delray beach RFP 2026-038 Tree Planting Program .pdf

City of Delray Beach

RFP 2026-038

Tree Planting Program

The City of Delray Beach 100 NW 1st Avenue

Delray Beach, FL 33444

PURCHASING AND PROCUREMENT DEPARTMENT

REQUEST FOR PROPOSAL

RFP NO. 2026-038

Title: Tree Planting Program

DUE DATE AND TIME: S e p t e m b e r 2 , 2026 @ 2:00 P.M. (Eastern Standard Time)

INSTRUCTIONS

Proposals must be received on or before the due date and time (eastern standard time). All Proposals will be publicly opened at City Hall, unless otherwise specified.

The City will only accept electronic submittals for this Request for Proposals (RFP). Proposals will be accepted through a secure mailbox at Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach) until the Due Date and Time indicated in this RFP. Bidnet Direct does not accept electronic Proposals after the Due Date and Time. It is the sole responsibility of the Proposer to ensure its electronic RFP submission is complete prior to the solicitation Due Date and Time. Electronic submission of Proposals will require the uploading of forms and/or attachments as designated in this RFP. Electronic submission must include a signed original of the Solicitation Summary form. The submission of forms and attachments containing embedded documents or proprietary file extensions is prohibited.

If the Solicitation Summary form is not included, the City may deem the Proposal non-responsive. Proposals must contain all information required to be included in the submittal, as described in this Solicitation.

BROADCAST

The City of Delray Beach utilizes electronic online services for notification and distribution of its solicitation documents. The City’s solicitation information can be obtained from: (a) https://www.bidnetdirect.com/florida/cityofdelraybeach (b) Purchasing webpage on the City of Delray Beach https://www.delraybeachfl.gov/government/city- departments/purchasing/current-bids-solicitations; and (c) Request via email at burzynskij@mydelraybeach.com

Proposers who obtain solicitations from sources other than those named above are cautioned that the Request for Proposals package may be incomplete. The City will not evaluate incomplete Proposal packages. Bidnet Direct is an independent entity and is not an agent or representative of the City. Any technical issues must be submitted to Bidnet Direct by contacting (800) 835-4603 (toll free) or support@bidnet.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

CONTACT

Any questions regarding the specifications and Solicitation process must be submitted in writing through the “Question and Answer” feature on https://www.bidnetdirect.com/florida/cityofdelraybeach. Requests for clarification and additional information must be received prior to the deadline for Submission of Questions on August 14, 2026, at 5:00 pm. (Eastern Standard Time).

The City of Delray Beach

Delray Beach, FL 33444

LEGAL ADVERTISEMENT

REQUEST FOR PROPOSAL NO. 2026-038

TREE PLANTING PROGRAM

The City of Delray Beach, Florida (“City”) is seeking proposals from qualified and experienced firms, to provide a flexible and scalable citywide tree planting program for the City of Delray Beach in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).

Request for Proposals documents are available beginning July 29, 2026 on the Purchasing and Procurement Department webpage of the City of Delray Beach website at https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations, Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach), by contacting the City Purchasing and Procurement Department at burzynskij@mydelraybeach.com or by phone 561-243-7153.

Proposals will be accepted through a secure mailbox at Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach) until the Deadline for Submission as indicated in this RFP. The Due Date and Time for submission of proposals is September 2, 2026 at 2:00 PM (Eastern Standard Time). Late Proposals will not be accepted. The City will only accept electronic Proposals for this RFP.

The City will not hold a Pre-Proposal Conference.

It is the responsibility of the Proposer (Respondent) to ensure that all pages are included in the submission. All Proposers are advised to closely examine the solicitation package. Any questions regarding the completeness or substance of the solicitation package or scope of services must be submitted in writing via Bidnet Direct.

The City of Delray Beach reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause, to waive any irregularities and/or technicalities, and to award the contract on such terms as it deems will best serve the interests of the City.

CITY OF DELRAY BEACH

SECTION 1

PROJECT OVERVIEW

1.1 The City of Delray Beach, Florida (City), is seeking proposals from qualified and experienced firms, to provide a flexible and scalable citywide tree planting program for the City of Delray Beach in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).

1.2 TERM OF CONTRACT

The Contract shall commence upon the date of the date of execution of the Agreement by both parties (“effective date”) for a term of three (3) years with the option, if exercised by the City, of two (2) additional one (1) year renewals.

1.3 METHOD OF AWARD:

The Method of Award for this solicitation will be to the Proposer with the highest ranking or scores, with whom the City is able to negotiate an acceptable Agreement. The City will enter negotiations with the firm receiving the highest-ranking proposal score. Should negotiations fail then the City will enter negotiations with the next highest-ranking firm.

1.4 The City intends to contract with a single firm or individual for the services listed in this procurement.

1.5 The anticipated schedule for this solicitation is as follows:

ITEM

EVENT

DATE/TIME

a. Issue RFP July 29, 2026

b. Institute Cone of Silence July 29, 2026 c.

