Information Packet.pdf

RFP # Doc2457797736 1 of 31 Neighborhood Tree Pruning

RFP Number Doc2457797736 Services October 30, 2026

Request for Proposals (RFP) for

Neighborhood Tree Pruning

Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

December 03, 2026 by 04:00 p.m. Pacific Time

Summary:

Portland Parks & Recreation (PP&R) Urban Forestry is establishing multiple contracts with tree care service providers to protect and maintain the City's urban tree canopy through the Street Tree Care (STC) Program. This Contract will be used by PP&R to provide systematic, block-by-block street tree pruning in the public right-of-way, guided by Portland's Urban Forest Plan, Tree Planting Strategy, and Climate Action Plan.

Optional Pre-Proposal Meeting:

Monday, November 16, 2026 at 10:00 a.m. PT.

Submit Your Proposal:

City of Portland Bid Portal:

SAP Business Network Discovery

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before December 03, 2026 at 04:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Tristan Sakamoto Senior Procurement Specialist Procurement Services

(503) 823-8867 Tristan.Sakamoto@portlandoregon.gov https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 mailto:Tristan.Sakamoto@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Portland Parks and Recreation – Urban Forestry Overview Portland Parks & Recreation (PP&R) Urban Forestry Division is seeking qualified tree care contractors to provide systematic, neighborhood-by-neighborhood street tree pruning in the public right-of-way under the Street Tree Care (STC) Program.

Proposers must hold a current Oregon Landscape Contractor license, carry ISA Certified Arborist credentials for field supervisors, and meet all PBOT Temporary Traffic Control requirements for work in the public right-of-way.

Urban Forestry Overview The City of Portland Parks & Recreation invests in the planting and management of trees as a critical part of the city’s infrastructure. Urban Forestry is part of the Portland Parks & Recreation.

UF’s mission is to manage and ensure Portland's urban forest infrastructure for current and future generations. Our urban forest consists of over 333,000 street trees, 1.2 million park trees, and 2.9 million private property trees.

Contractors working in the public right-of-way must comply with the PBOT Temporary Traffic Control Manual (2025 edition). All work involving utility line clearance must be performed by contractors holding current IBEW Local 125 signatory status. Field supervisors must hold ISA Certified Arborist credentials. Flagger personnel must hold current Oregon Department of Transportation (ODOT) Flagger Certification. Contractors must also meet TCIA EHAP/EHAT safety training standards for aerial lift and climbing operations. Proposers will be expected to work closely with designated City of Portland personnel to perform the tasks described in Exhibit A: Technical Specifications and Required Services.

The goal of Portland Urban Forestry's Street Tree Care (STC) is to establish relationships with professional tree care companies to provide arboricultural services on street trees in the public right-of-way and on private property trees of qualifying lower-income Portlanders.

These will be the primary contracts utilized by PP&R's STC program to provide tree care services that enhance and create more resiliency in Portland's urban forest, while reducing financial and institutional barriers to maintaining the health and safety of the City's street trees and the private property trees of lower-income residents. Contractors may also be required to perform work on private trees where branches or structure directly impact the public right-of-way, and on street trees where branches or structure directly impact private property.

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In order to provide these services, Urban Forestry needs to establish clear standards of care through targeted programs that allow contractors to systematically serve over 333,000 street trees through long-term, structured projects. Services under these contracts support the following program goals:

a) Equitable canopy stewardship: Deliver proactive, no-cost street tree pruning to all 15 P1 (Priority 1) priority neighborhoods — PP&R Urban Forestry's highest of three priority rankings (1–3), based on tree canopy and economic data to focus resources where they benefit the most vulnerable residents, updated every three years and aligned with the citywide Tree Planting Strategy, Urban Forest Plan, and Climate Action Plan — in Portland by June 2029.

b) Public safety: Reduce the number of street trees in P1 neighborhoods with unresolved clearance deficiencies (pedestrian, vehicle, sign, and infrastructure conflicts) by systematically addressing pruning needs by neighborhood.

c) Tree health and canopy retention: Improve the structural health of pruned street trees, extending canopy longevity and reducing future removal rates in served neighborhoods.

d) Program data integrity: Generate reliable field data on street tree conditions, pruning work performed, and neighborhood-level canopy status to inform future PCEF grant cycles and Urban Forestry planning decisions.

Contractors will need to demonstrate that they have the business infrastructure and experience to deliver high-quality arboricultural services that meet these program goals.

