Exhibit B.pdf

EXHIBIT B

SPECIFICATIONS AND SCOPE OF WORK

Bid 25-026 On-Call Tree Removal Services

Scope of Work:

The City of Fairburn is seeking Bids from qualified firms to provide on-call tree removal services for the City of Fairburn. The requested services will be utilized on various locations throughout the city. The selected firms are to be available on an “on call” basis as work arises.

The service contract term is for an initial three (3) years with two (2) optional one (1) year terms.

• The City of Fairburn is seeking a Contractor(s) to perform tree removal services, or emergency services for various locations throughout the City of Fairburn. Typical services performed under this contract may include scheduled services, and emergency repairs. The contractor’s scope of services is currently envisioned to include but not limited to the following:

• Assessment and planning: Evaluate the tree's condition, size, and location to determine the best removal method and necessary safety precautions.

• Tree removal: Safely fell the tree and cut it into manageable sections, using techniques like climbing with ropes and rigging, or using aerial lifts and boom trucks.

• Pruning: Remove dead, diseased, or hazardous branches to improve the tree's health and appearance, making cuts just outside the branch collar.

• Debris cleanup: Remove all logs, branches, vines, and other debris from the site, including chipping brush and loading trucks for off-site disposal.

• Stump grinding (if included): Grind the stump down to a specified depth and remove the resulting debris.

Services will include all work efforts necessary to complete a project including equipment, and labor. The

Contractor(s) will perform all required administration, management, and quality assurance to ensure proper execution of the projects. All work performed shall be coordinated with the City of Fairburn Streets

Director/Designated Representative personnel as applicable to the location of the work.

This Bid and the specifications that follow are being offered to qualify and select a Contractor(s) to furnish all necessary permits, labor, equipment, materials, supervision, tools, services and all related incidentals required to perform all work necessary; including but not limited to, maintenance, repair, and/or emergency repair services of a wide range of projects for the City of Fairburn, and possibly throughout the City. The requirements outlined herein are intended as an aid to acquaint Bidders with what could be required to execute the work on this contract. These specifications will serve as the source documents for services for the term of the Contract.

The services and/or equipment intended to be provided under this BID are based upon the future needs of the

City and are pending allocation of funds and approval of award by the City. The City reserves the right to authorize/order services and/or materials as may be required during the Contract period and, reserves the right to not authorize/order any services and/or materials.

The City may require “project quotes” for any and all work required under this contract at its sole discretion.

The City reserves the right to award the task/project to the Contractor offering the most favorable quote (as determined by the City). It is important to note that the most favorable quote may not be the one offering the lowest price. The city may evaluate the quote based on several factors which may include the starting and completion dates provided by the Contractor(s) with their quote for that task/project and the subsequent effect this will have on the task/project.

The Service Company shall maintain a field office and/or warehouse that is within forty-five (45) miles of each of the facilities to be serviced under this Bid.

Service Company must provide 24/7 on-call service availability for emergency calls with a 30-minute returned phone call response time.

For non-emergency work, the Contractor(s) must physically report to the work site within one (1) week of written notification from the City’s Streets Director /Designated Representative, hereinafter Project Manager

(PM), to complete a written quotation based on the contract pricing of the work to be performed. The PM shall review the written quotation of work to be performed and determine that the work specified aligns with the work that is needed to be completed. All materials and sources of supply incorporated in the work must be approved by the PM prior to use on each job. Materials incorporated in the work that have not received prior approval by the PM shall be at the Contractor’s expense and not paid for by the City. Included in the quote shall be estimated labor, equipment and material cost(s), a brief description of the work to be completed, and the project location. Written quotations may be e-mailed to the PM, (TBD).

For emergency work the Contractor(s) must physically report to the work site within twenty-four (24) hours of verbal notification from the City’s PM to complete any necessary emergency repair work needed to secure/alleviate emergency. All materials and sources of supply incorporated in the work must be approved by the PM for use in each job. Materials incorporated in the work that have not received approval by the PM shall be the Contractor’s expense and not paid for by the City. Contractor will provide the PM with a quote if additional work should be completed after the emergency service call is completed. Included in the quote shall be estimated labor, equipment and material cost(s), a brief description of the work to be completed, and the project location. Written quotations may be e-mailed to the PM.

