ITB_24_030 Addendum 1.pdf

Addendum Number 1

Invitation to Bid (“ITB”) 24-030

Tree Removal Services

COMPLETE THIS ADDENDUM, SIGN and SUBMIT with the ITB

RESPONSE DUE DATE: December 20th, 2023, 2:00 p.m.

To All Prospective Offerors: In reference to the ITB listed above, the following answers to questions, additions, deletions, and change are hereby incorporated into the ITB:

**Updates**

The below bid forms are to be added/updated:

1. Special pricing for additional equipment/crew.

2. Updated Cost Proposal

**SPECIAL PRICING FOR ADDITIONAL EQUIPMENT/CREW**

Additional available resources for Emergency Resources (i.e. Winter Storm/Disaster Support) or equipment and labor that are available but not specified above that may be utilized on an as needed/requested basis:

Item: Units Available Cost/Unit

**UPDATED COST PROPOSAL**

EMERGENCY RESPONSE

COMPLETE TREE REMOVAL (ALL INCLUSIVE)

No. Description Quantity Unit Price

1. From 0” – 6” dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

CLEARANCE TREE PRUNING (ALL INCLUSIVE)

1. 1-50 tree per list per tree 1 $

2. Over 50 trees per list per tree 1 $

TREE & STUMP REMOVALS (ALL INCLUSIVE)

1. From 0"-6" dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

PRESTAGING EMERGENCY SERVICES (Separate from Other Emergency Services)

No. Description Quantity Rate

1. Standard Emergency Crew (3) Member

Crew/ 4 Hour

Minimum

2. Crane with Operator (30 ton minimum for crane) (3) Member

Crew/ 4 Hour

Minimum

3. Aerial Tower truck with Operator (30 ton minimum for crane)

(3) Member

Crew/ 4 Hour

Minimum

TRAFFIC CONTROL

No. Description Quantity Rate

1. (2) man flagging crew /HR Per Day $

No. Description Quantity Unit Price

2. Full Detour Setup with Type III Barricades and signage

Per Day $

Other

No. Renewal Rate Percentage

1. Provide an escalator rate between 1% to 5% for each year additional year after potential award

NON-EMERGENCY

COMPLETE TREE REMOVAL

No. Description Quantity Unit Price

1. From 0” – 6” dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

CLEARANCE TREE PRUNING

1. 1-50 tree per list per tree 1 $

2. Over 50 trees per list per tree 1 $

TREE & STUMP REMOVALS

1. From 0"-6" dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

GENERAL LABOR AND EQUIPMENT COST AS NEEDED BY CITY (Non-Emergency or scheduled work)

No. Description Quantity Rate

1. (2) man crew with standard equipment/HR

(2) Member Crew/ 4

Hour Minimum

2. (3) man crew with standard equipment/HR

(3) Member Crew/ 4

Hour Minimum

3. (4) man crew with standard equipment/HR

(4) Member Crew/ 4

Hour Minimum

4. Crane with Operator (30 ton minimum for crane)

(3) Member Crew/ 4

Hour Minimum

5. Aerial Tower truck with

Operator (30 ton minimum for crane)

(3) Member Crew/ 4

Hour Minimum

TRAFFIC CONTROL

No. Description Quantity Rate

1. (2) man flagging crew /HR Per Day $

No. Description Quantity Unit Price

2. Full Detour Setup with Type III

Barricades and signage

Per Day $

STUMP ONLY REMOVALS

Option#1 - Grind to specifications only

No. Description Quantity Unit Price

1. From 0"-6" dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

Option #2 - Grind to specifications with soil backfill

1. From 0"-6" dbh per tree 1 $

2. Over 6" to 12" dbh per tree 1 $

3. Over 12" to 18" dbh per tree 1 $

4. Over 18" to 24" dbh per tree 1 $

5. Over 24" to 36" dbh per tree 1 $

6. Over 36" dbh per tree 1 $

Other

No. Renewal Rate Percentage %

1. Provide an escalator rate between 1% to 5% for each year additional year after potential award

**QUESTIONS**

Question 1:

Answer: We don’t have a breakdown of costs for emergency/ non-emergency work, however in

FY2020 we spent approximately $295,000 on tree removal. In FY2021, we spent approximately

$265,000 on tree removal. In FY2022 we spent approximately $245,000 on tree removal. In FY2023 we spent approximately $340,000 on tree removal.

Question 2: How many vendors were contracted during this time?

Answer: Four vendors were contracted during the time span.

Question 3: If possible, can you identify these contract holders?

Answer: Richmond Tree Experts Inc, Gunnison Tree Services, Sesmas Tree Services and Turf Care.

Question 4: Did these vendors provide Sandy Springs with the services expected? (yes or no) (Follow-up)

Answer: Yes, the vendors provided the expected services.

Question 5: Can you expound on any deficiencies?

Answer: The City had issues vendors that were late to respond or non-responsive at times.

Question 6: Define (all inclusive) under Emergency Response “exhibit B”

Answer: All equipment/ labor/ costs associated with tree removal and cleanup.

Question 7: What is “Prestaging” Emergency Services?

Answer: The City may request for a crew and equipment to be “pre-staged” in the City if we are expecting a bad weather event in the immediate future (to expedite response time).

Question 8: Aerial Tower Truck: is there a minimum working height?

Answer: 75 feet.

Question 9: The use of tractors are not mentioned or listed for pricing.

Estimated Contract Vale. How much money has Sandy Springs spent on tree work the last 4 years?

