Request for Proposals (RFP)

2026-129-ND

Palm Pruning and Tree Trimming Services for Various

Locations Throughout the City

TABLE OF CONTENTS

SOLICITATION SECTIONS:

0100 INSTRUCTIONS TO BIDDERS

0200 GENERAL CONDITIONS

0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT

0400 PROPOSAL EVALUATION

APPENDICES:

APPENDIX A CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT

APPENDIX B MINIMUM REQUIREMENTS & SPECIFICATIONS

APPENDIX C COST PROPOSAL FORM

APPENDIX D SPECIAL CONDITIONS

APPENDIX E INSURANCE REQUIREMENTS

APPENDIX F SITE NAMES AND DESCRIPTIONS

APPENDIX G INTEGRATED PEST MANAGEMENT APPROACH

SECTION 0100 INSTRUCTIONS TO BIDDERS

1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the “City”), as the means for prospective Bidders to submit their qualifications, proposed scopes of work, and cost proposals (the “proposal”) to the City for the City’s consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation and are complementary to one another and together establish the complete terms, conditions, and obligations of the Bidders and, subsequently, the successful Bidder(s) (the “contractor[s]”) if this RFP results in an award.

The City utilizes Bidnet Direct (Government Bids Opportunities and RFP | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP.

Any prospective Bidder who has received this RFP by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of the proposal submitted.

2. PURPOSE.

For approximately four years, the City has had an agreement for grounds maintenance for right-of-way areas, causeways, parking facilities, Lincoln Road Mall, Redevelopment Agency, city buildings, and coastal areas. The current term of the agreement expired on June 23, 2025 and is currently on a month-to-month extension. To consider a replacement agreement, this Request for Proposals (RFP) seeks proposals from qualified firms to provide palm pruning and tree trimming maintenance services in accordance with the terms, conditions, and specifications contained herein. Proposals shall include all labor, equipment, and materials needed to perform those duties outlined in Appendix B, Minimum Requirements and Specifications.

2.1. Interested Parties. In accordance with the instructions of Section 0300, interested parties are invited to submit proposals with detailed information demonstrating their experience in palm pruning and tree trimming maintenance services. A Pre-proposal conference will be held in accordance with Section 0100, Sub-sections 6 and 7. All proposals will be evaluated in accordance with the qualitative criteria found in Section 0400, regardless of the group for which a cost proposal is submitted. Cost proposal(s) may be submitted for one or more of the groups defined in Subsection 3 below and will be evaluated in accordance with the quantitative criteria found in Section 0400.

3. PROPOSAL OPTIONS. The Evaluation Committee will evaluate and rank the qualitative criteria (experience and qualifications and approach and methodology) for each Bidder. Procurement Department staff will calculate cost points for each cost proposal compared to other cost proposals for the same group in accordance with the formula stipulated in Section 0400.

Bidders may submit cost proposals for one or more of the following groups:

GROUP I: South Beach ROW GROUP II: Middle Beach ROW GROUP III: Miami Beach Causeways GROUP IV: North Beach ROW GROUP V: Coastal Areas GROUP VI: Lincoln Road Mall GROUP VII: South Redevelopment Agency (RDA) GROUP VIII: City Buildings and Maintenance Facilities GROUP IX: Parking Lots and Garages GROUP X: Royal Palm Banding Services GROUP XI: Calophyllum Inspection Services

Bidders shall bid on all line items within the group(s) they are submitting. Regardless of the number of group(s) for which a cost proposal is submitted, the experience and qualifications, and approach and methodology of each bidder will be evaluated once.

4. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows:

RFP Issued August 31, 2026 Pre-Proposal Meeting September 9, 2026, at 2:00 pm ET

Join on your computer or mobile app https://teams.microsoft.com/meet/294995904724917?p=bYPHJQiLmNjrrqtobg Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 149 178 852#

Deadline for Receipt of Questions

September 25, 2026, at 5:00 pm ET

Responses Due October 15, 2026, at 3:00 pm ET Join on your computer or mobile app https://teams.microsoft.com/meet/247533266348579?p=ppG1njFCnnOqNiB0K8 Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID:103 045 808#

Evaluation Committee Review

TBD

Tentative Commission Approval

TBD

Contract Negotiations Following Commission Approval

5. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below:

Procurement Contact: Telephone: Email:

Natalia Delgado 305-673-7000 x26263 NataliaDelgado@miamibeachfl.gov Additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado@miamibeachfl.gov;

or via facsimile: 786-394-4188.

