(v.041425)

Request for Proposals # 274-PRCR-UF-2026-2

Title: Raleigh IRA Tree Pruning Project

Issue Date: 9/9/2026

Due Date: 9/25/2026 no later than 12:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: PRCR

Direct all inquiries concerning this RFP to:

Anthony McLamb City Arborist Email: Anthony.McLamb@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement and Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term ........................... .……………………………………….13

3.6 Federal Funding Requirements…….…………………………………..13

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

Appendix V – Federal Provisions and Requirements

INTRODUCTION

.1 Purpose The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

Pruning of trees on City of Raleigh street rights-of-way and on City of Raleigh property as part of a Federal Grant funded project over a 2-year period. The contract will include multiple locations and will not exceed $295,000.00 The successful proposer shall provide all labor, materials, and equipment necessary to perform the requested work.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Valerie Beasley Valerie.Beasley@raleighnc.gov

.2 Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

https://evp.nc.gov/

This project is being funded through a grant from the North Carolina Department of Agriculture and Consumer Services funded through the Inflation Reduction Act to plant trees in Raleigh in identified census blocks. Trees provide environmental, aesthetic, social and economic benefits. Specifically, trees increase property values, provide aesthetic value, provide shade and cooling, reduce energy costs, decrease wind velocities, provide erosion control, conserve energy, reduce stormwater runoff, act as filters for airborne pollutants, reduce noise, provide privacy, provide wildlife habitat and food value, sequester carbon and release oxygen.

.3 Request for Proposal (RFP) Timeline Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

.5 Proposal Questions Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written

RFP Process Date and Time

RFP Date

9/9/2026

Optional Pre-Proposal Meeting/Site- Visit

09/15/2026 1:00 PM EST

4225 Daly Rd Raleigh, NC 27604

Deadline for Written Questions 9/17/2026 5:00 PM EST City Response to Questions (anticipated) 9/18/2026

Proposal Due Date and Time 9/25/2026 12:00 PM EST

Evaluation Meeting (anticipated) 9/28/2026

Interviews (if required) 9/28/2026- 9/30-2026

Selection Announced (tentative) 9/30/2026 inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Valerie Beasley Valerie Beasley

.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Anthony McLamb ATTN: Valerie Beasley

4225 Daly Rd 4225 Daly Rd

Raleigh, NC 27604 Raleigh, NC 27604

RFP No. PRCR UF 2026-2 RFP No. PRCR UF 2026-2

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and two (2) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

.7 Business Engagement and Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

.9 Communications All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

.10 Lobbying By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of

North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

.11 Conflicts of Interest City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise on Appendix VI Exceptions to RFP and submitted with proposal. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City of Raleigh has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City of Raleigh to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City of Raleigh to do so.

Moreover, the City of Raleigh reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City of Raleigh.

PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past five (5) , accompanied by at least (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of two (2) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule.

Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

.2 RFP Documents This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

PROPOSAL EVALUATION

.1 Proposal Evaluation Criteria (Stage 1) This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 10

Firm Financial Stability 15

Project Understanding 20

Project Approach 20

Team Firm Experience 15

Proposed Cost 20

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) (1-5 points)

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

.3 Final Selection Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract will be stated in the contract issued by the City.

.6 Federal Funding Requirements The services and materials to be provided under this contract will be financed in whole or in part with Federal funding. As such, Federal laws, regulations, policies, and related administrative practices apply to this contract. The most recent of such Federal requirements, including any amendments made after the execution of this contract shall govern this contract, unless the Federal Government determines otherwise. The Federal provisions and requirements identified in Appendix V may be applicable to this contract.

The awarded contractor is responsible for complying with all applicable provisions and requirements.

SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

This RFP is for the pruning of trees on City of Raleigh street rights-of-way and City property in downtown and residential areas based on cost not to exceed $295,000.

It is anticipated that all work will be performed by a combination of an aerial lift truck and a two-person climbing operation crew. It is expressly understood that the City may employ larger or smaller crews and equipment at hourly rates proposed for each by the chosen contractor.

The primary responsibility of the contractor is to supply skilled labor and specified equipment to perform tree pruning and removal in the City of Raleigh’s street side rights of way, greenways and other city owned or controlled property.

All debris shall be removed, and the worksite left clean and safe. Arrangements will be made to allow for the contractor to dispose of debris at one or more locations free of charge.

The City will provide specific jobs and locations for the work to be performed but will not specify a time for the completion of each portion of said contract. The City of Raleigh has budgeted $30,000.00.

