitled to any additional compensation for extra work performed if the vendor completes the work without the confirmation from the District's Project Manager. If any discrepancies are confirmed, the District's Project Manager will re-issue the Project Order Form with the corrected information. The vendor shall not commence work without the revised Project Order Form, unless in the event of an emergency.

C. The vendor's acceptance of the Project Order Form will guarantee a not-to-exceed price as established in the bid pricing schedule. No change orders or modifications will be provided after acceptance is provided for the performance of work under the original scope. If additional work is requested, a new Project Order Form will be issued.

D. The vendor's pricing/cost must be all inclusive to include all items, such as but not limited to: Maintenance of Traffic (MOT), equipment, tools, materials, labor and disposal to complete the tasks as outlined in the specifications herein.

E. The vendor will have ten (10) business days from receipt of the Project Order Form to complete the work unless otherwise approved by the District's Project Manager.

F. The vendor shall email the District's Project Manager no later than 9:00 AM on the day the work is scheduled to be completed.

G. The vendor shall notify the District’s Project Manager of the completion of each work request. Upon notice from the vendor that the service has been completed, the District's Project Manager or authorized representative will make a final inspection within five (5) business days of receipt of the notification. The District's Project Manager will notify the vendor, if necessary, of any deficiencies with the project. The vendor shall correct all deficiencies before final acceptance and payment is made.

H. The vendor shall notify the District's Project Manager when the deficiencies have been completed and corrected. If the deficiencies are not corrected when inspected, the vendor will be notified again in writing about any deficiencies. Once the repairs have been corrected by the vendor, the District's Project Manager will make another inspection. There will be an eighty dollar ($80.00) inspection fee assessed to the vendor for this inspection and any re-inspection that may be required after that. The fee is assessed to offset the additional costs associated with District labor and vehicle usage required for unnecessary inspections. The fees will be deducted from the final invoice for that Project Order Form.

I. The vendor submits an invoice with rates in accordance with the contract rates.

3. HOURS OF OPERATION

A. Unless otherwise specified in the Technical Requirements, all work performed must be accomplished between the hours of 7:00 AM and 4:00 PM, Monday through Friday, and no work may be performed on Saturdays, Sundays or listed Holidays, unless permission to work has been requested in writing by the vendor and approval, in writing, has been granted by the District's Project Manager. Request for permission to work must be received by the District's Project Manager no less than two (2) days prior to the requested work day. Listed no works holidays are as follows:

1) New Year's Day

2) Martin Luther King, Jr. Day

3) Presidents' Day

4) Memorial Day

5) Independence Day

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6) Labor Day

7) Thanksgiving Day

8) Day after Thanksgiving

9) Christmas Day

B. Special schedules may be established if necessary because of problems with noise or similar problems affecting student schedules and citizens in homes or buildings adjacent to the work zone.

4. CONTRACT TIME AND TIME EXTENSIONS.

A. The vendor shall complete all work within ten (10) business days from receipt of the

Project Order Form.

B. All emergency work must be initiated within four (4) hours of notification from the

District's Project Manager or authorized representative.

C. The District and the vendor recognize that time is of the essence for the contract and that should the vendor fail to complete the requirements set forth in this solicitation, the District will suffer damage, The District will be entitled to assess as, Liquidated Damages, but not as a penalty, for each calendar day that the work continues past the contract time requirements. The project will be deemed to be completed on the date the work is considered complete to the satisfaction of the District. The vendor hereby expressly waives and relinquishes any right which it may have to seek to characterize the Liquidated Damages as a penalty, the amounts specified arc mutually agreed upon as reasonable and proper amount of damage the District should suffer by failure of the vendor to complete the requirements set forth. The vendor shall pay the District, as Liquidated Damages, the following:

1) The vendor shall pay the District, as Liquidated Damages, $100.00 per calendar day, for each day beyond the contract time requirements for any work that is not completed.

2) The vendor shall pay the District, as Liquidated Damages, $500.00 per incident where the vendor fails to repair damages that are caused by the vendor or its subcontractors if not repaired within fifteen (15) calendar days from the notice or the damage. Application of liquidated damages does not release the vendor from the responsibility of resolving or repairing damages.

