Annual_Tree_Trimming__Removal__and_Related_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/staugustine

City of St. Augustine, FL

26014

ANNUAL TREE TRIMMING, REMOVAL, AND RELATED SERVICES

RELEASE DATE: June 18, 2026

RESPONSE DEADLINE: July 30, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

undefined #26014 Title: Annual Tree Trimming, Removal, and Related Services

Table Of Contents

1. INTRODUCTION

1.1. INTRODUCTION

1.2. PROCUREMENT CONTACT

1.3. TIMELINE

1.4. SCOPE OF WORK

2. EVALUATION AND AWARD

2.1. MINIMUM QUALIFICATIONS

2.2. AWARDING THE AGREEMENT

3. SUBMITTAL INSTRUCTIONS AND FORMAT

3.1. SUBMITTAL OF RESPONSES

3.2. PREPARATION AND ORGANIZATION OF RESPONSE DOCUMENTS

3.3. GUARANTY

3.4. VENDOR SUBMISSIONS

3.5. COST SCHEDULE

4. GENERAL TERMS AND CONDITIONS

4.1. INSTRUCTIONS TO RESPONDENTS

4.2. EXECUTION OF AGREEMENT

Attachments:

A - DRAFT General Agreement

B - 2 CFR Part 200 Subpart D Contract Provisions + Appendix

1. INTRODUCTION

1.1. INTRODUCTION

The City of St. Augustine (“City”) requests that interested parties respond to the solicitation below by Thursday, July 30, 2026. Further information is available through OpenGov at https://procurement.opengov.com/portal/staugustine, the City’s website at www.citystaug.com, or by contacting the City of St. Augustine's Procurement Contact, Laura Morse at lmorse@citystaug.com or (904) 201-

8837.

Annual Tree Trimming, Removal, and Related Services

Request for Bids Number 26014

Request for Bids Opening: Thursday, July 30, 2026, 2:00 pm

Please refer to the TIMELINE for location and/or teleconference information.

The City may award contracts to multiple respondents.

In accordance with the Americans with Disabilities Act, persons needing a special accommodation to participate in this proceeding should contact the individual or agency sending notice not later than seven (7) days prior to the proceeding at the address given on notice. Laura Morse, Telephone: (904) 201-8837, or 1-800-955-8771

(TDD) or 1-800-955-8770 (V), via Florida Relay Service.

1.2. PROCUREMENT CONTACT

Laura Morse

(904) 201-8837 lmorse@citystaug.com

The City prefers ALL inquiries related to this solicitation to be submitted through the Question and Answer section of the Project through the Procurement Portal, no later than 5:00 pm on Tuesday, July 21, 2026.

City staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the City, the interpretation or correction must be given by the Procurement Contact and must be in writing. The Procurement

Contact may orally explain the City’s procedures and assist Respondents in referring to any applicable provision in the Solicitation documents, but the Respondent is ultimately responsible for submitting the bid in the appropriate form and in accordance with written procedures.

1.3. TIMELINE

Release Project Date: June 18, 2026 https://procurement.opengov.com/portal/staugustine http://www.citystaug.com/ https://procurement.opengov.com/portal/staugustine/projects/245962/document?section=undefined

Question Submission Deadline: July 21, 2026, 5:00pm

Question Response Deadline: July 24, 2026, 5:00pm

Response Submission Deadline: July 30, 2026, 2:00pm

Physical Location:

City of St. Augustine 75 King Street Lobby D, 4th Floor St. Augustine, FL 32084

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/256607 669415213?p=pQ5T9v56GHdemKTXCa Meeting ID: 256 607 669 415 213 Passcode: 8dd2CQ9s Dial in by phone +1 312-763-9952,,973238466# United States, Chicago

Phone conference ID: 973 238 466#

1.4. SCOPE OF WORK

1.4.1. Scope of Work

The removal of trees and related services will take place in roadways, rights-of-way, easements, parks, retention areas, and other City owned property throughout St. Augustine. Tree Removal Services will encompass the removal of trees, stump grinding, stump removal, tree trimming, clean up, and disposal of trees and debris, as well as technical assistance. In some events, Federal funds may be used to fund all or a portion of the Work should the need arise. Federal requirements applicable to the successful Respondent are attached, Exhibit B.

Where and if applicable; the work performed under these specifications and all materials used shall conform with the Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge

Construction; the Florida Department of Transportation Design Standards, and the City of St. Augustine

Ordinances; Part II, Chapter 11: “Environmental Protection” and Chapter 25: “Trees and Landscaping,” the latest editions and supplements.

https://teams.microsoft.com/meet/256607669415213?p=pQ5T9v56GHdemKTXCa https://teams.microsoft.com/meet/256607669415213?p=pQ5T9v56GHdemKTXCa

All Work shall be performed during normal City business hours (7:00 a.m. to 5:00 p.m.), on non-holiday weekdays, unless otherwise authorized by the designated City Representative. Any Work performed outside of normal City business hours shall require prior approval.

Contractor shall furnish, unless otherwise noted, all permits (City permit fees will be waived), labor, equipment, and materials to complete the work as specified below:

SPECIFICATIONS

A. Should a disaster occur, the City of St. Augustine will be first priority for any emergency that may harm any person or property. The City Manager will be the sole determining factor as what constitutes a disaster.

B. All non-emergency work shall be completed within seven (7) working days, once notified, at the discretion of the City representative.