The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than fifteen (15) calendar days prior to the date proposals are due as scheduled in Section 0100-4.

All responses to questions/clarifications will be sent to all prospective Bidders in the form of an addendum.

6. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled.

Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Bidders interested in participating in the Pre-Proposal Meeting must follow these steps:

Join on your computer or mobile app https://teams.microsoft.com/meet/294995904724917?p=bYPHJQiLmNjrrqtobg Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 149 178 852#

Bidders who are participating should send an e-mail to the contact person listed in this RFP expressing their intent to participate.

7. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City. They will be without legal effect, including any information received at a pre-submittal meeting or site visit(s). The City, by means of Addenda, will issue interpretations or written addenda clarifications that are considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. The addenda will be released through Bidnet Direct. Any prospective bidder who has received this RFP by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of the Proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section.

8. CONE OF SILENCE. This RFP is subject to, and all bidders are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Bidders shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with and shall be subject to all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance.

Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov

9. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Bidders (or Bidder team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).

10. BIDDER’S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the Contract. Ignorance of such conditions and requirements, or failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to comply with every detail and with all provisions and requirements of the Contract and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder.

11. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager’s recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations:

(1) The ability, capacity and skill of the Bidder to perform the contract.

(2) Whether the Bidder can perform the contract within the time specified, without delay or interference.

(3) The character, integrity, reputation, judgment, experience and efficiency of the Bidder.

(4) The quality of performance of previous contracts.

(5) The previous and existing compliance by the Bidder with laws and ordinances relating to the contract.

The City Manager may recommend to the City Commission the Bidder(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager’s recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager’s recommendation and select another Proposal or Proposals that it deems to be in the best interest of the City, or it may also reject all Proposals.

12. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Bidder. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Bidder in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Bidders that no property, Contract, or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to, approved by the City, and executed by the parties.

13. E-VERIFY. As a contractor, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to utilize the U.S.

Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term.

14. BIDNET DIRECT. he Procurement Department utilizes Bidnet Direct, as its electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City, you must register through Bidnet Direct, www.bidnetdirect.com/florida/cityofmiamibeach. Registration is easy and will only take a few minutes. For detailed instructions on registering and submitting electronic bids, visit https://www.miamibeachfl.gov/city-hall/procurement/for-approval-how-to-become-a-vendor/.

If you have any questions regarding this system or registration, please visit the link above or contact Bidnet Direct at support@Bidnet.com or 1-800-835-4603 option 2.

15. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Bidnet Direct, the City encourages vendors to register with our online Vendor Self-Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self- Service (VSS) webpage (https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx) will also provide you with purchase orders and payment information.

Should you have any questions or comments, do not hesitate to submit them to vendorsupport@miamibeachfl.gov.

16. SUPPLIER DIVERSITY. The City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC), and small and disadvantaged businesses, as certified by Miami- Dade County. See authorizing resolutions here.

If your company is certified as an LGBT-owned business by NGLCC or as a small or disadvantaged business by Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid system (Bidnet Direct, Supplier-to-Government). These are two different systems, and you must register for both.

Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/.

Balance of Page Intentionally Left Blank

SECTION 0200 GENERAL CONDITIONS

FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, Bidder agrees to be bound by and in compliance with the Terms and Conditions for Services (dated 3.23.2026), incorporated herein, which may be found at the following link:

https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT

1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Bidnet Direct on or before the date and time indicated. Hard copy proposals or proposals received through e-mail or facsimile are not acceptable and will be rejected.

A bidder may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid.

Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4 below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Only proposal submittals received and time stamped by Bidnet Direct prior to the proposal submittal deadline shall be accepted as submitted in a timely manner. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@Bidnet.com or 1-800-835-4603 option 2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in Bidnet Direct prior to the deadline for proposal submittals.

2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-responsiveness. Non-responsive proposals will not be considered.

1. Certification, Questionnaire & Requirements Affidavit (Uploaded Separately to Bidnet Direct).

2. Cost Proposal (See Appendix C).

3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct) and the Cost Proposal with the bid and by the deadline for submittals shall render a proposal non-responsive. Non-responsive proposals will not be considered. With the exception of the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct) and the Cost Proposal, the City reserves the right to seek any omitted information/documentation or any additional information from Bidder or other sources, including but not limited to any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Bidder to perform in accordance with contract requirements.

