ENG_25-04C_SPRING_2026_STREET_TREE_PURCHASE_&_PLANTING.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofjackson

CITY OF JACKSON

2025-ENGINEERING-090

ENG 25-04C SPRING 2026 STREET TREE PURCHASE & PLANTING

RELEASE DATE: December 16, 2025

RESPONSE DEADLINE: January 19, 2026, 12:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-ENGINEERING-090 Title: ENG 25-04C SPRING 2026 STREET TREE PURCHASE & PLANTING

Table Of Contents

1. Instructions to Consultants

2. General Information

3. Scope of Work

4. Evaluation Criteria

5. Price Proposal

6. Vendor Questionnaire

Attachments:

A - Questionnaire_to_Submit

B - 25-04C_2026_Street_Trees_Specs

C - Labor_and_Material_Payment_Bond

D - Maintenance_and_Guarantee_Bond

E - Performance_Bond

Instructions to Consultants

1. REQUIRED TIME FOR RECEIPT OF PROPOSALS

Submit Electronic Responses via the e-Procurement Portal https://procurement.opengov.com/portal/cityofjackson by Monday, January 19, 2026, 12:00 pm. Any proposals received after this time will not be reviewed or considered by the City.

2. INTERPRETATIONS FOR ADDENDA

No oral interpretation will be made to any Consultant as to the meaning of the Document or any part thereof. Consultant shall submit all inquiries regarding this solicitation via the e-Procurement Portal, located at https://procurement.opengov.com/portal/cityofjackson. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Any interpretation made to a Consultant shall be in the form of an Addendum to the Documents and, when issued, will be on the e-Procurement Portal at least five (5) calendar days before the proposals are opened. All such Addenda shall become part of the Contract Documents and all Consultants shall be bound by such Addenda, whether or not received by the Consultant.

3. PROPOSALS

A. All proposals must be submitted following format supplied by the City using figures attached

(when provided) and shall be subject to all requirements outlined in this RFP. All proposals must be regular in every respect and no interlineations, excisions, or special conditions shall be made or included in the format by the Consultant.

B. The City of Jackson may consider as irregular any proposal on which there is an alteration of or departure from this format, and at its option may reject the same.

C. Each Consultant shall include in its PRICE PROPOSAL, in the format requested thereof, the cost of performing the work. The prices set forth in the proposal by the Consultant shall remain effective for 90 days from the time proposals are opened.

4. ECONOMY OF PREPARATION

Each Proposal should be prepared simply and economically providing a straightforward concise description of the Consultant's ability to meet the requirements of the RFP. Emphasis should be on the completeness and clarity of the content.

5. SUBCONTRACT AGREEMENTS

Before executing any subcontract, the successful Consultant shall submit the name of any proposed subcontractor for prior approval.

6. CORRECTIONS

Consultants may select "unsubmit" their proposal anytime before the bid deadline to make any necessary corrections.

7. TIME FOR RECEIVING PROPOSALS

Proposals may be received up to but not later than 12:00 pm, Monday, January 19, 2026 via the e-

Procurement Portal located at https://procurement.opengov.com/portal/cityofjackson. The e-

Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Jackson strongly recommends completing your response well ahead of the deadline.

8. OPENING PROPOSALS

The City of Jackson will open every eligible responsive qualification proposal received within the time set for receiving proposals. Cost proposals will only be opened for those Consultants who have deemed most qualified based on their qualifications proposal.

9. WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn on the e-Procurement Portal anytime prior to the time fixed for opening.

10. AWARD OF CONTRACTS / REJECTION OF PROPOSALS

A. The City of Jackson reserves the right to reject any and all proposals and to waive any irregularity in proposals received whenever such rejection or waiver is in its best interests. The

Consultant to whom the Award is made will be notified at the earliest possible date.

B. The City of Jackson reserves the right to consider as unqualified to perform the Contract any

Consultant who does not habitually perform with its own forces at least fifty (50%) of the work involved.

11. EQUAL EMPLOYMENT OPPORTUNITY

Attention of Consultants is particularly called to the requirements for ensuring that employees and applicants for employment are not discriminated on any illegal basis including race, national origin, color, religion, age, sex, height, weight, marital status, and physical or mental handicap as required by the City of Jackson's Ordinance Chapter 15-3.

12. DEFAULT TO CITY

It is understood that any Consultant who is in default to the City at the time of opening the proposal shall have the proposal declared null and void.

13. SIGNATURES

If and when a signature is required, it must be signed as following:

A. CORPORATIONS: Signature of official shall be accompanied by a certified copy of the resolution of the Board of Directors authorizing the individual signing to bind the corporation.

Each signature must be witnessed and notarized.

B. PARTNERSHIPS: Signatures of one partner shall be accompanied by a certified copy of the

Power of Attorney authorizing the signing to bind all partners. If the proposal is signed by all partners no authorization is needed. Each signature must be witnessed and notarized.

C. INDIVIDUAL: No authorization is needed, but signature must be witnessed and notarized

14. TAX LIABILITY

When the terms of this contract involve the lease of property, real or personal, to the City, it is understood that the Lessor shall be solely responsible for the payment of all taxes of any nature whatsoever that accrue on the property during the term of the lease. Sales Tax and Use Tax are applicable in this contract and are the sole responsibility of the Provider of services.

15. CITY ORDINANCE AND CHARTER REFERENCES

All City of Jackson Policies, Ordinances and Charter Sections applicable to this RFP are available at the Jackson City Clerk's office for the Consultant's inspection and review, and the Consultant understands that it is its sole responsibility to understand and fully comply with all applicable City of

Jackson Policies, Ordinances and Charter sections.

16. NOT TO EXCEED OR NON-APPROPRIATION

The Consultant hereby recognizes that the City is a political body corporate, and that in the event the

City fails to appropriate monies sufficient enough to pay its obligations herein, that the City may terminate this agreement without incurring any liability thereof.

17. INCURRING COST

The City shall not be liable for any costs, including any travel, incurred by the Consultant prior to award of contract. The City does not intend to pay for any information obtained from the RFP, though such may be utilized in determining the award.

18. NO THIRD-PARTY RIGHTS

It is agreed and understood that the contract is made solely for the benefit of the City and the

Provider of Services; that it is not made for the benefit of any third party; and that no action or defense may be founded upon this contract except by the parties signatory hereto.

19. ORAL PRESENTATION

Those Consultants deemed most qualified based on their qualifications proposal may be required to make an oral presentation of their proposal to the City of Jackson. These presentations will provide an opportunity for the Consultant to clarify his proposal to ensure mutual understanding of its contents. The City of Jackson will schedule any such presentations.

20. ACCEPTANCE OF PROPOSAL CONTENT

The contents of the proposal of the successful Consultant will become contractual obligations, if a contract is issued. Failure of the successful Consultant to accept these obligations will result in cancellation of the award.

21. NEWS RELEASES

News releases pertaining to this request or the work to which it relates will not be made without prior written approval of the Issuing Office.

General Information

1. INTRODUCTION

The City of Jackson is inviting qualified contractors to submit proposals for Tree Purchase &

Planting services required for Spring purchase and planting of specified types of trees in the City of

Jackson.

2. CITY'S RESPONSIBILITIES

The City will have the following responsibilities in conjunction with a contract resulting from this RFP.

A. Provide information as to the City's requirements for the project and make available all pertinent information, which may be useful in the project work, including any drawings or equipment data relative to the project.

B. Designate in writing a person to act as the City's project Director with respect to the work to be performed. Such person will have the authority to transmit instructions, receive information, interpret and define the City's policies and decisions with respect to materials, equipment and other such elements pertinent to the work.

C. Coordinate as necessary the efforts of the consultant to make provisions to enter upon public or private land as required to perform the work.

D. Examine all studies, reports, estimates, proposals and other documents prepared by the consultant and render in writing, if necessary, decisions pertinent thereto within a reasonable time.

E. Direct the consultant in writing to begin the work on each phase of the project upon receipt of written evidence from the Consultant of the appropriateness of such action.

The consultant will develop or obtain from other agencies all other material, information and data necessary to perform the work.

3. TERM OF CONTRACT

Any contract awarded pursuant to this RFP shall be for a period ending The contract term is one (1) year, covering street tree planting from March 1 to May 15, 2026, and from October 1, 2026, until the prepared soil freezes, followed by an establishment period. The Bidder shall guarantee all plants will be healthy at the end of the establishment period. The establishment period begins at the completion of the initial planting and extends through the following two growing seasons. A growing season is the months of June, July, and August. The Bidder shall, at no additional cost, remove and replace any trees deemed unacceptable by the Owner during the establishment period. Such replacements shall be completed no later than the first two months of the next growing season. The entire project, including punch list items, establishment of all street trees, and restored turf grass, shall be completed on or before August 31, 2028, or until project completion, whichever is earlier. The City of

Jackson reserves the right to cancel this RFP at any time, without penalty.

Scope of Work

1. See "Attachments" for specifications, maps, Davis-Bacon Wage information, and required

"Questionnaire to Submit"

1) Bidders shall provide, deliver, plant, maintain, and guarantee a total of 150 street trees in accordance with with the attachments herein. Pricing for at least 12 species is required to bid.

2) The contract term is one (1) year, covering street tree planting from March 1 to May 15, 2026, and from October 1, 2026, until the prepared soil freezes, followed by an establishment period. The

Bidder shall guarantee all plants will be healthy at the end of the establishment period. The establishment period begins at the completion of the initial planting and extends through the following two growing seasons. A growing season is the months of June, July, and August. The Bidder shall, at no additional cost, remove and replace any trees deemed unacceptable by the Owner during the establishment period. Such replacements shall be completed no later than the first two months of the next growing season.

3) The contract is subject to two (2) one-year renewals contingent upon approval of both parties. If renewed, unit prices from the previous year will increase by three percent (3%).

4) A third-party Consultant is currently performing a Tree Inventory and Management Plan, which the

Owner will use to select tree species and planting locations. Actual quantities and locations will be determined after contract award. Bidders’ current uncertainty regarding actual tree species and locations is considered incidental to the work, with no additional compensation allowed.

5) Bidder is notified that an Addendum will be posted if Prevailing Wage rate modifications occur 10 days prior to bid opening.

6) Please see the "Attachments" section for Questionnaire, Tree Planting Boundary Map, Tree

Planting Detail, Funding Agency Requirements (FA), General Wage Decision (WD), Special

Provisions (SP), and other attachments.

Evaluation Criteria

For each separate bid submission, the City in its discretion will weigh the information provided by the contractor or subcontractor regarding the evaluating criteria, as a whole, to determine the best bid.

Except as otherwise required by law, no single criterion will necessarily be determinative in assessing which bid is the best bid. The Purchasing Department must weigh each of the criteria based on a distribution of percentage points on a 100-point scale. The criteria to be considered in bid evaluation on construction projects by the City shall be weighed categorically as follows, and shall include:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price

A statement identifying what possible change orders could be necessary and what their approximate subsequent total costs would be.

Points Based 40 (40% of Total)

2. Corporate Accountability, Workplace

Safety, Workforce Development, and

Social Equity

The City will consider the attached

Questionnaire in evaluating which bids best serve its interests, the extent to which responsible and qualified bidders are able to achieve this goal.

Points Based 60 (60% of Total)

Price Proposal

AT MINIMUM, BIDDERS MUST PROVIDE PRICING FOR 150 TREES SPANNING 12 SPECIES.

Bidders shall provide unit pricing per tree and available quantities for all species they can supply in

2026. The Owner will select species and quantities based on the bid.

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

001 Cornus kousa, 'Kousa Dogwood', 2

1/2 inch

Each

002 Syringia reticulata

(ivory silk), 'Japanese tree lilac', 2 1/2 inch

Each

003 Carpinus betulus

(specify spp/cultivar), 'European

Hornbeam', 2 1/2 inch

Each

004 Carpinus caroliniana, 'American

Hornbeam', 2 1/2 inch

Each

005 Cladrastis kentukea, 'Yellowwood', 2 1/2 inch

Each

006 Corylus colurna, 'Turkish Filbert/

Turkish Hazel', 2 1/2 inch

Each

007 Gleditsia triacanthos var. inermis (specify spp/cultivar), 'Thornless

Honeylocust', 2 1/2 inch

Each

008 Nyssa sylvatica, 'Black Gum/ Black

Tupelo', 2 1/2 inch

Each

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

009 Ostrya virginiana, 'Hop-Hornbeam/

Ironwood', 2 1/2 inch

Each

010 Oxydendrum arboreum, 'Sourwood', 2 1/2 inch

Each

011 Parrotia persica, 'Persian Parrotia', 2

1/2 inch

Each

012 Celtis occidentalis, 'Hackberry', 2 1/2 inch

Each

013 Cercidiphyllum japonicum, 'Katsura', 2 1/2 inch

Each

014 Ginkgo biloba (male only), 'Ginkgo', 2 1/2 inch

Each

015 Gymnocladus dioicus, 'Kentucky

Coffeetree', 2 1/2 inch

Each

016 Liquidambar styraciflua, 'Sweetgum', 2 1/2 inch

Each

017 Liriodendron tulipifera, 'Tulip Tree', 2 1/2 inch

Each

018 Platanus occidentalis, 'Sycamore', 2 1/2 inch

Unit Cost Total No Bid

019 Platanus x acerifolia

(specify spp/cultivar), 'London Planetree', 2

1/2 inch

Each

020 Quercus alba, 'White

Oak', 2 1/2 inch Each

021 Quercus bicolor, 'Swamp White Oak', 2 1/2 inch

Each

022 Quercus imbricaria, 'Shingle Oak', 2 1/2 inch

Each

023 Quercus macrocarpa, 'Bur Oak', 2 1/2 inch Each

024 Quercus muehlenbergii, 'Chinkapin Oak', 2

1/2 inch

Each

025 Tilia americana, 'American

Linden/Basswood', 2

1/2 inch

Each

026 Tilia cordata

(greenspire), 'Littleleaf Linden', 2

1/2 inch

Each

027 Tilia tomentosa, 'Silver Linden', 2 1/2 inch

Each

028 Ulmus americana x

Hybrids (specify spp/cultivar), 'American Elm', 2 1/2 inch

Unit Cost Total No Bid

029 Zelkova serrata

(specify spp/cultivar), 'Zelkova', 2 1/2 inch

TOTAL

GRAND TOTAL ALL TREE QUANTITIES

Add all line totals for total tree count

Line Item Description Quantity Unit of

Measure Unit Cost Total

A Grand Total of All Trees Available Each $0.00

Vendor Questionnaire

1. RFP Proposal*

Please see section "Attachments" for more details.

*Response required