Arborist_Consulting,_Tree_Removal,_and_Pruning_Services.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26 - 0203

ARBORIST CONSULTING, TREE REMOVAL, AND PRUNING SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

ARBORIST CONSULTING, TREE REMOVAL, AND PRUNING SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

Arborist Consulting, Tree Removal, and Pruning Services

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

46. PRICING PROPOSAL

Attachments:

B - Exhibit 1 - USFS GENERAL TERMS AND CONDITIONS

C - Exhibit 2 - HOLD HARMLESS AND RELEASE AGREEMENT

1. INTRODUCTION

DISCLAIMER:

Funding for this Program and the resulting Agreement with the selected Contractor is being provided by the U.S. Forest Service (“USFS”) Inflation Reduction Act

(“IRA”) Federal Award Identification Number (FAIN) 24-CA-11132544-016 and awarded through the Urban Sustainability Directors Network (“USDN”). In the event funding is no longer being provided under the USFS Grant, the City shall have the right to exercise termination of the Agreement and/or exercise any other rights or remedies which may be available under law or in equity. The City reserves the right to waive any informalities, to reject any or all Proposals, or to re-advertise the solicitation. Awards, if made, will be to the most advantageous to the City, price and other factors considered. There is no guarantee that a contract will be awarded to any of the vendors.

1.1. Summary

Arborist Consulting, Tree Removal, and Pruning Services

The City of Orlando is seeking an Arborist Consulting, Tree Removal, and Pruning

Services Contractor (Contractor) to assess trees on private property and provide consultation reports that prescribe appropriate work. The Contractor is to provide expert guidance, evaluation, and management of trees located within the City limits. This includes, but is not limited to, assessment of tree health, risk evaluation, tree inventory, and recommendations for maintenance or removal as necessary. Upon City approval, the

Contractor will be responsible for carrying out any recommended pruning or tree removal, to obtain the stated objectives. The objective is to promote sustainable tree management that enhances public safety, preserves the urban forest, and ensures compliance with local ordinances and standards.

This work is part of a grant project and will last until March 12, 2027, unless extended by mutual written agreement, or until funding runs out.

1.2. Background

As per the USDN Award Guidelines and Policies at:

https://www.dropbox.com/scl/fi/gx3cwoac9ks2ha0jcjjaq/USDN-Funds-Guidelines-and-

Policies_USFS-Section.docx?rlkey=0cmsxu7u18d72u8puyzxn3jro&dl=0

1.3. Contact Information

Direct inquiries to the following:

Angela L. Thomas, MBA, CPPB

Senior Purchasing Agent

400 S Orange Ave

4th Floor Purchasing

Orlando, FL 32801 https://www.dropbox.com/scl/fi/gx3cwoac9ks2ha0jcjjaq/USDN-Funds-Guidelines-and-Policies_USFS-Section.docx?rlkey=0cmsxu7u18d72u8puyzxn3jro&dl=0 https://www.dropbox.com/scl/fi/gx3cwoac9ks2ha0jcjjaq/USDN-Funds-Guidelines-and-Policies_USFS-Section.docx?rlkey=0cmsxu7u18d72u8puyzxn3jro&dl=0

Email: angela.thomas@orlando.gov

Phone: (407) 246-2563

Department:

Families Parks and Recreation

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date April 20, 2026

Pre-Proposal Meeting (Non-

Mandatory)

April 28, 2026, 1:00pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/dl/launcher/lau ncher.html?url=%2F_%23%2Fmeet%2F22

921886295860%3Fp%3DAeu1Kq6XJvmLn pRxMs%26anon%3Dtrue&type=meet&dee plinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=t rue&enableMobilePage=true&suppressPro mpt=true

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 804 907 852#

Question Submission Deadline May 11, 2026, 5:00pm mailto:angela.thomas@orlando.gov tel:(407)246-2563 https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F22921886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deeplinkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true

Proposal Submission Deadline May 21, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/dl/launcher/lau ncher.html?url=%2F_%23%2Fmeet%2F24

565274120394%3Fp%3DFCLvaeLzO8Jrk

GDbEj%26anon%3Dtrue&type=meet&dee plinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=tr ue&enableMobilePage=true&suppressPro mpt=true

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 259 458 148#

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F24565274120394%3Fp%3DFCLvaeLzO8JrkGDbEj%26anon%3Dtrue&type=meet&deeplinkId=1620d85c-c3de-4b40-999e-acf11387c9f7&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a one (1) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of thirty-six (36) months.

4. MANDATORY MINIMUM QUALIFICATIONS

The following mandatory minimum qualifications have been established. Subject to the

City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive, and will not be considered for further evaluation.

