ITB-W-1535.pdf

ITB-W-1535 INVITATION TO BID APRIL 25, 2025

ELECTRONIC BIDS ARE BEING ACCEPTED FOR FURNISHING A COMPLETE TREE ASSESSMENT FOR THE CITY

OF WARREN’S PARKS & RECREATION DEPARTMENT.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR BEFORE, 12:30 PM, WEDNESDAY, MAY 7, 2025

PLEASE SEE SPECIAL INSTRUCTIONS ON PAGE TWO (2) OF THE BID FORM

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON MAY 7, 2025 VIA THE “ZOOM APP” WHICH

WILL BE HOSTED BY THE CITY COUNCIL OFFICE. PLEASE JOIN THE ZOOM MEETING BETWEEN 12:50 AND

1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR LISTEN TO THE BID OPENING VIA

THE ZOOM APP.

LINK TO ZOOM MEETING:

https://Cityofwarren.zoom.us/j/83679241049?pwd=OTxL7kKOuQypvTE9JVmFIHVAZCJ9Cz.1

ZOOM CALL-IN #: 1 305 224 1968

ZOOM MEETING ID: 836 7924 1049

ZOOM MEETING PASSWORD: 463781

Addenda, clarifications and changes to the bid documents must be obtained on line within the

MITN system at: www.BidNetDirect.com/MITN

PLEASE USE THE FOLLOWING NIGP CODES:

92623 – Auditing Services, Environmental

95845 – Forestry Management Services

98802 – Arborist Services

Additional information regarding this bid or any questions can be answered by contacting the

Purchasing Agent, Craig Treppa of the City of Warren Purchasing Division preferably by e-mail, ctreppa@Cityofwarren.org, subject: ITB-W-1535.

Sincerely, Craig Treppa

Purchasing Agent

Lori M. Stone, Mayor

Purchasing Division Office of the Controller One City Square, 4th Floor, Suite 425 Warren, MI 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/83679241049?pwd=OTxL7kKOuQypvTE9JVmFIHVAZCJ9Cz.1 http://www.bidnetdirect.com/MITN mailto:ctreppa@cityofwarren.org

ITB-W-1535 CITY OF WARREN Page 2 of 17

COMPANY NAME: _________________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

The City will require the vendor to perform the following, via the BidNet (MITN) system, within the bid solicitation, in order to have the bid considered for award:

1. Vendor shall complete, sign, and electronically upload the completed bid form onto the MITN system under ITB-W-1535 (pages 1-17).

2. If the Vendor has any questions regarding the steps needed to complete the electronic bid submission, they shall contact the BidNet (MITN) help desk at 1-800-835-4603. Select Option 2 when prompted.

3. Electronic bids must be entered no later than the bid due date and time. The BidNet (MITN) system will prohibit vendors from entering bid information after the scheduled due date/time.

4. The City of Warren shall not have access to bid results until after the scheduled due date and time.

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. See Zoom Meeting information on the first page of this document.

6. Interested parties will need to access the Zoom app and enter the Meeting ID # and the

Password in order to obtain access to the public bid opening. Interested members of the public may view or listen to the results at that time.

7. The Zoom Meeting Call-in #, ID# and password for this bid opening can be found on the first page of this document.

8. The public shall have the ability to join the Zoom Meeting any time after 12:50 pm EST on the bid due date.

9. The public bid opening via “Zoom” shall occur at 1:00 pm EST on the bid due date.

QUESTIONS/INQUIRIES:

All bidders will be held liable to have familiarized themselves with the nature of the work and conditions under which the work will be performed. No extras will be allowed for failure to inspect or to account for working conditions.

Vendors are encouraged to submit any, and all, questions you may have regarding this solicitation via e-mail to Craig Treppa, Purchasing Agent for the City of Warren, at ctreppa@Cityofwarren.org

Bidders shall tabulate all questions and submit one inquiry list no later than Thursday, May 1, 2025 at

2:00 pm EST. The City of Warren will not respond to questions received after this date and time.