If the Contractor(s) foresees that he/she is going to exceed the original estimate in the quotation, he/she must notify the PM for approval prior to proceeding with any additional work. The City shall not pay for additional work that the Contractor performs without the City’s approval.

Due to certain locations within the city, employees must have the ability to pass a background check and work unsupervised.

Under this Contract, the contractor shall specify at least (1) individual as Project Manager and (1) individual as on-site Field Superintendents. These individuals shall be direct employees of the Contractor. The assigned

Project Manager for a particular Task Order shall be involved on a continual basis from the selection through project completion. The Project Manager shall be responsible for the overall management of the Contractor’s team assigned to the Task Order and the completion of the project. The Field Superintendent shall be 100% on-site once the project commences at any time work is being performed on-site. The Field Superintendent shall be responsible for the direct supervision of the contractors, daily coordination of the work on site to maintain the schedule, and onsite management.

All Contractor communications on task orders shall only be through the designated City Project Manager. Other than addressing an immediate safety concern, other City of Fairburn personnel are not authorized to provide the Contractor with instructions, directions, or information regarding the work.

The contractor shall be responsible for providing its own toilet facilities and fresh drinking water at remote sites where such facilities are not available.

Materials, Equipment and Supplies

The contractor shall be capable of supplying and/or procuring all materials, equipment, supplies, and parts needed to provide the services requested. The contractor will be expected to provide such in completing the scope of work on any given service request.

Waste and debris

Waste and debris shall not accumulate in the building or work area. The Contractor shall be responsible to remove debris and clean work areas on a daily basis as the work progresses and to remove all excess material, waste, and debris upon completion of the work. On completion of the work, areas shall be left clean, and free from materials liable to cause damage.

Basis of Compensation:

Compensation to the contractor for the requested services will be based on the labor rates provided in the bid for the contract. The labor rates on the price schedule shall include all costs associated with transportation by service vans and trucks as well as costs for hand tools, power tools, ladders, miscellaneous items associated with tree removal service calls. Labor rates shall begin when the contractor’s personnel reach the service site and shall end when leaving the service site. A single trip charge shall be applied to cover the time in transit.

The contractor agrees that it will provide documentation of costs upon request of the City. The city shall not be charged for labor costs associated with the provision of cost estimates and proposals unless the City Street

Director/Representative has authorized such costs in writing.

Protection of Work

The contractor shall provide all necessary protection for the completion of work to prevent damage. Work to be performed under this contract can be in congested areas of the City, subject to heavy vehicular traffic and limited parking. The contractor shall take every precaution to protect others from injury and to avoid disruption of traffic while work is being performed.

The Contractor shall pay all highway fees and for all damage to sidewalks, streets, or other public property, or to public utilities. Contractor shall secure all permits, authorizations, and certificates of inspection or occupancy that may be required by authorities having jurisdiction over the Work. Said certificates shall be delivered to the City upon completion of the Work.

Additional Work

In the event of additional work associated with this contract not specifically listed in the schedule of specified in the Minimum Specifications is required, such work must be duly authorized in advance and in writing by the City after the Contractor has provided a written, detailed cost breakdown, estimated completion time and justification for the work in question. In all cases, Contractor shall notify the City of any cost over-runs prior to occurrence. Verbal approval between City Streets Director/authorized representatives and contractor’s agents shall not be recognized.

Materials and Storage

The contractor shall cooperate with the City in any required use of its property and arrange for storage of materials on the job site in such areas are mutually agreed upon. The contractor shall allot suitable and proper space for his sub-contractors for storing of their materials and for the erection of their sheds and tools, if needed.

Should it be necessary at any time to move materials, sheds, or storage platforms, the contractor shall move as and when directed, at his own expense.