1.2 Outcome Goals

a) Secure consistent delivery of street tree pruning services across Portland's priority neighborhoods, scaled to serve over 333,000 street trees over the life of the program.

b) Improve long-term tree health outcomes through quality arboricultural standards: proper pruning reduces failure risk, improves clearance, and extends tree lifespan—reducing future removal rates on street trees.

c) Develop partnerships with contracted tree care firms to align field practices with Urban Forestry's quality expectations and long-term canopy goals across the STC Program.

Allow opportunities for professional development to meet PCEF goals and help promote equitable and high-quality arboriculture work and services across the STC Program.

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1.3 Contract Details

Yes. The City anticipates making multiple awards within this Neighborhood Pruning RFP, structured by contractor capacity (small, medium, and large scope tiers, as defined in the Scope of Work). Each awarded contractor will receive a single contract sized to their qualifying tier; no single firm will be awarded more than one contract under this RFP.

Proposers should be aware that this program serves priority neighborhoods under the PCEF framework. PP&R places particular value on contractors who demonstrate experience working in diverse urban communities, who maintain workforces reflective of Portland's demographic diversity, and who have participated in or are eligible for PCEF Contractor Development pathways.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting November 16, 2026 Deadline for RFP Questions at 4:00 p.m. PT November 26, 2026 Written proposals due at 4:00 p.m. PT (for Phase 1) December 03, 2026 Short list posted and Phase 2 instructions shared [if applicable] December 30, 2026 Notice of Intent to Award Posted January 14, 2027

The City will adjust the schedule as necessary.

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1.5 Grant Funding

Portland Clean Energy Benefits Fund Funding Requirements

The services associated with this Contract are partially or fully funded by the Portland Clean Energy Benefits Fund (PCEF). Proposer acknowledges and accepts as a condition of award the following as outlined in Portland City Code 7.07.060.C:

U.S.-made renewable energy products – any purchases of solar, wind or other renewable energy systems purchases must be predominantly manufactured in the United States unless such a product is unavailable, or the cost is prohibitive.

Workforce and Contractor Equity Agreement - Proposer agrees to abide by any applicable workforce and contactor equity agreement developed by PCEF staff in alignment with workforce and contractor equity plans adopted by the PCEF Committee.

Family Wage Standards - All workers who perform work on projects funded by PCEF must be paid a minimum of 180% the relevant state minimum wage for time worked as defined by the Oregon Bureau of Labor & Industries (“BOLI”). As of July 1, 2026, the rate is $30.24 per hour.

1.6 Optional Pre-Proposal Meeting

There will be a pre-proposal meeting scheduled for this Project on Monday, November 16, 2026 at 10:00 a.m. PT.

https://teams.microsoft.com/meet/2442601997681544?p=1BuLS2QRWSIUtIQuVs

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City of Portland Bid Portal.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

https://teams.microsoft.com/meet/2442601997681544?p=1BuLS2QRWSIUtIQuVs https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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You are responsible for complying with the addenda, even if you do not see it.

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Proposers must hold a current Oregon Landscape Contractor license, carry ISA Certified Arborist credentials for field supervisors, and meet all PBOT Temporary Traffic Control requirements for work in the public right-of-way.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Proposer Capabilities 30 — https://www.portland.gov/policies/public-contracting-rules

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Years of Relevant Experience in Scope Proposed 10 PBOT / Public Right-of-Way Work Experience 10 Safety Program & Incident History 10 Project Team – Crew Configuration & Equip Inventory 10 — Project Approach 15 —

Neighborhood Pruning Ramp-Up Plan 10 Minimum Annual Service Capacity Commitment 5

References 10 — Pricing 15 — Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting 10

Equal Opportunity Employer and Community Involvement 5

Sustainable Business Practices 5 Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City of Portland Bid Portal.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations

The scoring of Phase 2 generally will be as follows. Further detail on specific criteria, weighting, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

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Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City of Portland Bid Portal.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work A successful Contractor shall work closely with the designated City Project Manager (PM) to perform the tasks described.

i. The scope of work covers systematic, block-by-block street tree care in the public right-of-way within Portland’s priority neighborhoods. This work consists primarily of street tree pruning performed in accordance with Section 11 (Pruning Specifications); however, where a tree within an assigned block is better addressed by removal than by pruning, the City may issue a separate tree and stump removal work record. Removal and any associated stump grinding issued under this Section shall be performed in accordance with Section 12 (Tree Removal) and Section 13 (Stump Removal and Grinding) of the Scope of Work, and the Tree Care Standards referenced in Section 2. In conjunction with all other awarded Contractors under this Scope of Work, tree care services will ramp up to 35,000 street trees a year:

