ITB-2026-02_Tree_Trimming_and_Removal_Services_-_Solicitation.pdf

INVITATION TO BID (ITB)

CITY OF MILTON

MILTON, FL

BID NO. 2026.02 ITB Tree Trimming and Removal Services

Solicitation Published Date: All Questions Due:

04/09/2026 at 6:00 AM (CST) 04/17/2026 by 4:00 PM (CST)

Bid Due and Opening Date: Questions and Answers Posted:

05/06/2026 at 2:00 PM (CST) 04/27/2026 by 4:00 PM (CST)

Pre-Bid Conference Location:

Milton City Hall 6738 Dixon Street Milton, FL 32570

SUBMIT SEALED BIDS TO:

City of Milton

Purchasing Department ATTN: Michele Williams

Purchasing Officer

(850) 983-5480 mwilliams@miltonfl.org

ITB #2026.02

Contents

ADVERTISEMENT FOR BIDS

SECTION 1 - AUTHORITY

SECTION 2 – DEFINITIONS

SECTION 3 – GENERAL INFORMATION

SECTION 4 – SCOPE OF SERVICES

SECTION 5 – COMPENSATION AND PRICING

SECTION 6 – MINIMUM QUALIFICATIONS

SECTION 7 – SPECIAL REQUIREMENTS

SECTION 8 – EVALUATION AND BASIS OF AWARD

SECTION 9 – AWARD PROCESS AND CONTRACT

SECTION 10 – BID SUBMITTAL REQUIREMENTS

SECTION 11 – INSTRUCTIONS TO BIDDERS

APPENDIX A

BID PROPOSAL

BID SCHEDULE

BIDDER QUALIFICATION STATEMENT

BIDDER CERTIFICATION AND ADDENDA ACKNOWLEDGEMENT

APPENDIX B

SUBCONTRACTOR LIST

ANTI-HUMAN TRAFFICKING COMPLIANCE AFFIDAVIT

CERTIFICATION REGARDING NONDISCRIMINATION

CONFLICT-OF-INTEREST CERTIFICATION

DRUG-FREE WORKPLACE CERTIFICATION

E-VERIFY COMPLIANCE CERTIFICATION

NON-COLLUSION AFFIDAVIT

PUBLIC ENTITY CRIMES AFFIDAVIT

SCRUTINIZED COMPANIES CERTIFICATION

APPENDIX C

ADVERTISEMENT FOR BIDS

BID #2026.02

TREE TRIMMING AND REMOVAL SERVICES

SECTION 1 - AUTHORITY

The City of Milton (“City”) issues this Invitation to Bid (“ITB”) pursuant to Article VIII, Section 2(b) of the Florida Constitution; Chapter 166, Florida Statutes, including

§166.021, F.S.; and the City of Milton Purchasing Policy 9.0, as may be amended.

This ITB solicits sealed bids from qualified and properly licensed contractors to provide the services described in the Contract Documents.

The services solicited herein constitute non-professional, non-construction services. Accordingly, this procurement is not subject to §287.055, F.S., or

Chapter 255, F.S., except as expressly incorporated into the Contract

Documents.

Award, if made, shall be to the lowest responsive and responsible Bidder in accordance with the terms of this ITB and the City’s Purchasing Policy.

SECTION 2 – DEFINITIONS

For purposes of this Invitation to Bid and any resulting Contract, the following terms shall have the meanings set forth below:

2.1 “ITB” or “Solicitation” means this Invitation to Bid and all addenda issued by the City prior to Bid opening.

2.2 “Addendum” means a written clarification, modification, or revision to the

ITB issued by the City prior to Bid opening.

2.3 “Bid” means the written offer submitted by a Bidder in response to this ITB to perform the Work described in the Contract Documents for the price(s) stated therein.

2.4 “Bidder” means a firm, partnership, corporation, limited liability company, or other legal entity properly licensed that submits a Bid in response to this ITB.

2.5 “Base Bid” means the Bidder’s stated lump sum or unit price amount for performing the Work exclusive of any Add Alternates.

2.6 “Add Alternate” or “Alternate Bid Item” means a separately identified portion of the Work for which the Bidder provides a separate price, to be added to or deducted from the Base Bid at the City’s discretion in determining award.

2.7 “Responsive Bid” means a Bid that conforms in all material respects to the requirements of this ITB without material deviation or reservation.

2.8 “Responsible Bidder” means a Bidder who has the capability, integrity, financial capacity, experience, equipment, and personnel necessary to fully perform the Contract requirements and assure good faith performance.

2.9 “Notice of Award” means the written notice issued by the City informing the successful Bidder that it has been selected for award of the Contract.

2.10 “Agreement” or “Contract” means the written agreement executed between the City and the successful Bidder, including the Contract

Documents incorporated therein.

2.11 “City” means the City of Milton, Florida.

2.12 “Contractor” means the Bidder to whom the Contract is awarded and who executes the Agreement with the City.

2.13 “Work” or “Services” means the tree trimming, removal, stump grinding, debris hauling, and related vegetation management services described in this

Solicitation.

2.14 “Contract Documents” means the documents that form the binding agreement between the City and the Contractor, including the Agreement, this ITB and all addenda, the Bid Form, General and Supplementary

Conditions, Technical Specifications, Drawings, Notice to Proceed, and properly executed Change Orders.

2.15 “Notice to Proceed” means the written authorization issued by the City directing the Contractor to commence the Work and establishing the

Contract Time.

2.16 “Unit Price” means the price stated in the Bid for a single unit of Work, including all costs necessary to complete that unit.

2.17 “Change Order” means a written amendment to the Contract executed by the City and the Contractor authorizing a change in the Work, Contract

Price, Contract Time, or any combination thereof.