Non-Mandatory/Non-Mandatory Pre-Proposal Conference

To be determined

d. Deadline for Delivery of Questions August 14, 2026

e. Due Date and Time (for delivery of Proposals) September 2, 2026

f. Technical Evaluations TBD

g. Oral Presentations/Interviews (if conducted) TBD

h. Final Evaluations TBD

1.6 MEETING LOCATIONS

• City Hall Conference Room – located at 100 N.W. 1st Avenue, first floor, Delray Beach, FL.

• Swinton Operating Center - located at 434 S. Swinton Ave Delray Beach Fl

END OF SECTION 1

SECTION 2

SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit Proposals from qualified and experienced firms to provide a flexible and scalable citywide tree planting program for the City of Delray Beach.

The City anticipates beginning with a limited annual program based on available funding while retaining the capacity to expand toward approximately 2,000 trees per year as additional funds become available.

The City expects each Proposer to clearly outline its best and most comprehensive resources in its response, because all services and responsibilities identified in this solicitation will be awarded to the selected Proposer.

2.2 ELIGIBILITY

To be eligible to respond to this Request for Proposals and be considered for award, the Proposer must demonstrate to the satisfaction of the City that it has or the principals assigned to the engagement have successfully provided services, similar in scope and complexity, to a municipality, quasi-governmental organization, or a private organization. Proposers must meet all of the minimum qualifications specified in the scope of services.

2.3 RECORDS, ACCOUNTS, AND STATEMENTS

The successful Proposer shall keep on its premises, or such other place approved by the City, current, true, accurate, and complete records and accounts of all services provided to the City and shall give the City or City’s representative access during reasonable business hours and upon three (3) business days’ notice to examine and audit such records and accounts. Such records shall be maintained at such standards to allow a certified auditor the ability to properly examine the records in order to certify a statement of the successful Proposer’s business with the City.

2.4 GENERAL STANDARDS

The successful Proposer shall at all times comply with all rules, regulations, and ordinances of the City and other governmental agencies having jurisdiction. The successful Proposer shall further take all precautions and extreme care to conduct its activities in a safe, professional, and prudent manner with respect to its agents, employees, members, visitors, and participants.

2.5 DEFAULT

a. In the event the successful Proposer defaults in the performance of the contract, the City shall have the following options:

i. The City Manager will give the successful Proposer thirty (30) days’ written notice of default. If the problem is not resolved within the thirty (30) days, the City may immediately terminate the contract upon providing written notice of the Proposer’s failure to timely cure the default and obtain the services elsewhere.

ii. The City may recover at law any and all claims that may be due to the City from the successful Proposer.

iii. The City may perform such work as it deems necessary to cure the default or subsequent default and charge the successful Proposer for the full cost of labor and materials expended, plus thirty percent (30%) of the cost for administrative overhead.

b. The acceptance of all or part of monies due for any period after a default shall not be deemed as a waiver of any of these options, or a waiver of the default or subsequent default of the same or any other term, covenant, and condition.

c. The successful Proposer agrees that the City shall not be responsible or have any liability whatsoever for any alleged damages, claim of lost profits, or otherwise in the event the City declares the successful Proposer in default hereunder.

2.6 INSURANCE

The selected Proposer shall not commence any performance pursuant to the terms of this RFP until certification or proof of insurance has been received and approved by the City’s Risk Manager or designee.

The required insurance coverage is to be issued by an insurance company authorized, licensed, and registered to do business in the State of Florida, with the minimum financial strength rating of A- VII or better, in accordance with the latest edition of A.M. Best’s Insurance Guide. This insurance shall be documented in certificates of insurance which provides that the City of Delray Beach shall be notified at least thirty (30) days written notice in advance of cancellation, non-renewal, or adverse change and ten

(10) days written notice of cancellation for non-payment. The receipt of certificates or other documentation of insurance or policies or copies of policies by the City or by any of its representatives, which indicate less coverage than is required, does not constitute a waiver of the selected Proposer’s obligation to fulfill the insurance requirements herein. Deductibles must be acceptable to the City of Delray Beach.

The selected Proposer shall provide the City of Delray Beach with a current Certificate of Insurance evidencing compliance with all insurance requirements herein no later than ten (10) days after award and prior to commencement of any work. The certificate shall name the City of Delray Beach, their officials, employees, agents and volunteers as an additional insured and listed as such on the insurance certificate. All coverage provided shall be primary and non-contributory, and include a waiver of subrogation where permitted by law. Renewal Certificates of Insurance shall be provided to the City upon expiration. The Proposer shall maintain the required insurance throughout the term of the Agreement and any renewal or extension thereof. All renewal or replacement certificates of insurance shall be forwarded to the City’s Purchasing and Procurement Department located at 100 N.W. 1st Ave., Delray Beach, FL 33444.

The selected Proposer shall provide insurance coverage as follows:

2.6.1. WORKERS COMPENSATION – With statutory limits, the City reserves the right not to accept exemptions to the Workers Compensation requirements of this Solicitation.

Employer’s Liability Insurance with a limit of not less than $500,000 for each accident, $500,000 for each occurrence, and $500,000 in the aggregate.