Except as otherwise directed, bidders are not to communicate with other parties within The City of

Warren regarding this solicitation without prior written permission from the Purchasing Agent. The

City’s Purchasing Division is the only office authorized to change any terms, conditions and/or specifications related to this bid.

mailto:ctreppa@cityofwarren.org

ITB-W-1535 CITY OF WARREN Page 3 of 17

BID PROPOSAL FORM:

The undersigned proposes to FURNISH A COMPLETE TREE ASSESSMENT, WHICH WILL INCLUDE A

COMPLETE INVENTORY OF TREES WITHIN THE PUBLIC RIGHT-OF-WAY (ROW), PARKS AND PUBLIC

PROPERTIES WITHIN THE CITY OF WARREN in accordance with the attached bid specification, which is to be considered an integral part of this bid, at the following prices:

GRAND TOTAL: $___________________________

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED AND

SIGNED BY AN AUTHORIZED REPRESENTATIVE WITH THEIR ELECTRONIC BID. FAILURE TO PROPERLY

SIGN IN THE AREA PROVIDED BELOW MAY RESULT IN YOUR BID NOT BEING ACCEPTED.

The undersigned has carefully checked the bid figures and understands that he shall be responsible for any error of omission in this bid offer and is in receipt of all addenda as issued.

Signature of _____________________________________________________ DATE: _____________________

Authorized Company Representative

___________________________________________ COMPANY NAME: ____________________________

(Print name of Signature)

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If applicable)

YEARS IN BUSINESS COMPANY CONTACT PERSON WITH TELEPHONE NUMBER

ACKNOWLEDGMENT OF ADDENDA:

In the event that any addenda are posted on the MITN system, acknowledge receipt of the addenda by indicating the addenda number below and sign in the space provided. A copy of each addenda posted should be included in your proposal:

Addenda #1: _______________ Signed: _____________________________________

Addenda #2: _______________ Signed: _____________________________________

Addenda #3: _______________ Signed: _____________________________________

EXCEPTIONS: Where an exception to any specification is taken, such exception shall be clearly indicated below and along with the specifications attached hereto, shall be considered an integral part of this bid proposal.

ITB-W-1535 CITY OF WARREN Page 4 of 17

ESTIMATED QUANTITIES CLAUSE:

Quantities indicated are estimates for bid award purposes. The City has provided the best estimate of quantities and actual usage may increase or decrease. Vendor shall supply items as per bid and hold the City harmless for increases or decreases in quantities.

PRICE AND DELIVERY COMPLETION CLAUSE:

The bidder shall base the bid amount on all labor, materials, transportation, equipment, services, permits, warranties, and insurance necessary to perform the work in conformity with the bid documents, and all addenda to them, as well as compliance with all applicable codes and ordinances. The bid amount must include all incidental items required as part of the work, even if they are not specified or indicated.

ALL BIDDERS MUST INCLUDE A PROJECT SCHEDULE/TIMELINE WITH THEIR BID

Number of calendar days to complete project, after execution of agreement.

Authorized signature for _________________________________________________________

Price and Delivery Completion Clause

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REFERENCES:

Please list a minimum of five (5) municipalities/companies for which your company has provided similar products or services.

1. Agency: ___________________________________________________________ Year(s): __________

Address: _________________________________________________________________________________

Contact Name: __________________________________________ Phone: ________________________

Service Provided: _________________________________________________________________________

2. Agency: ___________________________________________________________ Year(s): __________

3. Agency: ___________________________________________________________ Year(s): __________

4. Agency: ___________________________________________________________ Year(s): __________

5. Agency: ___________________________________________________________ Year(s): __________

ITB-W-1535 CITY OF WARREN Page 6 of 17

INSURANCE REQUIREMENTS:

INSURANCE CERTIFICATE MUST BE SUBMITTED BY THE INSURANCE AGENCY, NOT THE PROPOSER.

The awarded vendor shall be required to provide the City with certificates of insurance naming the City of Warren, City of Warren Municipal Building Authority, Downtown Development

Authority, Tax Increment Finance Authority, the 37th District Court, all elected appointed officials, employees, and volunteers as individuals acting within the scope of their authority, AS AN

ADDITIONAL INSURED.

It is understood and agreed by naming the City of Warren as additional insured, coverage afforded is considered to be primary, and any other insurance the City of Warren may have in effect shall be considered secondary and/or excess.

Additionally, the awarded vendor shall provide language, within the “Description of Operations” section, that “AGREES TO WAIVE THEIR INSURER’S RIGHT OF SUBROGATION UNDER ITS POLICIES”.