2.18 “Subcontractor” means an individual or entity having a direct contract with the Contractor to perform a portion of the Work at the Project site.

SECTION 3 – GENERAL INFORMATION

3.1 Solicitation Overview

The City is soliciting sealed bids from qualified contractors to provide as-needed tree trimming, pruning, removal, stump grinding, debris hauling, and related vegetation management services.

The resulting Contract will be a single-award, as-needed term services agreement. Compensation shall be based solely on the unit prices and hourly service rates submitted in the Bid Schedule (Schedule of Rates and Unit Pricing).

No minimum quantities, hours, or work volumes are guaranteed under this

Contract.

For purposes of award, the City will determine the lowest responsive and responsible Bidder in accordance with the evaluation methodology set forth in

Section 8 (Evaluation and Basis of Award), based on the Bidder’s submitted

Schedule of Rates and unit prices.

3.2 Issuing Office

This solicitation is issued by the City of Milton Purchasing Division.

All communications regarding this ITB shall be directed only to the designated

Procurement Representative, Michele Williams at mwilliams@miltonfl.org identified in this Section 3 (General Information).

3.3 Administrative Details and Dates

Bid No.: 2026.02

Bid Title: 2026.02 ITB Tree & Trimming and Removal Services

Date of Issuance: 04/09/2025

Project Description and Scope of Work: The City is soliciting sealed bids from qualified contractors to provide as-needed tree trimming, pruning, removal, stump grinding, debris hauling, and related vegetation management services.

Procurement Contact: Name: Michele Williams

Phone: (850) 983-5480

Email: mwilliams@miltonfl.org mailto:mwilliams@miltonfl.org mailto:mwilliams@miltonfl.org

Department Head / Project Manager: Name: Lee Willingham

Phone: (850) 291-4190

Email: lwillingham@miltonfl.org

Contract Coordinator: Name: April Taylor

Phone: (850) 983-5400 x 1308

Email: ataylor@miltonfl.org

Questions Due By: 04/27/2026

Bid Opening Location:

Bid Submittal Deadline:

Milton City Hall, 6738 Dixon Street, Milton, FL 32570

05/06/2026 by 2:00 PM

3.4 No Negotiation

This is a competitive sealed bid. Except as permitted by law, the City shall not negotiate price with the lowest responsive and responsible Bidder.

SECTION 4 – SCOPE OF SERVICES

4.1 General Description

The Contractor shall furnish all labor, supervision, equipment, tools, vehicles, materials, traffic control, and incidentals necessary to perform tree trimming, pruning, removal, stump grinding, debris hauling, and related vegetation management services as authorized in writing by the City.

Services may be performed on City-owned or City-maintained property, public rights-of-way, easements, utility corridors, and other locations authorized by the

City. Services shall not be performed on private property unless expressly authorized in writing by the City.

No Services shall be performed without prior written authorization from the City.

4.2 Routine Tree Trimming and Vegetation Management

Routine services may include, but are not limited to:

a. Trimming and pruning of trees and vegetation to maintain clearance for roadways, sidewalks, signage, utilities, and public infrastructure;

b. Removal of dead, diseased, damaged, hazardous, or otherwise City-authorized trees and limbs;

mailto:lwillingham@miltonfl.org mailto:ataylor@miltonfl.org

c. Vegetation management necessary to maintain safe public access, visibility, and infrastructure protection; and

d. Associated cleanup, raking, hauling, and lawful disposal of debris generated by the Services.

Compensation for routine services shall be based on the Schedule of Rates and

Unit Pricing submitted with the Bid.

4.3 Tree Removal and Stump Grinding

When authorized by the City, the Contractor shall perform complete tree removal, including removal and disposal of the entire tree and associated debris.

a. Grounds shall be raked free of debris generated by the removal process.

b. Stumps shall be ground below surrounding grade unless otherwise directed by the City.

c. Where stump grinding is not feasible, stumps shall be cut at or near grade as directed.

d. Stump cavities shall be filled and left level with the surrounding ground.

e. Disturbed areas shall be left in a neat and level condition.

4.4 Debris Removal and Disposal

All trees, limbs, stumps, and related debris generated by the Services shall be removed from the site and lawfully disposed of by the Contractor within five (5) working days after completion of the authorized work, unless otherwise directed by the City.

All debris removal, hauling, transportation, processing, tipping fees, and lawful disposal costs shall be included in the applicable pricing structure (unit-price or hourly-rate), unless otherwise expressly authorized in writing by the City.

Disposal shall comply with all applicable federal, state, and local environmental regulations.

4.5 Safety and Worksite Conditions

The Contractor shall perform all Services in accordance with applicable FDOT

Standard Plans for Traffic Control, where applicable, and local permitting requirements. All personnel shall utilize appropriate safety practices and personal protective equipment.

When working within public rights-of-way, the Contractor shall implement appropriate traffic and pedestrian control measures in accordance with applicable standards.

4.6 Standards of Performance

All Services shall be performed in a safe, professional, and workmanlike manner consistent with generally accepted industry standards for arboricultural and vegetation management services.

All pruning shall conform to generally accepted arboricultural standards, including ANSI A300, where applicable.

4.7 Supervision

The Contractor shall provide competent supervision for all field operations and shall designate a responsible individual to coordinate work activities with the

City.

4.8 Work Hours

Routine Services shall generally be performed during normal business hours, Monday through Friday, excluding City-recognized holidays, unless otherwise authorized by the City.

Normal business hours shall mean 5:00 a.m. to 6:00 p.m., Monday through Friday, excluding City-recognized holidays.

SECTION 5 – COMPENSATION AND

PRICING

5.1 Contract Price

☐ Lump Sum Pricing Shall Apply. ☒ Unit Pricing and Hourly Pricing Shall Apply.