C. Emergency, holiday, and weekend work shall be completed within two (2) hours. Contractor shall have thirty (30) minutes to arrive at the job site after call is received. The hourly rate bid for said work shall be the Contractor’s labor cost over and above the cost to provide said services in a non-emergency situation. The Contractor shall invoice based on the tree type, size, work performed, and the emergency hourly rate.

D. All invoices shall be submitted, on a monthly basis, to the Division which ordered the work. When work is completed a fax or e-mail notice of same will need to be sent to the requesting Division within

24 hours.

E. The City and Contractor shall determine when a crane is necessary and shall negotiate a price for the crane to be added to the cost schedule for services performed based on the scope of the project.

F. The price for trees over 60-inch Diameter at Breast Height (DBH) in size shall be negotiated. If a mutually agreed upon price cannot be determined, the City reserves the right to obtain outside quotes for the work.

G. The price for repair of cavities and cabling shall be negotiated. If a mutually agreed upon price cannot be determined, the City reserves the right to obtain outside quotes for the work.

H. For example: Work that is bid at an hourly rate shall include a crew of three (3) people. When the crew is smaller or greater than three (3) people, the hours worked shall be prorated and adjusted accordingly.

1. A 2-man crew works for 10 hours. The City shall be billed for 6.7 hours as calculated:

a. 2 men of a 3 man crew = .67 X 10 hours = 6.7 hours of billable time

2. A 4-man crew works for 10 hours. The City shall be billed for 13.30 hours as calculated:

a. 4 men instead of a 3 man crew = 1.33 X 10 hours = 13.30 hours of billable time

I. Contractor shall coordinate all work with the appropriate City personnel:

1. Streets and Grounds Division Manager Mark Hartley (904) 576-7707

2. Utilities Deputy Director Wade Giddens (904) 669-1855

J. All cost schedule line items shall include labor, materials, equipment, hauling, tipping fees and any other expenses that are customary in the performance of the described work.

K. The Contractor shall be responsible for providing a local phone and FAX number, and/or email for the purpose of receiving information concerning specific job sites.

L. All employees of the Contractor are to wear shirts or have a badge which identifies their company, and all equipment belonging to the Contractor must bear the company’s name.

M. When working near roadways, employees of the Contractor shall wear a DOT approved vest; and DOT approved safety cones and DOT approved “Men Working Signs” shall be placed appropriately in front of and behind their truck. Contractor will be responsible for all Maintenance of Traffic.

N. Work will be scheduled on an as needed basis. There will be time periods when there is no work available. The majority of the work is pruning.

O. American National Standards Institute (ANSI) specification(s) must be followed; no shearing is allowed.

P. There is Line Clearance Certification required for this contract. when working around overhead power lines that directly affect the tree work.

Q. The Contractor shall have a Certified Arborist on staff and provide Certification/ Licensing documentation to the City.

R. The Contractor shall answer all complaints resulting from the performance of the work such as, but not limited to, damage to mailboxes, signs, fences, other trees, etc., immediately and make good repairs within five (5) calendar days.

S. All repairs carried out as a result of performance of the work shall be at Contractor’s expense.

T. Incidental damage to public and/or private property caused by Contractor in providing these services shall be the responsibility of the Contractor to repair. Any damage to items including, but not limited to inlets, manholes, junction boxes, culverts, under drains, curb and gutter, sidewalks, pavement, fencing, roadway shoulders, signs or signals, and guardrail, shall be corrected in strict conformance with Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge

Construction; the Florida Department of Transportation Design Standards and the City of St. Augustine

Ordinances, Part II, Chapter 11: “Environmental Protection” and Chapter 25: “Trees and Landscaping,” the latest editions and supplements, as applicable.

U. If any ground digging or subsurface work is needed, it shall be done in accordance with the Florida

Statute Chapter 556. It shall be the responsibility of Contractor to have all underground utilities located before any work shall begin. This can be done by contacting Sunshine State One Call. They may be reached by calling 1-800-432-4770. The repairs of any damaged underground utilities as a result of the work being performed by Contractor shall be the responsibility of the Contractor. The proper utility company shall be contacted immediately if damage has occurred to expedite the repairs. The City of St. Augustine shall also be notified.

V. If Contractor fails to resolve a validated complaint, the City reserves the right to correct the problem, and deduct the cost of the repairs, plus five (5) percent for administrative costs, from the Contractor’s final payment for the job.

W. No quantities are guaranteed from this solicitation. Any contract entered into will be an indefinite quantity type. Purchase Orders will be issued throughout contract period when needs are determined. The estimated quantities set forth in the pricing tables are for evaluation purposes only.

AUXILIARY VEGETATION MANAGEMENT SPECIFICATIONS

A. SCOPE

These Specifications cover removal of debris and stump grinding as needed by the City of St. Augustine Streets and Grounds and/or Utility Services Divisions.

1. The intent of these specifications is to define the responsibilities of Contractor and to present procedures and guidelines which are to be followed in performing all work within the scope of these specifications.

2. Debris Removal

a. Pick up and dispose of large wood/debris street side and/or off road when required.

b. Needed off road retrieval shall be discussed with the Project Manager or City designee prior to performance of work and billed as agreed in the Agreement’s Cost Schedule.

c. Site cleanup to include raking and removing small debris on residential or manicured sites.

d. Response within twenty-four (24) hours of original notification by City of St. Augustine Project

Manager or City designee, unless otherwise agreed for specific location.

