Contractor_for_Hazard_Fuel_Reduction_Defensible_Space.pdf

Contractor for Hazard Fuel Reduction / Defensible Space

Request For Proposal (RFP #RFP-2025-0141)

Tuolumne County

County Administration Office

Issued: Monday, July 27, 2026

REQUEST FOR PROPOSAL (RFP No. RFP-

2025-0141)

CONTRACTOR FOR HAZARD FUEL REDUCTION /

DEFENSIBLE SPACE

Deadline for Submission of Proposals: Thursday, August 20, RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Table of Contents

1. Introduction

2. Scope of Services

3. Minimum Qualifications

4. Pricing Proposal

5. Proposal Package Requirements

6. RFP Process

7. Evaluation of Proposals

8. Contract Information

1. Introduction

1.1. Summary

Tuolumne County is soliciting proposals from qualified vegetation management contractors to provide defensible space and hazardous vegetation removal services on private residential properties participating in the Community Wildfire Defense Grant Program.

Contractors will perform vegetation treatments in accordance with property-specific work plans prepared by the County's Project Manager to achieve compliance with California Public

Resources Code Section 4291 (PRC 4291). Work will include the removal and disposal of hazardous vegetation, brush, and small trees, as specified in individual work orders, while maintaining safe work practices, protecting property improvements, and complying with all applicable federal, state, and local regulations.

There are 2,215 private, improved parcels in the project area. The grant estimated 1,290 parcels may be eligible for treatment. The County is currently collecting Right of Entry (ROE) permits from property owners in this project area. The exact number of parcels that will be treated under this RFP will depend upon the number of received and approved ROEs. Should the number of approved ROEs be greater than available grant funding, parcels will be prioritized based on strategic risk reducing locations, as well as homeowners with income, age and physical limitations.

All work performed on this project must be complete by July 31, 2028.

1.2. Background

Tuolumne County has received competitive grant funding through the USDA Community

Wildfire Defense Grant (CWDG) Program to reduce hazardous vegetation on private residential properties in high wildfire risk areas throughout the County. The program is designed to assist eligible homeowners in achieving defensible space compliance in accordance with California

Public Resources Code Section 4291 (PRC 4291) by removing hazardous vegetation within 100 feet of homes and other major structures at no cost to participating property owners.

This project is part of a broader, countywide "all lands" wildfire resilience strategy and complements landscape-scale fuel reduction efforts being implemented by the County and the

Stanislaus National Forest through the Social and Ecological Resilience Across the Landscape

(SERAL) projects, as well as other wildfire mitigation initiatives led by Tuolumne County, the

Tuolumne Fire Safe Council, Tuolumne County Resource Conservation District and other regional partners.

1.3. Contact Information

Liz Peterson

Deputy County Administrator

2 . Green St.

Sonora, CA 95370

Email: epeterson@co.tuolumne.ca.us

Phone: (209) 533-6396

Department:

County Administration Office

Department Head:

Roger Root

County Administrative Officer

1.4. Timeline

Release of published RFP July 27, 2026

Pre-Proposal Meeting--Cedar Ridge

(Non-Mandatory)

August 5, 2026, 9:00am

Cedar Ridge Lake Association Clubhouse

16640 West Brookside Dr.

Sonora, CA 95370

Pre-Proposal Meeting--Yankee Hill /

Columbia (Non-Mandatory)

August 6, 2026, 9:00am

Wood Mill

13679 Big Hill Rd.

Columbia, CA 95310

Pre-Proposal Meeting--Mi-Wuk

Village (Non-Mandatory)

August 7, 2026, 9:00am

Mt. Calvary Lutheran Church

24176 Pine Lake Dr.

Mi-Wuk, CA 95346

Deadline for receiving all questions August 12, 2026, 4:00pm

Deadline for RFP responses to be received by County

August 20, 2026, 4:00pm

Review Committee evaluates and ranks proposals

August 28, 2026

Notice of contract award (Tentative) August 31, 2026 mailto:epeterson@co.tuolumne.ca.us tel:(209)533-6396

Commencement of negotiation period August 31, 2026

Deadline for protests/appeals

(Tentative)

September 14, 2026

Contract executed (Tentative) September 15, 2026

2. Scope of Services

2.1. Project Overview

Tuolumne County is implementing a Community Wildfire Defense Grant (CWDG) funded

Defensible Space on Private Property Program to reduce wildfire risk to life, property, and critical infrastructure within the Cedar Ridge, Mi-Wuk Village and Yankee Hill/Columbia communities of Tuolumne County.