Pricing shall be based on the Bid Schedule / Schedule of Rates and Unit Price form, which shall consist of:

1. Whole Tree Removal Unit Pricing;

2. Hourly Service Rates (for Services not involving whole tree removal); and

3. After-Hours Hourly Service Rates.

The applicable pricing structure shall be designated by the City in each written work authorization.

Whole Tree Removal Unit Pricing shall be deemed all-inclusive and shall include mobilization, complete tree removal, stump grinding (unless otherwise directed), cleanup, hauling, disposal, overhead, profit, and all incidentals necessary to perform the authorized removal.

Hourly Service Rates and After-Hours Hourly Service Rates shall be deemed to include all labor, supervision, equipment, tools, vehicles, materials, mobilization, overhead, profit, and all incidentals necessary to perform the authorized

Services, unless otherwise expressly stated in the Bid Schedule.

The Contract is an as-needed term services agreement. No minimum quantities or hours are guaranteed.

All costs necessary to perform the Services described in the Solicitation shall be included in the Bid Schedule / Schedule of Rates and Unit Price form submitted.

5.2 Bid Quantities

Where the Bid includes estimated quantities for unit price items, such quantities are approximate and are provided solely for evaluation purposes. Actual quantities may increase or decrease as required for completion of the Work.

SECTION 6 – MINIMUM QUALIFICATIONS

6.1 Minimum Requirements

☒ Shall Apply. ☐ Shall Not Apply.

To be considered for award, the Bidder must meet the following minimum qualifications at the time of Bid submission:

1. Legal Authorization to Conduct Business

The Bidder must be legally authorized to conduct business in the State of

Florida.

2. Licensure

The Bidder must hold all licenses required under Florida law to perform tree trimming, removal, and related vegetation management services. All required licenses must be active and in good standing at the time of Bid submission and must remain active for the duration of the Contract. The

City reserves the right to verify licensure status.

3. Experience

The Bidder must have been actively engaged in providing tree trimming, removal, or similar vegetation management services for a minimum of two

(2) years prior to the Bid submission date.

4. References

The Bidder must provide a minimum of three (3) references for comparable services performed within the past five (5) years. Each reference shall include the project name, location, description of services performed, and owner contact information.

5. Insurance Capability

The Bidder must be capable of obtaining and maintaining the insurance coverage required in Section 7 of this Solicitation and the resulting

Contract.

Failure to meet any of the above minimum qualifications may result in the Bidder being determined non-responsible and ineligible for award.

SECTION 7 – SPECIAL REQUIREMENTS

7.1 Business Tax Receipts.

☒ Shall Apply. ☐ Shall Not Apply.

The successful Bidder shall obtain all required business tax receipts or local occupational licenses required to perform services within the City prior to issuance of a Purchase Order or execution of the Contract, as applicable.

Submission with the Bid is not required.

7.2 Insurance

☒ Shall Apply. ☐ Shall Not Apply.

The successful Bidder shall obtain and maintain, at its own expense, the minimum insurance coverages and limits specified in this Section 7 and shall maintain such coverage for the duration of the Contract. Proof of insurance shall be submitted to and approved by the City prior to contract execution and commencement of work.

The City shall be named as an additional insured on all required liability policies, and coverage shall be primary and non-contributory, as further detailed in the

Form of Agreement.

Minimum Insurance Coverages and Limits:

A. ☒ Commercial General Liability

Occurrence form, including bodily injury, property damage, personal and advertising injury, and products/completed operations:

• General Aggregate: $1,000,000

• Products/Completed Operations Aggregate: $1,000,000

• Each Occurrence: $1,000,000

• Personal & Advertising Injury: $1,000,000

B. ☒ Automobile Liability

Coverage for owned, non-owned, and hired vehicles with a combined single limit of not less than $1,000,000 per accident.

C. ☒ Workers’ Compensation and Employer’s Liability

Workers’ Compensation in compliance with Chapter 440, F.S.

Employer’s Liability limits not less than:

• Each Accident: $100,000

• Disease – Each Employee: $500,000

• Disease – Policy Limit: $100,000

D. ☒ Umbrella Liability

Umbrella coverage with limits of not less than $1,000,000 per occurrence, excess over required liability policies.

E. ☒ Contractors’ Pollution (Required if herbicides or chemicals are used)

Required if herbicides or chemical applications are performed. Minimum limits:

• $1,000,000 per occurrence

• $1,000,000 aggregate

7.3 Required Permits

The successful Bidder shall obtain, at no additional cost to the City, all permits required to perform the services described in this Solicitation, including but not limited to right-of-way permits or traffic control permits where applicable.

The Contractor shall be responsible for compliance with Florida’s Underground

Facility Damage Prevention and Safety Act, Chapter 556, F.S., including

Sunshine 811 notification requirements.

Contractor shall notify Sunshine 811 prior to excavation, stump grinding, or any activity that may disturb underground utilities.

SECTION 8 – EVALUATION AND BASIS OF

AWARD

8.1 Evaluation

For purposes of determining the lowest responsive and responsible Bidder, the

City will calculate a Total Evaluated Bid Amount by applying evaluation-only estimated quantities and estimated hours to the Bidder’s submitted:

1. Whole Tree Removal Unit Prices (Healthy Tree and Dead Tree);

2. Hourly Service Rates; and

3. After-Hours Hourly Service Rates.

The Bidder with the lowest Total Evaluated Bid Amount shall be recommended for award.

The resulting Contract is an as-needed agreement and compensation shall be based solely on Services authorized and performed in accordance with the applicable pricing structure.