5. EMERGENCY WORK

A. When the District determines there is an emergency, the District's Project Manager or authorized representative will verbally give the vendor the authority to start the work. In this situation, the District's Project Manager will issue the Project Order Form at the earliest convenient time.

B. All emergency work must commence within four (4) hours of receiving notification of the emergency from the District.

C. The vendor shall immediately notify the District upon completion of the emergency work.

D. The vendor shall have a responsible person available at or reasonably near the

District on a twenty-four (24) hour basis, seven (7) days a week, who may be contacted in the event of an emergency and in cases where immediate action must be taken to maintain traffic or to handle any other problem that might arise. The vendor's responsible person for supervision of emergencies must speak and understand, both verbally and in writing, the English language. The vendor shall submit to the District's Project Manager, the phone numbers and names of personnel designated to be contacted in the event of an emergency.

E. In the event of an emergency affecting the safety or protection of persons, or the work or property at the project site or adjacent to the site, the vendor, without special instruction or authorization from the Project Manager is obligated to act to prevent threatened damage, injury or loss. The vendor shall contact the District's Project Manager as soon as possible by telephone and with written notice as soon as possible, but no later than twenty-four (24) hours after the occurrence of the emergency, if the vendor believes that any significant changes in the work or variations from the contract documents. If the District's Project Manager determines that a change in the contract documents is required because of the action taken in

ITB 24250047B-TL Page 5 of 38 Last update: 10-14-24 response to an emergency, a new Project Order Form will be issued to document the consequences of the changes or variations. If the vendor fails to provide written notice within the twenty-four (24) hour limitation noted above, the vendor will be deemed to have waived any right it otherwise may have had to seek an adjustment to the contract amount or an extension to the contract time.

F. During a hurricane or disaster emergency condition it will be noted as part of the contract, that before, during and after a public emergency, disaster, hurricane, flood, or other acts of nature that the District will require a "first priority" basis for tree services. It is vital and imperative that the District’s property is protected from any emergency situation which threatens public health and safety as determined by the District. The vendor agrees that the District will be on a first priority basis. The District expects to pay a fair and reasonable price for any service, not included in this solicitation, but requested, in event of a disaster, emergency or hurricane. The vendor shall furnish a twenty-four

(24) hour phone number in the event of such emergency.

6. SAFETY

A. The vendor will be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work and for complying with all requirements of the Occupational Safety and Health Administration (OSHA) and any other industry, federal, state or local government standards. The vendor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to persons or property.

B. All safety devices installed by the manufacturer on the equipment that is utilized by the vendor on the job site must be in place and in proper working order at all times.

If the vendor determines that the equipment is deficient in safety devices, the vendor will be notified immediately. The vendor shall immediately repair, or remove the equipment from service until the deficiency is corrected to the satisfaction of the District.

C. The District may periodically monitor the work site for safety. Should there be safety or health issues, the District will have the authority, but not the duty, to require the vendor to correct the violation in an expeditious manner. If there is any situation that is deemed unsafe by the District, the project will be shut down immediately upon notice and will not resume work until the unsafe condition has been remedied.

D. The vendor shall erect and maintain, as required by existing conditions and contract performance, safeguards for safety and protection such as barricades, danger signs, a construction fence, and other warnings against hazardous conditions.

E. The vendor will be responsible for the removal of all surplus material and debris from the project site at the end of each workday. Should the vendor fail to maintain a clean and safe site, the District may clean up and deduct the cost of such from the contract price. Upon final completion, the vendor shall thoroughly clean up all areas where work has been performed as mutually agreed with the District's Project Manager.

F. The vendor shall confine all equipment, materials and operations to the project site and areas identified in the contract documents. The vendor will assume all responsibility for any damage to any such area resulting from the performance of work.

G. The vendor is responsible for notifying the District of any hazardous materials used on the work site and providing the District a copy of the Safety Data Sheets.

Any spillage of hazardous chemicals or wastes by the vendor must be reported immediately to the District and cleaned up in accordance with all State and Federal Regulations. The cost of the cleanup of any spillage of hazardous chemicals or wastes caused by the vendor will be the sole responsibility of the vendor and the District will share no responsibility of these costs. A copy of the complete report showing compliance with local, state and federal agencies must be given to the District. If any hazardous chemicals or conditions are discovered

ITB 24250047B-TL Page 6 of 38 Last update: 10-14-24 during the normal operation, it is the responsibility of the vendor to immediately contact the District with a description and location of the condition.

