ITB 00002744 Citywide Arborist Services - For Posting.pdf

City Project 133685 Page 1 of 28 Citywide Arborist Services

ITB # 00002744

Date: July 6th, 2026

City of Portland, Oregon ITB No. 00002744 Invitation to BID for Citywide Arborist Services

PROPOSALS DUE:

July 22, 2026 By 4:00 P.M. LOCAL TIME

MEETING NOTICE:

There will be no pre-proposal meeting is scheduled for this ITB.

SUBMITTAL INSTRUCTIONS:

Submit proposals electronically by uploading the required proposal documents below to the City’s Procurement Services vendor portal, BuySpeed found at: https://procure.portlandoregon.gov/. Refer to Attachment 1 within this solicitation for instructions on how to upload proposals.

REFER ALL QUESTIONS TO:

Thor Haglund, Senior Procurement Specialist Procurement Services Email : thor.haglund@portlandoregon.gov mailto:thor.haglund@portlandoregon.gov

City Project 133685 Page 2 of 28 Citywide Arborist Services

SECTION 1 INTRODUCTION

1.1 Background

Several City of Portland bureaus including Parks and Recreation, the Bureau of Transportation, the Water Bureau and the Bureau of Environmental Services utilize arborist services in the course of their work in the City. The City protects public health, water quality and the environment. It also provides services such as sewage and storm water collection and treatment services to accommodate Portland's current and future needs and protecting the quality of surface and ground waters and conducts activities that plan and promote healthy ecosystems in our watersheds.

Pruning and removal of trees is often necessary for implementation of various construction and natural area restoration projects, maintenance of storm water management facilities (which may be in the right of way) and other properties, and establishment or maintenance of other green infrastructure assets.

1.2 REQUIRED SERVICES

Contractor shall provide arborist services including the following in accordance with the specifications identified herein:

a) Work closely with City of Portland personnel in various Bureaus to understand and accept project assignments.

b) Attend site visits as scheduled by the City representative.

c) Prune trees as directed by the City’s representative and in accordance with the technical specifications and industry standards for clearance, structural pruning, and/or hazard reduction.

d) Young tree pruning for establishment, structure, and health.

e) Remove trees as directed by the City’s representative and in accordance with the technical specifications and industry standards.

f) Dispose of organic debris generated in the course of implementing the work. For each project, the Contractor shall meet or exceed the City’s 85% waste diversion goal. At a minimum, 85% of project-specific waste shall be reused/repurposed, composted, or recycled. Salvaging and repurposing of quality, non-diseased logs is preferred over chipping when feasible (e.g. for lumber, stream restoration projects, etc.).

g) Treat stumps of removed trees with pre-approved herbicide according to Portland Parks and Recreation’s Integrated Pest Management Program:

https://www.portlandoregon.gov/parks/article/116237. Consult with the project manager prior to using any herbicides as their use may not be approved in some areas.

h) Grind out stumps of removed trees.

i) Provide professional arborist consulting services including tree protection plans, hazard tree evaluation, tree inspections, and arborist reports for tree permitting (PP&D Title 33 and Urban Forestry Title 11)

j) https://www.portlandoregon.gov/trees/article/571400).

k) Provide appropriate traffic control necessary to protect public and work safety.

l) Respond to emergencies or incidents reported by the public to the City within 24-48 hours of the Contractor’s notification by the City’s Project Manager.

m) Provide work reports and itemized invoices to each City Bureau.

1.3 PERSONNEL

The Contractor shall supply a crew with the necessary qualifications and all material and equipment needed to complete the work. Each standard crew shall include at least three (3) individuals. Crews must include:

• A foreman who can read and communicate in English

• An arborist certified by the International Society of Arboriculture (ISA)

• An experienced and preferably ISA Certified Tree Climber or Arborsit (for climbing crews only)

• An experienced and preferably ISA Certified aerial lift specialist (if required by project)

• A ground laborer

• Additional arborist(s) or laborer(s) as needed for certain projects with prior written approval of https://www.portlandoregon.gov/parks/article/116237 https://www.portlandoregon.gov/trees/article/571400

City Project 133685 Page 3 of 28 Citywide Arborist Services

City’s representative

Contractor shall initiate work on new projects within ten (10) business days of assignment. Contractor shall have staff capacity adequate to provide up to two (2) crews for use by the City during periods of peak work load or for larger projects.

Contractor may subcontract types of work and individual projects. All subcontractors must submit insurance certification and meet all other requirements of the Contract before performing work.

1.4 EQUIPMENT

Minimum standard equipment available shall include:

• A truck with an aerial lift (or experience securing)

• A brush chipper with minimum 12-inch capacity (or experience securing)

• A truck to haul away debris

Contractor shall provide this equipment as well as hand tools and other minor equipment as needed to complete the specified work is at no additional cost to the City.