2027: 5,000 trees

2028: 10,000–15,000 trees

2029: 20,000 trees

ii. Each Contractor will be assigned work based on their capacity. Contract awards are divided into two size tiers — Small, and Large — to accommodate businesses of different capacity.

iii. The successful Contractor(s) will be expected to enter into a not-to-exceed Services Price Agreement with the City. All contracted services shall be factored into the Contractor's price bid and shall be inclusive of labor, materials, tools, machinery, vehicles, storage space, and equipment deemed necessary to perform all contracted services.

iv. All work shall be performed in accordance with the Tree Care Standards and the technical requirements set out.

1. TREE CARE STANDARDS

a. All tree work performed under this Contract shall comply with the City's Tree Care Standards in Exhibit B, in addition to the specifications set forth.

b. The City will provide the Contractor with the Tree Care Standards in effect at Contract execution. The Tree Care Standards may be updated periodically by the City Project Manager (PM) to reflect evolving best practices, code requirements, and program needs, and the Contractor shall perform work in accordance with the most current version in effect at the time work is performed.

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c. Measurement Standards: Unless otherwise specified, all tree and stump measurements under this Contract shall conform to Portland City Code Title 11 (Trees). Trees designated for work shall be measured for diameter at breast height (DBH, also referred to as diameter at standard height or DSH) at four and a half (4.5) feet above grade before work begins. When the trunk is at an angle or is on a slope, the trunk is measured at right angles to the trunk 4.5 feet along the center of the trunk axis, so the height is the average of the shortest and the longest sides of the trunk. For multi-stemmed trees, DBH shall be calculated per Portland City Code Title 11: add the diameter of the largest trunk to one-half the diameter of each additional trunk. A multi-stemmed tree has trunks connected below breast height; it does not include individual trees growing closely together or from a common root stock without trunks connected above the ground, which are to be considered individual trees.

i. Stumps designated for removal or flush cutting shall be measured for diameter at the cut surface two inches above grade before removal. For a stump that is not circular, the diameter measurement shall be taken at the widest point and the narrowest point of the cut surface, and the average of the two measurements shall be the size of the stump. This measurement does not include the extent of root flare or buttress roots.

ii. In the event of a discrepancy between the listed size and the actual size of a tree or stump, the Contractor shall not proceed without the permission of the City PM.

2. MEETINGS

a. Contractor must attend meetings with the City PM at the beginning of the Contract term and at the start of each subsequent Contract year. These meetings will be scheduled by the City PM. The City PM may require additional meetings with the Contractor if the City PM determines the need to manage the project.

b. The City PM may cancel a meeting that the City PM determines unnecessary.

c. The following are the required meetings:

i. Program Kickoff Meeting

1. This meeting shall cover program overviews, the Task Order(s), work order process, and program expectations for Neighborhood Pruning.

2. This meeting shall occur before the Contractor begins work under the Contract.

The date of the meeting shall be at the City PM's discretion, with at least two weeks' notice to the Contractor.

3. This meeting shall last no longer than two hours unless the City PM and Contractor agree to additional time.

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4. This meeting shall be held at a City facility or online through video conferencing.

5. The Contractor's Project Manager(s) and ISA Certified Arborist(s) of record assigned to this contract shall attend this meeting. Additional Contractor staff may attend at the discretion of the City PM.

ii. Annual Program Review Meeting

1. This meeting shall cover a review of the prior year's work, upcoming neighborhood sequencing, and any updates to specifications, reporting tools, or safety requirements.

2. This meeting shall occur annually, at a date determined by the City PM, with at least two weeks' notice to the Contractor.