8.2 Responsiveness

The City will review each Bid to determine whether it is responsive to the requirements of this Solicitation. A responsive Bid is one that conforms in all material respects to the Solicitation Documents.

Failure to submit required documents, failure to acknowledge addenda, or failure to comply with material requirements of this ITB may result in the Bid being deemed non-responsive.

8.3 Responsibility

The City shall determine whether the lowest responsive Bidder is responsible. In determining responsibility, the City may consider factors including, but not limited to:

• Experience and past performance

• Financial capability

• Equipment and personnel capacity

• Safety record

• Litigation or contract history

• Compliance with statutory requirements

• Ability to obtain required insurance and permits

The City may request additional information to assist in its responsibility determination. Failure to provide requested information may result in a determination of non-responsibility.

8.4 Clarifications

The City may request clarification of information submitted in a Bid for the purpose of resolving ambiguities or confirming compliance with the requirements of this ITB.

Clarifications shall not constitute negotiations and shall not permit modification of price, scope, or other material terms of the Bid.

8.5 Rejection of Bids

The City reserves the right to:

• Reject any or all Bids

• Waive minor irregularities that do not affect price or substantive rights

• Verify references, qualifications, and other information submitted

• Conduct responsibility investigations as permitted by law

The City’s determination of responsiveness and responsibility shall be final, subject to applicable protest procedures under the City of Milton Purchasing

Policy 9.0.

8.6 Local Vendor Preference

Pursuant to the City of Milton Purchasing Policy 9.0, the City encourages participation by local vendors and may consider a Local Vendor Preference in determining the lowest responsive and responsible Bidder, provided such preference is not prohibited by applicable state or federal law or funding requirements.

For purposes of this Solicitation, a “Local Vendor” means a business entity that maintains a physical business location within the corporate limits of the City of

Milton.

Bidders seeking consideration as a Local Vendor must identify such status in their

Bid and provide documentation sufficient to establish eligibility.

8.7 Tie Bids

In the event of a tie between two or more lowest responsive and responsible

Bidders, the tie shall be resolved in accordance with the City of Milton

Purchasing Policy 9.0.

SECTION 9 – AWARD PROCESS AND

CONTRACT

9.1 Notice of Intended Award

Following completion of the evaluation described in Section 8 (Evaluation and

Basis of Award), the City will post a Notice of Intended Award identifying the lowest responsive and responsible Bidder.

The Notice of Intended Award shall be posted in accordance with the City of

Milton Purchasing Policy 9.0.

9.2 Notice of Award

If no timely protest is filed, or upon resolution of any timely protest, the City may issue a Notice of Award to the successful Bidder.

Issuance of the Notice of Award does not authorize commencement of the

Work and does not constitute a binding contract between the parties.

9.3 Contract Execution

The successful Bidder shall execute the proposed Form of Agreement and provide all required insurance documentation within the timeframe specified in the Notice of Award.

Execution of the Contract and submission of required documentation are conditions precedent to commencement of services.

9.4 Failure to Execute

Failure of the successful Bidder to timely execute the Contract or provide required documentation may result in withdrawal of the award. The City may, at its discretion, award the Contract to the next lowest responsive and responsible

Bidder or re-solicit the services.

9.5 Contract Term

The Contract shall be for the term stated in the Form of Agreement.

9.6 Form of Agreement

The Form of Agreement is attached to this Solicitation as Appendix C, and is incorporated herein by reference, and will be executed by the successful Bidder without material alteration, except as approved in writing by the City.

Submission of a Bid constitutes acknowledgment of, and agreement to execute the Form of Agreement if awarded.

SECTION 10 – BID SUBMITTAL REQUIREMENTS

10.1 Bid Submittal Deadline

Bids must be received no later than the date and time stated in Section 3. Bids received after the stated deadline will not be accepted and will be returned unopened.

10.2 Bid Submittal Location

Bids shall be complete and submitted in a sealed envelope, one (1) original and one (1) copy, to:

City of Milton

Attn: Purchasing Department

6738 Dixon Street

Milton, Florida 32570

10.3 Public Bid Opening

Bids will be publicly opened and read aloud at the Milton City Hall beginning at

2:00 PM.

10.4 Responsibility for Delivery

It is the sole responsibility of the Bidder to ensure that its Bid is received at the designated location on or before the stated deadline. The City shall not be responsible for delays caused by mail, courier service, or other delivery methods.

Bids submitted by telephone, email, facsimile, or other electronic transmission will

NOT be accepted.

Failure to comply with the submission requirements of this ITB may result in the Bid being deemed non-responsive.

10.5 Required Bid Contents

The Bid shall consist of the documents and forms identified below. All forms contained in Appendix A and Appendix B are mandatory and must be fully completed, executed, and submitted with the Bid unless expressly identified as not applicable.

Failure to submit required forms, certifications, affidavits, or documentation may result in the Bid being deemed non-responsive.

The Bid shall be organized in the order listed below.

1. Appendix A:

a. Bid Form

b. Bid Schedule / Schedule of Rates and Unit Pricing Form

c. Bidder’s Qualification Statement

d. Bidder’s Certification and Addenda Acknowledgement

2. Appendix B:

a. Subcontractor List (if applicable)

b. Anti-Human Trafficking Compliance Affidavit

c. Certification Regarding Nondiscrimination

d. Conflict-of-Interest Disclosure and Certification

e. Drug-Free Workplace Certification

f. E-Verify Compliance Certification

g. Non-Collusion Affidavit

h. Public Entity Crime Affidavit

i. Scrutinized Companies Certification

All required forms shall be properly executed. Forms requiring notarization must be notarized.

Failure to submit all required documents at the time of Bid opening may result in the Bid being deemed non-responsive.