For any diesel-powered equipment, the Contractor shall minimize idling and maximize the use of clean diesel strategies to the extent feasible (https://www.oregon.gov/deq/aq/programs/Pages/Diesel- Initiative.aspx). The use of applicable alternative fuel, low/zero-emission equipment and tools are encouraged.

All chainsaw oil and similar equipment lubricants shall meet the equipment manufacturer’s performance requirements and be readily biodegradable according to applicable ASTM standards for biodegradability of lubricants.

Major or non-standard equipment necessary for certain projects and pre-approved by the City representative will be reimbursed according to Attachment 2 – Bid Form. The City will reimburse rental costs per City of Portland Standard Construction Specifications, Section 00197.20(k). Contractor shall submit itemized documentation of the rental costs, including copies of rental invoices, with monthly invoice.

1.5 LICENSING AND CERTIFICATION

Contractor must hold a valid State of Oregon Construction Contractor Board (CCB) license. Arborists in each crew must be ISA (International Society of Arboriculture) certified.

For herbicide application, Contractor must maintain one of the following: Oregon Department of Agriculture Commercial Applicator, Commercial Operator, or Commercial Consultant license.

Contractor must complete the “Local Tree Care Providers” workshop as soon as possible after the execution of a contract. Information can be found at http://www.portlandoregon.gov/parks/article/424016.

Membership in the Tree Care Industry Association (TCIA) and the Pacific Northwest Chapter of the ISA is preferred but not required.

1.6 PERMITS

Trees in the City of Portland are regulated by the Urban Forestry Division of the Portland Bureau of Parks and Recreation and the Portland Permitting and Development per Portland City Code Title 11 and other associated codes. The City may secure necessary tree permits for work to be performed under this Contract and will provide a copy of the permit to the Contractor if they do. Contractor must confirm with the City representative on each project whether the City will secure the permits. Some work is likely to be covered by a Programmatic Permit. Contractor shall comply with all applicable permit conditions.

https://www.oregon.gov/deq/aq/programs/Pages/Diesel-Initiative.aspx https://www.oregon.gov/deq/aq/programs/Pages/Diesel-Initiative.aspx ftp://ftp02.portlandoregon.gov/PBOT/CDS/2010%20Standard%20Specifications/Parts/Part%200100%20-%20Black.pdf ftp://ftp02.portlandoregon.gov/PBOT/CDS/2010%20Standard%20Specifications/Parts/Part%200100%20-%20Black.pdf http://www.portlandoregon.gov/parks/article/424016

City Project 133685 Page 4 of 28 Citywide Arborist Services

Other permits required to safely complete the work assigned while following all local, state, and federal regulations shall be obtained by the contractors prior to work taking place. Permit fees will be reimbursed by the city with receipts or documentation provided with the invoice.

Coordination with utilities and holders of other infrastructure in the right of way (Tri-met, street car, etc.)

is the responsibility of contractors. Any fees will be reimbursed by the city with receipts or documentation provided with the invoice.

1.7 TECHNICAL SPECIFICATIONS

1.7.1. Tree Pruning

a) Trees to be pruned under this Contract may trees of all size, age, and condition classes.

b) All tree and shrub pruning activities shall conform to the most current revision of the

American National Standard for Tree Care Operations – Tree, Shrub, and other Woody Plant Management – Standard Practices (Pruning), ANSI A300: Part 1 and the companion ISA Best Management Practices publication.

c) All tree and shrub pruning shall be implemented under the direct onsite supervision of an ISA-certified arborist.

d) The City’s representative will specify the type(s) of pruning required for each tree, batch of trees, or project.

e) Types of pruning include:

1) Clearance pruning – Contractor may prune or shorten lower branches of trees to provide minimum clearance over streets and sidewalks. Minimum clearance heights are seven (7) feet for sidewalks, eleven (11) feet for residential streets, and fourteen

(14) feet for arterial streets or as specified by the assigned Task Order.

2) Crown cleaning – Contractor may remove all dead, dying, diseased, and damaged branches and remove or subordinate all crossing, rubbing, and competing branches, or as specified by the assigned Task Order.

3) Hazard reduction – Contractor may remove or shorten branches to reduce or eliminate potential hazards to safety or property, or as specified by the assigned Task Order

4) Structural pruning – Contractor may selectively remove or shorten branches of young trees to establish optimal branching structure, promote strong branch attachments, and reduce future conflicts and hazards, or as specified by the assigned Task Order

f) Contractor shall not remove more then a maximum of 25% of the live canopy/crown at any one time unless directed otherwise by City PM.

g) Contractor shall make clean pruning cuts either just outside the branch collar (for branches to be removed) or following industry standards of branch reduction . Contractor shall not make “stub” cuts or inter-nodal cuts.

h) Contractor shall employ the industry standard three-cut method to prevent tare outs.

i) Contractor shall not “top” trees (as defined by the industry).