2.6.2. COMMERCIAL GENERAL LIABILITY – With limits of not less than One Million Dollars

($1,000,000) per occurrence and Two Million Dollars ($2,000,000) in the aggregate for Bodily Injury and Property Damage.

The Commercial General Liability insurance policy must include coverage that is not more restrictive than the latest edition of the Commercial General Liability Policy, without restrictive endorsements, as filed by the Insurance Services Offices, and the policy must include coverage’s for premises and/or operations, independent contractors, products and/or completed operations for contracts, contractual liability, broad form contractual coverage, broad form property damage, products, completed operations, and personal injury. Personal injury coverage shall include coverage that has the Employee and Contractual Exclusions removed.

2.6.3. AUTOMOBILE LIABILITY – Covering all vehicles associated with Proposer’s operations to include all owned, non-owned and hired vehicles. The coverage will be written on an occurrence basis with limits of liability not less than One Million Dollars ($1,000,000) combined single limit per each occurrence.

2.6.4. PROFESSIONAL LIABILITY (“Errors & Omissions”) – With limits of not less than one Million

Dollars ($1,000,000) per claim.

The selected Proposer must submit, no later than ten (10) days after award and prior to commencement of any work, a Certificate of Insurance naming the City of Delray Beach as an additional insured.

2.6.5. DATA BREACH AND PRIVACY/CYBER LIABILITY INSURANCE – Including coverage for failure to protect confidential information and failure of the security of the Proposer’s computer systems or the City’s systems due to the actions of the Proposer which results in unauthorized access to City data. The limit applicable to this policy shall be no less than $1,000,000 per occurrence and must apply to incidents related to the Cyber Theft of the City’s property.

The selected Proposer must submit, no later than ten (10) days after award and prior to commencement of any work, a Certificate of Insurance naming the City of Delray Beach as an additional insured.

2.6.6 UMBRELLA/EXCESS LIABILITY

Umbrella/Excess Liability insurance with limits of not less than $2,000,000 per occurrence and in the aggregate. The umbrella or excess policy shall be written on a follow-form basis, providing coverage no less broad than the underlying Commercial General Liability, Automobile Liability, and Employer’s Liability policies, and shall apply on a primary basis to the extent required by the underlying policies. The umbrella/excess policy shall include the same additional insured, primary and non-contributory, and a waiver of subrogation provisions as required of the underlying policies.

2.7 PERFORMANCE BOND/LETTER OF CREDIT

Intentionally Omitted

2.8 CERTIFICATIONS/LICENSES

Any Proposer that submits an offer in response to this solicitation shall, at the time of such offer, hold all the required licenses, permits, and certifications issued by the applicable State, County or City agency/department qualifying the Proposer to perform the services described in this solicitation.

The City may at its option, and in its best interest, allow the Proposer to supply any missing information on certification and licensing during the Proposal Evaluation period.

2.9 METHOD OF PAYMENT: MONTHLY INVOICES

The selected Proposer shall submit an invoice to the City, each month, after the services have been performed and have been received and accepted by the City. The amount charged shall not be in excess of the rates and fees agreed to in the Agreement.

The date of the invoices shall not exceed thirty (30) calendar days from the performance of the work.

Under no circumstances shall the invoice be submitted to the City in advance of the performance of the work.

The invoice shall contain the following basic information: the awarded Proposer’s name and address, invoice number, date of invoice, description of the service performed, the contract number, purchase order number, and any discounts.

The City prides itself on paying its vendors promptly and efficiently, and as such requires that vendors accept payment via wire transfer, ACH (direct deposit), or an appropriate electronic payment method. All payments shall be made in accordance with the Florida Prompt Payment Act, Section 218.74, Florida Statutes, upon presentation of a proper invoice by the awarded Proposer.

2.10 SUBCONTRACTING

The City will not allow any subcontracting of the work to be performed under this Contract. The selected Proposer must perform the work with its own staff. During the performance of the Contract, the City may occasionally allow the selected Proposer to substitute some of its staff to account for unavailable individuals, but only with the explicit written permission of the City.

2.11 OTHER FORMS OR DOCUMENTS

If the City is required by the selected Proposer to complete and execute any other forms or documents in relation to this solicitation, the terms, conditions, and requirements in this solicitation shall take precedence to any and all conflicting or modifying terms, conditions or requirements of the selected Proposer’s forms or documents.

2.12 MODIFICATION OF SERVICES

a. The City reserves the right to delete or modify any portion of the contracted services at any time without cause, and if such right is exercised by the City, the rates and fees shall be reduced at the same ratio as the estimated costs of the services deleted relates to the estimated costs of the services originally contracted. If service has already been provided on the portion of the work to be deleted, the selected Proposer will be paid for the deleted portion based on the estimated percentage of the completion of such portion.

b. If the selected Proposer and the City agree on modifications or revisions to the service elements, after the City has approved performance of a particular task or project, and a budget has been established for that task or project, the selected Proposer shall submit a revised budget to the City for approval prior to proceeding with the task or project.

