4-1. Specifications.pdf

Specifications: Tree Services for Housing Authority Properties

1. Purpose

The purpose of this Specifications is to outline the requirements and expectations for providing professional tree maintenance, removal, and emergency services for residential and administrative properties managed by the Boulder County Housing Authority (“the Authority”). The goal is to maintain the health, safety, and aesthetic appearance of trees across all Authority properties while ensuring public safety and compliance with local regulations.

2. Service Locations

Services shall be provided at multiple Housing Authority-owned and/or managed sites, including but not limited to:

• Multifamily housing communities

• Senior and family residential complexes

• Scattered-site single-family homes

• Common areas, playgrounds, and parking lots

• Administrative and maintenance facilities

A full list of property addresses and site maps will be provided to the awarded Contractor.

3. Scope of Services

The Contractor shall provide comprehensive tree care and maintenance services as directed by the Authority. Work shall include, but is not limited to, the following tasks:

A. Tree Pruning and Trimming

• Prune trees to promote healthy growth and structural integrity.

• Remove dead, diseased, or hazardous limbs.

• Provide canopy clearance from:

o Buildings, roofs, and gutters o Power lines (in coordination with utility company) o Pedestrian walkways, sidewalks, and parking areas

• Shape trees for uniform appearance and safety compliance.

• Remove sucker growth and low-hanging branches obstructing visibility or access.

B. Tree and Stump Removal

• Remove dead, diseased, dying, or structurally unsound trees as directed.

• Grind stumps to a minimum of 6 inches below grade and fill with clean topsoil.

• Dispose of wood, chips, and debris off-site in accordance with local ordinances.

• Ensure removal work does not damage lawns, irrigation systems, or nearby structures.

C. Tree Planting and Replacement

• Provide and plant new trees as directed by the Authority.

• Ensure all plant material meets ANSI Z60.1 nursery standards.

• Follow proper planting techniques, staking, and watering schedules.

• Provide a minimum one-year warranty for all newly planted trees.

D. Emergency Tree Services

• Provide 24-hour emergency response for hazardous trees or storm-related damage.

• Respond within 2 hours of notification for life-safety or property damage risks.

• Secure the area, remove debris, and perform hazard abatement as needed.

• Submit incident documentation with photos and a summary of actions taken.

E. Tree Health Assessment and Maintenance

• Conduct visual tree assessments to identify disease, pest infestation, or structural weaknesses.

• Apply treatments (fertilization, pest management, etc.) as approved by the Authority.

• Provide written recommendations for long-term maintenance or removal.

4. Contractor Responsibilities

The Contractor shall:

• Provide all labor, materials, tools, and equipment necessary to perform the work.

• Employ ISA-certified arborists or qualified tree care professionals.

• Maintain all required licenses, certifications, and insurance coverage.

• Follow ANSI A300 (tree pruning standards) and ANSI Z133 (safety standards for arboricultural operations).

• Comply with all applicable local, state, and federal safety regulations.

• Provide traffic and pedestrian control as required during operations.

• Remove and dispose of all debris from each site upon completion of work.

• Restore any disturbed areas (lawns, walkways, etc.) to pre-work condition.

• Ensure equipment and vehicles are clean and properly maintained.

5. Authority Responsibilities

The Authority shall:

• Provide access to properties and notify residents of scheduled work.

• Designate authorized staff to approve or prioritize work orders.

• Identify areas of concern or potential hazards to be addressed.

• Inspect completed work and provide feedback as needed.

6. Work Scheduling and Communication

• Contractor shall coordinate work schedules directly with the designated Authority representative.

• Routine work should be performed during regular business hours (Monday– Friday, 8:00 AM–5:00 PM) unless otherwise approved.

• Emergency services must be available 24/7, including weekends and holidays.

• Contractor shall provide written notice before performing non-emergency work at occupied sites.

7. Reporting and Documentation

The Contractor shall provide:

• Work Order Completion Reports including:

o Property name and address o Date and time of service o Description of work performed o Tree species, quantity, and location o Before-and-after photos (for removals or emergency work)

• Monthly summary reports detailing:

o All services completed o Pending issues or hazardous tree recommendations o Tree health observations or replacement needs

• Emergency Response Reports within 24 hours of completion.

8. Equipment and Safety

• All equipment must be maintained in safe operating condition and meet OSHA standards.

• Workers must wear appropriate PPE (helmets, eye protection, safety vests, etc.).

• Tree work involving aerial lifts or climbing must be conducted by qualified personnel.

• The Contractor shall maintain clear and safe work zones, including cones, signage, and flaggers when necessary.

9. Performance Standards

• Work shall meet or exceed industry best practices and all ANSI A300 and Z133 standards.

• All debris shall be removed within 24 hours of service completion.

• The Contractor is responsible for correcting any deficient or incomplete work at no additional cost.

• Trees must be left in a safe, aesthetically acceptable, and healthy condition.

10. Contract Term

• The term of this agreement shall not exceed five years, based on satisfactory performance, pricing, and continued need.

11. Payment

• See Section #6 - Invoicing of Sample Contract.

12. Insurance and Liability

• See Exhibit A – Insurance Requirements.

13. Termination

• See Section #13 – Termination of Sample Contract

Post Award Documentation Submission Deadline:

Please be advised that the post award documentation must be submitted within three weeks from the date of award. Failure to provide the necessary documentation within this timeframe will result in the recission of the award, and the next qualified vendor will be selected for the award.

Post Award Documentation Submission Deadline: