ESBD_444744_1754942192031_IFB 809-25-0024 - Tree Maintenance Services.pdf

STATE PRESERVATION BOARD

Invitation For Bid 809-25-0024

FOR

Tree Maintenance Services

NIGP Class-Item Title

988-02 Arborist Services 988-88 Tree Trimming and Pruning Services

IFB Release Date August 11, 2025 Site Visit Registration Deadline August 19, 2025

Mandatory Pre-Bid Site Visit August 26, 2025 at 9:00AM

Bid Submission Deadline Thursday 09/11/2025; not later than 2:00PM

Solicitation Point of Contact Patricia Ruiz, CTCD

P.O. Box 13286 Austin, Texas 78711

SPB.Bids@tspb.texas.gov mailto:SPB.Bids@tspb.texas.gov

IFB 809-25-0024

1. Description of Services Requested

The State Preservation Board (SPB) is requesting bids from qualified tree care companies to provide the labor and materials required for a comprehensive tree maintenance effort to improve the health and structure of the trees on certain SPB properties in Austin, Texas.

Initial work is expected to occur September 2025 through November 2025.

2. Scope of Work and Schedule

Services include, but may not be limited to, removal of dead and damaged limbs, raising tree canopies, and selectively pruning of mature and young trees. Services also include an Assessment by the Contractor's Certified Arborist identifying trees with possible high risk conditions, such as advance signs of decay, storm damage, cracks and splits, etc., and a report of tree conditions to the SPB for further evaluation.

The initial phase of the project will focus on a comprehensive clean-up and assessment to improve tree health and reduce potential hazards. The first annual visit will require the contractor to conduct a risk assessment of the trees and determine the work needed to make them healthy and safe. This includes addressing potential hazards such as heavy limbs, low-hanging branches, and decaying or damaged limbs.

During the initial service visit, the selected contractor will remove dead, decaying, or damaged limbs, raise and shape tree canopies, selectively prune both mature and young trees, and remove hazards such as squirrel-damaged limbs or branches that hang too low and pose a safety risk.

A Certified Arborist will conduct a liability and risk assessment to identify high-risk conditions such as visible decay or cavities, structural weaknesses including cracks, splits, or storm damage, and overextended or heavy limbs. The arborist will provide a written report to SPB summarizing the condition of the trees and identifying any that may require further evaluation or removal.

Following the initial tree maintenance work in Fall 2025, SPB will evaluate establishing an ongoing relationship with the selected contractor for periodic tree assessment and maintenance. This will include routine pruning and canopy management to preserve both safety and appearance, continued monitoring for signs of deterioration or potential hazards, and as-needed work as determined by the SPB Project Manager and consultation with the contractor’s Certified Arborist.

Services are to be performed at and around the following properties:

1. Governor’s Mansion; 1010 Colorado St., Austin, TX.

2. Texas Capitol and Grounds; 1100 Congress Ave., Austin, TX, including:

a. Sam Houston Office Building (SHB): 201 East 14th Street, Austin, TX

b. John H. Reagan Office Building (JHR): 1400 Congress Avenue, Austin, TX

3. Capitol Mall; 100 E 17th St., Austin, TX, including:

a. Robert E. Johnson Office Building and Garage (REJ): 1501 Congress Avenue, Austin, TX

4. Bullock Texas State History Museum; 1801 Colorado St., Austin, TX

5. Texas State Cemetery; 909 Navasota St., Austin, TX

General Procedures

a. Remove dead limbs greater than one (1) inch in diameter (measured at the base of the branch);

b. No live branches greater than four (4) inches in diameter shall be removed without prior authorization from the SPB;

c. Horizontal limb clearances shall be a minimum of eight (8) feet over sidewalks, eight (8) to twelve (12) feet over turf- and fourteen (14) feet over roads. The SPB shall be informed and provide written approval before limbs larger than four (4) inches are scheduled removed to meet this specification.

d. Some special live oak trees on the Capitol Grounds have low vertical tree limbs that shall not be disturbed other than to remove dead wood. SPB will identify these trees for the Contractor prior to the start of work.

e. Clearances from buildings, lights or light posts and signs shall be approximately two (2) to three (3) feet or as practical. Directional pruning should be used if possible to promote future growth.

f. No more than approximately twenty-five percent (25%) of water sprouts (epicormic branches) should be removed from a limb.

Specific Procedures

a. Remove no more than twenty-five percent (25%) of live foliage from each tree.

b. Weight on main scaffold limbs with included bark shall be reduced by approximately one-third (1/3) by the removal of some secondary branches toward the ends of the branches. Work on reducing the weight of the tree limbs.

c. Assessment - The Contractor's Certified Arborist(s) shall identify trees with possible high risk conditions, such as advance signs of decay, storm damage, squirrel damage, cracks and splits, etc., and report conditions to the SPB for further evaluation.

d. Crown Cleaning - Trees shall be crown cleaned to 1) selectively remove broken, dead and diseased limbs; 2) remove dead limbs by making cuts just outside of the collar of living tissue.

e. Crown Raising - Trees shall be crown raised by selective pruning to provide a vertical clearance targeting specific branches.

f. Crown Reduction - Trees shall be crown reduced by selective pruning to decrease height and/or spread with consideration being given to the ability of a species to tolerate reduction pruning.

g. Structural Pruning of Young Trees - Young trees are considered those with diameters less than twelve (12) inches at four and one-half (4 1/2) feet above grade. Young trees shall be structurally pruned to improve form and shape, resulting in proper branch spacing, a central leader and less mature tree pruning. Co- dominate stems shall be identified and subordinated to improve tree structure. Any removal of a four (4) inch or larger co-dominate stem requires SPB approval. No more than approximately one-third (1/3) of foliage shall be removed. Scaffold or main limbs shall be properly positioned throughout the canopy, spaced approximately fifteen to twenty-four (15 -24) inches apart along the main stem, should not be directly above or across from each other and should be free of decay. Address squirrel damage.

Service Requirements

a. Most properties have a high volume of visitors walking the sidewalks and using the grounds on a daily basis. Contractor is responsible for all safety measures to protect the visiting public during this project. Contractor may be asked to temporarily skip an area due to scheduled public events.

b. All work must be performed or directly supervised by an International Society of Arboriculture Certified Arborist.

c. Work may be performed during normal business hours and on weekends at the discretion of the SPB.

d. Contractor staff must use sidewalks and pathways whenever possible to preserve grass and landscaping.

e. Trees/work area must be barricaded off with tape or cones during work to keep pedestrian traffic from crossing into the work area.

f. All equipment brought onto the property must be removed at the end of each work day unless special arrangements have been made with the SPB Project Manager. Bucket trucks and other heavy equipment must be pre-approved by the SPB. Contractor must provide all vehicle and employee information to the SPB prior to the commencement of work.

g. Contractor must clean up work site daily. All lawn areas affected by work shall be raked, all streets and sidewalks shall be swept, and all brush, branches, and logs shall be removed from the site. Worksite area shall be left in a condition equal to that which existed prior to the commencement of tree maintenance services. No waste shall be left overnight on the work site.

h. Personal Protective Gear must be worn at all times while work is performed.

i. All work must comply with OSHA Standards, ANSI Z133.1 Safety Standards and all state and local regulations, including City of Austin Code, Title 6, Capitol 6-3 (Trees and Vegetation).

j. Pruning cuts shall be made in accordance with ANSI A300 pruning standards (A300, Part 1 - 2001).

k. Climbing spurs shall not be used when climbing trees, except for whole tree removals or to perform an aerial rescue. Ropes and rigging devices shall be used to reduce damage to trees, turf and other obstacles in the landscape.

l. Wounds made on all trees shall be sealed with pruning paint or similar. Tools used to prune trees shall be treated with the appropriate industry standard disinfectant before the start of the project and between trees.

3. Mandatory Pre-Bid Site Visit

All Respondents must attend a mandatory pre-bid site visit on Tuesday August 26, 2025 at 9:00AM, and pre-registration for the site visit by Tuesday August 19, 2025. Site visit is expected to last 2-3 hours. Bidders must be prepared to walk all work locations included in this IFB.

No bids will be reviewed from any organization not represented at the site visit. This mandatory site visit will be an opportunity for all potential respondents to observe the existing conditions of trees.

Although SPB may provide tentative verbal answers to questions at the site visit, only answers provided in writing by SPB shall be considered official. Questions about the project may be submitted, but answers are unofficial until posted as an addendum on the ESBD.

Pre-registration is required to participate in the site visit. Vendors must register for the site visit by EOD Tuesday 08/19/25. To register, use the following link:

https://txspb.formstack.com/forms/securevendor.

Site visit participants attending the pre-bid site visit must pass a security background check performed by the Texas Department of Public Safety (DPS) to visit the Governor’s Mansion.

