846101treeCarr.pdf

REQUEST FOR BIDS (RFB)

Fall 2026 Tree Plantings

Issued by: Carroll County Department of Planning & Land Management

Division of Resource Management

RFB# 75-F-2-26/27

GENERAL SPECIFICATIONS

1.0 INTRODUCTION

The Commissioners of Carroll County (“County”) are seeking bids from qualified Contractors (“Contractor”) to perform the planting of native trees to establish and/or enhance riparian and upland forest areas (“Services”).

5.61 total acres will be planted on an open space parcel owned by the Carroll County Commissioners, one open space parcel owned by the City of Taneytown, and three private properties. The trees in this project shall be planted and maintained in conformance with the specifications provided in this document and the individual planting plans created for each planting location. A Copy of all planting plans are published on Public Purchase as “Fall 2026 Tree Planting Summary.”

2.0 SCOPE OF WORK

A. The Contractor shall be responsible for furnishing all materials, labor and equipment to complete all work as shown on the plans and written in the specifications.

B. The Contractor shall verify all plant quantities to his own satisfaction prior to bidding making sure of accuracy in the drawings and specifications. Any discrepancies should be reported in writing to the Division of Resource Management immediately for clarification.

C. The Contractor shall inspect the job site and take existing conditions into consideration of how it might affect their work. The Division of Resource Management should be notified before visiting the site.

D. The Contractor shall plan and mark the layout of the planting area. The layout must be acceptable to the Resource Management Division prior to planting.

E. The Contractor shall be responsible for site preparation, planting, sheltering, mulching, watering, maintenance, and plant material replacement in conformance with the specifications provided in this document and the planting plan created for each property.

F. The Contractor shall guarantee a plant material survival rate of 75% at the end of the 3-year maintenance period.

3.0 PROJECT MANAGER

Byron Madigan, Water Resources Manager for the Carroll County Resource Management Division (RMD), will act as the project manager for this project.

4.0 CONTRACT TERM

The term of this agreement shall become effective immediately upon execution with the planting of trees in 2026 followed by a three-year maintenance period.

RFB #75-F-2-26/27

5.0 QUESTIONS OR CLARIFICATIONS

Bidders must submit their questions through the Public Purchase web site, using the instructions below.

Questions must be submitted five (5) calendar days prior to bid opening. Questions submitted after this deadline will be rejected and not answered.

Bidders may submit questions to the agency on specific bids. Click on the title of a bid, on the right of the bid page click [View/Ask Questions] to open a new page that lists all previous questions and answers. Click "Ask a Question," enter your question in the field provided and click "Save" to submit your question. Your question is immediately sent by email to the contact person for the bid. When your question is answered you will be notified by email and the answer may be posted on the bid.

Tip: By using the "Questions" feature your questions and the agency's answers can be posted on Public Purchase making them available to all other vendors that are registered with the agency. If you would like to confidentially submit questions to the agency, contact the bid's main contact. It will be up to the discretion of the Buyer to decide if questions/answers are confidential.

6.0 PROOF OF INSURANCE

A. The successful bidder(s) must furnish certification of adequate insurance protection. This will include insurance coverage for employees working on County property. Proof of insurance will be submitted within seven (7) days of award of this bid. Insurance requirements can be found in the document General Information for Bidders.

B. The Contractor must maintain insurance coverage as required by the County while this agreement is in force, which will include automatic renewal terms. The Contractor will provide documentation of insurance satisfactory to the County’s Risk Manager.

7.0 ADDENDUMS

Addendums to Bids may occur at any time prior to the due date. The responsibility lies with the bidder to visit the Public Purchase web site to obtain addendums once they have downloaded a bid (solicitation) even though bidders will receive an e-mail from Public Purchase notifying of any addendums, per the explanation below from Public Purchase:

Any change or addendum made to a bid will be listed at the bottom of the bid showing the information that was added or changed on the bid. Vendors who are invited to a bid or any vendor who has previously responded to the bid will be notified by email when a change or addendum is made. Vendors can also see which bids have recently been changed or had addenda added from the lists of bids on their home tab. The date of the last change or addendum on the bid is posted on the right-side column of your bid list.