Fiscal year of: 2023 2022 2021 2020

Emergency Work $________ $________ $________ $________

Non-Emergency $________ $________ $________ $________

***Removal of trees greater than 12” SHOULD HAVE SUPPORTING TRACTOR. Crews must have a safe and reasonable way to handle larger trunk wood other than by hand. Secondly, this is an efficiency issue that reduces the crew’s time on site.

***If added to this work, what type of tractor and size?

Answer: Tractors, skid steers, backhoes, other equipment used to assist with haul off of waste can be provided at the discretion (and cost) of the vendor. This should be included in the unit price.

Question 10: Emergency Response: Is there an emergency response minimum order ($)?

Answer: Please review the cost proposal/bid schedule for relating to “emergency response”

Question 11: Traffic Control: Will Sandy Springs public work and/or emergency personnel be handling traffic control, or will contractor be required to have their own traffic control on site?

Answer: There are line items in the cost proposal/bid schedule for traffic control to be provided by the vendor.

Question 12: Nighttime Mobile Lighting units are not mentioned. Night work can be very hazardous for workers. Should mobile light towers be required?

Answer: This is at the discretion of the vendor and shall be included in the unit costs if needed.

Question 13: Utilities (underground or overhead): what is expected when there are obvious utility damages present on after-hour emergencies? Each should have their own defined action plans).

UNDERGROUND – power / gas / water / communication & fiber / etc.

OVERHEAD - – power / gas / water / communication & fiber / etc.

Answer:

The action plan is at the discretion of the company that owns the utility.

Question 14: Should this be further defined for Crane Emergency and Non-Emergency?”

A. Does the crane have to be owned & operated by the contract holder?

B. Is there a requirement for crane operator certifications / competency?

C. Rental Crane Services options.

D. Additional mobilization fees for larger cranes (permits, transport of counterweights, etc.).

Answer:

A) Not necessarily, however the City requires a response time of two hours or less.

B) OSHA requires employers to ensure that their crane operators are certified.

C) The question is unclear and will have to be discussed with potential awardee.

D. For additional equipment, see bid sheet for list of additional available resources (attached).

Question 15: Aerial Tower Truck: this is not listed in NON-EMERGENCY work. ROW trees that may require additional pruning may have time / cost savings when an aerial lift is used? Shouldn’t this be a consideration for separate pricing?

Answer: See updated cost proposal

Question 16: TRACTORS are not mentioned or listed for pricing. Again, should this be a consideration under removal work, or is tractor support at the discretion of the bidder to include in removal pricing?

Additional work as requested / directed?

Answer: Please providing pricing using the table provided in the first page of the addendum.

Question 17: Conduct site visit and provide quote? What does this mean If all work is already defined by the unit pricing?

Answer: A quote will be used for any special circumstance that would fall outside of the normal scope of work. (For example, a tree falling from the Right of Way onto a residents’ home)

Question 18: How will the requested items of “additional pruning” of crown cleaning, crown thinning, and additional clearance, be priced / quoted?

Answer: By the project.

Question 19: Stump grinding: “notification / verification to property owner of stump grinding activities.”

Please explain what will be required.

• What record / document is needed for… o Homeowner / business operator o Sandy Springs and Contractor

• When homeowner / business is present to discuss.

• When property owner is not …… o At home or does not answer the door o No home or business / vacant property

Answer: Notification shall be provided to the property owner through door hanger, verbal notice, written notice, etc.

Question 20: Are there any qualifications and/or competency requirements for Arborist / Supervisors /

Crew members?

Answer: An ISA Certified Arborist will be required to be on staff.

Question 21: What will be required for the assigned work?

Answer: The question is unclear and will have to be discussed with the potential awardee.

Question 22: Explain admin tasks from first call/request to final billing.

Answer: For non-emergency work, a work order will be issued, the vendor will complete the work, close out the work order, and submit invoice. For emergency work, the vendor will receive call, the complete work, and a submit invoice.

Question 23: Who are the primary Sandy Springs contacts for each task?

Answer: City of Sandy Springs Public Works staff are the primary contacts for this contract.

Question 24: Is it necessary to have all my employees registered on E-Verify before submit the bid application (December 20th)?

Answer: It is only the responsibility of the Prime Contractor to register on E-Verify.

Question 25: In case we are hired by Sandy Springs, the renewal of the contract after the first year of performance, will this company be able to adjust new cost proposals every other year? Or the first cost proposal submitted from since the year 1 should be hold through the five years of contract?

Answer: The City accept a cost increase of no more than 5% per year, this will be included in the updated cost proposal

Question 26: Once we submit the first bid documents before or in December 20th, how long does it take to get a response from Sandy Springs City, either the award of contract or the rejection of contract?

Answer: We anticipate awarding a contract to multiple vendors within 120 days of the bid opening date.

Question 27: what is the meaning or definition of this item: "1-50 tree per list per tree"?

Answer: The item mentioned is for a unit cost to prune between 1-50 trees.

Question 28: In a Non-Emergency job, after the visit for all requested services prior to performing service, the price of each tree on a "complete tree removal" could be adjusted from the initial price send in the first bid application?

Answer: In most cases the unit cost would be used. However, there may be special circumstances where additional equipment or crew may be required for a tree removal. Those would be priced under this provision. Please see response to Question #17.

I hereby acknowledge receipt of Addendum Number 1 for #24-030 Tree Removal Services and have incorporated the changes into my response for the above-mentioned Invitation to Bid.

COMPANY NAME:

CONTACT PERSON:

ADDRESS:

CITY: _________________________________STATE: ___________ ZIP: ________________________

PHONE: ________________ FAX: _______________

EMAIL ADDRESS: ______________________________________

SIGNATURE: ____________________________________________

DATE: ______________________________________