Citywide_Tree_and_Stump_Removal_2022_(Addendum_#3_Revision).pdf

COMPETITIVE BID

FURNISH AND DELIVER

CITYWIDE TREE AND STUMP REMOVAL 2022

FOR THE

PUBLIC WORKS DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Citywide Tree and Stump Removal 2022 Release Date: Thursday, November 17, 2022

Attachments:

A - Master Labor and Materials Contract - 12-29-21

B - RELEVANT EXPERIENCE FORM

C - MATERIAL AND LABOR BOND FORM

D - FAITHFUL PERFORMANCE BOND FORM

E - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-

_DECLARATION_OF_NONCOLUSION_11032022 (4)

1. NOTICE INVITING BIDS

FURNISH LABOR AND MATERIALS FOR Citywide Tree and Stump Removal 2022

DEPARTMENT: Public Works Department

1. Delivery Instructions

Bids will be received via the City's City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist.

Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 11:00 am on Tuesday, January 17, 2023and will be opened online at that time.

Copies of the Specifications may be obtained by mail or in person from the Purchasing Division, 100 N. Garfield Ave., Room S-348, Pasadena, CA 91109, Telephone No. (626) 744-6755.

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

2. Pre-bid Conference

See the Timeline in the "Instructions to Bidders" section (#Instructions to Bidders ). If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline (#Instructions to Bidders) of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

3. Bid Security

Electronic Bid bond is required. Bidders must submit all required information for the city to verify the bond with their bid (as a PDF file). The bond must meet the following requirements and characteristics: A bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids.

Additional Bid Bond Instruction:

Here is what you should provide your bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com

4. NOTICE REQUIREMENTS

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/30940?section=251157 https://procurement.opengov.com/portal/pasadena/projects/30940?section=251154 https://procurement.opengov.com/portal/pasadena/projects/30940?section=251154

No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

5. Required Licenses

Bidders must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified: C-61, and D-49, and an active ISA-Certified Arborist License

6. Performance Bonds, and Labor & Materials Bonds

Performance Bonds Required: 50%

Labor & Materials Bonds Required: 50%

7. Release Date:

Release Dated: Thursday, November 17, 2022

MIGUEL MÁRQUEZ

City Manager

2. INSTRUCTIONS TO BIDDERS

1. Summary

The City of Pasadena has a rich tradition of maintaining mature public trees within the public right of way, parks, libraries, medians, and other landscaped areas. As part of this maintenance, the City occasionally needs to remove public trees, including their stumps and major roots, at any specified citywide location. Contractors are expected to provide all labor, materials, equipment, notification, and related services necessary to perform tree removals as specified in these Specifications.

2. Contact Information

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays

Project Contact:

Stephen Leung Management Analyst Email: sleung@cityofpasadena.net Phone: (626) 744-7432 Procurement Contact:

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Public Works Department

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 11:00 am on Tuesday, January 17, 2023.

https://procurement.opengov.com/portal/pasadena mailto:sleung@cityofpasadena.net tel:(626)744-7432 mailto:awatson@cityofpasadena.net tel:(626)744-8382

Release Project Date November 17, 2022

Pre-Bid Meeting (Mandatory) November 30, 2022, 9:00am City of Pasadena - Yards Street Maintenance 233 W Mountain St 255 Conference Meeting Room 1 Pasadena, California

Question Submission Deadline November 30, 2022, 2:00pm

Bid Submission Deadline January 17, 2023, 11:00am

3. GENERAL INSTRUCTIONS

1. General Bid Requirements

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 90 days after opening.

2. Funding Source

This procurement is funded by: City of Pasadena. Vendors must submit all required document with their proposal.

3. Bidder's Guarantee

Bid security in the amount of five percent (5%) of the total bid price in the form of cash, cashier's check, money order or surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder.

4. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

5. Acceptance of Conditions

By submitting a bid, each bidder expressly agrees to and accepts the following conditions:

• All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder in the preparation and submission of a bid.

6. Truth and Accuracy of Representation

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder.

7. City Changes to the Bid Documents

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each bidder. A bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date. Addenda must be acknowledged via the City's eProcurement Portal.