The purpose of this program is to assist participating property owners in achieving and maintaining defensible space consistent with California Public Resources Code (PRC) Section

4291 through the reduction of hazardous vegetation and combustible fuels surrounding habitable structures and associated improvements.

Right of Entry (ROE) permits are still being collected and property assessments are still underway. All work shall be performed only on properties approved by the County and covered by a valid Right of Entry permit. The number of parcels approved for treatment in each community will be confirmed before contracts with selected contractors are executed. As of the publishing of this RFP there are:

• 112 approved ROEs in Yankee Hill / Columbia

• 343 approved ROEs in Cedar Ridge

• 368 approved ROEs in Mi Wuk

The County intends to award one or more contracts to qualified vegetation management and/or arboricultural contractors capable of performing wildfire mitigation services on private property.

The Contractor shall furnish all labor, supervision, equipment, tools, materials, transportation, disposal services, traffic control, and incidentals necessary to complete the work described herein.

Contractors may bid on one, two or three communities within the project but must submit for the entirety of a community. Proposals should contain a flat rate per parcel plus an hourly rate for any unexpected Time and Equipment (T&E) work.

For purposes of this contract, “Project Manager” shall mean American Tree Medics, Inc. (ATM), or its authorized representative acting on behalf of Tuolumne County for project administration, assessments, inspections, Work Releases, documentation review, and contract oversight.

2.2. Standards

All work performed under this contract shall comply with the most current editions of applicable industry standards, including but not limited to:

Wildfire Mitigation Standards

• California Public Resources Code Section 4291

• California Code of Regulations 14 §1299.03

• CAL FIRE Defensible Space Guidelines

Arboricultural Standards

• ANSI A300 Standards for Tree Care Operations

• ISA Best Management Practices (BMP) – Pruning, Third Edition (2019)

Safety Standards

• ANSI Z133 Safety Requirements for Arboricultural Operations

• Applicable CAL/OSHA regulations

Traffic Control Standards

• California Manual on Uniform Traffic Control Devices (CA MUTCD)

• California Vehicle Code

• Applicable County requirements

Contractor shall ensure all personnel are trained and qualified to perform assigned work in accordance with applicable standards.

2.3. Services

The Contractor shall perform defensible space, vegetation management, arboricultural, and hazard mitigation services as identified through approved Work Releases issued by the Project

Manager.

Services may include, but are not limited to:

• Defensible space treatments consistent with PRC Section 4291

• Hazard mitigation treatments

• Tree pruning and arboricultural treatments

• Tree removal

• Shrub and brush reduction

• Ladder fuel reduction

• Surface fuel reduction

• Dead vegetation removal

• Firewood relocation or reduction

• Chipping, hauling, and disposal of vegetative debris

• Site cleanup and restoration

• Other wildfire mitigation treatments identified within an approved Work Release

Work may be prescribed around habitable structures and associated improvements, including but not limited to detached garages, workshops, barns, sheds, well houses, pump houses, propane tanks, and other approved improvements.

2.4. Work Release Process

No work shall commence without an approved Work Release issued by the County’s contracted

Project Manager.

Work Releases may be provided electronically and may include GIS-based mapping products, KML/KMZ files, or other digital mapping formats compatible with commonly used mapping applications such as Google Earth, ArcGIS, or similar platforms.

Prior to commencing work, the Contractor shall participate in a project walkthrough with the

Project Manager when requested. The purpose of the walkthrough is to review the approved scope of work, identify access constraints, discuss site-specific considerations, and resolve any questions regarding treatment objectives before work begins

Work Releases will generally be grouped geographically to minimize Contractor mobilization, improve production efficiency, and facilitate project administration. However, the County reserves the right to issue, modify, suspend, or reprioritize Work Releases in any sequence or geographic distribution necessary to meet grant requirements, funding limitations, property owner availability, operational needs or other project objectives.

Each Work Release may include:

• Property address

• Assessor Parcel Number (APN)

• Property owner information

• Right of Entry (ROE) status

• Scope of work

• Access instructions

• Environmental or operational constraints

• Documentation requirements

• Completion deadlines

The Contractor shall review all Work Release information prior to commencing work and notify the Project Manager of any discrepancies, access limitations, safety concerns, or site conditions that may affect project completion.