3. This meeting shall last no longer than two hours unless the City PM and Contractor agree to additional time.

4. This meeting shall be held at a City facility or online through video conferencing.

3. COMMUNICATION

a. Contractor shall respond to communication requests from the City PM within the times specified in this Contract. Such response times shall be measured from the time the City submits a request. Contractor shall provide a response as outlined in this section under the Response Times set forth for specific priority levels.

b. The following priority levels shall apply to a request by the City:

i. Emergency (1): Services as performed are causing significant impact to Street Tree Care Program outcomes, or present an immediate hazard to the public, and an immediate response is required.

ii. Urgent (2): There is an issue with overall performance or critical services are not being performed properly, and remediation is required.

iii. Question or non-urgent request (3): A problem which does not stop the City's street tree pruning, removal, or stump grinding work from being performed but may impact non-critical work. Services are still able to continue, but discussions around issues need to be addressed.

iv. Informational (4): The City requires information or assistance about services provided by the Contractor.

c. The City PM will determine and identify the priority level when communicating with the Contractor.

d. Response Times

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Priority Level Response Time Status Update

1 1 hour Every 2 hours or as otherwise agreed

2 2 hours Every 8 hours

3 1 Business Day Within the work week

4 5 Business Days As mutually agreed upon

e. Initial requests and responses for all Level 1 and Level 2 requests will be by a telephone call. Subsequent status updates may be by phone or email, whichever is deemed most appropriate by the City PM. Level 3 and Level 4 requests may be made by phone, email, or other method as mutually agreed upon. Any intent to change the priority of a request, by either the City or Contractor, will require agreement by the other Party. Requests will remain open and active until both Parties concur in writing that successful resolution has been achieved.

f. Contractor shall provide in writing where to direct all phone and email communication requests. The Contractor shall provide written notice to the City PM of any changes that may impact the ability to respond to requests in the times outlined in the table above.

g. Community Relations & Resident Notification

i. STC Door Hangers: Contractor will place program provided notification door hangers at adjacent properties at least five (5) days prior to, but no more than two (2) weeks before, beginning work at any location. The City will provide all door hanger materials.

4. TRAININGS

a. Contractor shall attend at least one program training scheduled and organized by the City PM annually. The Contractor and their crew members assigned to the project shall attend this training. The City PM or staff designee shall attend all trainings. Additional City staff may attend at the discretion of the City PM.

b. The training shall be paid for by the City. Attendees will be compensated at the hourly labor rate.

c. The program training shall occur on or before the Contractor's first day of work each Contract year. The Contractor shall notify the City PM when the Contractor is prepared to begin work. The City PM will then coordinate with the Contractor to schedule a training which shall take place no earlier than two weeks from the Contractor's notification. The training shall last no longer than 8 hours unless the City PM and Contractor agree to additional time.

d. Trainings shall be held at a City facility, along a City street, or at another location at the discretion of the City PM.

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e. The Contractor shall provide their crew with specific tools for the trainings as required by the City PM.

f. Additionally, one representative of the Contractor assigned to this contract work shall attend the City's Local Tree Care Provider training annually.

i. Additional trainings may be provided if mutually agreed upon by both the Contractor and City PM.

ii. TreePlotter Inventory

i. The City will provide the Contractor with a TreePlotter user account and program training on the TreePlotter Inventory system through City of Portland Urban Forestry.

ii. All work will be assigned by City staff using the City’s approved software applications TreePlotter Inventory.

iii. Using the application, UF staff will create a Work Order with Work Records. Work Order and Work Records will be viewable by the contractor using a tablet or smart phone in the field.

iv. Contractors must have access to the Work Order and check Work Records on site before beginning work on each tree.

v. The Work Records will include task, assigned date, work status, and required work.

vi. Once the Work Record has been completed, Contractor shall complete the Work Record in the application.

vii. Once the Work Order has been completed, Contractor shall complete the Work Order in the application.

viii. Work must be approved by the City PM and UF Supervisor. Invoices will include work completed and approved by UF. Invoices must include the work order number, contract number, task order number, and purchase order number and be sent to UFSOPcontracts@Portlandoregon.gov for processing.

5. WORKDAY

i. All work under this Contract shall be performed during standard City business hours of Monday through Friday (7:00am to 5:00pm). No work shall be performed on the holidays listed in this section. Holidays include New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Labor Day, Veterans' Day, Thanksgiving Day, Friday after Thanksgiving Day, and Christmas Day. If a holiday occurs on a Saturday, work shall not be performed on the day before (Friday). If a holiday occurs on a Sunday, work shall not be performed on the day after (Monday).

ii. In the event work is performed on a Saturday, Sunday, or Holiday, the City shall not be required to pay additional costs associated with payroll for overtime.