10.6 Required Envelope Markings

The sealed envelope shall clearly display:

To: C i ty of Milton

VENDOR Name:

SEALED BID * DO NOT OPEN

Sealed ITB #2026.02

Title: ITB 2026.02 Tree Trimming and Removal Services

DUE DATE/TIME: Wednesday, May 06, 2026 / 2:00 PM (CST)

SECTION 11 – INSTRUCTIONS TO BIDDERS

11.1 General

This Invitation to Bid (“ITB”) is issued by the City of Milton for the purpose of obtaining sealed bids from qualified contractors to provide tree trimming, removal, and related vegetation management services as described in the

Solicitation Documents.

All documents issued in connection with this Solicitation, including the ITB, plans, specifications, appendices, exhibits, and addenda, collectively comprise the

Solicitation Documents and are complementary to one another.

Bidders are responsible for reviewing the Solicitation Documents prior to submission of the Bid and complying with all requirements contained therein.

Bidders are responsible for monitoring the City’s designated solicitation platforms for the issuance of addenda.

Failure to acknowledge addenda as required may result in the Bid being deemed non-responsive.

11.2 Official Solicitation Platforms

The City utilizes BidNet Direct, DemandStar, and the City’s official website for publication of solicitation opportunities and addenda. Bidders are solely responsible for monitoring these platforms and ensuring receipt of any addenda issued.

11.3 Questions and Clarifications

All questions regarding the meaning or intent of the Solicitation Documents shall be submitted in writing to the Procurement Representative as identified in

Section 3.

Questions must be received no later than the deadline stated in this ITB.

Responses deemed necessary by the City shall be issued by written addendum.

Only written addenda issued by the City shall be binding. No verbal interpretation or clarification shall modify the Solicitation Documents.

11.4 Addenda

Addenda may be issued to clarify, modify, or revise the Solicitation Documents.

Addenda shall be issued in writing and posted on the City’s designated solicitation platforms in Section 11.2

Verbal statements, interpretations, or clarifications shall not be binding.

Bidders are responsible for acknowledging receipt of all issued addenda in the

Bid.

11.5 Proposal Forms

Bidders shall submit their Bid on the forms furnished by the City. All blank spaces shall be completed in ink or typed. Where required, amounts shall be stated in both words and figures.

Bidders shall not modify, alter, or substitute the City’s Bid Form. Submission of a

Bid on any form other than that provided may result in the Bid being deemed non-responsive.

All documents required by this ITB, including bid security, certifications, affidavits, and other required attachments, shall be submitted with the Bid. Such required attachments shall not be considered modifications to the Bid Form.

If additional space is necessary for completion of any required form, clearly labeled supplemental pages may be attached.

11.6 Withdrawal or Modification

Bids may be modified or withdrawn by written notice received by the City prior to the Bid submission deadline.

11.7 Mistake in Bid

A Bidder alleging a material mistake in its Bid after Bid opening must provide written notice within 48 hours and supporting documentation demonstrating the mistake. The City reserves the right to permit withdrawal where the mistake is clearly evident and not due to negligence.

11.8 Signature Requirements

The Bid shall be signed by an individual authorized to bind the Bidder.

If the Bid is submitted by a corporation, limited liability company, partnership, or other legal entity, the person signing the Bid shall certify that they are authorized to execute the Bid on behalf of the entity.

If the Bid is signed by an agent, written evidence of the agent’s authority to bind the Bidder shall be submitted with the Bid.

Electronic signatures are accepted unless otherwise stated in this ITB.

11.9 Examination of Solicitation Documents

Each Bidder is responsible for:

• Thoroughly examining the Solicitation Documents;

• Reviewing applicable federal, state, and local laws, regulations, permits, and ordinances that may affect performance of the Work;

• Studying and correlating observations with the Contract Documents; and

• Promptly notifying the City of any conflicts, errors, or discrepancies discovered in the Solicitation Documents.

Submission of a Bid constitutes representation that the Bidder has satisfied itself as to all conditions affecting the Work and that the Bid is based upon performance in accordance with the Contract Documents.

11.10 Bid Quantities

Bidders shall not modify the estimated quantities provided in the Bid Schedule but shall insert a unit price for each item listed.

11.11 Compliance with Applicable Laws

Bidders shall comply with all applicable federal, state, and local laws, rules, and regulations in the preparation and submission of their Bid.

11.12 Mathematical Errors

In the event of discrepancy between unit price and extended total, the unit price shall govern.

11.13 Word vs. Figure Discrepancy

In the event of discrepancy between words and figures, the amount stated in words shall govern.

11.14 Public Records

Pursuant to Chapter 119, Florida Statutes, all documents submitted in response to this ITB are subject to public inspection and copying unless exempt from disclosure by law.

Sealed bids are exempt from public disclosure until the City provides notice of an intended decision or as otherwise provided by §119.071(1)(b), Florida

Statutes.

If a Bidder claims that any portion of its Bid is exempt from disclosure, the Bidder shall identify the specific information claimed to be exempt and cite the applicable statutory basis. The City shall determine whether any claimed exemption applies.

By submitting a Bid, the Bidder acknowledges that the City is subject to Chapter

119, Florida Statutes, and cannot guarantee the confidentiality of submitted information.

IF THE BIDDER HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE RESPONDENT’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO ANY RESULTING CONTRACT,

CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:

Molly Turnes, Milton City Clerk Office

Custodian of Public Records

Phone: (850) 983-5402

Email: mturnes@miltonfl.org

Address: 6738 Dixon Street, Milton, FL 32570

11.15 Bid Validity

Bids shall remain valid for ninety (90) calendar days after bid opening, unless extended by mutual written agreement of the parties.