Bidder must submit any omitted information/documentation or any additional information within three (3) business days upon request from the City, or the bid may be deemed non-responsive. Non-responsive bids will receive no further consideration.

4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process, and assist the Evaluation Committee in the review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the “Documents" tab in Bidnet Direct.

Proposal Certification, Questionnaire & Requirements Affidavit (APPENDIX A) Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A) (Attached Separately to Bidnet Direct). Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit with the bid shall result in the bid being deemed non-responsive. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit with the bid shall result in the bid being deemed non-responsive.

TAB 1 Cover Letter & Table of Contents

1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs and page numbers to facilitate the evaluation committee’s review. The cover letter must be signed by a principal or agent able to bind the firm and contain the following: the name and location of the Prime Bidder, Primary Bidder’s Representative for the RFP, and Representative’s Contact information. Joint Ventures are not allowed under this RFP.

1.2 Group Selection. Proposer must indicate in their proposal the group for which the proposal is being submitted.

All proposals will be evaluated in accordance with the qualitative criteria found in Section 0400, regardless of the group for which a cost proposal is submitted. Cost proposal(s) may be submitted for one or more of the groups defined in Section 0100, Subsection 3, and will be evaluated in accordance with the quantitative criteria found in Section 0400.

TAB 2 Experience & Qualifications

2.1 Organizational Chart: An organizational chart depicting the relationship and reporting hierarchy for all firms, principals, and personnel involved in the proposal. The organizational chart should include the scope of responsibility for the prime proposer, its personnel, and any sub-contractor and its personnel.

Provide details on the percentage of personnel that are company employees vs contract personnel. For each, provide the length of time the employee or contract personnel has been employed by the firm.

2.2 Qualifications of Bidder. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Bidder submits as evidence of similar experience for the firm and/or any principal, the following is required:

project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal).

2.3 Similar Experience of Sub-consultant(s)/Sub-contractor(s): Summarize projects in which the sub-consultant(s)/sub-contractor(s) and/or its principals have provided services similar to those defined herein. For each project, provide the following: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include the name of the principal).

2.4 Evidence of Prior Working Experience: If sub-consultant(s)/sub-contractor(s) are included in the proposal, submit evidence that the proposed team has successfully collaborated on prior projects. For each project, submit the project description, agency name, agency contract, contact telephone & email, year(s), and term of engagement.

2.5 Equipment List & Facilities of the Bidder. Submit a list of owned or leased equipment under the Bidders’ control that may be utilized to service the City if selected. Submit location and details of the facility(ies) from which the Bidder plans to service the City if selected.

TAB 3 Approach and Methodology

3.1 General Approach. Submit detailed information on how Bidder plans to accomplish the required scope of services including detailed information, as applicable, which addresses, but need not be limited to:

1. compliance with standards (See Appendix B, Section 3.0)

2. tree and palm maintenance/care

3. emergency response and services

4. management of traffic

5. courtesy to residents and visitors

TAB 4 Cost Proposal

Submit a completed Cost Proposal Form for one or more groups (Appendix C). Bidder shall bid on all line items within the group(s) they are submitting.

Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing his/her recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Section 0400.

Balance of Page Intentionally Left Blank

SECTION 0400 PROPOSAL EVALUATION

1. EVALUATION COMMITTEE. An Evaluation Committee, appointed by the City Manager, may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the Evaluation Committee may review and score all proposals received, with or without requiring presentations. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission.

The City Manager will utilize the results to take one of the following actions:

a. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations; or

b. The City Manager may recommend that the City Commission authorize negotiations or award a contract to one or more firms in accordance with Section 0100, Sub-section 11; or

c. The City Manager may recommend that the City Commission short-list one or more firms for further consideration by the Evaluation Committee; or

d. The City Manager may recommend to the City Commission that all firms, if more than one (1) responsive submittal is received, be rejected.

2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this RFP is approved, the short-listed firms may be required to make presentations to and be interviewed by the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee will utilize the criteria set forth in Sub-section 4 below.

3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to assist the evaluation committee or the City Manager in evaluating proposals.