8. Notice Regarding Disclosure of Contents of Document

All bids accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

9. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

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

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

10. Errors and Omissions

Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

11. Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

12. Taxes

Price bid shall include all federal, state, local and other taxes.

13. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

14. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

15. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The apparent low bidder may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the bidder being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

16. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

17. Federal Terms and Conditions

In as much as there are Federal Requirements for this solicitation please the Section named Federal Terms and Conditions.

18. Training Resources for Vendors

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training will include video instructions for using the new system.

Screen Shots:

1) Registering for a new account - Vendor Registration

2) Update profile - company and user, email, logo

3) Subscribing for an agency's notifications - Using the Network Tab

4) Following a project

5) How to respond to a bid, submit a bid, or No bid?

6) Get Notifications

7) Managing Addenda

8) OpenGov Procurement Support https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/2482165-vendor-registration http://help.procurenow.com/en/articles/2482226-updating-company-information https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

4. SPECIAL CITY REQUIREMENTS

1. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no excep¬tions unless bidder has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

2. Declaration of Non-Collusion by Contractor

The City requires that each bidder executes and submits to the City with the Bid, the attached Declaration of Non Collusion.

3. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

4. Protest Procedure

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

5. Bid Shall Remain Open

Bidder agrees that their bid shall remain open and shall not be withdrawn for a period of not less than one hundred and twenty (120) calendar days from the date of opening bids, or until rejected by the City, whichever occurs first.

6. LICENSE AND PERMITS

Awarded bidder(s) may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract, they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to provide product or services for this contract, they are charged 33% of the annual tax (PMC 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded vendor will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/

7. Construction During the Period of November 15 through January 3

Attention is directed to Chapter 12.24 of the PMC, Excavations, and the Board of Directors (City Council) Policy Statement in Motion 25405 dated September 5, 1967. In general, all streets shall be free and clear of excavations and other construction during the period of November 15th through January 3rd for business districts, and December 15th through January 3rd for other areas. Accordingly, the Contractor will be required to shut down construction operations which would impede traffic movement during this period unless otherwise directed by the Engineer in emergency situations. Any existing excavations shall be backfilled, compacted, and temporarily repaved before the shutdown date. Bidders should reflect any costs of such shutdown in the various items of the Bidder's Proposal, and no additional payment will be allowed therefor. No time will be charged against the contract time for operations which are shut down in accordance with this section. A map showing the appropriate shutdown period for all locations in the City is available at the public counter of the City's Permit Center at 175 Garfield Avenue, Pasadena, 91101.

https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/

5. GENERAL SPECIFICATIONS

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

4. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

5. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

6. PASADENA LIVING WAGE ORDINANCE

This project is subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

7. PAYMENT

Section 9-3 of the “STANDARD SPECIFICATION FOR PUBLIC WORKS CONSTRUCTION” is hereby replaced with the following: Payment will be made when invoice has been submitted upon the completion this project.

8. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for four years from the date of execution by the City. The contract may be extended for one optional one-year extension period subject to the approval of the City Manager.

9. System for Award Management (SAM.Gov)

Prior to contract award, the lowest responsive and responsible bidder must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

10. PREVAILING WAGE RATE PROJECT

The prevailing wage rate provisions of Section 1770-1777 of the Labor Code and Section 7-2, entitled "Labor", of the Standard Specifications shall apply to this project. However, if there is a difference between the Pasadena Living Wage and Prevailing Wage rates for similar classifications of labor, the contractor and his subcontractors shall pay no less than the highest wage rate.

11. NOTICE REQUIREMENTS

https://sam.gov/content/entity-registration

No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

12. STANDARD SPECIFICATIONS

In connection with contracts related to the subject “Bidder’s Proposal,” and except as otherwise provided below, all work shall be done in accordance with the provisions of the 2018 edition of “STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION” (commonly known as the “GREENBOOK”), Including Supplements, prepared and promulgated by Public Works Standards, Inc., a mutual benefit corporation. The Pasadena Department of Public Works has published a booklet titled, “SUPPLEMENTS AND MODIFICATIONS TO THE ‘GREENBOOK’ (STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION)” dated September 2006, hereinafter referred to as the Pasadena Supplements. The provisions of these Specifications and the Pasadena Supplements shall apply and take precedence over the Greenbook, in that order of precedence. The Pasadena Supplements and the “Greenbook” are available online at:

https://ww5.cityofpasadena.net/public-works/wp-content/uploads/sites/52/2016/10/Supplements-and-Modifications-to-the-Green-Book-2006- Edition.pdf. All references in these Specifications to “Standard Specifications” shall mean the Pasadena Supplements and the Greenbook, taken together.