1. Stump Grinding

a. Grind out stumps and surrounding surface roots.

b. Site cleanup to include raking site smooth or removal of grindings as requested by Project

Manager or City designee.

c. Response within three (3) days of original notification.

2. Billing

a. Contractor invoices shall include company logo and contact information along with:

i. Site location as specific address, cross streets, or nearest utility pole number.

ii. Specific work performed including load size, off road retrieval time if required, stump circumference to the edges of surface roots.

iii. Date of completion.

3. Pricing on Cost Schedule includes the following:

a. Full load to include raking and removal of small debris as needed (assuming 50-cubic yard bed).

b. One-half (½) load to include raking and removal of small debris as needed (assuming 50-cubic yard bed).

c. Price per hour for retrieving wood off road (to be discussed with Project Manager or City designee in advance of performing work).

d. All stump grinding work shall include final raking to smooth site.

e. Price per stump for stumps up to twenty inches (20˝) in circumference.

f. Price per inch for stumps exceeding twenty inches (20˝) in circumference measured at outer edge of above ground roots spreading out from stump.

*NOTE: Cut and Toss is defined as clearing access paths from fallen storm debris when time is of the essence, and/or in areas not accessible by hauling equipment or areas where hauling equipment is not allowed.

A City Right-of-Way permit is required prior to commencement of any specific work order.

2. EVALUATION AND AWARD

2.1. MINIMUM QUALIFICATIONS

Respondent must use the “Qualification” forms (GENERAL AND SIMILAR PROJECTS) provided in these documents to document the minimum qualifications listed below. Failure to include these forms with the

Response may be considered non-responsive.

1. It is requested the Respondent must have successfully completed/performed at least three (3) projects of a similar nature in the past five (5) years.

2. It is requested the Respondent provide three (3) references including full contact information. At least one (1) of the references must arise out of the similar work listed in response to sub-paragraph (a) above. No more than one

(1) of the references may arise out of completed projects for the City of St. Augustine.

3. Respondent must be a Certified Arborist or have a Certified Arborist on staff. Please provide a copy of Arborist

Certification / License in the bid submittal.

Irrespective of the minimum qualifications stated above, the City may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The City reserves the right to reject any Response if the evidence submitted by such Respondent and/or the City’s independent investigation of such

Respondent fails to satisfy the City that such Respondent is properly qualified to carry out the obligations of the

Agreement and complete the Work in a manner acceptable to the City within the time period specified.

2.2. AWARDING THE AGREEMENT

The Agreement will be awarded to the lowest responsive, responsible Respondent, being the Respondent with the lowest Total Bid Cost based on a hypothetical project to produce a total hypothetical cost, and who demonstrates, in accordance with the requirements of the solicitation documents, a verifiable history of the skill, ability, integrity, and reliability necessary for the faithful performance of the Agreement (the “Successful

Respondent”). The hypothetical project parameters used for evaluation will be disclosed following completion of the evaluation process. The Agreement may be modified based on the City’s acceptance of any alternatives listed in the bid that the City deems in its best interest. The City of St. Augustine reserves the right to accept or reject any or all bids or parts of bids, to waive irregularities and technicalities, and to request re-bids on the required materials or services. The City also reserves the right to award the contract to the Respondent whose bid is deemed by the City to most advance the public interest.

If two (2) or more bids are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with Section 287.087, F.S., via a Drug-Free Workplace or two (2) by lot.

The City reserves the right to award the Agreement to the next lowest available Respondent in the event the

Successful Respondent fails to enter into the Agreement, or the Agreement with said Respondent is terminated within 90 days of the effective date.

All Respondents will be notified of the City's intent to award or decision to award the Agreement. For the purpose of filing a bid protest under Section 120.57(3), F.S., the time period will commence as provided in

“NOTICES AND SERVICES THEREOF.”

3. SUBMITTAL INSTRUCTIONS AND FORMAT

3.1. SUBMITTAL OF RESPONSES

The City prefers ALL Responses be submitted through the Procurement Portal no later than 2:00 pm on

Thursday, July 30, 2026.

3.2. PREPARATION AND ORGANIZATION OF RESPONSE DOCUMENTS

Respondents must submit all requirements through the VENDOR SUBMISSIONS.

Respondent is encouraged to include as much pertinent data and information under each section as necessary to ensure proper evaluation of its qualifications. Each section shall be evaluated separately on its own merit.

In the event you decline to submit a Response, the City would appreciate submittal of a "No Bid" through the

Procurement Portal to describe the reason for not submitting a Response. BY SUBMITTING A RESPONSE, RESPONDENTS ACKNOWLEDGE THAT THE CITY’S STANDARD CONTRACT FORM WILL BE USED. ANY DELAYS

CAUSED DUE TO RESPONDENT’S FAILURE TO ACCEPT THE TERMS OF THE STANDARD CONTRACT FORM AFTER

THE SUCCESSFUL RESPONSE HAS BEEN AWARDED MAY RESULT IN REJECTION OF THE RESPONSE. A DRAFT

STANDARD CONTRACT, INCLUDING ALL OPTIONAL ARTICLES, IS PROVIDED IN THE ATTACHMENTS. THE

CONTRACT WILL BE REFINED PRIOR TO AWARD.