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iii. No work shall commence on streets adjacent to schools prior to 9:00 A.M. or after 2:00 P.M. when school is in session.

iv. The Contractor is expected to work and maintain productivity in all weather, unless otherwise approved in writing by the City PM, with the exception of utility clearance pruning work during active storm conditions, per ANSI Z133 safety standards.

v. The Contractor is expected to work each consecutive business day until the assigned work is completed as directed by the City PM.

vi. On occasion, the City may require the Contractor to suspend work on specific days. The City PM shall make reasonable efforts to notify the Contractor at least five business days in advance of the required suspension.

vii. Emergency response work under Section 4 (Communication), Priority Level 1, is not subject to the standard workday restrictions above and shall be performed as directed by the City PM regardless of day or hour.

6. PERSONNEL, EQUIPMENT, AND CREW CONFIGURATION

a. Crew Configuration and ISA Certified Arborist Requirement

iii. Contractor shall furnish sufficient crews each day to perform the work assigned under this Contract, unless otherwise directed in writing by the City PM. Contractor shall determine the size and composition of each crew necessary to safely and effectively perform the assigned work, provided that each crew complies with all applicable requirements of the most current Portland Bureau of Transportation (PBOT) Temporary Traffic Control (TTC) Manual and or Oregon Department of Transportation (ODOT) Traffic Manual for the work zone, including qualified personnel for traffic and pedestrian control. At least one member of each crew responsible for traffic control shall hold a current Oregon Flagger Certification where required under PBOT TTC Manual Section 3.

ii. At least one ISA Certified Arborist shall be present on-site and actively supervising field operations at each work site. One ISA Certified Arborist may supervise up to three (3) crews only when those crews are working at the same site.

iii. Crew roster (employee IDs and titles) shall be submitted prior to work commencement and updated with any changes. ISA certification documentation shall be submitted with proposal and verified against the ISA registry.

b. High Voltage / Line Clearance Certification

i. Contractors performing pruning or removal work within or near overhead high-voltage utility line clearance zones must hold line clearance arborist credentials. To qualify as a line clearance arborist, individuals must be a signatory member of IBEW Local 125 (International Brotherhood of Electrical Workers). Contractors interested in qualifying should contact IBEW Local 125 directly to initiate the onboarding process before bidding.

ii. Proof of IBEW Local 125 signatory status is required at time of bid submission.

Contractor shall provide documentation of line clearance arborist credentials for all crew members performing utility zone work.

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iii. Contractors shall adhere to applicable standards: OSHA 29 CFR 1910.269 (Electric Power Generation, Transmission, and Distribution); ANSI Z133; PGE Qualified Contractor requirements; and IBEW Local 125 signatory status.

iv. Required equipment for utility zone work includes insulated tools, bucket trucks rated for utility proximity, and PPE per ANSI Z133.

c. General Personnel and Equipment Requirements

i. The Contractor shall supply crews with the necessary qualifications and all material and equipment needed to complete the work in accordance with these specifications.

ii. The Contractor shall carry communication materials provided by the City and refer any concerns from property owners or the general public to the City PM.

iii. The Contractor's employees shall be easily identifiable by either wearing a visible employee identification card or clothing with company logo.

iv. The Contractor's vehicles shall have their company name prominently displayed, in addition to the Program Signs required under Section 10.b.

v. Each crew shall be equipped with a City-compatible mobile device (smartphone and/or tablet) capable of accessing TreePlotter or the City's designated work record platform, allowing crew members to view assigned work records, tree locations, and specifications in the field. Contractor shall ensure devices are maintained, charged, and in working condition throughout each workday.

vi. The Contractor shall comply with all applicable federal, state, and local safety requirements, including OSHA requirements for the duration of work under this Contract.

The cost of compliance is included in the Contractor’s price.

d. Subcontracting

i. No subcontracting is permitted without prior written approval of the City PM. Contractor shall not permit a subcontractor to perform any work until the subcontractor has received such approval.

ii. Any approved subcontractor shall be bound by the same terms and conditions of this Contract as the Contractor, including the Tree Care Standards and all technical requirements of the Scope of Work. The Contractor remains fully responsible for all work performed by its subcontractors.

iii. The City reserves the right to require the Contractor to terminate the services of a subcontractor at any time.

7. SAFETY STANDARDS

a. The following safety standards apply to all work performed under this Contract:

i. All equipment to be used and all work to be performed shall be in full compliance with the most current revision of the American National Standards Institute Standard Z133.1 Safety Standard.

ii. All equipment shall be reliable, well-maintained, and relatively clean in appearance.