1.7.2. Tree Removal

a) Trees to be removed under this Contract may include both small, young trees and larger, mature trees and may be located in a variety of land use settings.

b) Contractor shall remove trees in a safe manner to protect adjacent property, structures, and public and worker safety. Safe tree removal will generally require climbing and rigging with ropes and/or an aerial lift truck. Tree climbing must be performed by an ISA Certified Tree Climber or Arborist. The City’s representative may approve tree removal via directional felling in limited circumstances, including in natural areas or other locations with no hazard targets.

c) The City’s representative will indicate whether tree stumps are to remain, be debarked, or be removed and whether remaining stumps must be treated with herbicide.

Contractor shall grind out stumps to be removed.

City Project 133685 Page 5 of 28 Citywide Arborist Services

1.7.3. Stump Treatment

a) The City’s representative will indicate tree stumps to be treated with herbicide. Treatment shall occur immediately (within one (1) minute) after cutting. The cambium area next to the bark is the most critical area to treat.

b) The City’s representative will specify herbicide product to be used in compliance with Portland Parks and Recreation’s Integrated Pest Management Program.

c) The City will reimburse for the cost of herbicide material in accordance with Attachment 2 – Bid Form. Contractor shall submit itemized documentation of the herbicide costs, including copies of herbicide vendor invoices, with monthly invoice. Itemized cost shall be expressed as per unit (e.g. per ounce) basis. No additional mark-up shall be added.

d) Contractor shall comply with all federal and state laws, regulations, and policies regarding pesticide licensing, application, and record keeping.

e) For cut-stump herbicide applications, Contractor shall meet all licensing requirements of the Pesticides Program of the Oregon Department of Agriculture.

1.7.4. Stump Grinding

a) The City’s Representative, shall identify stumps to be removed.

b) Contractor shall call for utility locates as required by section 15.1 below.

c) For tree stump removal, the Contractor shall remove all tree stumps and buttress roots to a point twelve inches (12”) below the adjacent ground level, unless otherwise specified by Task Order.

d) Additionally, the Contractor shall remove sufficient subsurface roots as may be necessary to bring the area adjacent to the stump to grade of the surrounding landscape..

e) All areas where stumps have been removed, and areas disturbed by the removal operations, shall be backfilled to the level of adjoining grade with pulverized topsoil unless otherwise specified in the Task Order, Backfill shall take place the same day grindings are removed otherwise the site shall be properly barricaded overnight to ensure the safety of the public.

f) The Contractor shall supply all required topsoil to backfill areas disturbed by removal activities.

g) Stump grindings and debris shall not be used as backfill material.

1.7.5. Chemical Treatment

a) The City’s Representative shall identify trees to be treated with pesticide.

b) The City’s representative will specify pesticide product to be used in compliance with

Portland Parks and Recreations Integrated Pest Management Program.

c) Contractor shall comply with all federal and state laws, regulations, and policies regarding pesticide licensing, application, and record keeping.

d) The City’s representative will specify pesticide product use rate in accordance with product label and best management practices.

e) For all chemical application treatments, Contractor shall meet all licensing requirements of the Pesticide Program of the Oregon Department of Agriculture.

f) Contractor must remain on-site for the duration of the chemical application treatment.

1.7.6. Arborist Services

a) Contractor shall provide an ASCA Certified Consulting Arborist and/or ISA Certified Arborist licensed and registered to work in the State of Oregon who has understanding of the City of Portland Permitting processes and the City of Portland Tree Code.

b) Meet with City Representatives, visit future project sites(s), interpret existing documents, and understand, compile and assess City’s needs and goals;

c) Understand, oversee and verify compliance with City codes.

d) Develop arboriculture and related preliminary scopes of work and arboricultural programming for approval by the City;

e) Prepare service schedules and service costs for the project(s) as needed;

f) Perform arboricultural investigations and field verifications of tree resources including hazard tree assessments, completing required forms such as the ISA Basic Tree Risk Assessment Form and any other programmatic permit required forms;

City Project 133685 Page 6 of 28 Citywide Arborist Services

g) Perform site/field investigations, verification, analysis and identification studies relative to trees, tree illnesses or diseases, individual tree protection strategies, forest and habitat preservation and restoration including tree surveys and tree/health condition assessment reports, arborist reports. etc.;

h) Develop and prepare tree protection plans and alternate tree protection/preservation plans and strategies;

i) Perform and prepare tree inventory reports;

j) Perform plant diagnosis and tree risk assessment;

k) Perform on-site quality control of arboricultural practices and prepare daily arboricultural reports of work performed;

l) Inspect plant material for health, vigor, form, and to ensure all accepted materials are free from disease, insets, decay, physical damage and injury;

m) Determine and recommend the species, size, location of tree planting infrastructure on sites or projects;

n) Prepare cost-to-benefit studies for trees, natural areas and urban forests and evaluate, summarize and make recommendations;

o) Prepare presentation graphics as it relates to Arboricultural programming;

p) Create contract documents (Arborist reports, plans, specifications and special provisions), bid items and quantities, special clauses (warranties, Operations and Maintenance) relative to Arboricultural programming;

q) Generate sets of tree inventory, preservation and tree removal design drawings, (AutoCAD

