8-1111-B-2526 TREE TRIMMING REMOVAL SERVICES.pdf

Portsmouth Public Schools ITB #1111-B-2526 Tree Trimming & Removal Services

INVITATION TO BID

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: 757-393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed bids for the following:

TITLE: TREE TRIMMING & REMOVAL SERVICES

ITB# 1111-B-2526

ISSUE DATE May 22, 2026

QUESTIONS DUE June 4, 2026

CLOSING DATE June 25, 2026

CLOSING TIME 2:00 PM

BUYER LATASHA HARRIS

PPS DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS

mailto:purchasing@pps.k12.va.us

INVITATION TO BID (ITB)

Issue Date: May 22, 2026 ITB No. 1111-B-2526 Commodity Code(s): 98888 Title: Tree Trimming & Removal Services Contract Number: ___________ Issued by: Effective Date: ___________ Portsmouth Public Schools Using Department:

Procurement Office Portsmouth Public Schools 801 Crawford Street Auxiliary Services 3rd Floor 2801 Turnpike Road Portsmouth, VA 23704 Portsmouth, VA 23707

CONTRACT TERM: Three (3) year contract with two (2) one-year renewal options.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED BIDS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON June 25, 2026, AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY BIDS RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Bidders shall return ALL REQUIRED BID FORMS AND APPLICABLE MWBE FORMS with the bid. Failure to submit M/WBE forms will result in your bid being deemed non-responsive.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO LATASHA HARRIS (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, June 4, 2026.

Bid documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor-School Board Office, Portsmouth, VA 23704. Electronic copies of the bid documents in PDF format are available for download on PPS’ Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities. Electronic submissions are only accepted through this site. Bids are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective bidder to monitor the Bonfire, eVA or DemandStar websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed bid. PPS will NOT accept faxed addenda.

IF BIDS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704. IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE BIDDER TO ENSURE THEIR BID IS DELIVERED TO THE 3RD

FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

IMPORTANT: BIDDERS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE BID NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm: Date: __________________________________

________________________________________________ By: ____________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: __________________________________ (Please Print) Email: ___________________________________________ Title: ___________________________________

Website: _________________________________________ Phone: __________________ Fax:_______________

FID/Tax ID NO: ________________________________

Check All That Apply: DBSD Certified Business

__ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: _______________________________________

(SIGNATURE OF AUTHORIZED REPRESENTATIVE)

TITLE: _______________________________________ DATE: ________________________________________ mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

TABLE OF CONTENTS

I. PURPOSE 4

II. SCOPE OF WORK 4

III. SPECIAL TERMS & CONDITIONS 7

A. Audit 7 B. Award 7 C. Bidders of Record 7 D. Cancellation of Contract 7 E. Changes or Modifications to Solicitation Documents 8 F. Contact with the School Board’s Staff, Representatives and/or Agents 8 G. Contract Administrator 8 H. Cooperative Procurement 8 I. Cost of Responding 8 J. Disposition of Bids 8 K. E-Verify Program 8 L. Contract Term/Renewal 9 M. Identification of Bid Envelope 9 N. Indemnification 9 O. Independent Contractor 9 P. Invoice/Payment 10 Q. ITB Closing 10 R. M/WBE Subcontracting and Evidence of Compliance 10 S. Procedure 11 T. Questions 12 U. Taxpayer ID Number and Certification 12 V. Withdrawal or Modification of Bids 12 W. Price Escalation/De-Escalation 12

IV. LIST OF ATTACHMENTS 12

A. General Terms & Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting F. Taxpayer ID Number and Certification (W-9) Form G. M/WBE Program Policy H. Pricing Sheet I. PPS Locations

I. PURPOSE

Portsmouth Public Schools (PPS) seeks to establish a contract with qualified tree service vendors to provide tree trimming, pruning, removal, and related services on an “as needed” basis. The exact quantity, timing, and location of services cannot be determined in advance.