8.0 REFERNCES

Bidders must have a satisfactory record of past performance. Bidders are required to provide with their bid at least three (3) (names of contact persons and phone numbers) references of similar sized and scoped contracts during the past twelve (12) months. A reference form is included as bid document.

9.0 PRICE SUBMITTAL

A. Bidders will provide a firm lump sum fixed fee all-inclusive base bid.

B. Exclusions or exceptions will NOT be considered.

C. Time and Material quote will NOT be acceptable.

D. Bids must be good for 90 days.

10.0 BID SUBMITTALS

Bids will be accepted electronically only through Public Purchase, the Carroll County Office of Procurement’s electronic bidding software and website. Public Purchase is available via the Carroll County Government, Office of Procurement – Current Bidding Opportunities webpage. It is the Bidders’ responsibility to fully register with Public Purchase at least 5 (five) days prior to the bid closing date. Failure to register will not constitute justification for inability to submit a Bid or require the County to accept a Bid in any other manner other than electronically through Public Purchase. Instructions on how to register with Public Purchase are available upon request.

Bids will be accepted electronically only through Public Purchase on or before October 14, 2026 @ 10:30 am EST. Bids submitted after this deadline will be rejected. Bids submitted in any other manner will be rejected. Immediately thereafter, bids will be publicly opened virtually on a Microsoft Teams Meeting and the link for this opening will be posted on Public Purchase. For questions regarding this, contact the Office of Procurement at (410) 386-2181.

Add the following information in the General Comments section (Public Purchase).

Company Name:

Contact Information:

Company Address:

Phone Number:

Email Address:

UPLOAD THE FOLLOWING FORM IN ONE (1) PDF FORMAT FILE:

1. Bid Form

2. References

ENTER THE TOTAL LUMP SUM BID FOR EACH LOCATION ON PUBLIC PURCHASE

11.0 NOTICE OF INTENT TO AWARD AND OFFICIAL AWARD

All the Notices of Intent to Award and the Official Award notices will be posted on Carroll County’s Website.

It is the bidder’s responsibility to frequently visit the Office of Procurement website to obtain up to date information.

12.0 AWARD

Award of this bid will be made to the lowest, most responsive, and responsible bidder that meets or exceeds the terms, conditions, and specifications of this solicitation and is in the best interest of the County; and is qualified to perform the work based on the determination and review of the references provided of similar size, scope, and ability. Award of this contract will be on a lump sum basis. Review of these references will be made by the Division of Resource Management for the determination.

13.0 INVOICES/PAYMENT

A. Payments shall be made to the Contractor as follows: upon inspection and the Resource Management

Division’s written approval of the initial planting, the Contractor shall be paid 91% of the stock and planting labor fee. The Contractor shall then be paid 3% of the stock and planting labor fee and 34% of the maintenance fee after inspection and acceptance by the Resource Management Division at the conclusion of the first 12 months maintenance period; 3% of the stock and planting labor fee and 33% of the maintenance fee after inspection and acceptance by the Resource Management Division at the conclusion of the second 12 months maintenance period (24 months total); and the final 3% of the stock and planting labor fee and 33% of the maintenance fee after inspection and acceptance by the Resource Management Division at the conclusion of the third 12 months maintenance period (36 months total).

B. Invoices will be in PDF format and emailed to jomeara@carrollcountymd.gov mailto:jomeara@carrollcountymd.gov

C. Payment terms are “Net 30 Days” after receipt of a properly prepared invoice, inspection of and acceptance of the services provided.

14.0 SERVICE AGREEMENT

The successful bidder must enter into a Service Agreement similar to the “Draft” copy included with the General Information for Bidders. Exceptions, if any, to the County’s draft Agreement must be noted on a separate sheet and uploaded with the bid documents. Exceptions to the County’s Agreement may result in rejection of the bid. The County will not accept any exceptions to the Agreement after the opening date and time of this solicitation.

15.0 CONTRACTOR’S RESPONIBILITIES, REQUIREMENTS/QUALIFICATIONS

A. The County reserves the right to investigate an organization's ability to perform, its financial condition and experience. The right is reserved to reject any bid where such an investigation does not satisfy the County.