END OF SECTION 2

SECTION 3

SCOPE OF SERVICES

3.0 GENERAL INFORMATION AND BACKGROUND

The City of Delray Beach, Florida (City) is soliciting Proposals from qualified and experienced firms to provide a flexible and scalable citywide tree planting program for the City of Delray Beach. The City anticipates beginning with a limited annual program based on available funding while retaining the capacity to expand toward approximately 2,000 trees per year as additional funds become available.

The City previously implemented a five-year citywide tree planting program intended to plant or distribute approximately 10,000 trees, or approximately 2,000 trees per year. The program used a combination of direct planting on City property and public rights-of-way, projects with schools and community partners, neighborhood and residential tree distribution, public giveaways, education, and urban forestry data collection.

The prior program concluded in June 2026 after planting or distributing approximately 8,000 trees. The successor program will be managed by the City’s Office of Resilience and Operational Efficiency. The City’s objectives are to continue increasing tree canopy, direct a greater share of program activity toward locations with lower-than-average canopy, improve neighborhood shade and resilience, support stormwater and air-quality benefits, and maintain complete and compatible records of program activity.

The prior program anticipated approximately 2,000 trees annually, historically including City-property trees, public giveaways, and private or partner-property trees. The future annual mix will remain flexible because available planting sites, community demand, and annual funding may vary. The City currently anticipates a minimum program budget of approximately $65,000 per year, with the ability to increase the annual program as Tree Trust Fund or other funding becomes available. A full program of approximately 2,000 trees per year is currently estimated at approximately $333,000 annually. These figures are planning estimates and do not guarantee annual expenditures or quantities.

The City would like quantifiable program goals (i.e., target annual tree planting totals, canopy increase/maintenance objectives, focus planting in low-canopy neighborhoods, etc.) and expect each proposer to explain how their proposed approach would help achieve those goals. Expected planting distribution would typically include rights-of-way, parks, medians, schools/partner sites, and a residential mix; please indicate your expected percentage by each site type and identify any limitations (access to watering, restricted planting seasons, permitting requirements, utility locates, traffic control, etc.).

Describe your GIS/data-management methods (must be ArcGIS or similar schema that can be exported) including attribute requirements and data deliverables. Provide a one-year tree establishment and warranty program including replacement guidelines. Include all pertinent timelines (mobilization, key staff, nursery/ supplier backups, etc.), proof of insurance/license requirements and any pass/fail criteria.

RFP issued dates, contract award window and procurement contact information can be found elsewhere in this document.

3.1 SCOPE OF SERVICES:

The Contractor shall furnish all labor, trees, materials, equipment, transportation, water, supervision, administration, outreach, data collection, and other resources necessary to perform the authorized annual program. The City will approve annual quantities, service mix, locations, species, and budget through an annual work plan or other written authorization.

1. Program Planning, Administration, and Arboricultural Oversight

➢ Develop a scalable annual implementation plan that can operate within available funding and expand toward approximately 2,000 trees per year

➢ Identify and prioritize planting opportunities on City property, public rights-of-way, parks, medians, schools, partner properties, residential properties, and areas with lower-than-average tree canopy.

➢ Provide an ISA Certified Arborist to advise on species selection, site suitability, planting specifications, tree health, and Right Tree Right Place principles.

➢ Coordinate schedules, locations, partners, residents, volunteers, subcontractors, nursery supply, deliveries, installations, watering, maintenance, and warranty activity.

➢ Provide project management, invoicing, progress tracking, issue resolution, and regular reporting.

2. Tree Supply, Delivery, Installation, and Site Work

➢ Supply quantities authorized by the City, with capacity to scale toward approximately 2,000 trees annually as funding becomes available.

➢ Provide Florida No. 1 grade trees in City-approved sizes and species. The program generally favors trees no larger than 15-gallon containers to support lower costs, manual handling, volunteer participation, and public education. Residential drop-off trees are expected to include 15-gallon native shade trees and 7-gallon fruit trees. Public giveaway trees are typically approximately 1-gallon.

➢ Perform excavation, planting, backfilling, grading, mulching, staking or guying, root-barrier installation, sod restoration, removal of unsuitable material, and site cleanup as required.

➢ Coordinate Sunshine 811 utility locates, maintenance of traffic, public safety, access, and protection of existing infrastructure.

➢ Provide watering, fertilization, weed control, establishment maintenance, inspections, corrective work, and replacement planting for City and partner-site installations.

➢ Provide specialized equipment and water trucks or tanks where on-site water is unavailable. The prior program used a hydrant meter at Catherine Strong Park; use of that source is subject to City authorization and availability.

3. Community Distribution, Giveaways, Outreach, and Education

➢ Plan and conduct public tree giveaways, neighborhood drop-off or delivery programs, voucher programs, or similar distribution methods approved by the City. Trees distributed through giveaways and residential drop-off programs will generally be planted and maintained by receiving residents.

➢ Coordinate resident registration, residency verification, species selection, scheduling, communications, delivery confirmation, and distribution records.

➢ Develop outreach materials and conduct educational activities addressing species selection, planting, watering, establishment, pruning, and long-term care, with particular attention to increasing participation in lower-canopy areas and promoting native shade and fruit trees.