The Contractor shall acknowledge receipt of each Work Release in a manner approved by the

Project Manager prior to commencing work. Only work specifically authorized within an approved Work Release shall be eligible for payment.

2.5. Defensible Space Treatment Requirements

All work shall be performed in accordance with California Public Resources Code Section 4291, California Code of Regulations 14 §1299.03, and CAL FIRE Defensible Space Guidelines, County-approved assessment recommendations, and the approved Work Release.

Zone 0 – Ember-Resistant Zone (0–5 Feet)

Where included within the approved Work Release, combustible vegetation and materials shall be removed, reduced, relocated, or otherwise mitigated within five (5) feet of habitable primary structures and attached decks, fences, stairways, and similar combustible attachments.

*Zone 0 regulations are currently being developed by the Board of Forestry but should comply with the final requirements once approved. For the latest information, please visit Defensible

Space Zones | BOF

Work may include:

• Tree Pruning

• Removal of combustible vegetation

• Removal of accumulated leaf litter and pine needles

• Cleaning roof gutters of combustible debris

• Relocation of firewood, lumber, or other combustible storage outside of Zone 0 and to a location approved by the property owner

• Removal of combustible materials identified within the approved Work Release

Zone 1 – Lean, Clean, and Green Zone (5–30 Feet)

Vegetation within thirty (30) feet of habitable structures shall be modified to reduce fuel continuity and wildfire intensity.

Work may include:

• Removal of dead vegetation

• Reduction of ladder fuels

• Pruning of tree branches overhanging roofs

• Separation of shrubs from tree canopies

• Remove or separate fuels to maintain spacing between vegetation to interrupt the fire’s path.

• Removal of vegetation beneath decks and stairways https://bof.fire.ca.gov/projects-and-programs/defensible-space-zones-0-1-and-2 https://bof.fire.ca.gov/projects-and-programs/defensible-space-zones-0-1-and-2

• Reduction of vegetation adjacent to windows, vents, and other vulnerable features

Zone 2 – Reduced Fuel Zone (30–100 Feet)

Vegetation extending from thirty (30) feet to one hundred (100) feet from habitable structures, or to the property line when less than one hundred (100) feet exists, shall be modified to reduce fire intensity and rate of spread.

Work may include:

• Removal of dead vegetation

• Reduction of horizontal fuel continuity

• Reduction of vertical fuel continuity

• Removal of hazardous vegetation

• Tree pruning and thinning

• Brush reduction

Tree Pruning Requirements

Tree pruning shall be performed in accordance with ANSI A300 Standards and ISA Best

Management Practices.

Unless otherwise directed by the Project Manager:

• Remove dead/dying tree branches (within 15 ft of the ground).

• Remove tree branches 5 ft above the roof.

• Remove tree branches 5 ft from walls and/or under eaves

• Tree branches shall be maintained a minimum of ten (10) feet from chimneys and stovepipe outlets.

• Tree branches shall be pruned to provide a minimum vertical clearance of six (6) feet above ground level. For smaller trees or trees where six (6) feet of clearance is not appropriate, branches shall be removed from the lower one-third (1/3) of the live canopy, while maintaining tree health and structural integrity.

• Tree canopies shall be separated from underlying shrubs and ladder fuels.

Tree Removal Requirements

Trees identified within the approved Work Release for removal shall be removed in accordance with accepted arboricultural practices and project specifications.

Tree removals may include:

• Dead trees

• Dying trees

• Hazard trees

• Trees creating excessive fuel continuity

• Trees conflicting with defensible space objectives

Associated Improvements

Defensible space treatment requirements may also apply to County-approved associated improvements, including:

• Detached garages

• Workshops

• Barns

• Sheds

• Pump houses

• Well houses

• Propane tanks

Debris Disposal and Site Cleanup

All vegetative debris generated by project activities shall be chipped, hauled, removed, stacked, or otherwise disposed of as specified in the approved Work Release.

Upon completion of work, the property shall be left in a clean, safe, and professional condition free of project-generated debris.

2.6. Hazard Tree Removal

In addition to standard defensible space treatments prescribed under PRC Section 4291, the assessment process may identify trees requiring hazard mitigation measures that warrant authorization on a Time and Equipment (T&E) basis.