3.3. GUARANTY

For the purposes of this solicitation, a Bid Bond is not required.

3.4. VENDOR SUBMISSIONS

1. RESPONDENT CONFIRMATION*

RESPONDENT:

The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this Solicitation as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this Solicitation Response or in the Agreement to be entered into; that this

Response is made without connection with any other person, company, or parties submitting a Solicitation

Response; and that this Response is in all respects fair and in good faith without collusion or fraud.

Respondent represents to the City that, except as may be disclosed in an addendum hereto, no officer, employee or agent of the City has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

Respondent further declares that it has examined the Agreement and informed itself fully in regard to all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other

Agreement documents relative thereto; it has read all of the addenda furnished prior to the Solicitation opening, https://procurement.opengov.com/portal/staugustine/projects/245962/document?section=2348626 https://procurement.opengov.com/portal/staugustine/projects/245962/document?section=undefined as acknowledged below; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

Respondent agrees that if its Response is accepted and an Agreement negotiated, if applicable, with the City, Respondent shall contract with the City in the form of the attached Agreement and shall furnish everything necessary to complete the Work in accordance with the time for completion specified in the Agreement and shall furnish the required evidence of the specified insurance.

☐ Please confirm

*Response required

2. Do you intend to use Subconsultants/Subcontractors on this project? *

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1. Subconsultants / Subcontractors*

Please download the below documents, complete, and upload. Debris Removal Service subcontractors will be requested in another question.

• Subconsultants-Subcontracto...

*Response required

3. Do you intend to use Debris Removal Services?*

If self performing, please answer yes.

☐ Yes

☐ No

*Response required

When equals "Yes"

3.1. Please list name of City Authorized Franchise Hauler to be used.*

Please also list if self-performing the task.

List of authorized franchise haulers can be found on the City's website.

*Response required

4. Are you registered to perform Business in the State of Florida?*

The City requires Respondents to be authorized to perform buisness in the State of Florida. Respondent is acknowledging an Active SunBiz registration.

https://government-project.s3.us-west-2.amazonaws.com/155369/f7c7bd65-bfb5-4536-8d56-3d75aea904aa_Subconsultants-Subcontractors.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ONXXDIU5%2F20260618%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260618T122556Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID34ShXxzxazfHrm7g%2Ft35Q4cmuI%2BYxD%2FRzTzj8YFdpbAiB1o2Rs%2FKpo87nAG7OJyFT9sGBRkzxLNmocS814qKkPiyqVBQil%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIM3H7kB5P%2F5OPIomzDKukEx9CJ5kXoxQgqIdQkq4%2F02%2FtBPc%2Fn4tvKiINHAj4RC6f9PsT8aNDD%2BBekRYOMh447UzHrLFoNebW71X7mcf98GxvY%2B9p9Q11%2Bad%2B5HiZW0o1Tcf2b41WTpd0%2Faom3OFK%2BFbafMq5J9ZE2GQrXvwvxELVJUlyOuaLndMcmrqPrlHBzuBFSdJ%2B1cBasLcAlYfgTWKPnZLmMK%2FfIGRaDF3%2FPI95S%2BY049JSUITX59AkSyFsU3jqFC57VMjGmNBOk2bU7SVgwS%2Fw1g8ro5rdWbzZVop7M7WtmWpXtgpQNFJWIXRG4eHpPjmjQ338CmjLyevsadGV0DFe54aZXn1yRHHjEJ6Jc4JydcYp%2F97JnVe5%2FkDunqk4ExILuqnz8%2Bx%2BSRL2yLzv%2FYy%2BUhdDbCdQIuZmI%2F3bgzPK4hfVW8RfNupeTFhribsrCRzGRY9qNleGHZHFM64iR4qwRP7vCb39sKI8qWruSCzUGZdqxo9OvUm5CzMJRIh4bR%2Fyj809FayGAC32z2%2BeqJ8kF5vEq%2BxFVCzD549KzmivYXjIi2Q0VFpP%2BTRk2SUlOPj3qOIleUscuplzTfDhdZdrfYTXHTBV%2FLNGDkU%2BDeSWKeRlGmYSGOz%2FRUILWSL60nMReZTAG6LhwbNK4%2FN%2FrBPV7IAZyUUX0GOW1xOk%2FLHijxFkGiezqvq6HTKo9TIEmvOtbexNHU%2F%2BD6ydIRUZ9eRLNdmrmwPHapzdHyrhWjZJRKeHR4SC8siD%2FPZ8jJR3fX5McePLsQH5OP8mU%2BnkAf7u%2BD9J0lqr8VaP17m%2Ft%2FqvdVQzAomE3OtxUin6uKa0tsIvCQr4wkcDP0QY6mgFHIhgptU%2Bu6SZciYMlqnJ3kaOBF3Nfl998EcijZkw40obx9va7Y21%2BoDY1SGSzZGK2h8Mr%2BJdr%2B4CfSJQ74lQlAfBbxy13g5T35lo5bKc%2Bs3YDThnRSRsM4fwj%2FRpj2jNyQKq2WND%2FtkIbv%2FEHLQZ%2FW8nsBVjtRNdb5KQyLRLxNp5h%2FyKdQiBNU9ws72d26ZZzr%2FjQK%2BNA1E6N&X-Amz-Signature=949233124754925f4eef6344f5b83df5b40b29836e5fe43cf8000e2b1f7f7cdb&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Subconsultants-Subcontractors.pdf%22&x-id=GetObject

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1. Copy of Certificate to do Business in the State of Florida*

Attach a copy of a certificate to do Business in the State of Florida (Print Out from SunBiz). An active certification must be maintained throughout the life of the contract.

