BID 32600004 - HEART OF THE FALLS TREE ABATEMENT SERVICES.pdf

• PLEASE QUOTE PRICES ON THE ITEMS LISTED. PRICES MUST INCLUDE DELIVERY COST. DO NOT INCLUDE

SALES TAX IN YOUR QUOTATION.

• ALTERNATIVE SUGGESTIONS WILL BE CONSIDERED. STATE CLEARLY HOW IT DIFFERS FROM THAT

SPECIFIED.

• UNLESS OTHERWISE NOTED, WE RESERVE THE RIGHT TO ACCEPT OR REJECT ALL OR PART OF YOUR

PROPOSAL.

• BID MAY BE SUBMITTED VIA MAIL, FAX, OR EMAIL: Jennifer.Babineaux@wichitafallstx.gov

• YOUR QUOTATION MUST BE IN OUR OFFICE BY: 7/30/26 @ 2PM

1300 7th Street

Room 2B18

Wichita Falls, TX 76301

(940) 761-7466

(940) 761-7688 Fax

REQUEST FOR BID

THIS IS NOT A PURCHASE ORDER

HEART OF THE FALLS TREE ABATEMENT

SERVICES

PER ATTACHED CITY SPECIFICATIONS

JOB

INFORMAL BID NO.

32600004

CITY OF WICHITA FALLS

SUPPLIER: PLEASE FILL IN BLANKS BELOW

TOTAL →

THE ABOVE PRICE IS AFTER A DISCOUNT OF %. ALL PRICES QUOTED ARE FIRM UNTIL:

DATE

WE WILL GUARANTEE SHIPMENT WITHIN OF RECEIPT OF A PURCHASE ORDER.

DAYS/WEEKS/MONTHS

□ NO QUOTATION BECAUSE:

Company Name

Signature Print Name Title

Email Phone / Fax Date

ITEM QTY DESCRIPTION U/M UNIT PRICE AMOUNT

mailto:Jennifer.Babineaux@wichitafallstx.gov

GENERAL INFORMATION

HEART OF THE FALLS

TREE ABATEMENT SERVICES

MINIMUM REQUIREMENTS

The City of Wichita Falls (City) is soliciting bids from qualified service providers to establish an agreement for the abatement of dead or hazardous trees in the City’s “Heart of the Falls” Revitalization area. This program was created to reduce potential safety hazards, protect public health and welfare, and support ongoing neighborhood revitalization efforts by assisting residents with the removal of qualifying trees.

Quality of workmanship shall conform to the highest standards of engineering practices.

Bidder shall fill in all information requested on a particular specification in the appropriate provided blank.

FAILURE TO DO SO MAY RESULT IN REJECTION OF THE BID PROPOSAL.

Bidder must complete and return this completed specification with bid.

Work will be inspected for specifications and general condition. Should it be determined that the finished product is deficient in any respect, the contractor will, at no cost to the City of Wichita Falls, correct the deficiencies.

The City reserves the right to reject any/all bids and to waive all formalities and to award purchase to bidder on all or none basis as a single package purchase.

The City of Wichita Falls and its designated Managers are the sole authority as to compatibility, functional equivalency, and/or acceptability of any service bid under this request.

ADDITIONAL REQUIREMENTS:

1. Awarded contractor shall contact Texas811 prior to any work being done on site (http://www.texas811.org/) to have all lines marked.

2. Contractor will call (940) 761-7452 for a final inspection when the work is completed as per the following specifications for each property. Three (3) courtesy final inspections per lot will be done.

Four (4) or more requests for final inspection (per lot) and a $50.00 per inspection fee will be deducted from the final payment amount.

METHOD OF AWARD:

The City’s intent is to award a contract to the lowest responsible bidder. However, the City reserves the right to award multiple contracts for portions of this work to others, based on the bids submitted, if it is in the best interest of the City of Wichita Falls. Alternatively, the City may, at its option, award by line item as opposed to awarding the entire contract to the same vendor.

The City reserves the right to waive any minor informality or technicality in bids received.

CRITERIA FOR EVALUATION:

1. Vendor Experience

2. CWF’s evaluation of Vendor’s Ability to Perform

3. Pricing http://www.texas811.org/

CONTRACT TERM:

The Contract shall have an initial term of one (1) year. At the end of the contract’s current term, the City shall have the option to renew for one (1) additional year if both parties agree.