T&E Hazard Mitigation may be prescribed when a tree presents an imminent threat to a primary structure, secondary structure, or designated evacuation route based upon documented field observations and arboricultural risk assessment principles.

T&E Hazard Mitigation may apply to trees located either within or outside the standard PRC

Section 4291 treatment area.

Mitigation measures may include, but are not limited to:

• Complete tree removal

• Partial tree removal

• Structural pruning

• End-weight reduction

• Canopy reduction

• Limb removal

• Other arboricultural treatments identified within the approved Work Release

The selected mitigation measure shall be based on the least invasive treatment reasonably capable of mitigating the identified threat while achieving project objectives and maintaining consistency with accepted arboricultural practices.

Trees designated for T&E Hazard Mitigation shall be specifically identified within the approved

Work Release.

The Contractor shall not independently determine T&E treatment requirements. All T&E prescriptions shall be developed through the assessment process and issued by the Project

Manager.

Where specialized equipment, advanced rigging techniques, cranes, aerial lifts, or other specialized operations are necessary to safely complete T&E Hazard Mitigation, such requirements shall be identified during the assessment process and incorporated into the approved Work Release.

2.7. Property Owner Coordination and Communication

The Contractor shall conduct all interactions with participating property owners in a professional, courteous, and respectful manner. As a representative of the project team, the

Contractor shall foster positive relationships with property owners while supporting the safe and efficient completion of approved work.

Contractor responsibilities include:

• Coordinating property access and scheduling work activities.

• Providing reasonable notice prior to mobilization.

• Maintaining professional conduct and communication at all times.

• Respecting private property and minimizing unnecessary disturbance to residents, occupants, and property improvements.

• Promptly notifying the Project Manager of property owner concerns, access issues, scope questions, safety concerns, or other matters that may affect project completion.

• Directing requests for changes to the approved scope of work to the Project Manager.

The Contractor shall not modify, expand, reduce, or otherwise alter an approved scope of work without written authorization from the Project Manager.

In the event of a dispute regarding property access, treatment recommendations, or project scope, the Contractor shall suspend affected work activities and notify the Project Manager for direction.

The Contractor shall not represent themselves as acting on behalf of Tuolumne County, CAL

FIRE, or any regulatory enforcement agency. Questions regarding program eligibility, defensible space compliance determinations, assessment recommendations, or scope development shall be referred to the Project Manager.

2.8. Contractor Limitations

The Contractor shall not:

• Conduct independent property assessments unless specifically authorized by the Project

Manager.

• Modify approved scopes of work.

• Approve additional work outside an authorized Work Release.

• Independently prescribe Time & Equipment (T&E) Hazard Mitigation treatments.

• Represent themselves as acting on behalf of Tuolumne County.

• Represent themselves as acting on behalf of American Tree Medics.

• Represent themselves as acting on behalf of CAL FIRE.

• Represent themselves as a regulatory enforcement agency.

• Make regulatory compliance determinations on behalf of the County or Project Manager.

• Solicit, market, estimate, propose, or negotiate additional private tree work, vegetation management services, or related services with participating property owners while performing work under this program.

• Perform private tree work or other privately contracted vegetation management services on a property concurrently receiving work authorized under a County-issued Work Release.

Assessment authority, scope development, treatment prescriptions, approval authority, and final acceptance authority remain solely with the Project Manager and County.

Questions regarding defensible space compliance, assessment recommendations, project eligibility, scope modifications, or additional work requests shall be referred to the Project

Manager.

2.9. Safety Requirements

The Contractor shall be solely responsible for employee, public, and jobsite safety throughout the performance of work under this contract.

The Contractor shall:

• Comply with ANSI Z133 Safety Requirements for Arboricultural Operations.

• Comply with all applicable CAL/OSHA regulations.

• Maintain an Injury and Illness Prevention Program (IIPP).

• Conduct daily job hazard assessments and safety briefings.

• Provide and require the use of appropriate personal protective equipment (PPE).

• Ensure employees are properly trained, qualified, and authorized to perform assigned work.

• Conduct operations in a manner that protects property owners, residents, visitors, motorists, pedestrians, and adjacent property.

• Immediately report accidents, injuries, property damage, utility strikes, and other safety-related incidents to the Project Manager.

The County and Project Manager reserve the right to suspend work for unsafe operations or non-compliance with contract requirements.