7. PROTECTION OF EXISTING STRUCTURES UTILITIES WORK AND VEGETATION

A. The vendor shall preserve and protect all existing vegetation such as trees, shrubs and grass on or adjacent to the site which do not unreasonably interfere with the project as may be determined by the District's Project Manager. The vendor will be responsible for all unauthorized cutting or damaging of trees or shrubs, including damage due to careless operation of equipment, stockpiling of materials, or tracking of grass areas by equipment.

B. The vendor shall fully protect the work from loss or damage and shall bear the cost of any such loss or damage until final payment has been made. If the vendor or any one for whom the vendor is legally liable is responsible for any loss or damage to the work, or other work or materials of the District or District's separate contractors, the vendor will be charged with the applicable amount, and any monies necessary to replace such loss or damage will be deducted from any amounts due the vendor.

C. All items damaged as a result of vendor or subcontractor operations, such as but not limited to: sidewalks, seating, curbs, pipes, drains, water mains, pavement, mail boxes, turf, District sign or other property owned by the District or private landowner, must be either repaired or replaced by the vendor, at their expense, in a manner prescribed by and at the sole satisfaction of the District's Project Manager or authorized representative. Any claims submitted to the District, such as but not limited to: from utility companies or landowners, which are determined to be the result of damage done by the vendor, will be the responsibility of the vendor. The District reserves the right to pay any such claims and deduct such amount from the vendor's invoice. Repairs, or receipt of repairs, will be completed and submitted to the District prior to submission of the vendor's invoice for work accomplished. If the repair is not in accordance with District standards, the District will repair the items and deduct the associated cost from the amount due the vendor.

D. The vendor shall replace any asphalt that has been damaged as a result of hydraulics spilled from equipment used by them or their subcontractor.

E. Complaints will be addressed within two (2) business days and a written report submitted to the District's Project Manager outlining actions taken to correct the matter. The vendor shall notify the District immediately of any complaints given directly to the vendor.

F. If there is an accident involving the public while in the course of completing the work as part of the contract, the vendor shall as soon as possible inform the District's Project Manager of the incident. The vendor shall follow up in writing within two (2) business days of the incident. If Law Enforcement was involved and a written report was completed, the vendor shall provide a copy of the report to the District's Project Manager.

LANDS FOR WORK AND ACCESS TO THOSE LANDS

A. The District will furnish and define the limits of land for access to the work site and for the site proper. No storage of equipment may take place on private property unless the vendor has a letter from the landowner authorizing the vendor to do so. A copy of the letter must be provided to the District. The vendor shall supply the District's Project Manager any such letter before the equipment is placed there. Any and all other lands required by the vendor must be procured by the vendor at the vendor's expense.

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B. As the work progresses, the vendor shall keep the site reasonably clear of rubbish, trash, waste and other disposable materials on a daily basis. If the vendor allows the site to become littered and unsightly, any payments otherwise due may be withheld until the vendor cleans up the site to the satisfaction of the District. If the vendor fails to clean up the site, the District may choose to clean up the site at the vendor's expense.

C. The vendor shall, absent written permission from a private property owner, confine all storage of materials, equipment and the operations of workers to the project site and land and areas identified in and permitted by the contract documents. The vendor will assume full responsibility for any damage to any such land or area or to the owner or occupant of the land, or any land or areas contiguous to it, resulting from the performance and waste materials from and about the project site, as well as all tools, appliances, equipment, machinery, and surface materials and must leave the project site clean.

D. If the vendor anticipates having to enter private property to complete the work, they must have a Right of Entry Statement completed and signed by the property owner of record.

The fully executed form must be submitted to the District's Project Manager prior to beginning any work on private property.

E. Any equipment/material left stored or parked outside of the work site without written permission from the property owner. This includes the public right-of-way.