SCOPE OF WORK:

A. GENERAL

The general scope of work for this contract is tree removal and removal of job-related debris from the worksite. However, the contractor shall furnish all labor, tools, safety equipment, supervision, transportation, tree disposal, insurance and all other ancillary items/services necessary to complete the projects in strict accordance with the provisions of the contract. The work shall be performed on an as needed basis at locations specified by the project manager. All work will be coordinated with the City.

Work will not include:

• Stump removal

• Trimming of tree limbs

Services shall be performed during normal business hours Monday – Friday, 8:30 a.m. – 5:00 p.m.

Contractor shall follow the City of Wichita Falls’ holiday schedule unless prior approval is obtained in writing from the City. Services shall be completed within 7 days of notice, before and after photos shall be provided to the City representative within 3 days. Properties shall be inspected by the City within 7 days.

B. SPECIFIC SCOPE

When an application for tree removal has been approved, the City will contact the awarded contractor to schedule the abatement. Attached is a list of properties that have already been identified for this program. Upon award the project manager will coordinate with the contractor to schedule work on listed properties. Additional properties will be added on an as needed basis.

C. WORK OBJECTIVES

Work performed under this contract will have one main objective - to provide for the safety of people and property.

D. DISPOSAL OF TREES/DEBRIS

Trees & Debris removed from a property may be bagged (if necessary) and delivered to the City Transfer Station on Lawrence Rd at no charge to the contractor. In such cases, the contractor shall not bill the city for transportation of materials to the Transfer Station.

E. QUALIFICATIONS

In order to be considered for contract award, the bidder must be able to demonstrate that they currently provide, or have provided tree removal services that are similar in size and scope to the service specified.

a) Vendor shall have regularly engaged in providing the services stated in this Scope of Work.

b) Prior to award of a contract, the City reserves the right to inspect the bidder’s current place of business to evaluate equipment condition and capabilities.

c) The City will require evidence of resources necessary to adequately perform the Scope of Work. Please include a list of equipment with this bid submission.

STANDARD OF PERFORMANCE:

The contractor’s performance shall be in accordance with the most current standards as stated in this solicitation, as well as any other current standard prevailing in the tree removal industry. The contractor shall be required to perform and complete the Tree Removal services described in the contract in a thorough, professional, and safe manner. All tools, equipment, machinery, supplies, and other items considered primary, secondary, or incidental to the performance of services under the contract shall be included in the proposed prices. Contractor shall employ individuals skilled in their prospective trades. Any person the City may deem incompetent or disorderly must be promptly removed by the contractor and not allowed to work on a City project.

TASK/DELIVERABLES:

• Under normal conditions, all work on the properties listed is to be completed no later than 7 days from the assignment date. Allowances for inclement weather or other unusual circumstances will be determined by the City's agent.

• The City reserves the right to change work assignments and priorities at any time. For this reason, it is imperative the contractor or his/her representative are easily accessible during working hours in the event scheduling changes are necessary.

• Contractors are not permitted to subcontract the trimming or tree removal work to third parties.

All tasks shall be completed by the contracted individual or team.

• The contractor shall ensure that no debris is left in the roadway, where they may become clogged in the storm drain system.

• It is the responsibility of the contractor to identify any hazards to equipment that may damage equipment or injure personnel. The City is not responsible for damage to the contractor’s equipment.

• The contractor or his representative shall be easily accessible during normal business hours of 8:30 a.m. to 5:00 p.m.

SPECIAL CONDITIONS

REQUEST FOR CLARIFICATION

Inquiries for additional information shall be directed to Mrs. Jennifer Babineaux, the City of Wichita Falls Purchasing Manager. Questions shall be submitted via fax: (940) 761-7688 or email:

jennifer.babineaux@wichitafallstx.gov. All inquiries must be submitted to the Purchasing Manager no later than 1:30 PM, Friday, July 24, 2026.

Answers will be issued in the form of an addendum and posted on the City’s website. Please ensure you are registered to receive notifications of postings:

http://www.wichitafallstx.gov/list.aspx?Mode=Subscribe#bids

It is the proposing agency’s responsibility to check this website for any updated information on this project.

LIQUIDATED DAMAGES

In the event the proposal herein is accepted by the City and the vendor breaches the contract, the vendor shall be liable for liquidated damages in the amount equal to ten percent (10%) of the bid.