4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance with the following criteria. Regardless of the number of group(s) for which a cost proposal is submitted, the Evaluation Committee will evaluate and rank the qualitative criteria (experience and qualifications and approach and methodology) for each Bidder once. Procurement Department staff will calculate cost points for each group, in comparison to other cost proposals for the same group in accordance with the criteria established below. Cost points will be determined for each group as stipulated in Subsection 6 below. A ranking will be developed for each group by adding the qualitative criteria (experience and qualifications and approach and methodology) for the bidder to the quantitative criteria (cost points and veteran's preference) calculated for each group.

Qualitative Criteria (Points Assigned by Evaluation Committee for the Bidder) Maximum Points

Experience & Qualifications (Tab 2) 30 Approach & Methodology (Tab 3) 30 TOTAL AVAILABLE POINTS for Qualitative Criteria 60

Quantitative Criteria (Points Assigned by Procurement Department) Maximum Points

Cost Proposal (for each group for which a cost proposal is received) 40

Veteran’s Preference Points (for the Bidder) 5 TOTAL AVAILABLE POINTS for Qualitative and Quantitative 105

5.QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible proposals and assign points for the qualitative factors only. The Evaluation Committee shall not consider quantitative factors (e.g., veteran's preference) in its review of proposals. The Evaluation Committee shall act solely as an advisory to the City Manager.

The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants, or any other third party in developing an award recommendation in accordance with Section 0100, Sub-section 10. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the evaluation criteria.

6. QUANTITATIVE CRITERIA. Quantitative factors shall not be considered by the Evaluation Committee.

Quantitative factors will be considered by the City Manager in preparing a recommendation to the City Commission.

In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Section 0100, Sub-section 10. Procurement Department staff will assign points for the quantitative criteria. Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code.

Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula:

7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be converted to rankings in accordance with the example below:

Bidder A Bidder B Bidder C

Committee Member 1

Qualitative Points 82 76 80 Quantitative Points 22 15 12

Total 104 91 92 Rank 1 3 2

Committee Member 2

Qualitative Points 79 85 72 Quantitative Points 22 15 12

Total 101 100 84 Rank 1 2 3

Committee Member 2

Qualitative Points 80 74 66 Quantitative Points 22 15 12

Total 102 89 78 Rank 1 2 3

Low Aggregate Score 3 7 8 Final Ranking* 1 2 3

It is important to note that the results of the proposal evaluation process in accordance with Section 0400 does not represent an award recommendation. The City Manager will utilize the results of the proposal evaluation process, and any other information he deems appropriate, to develop an award recommendation to the City Commission, which may differ from the results of the proposal evaluation process and final rankings.

Sample Objective Formula for Cost

Vendor Vendor

Cost Proposal

Example Maximum Allowable Points

(Points noted are for illustrative purposes only. Actual points are noted above.)

Formula for Calculating Points (lowest cost / cost of proposal being evaluated X maximum allowable points = awarded points)

Round to

Total Points Awarded

Vendor A $100.00 20 $100 / $100 X 20 = 20 20 Vendor B $150.00 20 $100 / $150 X 20 = 13 13 Vendor C $200.00 20 $100 / $200 X 20 = 10 10

APPENDIX A

Certification, Questionnaire &

Requirements Affidavit

FAILURE TO SUBMIT THE CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS

AFFIDAVITS WITH THE BID SHALL RESULT IN THE BID BEING DEEMED NOT RESPONSIVE

AND NOT BEING FURTHER CONSIDERED

2026-129-ND

Palm Pruning and Tree Trimming

Services for Various Locations Throughout the City

PROCUREMENT DEPARTMENT

1755 Meridian Avenue, 3rd Floor

Miami Beach, Florida 33139

APPENDIX B

Minimum Requirements & Specifications

2026-129-ND

Palm Pruning and Tree Trimming

Services for Various Locations Throughout the City

PROCUREMENT DEPARTMENT

1755 Meridian Avenue, 3rd Floor

Miami Beach, Florida 33139

1.0 MINIMUM ELIGIBILITY REQUIREMENTS. Intentionally Omitted.

2.0 SCOPE OF WORK

2.1 SERVICES

2.1(a) The Contractor shall perform monthly inspections of all palms and trees, apply fertilizer to all palms and trees, and perform palm pruning and tree trimming services, in various City of Miami Beach streetscapes, municipal facilities, parking lots, garages, and coastal areas per the specifications found herein which include, but are not limited to dead tree and palm removals, root pruning, mangrove trimming, invasive tree removals, royal palm frond banding, repairing damage landscaping resultant from tree work activities, (the “Maintenance Services”) and document services provided.