– or any other format the City prefers – and hard copies), which meet the applicable City of Portland Tree Code, natural resource protection Codes and other applicable Codes;

r) Prepare cost estimates for proposed work, permits and/or bidding relative to Arboriculture;

s) Perform tree preservation reviews of existing design documents;

t) Perform contractor oversight of tree pruning, tree removal, tree protection and Tree Code compliance;

u) Perform contractor oversight of pruning for proper structural development, reduction of wind-sail, removal of crossing branches, broken and/or dead branches or necessary tree trimming or removal;

v) Perform contractor oversight of chipping of debris, sump grinding, hauling of wood and debris, free-climbing, use of high-lift truck or other related Arboriculture services equipment;

w) Create as-built documentation (electronic and paper formats);

x) Assess the City’s needs relative to Arboriculture services;

y) Coordinate with other design team members and provide design or other technical support services during construction;

z) Incorporate and support the City’s Natural Resource Protection, Sustainable Infrastructure and Sustainable Procurement best practices as they apply to the project policies;

information can be found at http://www.portlandoregon.gov/brfs/37732.

1.8 EMERGENCY SERVICES

Emergency services are described as services needed by the Contractor to mitigate tree-related hazards due to weather and/or other natural conditions. Contractor must provide emergency services within 6 hours of a request from the City.

Tree hazards commonly include dead and/or dying trees, dead parts of live trees, and unstable live trees with structural defects or other factors that have the potential to cause death, injury, and/or personal property damage if they fall. This task may involve pesticide application.

1.9 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 http://www.portlandoregon.gov/brfs/37732

City Project 133685 Page 7 of 28 Citywide Arborist Services 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.

1.10 CLEANUP AND DISPOSAL

At the end of each work day, and at the conclusion of each project, Contractor shall clean all pavement surfaces on both public and private property. All waste materials generated through implementation of work, including but not limited to wood chips, woody debris, leaves, and incidental trash, shall be separated and disposed of in an environmentally sustainable manner in accordance with all State, County, and City regulations. The City may specify additional disposal restrictions for debris from certain trees to prevent the spread of pests (i.e. insects) or disease (e.g. Dutch elm disease), or specific disposal sites for logs and woody debris.. Contractor shall leave all work sites looking clean and tidy, in line with community expectations for landscape maintenance. The City will pay one-way travel time to approved disposal sites for disposal of chippings and waste. The City will reimburse the contractor for the direct cost of tipping or disposal fees with provided disposal receipt.

1.11 INLET PROTECTION AND EROSION CONTROL

During periods of rain, Contractor shall use biobags as described in the Portland Erosion and Sediment Control Manual, section

4.3.3 (http://www.portlandonline.com/shared/cfm/image.cfm?id=94539), or other approved means, to protect all stormwater inlets within the work area as well as any stormwater inlets directly down slope of work area. Contractor shall also place biobags around and protect inlets that may be inside Stormwater Management Facilities (“SMF”s). Care shall be taken while working around inlets within SMFs so as not to allow topsoil to fall into storm drain. Contractor shall procure biobags, deliver to site, and install according to City of Portland Standards. After planting and clean-up work is completed, Contractor shall be responsible for proper recycling or disposal of biobags and any material gathered by them.

1.12 PROTECTION OF PRIVATE PROPERTY AND PUBLIC IMPROVEMENTS

The Contractor shall take all necessary precautions to protect paving, curbs, walls, landscape and other existing site improvements on public or private property during tree pruning or removal activities.

Removal or destruction of existing plantings is prohibited unless specifically authorized by the City.

Contractor must report any damage to existing features as a result of the Contractor’s operations. The City will determine the appropriate course of action for repair work., The cost of any repair work shall be the responsibility of the Contractor and may be deducted from payment due to the Contractor. Repairs shall be made to the City’s satisfaction.

1.13 INSPECTION AND REJECTION

All work sites shall be subject to post-inspection by the City in order to evaluate Contractor’s work and compliance with the Contract, industry standards, and regulations. Contractor may observe these inspections as they are underway. Any work (including clean-up) that does not meet the specifications as provided above and additional special instructions given on a per-tree or per-project basis shall be deemed unsatisfactory and rejected.

Should the City determine work quality is unsatisfactory, City will notify the Contractor in writing.

Contractor must cure rejected work within ten (10) calendar days following notification to avoid default.

If the work is not completed to an acceptable level of quality, City may cancel the project and reduce payment to the percentage of work completed that is of acceptable quality. If the work is seriously or chronically deficient, Contractor recognizes that the City may terminate the Contract in accordance with its terms.

1.14 WORK PERFORMED BY THE CITY

The City will assign a project manager to oversee the work and provide support as needed. The project manager and other Bureau staff will make available sufficient hours as is required to meet with the Contractor and provide such information as required.

http://www.portlandoregon.gov/bes/article/322164 http://www.portlandonline.com/shared/cfm/image.cfm?id=94539

City Project 133685 Page 8 of 28 Citywide Arborist Services

Other specific duties the City will perform include:

1.

2. Provide plans and specifications for individual projects or batches of work.

3. Schedule site visits to review scope and specifications for each project.

4. Perform periodic site visits during scheduled work as deemed necessary.

5. Provide on-site supervision as deemed necessary.

6. Provide inspection services and constructive feedback to ensure satisfactory service delivery.

City may assign to contractor

1. Secure any required tree permits.

2. Public outreach as necessary.

3. Prepare traffic control plans and procure permits as necessary.

1.15 DELIVERABLES AND SCHEDULE

Deliverables shall be considered those tangible resulting work products which are to be delivered to the City such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings and reports. Deliverables for this project shall include:

A work summary report for each project site shall be submitted along with each invoice. Work summaries may be a completed Work Order (depending or the ordering Bureau) and shall include:

a. Name of project or site description (street intersections, etc.).

b. Dates of work.

c. Description of work performed.

d. Count and description of any plants that require removal or replacement.

e. Any additional pertinent information from the project, (i.e. number of workers and hours).

All deliverables and resulting work products from this Contract will become the property of the City of Portland.

1.16 GENERAL SAFETY

In accordance with generally accepted safety practices, the Contractor shall be solely and completely responsible for conditions of the job site, including safety of all persons and property during the performance of the work. Contractor shall keep work site and adjacent areas clean and orderly to the greatest extent possible. This requirement will apply continuously and will not be limited to normal working hours.

All equipment to be used and all work to be performed shall be in full compliance with all applicable Occupational Safety and Hazard Administration (OSHA) standards and the most current revision of American National Standard for Arboricultural (ANSI) Z133 Safety Requirements for Arboricultural Operations, and A300 Standards for Tree Care Operators.

1.16.1. Utilities

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 http://digsafelyoregon.com or by calling (800) 332-2344 or 8-1-1. The Contractor shall make arrangements with overhead utility companies for removal of any necessary limbs or branches which may conflict with or create a hazard during implementation of work under this Contract.

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. 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. Any cost shall be the sole responsibility of the Contractor.

1.16.2. Access

http://digsafelyoregon.com/

City Project 133685 Page 9 of 28 Citywide Arborist Services

Public safety may require that the City limit access to public work sites, public facilities, and public offices, sometimes without little advance notice. The Contractor’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the Contractor’s employees and agents to be escorted to and from any public office, facility or work site if national or local security appears to require it.

1.17 TRAFFIC CONTROL

The Contractor will identify work locations which will require blocking a public street, bike lane, or sidewalk, use of flaggers, or use of additional traffic control devices. Blocking of public streets, bike lanes, or sidewalks will be permitted only with both the written approval of the required permit(s) from the Portland Bureau of Transportation (PBOT) or other relevant agencies.

All reimbursements shall be completed according to Attachment 2 – Bid Form.

Contractor shall maintain access to public streets and sidewalks at all times to the greatest extent practical. The minimum width for a street travel lane is ten (10) feet and the minimum width for a public sidewalk is four (4) feet. Contractor shall refer to Exhibit B – Temporary Traffic Control Guidelines for traffic control and signage requirements.

Contractor shall provide and place standard traffic control devices to protect motorists, bicyclists, pedestrians, and workers during the performance of work under this Contract at no additional cost to the City. Standard traffic control devices include barricades, cones, signs, and/or other warning devices.

Placement of flaggers, barricades, cones, signs, and/or other warning devices shall conform to American Traffic Safety Association standards and any additional State or City requirements. If necessary, Contractor may rent additional, non-standard control devices for project use, in accordance with Attachment 2 – Bid Form.

SECTION 2 GENERAL REQUIREMENTS AND INSTRUCTIONS TO BIDDERS

All bids are subject to the provisions and requirements of the Oregon Revised Statutes and the Portland City Code (PCC), including PCC 5.33.

2.1 Bid Preparation

2.1.1 Bid Format

Bids must be typewritten or prepared in ink and must be submitted on the form provided in the Invitation to Bid. No oral, telegraphic, telephone or facsimile bids will be accepted.

2.1.2 Conformance to Bid Requirements

Bids must conform to the requirements of the Invitation to Bid. All necessary attachments (residency statement, bid bond, references, descriptive literature, etc.) must be submitted with the bid and in the required format. Bid prices must be for the unit indicated on the bid.

Failure to comply with all requirements may result in bid rejection.