*Response required

When equals "No"

4.2. Current Authorized State to perform Business and SunBiz application*

The City requires Respondents to be authorized to perform buisness in the State of Florida. Please attach the out-of-state documentation along with the copy of the application and status through SunBiz.

*Response required

5. Affidavit of Non-Collusion*

A. I am the owner or duly authorized officer, representative, or agent of the Respondent that has submitted the Solicitation Response.

B. The attached Solicitation Response is genuine. It is not a collusive or sham Solicitation Response.

C. I am fully informed respecting the preparation and contents of, and knowledgeable of all pertinent circumstances respecting the attached Solicitation Response.

D. Neither Respondent nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly, with any other Respondent, firm, or person to submit a collusive or sham Solicitation

Response in connection with the Agreement for which the attached Solicitation Response has been submitted, or to refrain from bidding in connection with such Agreement, or has in any manner, directly or indirectly, sought by agreement, collusion, communication, or conference with any other Respondent, firm, or person to fix the price or prices in the attached Solicitation Response of any other Respondent, or to fix any overhead, profit, or cost element of the Solicitation Response prices or the Letter of Interest price of any other Respondent, or to secure through collusion, conspiracy, connivance, or unlawful agreement any advantage against the City or any other person interested in the proposed Agreement.

E. No official or other officer or employee of the City, whose salary or compensation is payable in whole or in part by the City, is directly or indirectly interested in this Solicitation Response, or in the supplies, materials, equipment, work, or labor to which it relates, or in any of the profits therefrom.

Please indicate yes to confirm or no to not confirm.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.1. Owner or duly authorized officer, representative, or agent of Respondent*

Please supply the full name and title of the owner or duly authorized officer, representative, or agent completing the Solicitation Response as evidenced in SunBiz.

*Response required

6. Qualifications - General*

Please download the below documents, complete, and upload.

• QUALIFICATIONS_-_GENERAL.pdf

*Response required

7. Qualifications - Similar Projects*

Please download the below documents, complete, and upload.

• QUALIFICATIONS_-_Similar_Pr...

*Response required

8. Certified Arborist License*

*Response required

9. Drug-Free Workplace*

The Respondent in accordance with Section 287.087, F.S., hereby certifies that Respondent satisfies the following requirements:

A. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Notifies employees, via the statement specified in paragraph 1, above, that, as a condition of working on the contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, F.S., or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five days after such conviction.

C. Gives each employee engaged in providing the contractual services that are under bid a copy of the statement specified in paragraph 1, above.

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D. Informs employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations

E. Imposes a sanction on, or requires the satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted.

F. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of Section

287.087, F.S.

As the person authorized to confirm this statement, I certify that this firm complies fully with the above requirements.

☐ Please confirm

*Response required

10. References*

Respondent shall provide three (3) references to their abilities as it relates to the Scope of Work, which shall include at least one of the submitted similar projects. No more than one reference shall be from the City.

Respondent to include the following information per reference:

• Agency/company

• Current contact person at agency/company

• Telephone and E-mail

• Agency/Company Address

• Name of project

• Description

• Project value

• Project manager

*Response required

11. Certificate of Compliance with Florida Trench Safety Act*

Please download the below documents, complete, and upload.

• CERTIFICATE_OF_COMPLIANCE_W...