➢ Coordinate with the City’s Public Information Officer and communications team when authorized.

➢ Coordinate with neighborhood groups, schools, nonprofit organizations, volunteers, and other community partners. Volunteer participation is not mandatory, but community, youth, and volunteer participation is considered an added program benefit when performed safely and without replacing the paid staffing needed to meet contractual obligations.

4. GIS Data Collection, Documentation, and Reporting

➢ Collect accurate geographic coordinates and site information for each installed or distributed tree.

For residential distributions, collect accurate participant addresses for residency verification and geocoding in ArcGIS Pro.

➢ Provide data in an editable, City-approved format compatible with the City’s existing GIS tree inventory. The system does not have to be TreePlotter, but it must provide a comparable level of detail and support integration with existing TreePlotter and ArcGIS data.

➢ Use City-provided web maps, field applications, data schemas, and aerial imagery when required.

➢ Record required attributes including species, common and scientific name, size, planting or distribution date, address or site, project category, condition, maintenance status, and warranty information.

➢ Provide periodic progress reports, annual summaries, photographs, delivery confirmations, planting records, watering records, maintenance records, and warranty or replacement tracking.

5. Warranty and Establishment Maintenance

➢ Provide a one-year written warranty from final acceptance of each City- or partner-site installed tree.

➢ Provide one year of establishment care for City- and partner-site trees, including watering by water truck or tank, mulching, staking where necessary, inspections, and maintenance records.

➢ Periodically inspect installed trees during the warranty period and identify corrective action or replacement needs.

➢ Replace trees that die, fail to establish, fall below required quality standards, or otherwise meet the contract’s replacement criteria, including losses associated with storms and other Acts of God, consistent with the prior program requirements.

➢ Notify the City promptly of warranty conditions, corrective actions, and anticipated replacement schedules.

3.2 REQUIRED DELIVERABLES

1. A scalable annual work plan based on available funding and approved planting opportunities.

2. A planting-site identification and prioritization methodology.

3. City-approved species, container sizes, quantities, and a flexible distribution plan among City installations, partner sites, residential drop-offs, and public giveaways.

4. Completed planting and distribution projects authorized by the City.

5. Public outreach, registration, education, giveaway, and delivery activities.

6. GIS-compatible records for all trees planted or distributed.

7. Monthly progress, financial, planting, watering, maintenance, warranty, and replacement reports.

8. One-year warranty documentation for installed trees.

9. An annual program summary documenting quantities, locations, species, service categories, community participation, expenditures, and outstanding warranty obligations.

3.3. PERFORMANCE REQUIREMENTS

1. Demonstrated ability to efficiently deliver a limited funded program while retaining the staffing, supply-chain, and operational capacity to scale toward approximately 2,000 tree plantings or distributions during an annual contract period.

2. Reliable access to Florida No. 1 grade trees, including native shade trees and fruit trees in the anticipated container sizes, supported by established nursery relationships, reserved inventory, in-house cultivation, or other documented supply-chain capacity.

3. Use of Right Tree Right Place principles and avoidance of conflicts with utilities, sidewalks, roadways, drainage, sight triangles, structures, and other infrastructure.

4. Quality-control procedures for nursery stock, planting depth, root flare, excavation, backfill, staking, mulching, watering, and establishment.

5. Capacity to operate across multiple program components and geographic areas.

6. Timely complaint resolution, correction of deficient work, and replacement of failed trees.

7. Accurate, complete, and timely GIS data and program reporting.

8. Compliance with public safety, maintenance-of-traffic, utility coordination, volunteer safety, and property-protection requirements.

9. Ability to adjust annual quantities and the mix of installation, partner, giveaway, and delivery services based on funding and City priorities.

3.4. WORK CONDITIONS AND REGULATORY COMPLIANCE

1. Work may occur on City properties, parks, medians, public rights-of-way, schools, partner properties, residential properties, and other approved locations throughout Delray Beach.

2. Planting and delivery schedules may need to account for school calendars, neighborhood access, public events, traffic conditions, hurricane season, nursery availability, watering capacity, and seasonal planting practices.

3. The Contractor may be responsible for staging, equipment security, temporary storage, delivery logistics, traffic control, site restoration, and coordination with property owners or partner organizations.

4. Work in roadways or rights-of-way may require FDOT-compliant safety apparel, maintenance-of-traffic procedures, marked vehicles, utility locates, hand digging, and other protective measures.

5. The Contractor must maintain authorization to conduct business in Florida, provide ISA Certified Arborist oversight, and maintain all licenses, permits, registrations, certifications, and insurance required for the work.

6. The Contractor must comply with Sunshine 811, OSHA, City ordinances, public records requirements, and all other applicable federal, state, county, and municipal requirements.

END OF SECTION 3

SECTION 4

EVALUATION RESPONSE REQUIREMENTS

4.1 SUBMITTAL REQUIREMENTS

Proposers should carefully follow the format and instructions outlined herein. All documents and information must be fully completed and signed as required. Do not password-protect electronic documents.