2.1.3 Conflict of Interest

By submitting a bid, a Bidder certifies that no officer, agent or employee of the City has a pecuniary interest in this Agreement has participated in preparation of the proposal or resulting Agreement, that the proposal was made in good faith without fraud, collusion, or connection of any kind with any other Offeror of the same proposals, and that the Offeror is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm.

City Project 133685 Page 10 of 28 Citywide Arborist Services

2.1.4 Cost of Bidding

This invitation to bid does not commit the City to pay any costs incurred by any Bidder in the submission of a bid, or in making necessary studies or designs for the preparation thereof, or for procuring or Contracting for the items to be furnished under the invitation to bid.

2.1.5 Use of Brand or Trade Names

Any brand or trade names used by the City in bid specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition. Bidders may submit bids for substantially equivalent products to those designated unless the Invitation to Bid provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to purchaser's approval.

2.1.6 Product Identification

Bidders must clearly identify all products bid. Brand name and model or number must be shown. The City reserves the right to reject any bid when the product information submitted wit the bid is incomplete.

2.1.7 Fob Destination

BID PRICES MUST BE F.O.B. DESTINATION FREIGHT PREPAID AND ALLOWED with all transportation and handling charges paid by the Bidder.

2.1.8 Exceptions

Any deviation from solicitation specifications, terms and conditions may result in bid rejection.

2.1.9 Delivery

Delivery time must be shown in number of calendar days after receipt of order.

2.1.10 Signature on Bid

Bids must be signed in ink by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and without collusion or fraud. Failure to sign is cause for bid rejection.

Signature on a bid also certifies that the Bidder has read and fully understands all solicitation specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without comprehending all requirements of the Invitation to Bid

2.1.11 Bid Modification

Modifications or erasures made before bid submission must be initialed in ink by the person signing the bid. Bids, once submitted, may be modified in writing before the time and date set for bid closing. Any modifications shall be prepared on company letterhead, signed by an authorized representative, and state that the new document supersedes or modifies the prior bid. Modification must be submitted in a sealed envelope clearly marked "Bid

City Project 133685 Page 11 of 28 Citywide Arborist Services

Modification" and bare the same markings as the bid envelope as identified on page 1.

Bidders may not modify bids after bid closing time.

2.1.12 Bid Withdrawals

Bids may be withdrawn in writing on company letterhead signed by an authorized representative and received by the Procurement Services prior to bid closing time. Bids may also be withdrawn in person before bid closing time upon presentation of appropriate identification.

2.1.13 Late Bids

Sealed bids must be received and time-stamped by Procurement Services prior to bid due time on the bid due date. Late bids will not be considered for award.

2.2 City Sustainability Objectives

The City has a history of striving to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City has established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local Action Plan on Global Warming, and the Stormwater Management Manual (to view these and related City policies, go to the Portland Policy Documents Website:

http://www.portlandonline.com/auditor/index.cfm?c=26818. As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials;

utilizing minority-owned, small, and/or local businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

2.3 Addenda to Plans or Specifications

If, in the opinion of the Chief Procurement Officer, additional information or interpretation should be provided, an Addendum will be made available to all known specification holders. Any Addendum will be issued seventy-two (72) hours or more before the scheduled closing time for submitting bids, not including Saturday, Sunday, and legal holidays. The City shall post all Addenda on the Procurement Services website. Failure of the Bidder to exercise due diligence to receive or obtain such Addenda shall not excuse the respondent from compliance therewith if awarded the contract.

2.4 Oral Instructions

Oral instructions or information concerning the ITB documents or the project given out by officers, employees, or agents of the City to prospective Bidders are not binding unless confirmed by Addendum.

2.5 Questions or Clarifications

It is the Bidder’s responsibility to ask questions, request changes or clarifications, or inform the City of Portland, Procurement Services if it believes the language, specifications or requirements of this ITB are ambiguous, contradictory, or have other problems. Unless a different time is provided in the ITB, questions received less than seven (7) calendar days prior to the date bids are due may not be answered Clarifications of any provision of the solicitation document are binding only if the City amends the solicitation document by Addendum.

City Project 133685 Page 12 of 28 Citywide Arborist Services

2.6 Protest of Solicitation Specifications

A Bidder who believes specifications are unnecessarily restrictive or limit competition may submit a protest, in writing, to the Chief Procurement Officer. To be considered, protests must be submitted within 7 days after a solicitation document is advertised (ten days if the bid is for a public improvement). Protests must be submitted via email to the Procurement Buyer identified on page 1.

2.7 Bid Opening

Bids will be publicly opened at the scheduled opening time stated in the Solicitation. Award decisions will not be made at the bid opening.

2.7.1 Bid Evaluation and Award

Multiple awards may be made to the lowest responsive and responsible Bidders according to the

Invitation to Bid.

2.7.2 Evaluation Criteria

Bids will be awarded based upon the evaluation criteria in the Invitation to Bid and in accordance with Section 5.33 of City Code.