II. STATEMENT OF NEEDS/SCOPE OF WORK

A. General Requirements:

1. Contractor shall furnish all labor, materials, equipment, supervision, and resources necessary to perform services.

2. Contractor shall obtain all required permits and licenses from the City of Portsmouth.

3. Contractor shall coordinate with PPS’ Contract Administrator prior to visiting job sites.

4. Contractor shall provide a written legible detailed estimate for each job to include a list of all materials, parts, and labor.

5. Contractor must be a certified, licensed, and insured contracted tree company. The

Successful bidder must employ qualified persons trained in tree pruning and removal, as accredited by the International Society of Arboriculture.

6. All persons performing tree work on trees shall be trained according to tree care standards accepted by the International Society of Arboriculture.

7. All persons performing tree work on trees in or around electrical lines shall be trained to do so according to any prescribed city or state codes.

B. Tree Trimming:

Contractor shall not allow any person to use shoes with spikes, spurs or any other footwear which may cause injury to the trees being trimmed.

C. Tree Pruning:

All work shall comply with - ANSI A300 Best Management Practices-Tree Pruning, ANSI Z133.1 Safety Practices.

1. Cuts shall be made with the branch collar and ridge to promote good encapsulation under normal conditions. If deadwood is protruding from an existing callous, only the deadwood is to be removed. DO NOT remove callous roll.

2. Limbs larger than 4” in diameter shall be lowered to the ground through the use of ropes or other mechanical devices if a target is present and damage would result if the limb were allowed to free fall.

3. In cases of crossing or rubbing limbs, the subordinate limb shall be removed. This removal shall not leave large holes in the general appearance of the tree.

4. Limbs shall be removed which overhang schools so as to provide a minimum of 10’ of clearance between the school and the remaining limbs.

5. All suckers and water sprouts shall be removed from the trunk and laterals.

D. Elevating Trees:

Elevating shall consist of the removal of lower branches to provide for pedestrian and vehicular clearance. Elevating shall provide for a minimum clearance of 10’ over the sidewalk and minimum of 14’ at the curb line or edge of pavement. Greater clearances may have to be provided depending on the size, specie and shape of the tree. All cost for elevating shall be included within the bid price for trimming of trees.

E. Tree Removal:

1. Contractor, upon receipt of an order of tree removal, shall proceed to remove the tree in accordance with accepted industry standards and procedures as set forth in ANSI A300- ANSI Z133.1 Best Management Practices and OSHA Regulations.

2. Limbs and branches larger than 4” in diameter shall be lowered to the ground through the use of ropes or other mechanical devices if a target is present and damage or injury would result from allowing the limb to free fall.

Extreme care shall be taken so as to prevent limbs, branches and trunks from falling and creating damage to adjacent homes, driveways, sidewalks, streets and other property, both public and private. Any ground depressions, caused by the tree operations or equipment shall be repaired in a manor equal to or better than which existed prior to the start of the contracted work.

F. Stump Removal:

After a tree has been removed, the stump shall be removed, if requested. The Contractor shall grind and remove all exposed portions of the stump and roots to depth of not less than 8” below the existing ground level. All stump grindings shall be removed from work area and disposed of properly by the Contractor. The hole resulting from the grinding operation shall be filled with an adequate amount of ground material and tightly compacted so no depression is left.

G. Use of Premises:

1. Contractor shall be responsible for the preservation and protection of all work and property from damage until PPS accepts all work. In the event damage does occur, all damage shall be completely repaired or replaced to the satisfaction of PPS. All costs of such work shall be paid by the Contractor.

2. Contractor shall provide all necessary signs, cones barricades, tape or other barriers necessary for the work site to protect people from harm or injury.

3. Contractor shall maintain a clean work site continuously throughout the duration of the project. The Contractor shall be responsible for disposing, at no additional cost, any trash or debris generated by work performance. All trash and debris shall be dumped in a suitable dumpster, which will be supplied by the Contractor. Under no circumstances shall the Contractor use any of PPS’ trash receptacles to dispose of trash or debris.