11.16 Communications Restrictions

From the date of advertisement of this ITB until the City issues a Notice of Award or otherwise withdraws the solicitation, all communications regarding this

Solicitation shall be directed solely to the Procurement Representative identified herein.

Violation of this provision may result in the Bid being deemed non-responsive or the Bidder being determined non-responsible, if the City determines that such contact has resulted in an unfair competitive advantage or otherwise compromised the integrity of the procurement process.

11.17 Reservation of Rights

The City reserves the right to:

• Reject any or all Bids;

• Waive minor irregularities or informalities;

• Request clarification of Bid information;

mailto:mturnes@miltonfl.org

• Verify references, qualifications, or other information provided by the

Bidder;

• Cancel or re-advertise the Solicitation; and

• Take any other action authorized by law.

No contractual relationship shall exist unless and until a written agreement is executed by authorized representatives of both parties.

11.18 Ownership of Bids

All Bids and supporting materials submitted in response to this Solicitation shall become the property of the City upon receipt and shall not be returned.

Bids are subject to disclosure in accordance with Florida law.

11.19 Cost of Bid Preparation

Bidders shall be solely responsible for all costs incurred in preparing and submitting a Bid, including any costs associated with attendance at a pre-bid conference or preparation of clarifications.

The City shall not be responsible for any costs incurred by Bidders in connection with this Solicitation.

11.20 Protest Procedures

Any actual or prospective Bidder who is aggrieved in connection with this

Solicitation or the intended award may protest in accordance with the City of

Milton Purchasing Policy 9.0, as amended.

Protests concerning alleged improprieties in the Solicitation must be filed prior to the Bid submission deadline. All other protests shall be filed within the time period established in Purchasing Policy 9.0 following posting of the Notice of Intended

Award.

Failure to timely file a protest in accordance with Purchasing Policy 9.0 shall constitute a waiver of all protest rights.

APPENDIX A

• Bid Form

• Bid Schedule

• Bidder Qualification Statement

• Bidder Certification and Addenda

Acknowledgement

MUST BE SUBMITTED WITH THE BID.

FAILURE TO DO SO WILL RENDER BID NON-RESPONSIVE.

BID PROPOSAL

BID NO.: | TREE TRIMMING AND REMOVAL SERVICES

Name of Bidder: _______________________________________________

Phone Number: ___________________________

Date Submitted: ___________________________

The undersigned, as Bidder, hereby declares that the only person or persons interested in this Bid Proposal, as principal or principals, is or are named herein and that no other person has any interest in this Bid Proposal; that this Bid

Proposal is made without connection or arrangement with any other person, company, or parties submitting a bid and that this Bid Proposal is in all respects fair and made in good faith without collusion or fraud.

The Bidder further declares that it has examined the Solicitation Documents, including the Advertisement for Bids, Instructions to Bidders, Scope of Services, Schedule of Rates, Form of Agreement, and all Addenda issued prior to the Bid opening, and that it is fully informed as to the nature and extent of the services required.

If this Bid Proposal is accepted, the Bidder agrees to enter into a Contract with the City of Milton in the form provided and to furnish all labor, supervision, equipment, materials, tools, transportation, traffic control, and incidentals necessary to perform the tree trimming, removal, and related vegetation management services described in the Solicitation Documents.

The Bidder acknowledges that this is an as-needed term services agreement utilizing both per-unit (each) pricing for whole tree removal and hourly-rate pricing for other authorized services. No minimum quantities, hours, or compensation amounts are guaranteed.

The Bidder agrees that its pricing, as submitted in the Schedule of Rates and Unit

Pricing Form, shall remain firm for the period specified in the Solicitation.

The Bidder further agrees to execute the Contract and furnish required insurance documentation within the time specified in the Notice of Award.

Failure to do so may result in withdrawal of the award at the City’s discretion.

By submitting this Bid Proposal, the Bidder certifies that:

1. It is legally authorized to do business in the State of Florida.

2. It holds all licenses required to perform the services described in this

Solicitation.

3. It has the experience, equipment, personnel, and financial capability to perform the Contract.

4. All information provided in this Bid is true and correct.

The Bidder agrees to perform the services in accordance with the terms and conditions of the Solicitation and resulting Contract.

BIDDER INFORMATION

Legal Name of Bidder (exactly as registered):

If under a fictitious name (d/b/a):

Entity Type (check one):

Corporation

LLC

Partnership

Sole Proprietorship

Other ___________________________________________________________________

Business Address: ___________________________________________________________

City, State, Zip: _____________________________________________________________

Phone: ______________________________

Email: ________________________________

Federal I.D. No. (FEIN): ________________________________

The undersigned certifies that he or she is duly authorized to execute this Bid

Proposal on behalf of the Bidder and that the Bidder agrees to be bound by the terms of this Solicitation and any resulting Contract.

Authorized Signature: _______________________________

Printed Name: ______________________________________

Title: _____________________________________________

Date: ____________________________________________

BID SCHEDULE

BID NO.: | TREE TRIMMING AND REMOVAL SERVICES

The Bidder shall provide hourly rates and/or unit prices for each item listed below in accordance with the Scope of Services. All prices shall include all labor, supervision, equipment, tools, materials, transportation, traffic control, mobilization, disposal fees, overhead, profit, and all other costs necessary to perform the services described in the Solicitation Documents.

Hourly Rates and Unit Prices shall remain firm for the initial contract term unless otherwise provided in the Contract. If a line item is left blank, the Bid may be deemed non-responsive.

The Minimum Service Charge represents the minimum billable time per work authorization.