Proposer should include all Certifications with their response.

A. The Proposer's employees shall be International Society of Arboriculture (ISA) certified, with ISA Tree Risk Assessment Qualification (TRAQ) qualification.

B. The Proposer shall have a minimum of 5-years urban forestry or arboriculture experience , able to be validated from the Proposer's response provided in

References, Attachment "D".

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

DISCLAIMER:

Funding for this Program and the resulting Agreement with the selected Contractor is being provided by the U.S. Forest Service (“USFS”) Inflation Reduction Act

(“IRA”) Federal Award Identification Number (FAIN) 24-CA-11132544-016 and awarded through the Urban Sustainability Directors Network (“USDN”). In the event funding is no longer being provided under the USFS Grant, the City shall have the right to exercise termination of the Agreement and/or exercise any other rights or remedies which may be available under law or in equity. The City reserves the right to waive any informalities, to reject any or all Proposals, or to re-advertise the solicitation. Awards, if made, will be to the most advantageous to the City, price and other factors considered. There is no guarantee that a contract will be awarded to any of the vendors. Contractor shall comply with the Grant terms and conditions as set forth in Exhibit 1, attached and incorporated herein as part of this solicitation.

5.1. ARBORIST CONSULTING

The Arborist Consulting Services must adhere to the following specifications and relevant standards:

1. Qualification of Arborists:

o All personnel providing services must be certified Arborists by the

International Society of Arboriculture (ISA).

o The Proposer shall have a minimum of 5 years of experience in urban forestry or arboriculture is required.

2. Tree Assessment and Inventory:

o Conduct a detailed inventory of trees within specified sites as determined by the City. This includes documenting species, size, condition, and location.

o Utilize a tree inventory system that complies with ANSI A300 standards.

3. Tree Health and Risk Assessment:

o Perform health assessments according to industry standards including those outlined by ISA and the ANSI A300 standards.

o Assess potential hazards posed by trees, including structural integrity and proximity to public infrastructure.

o Deliver a comprehensive report detailing findings, including recommendations for care or action required.

4. Management Recommendations:

o Provide recommendations for maintenance practices such as pruning, fertilization, pest management, and irrigation as per ANSI A300 standards for tree maintenance.

o Outline removal procedures for hazardous trees recommending best management practices outlined by the ISA and ANSI Z133.1 standards for tree care operations.

5. Report Submission:

o All findings and recommendations must be provided in a professional report format that includes:

1. Executive summary.

2. Methodology used.

3. Detailed assessment data.

4. Photographic documentation of trees.

5. Recommendations for future care and management.

SERVICE REQUIREMENTS

The Contractor must meet the city’s service requirements as follows:

1. Communication:

o Maintain open and ongoing communication with designated City representatives throughout the engagement.

o Provide weekly updates on the project progress and any immediate concerns that arise.

2. Site Visits:

o Conduct site visits as per the project schedule established in the proposal, ensuring that necessary assessments are completed.

o Meet with City staff on-site for assessments and to discuss findings directly.

3. Compliance:

o Ensure that all activities comply with local, state, and federal regulations pertaining to tree care and management.

o Adhere to occupational safety and health regulations and possess adequate insurance coverage as specified by the City.

DELIVERY REQUIREMENTS

1. Project Timeline:

o The Contractor shall provide a detailed project timeline upon contract award, outlining key milestones and deadlines for each phase of the work.

o Initial assessments and submissions of reports should be completed within 60 days of project commencement.

2. Delivery of Reports:

o All reports must be delivered in both electronic format (PDF) and printed copies as per the City’s requirements.

o Final reports should be submitted no later than 15 days after the completion of field assessments.

5.2. TREE REMOVAL AND PRUNING REQUIREMENTS

A. All pruning and removal work is to be done in compliance with ANSI A300 Tree

Care Standards; Contractors must comply with ANSI Z133 Safety Standards.

(Sec.65.648 of City code)

B. All tree removals will require prior approval from the City of Orlando.

C. Equipment & Personnel Requirements

1. A minimum of one bucket truck or crawler lift with a fifty-foot reach

2. One chipper and chipper truck

3. One stump grinder

4. Appropriate MOT and MOT-certified workers, when necessary

5. An ISA-certified arborist

6. Climbers may be used in areas where lift access is restricted.

DELIVERY REQUIREMENTS

A. All work will be priced at a daily rate based on a three-man crew working an 8-hour day.

B. The Contractor is responsible for removing and disposing of all debris.

C. The Contractor shall provide before and after photos of all trees they work on.

D. The Contractor is not permitted to use climbing spikes unless they are removing the tree.

E. The Contractor shall provide an invoice for each address listing the work done for that address.

F. Invoices shall reference “City of Orlando Urban and Forestry Grant Project.

5.3. TREE REMOVAL SPECIFICATION

1. The Contractor must perform a site assessment prior to tree removal to evaluate the condition and proximity of surrounding structures or utilities.