*Response required

12. Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion*

Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/155369/2e8d643b-466c-4f8d-8285-f87cfed5d248_CERTIFICATE_OF_COMPLIANCE_WITH_FLORIDA_TRENCH_SAFETY_ACT.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ONXXDIU5%2F20260618%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260618T122556Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID34ShXxzxazfHrm7g%2Ft35Q4cmuI%2BYxD%2FRzTzj8YFdpbAiB1o2Rs%2FKpo87nAG7OJyFT9sGBRkzxLNmocS814qKkPiyqVBQil%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIM3H7kB5P%2F5OPIomzDKukEx9CJ5kXoxQgqIdQkq4%2F02%2FtBPc%2Fn4tvKiINHAj4RC6f9PsT8aNDD%2BBekRYOMh447UzHrLFoNebW71X7mcf98GxvY%2B9p9Q11%2Bad%2B5HiZW0o1Tcf2b41WTpd0%2Faom3OFK%2BFbafMq5J9ZE2GQrXvwvxELVJUlyOuaLndMcmrqPrlHBzuBFSdJ%2B1cBasLcAlYfgTWKPnZLmMK%2FfIGRaDF3%2FPI95S%2BY049JSUITX59AkSyFsU3jqFC57VMjGmNBOk2bU7SVgwS%2Fw1g8ro5rdWbzZVop7M7WtmWpXtgpQNFJWIXRG4eHpPjmjQ338CmjLyevsadGV0DFe54aZXn1yRHHjEJ6Jc4JydcYp%2F97JnVe5%2FkDunqk4ExILuqnz8%2Bx%2BSRL2yLzv%2FYy%2BUhdDbCdQIuZmI%2F3bgzPK4hfVW8RfNupeTFhribsrCRzGRY9qNleGHZHFM64iR4qwRP7vCb39sKI8qWruSCzUGZdqxo9OvUm5CzMJRIh4bR%2Fyj809FayGAC32z2%2BeqJ8kF5vEq%2BxFVCzD549KzmivYXjIi2Q0VFpP%2BTRk2SUlOPj3qOIleUscuplzTfDhdZdrfYTXHTBV%2FLNGDkU%2BDeSWKeRlGmYSGOz%2FRUILWSL60nMReZTAG6LhwbNK4%2FN%2FrBPV7IAZyUUX0GOW1xOk%2FLHijxFkGiezqvq6HTKo9TIEmvOtbexNHU%2F%2BD6ydIRUZ9eRLNdmrmwPHapzdHyrhWjZJRKeHR4SC8siD%2FPZ8jJR3fX5McePLsQH5OP8mU%2BnkAf7u%2BD9J0lqr8VaP17m%2Ft%2FqvdVQzAomE3OtxUin6uKa0tsIvCQr4wkcDP0QY6mgFHIhgptU%2Bu6SZciYMlqnJ3kaOBF3Nfl998EcijZkw40obx9va7Y21%2BoDY1SGSzZGK2h8Mr%2BJdr%2B4CfSJQ74lQlAfBbxy13g5T35lo5bKc%2Bs3YDThnRSRsM4fwj%2FRpj2jNyQKq2WND%2FtkIbv%2FEHLQZ%2FW8nsBVjtRNdb5KQyLRLxNp5h%2FyKdQiBNU9ws72d26ZZzr%2FjQK%2BNA1E6N&X-Amz-Signature=59f6d93c7a8a165d6dffa58713d6da2907347af3d0b65965e9f84873b6ebe14b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22CERTIFICATE_OF_COMPLIANCE_WITH_FLORIDA_TRENCH_SAFETY_ACT.pdf%22&x-id=GetObject

• CERTIFICATION_REGARDING_DEB...

*Response required

13. Does Respondent have qualified personnel for line clearance?*

☐ Yes

☐ No

*Response required

3.5. COST SCHEDULE

Cost Schedule is for evaluation purposes. The City acknowledges there may be additional lines items for the work. For awarding purposes, the Lowest Cost Bid will be calculated using a hypothetical project. Submitted line-item costs will be plugged into the parameters of the hypothetical project to produce a total hypothetical cost. The hypothetical project parameters will be disclosed following completion of the evaluation process.

TREE CUT DOWN & DEBRIS REMOVAL

PER TREE - Cut down tree and remove debris. Area to be raked and cleaned. Diameter at Breast Height (DBH) of tree in inches.

Line Item DBH Quantity Unit of

Measure Cost - Oak

Tree Cost - Pine

Tree Cost - Other

Tree

1 0 – 12 1 Lump Sum

2 13-24 1 Lump Sum

3 25-36 1 Lump Sum

4 37-48 1 Lump Sum

5 49-60 1 Lump Sum

TREE CUT DOWN (CITY REMOVES DEBRIS)

PER TREE - Cut down and leave in maximum length of 5΄ branches/debris. Clean up of area by City. Diameter at Breast Height (DBH) of tree in inches.

Line Item DBH Quantity Unit of

Measure Cost - Oak

Tree Cost - Pine

Tree Cost - Other

Tree

1 0 – 12 1 Lump Sum

2 13-24 1 Lump Sum https://government-project.s3.us-west-2.amazonaws.com/155369/f50889bb-528e-475c-946b-1d838ca1a753_CERTIFICATION_REGARDING_DEBARMENT.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4ONXXDIU5%2F20260618%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260618T122556Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID34ShXxzxazfHrm7g%2Ft35Q4cmuI%2BYxD%2FRzTzj8YFdpbAiB1o2Rs%2FKpo87nAG7OJyFT9sGBRkzxLNmocS814qKkPiyqVBQil%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIM3H7kB5P%2F5OPIomzDKukEx9CJ5kXoxQgqIdQkq4%2F02%2FtBPc%2Fn4tvKiINHAj4RC6f9PsT8aNDD%2BBekRYOMh447UzHrLFoNebW71X7mcf98GxvY%2B9p9Q11%2Bad%2B5HiZW0o1Tcf2b41WTpd0%2Faom3OFK%2BFbafMq5J9ZE2GQrXvwvxELVJUlyOuaLndMcmrqPrlHBzuBFSdJ%2B1cBasLcAlYfgTWKPnZLmMK%2FfIGRaDF3%2FPI95S%2BY049JSUITX59AkSyFsU3jqFC57VMjGmNBOk2bU7SVgwS%2Fw1g8ro5rdWbzZVop7M7WtmWpXtgpQNFJWIXRG4eHpPjmjQ338CmjLyevsadGV0DFe54aZXn1yRHHjEJ6Jc4JydcYp%2F97JnVe5%2FkDunqk4ExILuqnz8%2Bx%2BSRL2yLzv%2FYy%2BUhdDbCdQIuZmI%2F3bgzPK4hfVW8RfNupeTFhribsrCRzGRY9qNleGHZHFM64iR4qwRP7vCb39sKI8qWruSCzUGZdqxo9OvUm5CzMJRIh4bR%2Fyj809FayGAC32z2%2BeqJ8kF5vEq%2BxFVCzD549KzmivYXjIi2Q0VFpP%2BTRk2SUlOPj3qOIleUscuplzTfDhdZdrfYTXHTBV%2FLNGDkU%2BDeSWKeRlGmYSGOz%2FRUILWSL60nMReZTAG6LhwbNK4%2FN%2FrBPV7IAZyUUX0GOW1xOk%2FLHijxFkGiezqvq6HTKo9TIEmvOtbexNHU%2F%2BD6ydIRUZ9eRLNdmrmwPHapzdHyrhWjZJRKeHR4SC8siD%2FPZ8jJR3fX5McePLsQH5OP8mU%2BnkAf7u%2BD9J0lqr8VaP17m%2Ft%2FqvdVQzAomE3OtxUin6uKa0tsIvCQr4wkcDP0QY6mgFHIhgptU%2Bu6SZciYMlqnJ3kaOBF3Nfl998EcijZkw40obx9va7Y21%2BoDY1SGSzZGK2h8Mr%2BJdr%2B4CfSJQ74lQlAfBbxy13g5T35lo5bKc%2Bs3YDThnRSRsM4fwj%2FRpj2jNyQKq2WND%2FtkIbv%2FEHLQZ%2FW8nsBVjtRNdb5KQyLRLxNp5h%2FyKdQiBNU9ws72d26ZZzr%2FjQK%2BNA1E6N&X-Amz-Signature=3f49dc3ca2e16ea2a8a7d636383983272929d2fb4948043292fd6bd93ae3ad63&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22CERTIFICATION_REGARDING_DEBARMENT.pdf%22&x-id=GetObject