WHOLE TREE REMOVAL – HEALTHY TREE

TREE SIZE SITE CONDITION ACCESSIBILITY UNIT UNIT RATE

Small Open GA – Good Access EA $ ____________

Small Open PA – Poor Access EA $ ____________

Small Restricted GA – Good Access EA $ ____________

Small Restricted PA – Poor Access EA $ ____________

Medium Open GA – Good Access EA $ ____________

Medium Open PA – Poor Access EA $ ____________

Medium Restricted GA – Good Access EA $ ____________

Medium Restricted PA – Poor Access EA $ ____________

Large Open GA – Good Access EA $ ____________

Large Open PA – Poor Access EA $ ____________

Large Restricted GA – Good Access EA $ ____________

Large Restricted PA – Poor Access EA $ ____________

WHOLE TREE REMOVAL – DEAD TREE

TREE SIZE SITE CONDITION ACCESSIBILITY UNIT UNIT RATE

Small Open GA – Good Access EA $ ____________

Small Open PA – Poor Access EA $ ____________

Small Restricted GA – Good Access EA $ ____________

Small Restricted PA – Poor Access EA $ ____________

Medium Open GA – Good Access EA $ ____________

Medium Open PA – Poor Access EA $ ____________

Medium Restricted GA – Good Access EA $ ____________

Medium Restricted PA – Poor Access EA $ ____________

Large Open GA – Good Access EA $ ____________

Large Open PA – Poor Access EA $ ____________

Large Restricted GA – Good Access EA $ ____________

Large Restricted PA – Poor Access EA $ ____________

HOURLY SERVICE RATES

SERVICE CLASSIFICATION UNIT UNIT RATE

Supervisor/Crew Lead Hour $

Laborer Hour $

Minimum Service Charge/Time Hour $ for hour(s)

*Minimum Service Charge/Time includes mileage*

AFTER-HOURS HOURLY SERVICE RATES

SERVICE CLASSIFICATION UNIT UNIT RATE

Supervisor/Crew Lead Hour $ _________

Laborer Hour $ _________

Minimum Service Charge/Time Hour $ for hour(s)

*Minimum Service Charge/Time includes mileage*

The Total Evaluated Bid Amount is calculated based on the lowest aggregate total of those representative items. The Contract is an as-needed term services agreement utilizing both per-unit (each) pricing for whole tree removal and hourly-rate pricing for other authorized services.

Bidder: _________________________________________

Authorized Signature: ________________________________________

Printed Name: _____________________________________

Title: _________________________________________

Date: _______________________________________

BIDDER QUALIFICATION STATEMENT

BID NO.: | TREE TRIMMING AND REMOVAL SERVICES

The following information is required for the City to determine responsiveness, responsibility, and statutory eligibility in accordance with Florida law and the

Solicitation Documents.

Failure to provide complete and accurate information may result in the Bid being deemed non-responsive or the Bidder being determined non-responsible or ineligible for award.

PART A – RESPONSIVENESS REQUIREMENTS

The following items are required for a Bid to be considered responsive:

1. All required Bid Forms are fully completed.

2. All required certifications and affidavits are signed.

3. The Schedule of Rates is completed in its entirety.

4. The Bid Proposal is properly executed by an authorized representative.

Failure to submit required forms or signatures may result in the Bid being rejected as non-responsive.

PART B – RESPONSIBILITY REQUIREMENTS

The following information is used by the City to determine whether the Bidder is responsible and capable of performing the Contract.

1. LEGAL ENTITY INFORMATION

Legal Name of Bidder (as registered with the Florida Division of Corporations):

State of Incorporation/Organization: __________________________

Date of Formation: __________________________________________

FEIN: _______________________________________________________

Primary Business Address:

Street: ______________________________________________________

City, State, Zip: _____________________________________________

Phone: _________________________

Email: __________________________

If an out-of-state Corporation currently authorized to do business in Florida, give date of such authorization: ______________________________________

2. LICENSURE

The Bidder certifies that it holds all licenses required under Florida law to perform tree trimming and removal services and that such licenses are active and in good standing.

License Type(s) and Number(s): ______________________________________________

Failure to maintain required licensure may be grounds for termination.

3. BUSINESS EXPERIENCE

Years engaged in tree trimming, removal, or vegetation services: ______

Years under current business name: ______

If operated under another name within past five (5) years, explain:

4. REFERENCES – SIMILAR SERVICES

Provide three (3) references for similar municipal or commercial services performed within the past five (5) years in which the Bidder provided tree trimming, removal, or similar vegetation management services comparable in size and scope to this Solicitation.

1. Client Name (Entity): _______________________________________

Contact Person: ____________________________________________

Phone/Email: _______________________________________________

Description of Services Provided: _____________________________

Contract Term (Start–End): _________________________________

Approximate Annual Contract Value: $________________________

2. Client Name (Entity): _______________________________________

Contact Person: ____________________________________________

Phone/Email: _______________________________________________

Description of Services Provided: _____________________________

Contract Term (Start–End): _________________________________

Approximate Annual Contract Value: $________________________

3. Client Name (Entity): _______________________________________

Contact Person: ____________________________________________

Phone/Email: _______________________________________________

Description of Services Provided: _____________________________

Contract Term (Start–End): _________________________________

Approximate Annual Contract Value: $________________________

5. INSURANCE CAPABILITY

The Bidder certifies that it is capable of obtaining and maintaining the insurance coverage required by the Solicitation and resulting Contract.

6. LITIGATION AND CLAIMS HISTORY

Within the past five (5) years, has the Bidder:

A. Been terminated for cause on a services contract? □ Yes □ No

B. Had a contract terminated for default? □ Yes □ No

C. Been subject to a material breach finding by a governmental entity?

□ Yes □ No

If yes to any above, provide explanation:

The City reserves the right to evaluate this information in determining responsibility.