.1 Contract Requirements:

Minimum Qualifications of Firm:

Each proposal shall contain verification that the corresponding company has been in continuous operation in this type of work for at least 5 consecutive years.

Minimum Staffing Qualifications:

The contractor shall provide a two-man crew including the following personnel and equipment.

• Foreman—QLCTT (Qualified Line-Clearance Tree Trimmer)*

• Climber /Operator*

• Aerial Lift Truck with covered chip-bed and NCDOT (North Carolina Department of

Transportation) approved amber signal lights

• Tow-behind Chipper with a minimum diameter capability of 10”

• Power Equipment ο Minimum of 3 Chain Saws ο 1 Power Pruner

• Miscellaneous Equipment ο DOT approved signage

• Personal Protective Equipment (PPE) ο OSHA approved footwear ο OSHA approved Hard hats ο DOT approved Reflective vests ο OSHA approved Chainsaw chaps or pants ο OSHA approved Gloves, safety glasses, hearing protection

• ANSI (American National Standards Institute) approved Climbing equipment ο Rope ο Saddle ο OSHA approved Aerial rescue kit ο Lowering devices

• Pruning Equipment ο Pole pruner ο Pole saw ο Hand saw

* Working Foreman-3 years minimum experience (required) and ISA Certification (preferred) -in Foreman Position, Climber-2 years minimum experience (required) - in Climber position

In the event a crew member is unable to report for work, and alternate staff will be used, they must be documented according to the section below. Furthermore, all members of the crew or crews to be furnished must be experienced in tree work and capable of properly performing specific duties described herein.

.2 Documentation of Qualifications

A copy of the following items must accompany each proposed crew member: Primary or Alternate:

i. Foreman and Climber / Operator, or alternate for same:

a. Number of years’ experience

i. Within current organization

ii. Prior to current employment

1. With whom

b. Driver’s License

i. CDL

c. ISA (International Society of Arboriculture) Certification

d. QLCTT Training Documentation

i. EHAP Training

ii. First Aid / CPR

iii. Aerial Rescue

ii. 2-person Crew:

a. Description and attendance records from Employee Training Schedule, which may include but not be limited to:

i. Chainsaw / Chipper Safety

ii. Work-Zone Safety

iii. PPE use

.3 Equipment

The City reserves the right to view the trucks and equipment to be used in performing the requirements of this Contract prior to bid award. Once approval and award of the contract is made, the same level and quality of trucks and equipment are to be used at all times.

All equipment shall be in first class mechanical condition and operable in all respects when delivered to the job site and during performance of the job and should conform to the minimum standards listed in ANSI Z133.1. If any equipment is not operable when needed, no payment will be made for the period of breakdown. The equipment provided shall be suitable and of the normal type for tree trimming work. Travel time will be awarded (one way) with maximum of 30 minutes. All equipment should have all safety features operational and always used by the employees. The equipment shall be readily identified as belonging to a contractor for the City of Raleigh.

The contractor will be responsible for locating and providing storage areas for materials and equipment at the end of each workday. No equipment will be allowed to be parked overnight at the job site. The material and equipment storage shall comply with all local and state ordinances throughout the contract period. Such restoration shall be at no cost to the City.

The contractor shall be responsible for the safeguarding of materials and equipment against accidental loss, fire, theft, and vandalism and shall not hold the city responsible in any way for occurrences of same.

.4 Work Hours

Shift Specifications: The contractor will schedule non-emergency related work between the hours of 6:00 am and 6:00 pm Monday through Friday unless authorized by the City of Raleigh to do otherwise. Some major thoroughfares of the City of Raleigh may not be accessed prior to 9:00 am and must be vacated by 4:00 p.m.

.1 Knowledge, Standards, & Specifications

All crew members shall have proper training, certification and clear understandings of Occupational Safety and Health Administration- Section 1910.269; ANSI Z133.1 standards, ANSI A300 pruning guidelines, Standard Practices for Trees, Shrubs, and Other Woody Plant Maintenance., and safety training.

The pruning requirement shall conform to the ANSI A300 pruning guidelines, Standard Practices for Trees, Shrubs, and Other Woody Plant Maintenance.

a) For trees with a 12” or greater DBH, crown cleaning shall consist of the removal of dead, dying, diseased, co-dominant, and weakly attached branches on the main trunks as well as those attached to scaffold branches.

b) Crown raising shall include the removal of the lower branches for clearance as directed by the City of Raleigh. The contractor shall clear all branches and vegetation from around traffic signs and signals to allow for visibility at 150 feet. The contractor shall prune trees to allow for a minimum height clearance of 16 feet over streets and 8 feet over sidewalks and driveways. Traffic signage and signals requires 5’ of clearance and not hidden from view. 5’ of clearance from roof and facades of adjacent buildings.