MAINTENANCE OF TRAFFIC (MOT)

Unless otherwise specified, the standard specifications to be used for the work will be the most applicable and the most stringent of the following:

A. Maintenance of traffic will be the responsibility of the vendor, is part of the vendor's bid price, and will conform to FDOT' s most current editions of " Standard Specifications for Road and Bridge Construction," 2017 edition or FDOT's " Roadway and Traffic Design Standards," 2017 (or latest edition), or FDOT's "Manual of Uniform Minimum Standards for Design, Construction, and Maintenance for Streets and Highways," 2007 (or latest edition), Federal Highway Administration (FHWA) "Manual on Uniform Traffic Control Devices (MUTCD)," 2009 (or latest edition) , and all supplemental specifications. These documents can be ordered from FOOT, Maps and Publications Department, 605 Suwannee Street, Tallahassee, Florida 32399-0450, or by going to the FDOT website at: ww,w.dot.state.fl.us /mapsandpublications .

B. All costs associated with MOT must be included in the vendor's bid price. No separate line items for MOT will be included in the cost estimate. If the vendor does not comply with the FOOT and the FHWA (i.e. signs, qualified flaggers, or barricades), the District reserves the right to direct the vendor to cease operation until deficiencies are connected.

C. The foregoing requirements are to be considered as minimum and the vendor's compliance will in no way relieve the vendor of final responsibility for providing adequate traffic control devices for the protection of the public and vendor's employees throughout the work area, UNDERGROUND UTILITIES

A. Any required ground digging or subsurface work must be done in accordance with Chapter 556, Florida Statutes. It will be the responsibility of the vendor to have all underground utilities

ITB 24250047B-TL Page 8 of 38 Last update: 10-14-24 located before any work will begin. This can be done by contacting Sunshine State One Call. They may be reached by calling 1-800-432-4770. The repairs of any damaged underground utilities as a result of the work being performed by the vendor will be the responsibility of the vendor. The proper utility company must be contacted immediately to expedite the repairs, if damage has occurred, The District must also be notified by telephone at the earliest opportunity and must be followed up with a written explanation of the incident within two (2) days.

EQUIPMENT

A. The vendor shall furnish equipment of a type and quantity to perform the work satisfactorily within the time specified in this solicitation. The minimum acceptable equipment is:

a. One (1) bucket truck or man lift capable of reaching the required heights

b. One (1) chipper

c. One (1) stump grinder

d. One (I) standard pickup truck

B. A complete list of equipment currently owned or leased by the contractor that will be utilized for any projects subsequently awarded as a result of this solicitation shall be provided at time of bid by the vendor. The District reserves the right to inspect all equipment before it is placed in or while it is in service. If in the opinion of the District's Project Manager, the vendor has insufficient equipment on the job to satisfactorily complete the work within the required time, the vendor shall provide additional equipment as directed by the District's Project Manager. All equipment may be inspected and approved by the District's Project Manager before it is placed in service. If at any time, the District's Project Manager determines that any equipment is deficient in any way, the vendor shall remove the equipment from service immediately, and the equipment must remain out of service until the deficiency is corrected to the satisfaction of the Project Manager. Inspection and approval of the vendor's equipment by the District's Project Manager will not relieve the vendor of responsibility or liability for injury to persons or damage to property caused by the operation of the vendor's equipment, nor will it relieve the vendor of the responsibility to meet the established time for the completion of the service.

C. All safety devices installed by the manufacturer must be in place and in proper working order at all times.

D. The equipment used must be in good repair and operating condition at all times. This service requires that all equipment must be environmentally safe, with no oil leaks, blowing fuel, or leaking hydraulic lines.

RENTAL EQUIPMENT/SUBCONTRACTORS

A. In the event that the Contractor needs to hire a subcontractor or rental equipment to complete the work being assigned, prior approval from the District’s Project Manager shall be required. The cost of the subcontractor or rental equipment shall be indicated on the estimate and the invoice. The Contactor shall be allowed to assess a percentage of up to fifteen (15) percent above the actual cost of the subcontractor or equipment rental fees. A copy of the subcontractors/equipment rental invoice to the Contractor shall accompany the invoice being submitted to the District.

METHOD OF PAYMENT

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A. The Contractor shall submit their invoice to AP_Epay@scps.k12.fl.us and also to Seminole County Public Schools Facilities Services/Maintenance Department, ATTN: Bookkeeping, 820 East State Road 434, Winter Springs, FL 32708, after all work has been completed. Invoices shall be hand delivered, mailed, and/or emailed. In addition to the general invoice requirements set forth below, the invoice shall reference the specific work element for which billing has been initiated and, if required, include a copy of the quote/proposal and itemization of costs/fees as per the bid price sheet. Submittal of the invoice shall not exceed thirty (30) calendar days from the delivery of the goods or services. Under no circumstances shall the invoices be submitted to SCPS in advance of the work being completed or delivery and acceptance of the items.