13. CONSTRUCTION AND DEMOLITION WASTE MANAGEMENT ORDINANCE

Construction and Demolition Waste Management Ordinance - In addition to complying with all applicable federal, state and local laws and regulations, the Contractor shall take note of the specific requirements of the Construction and Demolition Waste Management Ordinance, Pasadena Municipal Code Chapter 8.62. The Contractor shall comply with all provisions of the Ordinance, as a material part of the work under this Contract in order to divert a minimum of 75% of the construction and demolition debris resulting from the work. The Waste Management Plan required by the Ordinance shall be submitted no later than fifteen (15) calendar days after the Contract award.

Pasadena has partnered with Green Halo Systems to receive and keep track of the construction and demolition waste management documents.

https://ww5.cityofpasadena.net/public-works/wp-content/uploads/sites/52/2016/10/Supplements-and-Modifications-to-the-Green-Book-2006-Edition.pdf https://ww5.cityofpasadena.net/public-works/wp-content/uploads/sites/52/2016/10/Supplements-and-Modifications-to-the-Green-Book-2006-Edition.pdf https://ww5.cityofpasadena.net/public-works/wp-content/uploads/sites/52/2016/10/Supplements-and-Modifications-to-the-Green-Book-2006-Edition.pdf

The Contractor shall not commence work until (1) the invoice payment has been made for both the Performance Security Deposit equal to 3% of the project value not to exceed $30,000, and the non-refundable Administrative Review Fee based on the City's General Fee Schedule available online at: www.cityofpasadena.net/finance/general-fund/fees-tax-schedules; and (2) the Waste Management Plan has been submitted through Green Halo and approved by the City's waste management compliance official.

The Contractor shall be required to certify compliance with the Construction and Demolition Waste Management Ordinance and provide required documentation during and at the end of the contract term. The refund of the Performance Security Deposit is subject to this compliance.

The cost to comply with the City's Construction and Demolition Waste Management Ordinance shall be included in the unit or lump sum prices for the applicable items of work listed in the Bidder's Proposal and no additional compensation will be allowed.

Failure to comply with any provisions of the Construction and Demolition Waste Management Ordinance, Pasadena Municipal Code Chapter 8.62 may result in forfeiture of the Performance Security Deposit.

Instructions

The contractor awarded the project will receive an invoice to pay the C&D administrative fee and C&D performance security deposit and an email with instructions to activate an account with Green Halo, complete the C&D plan and submit the weigh tickets of the receipt for the project.

To receive the Administrative Fee and C&D Performance Security Deposit Invoice and instructions to complete the C&D requirements in Green Halo, send an email to canddrecycling@cityofpasdena.net with the following information.

• Project name

• Contract Number

• Email account of the person that will be assigned as the account holder in the Green Halo

For additional information visit the Construction and Demolition Debris Recycling webpage www.cityofpasadena.net/public-works/engineering-and-construction/construction-and-demolition-debris-recycling/

14. CONTRACT BONDS

The Bidder to whom a contract is awarded shall file the bonds specified by Section 2-4, "Contract Bonds," of the Standard Specifications before execution of the contract. The term "Contract Price" shall be deemed to mean the total contract "not to exceed" amount consisting of the base bid stated in the Bidder's Proposal plus such additional amounts provided for adjustments to the estimated quantities contained in the Bidder's Proposal and for extra work covered by approved change orders, if any. See Section P-2-4 of the Pasadena Supplements.

15. PRICE ADJUSTMENTS

mailto:canddrecycling@cityofpasdena.net

At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

16. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

https://invoice.cityofpasadena.net/PortalGuide.pdf

6. BID SPECIFICATIONS

1. 1. SPECIFICATIONS

The City of Pasadena has a rich tradition of maintaining mature public trees within the public right of way, parks, libraries, medians, and other landscaped areas. As part of this maintenance, the City occasionally needs to remove public trees, including their stumps and major roots, at any specified citywide location. Contractors are expected to provide all labor, materials, equipment, notification, and related services necessary to perform tree removals as specified in these Specifications.