Other structures and sites shall be pruned as determined on an individual basis by Urban Forestry staff. Street lights are to be pruned to allow optimal designed illumination of the street below. Any illumination of private property is incidental to the primary function of the street light and shall not require pruning.

c) For trees under 12” DBH, crown cleaning shall consist of the removal of dead, dying, diseased, co-dominant, and weakly attached branches on the main trunks as well as those within the leaf area. Emphasis shall be placed on maintaining at least half of the foliage in branches arising from the lower two thirds of the tree, with an absolute removal limit of 25% of the live crown per pruning cycle. Pruning shall include adequate spacing of six to eight inches for primary scaffold limbs above the permanent height of head (8’) on sidewalk side or height of traffic (16’) on street side. Scaffold limbs should be well distributed around the trunk, and clusters of branches arising at the same point on the trunk should be thinned. Scaffold limbs should form branch angles with the trunk at 45 to 60 degrees. Crown shape typical of the species shall be maintained.

d) Where the natural shape of a tree requires a single leader in the center, all multiple stems shall be removed or pruned back to encourage the growth of the dominant leader. Visibility beneath limbs and clearance for mower operations are two factors that govern elevation. Trees shall be elevated to a height of one third to one half the height of tree or to a height where trunk and crown are in proportion to each other, with an absolute removal limit of 25% of the live crown per pruning cycle. All suckers shall be removed from trunk of tree and around base of tree. All stakes and strapping shall be removed and disposed of by contractor.

e) The contractor shall cut a minimum 36-inch-wide band around the trunk upon encountering vines or ivy growing up the tree. The band shall start no higher than 24 inches from the average ground line of the tree. The contractor shall make every effort to avoid damaging the tree’s outer bark during this operation.

f) The contractor shall not use climbing spikes, spurs, gaffs, or irons on trees to be pruned unless performing aerial rescue.

g) Any tree damage caused by the Contractor shall be repaired immediately at no additional cost to the City. Any tree damaged beyond repair will be removed and replaced by the contractor at no additional cost to the City of Raleigh. The replacement tree will be of a size and species acceptable to the City Forester.

Extreme care shall be taken to prevent branches from falling and creating damage to adjacent homes, driveways, sidewalks, trees, shrubs, streets and other property both public and private.

All damage shall be reported to the Urban Forester or his designee.

Where practicable, trees and large-diameter limbs (6” diameter or greater) shall be felled in sections and lowered with ropes.

Debris shall be dealt with in the following manner:

Debris too large to chip will be disposed of in coordination with City of Raleigh Urban Forestry Staff and will not be left on public or private property overnight unless expressly allowed by staff. It shall be the responsibility of the contractor to notify city staff 8 hours prior to generating the debris.

The contractor shall furnish all licenses, permits, barricades, lights, etc., and comply with all rules and regulations pertaining to the City, County, State and Federal Government.

.2 Other Specifications

Crew Attire: All crew members must be dressed in upper/lower uniformed attire and shall be readily identifiable as a Contractor for the City of Raleigh.

Communications: City personnel contact information shall be provided for each truck and or each crew. This information will be used daily to converse with the assigned representative when situations occur, and immediate action needs to be taken.

Failure to Begin Work: If the successful bidder fails to begin work as specified herein, the City reserves the right to secure another firm other than the successful bidder to do the work. The successful bidder is to pay the City the difference between the successful bidders bid and the firm called in according to their bid proposal.

Damages: The contractor shall furthermore be responsible for and shall make good at its expense, all damages of whatever nature to persons or property –including trees- arising during the period of the contract caused by carelessness, neglect, or want of due precaution on the part of the contractor, its agents, employees, or workmen.

Unacceptable Work: If the contractor is found to have done work outside of the specified ANSI standards, all corrective work shall be completed at the direction of the Urban Forester or his designee at no additional charge to the City. If corrective work is not deemed feasible, monetary damages shall be levied using the 9th edition of the Guide for Plant Appraisal, published by the ISA.