2. The Contractor shall be equipped to remove trees of varying sizes—small, medium, and large—using appropriate techniques and equipment.

3. The Contractor will be responsible for obtaining all necessary permits and notifications for tree removal as per the City of Orlando’s ordinance.

4. Removal procedures shall include, but not be limited to:

1. Identification of hazardous conditions.

2. Felling or dismantling the tree using cutting and rigging techniques.

3. Disposal of removed tree material, including but not limited to, wood chipping, hauling away, or leaving logs on site based on the contract agreement.

2.3 Environmental Considerations

1. The Contractor will employ environmentally sensitive removal practices to protect surrounding vegetation and wildlife.

2. The Contractor should be knowledgeable of local wildlife and nesting seasons and schedule removal activities accordingly to minimize impact.

3. The Contractor must follow proper disposal processes for all debris in compliance with local ordinances.

2.4 Safety Standards

1. All personnel involved in tree removal operations must wear Personal Protective

Equipment (PPE) as per OSHA requirements.

2. The Contractor must establish and enforce safety protocols including but not limited to hazard signage, crowd control, and traffic management if required.

3. Emergency response procedures must be in place and communicated to all employees involved in tree removal activities.

3. Service Requirements

1. The Contractor will provide skilled labor and necessary equipment for the execution of tree removal services.

2. All equipment must be well-maintained, operational, and meet safety standards as specified by the manufacturer and OSHA guidelines.

3. Services must be performed during regular hours (Monday – Friday, 7 AM to 5

PM) unless otherwise agreed upon with the City.

4. The Contractor is required to designate a Project Manager to act as the point of contact between the City and the Contractor.

5. Regular progress meetings must be scheduled with City representatives, and any issues must be promptly reported.

4. Delivery Requirements

1. Upon notification of authorization to proceed, the contractor shall initiate work within ten (10) working days.

2. The Contractor must complete all tree removal services within the specified timeline as outlined in the submitted proposal.

3. All trees shall be removed and area cleared within the agreed timeframe unless otherwise negotiated with City officials.

4. Final clean-up and restoration of the worksite must be completed immediately following tree removal activities.

5. A final inspection must be conducted with City representatives to ensure that all work has been completed to specifications and that the site is left in an acceptable condition.

5.4. TREE PRUNNING

Tree pruning services must adhere to the latest standards and best practices recognized in the arboriculture industry. The Contractor shall demonstrate proficiency and knowledge of the following specifications:

1. ANSI A300 Pruning Standards: All pruning work must comply with the ANSI

A300 standard for tree care operations, which outlines the proper methods for pruning to provide safe, effective, and healthy maintenance of trees.

2. ISA Best Management Practices: This work shall be carried out in accordance with the International Society of Arboriculture (ISA) Best Management Practices

(BMP) including but not limited to:

1. Proper pruning cuts to avoid tree damage

2. Seasonal pruning guidelines

3. Removal of dead, diseased, and damaged branches

3. Local Codes and Regulations: Contractor must comply with all federal, state, and local laws, regulations, and ordinances pertaining to tree maintenance, including permitting and notification requirements.

4. Safety Standards: Adherence to OSHA (Occupational Safety and Health

Administration) standards must be demonstrated in all work activities. Proper safety gear and equipment must be utilized at all times.

SERVICE AND DELIVERY REQUIREMENTS

1. Assessment: A thorough onsite assessment of trees requiring pruning will be conducted before any work commences. The Contractor will prepare a report detailing the current condition of the trees and proposed pruning actions.

2. Types of Pruning: Services shall include but are not limited to the following types of pruning:

1. Maintenance Pruning: Routine pruning to maintain tree health and aesthetics.

2. Thin Pruning: Selective branch removal to increase light penetration and air circulation within the canopy.

3. Structural Pruning: Formative pruning to establish strong structure in young trees or correct structural issues in mature trees.

4. Hazard Pruning: Removal of branches that pose a risk to public safety, such as those overhanging walkways or roads.

3. Waste Management: The Contractor will be responsible for the proper disposal of all cut branches, foliage, and debris. Recyclable materials should be processed in accordance with local recycling guidelines.

4. Reporting and Documentation: A final report summarizing the pruning work conducted, including the list of trees pruned, species, and condition before and after work must be submitted to the City of Orlando.