Under these Specifications, the Contractor is expected to perform work as follows:

-Safely remove identified public trees and stumps following the International Society of Arboricultural (ISA) standards and as outlined below under "4. Tree Removal Specifications" and "5. Stump Removal Specifications".

-The City provide to the Contractor lists containing identified trees and stumps that shall be removed by the Contractor. The Contractor shall complete all work involving such lists within 45 days of the Contractors receipt. The lists may vary in size but will not exceed 100 trees or stumps. Stumps shall be removed at the time of tree removal or during a separate work effort that shall be completed within 72 hours of tree removal.

-Remove up to 400 trees and stumps per contract year.

2. 2. WORKING HOURS

Workdays are Monday through Friday. Working hours shall be no earlier than 7:00 A.M. and no later than 7:00 P.M. Monday through Friday. The Contractor may choose to perform work on Saturday, but must first receive written authorization from the City Contract Supervisor no less than 48 hours in advance before work is to be performed.

Work completed under this arrangement shall be paid at the regular contract price. Working hours on Saturday shall be no earlier than 8:00 A.M. and not later than 5:00 P.M.

3. 3. COMMUNICATION

The Contractor shall be accessible for communication by cellular phone during all hours that the Contractor is conducting work within the city and during the City’s normal working hours. The Contractor shall have the ability to contact its lead person and crewmembers within 30 minutes of notification by the City.

4. 4. TREE REMOVAL SPECIFICATIONS

Tree removal shall consist of the total removal of all aboveground plant parts in accordance with accepted industry standards leaving a stump that is between 24 to 30 inches above ground level.

Care shall be taken to prevent limbs, branches, trunks, and/or other tree parts from falling and creating damage to adjacent homes, driveways, sidewalks, streets, and other property, both public and private.

5. 5. STUMP REMOVAL SPECIFICATIONS

Stump removal shall consist of the following:

-Removal of the entire remaining tree trunk above ground.

-Grinding of the root ball to a depth of 24 inches below ground.

-Grinding of root material within a 24-inch radius from the edge of the tree trunk circumference below ground and not covered by hardscape.

-Remove all above ground surface roots to a depth of 12 inches.

-Fill in the resulting hole from the stump removal with topsoil.

-The area shall be crowned at two (2) inches above grade to allow for settling and shall be raked smooth.

-After the settling, additional topsoil shall be used to bring area to same level as surrounding grade.

-The Contractor shall restore any damaged turf areas and grades due to vehicular or mechanical operations.

6. 6. DISPOSAL OF TREE MATERIAL

All tree materials produced as a result of the Contactor’s operations under this Contract will be reduced, reused, recycled and/or transformed at the Contractor’s expense. Such operations will be at the direction of the City and the Construction and Demolition Waste Management Ordinance.

7. 7. WILDLIFE PROTECTION

Contractor shall abide by all State and Federal wildlife protection regulations. State and Federal law prohibits disturbing eggs, active nests or nesting birds. The majority of nesting activity occurs in the late winter, spring, and can continue into early summer. Nests can also occur in cavities of trees. If birds or nests are found, report to the City Contract Supervisor or to the Forestry Superintendent immediately. It is the Contractor’s responsibility to leave undisturbed any or all trees scheduled for removal if active nesting birds or eggs occupy the tree(s).

8. 8. SITE CLEANUP

Cleanup of branches, limbs, logs or any other debris resulting from any operations shall be promptly and properly disposed of. The work area shall be kept safe at all times. Under no circumstances shall the accumulation of brush, limbs, logs, or other debris be allowed in such a manner as to result in a hazard to the public. All debris from tree operations shall be cleaned up each day before the work areas shall be raked, all street and sidewalk shall be swept, and all brush, branches, rock or other debris shall be removed from the site. Areas are to be left in a condition equal to or better than that which existed prior to the commencement of tree operations.

9. 9. PROTECTION OF EXISTING FACILITIES

The Contractor shall follow all ISA safety standards in the performance of the work on this project not to damage utility structures and substructures. Prior to beginning any operation, the Contractor is responsible for the entire Dig Alert process and other necessary utilities within the construction area.