2.7.3 Reciprocal Preference

In determining the "lowest responsible Bidder”, the City will add a percent increase to each out-of-state Bidder's bid price which is equal to the percent given to local Bidders in that Bidder's home state. For example, if the "lowest responsible Bidder" is from a state that grants a 10 percent preference to local Bidders, the City will add 10 percent to that Bidder's price when evaluating the bid. Reciprocal preferences may be viewed at:

http://www.oregon.gov/DAS/EGS/ps/Pages/reciprocal.aspx.

2.7.4 Local Contracting

The City prefers goods or services that have been manufactured or produced by a local business if price, fitness, availability and quality are otherwise equal; desires to employ local businesses in the purchase, lease, or sale of any personal property, public improvements or services; and wants the residents of the State of Oregon and SW Washington to benefit from optimizing local businesses and services, and the local employment opportunities they generate.

2.7.5 Delivery

Ability to meet the City’s required delivery date shall be used to determine responsiveness. Cash

Discounts: Cash discounts will not be considered for award purposes unless stated in the bid documents.

2.7.6 Payment

The City’s standard payment term is Net 30 days. Bids which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, vendors shall execute the City’s standard ACH Vendor Payment Authorization Agreement which is available on the City’s website at: https://www.portlandoregon.gov/brfs/article/658486 https://www.portlandoregon.gov/brfs/article/658486

City Project 133685 Page 13 of 28 Citywide Arborist Services

Upon verification of the data provided, the Payment Authorization Agreement will authorize the City to deposit payment for services rendered or goods provided directly into vendor accounts with financial institutions. All payments shall be in United States currency.

2.7.7 Bid Rejection

The City reserves the right to reject any and all bids.

2.7.8 Cancellation

The City reserves the right to cancel this solicitation at any time without award.

2.7.9 Bid Results

Bidders who receive awards will be notified of bid results via the Procurement Services website;

unsuccessful Bidders will not be directly notified. Bid results are available by phone or email.

2.7.10 Protests

A written protest regarding the procurement process or this solicitation document must be submitted within 7 days after a solicitation document is advertised. A written protests regarding contract award must be submitted in writing within 7 days after the award of a contract or Notice of Intent to Award, whichever occurs first. A written protest of any Addendum must be submitted by the close of the next business day after issuance of the Addendum. Late protests will not be considered. See PCC 5.33.

City Project 133685 Page 14 of 28 Citywide Arborist Services

SECTION 3 SUPPLEMENTAL REQUIREMENTS

3.1 Certification

For commercial products inclusive of industry standardized products, in lieu of normal sampling and testing procedures by the Bidder and the City, the City may accept from Bidder two (2) copies of the manufacturer’s certification with respect to the product involved, under conditions set forth as follows:

Certification shall state that the named product conforms to City’s requirements and that representative samples thereof have been sampled and tested as specified. Certification shall either be accompanied with a certified copy of test results, or certify that such test results are on file with the manufacturer and will be furnished to the City upon request. Certification shall give the name and address of the manufacturer, testing agency and the date of applicable testing.

City shall not be responsible for any costs of the certification or for any costs of the sampling and testing of products in connection therewith.

3.2 Product/Service Delivery:

Bid shall identify delivery date in days after receipt of order.

3.3 Intergovernmental Co-Operative Purchasing

The Bidder awarded the contract agrees to extend identical prices and services under the same terms and conditions to all public agencies. Quantities stated herein reflect the City of Portland usage only. Purchases from other agencies do not affect the Contactor’s obligation to the City of Portland. Other agencies will execute their own Contracts with the Bidder. The successful Contractor shall provide quarterly usage reporting of the City of Portland and that of other public agencies. Any Bidder, by written notification included with their bid, may decline to extend the prices and terms of this bid to any and/or all other public agencies.

3.4 Additional Purchases

The City reserves the right to purchase additional equipment [or materials] beyond the quantities stated in the bid documents at the same prices submitted by the Bidder. Such additional purchases are not guaranteed and will be made at the City’s sole discretion.

3.5 Preparation of Bids

3.5.1 Pre-Bid Meeting

There will be no pre-bid meeting or site visit scheduled for this project.

3.5.2 Intent Of Specifications

The intent of these specifications is to provide the City with a fully functioning, quality Arborist Services. Bidders shall include in their bids all costs for all labor, equipment and materials necessary to ensure that the Arborist Services is/are of quality while fully functioning, and timely, regardless of any apparent omission of any particular component of these specifications.

City Project 133685 Page 15 of 28 Citywide Arborist Services

If it appears the City omitted an important component of any item identified in this bid, the Bidder shall bring that matter to the attention of the City during the period of time available for requesting clarification [as indicated in Section 2.5]. The specifications in this ITB will be part of the Contract between the City and the successful Bidder(s).