The awarded vendor shall provide the following coverage and limits (Sub-contractors utilized by the awarded bidder shall be subject to these same conditions).

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

Policy should be on an OCCURRENCE BASIS WITH COMBINED SINGLE LIMITS.

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

Per project aggregate limit, Independent contractor’s coverage, Broad form property damage

Blanket contractual liability coverage

AUTOMOBILE LIABILITY:

Automobile liability insurance coverage shall be $1,000,000 combined single limit for any auto and include hired autos and non-owned autos.

WORKERS’COMPENSATION INSURANCE:

Workers’ compensation insurance shall be statutory under the State of Michigan Workers’

Compensation Act.

UMBRELLA LIABILITY POLICY:

UMBRELLA LIABILITY SHALL BE $2,000,000 AND BE “FOLLOWING FORM”

The umbrella policy shall be written on an occurrence basis and at a minimum provide excess to the Bidder’s General Liability, Automobile Liability and Employer’s Liability policies.

Coverage shall be provided by a carrier(s) rated A- or better by A.M. Bests.

Insurance certificates shall contain a provision to the effect that the insurance company SHALL

NOTIFY the City at least thirty (30) days prior to CANCELLATION OR MATERIAL CHANGE of the insurance.

( ) Can meet insurance as indicated.

( ) Cannot meet but offer the following; ____________________________________________________

Authorized signature for ____________________________________________________________________

Insurance Clause

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GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

Bids and all information requested of the vendor shall be entered in the appropriate space on the bid form and Signature Page. Failure to do so may disqualify your offer.

An authorized officer or employee of the vendor shall sign all bids.

ELECTRONIC BID SUBMISSION

Electronic bids shall be submitted by the date specified and at or prior to the time specified to be considered. Late bids, e-mail, sealed, telegraphic, or telephone bids will NOT be accepted.

The bidder is required to submit their bid electronically via the BidNet (MITN) system in order to be considered for award.

Bids received after 12:30 pm of the date they are due will not be accepted.

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed. This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

Vendor changes or alterations to the bid documents, including the specification, may result in the bid being considered non-responsive and/or the Bidder being debarred. The only authorized vendor changes to the bid documents will be in the areas provided for the Bidder’s response including the “Exceptions” section of the bid and on separate attached sheets submitted by the vendor. Vendor shall clearly identify product offered and deviations from the specification. If a change or alteration to the bid document is undetected, and the bid is awarded the contract, the original terms, conditions, and specification in the authorized version of the bid document will be applicable during the terms of the contract. Bidders are responsible for ensuring they have obtained all relevant documents including amendments, clarifications, changes, drawings, etc. as made available by the City.

PRICES

Prices quoted shall be for new products in current production unless otherwise specified. Where refurbished or discontinued items are offered they shall be clearly identified as such.

Prices quoted shall be exclusive of any rebates due the City. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Corrections and/or modifications received after the bid closing time specified will not be accepted.

Unit prices prevail.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES and remain in effect as specified in the bid.

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AWARD

Unless otherwise stated in the bid documents, the City cannot guarantee exclusivity of the contract for the proposed products or services.

Award of the bids shall be based upon a combination of factors, including but not limited to, adherence to bid requirements, references and any other factors that may be in the City’s best interest.

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids.

The City reserves the right to accept and separate items in the bid and to accept the bid that, in the opinion of the City, is to the best advantage and interest of the public we serve. The City also has the right to re-solicit bids if it is deemed to be in the best interest of the City.

The City reserves the right to reject low bids which have major deviations from our specifications; to accept a higher bid which has only minor deviations. By signing the bid, Bidders agree to accept a split award unless the Bidder clearly indicates that it takes Exception. The bid will be awarded to that responsible, responsive firm whose bid, conforms to this solicitation and will be most advantageous to the City, with regard not only to price but also to availability of product, location and quality of product considered.

The City reserves the right to award all line items, to make no award or to award on an individual line item basis, whichever is deemed to be in the best interest of the City.

Time of delivery may be a consideration in the award.

The City reserves the right to consider as unqualified to perform the contract any bidder who does not habitually perform with its own forces seventy-five (75%) of the work involved.