The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are not requested or desired.

4.2 REQUIRED INFORMATION

In addition to the information required in Section 3, Scope of Services, Proposers must submit the following information with their Proposals:

a. SUBMITTAL FORMAT

To facilitate and expedite review, the City asks that all Proposers follow the response format outlined below.

Failure to submit your response in the format requested may result in delay evaluating your Proposal. To assist you in preparing your response, the City’s selection procedures are also described herein. Proposers must abide by all requirements set forth to avoid any risk of disqualification.

b. PROPOSALS SHOULD FOLLOW THE FORMAT BELOW:

TAB 1 – INTRODUCTION

1. Cover Letter & Company Information, no longer than two pages (legal name, structure, primary contact, address, phone, email, years in business, offices serving S. Florida, website, commitment statement)

2. Capability Statement (labeled subsection, not to exceed five pages — describe integrated/scalable program capacity and list subcontractors/partners and which components they'll perform)

TAB 2 – TABLE OF CONTENTS

Include a clear identification of the material included in the Proposal by page number.

TAB 3 – MINIMUM QUALIFICATIONS

Each proposer shall submit information and documentation requested that confirms it meets the following qualification requirement(s):

A. Must be registered with the State of Florida, Division of Corporations to do business in Florida.

Include proof of registration with Division of Corporations, which will be verified by City.

B. Describe the qualifications and relevant experience of the Proposer and all key staff that are intended to be assigned to this contract. Include resumes for the Proposer and all key staff described. Include the qualifications, training and experience.

Provide an organizational chart of the Proposer’s team and identify certifications of team members.

C. Proposer is NOT listed on the Florida State Board of Administration, Scrutinized List of Prohibited Companies found at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_r egistration_and_vendor_lists/scrutinized_list_of_prohibited_companies

Provide an executed copy of the Scrutinized Company Certification form.

D. Proposer has no reported conflict of interests in relation to this solicitation.

Provide an executed copy of the Contractor Conflict of Interest Disclosure Statement.

E. Proposer has no reported exclusions in System for Award Management (SAM).

Proposer Is NOT listed on the System for Award Management (SAM), electronic roster of debarred companies excluded from Federal procurement and non‐procurement programs throughout the U.S.

Government (unless otherwise noted) and from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits. Provide verification of registration with SAM. The City will verify the registration status. Per Section 34.f. Rejection of Bids or Proposals of the City’s Purchasing Policies and Procedures Manual, vendors may be deemed non-responsible if: Vendor has been declared to be in default on any City or public entity contract, debarred or suspended by any public entity.

F. Proposer affirms and represents it is registered with the E-Verify system, utilizing same, and will continue to utilize same as required by law. Proposer will utilize the E-Verify System to verify the work authorization status of all newly hired employees and will require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien.

Provide affidavit of E-Verify Registration and utilization and affidavit of any known subcontractors. If any subcontractors are hired during the pendency of the RFP or during the term of an Agreement with the City, Proposer is required to update this.

G. Proposer is NOT on the Scrutinized Companies that Boycott Israel List, as identified in Fla. Stat. Section 215.4725, and is NOT engaged in a boycott of Israel.

Provide an executed copy of the Scrutinized Companies that Boycott Israel List or Engage in a Boycott of Israel Certificate Form.

H. Proposer is NOT on the Discriminatory Vendor List as provided in Section 287.134.

Provide an executed copy of the Discriminatory Vendor List Affidavit.

I. Proposer does NOT use coercion for labor or services as defined in Fla. Stat. 787.06(13).

Provide an executed copy of the Affidavit Regarding the Use of Coercion for Labor and Services.

J. Pursuant to 287.138, if the Proposer is NOT owned by the government of a foreign country of concern, NO government of a foreign country of concern has a controlling interest in the company of Proposer, and the Proposer is NOT organized under the laws of and does not have its principal place of business in a foreign country of concern.

Provide an executed copy of the Affidavit Regarding Contracting with Entities of Foreign Countries of Concern.

K. Proposer or affiliate has NOT been placed on the convicted vendor list.

Provide an executed copy of the Affidavit Regarding the Convicted Vendor List.

L. Proposer does NOT have any current or prior interest of, any contract with, or any grant or gift received from a foreign country of concern if such interest, contract, or grant or gift has a value of $50,000 or more and such interest existed at any time or such contract or grant or gift was received or in force at any time during the previous 5 years OR has provided a disclosure pursuant to Fla. Stat. 286.101(3)(a) or is subject to a disclosure exception under Fla. Stat. 286.101(3)(b)(1-6).

Provide an executed copy of the Affidavit Regarding Foreign Country of Concern Disclosure.

M. Must be certified by the International Society of Arboriculture (ISA) as an Arborist. The City will verify certification online with the ISA at the following link: https://www.treesaregood.org/findanarborist.

Provide a copy of the ISA Certification as an Arborist.