HOLD HARMLESS

Vendor shall protect, indemnify and hold the City harmless from and against any damage, cost or liability for any injuries to persons or property arising from acts or omissions of vendor, his employees, Managers or sub-contractors, howsoever caused.

mailto:jennifer.babineaux@wichitafallstx.gov http://www.wichitafallstx.gov/list.aspx?Mode=Subscribe&bids

INSURANCE REQUIREMENTS

The successful bidder shall furnish certificates of insurance issued by an insurance company authorized to do business in the State of Texas. The certificate shall provide that the coverage not be reduced or cancelled without thirty (30) days advance written notice to the City, and shall provide the following coverage:

Contractor shall provide comprehensive general liability insurance having limits no less than $100,000.

each occurrence; $300,000 aggregate; or $300,000. combined limits and, in either case, an excess policy with limits to $1,000,000

The policy shall name the City of Wichita Falls as an additional insured.

COMMERCIAL GENERAL LIABLITY****

(same as Comprehensive General Liability)

Insurance including coverage for the following:

a. Premises operations

b. Independent contractors

c. Products/completed operations

d. Personal injury

e. Advertising injury

f. Contractual liability

g. Medical payments

h. Underground hazard

i. Explosion and collapse hazard

COMPREHENSIVE AUTOMOBILE LIABILITY

Shall provide Comprehensive Automobile Liability insurance, including coverage for loading and unloading hazards, for:

a. Owned/leased vehicles

b. Non-owned vehicles

Article ____. Workers' Compensation Insurance Coverage.

A. Definitions:

Certificate of coverage ("certificate")-A copy of a certificate of authority to self-insure issued by the commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project.

Duration of the project-includes the time from the beginning of the work on the project until the contractor's/person's work on the project has been completed and accepted by the governmental entity.

Persons providing services on the project ("subcontractor" in SS406.096)- includes all persons or entities performing all or part of the services the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project.

"Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets.

B. The contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401,.011(44) for all employees of the contractor providing services on the project, for the duration of the project.

C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract.

D. If the coverage period shown on the contractor's current certificate of coverage ends during the duration of the project, the contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended.

E. The contractor shall obtain from each person providing services on a project, and provide to the governmental entity:

(1) a certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and

(2) no later than seven days after receipt by the contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage needs during the duration of the project.

F. The contractor shall retain all required certificates of coverage for the duration of the project and for one year thereafter.

G. The contractor shall notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project.

H. The contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage.

I. The contractor shall contractually require each person with whom it contracts to provide services on a project, to:

(1) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all of its employees providing services on the project, for the duration of the project;

(2) provide to the contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project;

(3) provide the contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

(4) obtain from each other person with whom it contracts, and provide to the contractor:

(a) a certificate of coverage, prior to the other person beginning work on the project; and

(b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during duration of the project;

(5) retain all required certificates of coverage on file for the duration of the project and for one year thereafter;

(6) notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and

(7) contractually require each person with whom it contracts, to perform as required by paragraphs (1)

- (7), with the certificates of coverage to be provided to the person for whom they are providing services.

J. By signing this contract or providing or causing to be provided a certificate of coverage, the contractor is representing to the governmental entity that all employees of the contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions.

K. The contractor's failure to comply with any of these provisions is a breach of contract by the contractor which entitles the governmental entity to declare the contract void if the contractor does not remedy the breach within 10 days after receipt of notice of breach from the governmental entity.

ASSIGNMENT:

It is further agreed that the performance of this contract, either in whole or in part, shall not be sublet or assigned to anyone else by said Contractor.

WAGE RATE:

The Contractor agrees to pay at least the minimum wage per hour for all labor as the same is classified, promulgated and set out by the City of Wichita Falls, Texas.

The undersigned has thoroughly examined the job site, understand the amount of work to be done and hereby propose to do all the work and furnish all labor, equipment and materials necessary to complete the work, subject to the inspection approval of the Community Services Department of the City of Wichita Falls.

I have read and agree to the terms and conditions herein stated.

THE ATTACHED SPECIFICATIONS DEPICT SPECIFIC WORK TO BE PERFORMED AND SUBJECT

TO REVIEW AT TIME OF BID. BID PRICES TO BE GOOD FOR 60 DAYS.

CONTRACTOR

City of Wichita Falls Minimum Specifications

HEART OF THE FALLS

TREE ABATEMENT SERVICES

CONTRACT COMPLETION SCHEDULE REQUIREMENTS

Attached is a list of 19 trees that have been identified for this program. Upon award the project manager will coordinate with the contractor to schedule work on listed properties. Additional trees will be added on an as needed basis.