B. All invoices shall contain the contract and/or purchase order number, date and location of delivery or service. Failure to submit invoices in the prescribed manner will delay payment, and the Contractor may be considered in default of contract. Payments shall be tendered in accordance with the Florida Prompt Payment Act, Part VII, Chapter 218, Florida Statutes.

C. The Contractor shall accept compensation provided under the terms of this contract as full payment for furnishing all materials and for performing all work contemplated and embraced under this contract.

TECHNICAL REQUIREMENTS

MEASUREMENT/SPECIAL CONDITIONS

A. All measurements must be taken, when possible, at "diameter breast height" (DBH) or approximately four and one-half (4 ½) feet above the ground. If for some reason the measurement cannot be taken at this height, it must be taken at a location as close as possible to this height.

When there is a multi-trunked tree that is branching from the main trunk or the root system below DBI-I, each trunk is to be considered a separate tree, if the tree is considered a multi-trunk, the stump will be measured at the point that the split occurs.

B. Hazardous conditions are defined as trees within or over the top of overhead electrical lines or over buildings, Objects, such as but not limited to: fences, signs, playgrounds, and roads, are not considered hazardous conditions as part of this bid and no hazard pay will be given for these items. It must be noted on the Project Order Form if the tree or site conditions warrant a hazardous condition classification.

C. Any discrepancy regarding the size of the tree or if it qualifies as a hazardous condition, must be clarified between the vendor and District's Project Manager prior to the commencement of any work. If the vendor chooses to start the work before the item has been clarified, the vendor agrees to invoice according to the conditions as stated on the Project Order form and will be compensated as such.

D. The bid prices must include the removal and proper disposal of all debris resulting from the services as part of this procurement item. The vendor shall rake the area, removing and properly disposing of tree sections, limbs greater than one quarter (¼) inch in circumference, bark, leaves, and other related debris, The District reserves the right to request that some or all of the debris be left on the site for use by the District.

TREE REMOVAL

mailto:AP_Epay@scps.k12.fl.us

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A. The removal of trees must be accomplished by removing and safely lowering to the ground, suitable sized sections of limbs and trunks, starting at the top and working progressively downward to the ground. All cuts must be completed in a manner that will prevent free, rapid, and uncontrolled descent of the portion being removed.

B. The main trunk must be cut off at or near the ground surface at the direction of the District's Project Manager.

C. The following size classification must be used so that a cost for the work can be assessed to the District. Cost for this service must be priced separately for each size category as outlined in bid item pricing section.

i. Trees with a DBH of 0" to 6" ii.Trees with a DBH of 7" to12" iii.Trees with a DBH of 13" to 20" iv.Trees with a DBH of 21" to 27" v.Trees with a DBH of 28" to 35" vi.Trees with a DBH of36" to 44" vii.Trees with a DBH of 45" to 54" viii.Trees with a DBH of 55" to 60" ix.Trees with a DBI-I of 61" or greater

STUMP GRINDING

A. When specified by the District's Project Manager, the stump and major roots appearing at or above the surface of the ground must be removed by means of chipping equipment designed specifically for this purpose.

B. When "stump grinding with no sod" is requested, the stump and associated roots must be ground to a depth of six (6) inches below the surface of the soil. The resulting wood chips must be tamped for compression. When completed, a mound of wood chips must be left at three (3) inches above the surrounding grade.

C. When "stump grinding with sod" is requested, the stump and associated roots must be ground to a minimum of eight (8) inches below surface of the surrounding grade. The wood chips resulting from the grinding must be removed. The resulting hole must be filled with suitable topsoil and must be adequately compacted to prevent settling. If settling does occur, it will be the responsibility of the vendor to refill and compact the area again. Sod of the same type that matches the surrounding area must then be installed on all disturbed areas. No overlapping of the sod must be allowed. The edge of the new sod must be "toed in" so that it is level and even with the matt of the existing turf.