TAB 4 – PROPOSER’S INFORMATION

A. Legal contracting name including any dba and state of organization or incorporation.

B. Ownership structure of Proposer’s company (e.g., Partnership, Limited Liability Corporation, Corporation).

C. Provide, in this section, a completed and executed copy of Proposer’s W-9 that includes the company federal identification number.

D. Contact information for Proposer’s Headquarters and any offices in Palm Beach and Broward counties to include the following:

i. Address

ii. City, State, Zip

iii. Phone

E. Contact information for Proposer’s primary and secondary representative during this solicitation process.

i. Name

ii. Phone

iii. E-mail

iv. Mailing Address

v. City, State, Zip

F. Provide details of any ownership changes to Proposer’s organization in the past three years or changes anticipated within six months of the Due Date and Time (e.g., mergers, acquisitions, changes in executive leadership).

G. Provide the names of the persons who are officers or principals of the company.

H. Any additional organizational information that the Proposer’s wishes to supply to augment its Proposal.

I. Its most recent certified business financial statements as of a date not earlier than the end of the Proposer’s preceding official tax accounting period, together with a statement in writing, signed by a duly authorized representative, stating that the present financial condition is materially the same as that shown on the balance sheet and income statement submitted, or with an explanation for any material change in the financial condition. A copy of the most recent business income tax return will be accepted if certified financial statements are unavailable.

J. Must Provide any information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its employees or subcontractors, is or has been involved within the last three (3) years.

TAB 5 – EXPERIENCE, ABILITY AND REFERENCES

A. Provide details of Proposer’s years of experience in the field of tree supply, planting, establishment maintenance, and community distribution programs for projects similar in scope and complexity to that described in this RFP.

B. Provide background information on the principles of your company who will be associated with this engagement. Provide information about the general organization structure of your firm, including names and reporting relationships of key management team members. Provide information about the project team to be assigned to perform the Work, including the responsibilities of each proposed project team member.

Include an organizational chart of the proposed project team and a brief biography of the persons who will be primarily responsible for performing the Work. Describe your firm’s “back-up plan” in the event one or more of persons assigned to this engagement leaves the firm.

C. Provide a minimum of five (5) client references for projects of a similar scope who are agreeable to responding to an inquiry by the City. References should include the following information:

i. Organization name

ii. Contact name(s)

iii. Address

iv. Telephone number

v. Email Address

vi. Date of service (start/end)

vii. Total amount of contract

viii. Scope of Work (brief description)

D. Project Team and Staffing Capacity. Identify the proposed project manager, ISA Certified Arborist, nursery or procurement personnel, outreach and education personnel, GIS or data personnel, field supervisors, planting and maintenance crews, delivery personnel, equipment, water trucks or tanks, and proposed subcontractors.

Describe the ability to scale services and any established community, youth, or volunteer participation model.

E. Annual Capacity and Mobilization. State the maximum annual number of trees the Proposer can reasonably supply, install, distribute, document, maintain, and warranty. Describe the ability to begin at a lower funded level and expand toward approximately 2,000 trees annually. Address mobilization, nursery lead times, inventory, seasonal limitations, staffing, delivery capacity, and anticipated start-up time

TAB 6 – TECHNICAL AND PROGRAMMATIC APPROACH

Please include the following in your proposal with regard to your firm’s approach and methodology:

A. Describe how you would approach the annual work planning, species and size selection, City and partner installations, residential distribution, giveaways, outreach, public communications, education, planting quality, one-year establishment care and warranty, GIS-compatible documentation, and performance reporting.

B. Describe the methods and resources by which each major program component will be completed, including roles, timelines, and quality controls.

C. Describe the method by which the work completed by the project team will be documented, in addition to any reports provided, and the availability of such documentation for review by the City

D. Describe the extent to which City personnel will be required to assist or provide support to the members of your staff in the performance of tree planting program services. This would include any duties or assistance specifically required by the City (i.e., approving access to sites, providing list of planting sites, providing access to GIS data or software, authorizing use of hydrants/hydrant‑meters, issuing permits, coordinating locates, providing PIO support for outreach, providing resident contact information, providing parking/ staging areas, special reports, etc.). Provide the anticipated level of involvement, timing and if applicable, format/frequency.

TAB 7 – FEE PROPOSAL

Proposers shall submit a complete price proposal using the City’s required pricing schedule. Pricing shall address both: (a) a base annual program of approximately $65,000; and (b) a scalable program capable of reaching approximately 2,000 trees annually. Include unit prices and cost assumptions for tree supply, delivery, installation, giveaways or residential distribution, outreach, education, watering, maintenance, warranty, GIS data collection, administration, mobilization, traffic control, and other significant cost components in accordance with the requirements identified in this Scope of Services, and as set forth in this RFP document.

Bid pricing should be noted as the maximum amount payable for services, which remains subject to reductions through negotiations, and is not a ‘guaranteed’ amount by City.

TAB 8 – ATTACHMENTS

All Attachment/Forms and Affidavits required by this solicitation shall be fully executed by the Proposer and submitted as shown in Section 7 of this solicitation.

END OF SECTION 4

SECTION 5

EXHIBITS

5.1 EXHIBITS – A. Price Proposal Schedule

The following schedule is intended to support evaluation and future annual work-plan development. Proposers may attach supplemental pricing assumptions but shall complete each applicable line item.