2.1(b) Emergency Services. Emergency Services are defined as work required in response to a natural or other disaster and shall be provided on an as-needed basis.

Rates will be established during negotiations with the successful Bidder(s).

2.1(c) The Contractor acknowledges that due to the nature of the Maintenance Services, time is of the essence and any delay or failure to complete any portion of the Maintenance Services on time and to the specifications described herein may result in (1) the reduction in City’s payments to the Contractor or (2) the City invoicing or deducting the cost of remedying Contractor’s failure(s) from the City’s payments to Contractor.

2.2 QUALITY OBJECTIVE

The City of Miami Beach’s QUALITY OBJECTIVE is to maintain the landscaping on the listed sites in a vigorous, healthy, and growing condition and provide safe, clean, and attractive site conditions throughout the year, as defined in the Green Industries Best Management Practices (GI-BMP,) and the American National Standards Institute (ANSI) A300 standards. The Maintenance Services shall meet the Quality Objective at all times.

All work shall be performed in accordance with the highest professional maintenance standards and horticultural techniques.

The Greenspace Management Division Director or designee may modify standards and frequencies from time to time as necessary to ensure proper maintenance and to achieve the Quality Objective.

2.3 BID PRICES

Bid prices shall include furnishing all labor, machinery, equipment, tools, materials, vehicles, disposal (litter and organic waste) supplies, and any incidentals necessary to provide complete services as specified herein.

The City will not allow the storage of any landscape materials, equipment, or landscape debris on City property or right of ways without prior written authorization by the Greenspace Management Division Director or designee. All bid prices shall include the provision of off-site storage locations for all items used during the execution of this Contract, and the Contractor shall bear the cost of all off-site disposal and storage charges.

2.4 SERVICE SCHEDULES

The Contractor shall complete Maintenance Services within the following schedules:

2.4(a) The Contractor will adhere to a service schedule provided by the City at the start of each fiscal year. The service schedule is created specifically for fertilization, palm pruning, and tree trimming services, scheduled monthly palm and tree inspection services, royal palm frond banding services, and mangrove pruning and invasive tree removal services.

2.4(b) Where a “Service Month” is mentioned in the specifications, the Contractor is required to provide services at specific sites in a group within the entire calendar month.

2.4(b)(1) The Contractor shall submit expected service dates to Greenspace Management at least by the fifth calendar day of the Service Month for all mangrove pruning and invasive tree removal work. Those service dates are required for maintenance work permit approval from the Miami-Dade County Department of Environmental Resources Management (DERM) to the City of Miami Beach for the Contractor to proceed with the required work. The Contractor is responsible for obtaining the required mangrove trimming permit.

DERM may take several business days to process the work approval. Failure to submit service dates by the fifth of the month may cause work delay, incomplete work by the end of the Service Month, and the enactment of all other penalties found herein if all work is not completed by the end of the Service Month.

2.4(c) The City reserves the right to modify the service schedule frequency with prior written notification to the successful contractor(s) at the unit cost specified by the awarded contractor.

2.5 CONTRACTOR REPORTING REQUIREMENTS

Prior to the monthly service, the City will issue a Service Report in Microsoft Excel format, which the Contractor will use to document the dates services will be provided. The Contractor shall update all completed Maintenance Services on the Service Report within 24 hours and confirm that all trees and palms are healthy and in good condition, and that there are no hazardous palm or tree conditions that could negatively affect public safety, and no signs of stress, deficiency, or disease exist in the palms or trees at the sites. The Service Report for the prior day’s services is to be sent by the Contractor to Greenspace Management by 10:00 am the next business day. Contractor shall provide all reports and correspondence in English. Services not reported by the 10:00 am deadline are subject to non-payment.