DELIVERY REQUIREMENTS

1. Proposed Work Schedule: Pruning proposals must include a proposed work schedule that outlines timeline expectations, including the availability of crew members and the duration of work to be performed.

2. Notification: The Contractor must notify the City of Orlando and affected residents at least 48 hours prior to the commencement of any work, including details about the scope of work, estimated duration, and any potential impacts on public spaces.

3. Work Hours: All work shall be conducted during standard business hours, Monday through Friday (7:00 AM - 6:00 PM), unless otherwise specified and approved by the City of Orlando.

4. Quality Assurance: The Contractor shall implement quality assurance measures to evaluate job performance and ensure compliance with the specified standards and safety requirements.

5.5. STUMP GRINDING

Stump grinding must be performed for all removed trees, unless otherwise specified by the City. Grind stumps at least 6” below grade. Leave enough soil and grindings to form a mound 6” high over the stump site. The Contractor must clean up all debris and dispose of it properly.

5.6. CITY OF ORLANDO RESPONSIBILITY

A. The City will provide all Marketing and Outreach for this program.

B. The City will research property records to gain the "Hold Harmless and Release

Agreement" - Exhibit "2"

C. The City will provide a copy of a completed Exhibit "2" with the work order, before the Contractor can commence work.

5.7. OTHER REQUIREMENTS

Hold Harmless and Release Agreement

Contractor shall ensure before beginning any work that they have received from the City the Hold Harmless and Release Agreement that is attached to this solicitation as Exhibit

Maintenance of Traffic (MOT)

The following services will be performed ONLY if and when needed, and is the responsibility of the Contractor.

A. The Contractor must be familiar with and follow the guidelines per the standard specifications for road, and bridge construction as issued by the Florida

Department of Transportation (FDOT) regarding safe practices involving maintenance of traffic. These guidelines include instructions for Maintenance of

Traffic (MOT) plans, detours over existing roads, traffic controls, equipment needed and protection of general public and so on.

B. The Contractor shall be solely responsible for pedestrian and vehicular safety and control within the job site and shall provide the necessary warning devices, barricades, and ground personnel needed to give safety, protection, and warning to persons and vehicular traffic within the area. Traffic control is the responsibility of the Contractor and shall be accomplished in conformance with all State of Florida, County of Orange, and City of Orlando codes requirements. All activities shall be coordinated with the City Traffic Engineering

Department for the appropriate permits and permission to work in the streets.

The blocking of public streets shall not be permitted unless prior arrangements have been made and coordinated with the City Traffic Engineering Department.

Safety

A. All materials and procedures used in the performance of the work specified herein, shall meet all Federal Health and Safety laws currently in effect. Safety

Data Sheets (SDS) for all supplies and chemicals used in the performance of the work specified herein must have prior approval from the City before use. All chemicals used in the performance of the work specified herein shall carry an

Environmental Protection Agency (EPA) approval number.

B. The Contractor shall provide and require the wearing of personal protective equipment (P.P.E.); i.e., chain saw protective chaps, hard hat, mask, eye protection, safety vests, etc., during any operation and as required or directed by applicable laws, regulations or ordinances, and at the direction of manufacturers of material or equipment as expressed in ANSI - Z -133.1.

C. All materials and procedures used in the performance of the work specified herein, shall comply with Occupational Safety and Health Administration (OSHA)

29CFR Parts 1910.269, 1910.28 and 1910.33.

D. All equipment must be properly maintained and is subject to inspection by the

City. Any equipment deemed inoperable or unsafe must be removed from the premises. All equipment shall meet both the American Standard Safety

Specifications and Occupational Health and Safety Administration (OSHA) requirements. All aerial lift trucks will carry current safety inspection documents:

including structural and dielectric tests.

E. The Contractor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

F. The Contractor shall take all necessary precautions for the safety of and shall provide the necessary protection to prevent damage, injury, or loss to:

1. All employees on the job site and all other persons (including, but not limited to, the general public) who may be affected thereby.

2. All damages to City or private property that is caused by the Contractor, shall be corrected, fixed or replaced by the Contractor at the sole expense of the

Contractor.

Inspections and Observations

The City will make periodic inspections of the job site to evaluate the Contractor's performance. The Contractor shall, on sole judgment of the City's designated representative, make necessary repairs and adjustments required to fulfill the obligations and conditions of the Contract.

Rework of Services

If the services are not performed to the City’s satisfaction and/or to the required specifications as outlined herein, then the Contractor will required to rework the services. The fact that a specific task has or has not been reworked will in no way affect the results of quality assurance random sampling, the calculated acceptable percentage or deductions which may result there from. Reworks shall be accomplished within one

(1) calendar day of notification by the City at no additional cost to the City. The Contractor shall notify the City when the rework service has been completed.

