4-26-15 - Bid Specs - Tree Stump Removal.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-15

DATE PUBLISHED:

August 14, 2025

GOODS / SERVICE AREA:

Tree & Stump Removal

BID OPENING:

Date: August 28, 2025

Time: 3:00 PM

Location:

MEETING ID PHONE PIN:

meet.google.co m/dto-hdhn-cgv

(US) -+1 574

4899-217

677 305 456#

CONTRACT PERIOD:

One (1) or more Years from Date of Award See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District (District) is requesting bids from qualified local contractors to provide tree and stump removal and grinding service for one or more years at various locations within the district, “as needed” under a blanket purchase order agreement.

The district estimates that during the term of this agreement it will spend approximately $50,000 for a twelve-month period. This is not a guarantee but is listed for vendor guidance in estimating a discount.

Usage is heavily dependent on weather and storm conditions during the year.

Vendors have the opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

SB-2 BID AWARD METHOD:

It is the district’s policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the district.

SB-3 CONTACT METHOD

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the

Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

https://meet.google.com/dto-hdhn-cgv?hs=122&authuser=0 https://meet.google.com/dto-hdhn-cgv?hs=122&authuser=0 tel:+1-574-217-4899 tel:+1-574-217-4899 https://parkwayschools.bonfirehub.com/

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3)

On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

7. AGREEMENT/CONTRACT:

The vendor shall submit a sample agreement/contract, if applicable.

8. PRICING SHEET

The vendor shall complete the Bonfire 26-15 (BT-23EU) pricing sheet.

SB-5 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risks of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy, the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be named as "Additional Insured".

SB-6 PRIME AND SECONDARY VENDORS:

The successful bidder will be the prime supplier for all the major service(s) listed in these specifications.

When service(s) is required and the vendor is unable to supply service(s), the district reserves the option to secure the service(s) from another source.

SB-7 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods

Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. The equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-8 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving

Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted

Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the district is closed.

SB-9 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the district.

SB-10 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-11 SUPERVISION OF WORK:

Mr. Bill Freymuth, Grounds Supervisor, will handle the supervision of this work for Parkway School

District.

SB-12 SCOPE OF WORK:

To remove dead or diseased trees and stumps from various locations within the district upon call from authorized Parkway personnel, a list of which will be provided to the successful vendor.

The grinding out of all stumps will be to a depth of 4"-6" below grade and back filling to grade level.

Contractor is responsible for all debris and cleanup at site. Brush and branches up to 6" in diameter, and all chips, may be disposed of at the Fern Ridge site; 13157 N. Olive Spur Road, at no charge. All branches over 6" in diameter will be removed and disposed of at contractor's expense.

SB-13 PROCUREMENT TIMELINE:

*all times are CST

Action Date*

Bid Published August 14, 2025 - 3:00 PM

Q&A End August 21, 2025 - 11:00 AM

Intent to bid August 28, 2025 – 2:30 PM

Bid Close August 28, 2025 – 3:00 PM

Vendor Notified of Award (Tentative) September 12, 2025 - 4:00 PM