2.6 MONTHLY MAINTENANCE SERVICE REPORTS FOR INVOICING

Greenspace Management submits the Final Service Report to the Contractor once the sites reported by the Contractor as complete have been inspected for compliance. The Final Service Report details the monthly payment due to the Contractor by group. It lists the total payment to be issued to the Contractor for the services reported, once the sites have been inspected and verified as completed in full, in accordance with the Contract standards. The Contractor can only invoice for services that have been inspected by Greenspace Management and verified as having been performed in full and notated in the Final Service Report. Invoices that do not match the Final Service Report will be adjusted via redline strikethrough to reflect the balance due to the Contractor per the Final Service Report. A copy of the invoice with the redline strikethroughs (if applicable) will be provided to the Contractor for their records and will serve as an additional Notification of Adjustment.

All disputes to Notifications of Adjustments shall be made in accordance with Section 4 of the Special Conditions herein.

Within five (5) days of receiving the Final Service Report for the preceding month, the Contractor shall issue an invoice based on the Final Service Report to receive payment. Failure to do so shall result in a delay of payment until this requirement is fulfilled.

2.7 SITE MODIFICATIONS

Contractor recognizes that during the Agreement, City workforces and other contractors may conduct other activities and operations. These activities may include, but are not limited to, landscape refurbishment, construction, and storm-related operations. The Contractor may be required to modify certain operations within a site and shall promptly comply with any request by the Greenspace Management Division Director or designee. Any permanent increase or decrease in the site’s compensation due to a modification of the site’s landscape design must be mutually agreed upon between the Contractor and the Greenspace Management Division Director or designee before starting any work. An amendment to the Agreement will be required to authorize any permanent increase or decrease in the site’s compensation resulting from a modification.

In the event a site becomes unavailable for servicing by the Contractor, the City’s Greenspace Management Division Director or designee may temporarily or permanently remove the site for servicing.

2.8 CONTRACT LOCATIONS (Refer to Appendix F, Site Names and Descriptions).

The Contractor shall perform the Maintenance Services at the following locations (the “Service Locations”):

GROUP I - South Beach Right of Way (ROW): Biscayne Bay to the west, Government Cut to the south, Atlantic Ocean to the east, and 34th Street and Alton and 41st Street and Pine Tree Drive as the general northern limits.

GROUP II - Middle Beach ROW: Alton Road and 63rd Street to the west and north, Collins Avenue from 27th Street to 63rd Street to the east, all of 41st Street and 27th Street, and Indian Creek as the general southern limits.

GROUP III - Miami Beach Causeways: Both causeway entrances to the city (MacArthur and Julia Tuttle) with their adjacent islands and on- and off-ramp swales.

GROUP IV - North Beach ROW: 63rd Street intersections with Indian Creek and Collins Avenue, both northward and westward to the city limits, respectively.

GROUP V - Coastal Areas: Beachwalk and Boardwalk landscaping, along with all adjacent street ends and dune maintenance.

GROUP VI - Lincoln Road Mall: Lincoln Road Mall landscaping from Washington Avenue to West Avenue.

GROUP VII - South RDA: Commercial and residential areas encompassing Lincoln Road mall to the south, Alton Road to the west, Collins Canal to the north, and 23rd Street with the Atlantic Ocean to the east.

GROUP VIII - City Buildings, Facilities, and Pump Stations: City-owned buildings and pump stations located throughout the city.

GROUP IX: Parking Lots and Garages: City-owned parking lots and garages throughout the city.

GROUP X - Royal Palm Banding Services: Royal palm banding and pruning at specified sites.

GROUP XI - Calophyllum Inspection Services: Inspection of calophyllums on Meridian Avenue from 2nd Street to Espanola Way.

3.0 STANDARDS, SPECIFICATIONS, AND OTHER REFERENCES

3.1 PURPOSE

These specifications specify how Maintenance Services will be performed to achieve the overall Quality Objective.

THE BIDDER SHALL CONDUCT SITE VISITS TO ALL INDIVIDUAL SITES FOUND WITHIN A

GROUP TO ASSESS THE CURRENT CONDITIONS OF ALL PALMS AND TREES UPON

CONTRACT ACCEPTANCE. IT IS THE CONTRACTOR’S RESPONSIBILITY TO NOTIFY THE

CITY OF PRIOR DEFICIENCIES PRIOR TO COMMENCEMENT OF SERVICES. THE

CONTRACTOR SHALL HAVE TWENTY-FIVE (25) DAYS FROM THE START OF THE

CONTRACT TO THOROUGHLY INSPECT ALL SITES AND REPORT ANY PRESENT DAMAGES

OR DEFICIENCIES FOR EACH INDIVIDUAL SITE. THE CONTRACTOR WILL BE

RESPONSIBLE FOR THE INTEGRITY OF THE LANDSCAPE AFTER THIS INITIAL INSPECTION

REPORT AND SUBSEQUENT REPAIRS. NO ADDITIONAL COST TO THE CITY CAN BE

REQUESTED BY THE CONTRACTOR FOR FAILURE TO ASSESS CURRENT PALM AND TREE

CONDITIONS.