D. Cost for this service must be priced separately for each size category as outlined in.

STUMP REMOVAL

A. When specified by the Project Manager, the stump and the associated roots must be removed by a means other than blasting or pushing out with a bulldozer.

B. Cost for stump removal must be priced separately with the proposal for each size category as outlined in the bid item pricing section.

C. When "removal with no sod required" is ordered, the resulting hole must be filled with suitable topsoil and must be adequately compacted to prevent settling. If settling does occur, it will be

ITB 24250047B-TL Page 11 of 38 Last update: 10-14-24 the responsibility of the vendor to refill and compact again. The finished product must match the existing surrounding grade.

D. When "removal with sod is required" is ordered, the resulting hole must be filled with suitable topsoil and must be adequately compacted to prevent settling. If settling does occur, it will be the responsibility of the vendor to refill and compact again. Sod of the same type that matches the surrounding area must then be installed on all disturbed areas. No overlapping of the sod will be allowed. The edge of the new sod must be "toed in" so that it is level and even with the mat of the existing adjacent ground as well as even with the adjacent grade elevation.

E. Cost for this service must be priced separately for each size category as outlined in the bid item pricing section.

TREE TRIMMING

A. All work must be in accordance with the International Arborist Association (ISA) Pruning Standards, The tree pruning must only be done by employees trained and skilled in this class of work. Work must be done in accordance with recognized and approved principles of modern arboriculture methods with emphasis on tree health and symmetry. The trim contour will be held continuous throughout the work limits to give a uniform appearance.

B. All tree trimming classifications must include trimming for clearance elevation to be a minimum of eighteen (18) feet above roadways and parking areas as well as seven (7) feet above sidewalks.

C. All cuts must be made just outside the branch collar whenever possible. The vendor shall avoid leaving long stubs even if this means going beyond the clearance trimming measurements.

D. All cuts must be in a manner that will prevent free, rapid and uncontrolled descent of the portion of the tree being removed.

E. If a large limb is to be removed, its weight must first be reduced. This must be done by marking an undercut about twelve (12) to eighteen (18) inches from the limb's point of attachment. A second cut to remove the limb must be completed at the top of the limb directly above or a few inches farther out from the undercut. The stub must be removed after the weight of the limb has been eliminated. Any damage caused to a tree by the contractor must be repaired at no cost and to the satisfaction of the District's Project Manager. If the tree dies due to the actions of the contractor, the contractor will be required to promptly remove the dead tree at no cost to the District and replace the tree with one of equal diameter and growth, or to compensate the District for the loss of the tree in an amount determined by the District to be fair market value of the damaged tree.

F. A pruning cut that reduces the length of a branch or parent stem should bisect the angle between its branch bark ridge and an imaginary line perpendicular to the branch or stem.

G. Tree trimming classifications are as follows:

a. Class I tine trimming will consist of removal of dead, dying or diseased, interfering, objectionable, obstructing and weak branches, as well as selective thinning to lessen wind resistance. The removal of such described branches will include those on the main trunks, as well as those inside the leaf area. An occasional branch, down to a minimum size of one-half (½) inch in diameter, as described above, may remain with the leaf area to its full length when it is not practical to remove it.

b. Class II medium trimming will consist of removal of dead, dying or diseased, interfering, objectionable, obstructing, and weak branches, as well as selective thinning to lessen wind resistance, The removal of such described branches will include those on the main trunks, as well as those inside the leaf area, An occasional branch, down to a minimum

ITB 24250047B-TL Page 12 of 38 Last update: 10-14-24 size of one (1) inch in diameter, as described above, may remain with the leaf area to its full length when it is not practical to remove it.

c. Class III coarse trimming will consist of removal of dead, dying or diseased, interfering, objectionable, obstructing, and weak branches, as well as selective thinning to lessen wind resistance. The removal of such described branches will include those on the main trunks, as well as those inside the leaf area. An occasional branch, down to two (2) inches in diameter, as described above, may remain with the leaf area to its full length when it is not practical to remove it.

H. Palm Tree Trimming: All palm fronds that arc below a line parallel with the ground must be removed from the tree. Any dead fronds, whether or not below the line parallel to the ground, must be removed. Removal of the fronds must be done in such a way as to not damage the tree. The cut must be smooth and void of any signs of tearing or breaking.