2.10. Fire Prevention and Fire Equipment Requirements

The Contractor shall comply with all applicable fire prevention requirements established by CAL

FIRE, the California Public Resources Code, California Code of Regulations, local fire authorities having jurisdiction, and any project-specific fire restrictions or emergency orders in effect at the time of operations.

The Contractor shall implement and maintain fire prevention measures appropriate to the equipment, work activities, site conditions, vegetation type, and fire danger level present at each work location. Activities subject to these requirements include, but are not limited to, chainsaw operations, mastication, mechanical vegetation treatment, bucket truck operations, skid steer operations, spider lift operations, brush cutting, weed abatement, hauling, chipping, and other vegetation management activities utilizing internal combustion engines or motorized equipment.

At a minimum, the Contractor shall:

• Maintain serviceable fire extinguishers on all vehicles, equipment, and work units as required by applicable laws and regulations.

• Maintain fire tools, shovels, water supplies, or other fire suppression equipment appropriate for the equipment being operated and fire danger conditions present.

• Ensure all equipment requiring spark arresters is equipped with approved and properly maintained spark arresters meeting applicable regulatory requirements.

• Conduct and document daily inspections of vehicles, equipment, fire extinguishers, spark arresters, exhaust systems, hydraulic systems, and other components that may create an ignition source.

• Remove accumulations of dry vegetation, combustible debris, oil, grease, or other flammable materials from equipment and work areas as necessary to reduce ignition potential.

• Prohibit parking, staging, idling, fueling, or maintenance activities in locations where contact with dry vegetation or combustible materials could create an ignition hazard.

• Maintain reliable communication capabilities sufficient to report emergencies and coordinate response actions.

• Immediately report any fire ignition, escaped fire, equipment-caused fire, or fire-related emergency to emergency responders, CAL FIRE, and the Project Manager.

• Continuously monitor weather conditions, fuel conditions, Red Flag Warnings, Public Safety

Power Shutoff (PSPS) events, Industrial Fire Precaution Levels (IFPL), and other applicable fire restrictions affecting project operations.

• Suspend or modify operations whenever weather conditions, equipment conditions, fuel conditions, or site-specific circumstances create an unreasonable risk of wildfire ignition.

The Contractor shall ensure all personnel receive appropriate training regarding wildfire prevention practices, emergency response procedures, fire equipment use, and operational restrictions applicable to the work being performed.

The Contractor shall remain responsible for all wildfire prevention activities associated with its operations, subcontractors, equipment, and personnel.

The County and Project Manager reserve the right to suspend, modify, or prohibit operations at any time due to elevated fire danger, Red Flag Warning conditions, equipment deficiencies, unsafe operating conditions, or non-compliance with fire prevention requirements.

2.11. Traffic Control and Access Management

The Contractor shall minimize disruption to residents, visitors, emergency responders, and the traveling public.

Whenever work activities impact roadways, driveways, pedestrian access routes, or vehicle travel, appropriate traffic control measures shall be implemented.

The Contractor shall:

• Comply with CA MUTCD requirements

• Provide all required traffic control devices

• Provide qualified flaggers when necessary

• Maintain emergency vehicle access

• Maintain residential access whenever practical

• Notify the Project Manager of any permits or approvals required to safely perform the work.

• Remove traffic control devices upon completion of work

The County reserves the right to suspend operations creating unsafe traffic conditions.

2.12. Property Protection

The Contractor shall exercise reasonable care to protect property and improvements during all project activities.

Property and improvements to be protected include, but are not limited to:

• Structures

• Fences

• Utilities and utility services

• Driveways and access roads

• Vehicles

• Water systems

• Septic systems

• Landscaping and ornamental vegetation

• Retained vegetation

• Survey monuments

• Gates, signage, and mailboxes

• Other property improvements

The Contractor shall take reasonable precautions to avoid damage to overhead and underground utilities, structures, access routes, and adjacent property during operations.

Any damage resulting from Contractor operations shall be promptly reported to the Project

Manager and repaired, restored, or replaced at the Contractor’s expense.

2.13. Documentation and Reporting Requirements

The Contractor shall provide production and completion reporting in a format approved by the

Project Manager.

Project documentation shall be submitted through designated reporting systems and may include, electronic surveys, invoices, timesheets, or other reporting tools established by the Project

Manager.