Bad Weather Stoppages: For the purposes of this contract bad weather days are defined as follows: any day on which precipitation exceeds .10 inch and on which the temperature fails to exceed 40° F average or a heat index above 100 degrees F average. A day which qualifies on criteria for both precipitation and temperature shall be counted as one day.

Other Work Stoppages: The duration of meal breaks is at the Contractor’s discretion, but time taken for meals is not to be billed to the city. Reasonable mid-shift toilet breaks are allowed without time deduction if the duration of said breaks is 10 minutes or less, and they do not occur at a frequency deemed “excessive” by the Urban Forester or his Superintendent.

Other reasons for mid-shift work stoppages include, but are not limited to, first-aid, work zone set-up, take-down or relocation, hazard assessment/pre-job evaluation, communication with supervisory staff, and equipment maintenance.

If the contractor is found, through periodic inspection, to have halted work during a paid shift for reasons not covered above, the Urban Forester or his designee will issue a written warning detailing the infraction. A third written warning for this reason will result in the termination of the contract, and actions will be taken commensurate with the “Failure to begin work” section listed above.

.3 Payment Schedule

The Contractor shall submit to the City Arborist or his assigned representative for approval a dated detailed invoice showing the laborers, equipment, and hours worked, and a brief summary of the work performed. Contacts between assigned City representative and contractor’s field supervisor will be performed on a weekly basis. Contractor shall contact the City representative before performing any work outside of the scope of this contract. The City of Raleigh will pay the contractor in full for work done in any month by the 30th of the following month.

.4 Costs to include in Proposal

The cost per hour rate proposed for crew and equipment shall include all cost in connection therewith including, but not limited to the following:

a. Wages of all employees

b. Insurance premiums, workmen’s compensation, public liability, property damage, and other insurance required by this contract.

c. Taxes, retirement benefits and unemployment benefits.

d. Field office and warehouse cost, telephone, postage, and other miscellaneous administrative cost.

e. Small tools and equipment.

f. Supervision from contractor’s home office.

g. Contractor’s overhead costs and profit.

h. Rental of equipment including fuel and lubricants, repairs, tires, maintenance, and insurance.

Equipment cost shall be figured into the per hour cost and not as a separate line item cost.

.5 Contract Award/Termination

The City of Raleigh reserves the right to reject any and all proposals, to award the contract to one or more contractors or to waive any and all informalities therein, and the award shall, if made, be made to the most qualified and cost-effective candidate, taking into consideration reference responses and employee experience.

For the purpose of this contract, it is expressly understood that this contract period shall commence as of the time of completed contract routing on behalf of the City of Raleigh.

Termination of Contract: The City of Raleigh reserves the right to terminate the contract at any given time by giving a 30-day notice to the Contractor.

TREE TRIMMING PROPOSAL

Hourly

Rate Estimated Estimated Estimated

Example 1 Example 2 Example 3

Primary Foreman Alternate Foreman Primary Climber/Operator

Alternate Climber/Operator

Bucket Truck Chipper Power Saws Lane closure

Hourly Rate

Primary Foreman and Primary Climber Crew or

Primary Foreman and Primary Operator Crew

Does your company provide training for employees pertaining to Electrical Hazard Awareness Program (EHAP), or Qualified Line Clearance Tree Trimming (QLCTT)? Yes____ No_____

How often are your employees required to attend? _____________________________________

Are they given a certificate stating they have successfully completed the training? Yes______No_______

Example Cost Estimation Locations- For estimates above.

Example 1: 2001 Port Royal Rd Raleigh NC, 27609- Crown clean maple Example 2: 2805 Glasgow St Raleigh NC, 27610- Prune for street and sidewalk clearance Example 3: 1108 Carlisle St Raleigh, NC 27610- Crown raise for street and sidewalk clearance

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

$__________________295,000.00______________________________________________

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

Raleigh IRA Tree Pruning Project

PRCR UF 2026-2

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III

REFERENCE QUESTIONNAIRE FORM

Raleigh IRA Tree Pruning Project

PRCR UF 2026-2

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, Valerie Beasley, via email to valerie.beasley@raleighnc.gov no later than 12pm. EST, Friday, September 25, 2026 and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principle representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

APPENDIX IV

SAMPLE CONTRACT

NORTH CAROLINA

WAKE COUNTY

CONTRACT FOR SERVICES

THIS CONTRACT (“Contract”) is entered into by and between__________, hereinafter referred to as the “Contractor”, and the City of Raleigh, a North Carolina municipal corporation, hereinafter referred to as the “City”.

WI…