The following information for site visit participants must be included in the registration form or the potential respondents will not be allowed access to the property:

1. Legal Name as it appears on your government issued ID https://txspb.formstack.com/forms/securevendor

2. Name of Firm Represented

3. Date of Birth

4. State Driver’s License or State Identification Card

5. Email Address

Parking is available in the Capitol Visitors Parking Garage located at 1201 San Jacinto Blvd.

Maps are available at tspb.texas.gov.

SPB complies with State and Federal disability laws and makes reasonable accommodations for respondents with disabilities. If accommodation is needed to attend the site visit please email SPB.Bids@tspb.texas.gov.

The SPB reserves the right to schedule an additional mandatory site visit date if needed to ensure a competitive bid process.

4. Minimum Qualifications and Experience

Respondents to this IFB shall meet the following minimum qualifications:

• Contractor must have a minimum of five (5) years experience in servicing projects of the size and scope of this IFB.

• All work under this project must be performed under the direct supervision of an International Society of Arboriculture (ISA) Certified Arborist. Include resume and copy of ISA certification of Contractor arborist that will be assigned to the project.

• Contractor shall be in good financial standing. SPB reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5. Bid Requirements

A. One complete original bid with all required documentation (listed below) B. Bid pages should be numbered and organized.

C. All submitted bids become the property of SPB after the IFB deadline date. Bids submitted constitute an offer for a period of ninety (90) days from the submission date or the respondent may agree to the extension of the offer until an award is made by

SPB.

Bid Content: Respondents must submit all information listed below as the bid to this IFB.

Incomplete and/or late bids will not be considered.

1. Respondent Bid Form. Bid form includes Initial Tree Maintenance Plan cost and Project Schedule (Expected Start Date). Must be completed and signed. (Attachment A)

2. Evidence of the minimum required years of experience.

3. References and Corresponding Projects: Respondent must provide information for a minimum of three (3) references and corresponding projects where services comparable in size and scope to this IFB have been performed within the last five (5) years. Include the following information:

o Company name and address o Contact name/title, phone number, and email address o Service period o Description of project services and scope

The State Preservation Board may contact these references to verify respondent’s ability to perform these services. The SPB must be able to verify that the respondent has the expertise and experience to successfully complete a project of this size and scope. The SPB reserves the right to reject a bid if references cannot be verified or if a reference is unacceptable to the SPB.

4. Resume and copy of certification of the International Society of Arboriculture (ISA) certified arborist to be assigned the project.

5. Copy of Insurance Certificate showing that the minimum insurance requirements can be met.

6. A completed and signed HUB Subcontracting Plan (Attachment B)

All respondents to this IFB, including those that are HUB certified by the State or Texas and those who do not plan to subcontract, must complete a HUB subcontracting plan (HSP).

Failure to complete the HSP as instructed may result in disqualification of the response from consideration.

NOTE: The SPB Procurement Team is available to provide assistance to all respondents.

Respondents may also contact us to request an HSP Courtesy Review prior to the submission of the bid. Submit requests no later than 10 business days prior to the Bid Submission Deadline.

Failure to submit the required bid items may result in disqualification of your bid. SPB will not be responsible for locating or securing information that is not included in the bid. SPB reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

6. Submission of Bids

Emailed bids should include BID FOR IFB 809-25-0024 in the subject line and delivered electronically to SPB.Bids@tspb.texas.gov by the deadline listed in the Schedule of Events.

Physical bids may be delivered in person or via Express or Overnight Delivery by the deadline to:

State Preservation Board

Attn: Procurement 201 E. 14th St., Ste. 950 Austin, TX 78701

Please notify SPB.Bids@tspb.texas.gov ahead of time if delivering bid in person. SPB Office Hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The reception desk is closed for lunch from 12 p.m. to 1 p.m. The office is closed on state and national holidays.

If emailing the bid package, it is strongly recommended that Respondents begin the email process at least 24 hours in advance of the due date/time since most large attachments are quarantined and delayed for security scanning. SPB is not responsible for failure of electronic equipment or operator error, or for electronic submittals that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination (email address) by the due date/time by any SPB anti-virus or other security software.

All bids received via email will be acknowledged. If no confirmation is received, contact SPB Procurement at (512) 936-4691 or (512) 463-5495 to confirm receipt of bid.

7. Response Preparation Costs

The SPB will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for bid preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law. Respondents submit bids at their own risk and expense.

8. Questions Vendors may submit questions to SPB regarding this IFB. All questions must be submitted in writing by email to SPB.Bids@tspb.texas.gov by EOD on the date listed as the deadline for submission of questions in the Schedule of Events.