TERMINATION

1. Failure to Perform. The City may terminate a bid award for the failure to perform a term of the bid specifications to the satisfaction of the City. The City shall provide ten (10) days advance written notice to the Awarded Vendor for the failure to perform services or for the violation of any other term of the bid specifications. Unless futile or the violation is recurring, the City shall provide notice and the opportunity to cure the violation prior to termination. Such notice to cure shall be given in writing by first-class mail. In the event of a dispute, or in order to avoid interruption of service, the City may engage another to perform the work and the Awarded Vendor shall be responsible for any costs the

City incurs as a result of the Awarded Vendor’s violation. The City may withhold payment to offset any damages the City incurs as a result of the Awarded Vendor’s violation.

2. At Will. A bid award may be terminated at will by the City upon a minimum of thirty (30) days prior written notice to the Awarded Vendor. In the event of termination as provided in this subsection, the Awarded Vendor will be compensated for all services performed and approvable reimbursable expenses from the inception date to the termination date provided the services performed and the expenses were provided in accordance with the bid specifications. Payment shall be made upon the Awarded Vendor delivering to the City all information and materials retained by the Awarded Vendor, affiliates, or subcontractors in performing the services described in the bid specifications, whether completed or in progress.

3. MISREPRESENTATION. In addition, the City may reject this Bid, or cancel a contract with an

Awarded Vendor, if there is evidence of any misleading or intentionally fraudulent information or documents provided in connection with this Bid.

ITB-W-1535 CITY OF WARREN Page 9 of 17

SPECIFICATION

Brand names and numbers, when used, are for reference to indicate the character or quality desired, unless specifically stated “No Substitutes”.

Alternate items of the same quality will be considered, provided your offer clearly describes the article. Offers for alternate items shall state the brand and number, or level or quality. When the bidder does not state brand, or level of quality, it is understood the offer is exactly as specified.

All products and services shall be in accordance with all applicable federal, state and local statutes, rules, ordinances, etc.

All personnel shall have the appropriate licenses with endorsements for the work performed.

In addition, any personnel driving a vehicle on City property shall have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements.

E-VERIFY

Any bidder, attesting to his bid by signature, is affirming that the Bidder has registered with, participates in and utilizes the E-Verify Program (or any successor program implemented by federal

Department of Homeland Security and Social Security Administration) to verify the work status of all newly hired employees employed by the Bidder.

NON-IRAN LINKED BUSINESSES

By signing below, Bidder certifies and agrees on behalf of Bidder and the company submitting this bid the following: (1) that the Bidder is duly authorized to legally bind the company submitting this bid; (2) that the company submitting this bid is not an “Iran linked business,” as defined in Section

2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that

Bidder and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

The Awarded Vendor shall not assign the contract or any part thereof without the written consent of the City.

PERIOD AGREEMENTS

No Exclusive Contract/Additional Services. The Awarded Vendor agrees and understands that the contract shall not be construed as an exclusive agreement and that the City may, at any time, secure similar or identical services at its sole option.

Any contract executed pursuant to this Bid, which is for a specific term shall include for an extension of the contract term, at the option of the City, as follows:

The City shall have the sole option to extend the contract herein for a period of two months by written notice to the Awarded Vendor exercising the option served at least ten days prior to the expiration date of the contract. In the event such option is exercised by City, all of the provisions of the contract shall remain in full force and effect other than the date of expiration of the contract.

The quantities have been estimated for bid award purposes and may be estimated based on past usage. The quantities may increase or decrease and the City makes no representation as to guarantee of usage. The quantities are estimated on an annual basis.

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PAYMENT TERMS

The City’s normal payment terms are 45 days in connection with cash discounts specified with this bid. Time will be computed from the date of complete delivery of services, supplies, or equipment, as specified, or from the date correct invoices are received in the Office of the City Controller, if the latter is later than the date of delivery. Prices will be considered as net if no cash discount is shown.

Progress payments will be made on the basis of hours of work completed during the course of the engagement in accordance with the firm's fee bid. Interim billings shall cover a period of not less than a calendar month.

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the City unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

This contract requires adherence to the equal opportunity clause, 41 CFR § 60-1.4.