Previous performance on County contracts will be considered in determining qualifications of the low bidder. The decision of the Procurement Officer is final.

B. Contractor must have adequate financial resources. The County will be notified of any bankruptcy reorganization documents filed within the last five years. No funds will be advanced for the start or maintenance of this contract.

C. Contractor must have a satisfactory record of past performance. Bidders will be required to provide with their bid at least three (3) current contacts (names and phone numbers) for references for similar type contracts during the past twelve (12) months.

D. Safety requirements - All Contractors and Subcontractors performing services for Carroll County are required and will comply with all Federal Occupational Safety and Health Administration (OSHA), State of Maryland Occupational Safety Health Standards (MOSHA) and local County Safety regulations and any other applicable rules and regulations. All Contractors and Subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

E. The successful Contractor is responsible to follow all Applicable County/State/Federal laws, regulations, and requirements.

F. The Contractor will comply with all terms and conditions outlined within this specification.

16.0 FUNDING SOURCE

This project is funded in part by County dollars and a State of Maryland Department of Natural Resources grant No. 14-27-4448 TRF NS. Wage rates do not apply. Contractor agrees to the following as part of the grant requirements:

A. Non-Discrimination in Employment:

The Contractor agrees not to discriminate in any manner against an employee or applicant for employment because of race, color, religion, creed, age, sex, marital status, national origin, ancestry, or physical or mental disability of a qualified individual with a disability and to post and to cause subcontractors to post in conspicuous places available to employees and applicants for employment, notices setting forth the substance of this clause.

B. Compliance with Laws: The Contractor hereby represents and warrants that:

i. It, and any subcontractor it hires, is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

ii. It is not in arrears with respect to the payment of any monies due and owing the State of

Maryland, or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract;

iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract; and

iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under this Contract

C. Commercial Nondiscrimination Clause:

As a condition of entering into this Agreement, Grantee represents and warrants that it will comply with the State's Commercial Nondiscrimination Policy, as described under State Finance and Procurement Article, Title 19, Annotated Code of Maryland. As part of this compliance, Grantee may not discriminate on the basis of race, color, religion, ancestry or national origin, sex, age, marital status, sexual orientation, or disability or other unlawful forms of discrimination in the solicitation, selection, hiring, or commercial treatment of subcontractors, vendors, suppliers, or commercial customers, nor shall Grantee retaliate against any person for reporting instances of such discrimination. Grantee shall provide equal opportunity for subcontractors, vendors, and suppliers to participate in all of its public sector and private sector subcontracting and supply opportunities, provided that this clause does not prohibit or limit lawful efforts to remedy the effects of marketplace discrimination that have occurred or are occurring in the marketplace. Grantee understands that a material violation of this clause shall be considered a material breach of this Agreement and may result in termination of this Agreement, disqualification of Grantee from participating in State contracts, or other sanctions. This clause is not enforceable by or for the benefit of, and creates no obligation to, any third party.

The rest of this section is intentionally left blank

FALL 2026 TREE PLANTINGS

For the

CARROLL COUNTY DIVISION OF RESOURCE MANAGEMENT

TECHNICAL SPECIFICAITONS

1.0 PLANTING MATERIAL

A. Standards

i. Plant materials shall comply with the American Standards for Nursery Stock, ANSI 260.1.

ii. Nomenclature shall be in accordance with HORTUS III by J. H. Bailey.

iii. All plants shall be nursery grown and be from appropriate hardiness zones as stated in the USDA Plant Hardiness Zone Map, Misc. Publication #1475 issued 1990. Plant material must be nursery grown from nurseries inspected and certified by State Plant Inspectors.

B. Substitutions

i. The Contractor shall make every reasonable effort to supply the plant material as specified in the plans and specifications. Failure to do this will not relieve the Contractor of their contract requirements without any additional cost to the owner. If substitutions must be made, proof of unavailable stock shall be submitted in writing to the Division of Resource Management.

2.0 TOPSOIL

Any imported topsoil shall be subject to a soil test.