4. Contractor shall protect all completed and partially completed areas from damage until all work is accepted by PPS.

5. Contractor shall conduct themselves in a respectful manner at all times. Conversing with any students is prohibited. The Contractor’s employees must adhere to the OSHA dress code standards. Shirts must be worn at all times while working on PPS’ property. Smoking, the use of alcohol or any other control substance as well as firearms are NEVER allowed on PPS’ property.

H. Work Hours:

PPS shall provide access to work areas between the hours of 7:00 a.m. to 6:00 p.m., Monday through Friday, while school is in session. Work performed during school hours must be of a minimal noise and distraction level. Summer work hours are between the hours of 7:00 a.m. to 6:00 p.m., Monday through Thursday.

I. Emergency Response

Throughout the term of the contract, it may become necessary for the Contractor to assist PPS in providing emergency tree services. The Contractor shall provide telephone numbers at which time he can be reached on a 24-hour emergency basis. When severe winds, ice storms, or other conditions require emergency assistance, the Contractor shall respond to commence work within two (2) hours of receiving the emergency request.

J. Equipment:

When the request for emergency assistance has been issued, the Contractor must be able to furnish, when necessary, the following types of equipment:

• Aerial tower with a minimum platform working height of 50’

• Dump truck with minimum 25,000 GVWR

• Prentice clam loader or equal

• Chipper (having the capacity to chip at least 12” diameter logs) with truck and mounted chip box

• Hand tools, chain saws and miscellaneous equipment

III. SPECIAL TERMS AND CONDITIONS

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Award:

PPS may elect to award a contract to more than one vendor. The award of contracts shall be at the sole discretion of PPS. Unless cancelled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds, PPS may negotiate with the apparent low, reject any or all Bids in whole or in part and to waive any informalities in the process. Further, PPS reserves the right to enter into any contract deemed to be in PPS’ best interest.

C. Bidders of Record:

Bidders receiving a copy of this ITB from a source other than the Procurement Office, DemandStar, Bonfire, or eVA must contact the Procurement Office and provide the Bidder’s name, address, contact person, telephone and fax numbers and the ITB number. Bidder wanting to be added to PPS plan holders’ list must register at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities and will receive notification of any addenda to this ITB.

D. Cancellation of Contract:

The Procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

E. Changes or Modifications to Solicitation Documents:

Changes or modifications to this ITB made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the space provided on the cover page of this ITB.

Oral modifications shall not form a part of the bid documents. This ITB and any addenda shall be incorporated, by reference, into any resulting contract.

F. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission of the Procurement Director. All questions prior to the awarding of this contract shall be made to the Issuing Office.

G. Contract Administrator:

The contract administrator for this contract shall be Michael Quick, Coordinator for Auxiliary Services, at (757) 393-0556.

H. Cooperative Procurement:

Any resultant contract of this solicitation may be extended to any public agency or body in the Commonwealth of Virginia to permit those public agencies or bodies to purchase at contract prices, in accordance with the terms, conditions and specifications of this bid (Code of Virginia Chapter 43, Article 2 §2.2-4304). The successful bidder shall deal directly with each public agency or body regarding order placement, delivery, invoicing, and payment.

Note: PPS would in no way be involved in the authorized agency or body purchasing procedure other than to reference PPS’ ITB number. PPS shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awarded Contractor.

I. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Bidder or any other party in the preparation and/or submission of bids or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

J. Disposition of Bids:

All materials submitted in response to this ITB shall become the property of PPS. One (1) copy of each bid will be retained for official files. Said copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this ITB.

K. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

L. Contract Term/Renewal:

The contract shall be a three (3) year term contract with two (2) one-year renewal options, commencing on date of award unless cancelled in accordance with Section D- Cancellation of Contract. PPS will provide the Contractor a notice of renewal no later than 60 days prior to end of the contract term.