The Contractor shall provide adequate and reasonable protection of existing City facilities from damage or injury at all times. The Contractor shall be responsible for the costs associated with all repairs or replacements of existing improvements that are damaged, injured, or removed as a result of performing work under these Specifications.

Contractor is prohibited from any unauthorized entry of private property during the execution of this Contract unless authorized by the City Contract Supervisor or property owner.

10. 10. INTERFERENCE WITH OTHER CITY OPERATION

10.1 Tree work for this project shall be coordinated with other City projects to minimize possible conflicts. The City reserves the right to direct a green waste disposal location as long as it does not cause undue hardship on the contractor.

10.2 Occasionally, activities or events deemed necessary by the City will interfere with the Contractor’s ability to complete the scope of work noted in these Specifications. In the event of a scheduling conflict, the City shall notify the Contractor within 72 hours to reschedule its work to avoid conflicts with any planned activities or other occurring work at the site(s).

10.3 Due to New Year’s activities in Pasadena, no work is allowed in the City right of ways between December 15th and January 15th. The City Contract Supervisor must approve any work during this period.

11. 11. TRAFFIC CONTROL

The Contractor shall conform to all City traffic safety requirements and operating rules at all times. The Contractor will be responsible for supplying and using all safety equipment necessary to close or delineate traffic lanes to vehicle or pedestrian traffic. Lane closures, including parking lanes, when required by the City Contract Supervisor, will require notification to the City’s Traffic Management Division of the Transportation Department and posting of notices not less than 48 hours prior to closure.

Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded otherwise kept safe, at least one representative of the Contractor shall serve to coordinate safe operations on the ground at all times when work operations are in progress.

12. 12. EQUIPMENT AND VEHICLES

Contractor is responsible for storage of all vehicles and equipment during the performance of this contract. Contractor is responsible for adhering to all City parking and traffic ordinances at all times.

13. 13. PUBLIC RELATIONS, SAFETY, AND COOPERATION

All tree work shall be conducted in a manner as to cause the least possible interference or annoyance to others. The Contractor shall endeavor to maintain good public relations at all times. The Contractor is required to identify the name of their company, confirm that they are a contracted vendor with the City of Pasadena, and identify the Foreman on duty if asked by a member of the public. Any follow up communication or inquiries from the public are to be directed and handled by the City Contract Supervisor.

Contractor shall ensure that all fire hydrants, meter vaults, water and gas shut off valves and similar facilities are accessible during the course of work. Contractor shall maintain clear passage and least amount of inconvenience to public and private traffic ways, businesses, and residences.

Contractor shall strive to keep noise levels to a minimum at all times. Additionally, the Contractor shall abide by the City’s Noise Ordinance (P.M.C 9.36.070). The City’s noise ordinance prohibits starting any chainsaws before 7:00 AM or operation after 7:00 PM, Monday through Friday.

The Contractor shall maintain all work sites in a safe, neat, clean, and orderly condition. All work sites are to be kept free from trash, debris, surplus material or other objectionable matter of any kind, subject to the satisfaction of the City Contract Supervisor.

14. 14. DAMAGE TO PUBLIC OR PRIVATE PROPERTY

Contractor shall contact the City Contract Supervisor immediately via email upon discovery of damage caused by the Contractor. Repairs to private or city property damaged by the Contractor shall be made within 48 hours, except utility lines that shall be repaired within the same working day. Repairs on private property shall be made in accordance with the appropriate building code under permits issued by the City of Pasadena, Department of Planning and Community Development. Any damage caused by the Contractor shall be repaired or restored at the contractor’s expense to a condition similar or equal to that existing before the damage, in a manner acceptable to the City. Special attention should be taken to prevent damage to sprinkler and irrigations systems in parkways and parks.

15. 15. INSPECTION AND REVIEW

Upon bid award and during the contract period, the City may inspect the work performed by the Contractor to verify that any tree and stump removals are performed in accordance with the specifications listed under Sections 4 TREE REMOVAL SPECIFICATIONS and 5 STUMP REMOVAL SPECIFICATIONS. If the Contractor performs work that is not the City’s specifications, the Contractor will be required to complete the work at no additional cost to the City.