If a minor change in the Work is found necessary due to actual field conditions, the contractor shall submit detailed drawings and written notification of the problems necessitating such departure for approval by the

City before making the change. If the contractor fails to make such request, no excuse will thereafter be entertained for contractor’s failure to carry out work in the required manner or provide required guarantees, warranties, or bonds and contractor shall not be entitled to any change in the Contract Sum or the Contract

Time on account of such failure.

If any portion of the Contract Documents shall be in conflict with any other portion, the various documents comprising the Contract Documents shall govern in the following order of precedence: Contract, Modifications issued after execution of the Contract: the General Conditions of the Contract; General Requirements, Supplementary Conditions, the Specifications, shall govern.

Final Project Outcome

The contractor shall perform work so that the City of Fairburn is provided with satisfactory products and/or finish upon completion of the work before payment can be made. If the work is not satisfactory after City inspection, the city may withhold payment until work is corrected in an acceptable manner, with the city being the judge as to acceptability.

The Contractor shall submit a Contractor work report within 48 hours of the completion of the services. The

City Streets Director/Representative will review the work reports and advise the contractor within five (5) calendar days if there are questions or concerns regarding the work or costs. The City Streets Director

/Representative will provide written approval of the Work Reports. An acceptable Contractor Work Report shall serve as the basis for the contractor’s invoicing.

Qualifications/Submission Requirements

The proposers shall have at least 5 years’ experience within the commercial mechanical repair, replacement, installation, and maintenance services.

Firms profile and qualifications

• Current or past public-sector clients (references)

• Resumes of key personnel

Firm’s Information

• Firm name, address, and telephone numbers of all firm offices and identify which location will perform the services described in the proposal.

• Structure of firm, i.e., sole proprietorship, partnership, corporation, and size of firm.

• Years the firm has been in business.

• Name of principals in firm.

• Primary contact.

• Organizational description.

• Contractor Agreement Terms and Conditions.

Contractor License.

SELECTION CRITERIA FOR PROSPECTIVE BIDDERS:

To receive consideration, the respondent’s proposal should be responsive to the project requirements described in the Submission Requirements section of this document. The contract will be awarded to the respondent(s) determined to be the most qualified to perform the work based on the above criterion established. The City of

Fairburn reserves the right to award more than one respondent, if in the best interest of the city to do so.

INFORMATION REQUESTED TO ASSIST IN THE DETERMINATION OF

RESPONSIBILITY

Bidders shall provide the following information on attached sheets; this information shall be submitted with the bid in the format specified. Provide the response to each section of the information, on a separate sheet of paper, preferably typewritten, and attached to the bid at the time it is submitted. Failure to provide the information requested in complete and accurate detail may result in rejection of the bid.

1. History and Organizational Structure of the Firm

Provide a cover letter introducing the company and including the corporate name, address and telephone number of the corporate headquarters and local office. The name and phone number of one individual who will be the company’s primary contact with the City of

Fairburn for contract negotiation and the name of the project manager. A brief history of the company and the present organizational structure of the firm describing the management organization, permanent employees by discipline, and this project’s coordination structure; if the firm is a partnership, indicate the name of all partners, if incorporated indicate where and when. If the Contractor has changed names or incorporation status within the last five (5) years, then please list all such preceding organizations and a brief reason for the change. Contractor shall also provide a business license indicating that the Contractor can conduct business in Fulton. County, Georgia. Further, Contractor shall provide documentation showing that the Contractor is properly registered to conduct business in the State of Georgia. The contractor acknowledges and agrees that any business license and registration must remain current for the duration of the contract and such documents are material term to this agreement.

2. References

List as references (names, addresses, contact persons and toll-free phone numbers) a minimum of three (3) government municipalities or other clients of similar size and nature to

City of Fairburn for which a project comparable to the scope of this project was completed.

3. Subcontractors

Indicate the names and addresses and degree of utilization of all subcontractors which would be used in the performance of this contract.

4. Previous Default

Indicate if you or any predecessor organization have ever defaulted on a contract or denied a bid due to non-responsibility to perform. If so, provide the facts and circumstances. If your firm or any successor organization is now involved in any litigation or in the past ten (10) years have been involved in litigation with owners, please list the parties to the litigation, the civil action number, and a brief explanation of the matter.