3.0 SOIL TESTING

A. A soil test for the planting areas will be required only if the Contractor will be bringing in off-site topsoil to complete the planting.

B. Off-site soil must have an accompanying soil test detailing existing levels of nitrogen, phosphorus, potassium, calcium and pH before planting is performed.

C. The soil test must be accompanied by a report that details the recommended amounts of fertilizer and soil buffering materials for planting trees.

D. The soil test must be provided by an independent or university laboratory.

4.0 SOIL ADDITIVES

Contractor shall include product label and manufacturer’s application instructions specific to this project.

5.0 MULCHES

When requested by the Resource Management Division, the Contractor shall submit samples of any mulch materials to be used.

6.0 HERBICIDES

A. Herbicides may only be applied by a Maryland State Certified Pesticide Applicator. A copy of the applicator’s license shall be provided to the Resource Management Division.

B. If herbicides will be used, the applicator must consult with the Division of Resource Management prior to application. The Resource Management Division may request a copy of the product label and MSDS.

7.0 CONCEALED CONTINGENCIES

If any undisclosed conditions arise causing the planting Contractor unreasonable delay in their projected progress to completion, the planting Contractor shall notify the Resource Management Division immediately to make the proper adjustments so that the job can continue on schedule.

8.0 PLANTING TIME FRAME

A. The planting of trees must occur from October 15, 2026 – December 15, 2026. Planting outside of this time frame can only be performed if permission is granted from the Resource Management Division.

B. All warranties will be in force regardless of planting time.

C. No planting will be done when weather or soil conditions are deemed unfit or could cause detriment to the plant material. The Resource Management Division shall determine if such conditions exist.

D. The Resource Management Division must be notified at least 48 hours prior to planting.

9.0 QUALITY ASSURANCE

The Contractor should be a member of one of the following professional organizations:

• Landscape Contractors' Association

• American Association of Nurserymen

• Maryland Nurserymen's Association

Professional Grounds Management Society

OR

Have a minimum of 5 years of documented successful experience in work of this nature.

10.0 PRODUCTS

A. Planting Materials

i. Trees at least 36 inches in height shall be used.

ii. 1-3 gallon container grown trees shall be used.

iii. Native species must be used which conform with the attached planting plans.

iv. All planting material shall show good vigor, be well shaped, densely foliated, with a healthy well-developed root system.

v. All planting material shall be free of insect pests and their eggs or pupal stages, diseases and defects to include stem or branch injuries, cankers, knots, sunscald, frost cracks, and other disfigurements.

vi. Trees with damaged or multiple terminal leaders, crossing stems, included bark or girdling roots must be rejected.

B. Soil Additives

i. Calcium shall be in the form of ground dolomitic limestone.

ii. Sulfur shall be granular, biodegradable, containing a minimum 90% sulfur with a minimum 99% passing through a No. 6 sieve and a minimum 10% passing through a No. 40 sieve.

iii. High nitrogen fertilizers are not recommended.

11.0 LAYOUT AND SITE PREPARATION

A. Layout

i. The Contractor shall notify the property owner before starting work on the site.

ii. Before any planting occurs, the Contractor and a representative from the Resource

Management Division shall meet on the job site to consult about the layout of the planting.

B. Site Preparation

i. If invasive plants are present on the planting site, an herbicide application shall be made prior to planting.

ii. A list of invasive plants to inspect for can be found in Appendix F of the Carroll County Forest Conservation Manual.

iii. The Contractor shall mow the site if necessary.

12.0 PLANTING

A. Plant Spacing

i. When planting, leave an open buffer of 20 feet from neighboring properties.

ii. Planting rows shall be 12 feet apart.

iii. Spacing within the rows shall be calculated to plant the required number of trees per acre for the specific project.

iv. While planting rows, no more than 5 consecutive plants of the same species may be planted in the same row unless otherwise specified on the planting plan.