Electronic Reporting System

The Contractor shall maintain, at its own expense, an active ESRI ArcGIS Online Organizational

Account with sufficient user licenses to support all personnel responsible for project reporting throughout the duration of the contract. The Contractor shall be responsible for procuring and maintaining all required software subscriptions, user licensing, mobile devices, internet connectivity, and other equipment necessary to access and utilize the County's designated ESRI applications.

The Contractor shall utilize the County-designated ArcGIS Survey123 forms and other ESRI-based applications for all required production reporting, work completion documentation, and photographic records. All reports and photographs shall be submitted electronically in the format and frequency prescribed by the Project Manager.

Photographic documentation shall be submitted through the designated ESRI application and shall be associated with the applicable Work Release or property record. Unless otherwise directed by the Project Manager, photographic documentation shall include pre-work and post-work photographs, as well as any additional photographs required for Time and Equipment

(T&E) Hazard Mitigation or other project documentation.

Contractor shall be required to maintain the required ESRI account, user licensing, or timely electronic reporting capability for electronic reporting obligations.

Production Reporting

The Contractor shall accurately report project production metrics as requested by the Project

Manager, including but not limited to:

• Acres treated

• Brush units removed

• Cubic yards of debris removed

• Tons of debris removed

• Other grant-related production metrics required for program reporting identified by the County

Hazard Tree Time and Equipment (T&E) Documentation

For all approved T&E work, the Contractor shall document the work performed and provide supporting records as required by the Project Manager.

Documentation shall include:

• Number of Hazard Tree removals completed

• Number of Hazard Tree trims completed

• Labor hours associated with Hazard Tree T&E work

• Total invoiced Hazard Tree T&E hours

For each approved Hazard Tree operation, the Contractor shall provide photographic documentation consisting of:

• One photograph prior to work commencement

• One photograph during work activities demonstrating the conditions or equipment justifying

T&E authorization (e.g., rigging, aerial lift, spider lift, crane operations, or other specialty equipment)

• One photograph upon completion of work

The Contractor shall be responsible for the accuracy and completeness of all submitted production and T&E reporting.

The Project Manager reserves the right to verify reported quantities, hours, and completed work prior to payment approval.

2.14. Quality Control and Inspection

All work shall be subject to inspection by the Project Manager, County, or its designated representatives.

The County reserves the right to:

• Conduct field inspections

• Require corrective action

• Reject deficient work

• Suspend work for non-compliance

Deficiencies identified by the Project Manager or County shall be corrected by the Contractor at no additional cost to the County and shall be considered warranty work.

2.15. Performance Standards

Minimum performance expectations include:

• 100% completion of authorized Work Release tasks unless otherwise approved

• Compliance with approved scopes of work

• Compliance with applicable safety standards

• Compliance with applicable traffic control standards

• Complete debris cleanup

• Accurate and timely documentation

• Professional interaction with property owners

• No unresolved property damage

2.16. Final Acceptance

Work shall not be considered complete until:

• All authorized work has been completed

• Documentation has been submitted

• Deficiencies have been corrected

• Final inspection has been completed

• Written acceptance has been provided by the Project Manager

The County retains sole authority to determine final acceptance of completed work.

3. Minimum Qualifications

A. Proposer, their principal, or their staff, including sub-contractors, shall have at least 3 years' experience in items contained in Section Two: Scope of Services within Wildland

Urban Interface (WUI) environments.

B. Proposer shall possess all permits, licenses, and professional credentials necessary to perform services as specified under this RFP.

C. Proposer shall furnish all labor, equipment, supervision, transportation, supplies and incidentals to perform all necessary work.

D. Proposer shall meet all required specifications listed in Scope of Services.

E. The selected contractor must be authorized to conduct business within the state of

California, including by being registered with the Secretary of State, where applicable, with all necessary filings current and up to date.

F. At least one foreman must speak fluent English.

4. Pricing Proposal

Line Item Community Maximum # of Improved

Parcels

Rate per

Parcel Rate for

Parcels

Added on

After

Project Has

Commenced

Hourly rate for Hazard

Tree

Removal

Time &

Equipment

(T&E)

1 Cedar Ridge 759

2 Mi-Wuk Village 1167

3 Yankee Hill/Columbia 289

5. Proposal Package Requirements

Proposals are to be straightforward, clear, concise and responsive to the information requested.