EXCEPTIONS TO THE BID SOLICITATION

Each individual/group shall provide a list of Exceptions taken to this bid. Any Exceptions taken shall be identified and explained in writing. An Exception is defined as the individual/group’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the bid solicitation. If the Bidder provides an alternative solution when taking an Exception to a requirement, the benefits of this alternative solution shall be explained. The City reserves the right to accept or reject any Exception whichever is deemed to be in the best interest of the City.

WITHDRAWAL OF BID

Bidders may withdraw their bids by submitting a written request over the signature of an authorized individual to the Purchasing Department any time prior to the submission deadline. Bidders may thereafter submit a new bid prior to the deadline. Modification or withdrawal of the bid in any manner, oral or written, will not be considered if submitted after the deadline.

DEFAULT TO CITY

It is understood that any Bidder who is in default to the City at the time of opening its bid shall have its bid declared null and void.

BIDDER DISCLOSURE

The Bidder declares that it has not, nor will it, provide gifts, gift certificates, entertainment, favors, or other gratuities to a City official, employee, agent, or volunteer, or to their families.

The Bidder acknowledges that if it violates this policy then the City may terminate the contract with the Bidder.

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INDEMNITY CLAUSE

To the extent permitted by law, the Contractor shall indemnify the City, its officers, employees, agents, and boards and commissions from and against any claim of liability; penalties; damages;

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

MICHIGAN LAW TO CONTROL

The Parties intend for this Agreement to be construed in accordance with Michigan law as it exists at the time of this Agreement. Disputes arising out of this Agreement shall be litigated in the State court having jurisdiction over Macomb County, Michigan. If a dispute arises that requires resolution in Federal court, it shall be litigated in the United States District Court for the Eastern District of

Michigan.

AMERICAN WITH DISABILITIES ACT

Whenever applicable, the Contractor shall perform work in accordance with the American with

Disabilities Act, 42 USC § 12101 et seq, (including corresponding rules, regulations, and design standards), the Persons with Disabilities Civil Rights Act, MCL 37.1101 et seq. and City ordinances relating to accessibility.

APPENDIX A OF TITLE VI PLAN

During the performance of this contract, the contractor, for itself, its assignees, and successors, in interest (hereinafter referred to as the “contractor”) agrees, as follows:

1. COMPLIANCE WITH REGULATIONS. The contractor shall comply with Regulations relative to nondiscrimination in Federally-assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. NONDISCRIMINATION. The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection, retention, and treatment of subcontractors, including procurements of materials in the discrimination prohibited by Section 21.5 of the Regulation, including employment practices when the contractor covers a program set for in Appendix B of the Regulations.

3. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT.

In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under the contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

4. INFORMATION AND REPORTS. The contractor shall provide all information and reports required by the Regulations, or directives issues pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the State Highway

Department or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the State Highway Department or the Federal Highway Administration, as appropriate, and shall set forth what efforts it has made to obtain the information.

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5. SANCTIONS FOR NONCOMPLIANCE. In the event the contractor’s noncompliance with the nondiscrimination provisions of this contract, the State Highway Department shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to:

a. Withholding payments to the contractor under the contract until the contractor complies and/or

b. Cancellation, termination or suspension of the contract, in whole or in part.

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the

Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

IMPORTANT: All City purchases require SAFETY DATA SHEETS where applicable, in compliance with the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED IN

ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-1535 CITY OF WARREN Page 13 of 17

SPECIFICATIONS:

The City of Warren, Michigan is seeking electronic bids from qualified vendors to provide a public tree assessment. The data will be used to prioritize tree management activities throughout the City of Warren.

The City of Warren intends to award a contract to conduct a complete tree assessment, which will include all trees within the public right-of-way (ROW), parks and all other public properties. This

Invitation To Bid (ITB) outlines the minimum acceptable requirements for a comprehensive Citywide street tree assessment for the City of Warren. One consulting firm must perform all tasks required for the assessment project; no subcontracted consulting firms shall be permitted.

Bids must include the performance of a complete public tree assessment of all trees located on various public properties. The assessment must locate, identify, and assess each tree and provide maintenance and planting data in an electronic format.