B. Planting Container Stock

i. Excavate a hole as deep as the container and 2 times the diameter of the container.

ii. Remove the plant from the container either by cutting or inverting the container. Carefully untangle and straighten any circling roots on pot bound plants. Remove any visible girdling roots. Use a sharp knife or utility blade to make 4-6, 1" cuts the length of the root ball.

iii. All planting stock is to be set plumb in center of the hole with the root flare at the finished grade. If the root flare is not visible, remove soil from the root ball until the root flare is exposed.

iv. When planting on slopes, plant to a depth where the root flare is at grade with the uphill slope.

v. Using the excavated soil, back fill around the lower section of the root ball to completely cover the roots. Firmly pack the soil to eliminate any air pockets. Use the remaining soil to create a saucer around the top of the root ball.

vi. Prune out any dead or broken branches.

vii. After planting is completed, excess materials shall be removed from the site. All tags and flagging are to be removed from all planting stock.

13.0 SHELTERING

A. 5-foot or 6-foot tall Tubex or Vigilis shelters shall be used.

B. Slide the shelter down over the plant being careful not to break any branches. The bottom of the shelter should be seated 2 inches into the soil.

C. For 5-foot shelters, use a 5-foot long, 1-inch-wide oak post to secure it. Drive the stake so that 2 feet is in the ground and 3 feet remain exposed. For 6-foot shelters, use a 6-foot long, 2-inch-wide oak post to secure

it. Drive the stake so that 2 feet is in the ground and 4 feet remain exposed. Use at least 2 ties to secure the shelter to the stake.

14.0 MULCHING

A. Where the planting plan calls for mulch, the Contractor shall apply mulch around each plant.

B. Contractor shall cover the area that was excavated for planting with a 2-3-inch-deep layer of mulch.

15.0 WATERING

A. Contractor shall thoroughly water all planting stock.

B. The Contractor will be responsible for supplying water.

16.0 MAINTENANCE

A. Vegetation Control:

i. Vegetation control shall be performed on the entire area encompassed by the planting site as delineated by the planting plan.

ii. The Contractor shall mow the planting site 4 times during the growing season. Mowing shall occur on the following schedule: 1st mowing in May, 2nd mowing June, 3rd mowing July, 4th mowing September/October.

iii. Where the planting plan calls for it, the Contractor shall apply Round Up around the base of each tree shelter. Application shall be made in conjunction with the 1st and 2nd mowing.

iv. Invasive plants and noxious weeds shall be controlled using herbicide application on an as needed basis.

B. The Contractor shall notify the Resource Management Division anytime maintenance is performed. Failure to perform required maintenance or report completed maintenance may result in some or all of the maintenance payment being withheld.

17.0 INSPECTIONS

A. Initial inspection

i. Once the site has been planted, the Contractor will contact the Resource Management Division for an inspection.

ii. If all work is completed and meets all specifications satisfactorily, then written notice will be provided by the Resource management Division stating that the work has been accepted and the 3-year maintenance period can begin.

B. Maintenance inspections

i. At a minimum, the Resource Management Division will inspect planting sites 12 months and

24 months after the initial planting, however, they reserve the right to inspect anytime during the maintenance period.

ii. Inspections will evaluate maintenance and ensure that all plantings are meeting at least a 75% survival rate.

C. Final inspection

i. The Resource Management Division will conduct a final inspection at the end of the maintenance/warranty period (3 years after the initial planting date).

ii. If the planting site is found to be well maintained and the planting meets the required 75% survival rate, written notice will be provided by the Division of Resource Management stating that the work has been accepted and the Contractor has fulfilled their obligation.

18.0 REPLACEMENT

A. If during the 3-year maintenance period, inspection by the Resource Management Division finds that the survival rate of the planting has fallen below 75%, the Contractor shall be responsible for installing replacement plant material, shelters and stakes in an amount that ensures the 75% survival rate is met.

B. Replacement of dead plant material shall occur during the next appropriate planting season.

C. Replacement plant material shall meet the specifications provided in this document and the planting plan.

D. Replacement plant material shall be planted according to the specifications provided in this document and the planting plan.

E. Replacement plant material shall be of the same species as the material being replaced, unless the Contractor and the Resource Management Division agree to substitute.

F. The Contractor will not be held responsible for plant material that has been damaged or destroyed by vandalism, flooding, or other conditions beyond the Contractor's control.

End of RFB