ITEM UNIT OF MEASUREMENT UNIT PRICE ASSUMPTIONS/INCLUDED

SERVICES

15- Gallon Native Shade Tree-supply only

Each $

15-Gallon Native- residential delivery/drop-off

Each $

7-gallon fruit tree - supply and residential delivery/drop-off

Each $

Approximately 1-gallon giveaway tree

Each $

City/partner-site tree installation, excluding tree

Each $

Complete City/partner-site installed tree, including tree and materials

Each $

One-year watering and establishment maintenance of trees

Yearly $

One-year warranty and replacement allowance

Yearly $

Public giveaway event administration

Per Event $

Neighborhood outreach and education

Per Event $

GIS data collection and record entry

Per Tree $

Program administration and reporting

Monthly $

Water truck / tank service Hourly $

Maintenance-of-traffic or specialized site work

Hourly $

Other proposed unit or service

Specify $

PROGRAM PRICE SCENARIOS

SCENARIO PROPOSED ANNUAL PROGRAM TOTAL ANNUAL PRICE

Base annual program Describe the recommended mix of trees and services deliverable within approximately $65,000.

Full-scale annual program Describe the proposed mix and total cost for approximately 2,000 trees annually

Total Annual Amount of Proposal: _________________________________________

Amount Written Out: __________________________________________

END OF SECTION 5

SECTION 6

THE EVALUATION PROCESS

6.1 REVIEW OF PROPOSALS FOR RESPONSIVENESS

Each Proposal will be reviewed to determine if the Proposal is responsive to the submission requirements outlined in this solicitation. A responsive Proposal is one that follows the requirements of this solicitation, includes all documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has the appropriate signatures as required on each document. Failure to comply with these requirements may result in the Proposal being deemed non-responsive.

6.2 REVIEW OF PROPOSALS FOR RESPONSIBILITY

Each Proposer will be reviewed to determine if the Proposer is a responsible Proposer. A responsible Proposer is a Proposer which the City affirmatively determines (prior to the award of a contract) has the ability, capability, and skill to perform under the terms of the contract; can provide the materials or service promptly within the time specified, without delay or interference; has a satisfactory record of integrity and business ethics; and meets the Minimum Qualification requirements in this solicitation.

6.3 EVALUATION CRITERIA

Proposals will be evaluated by an Evaluation/Selection Committee that will evaluate and rank Proposals using the criteria outlined below. The Evaluation/Selection Committee will be comprised of appropriate City personnel and/or members of the community, as deemed necessary, with the appropriate experience and/or knowledge.

The criteria are itemized with their maximum scores for a maximum total of one hundred (100) points per Evaluation/Selection Committee member.

CRITERIA MAX. POINTS

a. Relevant experience, qualifications, and references 25

b. Technical and programmatic approach 25

c. Staffing, annual capacity, nursery supply, and mobilization 20

d. Community outreach, education, and integrated program delivery 10

e. GIS documentation, maintenance, warranty, and accountability 10

e. Fee Proposal 10

6.4 ORAL PRESENTATIONS

Upon initial completion of the criteria evaluation indicated above, rating and ranking, the Evaluation/Selection Committee may choose to conduct an oral presentation with the Proposer(s) which the Evaluation/Selection Committee deems to warrant further consideration based on, among other considerations, scores in clusters and/or maintaining competition. Upon completion of the oral presentation(s), the Evaluation/Selection Committee will perform a final review to re-evaluate, re-rate, and re-rank and short-list the Proposals remaining in consideration based upon the written documents, combined with the oral presentation. In such circumstances, the initial ranking of the Proposers shall be considered a preliminary ranking until after oral presentations are completed before the City Commission. The City Commission reserves the right to select the proposal which in the opinion and sole discretion of the City Commission will be in the best interest of or most advantageous to the City. The City Commission reserves the right to waive any irregularities and technicalities in the proposals.

6.5 PRICE OFFERS AND EVALUATION

After the evaluation of the technical areas of the Proposal, the City will evaluate the price aspects of the Proposal.

The pricing will be evaluated subjectively in combination with the technical areas of the Proposal, including an evaluation of how well it matches the Proposer’s understanding of the City’s needs described in this solicitation, the Proposer’s assumptions, and the value of the proposed services. The pricing evaluation is used as part of the evaluation process to determine the highest-ranked Proposer. The City reserves the right to negotiate the final terms, conditions, and pricing of the contract as may be in the best interest of the City.

6.6 NEGOTIATIONS

If the City and the Proposer(s) cannot reach agreement on a contract, the City reserves the right to terminate negotiations and may, at the City Manager’s or designee’s discretion, begin negotiations with the next highest-ranked Proposer(s). This process may continue until a contract acceptable to the City has been executed or all Proposals are rejected. No Proposer shall have any rights against the City arising from such negotiations or termination thereof.

6.7 CONTRACT AWARD

Any contract resulting from this solicitation will be submitted to the City Manager or designee, and the…