Protection of Utilities

The Contractor shall be fully responsible for any damage to overhead or underground utilities caused by their negligence during the performance of the work. Safety to the

Contractor’s employees and to the general public shall be the responsibility of the

Contractor. The Contractor shall request a “Sunshine811” locating of all existing and proposed underground utilities, including electrical cables, conduits, cable TV, telephone, gas, fiber optics, oil tanks and supply lines.

This must be done before any commencement of work in accordance with Florida

Statutes Chapter 556. The Contractor shall also become familiar with any overhead electric lines in the vicinity of the job site prior to performing said work.

Clean Up

All debris from tree trimming, tree removal, and stump grinding shall be cleaned up each day before the Contractor’s crew leaves the job site. Final cleanup operations shall include the removal of all unused material, debris, and equipment from the job site. Final raking of the area is required to present a neat and professional appearance.

5.8. Grant Requirements

Proposers should also include their plan to comply with 2 CFR 200.321 (set forth) in the provision of services to the City, including any steps already taken in the preparation of their proposal, if any: § 200.321 Contracting with small businesses, minority businesses, women’s business enterprises, veteran-owned businesses, and labor surplus area firms.

(a) When possible, the recipient or subrecipient should ensure that small businesses, minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms (See U.S. Department of Labor's list) are considered as set forth below. (b) Such consideration means: (1) These business types are included on solicitation lists; (2) These business types are solicited whenever they are deemed eligible as potential sources; (3) Dividing procurement transactions into separate procurements to permit maximum participation by these business types; (4) Establishing delivery schedules (for example, the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types; (5) Utilizing organizations such as the Small Business Administration and the Minority Business

Development Agency of the Department of Commerce; and (6) Requiring a contractor under a Federal award to apply this section to subcontracts.

6. PRE-PROPOSAL CONFERENCE

6.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F229

21886295860%3Fp%3DAeu1Kq6XJvmLnpRxMs%26anon%3Dtrue&type=meet&deepli nkId=adfb4536-69e4-4473-839e-a79be09d837c&directDl=true&msLaunch=true&enableMobilePage=true&suppressProm pt=true Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the Conference ID: 804 907 852# on Tuesday, April

28, 2026 at 1:00 pm.

6.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

6.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Angela L. Thomas, MBA, CPPB, Senior Purchasing Agent

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2563

Fax: (407) 246-2869

Email: angela.thomas@orlando.gov

Website: http://www.orlando.gov/procurement/

7. PROPOSAL DUE DATE AND TIME

7.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Thursday, May 21, 2026. Proposals received after this date and time, will not be considered.

7.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a http://www.orlando.gov/procurement/

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

7.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

8. PROPOSAL PREPARATION AND FORMAT

8.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

8.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

8.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

9. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

9.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26 - 0203, Arborist Consulting, Tree

Removal, and Pruning Services

9.2. Table of Contents

Include a clear identification of the material by section and by page number.

9.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

9.4. Mandatory Minimum Qualification Documentation

Provide documentation as necessary for the City to verify that the mandatory minimum qualifications in section titled "Mandatory Minimum Qualifications," have been met.

Documentation must be clear and specific.

9.5. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

9.6. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

9.7. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

9.8. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

9.9. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Arborist Consulting, Tree Removal or Pruning Services

The statement of experience should be supported by the references listed as Attachment

“D,” which shall be completed and submitted by the Proposer with its Proposal.

• Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

9.10. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

9.11. Financial Stability

Proposers must provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the

Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

9.12. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

9.13. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

9.14. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.15. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.

Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

9.16. Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion For Federal Aid Contracts

The completed Certification Regarding Debarment, Suspension, Ineligibility And

Voluntary Exclusion For Federal Aid Contracts should be included with your Submittal -

Attachment F. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.17. Certification For Disclosure Of Lobbying Activities On Federal-Aid Contracts

The completed Certification For Disclosure Of Lobbying Activities On Federal-Aid

Contracts should be included with your Submittal - Attachment 6. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.18. Implementation Plan

Proposers should upload their detailed, actionable document (or roadmap) that outlines the specific steps, resources, and timeline required to execute a project or strategy necessary for the proposer to achieve strategic goals set forth in this RFP

9.19. Operations Plan

Proposers should upload their short-term document that outlines the specific tasks, resources, and responsibilities necessary for the proposer to achieve strategic goals set forth in this RFP

9.20. ISA Certifications

Upload all individuals ISA certification that will be associated with this project.

10. DELIVERY OF PROPOSALS

Except as provided in Section…