I. Cost for all trimming services must be a fixed cost per tree as outlined in the bid item pricing section.

BRUSH CLEARING

A. All underbrush, including but not limited to low growing limbs, bushes, wild grasses, vines and weeds, must be removed within the determined work area. All immature trees less than six (6) inches in diameter must be completely removed.

III. SUBMITTAL REQUIREMENTS. The Bidder shall include the following documents with their submittal:

1. Invitation to Bid and Bidder’s Acknowledgment (on Page 1) - Signed by an authorized representative of the Bidder.

2. Exhibit B, Price Schedule - Signed by the Bidder.

3. Attachment – “A,” Drug-Free Workplace Certification

4. Attachment – “B,” Reference Document (minimum of three (3) references.) **References not required from vendors with current, active contract(s) with SBSC.

5. Attachment – “C,” Certification Regarding Debarment, Suspension Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions Attachment – “D,” Disclosure of any Conflict of Interest

6. Attachment – “E,” Scrutinized Company Certification

7. Attachment – “F,” Byrd Anti-Lobbying Amendment Certification (To be submitted if bid exceeds $100,000)

8. Attachment – “G,” Emergency / Storm Related Catastrophe Agreement

9. Attachment – “H,” Bidder’s Statement of Principal Place of Business

10. Attachment – “I,” Vendor Affidavit Regarding the Use of Coercion for Labor and Services

11. Addenda, if applicable - Signed by the Bidder

12. If a Florida Corporation, a screenshot of the company’s “ACTIVE” business entity registration through sunbiz.org.

13. If a Non-Florida Corporation (Foreign), a screenshot of the company’s “ACTIVE” business entity registration.

ITB 24250047B-TL Page 13 of 38 Last update: 10-14-24

**MAKE SURE ALL DOCUMENTATION IS SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE

BIDDER. FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION ON THE GROUNDS OF NON-

RESPONSIVENESS TO THE REQUIREMENTS OF THE BID.

IV. GENERAL PURCHASING TERMS AND CONDITIONS. These general terms will apply to all purchases by the School Board as a result of an award hereunder. In the event of a conflict between Section II and subsequent sections herein, the provisions of any subsequent sections shall be specific to the goods or services requested and shall have precedence. The titles used are for convenience only; the Bidder is responsible for understanding and complying with all terms and conditions herein.

1. DEFINITIONS.

A. The School Board of Seminole County, Florida may be referred to as the “Board,”

“School Board” or “SBSC” herein.

B. Contractor. For this Invitation to Bid (ITB), the word “Contractor” shall have the same meaning as “Bidder,” “Business Entity,” “Individual,” “Proposer,” “Respondent,” and “Vendor” who submits a written response to this ITB; and shall have the same meaning for any successful awardee(s) hereunder.

C. Non-Responsible. A Contractor, business entity, or individual that responds to this ITB and the response does not provide the required documentation supporting that it has the ability or capability to fully perform the requirements of the solicitation.

D. Non-Responsive. A Contractor, business entity, or individual that responds to this ITB and the response does not conform to the mandatory or essential requirements contained in this ITB.

E. Responsible. A Contractor, business entity or individual that responds to this ITB and the response provides the required documentation supporting that it has the ability or capability to fully perform the requirements of this ITB.

F. Responsive. A Contractor, business entity or individual that responds to this ITB and the response fully conforms in all material respects to the ITB and all of its requirements, including all form and substance.

G. Solicitation. This Invitation to Bid document.

2. PRICING / TAXES. All pricing shall be based on FOB Seminole County Florida and will include all packaging, handling, shipping charges, and delivery to any point within Seminole County Florida to a secure area or inside delivery. The School Board is exempt and does not pay Federal Excise or State of Florida Sales taxes.

3. MATERIALS. Contractor shall be responsible for providing all materials at a cost-plus basis as shown on the Price Schedule, unless it is advantageous for SBSC to purchase these products directly in which case Contractor will not be entitled to recover cost of materials or any mark up.

This shall be determined prior to the start of each project. When product is purchased by SBSC, it shall be the responsibility of SBSC to ensure the products are delivered on-site in time to comply with the project schedule. Contractor must make all reasonable and legal efforts to avoid payment of sales or other taxes. Notwithstanding, Contractor is only entitled to reimbursement for sales or other taxes actually paid and may not mark up sales or other taxes paid for purchase of materials.