7. FINANCIAL RESPONSIBILITY

The City reserves the right to request financial statements or other documentation reasonably necessary to determine the Bidder’s responsibility and ability to perform the Contract.

Failure to provide requested documentation may result in a determination of non-responsibility.

PART C – STATUTORY ELIGIBILITY

The Bidder certifies that:

A. It is not on the Convicted Vendor List pursuant to §287.133, F.S.

B. It is not listed on any Scrutinized Companies List pursuant to §§287.134–

287.135, F.S.

C. Pursuant to §448.095, F.S., it is registered with and uses the E-Verify system to verify the work authorization status of all newly hired employees and will require all subcontractors to comply with §448.095, F.S., and provide evidence of enrollment upon request.

Failure to comply with the above statutory requirements may result in rejection of the Bid, termination of the Contract, or other remedies provided by law.

CERTIFICATION

The undersigned certifies that:

1. All information provided herein is true, correct, and complete.

2. The Bidder possesses the experience, financial resources, and capability to perform the Services described in this Solicitation.

3. The City may conduct investigations to verify the information provided.

4. The undersigned is duly authorized to bind the Bidder.

Authorized Signature: _______________________________

Printed Name: ______________________________________

Date: _____________________________________________

BIDDER CERTIFICATION AND ADDENDA

ACKNOWLEDGEMENT

BID NO.: |TREE TRIMMING AND REMOVAL SERVICES

The undersigned Bidder acknowledges receipt of the following Addenda issued in connection with this Solicitation:

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

The Bidder certifies that all Addenda have been reviewed and incorporated into this Bid.

The Bidder further certifies that the following required documents are included with this Bid and are made a condition of the Bid:

A. Appendix A, including:

1) Bid Proposal

2) Schedule of Rates and Unit Pricing

3) Bidder Qualification Statement

4) Bidder Certification and Addenda Acknowledgement

B. Appendix B, including:

1) Subcontractor List (if applicable)

2) Anti-Human Trafficking Compliance Affidavit

3) Certification Regarding Nondiscrimination

4) Conflict-of-Interest Disclosure and Certification

5) Drug-Free Workplace Certification

6) E-Verify Compliance Certification

7) Non-Collusion Affidavit

8) Public Entity Crime Affidavit

9) Scrutinized Companies Certification

The undersigned certifies that the Bid submitted is complete, executed by an authorized representative, and complies with the requirements of the Solicitation

Documents.

Authorized Signature: _______________________________

Printed Name: ______________________________________

APPENDIX B

• Subcontractor List

• Anti-Human Trafficking Compliance Affidavit

• Certification Regarding Nondiscrimination

• Conflict-of-Interest Disclosure and

Certification

• Drug-Free Workplace Certification

• E-Verify Compliance Certification

• Non-Collusion Affidavit

• Public Entity Crime Affidavit

• Scrutinized Companies Certification

MUST BE SUBMITTED WITH THE BID.

FAILURE TO DO SO WILL RENDER BID NON-RESPONSIVE.

SUBCONTRACTOR LIST

BID NO.: | TREE TRIMMING AND REMOVAL SERVICES

The Bidder shall identify any subcontractors proposed to perform material portions of the services under the Contract.

For purposes of this Solicitation, “material portion” means any portion of the services the Bidder anticipates will exceed twenty percent (20%) of the estimated annual contract value, or any specialized service requiring separate licensure or certification.

If the Bidder intends to self-perform any such portion, the Bidder shall indicate

“Self-Perform.”

The Subcontractor List shall be submitted with the Bid. All Subcontractors are subject to approval by the City prior to performing Services.

Failure to submit the Subcontractor List, if subcontractors are anticipated, may result in the Bid being deemed non-responsive.

The qualifications of listed subcontractors may be evaluated as part of the City’s responsibility determination.

The successful Bidder shall not substitute a listed subcontractor without prior written approval of the City. Substitution may be permitted upon a showing of good cause.

Each subcontractor shall hold all licenses required under Florida law prior to performing services under the Contract.

Receipt of this Subcontractor List does not constitute approval of any listed subcontractor.

[Subcontractor List continued on following page]

Major Subcontractors

(Attach additional pages if necessary.)

Service Category Subcontractor

Name

Florida License

No. (if applicable)

Self-Perform (Y/N)

Tree Removal

(Large Diameter /

Crane-Assisted)

Stump Grinding

Debris Hauling /

Disposal

Traffic Control

Herbicide /

Chemical

Application (if applicable)

Other (if anticipated to exceed 20% of estimated annual value)

Certification

The undersigned certifies that the subcontractors listed above are proposed to perform the identified portions of the services and that, if awarded the Contract, the Bidder will utilize the listed subcontractors unless substitution is approved in writing by the City.

Authorized Signature: _______________________________

Printed Name: ______________________________________

ANTI-HUMAN TRAFFICKING COMPLIANCE

AFFIDAVIT

Authority: § 787.06, F.S.

In compliance with § 787.06(14), F.S., this Affidavit must be completed by an officer or authorized representative of _______________________________________, (the “Nongovernmental Entity”) executing, renewing, or extending a contract with the City of Milton (the “Governmental Entity”).

The undersigned, on behalf of the entity listed herein (the “Nongovernmental

Entity”), hereby attests as follows:

I am an officer or authorized representative of the Nongovernmental Entity and am authorized to execute this Affidavit on its behalf.

The Nongovernmental Entity does not use coercion for labor or services as defined in § 787.06, F.S.

The Nongovernmental Entity understands that a violation of § 787.06, F.S., may result in termination of its contract with the Governmental Entity.

I declare under penalties of perjury that the foregoing is true and correct.

Company: ___________________________________________

Authorized Signature: ________________________________

Printed Name:…