9. Prohibited Communications Upon issuance of this IFB, besides written inquiries as described above and administrative questions related to HUB, the procurement process, and bid submissions, all of which must be submitted in writing to SPB.Bids@tspb.texs.gov, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the IFB with any potential Respondent or their representatives. Attempts to contact program staff by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify respondent.

This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

10. Schedule of Events:

The solicitation process for this IFB will proceed according to the following schedule:

EVENT DATE/TIME (CT)

IFB Release Date Monday 08/11/25

Registration Deadline for Mandatory Site Visit Tuesday 08/19/25

Mandatory Pre-Bid Site Visit Tuesday 08/26/25 at 9:00AM

Deadline for Submission of Questions Friday 08/29/25

Anticipated Release of Written Answers Wednesday 09/03/25

Bid Submission Deadline Thursday 09/11/2025; not later than 2:00PM

SPB reserves the right to change the dates or add additional dates in the Schedule of Events set forth above upon written notification to prospective Respondents through a posting of an addendum on the Electronic State Business Daily (ESBD).

It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a bid. The respondent’s failure to periodically check ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the IFB. All such addenda issued by SPB prior to the time bids are received shall be considered part of the IFB, and the respondent shall consider and acknowledge receipt of such in their bid. Only those SPB replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarifications shall be without legal effect.

11. VPTS and Reference Checks

In compliance with applicable provisions of Texas Government Code §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, a Respondent's past performance will also be reviewed on a pass/fail basis using the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System. Respondents may fail this selection criterion for any of the following conditions: a score of less than "C" in the Vendor Performance Tracking System; currently under a Corrective Action Plan through CPA; having repeated negative Vendor Performance Reports for the same reason; having purchase orders that have been cancelled in the previous 12 months for non-performance. Contractor performance information is located on the CPA website at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

SPB may conduct reference checks with other entities regarding past performance, in addition to evaluating performance through the Vendor Performance Tracking System. SPB may examine https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of SPB, and any negative findings, as determined by SPB, may result in non-award to the Respondent.

12. Bid Award and Purchase Order

The State Preservation Board will award the project based on the lowest qualified bid. The award contract will be in the form of a Purchase Order (PO).

The purchase order will only be awarded to a vendor or vendor(s) who have qualifications and experience acceptable to the SPB with the type of services specified, meets the minimum requirements listed in this document, and can submit references of previous similar work acceptable to the SPB.

SPB reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to SPB in performance of this service. SPB will be the sole judge of best value. An award notice will be sent via email to the selected respondent(s).

AGENCY TO INVOICE:

State Preservation Board P.O. Box 13286

Austin, Texas 78711 TSPB.accounting@tspb.texas.gov

512-463-5495

14. Contract Duration and Funding

The services provided by the selected contractor shall begin upon award of the project and issuance of a purchase order, estimated to be September 18, 2025. SPB anticipates the initial tree maintenance work to occur in September through November 2025.

The prices quoted in Respondent’s bid shall be firm for the initial service period. Subsequent price changes, if any, will be applied at the beginning of each renewal period and remain firm for the duration of that period. Price changes, if any, shall be based on changes in indices/costs as listed in the Consumer Price Index published by the Bureau of Labor Statistics. The awarded vendor must request a price increase in writing at least 30 days prior to the beginning of each renewal period for it to be considered.

The term of service may be extended for two (2) additional one (1) year periods with the same terms and conditions of the initial service period at the exclusive option of the SPB.

mailto:TSPB.accounting@tspb.texas.gov

Initial Service Period: Upon Award - 12/31/2025

1st Renewal Period: 01/01/2026 - 12/31/2026

2nd Renewal Period: 01/01/2027 - 12/31/2027

SPB may request a quote or proposal for Additional Services under the contract purchase order that results from this IFB. Additional Services are those within the scope of services being provided under the contract purchase order. Additional Services may be requested by SPB at any time for the duration of this Contract. Upon request by SPB for Additional Services, Contractor shall prepare and submit to SPB a quote or proposal for such services requested.

Additional Services shall be documented by a Purchase Order issued by SPB.

This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the applicable termination articles in the purchase order shall apply.

Estimated budget for initial tree maintenance and service plan is $150,000.

ATTACHMENTS

Attachment A: Bid Form

Attachment B: HUB Subcontracting Plan

Attachment C: Purchase Order Terms and Conditions