3.2 EMPLOYEE STANDARDS

3.2(a) CONTRACTOR EMPLOYEES: The Contractor shall employ sufficient personnel trained and competent to perform the Maintenance Services specified herein and maintain the Quality Objective.

3.2(b) BACKGROUND CHECK: To ensure compliance with all applicable local, state, and federal law, the Contractor shall, upon the City’s request, subject all employees assigned to this Contract to a background check at no cost to the City. Unless otherwise stated in writing by the City, the City of Miami Beach’s Human Resources Department shall complete all background checks at the expense of the Contractor.

3.2(c) UNIFORMS: The Contractor will provide color-coordinated uniforms for all personnel at the Contractor’s expense. Such uniforms shall meet the Contractor’s public image requirements and be maintained by the Contractor so that all personnel are neat, clean, and professional in appearance at all times. Non-uniform clothing will not be permitted, including for new employees.

3.2(d) CONDUCT: Conduct standards for Contractor’s employees should meet or exceed those standards for City employees. The following are some guidelines: drug and alcohol use, or being under the influence of drugs or alcohol, is not permitted on City property; firearms or other weapons are strictly forbidden, and fighting or loud, disruptive behavior is not permitted.

3.2(e) RIGHT OF REMOVAL- The City reserves the right to request the removal of the

Contractor’s employees, an entire subcontractor, and an individual subcontractor employee from performing Maintenance Services on the City’s grounds where the employee’s performance/actions are detrimental to the Contractor’s ability to complete the Maintenance Services in accordance with the Quality Objective.

3.2(f) TIMELY COMMUNICATION BETWEEN PARTIES - The Greenspace Division Director or his/her designee may email the Contractor at any time requesting information, clarification, or explanation on any service item or related issue within the Contract (“Request for Information”). Within forty-eight (48) hours, including weekends and holidays, of delivery of such Request for Information, Contractor shall respond, in writing, addressing each question raised and including any relevant information reasonably available to Contractor at the time. Repeated failure to timely and/or substantively respond to Requests for Information shall constitute a material breach of this Agreement. Upon such breach, the City may exercise any and all remedies available to it under this Agreement or at law, including, without limitation, withholding payment or terminating this Agreement for cause. For the avoidance of doubt, ‘repeated failure’ shall mean the Contractor's failure to respond to (i) two (2) consecutive Requests for Information, or (ii) any three (3) Requests for Information within a rolling 60-day period. The parties acknowledge and agree that this provision is necessary to efficiently and effectively utilize the City’s time and resources and to quickly resolve any issues related to the scope of work contained in the Contract.

3.3 EQUIPMENT AND VEHICLE STANDARDS

3.3(a) The Bidder has reviewed all of the City’s desired services and understands all equipment specifications necessary to properly perform Maintenance Services as specified. Upon bid submission and throughout the Agreement, the Contractor shall have all the necessary equipment and vehicles to complete the Maintenance Services.

3.3(b) Equipment and vehicles supplied by the Contractor shall be designed for or suited to the maintenance task in which they are to be used. Equipment shall not be used in areas or to perform tasks where damage will result to the landscaping, or hardscape/utility features.

3.3(c) ELECTRIC BLOWERS: The City of Miami Beach requires, through Resolution, that the Contractor only use electric leaf blowers in the performance of Maintenance Services on City-owned or controlled property. The Contractor shall not use gas-powered leaf blowers at any time except in the case of an official natural disaster response in which electrical power may be inconsistent or non-existent.

3.3(d) The Contractor shall have staff trained in the proper and safe operation of all equipment.

3.3(e) Contractor shall maintain all supplied equipment in a good appearance, and all equipment and vehicles shall be maintained in a safe, operational, and clean condition. Equipment shall have proper safety devices maintained at all times while in use. If the equipment does not contain proper safety devices and/or is being operated in an unsafe manner, the City may direct the Contractor to remove such equipment and/or the operator until the deficiency is corrected to the City's satisfaction. The Contractor shall be responsible and liable for injury to persons caused by the operation of equipment.