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iii. The City reserves the right to inspect Contractor's equipment at any time to determine condition and safety and to ensure that each crew is properly equipped with all required equipment as listed above and throughout these specifications.

iv. The Contractor shall obtain required permits for blocking of public streets or parking and traffic control from the appropriate agency (Portland Bureau of Transportation or Oregon Department of Transportation). The Contractor's price shall include the cost of all required permits; the City shall not separately reimburse the Contractor for permit costs. The Contractor is responsible for meeting permit terms.

v. The Contractor's price shall include the cost of any flaggers required to perform work under this Contract.

vi. External Situations. Contractor shall appropriately address external influences encountered during work, including rats, hornets, wasps, yellow jackets, or other animals and insects that could interfere with the safe performance of services under this Contract. Contractor shall also identify and appropriately address tree attachments, such as cabling, bracing, ornamental lighting, or other hardware, that may affect the safe performance of pruning or removal work and shall notify the City PM before removing or altering any such attachment.

vii. Nesting Birds. Contractor shall avoid impacts to nesting birds. The early nesting season is February 1st to April 15th and the primary nesting season is April 15th to July 31st. Bird species that may nest during the early season include raptors (owls, eagles, falcons, and hawks), herons, geese, and hummingbirds; generally, all other species nest during the primary season. Contractor shall avoid trees or shrubs containing active bird nests and shall notify the City’s representative of all nest locations. Removal of a tree or shrub with an active nest will not be allowed until after either the nest becomes inactive or the nest has been moved to an alternate location. (A permit from U.S. Fish and Wildlife Service is required for removal of the nest.) The City’s representative will provide instruction on how to proceed regarding each active nest. For additional information, see ‘Avoiding Impacts on Nesting Birds During Construction and Revegetation Projects’ on the City’s website at http://www.portlandoregon.gov/bes/article/322164

8. PROTECTION OF EXISTING FEATURES AND UTILITIES

a. Protection of Existing Features

i. The Contractor shall take necessary precautions to protect all paving, curbs, walls, buildings, vehicles, landscape, irrigation, utilities, and other existing site improvements, on public or private property, during pruning, removal, and stump grinding work. Any damage to existing features as the result of the Contractor's operations shall be immediately reported to the City PM by phone and followed up in written detail through email. The City will determine the appropriate course of action for repair work, either by the Contractor, the City, or another party. Repairs shall be made to the City's satisfaction.

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ii. The cost of any repair work shall be the responsibility of the Contractor and may be deducted from payment due to the Contractor or invoiced to the Contractor.

iii. Any cost related to site damage caused by the Contractor's operations shall be the sole responsibility of the Contractor.

b. Utilities

i. Work may be conducted in areas where overhead and/or underground utilities exist. It is the Contractor's responsibility to have underground utilities located prior to commencing any below-ground work, such as stump grinding. Utility locate requests may be submitted online at digsafelyoregon.com, by calling

(800) 332-2344, or by dialing 811, at least five (5) full business days prior to commencing work at any site.

ii. The Contractor shall make arrangements with overhead utility companies for removal of any necessary limbs or branches which may conflict with or create an electrical hazard during implementation of work under this Contract.

iii. Contractor shall perform work in such a manner that will avoid possible damage to utilities and shall notify the City of any above- or below-ground utility conflicts.

iv. In the event of a damaged utility, the Contractor shall immediately notify the City and contact the utility owner to initiate the repair process. Any utility damage caused by Contractor's work shall be repaired only by that utility's owner or representative. If the damaged utility creates a hazardous situation, the Contractor shall call emergency services. Contractor shall not continue work in the vicinity of a damaged utility.

v. Any cost related to utility damage caused by the Contractor's operations shall be the sole responsibility of the Contractor.

9. WORK AREA – TRAFFIC CONTROL AND SIGNAGE

a. Sign Posting and Traffic Control

i. For right-of-way: The Contractor shall provide sign posting and traffic control in accordance with the most current PBOT Temporary Traffic Control Manual and any approved traffic control plan. Where sidewalks or pedestrian routes are affected, the Contractor shall provide advance warning signage and barriers sufficient to protect pedestrians and maintain accessible routes as required by

PBOT.

ii. Contractor shall comply with the Manual on Uniform Traffic Control Devices (MUTCD) Part 6 Traffic Control guidelines, adapted for park roads and paths where applicable.

iii. No Parking signs: Contractor shall post City approved 'No Parking' signs prior to commencing work.

iv. All signs shall be removed upon completion of work on the same day.