16. 16. INVOICING

The Contractor will submit monthly invoices to the City that will list each service location, work date for each service location, description of the worked performed, total number of trees and stumps removed, and Diameter at Breast Height (DBH) for each tree and stump removed. The monthly invoice will not be processed for payment until all the required information is provided and attached to the monthly invoice.

17. 17. ADDITIONAL WORK

No additional work shall be performed by the Contractor without written authorization in the form of a change order signed by an authorized representative from the City and is subject to all terms and conditions of the contract. Additional work shall be billed as extra and submitted on a separate invoice at the contract rate. The billing shall include date removed, species, address, site number or park location, and proof of disposal of tree material.

18. 18. CONTRACT TERMINATION

The City shall have the right to terminate a contract or part thereof before the work is completed in the event of the following:

18.1 Previous unknown circumstances arise making it desirable in the public interest to void the contract.

18.2 The Contractor is not adequately complying with specifications after notification by the City Contract Supervisor of the Forestry Superintendent.

18.3 The Contractor refuses, neglects, or fails to supply properly trained, competent and skilled supervisory personnel and workers or proper equipment to complete the job to the City’s specifications and satisfaction.

18.4 The Contractor, in the judgement of the City, is unnecessarily or willfully delaying the performance and completion of work.

18.5 The Contractor refuses to proceed with work when and as directed by the City.

19. 19. GENERAL REQUIREMENTS

19.1 Contractor must have an active C-61 and D-49 Tree Service Limited Specialty Contractor License for the duration of this contract.

19.2 Through the Workforce Utilization Form (AA2), the Contractor must demonstrate an ability to deploy up to two crews (including four per crew) with only a 72-hour notice from the City.

19.3 Should any of the contractor vehicles or equipment leak or spill fluids in the City during the performance of this contract, the Contractor is responsible for cleaning the site in an appropriate manner, consistent with current industry standards and must notify the City Contract Supervisor within 24 hours via email.

19.4 The lowest apparent bidder may be subject to an inspection by City personnel or its designee to confirm possession of the necessary equipment and personnel prior to contract award.

19.5 The Certified Arborist is responsible for the Contractor’s crews performing assigned work in accordance with the scope of work and supervision of crews.

19.6 The Certified Arborist shall represent Contractor in dealing with the City regarding scope of work and adherence to specifications, and shall represent the Contractor regarding any disputes that may arise between the City and the Contractor’s crew. This person shall be able to communicate effectively both in written and oral English.

19.7 Any order or communication given to the Contractor’s Representative shall be deemed as delivered to the Contractor.

19.8 An ISA Certified Arborist must be at the work site at all times and be able to communicate effectively both in written and oral English.

19.9 All tools used on a tree known to contain an infectious tree disease shall be property disinfected immediately before and after completing work on such tree, following procedures of current industry standards, or as instructed by the City Contract Supervisor. All major pest problems shall be reported to the City Contract Supervisor within 24 hours via email.

7. BIDDER'S PROPOSAL

To the Honorable City Council of the City of Pasadena, California

In response to the Notice Inviting Bids for Citywide Tree and Stump Removal 2022 the undersigned proposes and agrees to furnish the required material in strict conformity with the general and detailed specifications and data on manufacturer’s data sheets and/or exceptions made part of the bid and accepted by the City in writing.

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

The contractor shall enter each Unit Cost, by its corresponding Quantity to determine the Item Price. If necessary, the Total Price is the sum of the Item Totals.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Tree and Stump (per Diameter at Breast Height) measured at 4-1/2 feet above grade)

8,000 DIAMETER

INCH

2 Tree Only (per Diameter at Breast Height measured at 4-1/2 feet above grade)

500 DIAMETER

3 Stump Only (per Diameter at Breast Height measured up to 24-inches above grade)

500 DIAMETER

TOTAL

8. DELIVERY AND ADDENDA INFO

Delivery shall be no more than NINETY (90) days after receipt of City purchase order.

Addenda shall be acknowledged via the City's eProcurement Portal.

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

9. INSURANCE REQUIREMENTS

1. Insurance Requirements (GENERAL) https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most- Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766

10. PUBLIC WORKS CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make…