3.3(f) Contractor’s vehicles and trailers shall be properly registered and bear the company name on each side in not less than 1 ½” lettering. All vehicles shall also be free from leaking fluids at all times.

3.3(g) All equipment must be properly cleaned to industry standards before entering and exiting the next site to avoid the movement of pathogens and other materials that negatively affect palms and trees. Contractor shall be held responsible for the total removal and replacement costs of dead palms and trees if found negligent in properly cleaning equipment.

3.3(h) Upon specific request by the City, the Contractor will supply a current list of all equipment and vehicles used by the Contractor, including item, model, manufacturer, year manufactured, and serial numbers. The Greenspace Management Division Director or designee shall have the right to reject the use of any specific piece of supplied equipment on the site by notifying the Contractor.

3.3(i) Upon request, the Contractor shall provide the City access to any GPS monitoring tools on vehicles assigned to this Contract.

3.4 SAFETY STANDARDS

3.4(a) The Contractor shall be solely responsible for all safety on or off the job in performing the scope of work. The City shall not be responsible for safety on or off the job site.

3.4(a)(1) The Contractor agrees to (1) perform the Maintenance Services in a manner that meets all generally-accepted safety standards and

(2) remedy hazards resulting directly or indirectly from the Maintenance Services, including but not limited to broken limbs/fronds, tree/palm fruit clusters, prolonged holes in the ground that someone could step into; overgrown vegetation blocking streets lights, traffic or safety signs, sidewalks, and other objects;

and vegetation touching buildings, at no additional cost to the City.

3.4(a)(2) The Contractor is not responsible for remedying hazards unrelated to the work, but is responsible for reporting all hazards found at the Service Locations within two (2) business days in writing to Greenspace Management's administrative staff. Some examples of reportable hazards not directly related to contractor work include, but are not limited to, broken sidewalks, sidewalks lifted to ¼” or higher above grade, fallen light poles, coconuts that might fall and impact traffic and pedestrians, loose palm fronds from self-cleaning palms, missing signage, and broken benches, etc.

3.4(b) The Contractor’s certified arborist on site is responsible for identifying all potential work issues around electrical power lines BEFORE starting any work on trees or palms. The Contractor’s certified arborist shall use Florida Power and Light (FPL) guidelines in determining whether a tree or palm is too close to electrical power lines and, thus, unsafe to perform any work. Maintenance Services can only begin when the Contractor’s certified arborist determines that an individual tree(s) and/or palm(s) within a site are safe to start work near electrical lines.

3.4(b)(1) Concerns about an individual tree or palm that is potentially in conflict with electrical lines shall not stop the Contractor from completing all other remaining vegetation trimming within a site not found in conflict with nearby power lines by the Contractor’s certified arborist.

3.4(b)(2) Where the Contractor’s certified arborist finds that any individual tree within a work site is unsafe to work due to its proximity to electrical lines, the Contractor’s certified arborist must notify Greenspace Management of the safety issue before leaving the work site. Notification failure may result in a Reinspection Fee of $250 due to potential multiple visits by Greenspace Management staff to confirm that all site work is completed.

3.4(b)(3) Greenspace Management may request that FPL clear tree and palm vegetation from the power lines for the Contractor to perform work on the individual tree(s) or palm(s). If FPL completes the required electrical line clearance, the Contractor must return to the site within 14 calendar days of notification to complete the palm pruning or tree trimming, at no additional cost to the City.

FPL may assess and determine, after Greenspace Management’s request to clear tree and palm vegetation, that the site already meets FPL standards for vegetation clearance. If determined as such, the Contractor must return to the site within 14 calendar days of notification to complete the palm pruning or tree trimming, at no additional cost to the City.

3.4(b)(4) The Contractor can petition the City in writing that the individual tree(s) and/or palm(s) are still unsafe even after FPL’s determination that work can proceed per their guidelines. The Contractor and Greenspace Management must perform an on-site meeting to determine whether individual tree(s) and palm(s) can be trimmed safely per the Agreement.

3.4(c) The City reserves the right to issue immediate restraint or cease and desist orders to the Contractor when the City observes or receives reports of unsafe or harmful acts by the Contractor in…