Line Item DBH Quantity Unit of

Measure Cost - Oak

Tree Cost - Pine

Tree Cost - Other

Tree

3 25-36 1 Lump Sum

4 37-48 1 Lump Sum

5 49-60 1 Lump Sum

ADDITIONAL SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Grind stumps and removal of chips.

Area to be cleaned and leveled when finished.

1 Per Inch

2 Tree Trimming 1 Per Hour

3 Emergency/Holiday/Weekend Work 1 Per Hour

4 Cut and Toss 1 Per Hour

5 50 cubic yard bed 1 Full Load

6 50 cubic yard bed 1 Half Load

7 Retrieving wood off road 1 Per Hour

8 Stump grinding up to 20˝. Area to be raked and leveled when finished.

1 Per Stump

9 Stump grinding exceeding 20˝. Area to be raked and leveled when finished.

1 Per Stump

10 Root grinding above ground 1 Per Hour

11 Provide Spade - To include relocation within the City limits. Size of trees 0 –

12˝ DBH

1 Per Hour

12 Maintenance of Traffic 1 Per Hour

4. GENERAL TERMS AND CONDITIONS

4.1. INSTRUCTIONS TO RESPONDENTS

4.1.1. DEFINITIONS

The definitions of capitalized terms used in this solicitation that are not otherwise defined herein can be found in the sample contract document (“Agreement”) in ATTACHMENTS. The Agreement includes these Instructions to Respondents, any addenda published by the City, the response submitted by Respondent, and all required certifications and affidavits.

4.1.2. OPENING OF THE RESPONSES

Respondents or their authorized agents are invited to attend the opening and reading of the Responses. See

TIMELINE for event details.

The Florida Public Records Act, Section 119.071(1)(b), F.S., exempts sealed responses from inspection, examination, and duplication until such time as the City issues a notice of decision (Notice of Award) or intended decision (Notice of Intent to Award) pursuant to Section 120.57(3)(a), F.S., or within thirty (30) days after the

Response opening, or final replies, whichever comes first. This exemption is not waived by the public opening of the Responses.

Unless otherwise exempt, Respondent’s submittal is a public record that is subject to disclosure upon expiration of the above exemption. If any information submitted with the Letter of Interest is a trade secret as defined in

Section 812.081, F.S., and exempt from disclosure pursuant to Section 815.04, F.S, Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The City reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

4.1.3. NOTICES AND SERVICES THEREOF

The City will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this solicitation through the Procurement Portal. The Procurement Portal may also be accessed through the City’s website at www.citystaug.com.

Notices that are posted through the Procurement Portal are deemed received at 8:00 a.m. on the next business day following the date posted. Notices will be posted for a minimum of 72 hours following the time at which they are deemed received. The time period for filing a Notice of Protest pursuant to Section 120.57(3), F.S., and

Rule 28-110.003, Fla. Admin. Code, commences at the time notices are deemed received.

As a courtesy to Respondents, the City may send copies of the notices of intended agency decisions via e-mail or facsimile to the address or phone number provided by Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

4.1.4. INQUIRIES AND ADDENDA

City staff are not authorized to orally interpret the meaning of the specifications or other Agreement documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the City, the https://procurement.opengov.com/portal/staugustine/projects/245962/document?section=undefined https://procurement.opengov.com/portal/staugustine/projects/245962/document?section=undefined https://procurement.opengov.com/portal/staugustine http://www.citystaug.com/ interpretation or correction must be given by the Procurement Contact and must be in writing. The Procurement

Contact may orally explain the City’s procedures and assist Respondents in referring to any applicable provision in the Solicitation documents, but the Respondent is ultimately responsible for submitting the Response in the appropriate form and in accordance with written procedures.

Every request for a written interpretation or correction must be received Tuesday, July 21, 2026 by 5:00 pm.