M. Identification of Bid Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Offeror Street or Box Number City, State, Zip Code IFB/RFP Number IFB/RFP Title Due Date and Time

N. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

O. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools.

Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

P. Invoice/Payment:

Invoices must accompany each delivery. Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705 or emailed to accounts.payable@portsk12.com. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

Q. ITB Closing:

Bidder shall ensure its bid is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this ITB. Bids received after the specified date and time (ex:

time stamped 2:01 or later) will not be considered and will be returned to the Bidder unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published ITB/RFP closing, the closing date will default to the next open business day at the same time.

R. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder/Offeror or Contractor because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and construction. Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS 7% its purchases are made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed in Attachment E and the Program Policy document is included as an Attachment. (Forms can also be found in the M/WBE Program Policy which is referenced as an attachment). Information and instructions on completing the Forms are included in the M/WBE Program Policy. The Contractor is encouraged to offer such subcontracting opportunities to M/WBE-certified businesses. No respondent or subcontractor shall be considered a Women-Owned Business or a Minority- Owned Business unless certified as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD and formerly Virginia Department of Minority Business Enterprise - DMBE), Women Business Enterprise Council (WBENC), or the Carolina- Virginia Supplier Diversity Council (CVSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DSBSD certification number, phone number, total dollar amount subcontracted, and type of product/service provided. Respondents who propose self-performance of the work under mailto:accounts.payable@portsk12.com this solicitation must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

S. Procedure

1. Discrepancies or Omissions: In the event a Bidder finds any discrepancies or omissions in the ITB or has any doubt as to its meaning, he shall notify the Procurement Office or Director, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Bidder.

All addenda so issued shall become a part of the contract document and will be signed and returned with the bid. Requests for such interpretation should be in writing, addressed to the Procurement Office not later than five (5) days prior to the date fixed for ITB closing. Oral responses, instructions, or questions do not form any part of the Invitation to Bid.

2. Internet Access: All bids/proposals may be viewed on the School Board’s Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities or download from www.eva.virginia.gov or the DemandStar website.

3. Submission: The Bid must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Director, Portsmouth Public Schools, 801 Crawford

Street, 3rd Floor, Portsmouth, Virginia 23704. Bidder is responsible for ensuring bid is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The ITB number and closing date stated in the ITB must appear on the envelope.

4. Corrections: Any bid submitted with corrections must have the corrections initialed by the person who signed the bid.

5. Bid Cost: Bids are to be submitted in accordance with the Invitation to Bid. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”.

All costs incurred for bid preparation shall be the responsibility of the Bidder.

6. Validity: All information requested in the Invitation to Bid must be completed in order to constitute a valid bid.

7. Deviations: Any deviations from the specifications must be set forth in the bid.

8. Charges: All prices in the bid shall be for all equipment, materials, supplies (including delivery), labor and any incidental expenses incurred by the Bidder. No other charges may be added.

http://www.eva.virginia.gov/

T. Questions:

Bidders must submit questions regarding the Invitation to Bid in writing by email to the Issuing Office at purchasing@portsk12.com by June 4, 2026. Necessary replies will be issued to all Bidders of record as addenda that shall become part of the contract documents.

Oral instructions do not form a part of the ITB documents. Bidder is responsible for checking available sites.

U. Taxpayer ID Number and Certification:

Bidder must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification.

V. Withdrawal or Modification of Bids:

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself, on the envelope in which the bid is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

W. Price Escalation/De-Escalation:

If the contract is renewed beyond the initial contract period, the first option year and each additional option year may be subject to a price increase. This increase will be determined by using the Consumer Price Index – All Urban Consumers (CPI-U from December to December) as reported annually by the Bureau of Labor Statistics. The current rates will be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed five percent (5%). The price increase will not be automatic and must be mutually agreed upon.

IV. LIST OF ATTACHMENTS

A. General Terms & Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms

Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting

F. Taxpayer ID Number and Certification (W-9) Form G. M/WBE Program Policy H. Pricing Sheet I. PPS Locations http://purchasing@portsk12.com