The assessment must be performed using GPS equipment or other GIS-compatible data collection hardware capable of locating trees within 1 meter of their actual location. Tree inventory data shall be collected in a computerized system using the latest available aerial imagery to facilitate tree location. The City of Warren shall have access to the contractor’s data management system to see all tree data collected and uploaded on at least a weekly basis for quality control purposes. The

City of Warren may elect to assess the required accuracy of tree inventory data as outlined in this scope.

The City seeks to select a vendor whose solution is either built upon or integrated with ArcGIS.

Preference will be given to solutions that seamlessly integrate with ArcGIS Online, thereby ensuring compatibility with the City's existing Enterprise GIS Platform. The City plans to utilize Esri’s ArcGIS Tree

Management Solution as the primary solution for maintaining the tree inventory and supporting maintenance operations beyond the completion of this project. While the selected vendor may opt for a different application to perform the work detailed in this RFP, it is preferred that the completed inventory data be provided in a format that can be efficiently uploaded into the ArcGIS Tree

Management Solution.

MINIMUM QUALIFICATIONS OF A CONSULTING FIRM:

1) The consulting firm must have completed a minimum of five (5) tree assessment projects similar in scope in the last four (4) years. The firm will provide current references for the five

(5) assessment projects listed. At least three of these references shall be projects located within Michigan.

2) Each person employed to collect tree data shall have the necessary qualifications for completing tree assessment data collection. These qualifications may include, but are not limited to, International Society of Arboriculture (ISA) arborist certification, degree in urban forestry, certified forester, etc. It is required that at least one person, on-site for the duration of the project or supervising the project team, is Tree Risk Assessment Qualified (TRAQ).

PLEASE INCLUDE PROPER CERTIFICATIONS WITH YOUR BID.

3) Consulting firm must be able to perform the assessment services without delay from other projects and commitments, and be able to complete the tree assessment scope of work based on the timeline outlined and agreed upon in the contract. Work must completed within one-hundred and eighty (180) calendar days of receiving a City-issued purchase order, unless otherwise agreed upon.

ITB-W-1535 CITY OF WARREN Page 14 of 17

SCOPE OF WORK

The consulting firm shall assess various trees located on the public rights-of-way and other public properties as designated by the City.

At a minimum, the information collected for each tree shall include:

1. Address/Location—Identify the location of each tree, planting site, and stump by the following attributes.

a. Address. House address.

b. On Street. The street on which the tree is physically located.

c. Side. The side of the house on which the tree stands in relation to the physical address.

d. X and Y coordinates in the desired format.

e. Park Name. The name of the park is recorded.

f. Single-family Residential

Multi-family Residential

Institutional

Commercial Retail

Commercial Office or Multi-story Business

Industrial

Utility

Open Space

Other

2. Growing Space Type—Growing space locations are categorized as:

a. Planting Strip. Sites located between the street curb and the public sidewalk.

b. Island. Sites surrounded by pavement or hardscape (e.g., parking lot, cul-de-sac, etc.)

c. Street Median. Sites located between opposing lanes of traffic.

d. Well/Pit. Sites at grade level and bordered on all sides by sidewalk.

e. Raised Planter. Sites located in an above-grade or elevated planter.

f. Open Restricted. Open sites with restricted growing space on 2 or 3 sides.

g. Open Unrestricted. Open sites with unrestricted growing space on at least 3 sides.

h. Unmaintained Area. Sites located in areas that do not appear to be regularly maintained.

3. Growing Space Size—Growing space width in the following size classes:

a. 1 to 3 feet

b. 4 to 6 feet

c. 6 to 8 feet

d. Greater than 8 feet

4. Species—Trees are identified by genus and species using both botanical and common names, and by cultivars where appropriate.

5. Tree Size—Diameter is measured to the nearest inch in 1-inch size classes at 4½ feet above the ground, or diameter at breast height (DBH).

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6. Tree Height—Tree height in the following size classes, measured using a laser range finder.0 to 10 feet

a. 10 to 20 feet

b. 20 to 30 feet

c. 30 to 50 feet

d. 50 to 70 feet

e. Greater than 70 feet

7. Condition—A general note on the health of the tree. Signs of stress, poor structure, mechanical damage, soil and root problems, disease, and pests are all considerations in the assessment of tree condition.

a. Good. A good tree shows no major problems.

b. Fair. A fair tree has minor problems that may be corrected with time or corrective action.

c. Poor. A poor tree has major problems that are irrecoverable.

d. Dead. A dead tree shows no sign of life.