Requests may be submitted through the Procurement Portal. Interpretations, corrections, and supplemental instructions will be communicated by written addenda to this solicitation posted through the Procurement

Portal not later Friday, July 24, 2026 by 5:00 pm.

Submission of a Response constitutes acknowledgment of receipt of all addenda. Responses will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve

Respondent from any and all obligations under the Response, as submitted. All addenda become part of the

Agreement.

4.1.5. SUBCONTRACTS

Respondent must identify all portions of the Work Respondent intends to perform through subcontractors for each portion of the Work exceeding ten percent (10%) of the Total Cost on the attached “Proposed

Subcontractors” form. Respondent must submit with its Response a list of all known subcontractors / subconsultants who will be paid more than ten percent (10%) of the Total Cost. Acceptance of the Response does not constitute approval of the subcontractors identified with the proposal.

4.1.6. FRANCHISE HAULERS

Per city ordinance all debris removal must utilize franchised haulers. Respondent must clearly identify the name of the City of St. Augustine franchised hauler for debris removal for this project.

4.1.7. SIGNATURE AND CERTIFICATION REQUIREMENTS

An individual submitting a response must sign his/her name on same and state his/her address and the name and address of every other person interested in the response as principal. If a firm or partnership submits the response, state the name and address of each member of the firm or partnership. If a corporation submits the response, an authorized officer or agent must sign the response, subscribing the name of the corporation with his or her own name and affixing the corporate seal. Such officer or agent must also provide the name of the state under which the corporation is chartered and the names and business addresses of the President, Secretary, and Treasurer. Corporations chartered in states other than Florida must submit evidence of registration with the Florida Secretary of State for doing business in the State of Florida. Respondent must certify that all persons or entities having an interest as principal in the submittal of the response or in substantial performance of the Work have been identified in the response forms.

4.1.8. LOCAL BUSINESS PURCHASING

A. Policy Statement

1. The City Commission hereby adopts a Local Business Purchasing Preference Policy as set forth herein.

B. Definitions

1. Construction services means all labor, services and materials provided in connection with the construction, alteration, repair, demolition, reconstruction or any other improvements to a City facility or real property.

2. General services means support services performed by an independent contractor requiring specialized knowledge, experience or expertise that includes, but is not limited to, pest control, janitorial services, laundry services, catering services, security services, lawn maintenance services and maintenance of equipment.

3. Goods means, but is not limited to, supplies, equipment, materials and printed matter.

4. Local business means the vendor holds a valid business tax receipt issued by the City of St.

Augustine or St. Johns County issued at least one (1) year prior to solicitation submittal and uses a business address physically located within the territorial limits of St. Johns County in an area zoned for the conduct of such business, from which the vendor operates a business or performs business services on a day-to-day basis, provided that a substantial component of the goods or services being offered go to the City of St. Augustine. Firms which provide goods or services which are exempt from City of St. Augustine and St. Johns County business tax receipt requirements shall be required to submit documentation satisfactory to the City demonstrating the physical business presence of the firm within the limits of St. Johns County for at least one (1) year prior to solicitation submission. Post office boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In order to be eligible for local preference, the vendor must provide, prior to recommendation for award, a copy of the current and valid business tax receipt issued at least one (1) year prior to solicitation submission or copies of other documentation demonstrating the physical business presence of the vendor within the limits of St. Johns County for at least one (1) year prior to solicitation submission.

5. Principal place of business means the “nerve center,” the place where the respondent’s corporate officers direct, control and coordinate the activities of the bidder. If the respondent operates only one (1) business location, such business location shall be considered its Principal Place of Business.

6. Professional services means advice, instruction or specialized work from an individual, firm or corporation specifically qualified in a particular area. “Professional services,” for the purposes of this definition, shall not mean those services procured pursuant to Section 287.055, Florida

Statutes.

C. Local Preference Procedure

1. Except where otherwise provided by federal or state law or other funding source restrictions, purchases of goods, general services, construction services or professional services under the City’s procurement policy shall give preference to local businesses in the following manner:

a. In purchasing of, or letting of contracts for procurement of goods, materials, general services, professional services or for construction of improvements to real property or existing structures for projects estimated not to exceed $250,000, in which pricing is the major consideration, the

City may give a preference to local businesses in making such purchase or awarding such contract as follows:

i. Request for Bids:

I. If the low responsive and responsible bidder is not a Local Business as defined herein, then any and all responsive and responsible Local Businesses submitting a price within up to five percent (5%) of the low bid shall have an opportunity to submit a best and final bid equal to or lower than the low bid and which matches the terms and conditions of the low bid.

II. The award, if any, shall be made to the responsive and responsible bidder offering the lowest best and final bid.

III. All best and final bids shall be received within five (5) business days following receipt of written notification of rebid opportunity by the City.

ii. Request for Proposals:

I. If the highest ranked, responsive and responsible Respondent is not a Local Business as defined herein, then any and all responsive and responsible Local Businesses receiving a final ranking within up to five percent (5%) of the highest ranked Respondent shall have an opportunity to submit a best and final proposal, which meets all the requirements of the solicitation, for evaluation.

II. The award, if any, shall be made to the responsive and responsible Respondent receiving the highest ranking.

III. All best and final proposals shall be received within five (5) business days following receipt of written notification of resubmittal opportunity by the City.

b. Ties in the best and final bid or proposal shall be…