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v. Failure to remove signage same day may result in the City withholding payment for that day's work until the signage is removed.

b. Program Signs – Branded Vehicle Signage

i. The Contractor shall have two (2) program signs secured to each vehicle used during the performance of work under this Contract. Signs shall display the name of Portland Parks & Recreation and relevant City officials as directed by the City PM.

ii. Material shall be plywood, tempered Masonite, magnetic material, or metal of professional quality.

iii. Program signs shall be removed when vehicles are performing work unrelated to this Contract.

iv. Contractor shall present a sample sign for approval at or before the kickoff meeting.

v. City PM will provide branded sign templates after contract award. Sign size and exact content will be determined at the Program Kickoff Meeting.

vi. Contractor's name, address, and telephone number shall be legibly printed in 3-inch letters on both vehicle doors or as approved by City PM.

10. PRUNING SPECIFICATIONS

a. General Pruning Standards

i. Pruning for each tree shall be performed as assigned via work record. Each work record shall be completed to meet the applicable pruning objective(s) — which may be one or several — as set out in the Tree Care Standards referenced in Section 2 (Tree Care Standards), to the satisfaction of the City PM and in the order directed. The City PM may include additional details in the work record description, such as maximum cut size or specific branches to be cut, and these details form part of the work record. Pruning that does not meet the Tree Care Standards shall be corrected prior to payment; where correction is not possible, payment may be withheld as determined solely by the City (see Section 17).

ii. All pruning shall be implemented under the direct onsite supervision of an ISA Certified Arborist.

iii. All assigned trees shall be pruned as directed on the work record; assigned trees shall not be skipped. Contractor shall first notify the City PM of any assigned tree that appears to be in critical condition prior to pruning. Exceptions to this requirement are:

a. Trees with pruning cuts made within the year should not receive additional pruning without approval of the PM. Signs of recent pruning include fresh cut surfaces, fresh wood chips or debris at the base, or a tree condition that no longer matches the work record or inspection photos. The Contractor is responsible for flagging such signs. The City PM determines whether the work record should proceed, be revised, or be closed.

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b. Dead, or dying trees previously tagged for removal, or trees otherwise determined by the City PM to be dying, shall not be pruned regardless of assignment. Contractor shall first notify the City PM of any assigned tree that appears to be in critical condition prior to pruning.

iv. If, in the Contractor's reasonable determination, the condition of a tree warrants more extensive work than is required under this Contract or the tree needs further assessment by a City PM, the Contractor shall immediately notify the City PM for further instruction.

v. The Contractor shall report all suspicious health conditions, such as signs of invasive pests or disease, to the City PM for further instruction.

vi. Pruning of Ash and Elm trees is subject to seasonal quarantine restrictions; see the Ash/Elm Pruning and Quarantine Requirements in Exhibit B: Tree Care Standards.

b. Pruning Objectives

i. Each work record shall meet one or more of the following pruning objectives, as applicable to the condition and location of the assigned tree(s): Manage Risk, Manage Health, Develop or Improve Structure, Restoration Pruning, and/or Provide Clearance.

ii. The technical criteria for each objective type are set out in Exhibit B: Tree Care Standards.

c. Pruning Cuts

i. Pruning cut types (branch removal, reduction, and heading cuts) and the technical requirements for each are set out in Exhibit B: Tree Care Standards.

ii. All pruning work is subject to inspection by the City PM during and after Contractor operations. Non-compliant cuts must be remedied prior to payment;

where correction is not possible, payment may be withheld. Non-compliant pruning (lion-tailing, topping, flush cuts, or spike use) may result in payment withholding and/or default proceedings.

11. TREE REMOVAL

a. Tree Removal Method – Process & Standards

i. Contractor shall remove any tree as directed by the City PM, including, but not limited to, trees that are dead, dying, diseased, or dangerous.

ii. Trees shall be topped and limbed prior to felling; ropes shall be used where needed to protect surrounding property.

iii. The stump and root system shall be removed to a minimum depth of four (4) to twenty-four (24) inches below grade, as directed by the City PM, as part of the same work record, unless removal is ordered as a flush cut or habitat snag (see Section 13.c).