4. EQUIPMENT RENTALS. All equipment rentals shall be billed on a cost-plus basis as shown on the Price Schedule. Contractor shall make all reasonable and legal efforts to avoid payment of sales or other taxes. Notwithstanding, Contractor is only entitled to reimbursement for sales or other taxes actually paid and may not mark up sales or other taxes paid on equipment rentals.

5. PRICE ADJUSTMENT CLAUSE. The Bid price shall remain in effect for the term of the award.

A comparable price adjustment may be considered at SBSC’s sole discretion for an increase in Federal or State of Florida minimum wage or both provided Contractor provides sufficient documentation to justify a price adjustment.

ITB 24250047B-TL Page 14 of 38 Last update: 10-14-24

6. TERMS OF PAYMENT / INVOICING. The normal terms of payment will be Net 30 days from receipt and acceptance of goods or services and Contractor’s invoice. Itemized invoices bearing the Purchase Order number must be mailed on the day of shipment. Invoicing subject to cash discounts will be mailed on the day that they are dated.

7. TRANSPORTATION AND TITLE.

A. Title to the goods shall pass to the School Board upon receipt and acceptance at the destination unless indicated otherwise herein. Until acceptance, the Contractor retains the sole insurable interest in the goods.

B. The shipper shall prepay all transportation charges. The School Board will not accept collect freight charges.

C. No premium carriers shall be used for the School Board’s account without prior consent of the Director of Purchasing and Distribution Services.

8. RISK OF LOSS. The Contractor shall assume the following risks:

A. All risks of loss or damage to all goods, work in process, materials, and equipment until the delivery thereof as herein provided;

B. All risks of loss or damage to third persons and their property until delivery of all goods as herein provided;

C. All risks of loss or damage to any property received by the Contractor or held by the Contractor or its suppliers for the account of the School Board, until such property has been delivered to the School Board;

D. All risks of loss or damage to any of the goods or part thereof rejected by the School Board, from the time of shipment thereof to Contractor until redelivery thereof to the School Board.

9. PACKING LIST. All shipments shall include an itemized list of each package contents and reference the School Board‘s Purchase Order number. No charges shall be allowed for cartage or packing unless agreed upon by the School Board prior to shipment.

10. INSPECTIONS AND TESTING. The School Board will have the right to expedite, inspect, and test any of the goods at work covered by this Bid. All goods or services are subject to the School Board’s inspection and approval upon arrival or completion. If rejected, they will be held for disposal at the Contractor’s risk. Such inspection, or the waiver thereof, however, shall not relieve the Contractor from full responsibility for furnishing goods or work conforming to the requirements of this Bid or the Bid Specifications, and will not prejudice any claim, right, or privilege the School Board may have because of the use of defective or unsatisfactory goods or work.

11. STOP WORK ORDER. The School Board may at any time by written notice to the Contractor stop all or any part of the work for this Bid award. Upon receiving such notice, the Contractor shall take all reasonable steps to minimize additional costs during the period of work stoppage.

The School Board may subsequently either cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the price or terminate the work in accordance with the provisions of the Bid terms and conditions.

12. WARRANTY. All goods and services furnished by the Contractor, relating to and pursuant to this Bid shall be warranted to be free of defects, meet or exceed the Specifications contained herein, and fit for the intended use. In the event of breach, the Contractor shall take all necessary action, at Contractor’s expense, to correct such breach in the most expeditious manner possible.

13. INDEMNIFICATION. The Contractor agrees to indemnify and save harmless the School Board, its officers, agents and employees from and against any and all claims and liabilities (including expenses) for injury or death of persons or damage to any property which may result, in whole or in part, from any act or omission on the part of the Contractor, its agents, employees, or

ITB 24250047B-TL Page 15 of 38 Last update: 10-14-24 representatives, or are arising from any Contractor furnished goods or services, except to the extent that such damage is due solely and directly to the negligence of the School Board.

14. INSURANCE. Contractors and vendors shall provide a certificate(s) evidencing such insurance coverage to the extent listed in Sections 1-5 below before commencement of work.

Insurance listed in Section 1 below is required of all Contractors and vendors: SBSC and its

Board members, officers, and employees shall be named as an additional insured to the Commercial General Liability insurance policy on a form no more…