3.5.3 Silence Of Specification

The silence or omission of the specifications as to any detail means that only the best commercial practices are to prevail in this ITB and resulting Contract; only materials and workmanship of first quality are to be used.

3.5.4 Taxes

Taxes, whether State or Federal, shall not be included in the bid prices. A tax exemption certificate will be provided by the City on request.

3.6 Submission of Bids

3.6.1 Bid Submittal

By submitting a bid, the Bidder agrees to furnish any and all equipment, supplies and/or services required by the ITB, at the prices quoted, pursuant to all requirements and specifications as contained therein.

All bids must be clearly and distinctly typed or written with ink or indelible pencil. Do not erase mistakes. Instead, cross out mistakes and correct them and corrections typewritten or written in ink adjacent thereto, and initialed in ink by the party signing the bid, or an authorized representative. As a result of any of these actions, if the intent of the Bidder is not clearly identifiable, the interpretation most advantageous to the City will prevail. All bids must be on the form furnished by the City, or it may be rejected by the City. The omission of such items as delivery dates, or any other required information may cause the offer to be considered non-responsive.

3.6.2 Bid Prices

The Bid price includes the cost to obtain all permits and licenses that may be required to perform the services required for the Contract. Submit unit or hourly prices if requested.

All prices quoted shall include all packing, handling, shipping charges, and the warranty provisions and requirements as listed in these specifications, FOB delivered and unloaded at the designated location(s). If assembly is required, offered prices shall include all costs associated with delivery, assembly, set-up and proper disposal of packaging materials.

The offer price shall be exclusive of any sales, purchaser, or consumer tax.

The prices submitted shall be firm during the first year of the Contract and my be renegotiated on a yearly basis for each subsequent year. Submit unit prices if requested.

Bid prices shall remain valid for 30 calendar days from bid opening unless otherwise indicated within the ITB. If the bid is accepted, prices shall remain firm for the specified Contract period.

3.6.3 Bid Pricing Form

City Project 133685 Page 16 of 28 Citywide Arborist Services

The Bidder shall include unit and extended pricing for all services offered on the form provided by the City within this solicitation or may be rejected. In the event of a conflict between unit pricing and extended pricing, unit pricing shall prevail.

3.6.4 Bid Bond

A bid bond is not required.

3.6.5 Execution Of Contract

The Bidder to whom award is made shall execute and return the Contract in the required number of copies, and shall furnish all required bonds and insurance certificates satisfactory to the city within twenty (20) days after the Bidder receives the Contract.

3.6.6 Failure To Execute Contract

Failure on the part of the Bidder to whom the Contract is awarded to execute the Contract and deliver the Contract, all required bonds and insurance certificates within the time required permits the City to cancel the award of the Contract and charge Bidder for the difference in price between its bid and that of the next lowest responsible bidder.

City Project 133685 Page 17 of 28 Citywide Arborist Services

SECTION 4 STANDARD TERMS AND CONDITIONS FOR CITY OF PORTLAND CONTRACTS

The following are some of the terms and conditions that will apply should a contract be awarded:

4.1 Definitions

The definitions found in PCC 5.33 shall apply to the contract:

4.2 Independent Contractor Status

The Contractor is engaged as an independent Contractor and is responsible for any federal, state, and local taxes and fees applicable to payments hereunder. The Contractor, its Subcontractors, and their employees are not employees of the City and are not eligible for any benefits through the City including, without limitation, federal social security, health benefits, workers’ compensation, unemployment compensation, and retirement benefits.

4.3 No Third Party Beneficiaries

Contractor and City are the only parties to this contract and are the only Parties entitled to enforce its terms. Nothing in this contract gives, assigns or provides any benefit or right, whether directly, indirectly, or otherwise, to third persons.

4.4 Successors In Interest

The provisions of this Contract shall be binding upon and shall inure to the benefit of the Parties hereto, and their respective successors and approved assigns.

4.5 Compliance With Applicable Law

Contractor shall comply with all federal, state and local laws, codes, regulations and ordinances applicable to the provision of goods under this Contract, including, without limitation, the provisions of ORS 279C.505, 279C.515, and 279B.235, as set forth below and the provisions of: (i) Title VI of the Civil Rights Act of 1964 and its corresponding regulations as further described at:

http://www.portlandoregon.gov/bibs/article/446806 ;

Additional conditions applicable to this solicitation and/or any resultant purchase order or contracts are included in Appendix A as attached hereto.

4.6 Business Compliance

All statutory, charter and ordinance provisions applicable to public contracts in the City of Portland and the State of Oregon shall be followed with respect to this Contract. The Bidder must be in compliance with the regulations regarding conducting business in the City of Portland and State of Oregon before an award may be made. The Bidder shall be responsible for the following:

4.6.1 Certification as an EEO Affirmative Action Employer

Contractor shall be certified as an Equal Employment Opportunity Affirmative Action Employer as prescribed by Chapter…