Services shall be completed within 7 days of notice, before and after photos shall be provided to the City representative within 3 days. Properties shall be inspected by the City within 7 days. Exceptions to this schedule requirement will only be negotiable based upon inclement weather which restricts working conditions and will result in extensions on an as required basis. If bidder fails to finish project(s) by said dates, bidder may be liable to the City of Wichita Falls, or may have deducted from funds owed, as liquidated damages one hundred dollars ($100.00) per day per location for each calendar day of delay until the project is completed.

BID OPENING:

TIME:

CONTRACTOR (PRINT)

SIGNATURE

DATE

EMAIL

Tax ID # or Social Security Number

ROUND TO NEAREST DOLLAR AMOUNT

1. 1101 POLK – One (1) hazardous tree. Front of property, North side on Avenue A.

Bid Amount:

2. 1201 POLK – One (1) hazardous tree. Front of property.

3. 1205 TAYLOR – One (1) hazardous tree. Front of property.

4. 1607 FILLMORE – One (1) hazardous tree. Rear of property.

5. 1803 COLLINS – Three (3) dead trees. Backyard

6. 1817 COLLINS – One (1) hazardous tree. Front of property.

7. 1826 PEARL – One (1) dead tree. Front of property on far East side.

8. 1906 HARRISON – One (1) partially dead, very hazardous. Rear of property. In power lines.

9. 1914 TAYLOR – One (1) dead tree. Backyard.

10. 2006 Collins – One (1) dead tree. Front of property, West side of residential structure.

11. 2008 COLLINS – Two (2) dead trees. Rear of property.

12. 2012 FILLMORE – Three (3) dead trees. Backyard.

13. 2016 MCGREGOR – One (1) dead & hazardous tree. West side of property on Harrison.

14. 2506 TAYLOR – One (1) hazardous tree. Backyard, North side, tree splitting.

TOTAL BID AMOUNT:

(BID AMOUNT WRITTEN OUT)

CONTRACTOR

PURCHASING DEPARTMENT

1300 7th St., Room 113, Wichita Falls, TX 76301 t: 940.761.7466 f: 940.761.7688

The City of Wichita Falls must have a W-9 on file in order to conduct business with any vendor.

All vendors must include the following items in their bid submission:

• W-9 Form

• EIN # or Social Security #

• Current mailing address

• Current remittance address

• Sample Invoice

All accounts are to be updated or created with the following information:

Billing Address: Electronic Invoices:

City of Wichita Falls accounts.payable@wichitafallstx.gov

PO Box 1431

Wichita Falls, TX 76301

Included is an Automated Check Handling (ACH) form which may be completed by any vendors interested in receiving electronic payments.

The City’s Vendor Verification Policy can be found on our website:

http://www.wichitafallstx.gov/243/Purchasing Please review this policy at your convenience.

Jennifer Babineaux

Purchasing Manager http://www.wichitafallstx.gov/243/Purchasing

City of Wichita Falls

Electronic Fund Transfer / Email Notification Authorization Form

Type of Action: New Change

Vendor / Payee Information

Financial Institution Information

Authorization for direct deposit setup/changes/cancellations

Authorization for e-mail payment notification

Please return your completed form and a voided check to:

City of Wichita Falls

Accounting & Finance

1300 7th Street

Room 2B18

Wichita Falls, TX 76301

Email: accounts.payable@wichitafallstx.gov

Phone Number: (940) 761-7462 □ EFT change verified with vendor

E m a il

N o ti fi c a ti o n By completing this section, I authorize the City of Wichita Falls to send payment notification to the e-mail address designated below. I understand that notifications may include payment information that is considered confidential and therefore exempt from public disclosure.

Email address

Accounts Payable Use Only

Received By/Date:

Processed By/Date:

A C

H A u th o ri z a ti o n

Authorized Signature Printed Name Date

I authorize the City of Wichita Falls to deposit my payments from City of Wichita Falls to my financial institution electronically. I further understand that the City of Wichita Falls will reverse any payments made to my account in error.

Type of account (Checking or Savings)

Financial Institution name City State

Customer account number

State ZipCity

F in a n c ia l In s ti tu ti o n

Routing transit number (9 digits)

V e n d o r

P a y e e I n fo rm a ti o n

Payment Address

Cancel

Vendor or payee name

Identification Number (SSN or TIN)

Vendor contact name Title Contact Phone