8. Primary Maintenance—The following maintenance needs will be assigned:

a. Remove. Trees designated for removal have defects that cannot be practically or cost-effectively treated. The majority of trees in this category have a large percentage of dead crown.

b. Prune. This is the removal of one or more limbs, needed to reduce risk, provide clearance, and restore the tree.

c. Train. Pruning of young or medium aged trees to improve tree and branch architecture.

d. Discretionary. The client may opt to prune to manage for tree health or aesthetic appearance.

e. Stump Removal. This category indicates a stump that should be removed.

f. Plant. During the assessment, vacant planting sites are identified as Vacant Site Small, Vacant Site Medium, and Vacant Site Large (indicating the ultimate size that the tree will attain), depending on the growing space available and the presence of overhead wires. Lacking local code definitions, planting sites are determined based on standard specifications included in accepted technical journals and by the arboriculture industry.

9. Risk Rating—Evaluate risk and assign a risk rating based on an assessment of the failure mode

(i.e., brand, whole tree, codominant stem) with the greatest risk. The specified period for the risk assessment is one year. The risk component of this assessment and evaluation is to maintain compliance with the most recent standards and practices in the arboricultural industry. Each tree shall be assigned a single risk rating of Low, Moderate, High, or Extreme.

10. Overhead Utilities—For each tree or site, overhead utilities will be recorded if lines are:

a. Present and not conflicting;

b. Present and conflicting; or

c. Not present.

11. Date of Assessment—The date data are collected and the name of the arborist is recorded.

ITB-W-1535 CITY OF WARREN Page 16 of 17

QUALITY CONTROL:

The consultant firm’s personnel conducting and completing the assessment must be college-educated and professional arborists. All managing assessment arborists must be Certified Arborists through the International Society of Arboriculture; no students or temporary employees will be allowed. At least one person directly associated with the project shall have the Tree Risk Assessment

Qualification (TRAQ) through the International Society of Arboriculture.

In addition to computerized quality checks and control, a senior assessment arborist must be on-site regularly to field-check the data collected by other staff to assure adherence to City of Warren, work specifications and national industry standards.

The City of Warren may further test the accuracy of the contractor’s GPS and GIS equipment and mapping capabilities of staff by requiring the consulting firm to collect location data on known reference points in the City of Warren.

The consulting firm must assure the City of Warren that if any errant tree site location is detected, that is due to operator error or equipment malfunctions, the correction responsibility belongs to the consulting firm and will be promptly remedied.

BID EVALUATION PROCESS:

The City of Warren reserves the right to schedule interviews with bidders to evaluate the qualifications and approach of proposing firms.

In applying these criteria specifically to this ITB, firms may be evaluated based upon the following:

1) The specialized experience and technical competence of the firm with respect to tree assessment, inventory, and management services;

2) The firm’s reference list of previous street and park tree inventories.

3) The capacity and capability of the firm to perform the work in question, including specialized services, within the time limitations;

4) The past record of performance of the firm with respect to such factors as control of costs, quality of work, and ability to meet schedules;

5) The firm’s familiarity with the area in which the project is located;

6) The firm’s ability to deliver high-quality data in a variety of formats as desired by the City of

Warren.

INFORMATION / ASSISTANCE TO BE PROVIDED BY THE CITY:

1) Street maps of the areas to be inventoried.

2) Right-of-way width or other information that will enable the contractor to determine if trees are located on public property.

3) GIS data layers and digital ortho-photographs that the City may have.

4) The City shall have a representative that will be available to the awarded vendor during the project.

ITB-W-1535 CITY OF WARREN Page 17 of 17

CHECK LIST FOR BIDDERS

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

_____ Is your electronic bid PROPERLY SIGNED on the AUTHORIZED REPRESENTATIVE portion of the BID FORM, AND ALL CLAUSES AS INCLUDED IN THE BID DOCUMENT?

_____ If required, have you entered a unit price for each bid item? (Unit Price governs)

_____ Have you uploaded the complete document via the BidNet (MITN) system with your electronic submission?

_____ Late bids will NOT be considered. Bids must be received by the Purchasing

Division before 12:30 P.M., Wednesday, on the date specified.