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iv. Removal shall be documented per tree in the work record, including diameter and condition.

v. Work not meeting these standards shall be corrected prior to payment; where correction is not possible, payment may be withheld.

vi. Removal work may include street trees with confirmed or suspected infection of Dutch elm disease (DED); see Section 14.c for elm wood disposal requirements. Removal work may also include ash trees infested with Emerald Ash Borer (EAB); see Section 14.d for ash wood disposal requirements. All wood disposal requirements must be met.

vii. Contractor must maintain the operational capacity to perform pruning and removal work in any neighborhood or area of Portland, regardless of street classification, tree size, or job complexity.

viii. Contractor must be able to complete removals of structurally unsound trees using ground-based methods, with or without access to aerial lift equipment, where site conditions do not allow for safe climbing.

ix. Contractor must be able to complete work within 30 days of the work being assigned, independent of the response times in Section 4.

12. STUMP REMOVAL AND GRINDING

a. Stump Removal Method – Grinding & Excavation

i. Stumps designated for removal (with or without an associated tree removal) shall be ground or excavated to a minimum depth of four (4) to twenty-four (24) inches below adjacent grade including the root flare, as directed by the City

PM.

ii. Stumps solid in the soil shall be ground; uprooted or elevated stumps shall be excavated.

iii. The Contractor shall notify the City PM immediately if a stump cannot be ground or excavated to specification and shall not proceed without written authorization.

iv. The Contractor shall also remove sufficient subsurface roots, grindings, debris, gravel, and deleterious material necessary to eliminate surface humps and provide a planting site suitable for future tree installation.

v. All stump grindings and debris shall be removed from the site and shall not be used as backfill material unless allowed through written permission by City PM.

vi. DED Stump ground materials must be disposed of following the Urban Forestry Elm Wood Disposal procedure (see Section 14.c). EAB-infested ash stump ground materials must be disposed of following the Emerald Ash Borer Wood Waste Disposal procedure (see Section 14.d).

vii. The time allotted for completion of stump removal shall be limited to not more than one (1) day per stump; the hole shall be properly filled and the area restored by the completion of the workday, consistent with Section 13.d (Site Restoration – Backfill & Surface Repair). This timeframe may be extended, without triggering a violation, where the Contractor notifies the City PM before the deadline and the City PM approves additional time due to site conditions

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(e.g., stump size, root entanglement with utilities or infrastructure, soil conditions, or weather) beyond the Contractor’s reasonable control. Failure to initiate and maintain this level of production may result in the Contractor being found in violation of this Contract, subject to liquidated damages under Section 16 (Work Orders).

viii. Stump removal (without an associated tree removal) shall be invoiced per stump size class as specified in the accepted proposal. See Section 2 Tree Care Standards for stump measurement specifications.

b. Stump Flush Cutting (Alternate Method)

i. Where directed by the City PM in lieu of grinding/excavation, stumps shall be cleanly flush cut to no more than 2 inches above grade, smooth and free of jagged edges. On slopes, the cut surface shall match the surrounding pitch.

ii. Contractor shall notify the City PM immediately if a stump cannot be flush cut due to obstruction or embedded material (e.g. metal or concrete).

c. Habitat Snag Cutting (Alternate Method)

i. Where directed by the City PM in lieu of full stump removal, standing dead trees, or snags, may be left in place by cutting them to a height that will not threaten a target such as people or structures. The height of the remaining snag will be specified by the City PM in the work record.

d. Site Restoration – Backfill & Surface Repair

i. Voids left by stump removal shall be backfilled the same day with topsoil.

Backfill shall be non-clumped, friable surface soil reasonably free of grass, roots, weeds, sticks, rocks 2 inches or greater in diameter, debris, and foreign material. Stump grindings and other excavated material shall not be used as backfill. Rejected or excess material shall be disposed of at the Contractor’s expense and shall not be mixed in a truck, trailer, or other vehicle used to transport mulch or soil for a planting site.

ii. Topsoil shall consist of sandy loam with soil particles within the following percentages: 0-25% clay; 25-50% silt; 50-70% sand; 5-10% decomposed organic matter.

iii. Backfill shall be placed in layers and firmed so that no voids or air pockets remain. The Contractor shall supply additional backfill as needed to meet grade. Final soil level shall match the grade of the surrounding ground. Where the site is a concrete cut-out or planting strip less than 4 feet wide, final soil level shall match the soil grade below the adjacent sidewalk, but never more than 4 inches below the sidewalk surface grade.

iv. If stump removal and backfilling cannot be completed the same day, the Contractor shall secure the site overnight so that it is safe for the public, in compliance with PBOT requirements and City rules. The Contractor is responsible for public safety at the site.

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v. All debris,…