In order for proposals to be considered complete, proposers must provide all requested information.

Each proposer must submit their response online via Tuolumne County's e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca.

1. Proposal Elements*

A. Statement of Understanding and Approach o This section must demonstrate an understanding of the Services. It should describe the general approach, organization and staffing required for the Services requested. If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.

o This section should include the following:

▪ An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

▪ Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

▪ Detailed project schedule to complete the project by July 31, 2028, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

▪ Detailed description of specific tasks you will require from County staff. Explain what the respective roles of County staff and your staff would be to complete the tasks specified in the Scope of Work.

▪ Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the County will consider proposals that offer alternative service delivery means and methods for the services desired.

▪ Proposers are also requested to identify any County owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the County in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the County, if applicable.

B. Company Information o This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.

o The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the

Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.

C. Company Personnel o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this

Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the

Company shall identify how long the Company has worked with the subcontractor.

o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.

D. Disclosure o Please disclose any and all past or current business and personal relationships with any current County elected official, appointed official, County employee, or family member of any current County elected official, appointed official, or County employee. Any past or current business relationship may not disqualify the firm from consideration.

E. Experience, Qualifications and References o The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirement in in the Minimum Qualifications Section with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.

o Company shall provide at least 3 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.

*Response required

6. RFP Process

6.1. Submittal of Proposals

Sealed proposals must be received online, NO LATER THAN 4:00 pm on Thursday, August 20, 2026.

Proposals are to be submitted electronically using Tuolumne County’s e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. Proposals will be received only as instructed above, and must be received before 4:00 pm on Thursday, August 20, 2026. Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted. The County’s e-

Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

6.2. Submitter's Questions

Questions regarding the RFP must be submitted exclusively in writing to the County by 4:00 pm on Wednesday, August 12, 2026 via the County’s e-Procurement platform, in the Q&A tab.

Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFP to post any questions received, along with written responses, on Tuolumne County's e-

Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

6.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

6.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFP. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true.

This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFP. If a proposal is not submitted in the format specified in this RFP, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

6.5. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

6.6. Evaluation of Proposals

See #Evaluation of Proposals.

6.7. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

6.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFP shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

6.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFP process or appeal the recommendation to award a contract for Contractor for Hazard Fuel

Reduction / Defensible Space once the Notices of Award/Non-Award have been issued.

https://secure.procurenow.com/portaluolumnecountyca/projects/20451?section=156154

Any protest must be submitted in writing to County Administration Office, 2 . Green St., Sonora, CA 95370, Attention: Liz Peterson

The protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the County Administrative Officer will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

6.10. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the

Review Committee has completed its evaluation and, or if, contract negotiations are complete.

7. Evaluation of Proposals

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a contractor/consultant that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFP, a

Review Committee composed of representatives from the County. The County may also elect to include as part of the Review Committee qualified representatives from other agencies or entities.

2. Proposal documentation requirements set forth in this RFP are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the

County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience 0-5 Points 25 (25% of Total)

2. Service Delivery, Methodology and

Approach 0-5 Points 35

(35% of Total)

3. Reasonable Cost of Service 0-5 Points 40 (40% of Total)

8. Contract Information

8.1. Term/Termination

The term of the initial contract awarded under this RFP will be through July 31, 2028.

The contract will be subject to termination by either party upon 30 days' written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

8.2. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

8.3. General Insurance

A. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors. Coverage shall be at least as broad as:i. Commercial General Liability (CGL): Insurance Services

Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG

25 03 05 09 or 25 04 05 09) or the general aggregate limit shall be twice the required occurrence limit.ii. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, covering hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.iii. Workers' Compensation: as required by the State of

California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the County requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the County.

B. Other Insurance Provisions: The insurance policies are to contain, or be endorsed to contain, the following provisions:i. Additional Insured Status. The County, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form CG 20 10 11

85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG

20 38; and CG 20 37 if a later edition is used).ii. Primary Coverage. For any claims related to this contract, the Contractor's insurance coverage shall be primary and non-contributory and at least as broad as ISO CG 20 01 04 13 as respects the County, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officers, officials, employees, or volunteers shall be excess of the

Contractor's insurance and shall not contribute with it. This requirement shall also apply to any Excess or Umbrella liability policies.iii. Umbrella or Excess Policy. The

Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the

Primary…