On-Call_Tree_Removal_and_Pruning.pdf

REQUEST FOR PROPOSALS (RFP)

2089-RFP

ON-CALL TREE REMOVAL AND PRUNING

City of Rock Hill

757 S. Anderson Road, Building 103

Rock Hill, SC 29730

RELEASE DATE: October 29, 2025

DEADLINE FOR QUESTIONS: November 18, 2025

RESPONSE DEADLINE: December 4, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofrockhill

City of Rock Hill

REQUEST FOR PROPOSALS (RFP)

2089-RFP

On-Call Tree Removal and Pruning

I. Introduction II. Request for Proposals

III. Scope of Work IV. Terms & Conditions V. Local Purchasing

VI. Evaluation VII. Vendor Questionnaire

Attachments:

A - SAMPLE Agreement for Goods & Services

B - Pricing Proposal Form

Request for Proposals (RFP) #2089-RFP Title: On-Call Tree Removal and Pruning

1. Introduction

1.1. Summary

The City of Rock Hill, South Carolina ("City") is seeking proposals from qualified companies to provide the City with tree removal and pruning on an as-needed basis.

1.2. Contact Information

Sarah Kesler

Procurement Analyst

Email: sarah.kesler@cityofrockhill.com

Phone: (803) 329-7070

Department:

Electric Utilities

1.3. Timeline

Solicitation Release Date October 29, 2025

Pre-Proposal Meeting (Mandatory) November 10, 2025, 2:00pm

City of Rock Hill Operations Center, 757 South Anderson Road, Building 103 Procurement Conference Room, Rock Hill, SC 29730

Question Submission Deadline November 18, 2025, 4:00pm

Proposal Submission Deadline December 4, 2025, 2:00pm

The City of Rock Hill's eProcurement Portal only.

NOTE: The proposal opening is virtual. No in-person meeting will be held.

mailto:sarah.kesler@cityofrockhill.com tel:(803)329-7070

2. Request for Proposals

PROJECT: On-Call Tree Removal and Pruning

RFP Number: 2089-RFP

Proposal DUE DATE: Thursday, December 4, 2025 before 2:00 pm

2.1. General Information

Electronic submissions will be received by the Procurement Division of the City of Rock Hill, South

Carolina via the City's eProcurement Portal up to but not later than the published date and time. The eProcurement Portal clock is the official timekeeper for determining all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline, regardless of any technical difficulties such as poor internet connections. The City strongly recommends completing your response well ahead of the deadline.

2.2. Mandatory Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held at 2:00 pm on Monday, November 10, 2025 in the following location:

City of Rock Hill Operations Center, 757 South Anderson Road, Building 103 Procurement

Conference Room, Rock Hill, SC 29730

After making the final turn onto Cowan Road, continue driving until you pass the gas pumps on the left. Building 103 and a small parking lot will be on the left. The Conference Room is located through the glass door under the "103" sign.

Inspection, questions, and work review will take place at this time. Only those companies with representatives in attendance will be permitted to submit a proposal. Companies must be present during the entire meeting to submit.

Please RSVP if a representative from your company will be attending the mandatory pre-proposal meeting.

2.3. Purpose

The City of Rock Hill, South Carolina is seeking proposals from qualified companies to provide the City with On-Call Tree Removal and Pruning.

The initial term of the resulting agreement is thirty-six (36) months. The anticipated start date is

February 1, 2026 with two (2) 12-month options, if options are exercised.

2.4. Competition Intended

The process of responding to this Request for Proposals (RFP) should involve interested companies reviewing and analyzing the information provided herein and responding to all items where a response is requested.

It is the intent of the City to award a contract to multiple companies (up to five) and use these selected companies on a rotation and on an as-needed basis.

2.5. Definitions

Proposer/Company/Vendor/Contractor/Supplier: These terms are used to encompass the party seeking to have an agreement with the City of Rock Hill.

City: This term is defined as the City of Rock Hill, South Carolina. All communications relating to the procurement process or the resulting purchase should be directed to the City’s Procurement Office.

Purchase: This term means the agreement to be executed by the City and the successful company.

2.6. Discrepancies and Questions

Companies shall have no contact related to this project with the City of Rock Hill elected or appointed officials or employees during the solicitation process, other than the contact person specified within this solicitation. Any such contact will subject the Company to immediate disqualification for consideration for this project.

Should the Company have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the Company shall request clarification from the City via the eProcurement Portal, not later than 4:00 pm on Tuesday, November 18, 2025.

All questions will be answered, and any changes will be communicated through an addendum posted on the City’s eProcurement Portal. As a registered Company, you will also receive addenda notifications in your email by clicking “Follow” on this project. It is the Company's responsibility to check the website for this information before submitting. Failure to request such clarification is a waiver of any claim by the

Company for additional expenses because its interpretation was different from the City’s.

2.7. Proposer's Minimum Qualification

A qualified company is defined for this purpose as one that meets, or by the date of proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this RFP.

2.8. Proposal Preparation

All proposal responses shall be:

1. Prepared and submitted electronically via the City's eProcurement Portal by an authorized company representative.

2. Each proposal constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for the period stated in the Request for Proposals.

3. Each proposal shall include the name, address, telephone number, and e-mail address of at least three (3) current customers for whom they have provided similar products or services. These references may be contacted, and if so, their responses may constitute a significant part of the proposal evaluation process.

4. The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

2.9. Proposal Submission

Proposals must be received before 2:00 pm on Thursday, December 4, 2025 to be considered.

The City assumes no responsibility for late proposals. No proposal may be withdrawn for a period of sixty (60) calendar days after the date set for the opening thereof unless approved in writing by the https://procurement.opengov.com/portal/cityofrockhill

Procurement Manager. All proposals must be approved by the Rock Hill City Manager and the department(s) in charge of the project. Failing an agreement, the City may reject all proposals and resubmit for new proposals or make any other decisions it deems to be in its own best interest.

The e-Procurement Portal uses an 'electronic lock box' system to receive and protect all Company responses. Only the Company can see that they have submitted a response and the information contained in that response. The Company may withdraw its submission and resubmit anytime until the due date and time. Once the submission phase has ended, the City can view the proposals and begin the evaluation of all received.

2.10. Availability of the e-Procurement Portal

All responses to the Solicitation must be submitted electronically through the e-Procurement Portal.

Should there be any technical issues with the Portal (not user/Supplier issues) that prevent any Supplier from submitting a response within the two (2) hours immediately before the due time, the Solicitation due date and time shall be extended for a period of 24 hours. The technical issue must be with the

Portal provider (OpenGov) and affects all participating Suppliers. The City shall verify the technical issue or unavailability of the Portal with OpenGov, the system provider. Technical issues localized to a single supplier will not be considered a cause for an extension.

The e-Procurement Portal will not allow submissions after the established due date and time have passed.

2.11. Errors in Proposal

Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the company's own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. If an error is made before submitting the proposal, the company may withdraw its proposal electronically through the City's eProcurement Portal and may resubmit prior to the stated proposal submission deadline. The City reserves the right to waive any informalities, technical defects, and minor irregularities in proposals received.

2.12. Award Criteria

The award shall be made to a company that submits the highest-scoring proposal, taking into consideration product or service quality, past performance, and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, the City of Rock Hill reserves the right to reject any or all proposals, to accept any proposal submitted, waive any informality, and negotiate with the low Proposer(s) on any changes that the City of Rock Hill considers necessary or desirable for its own interests. The City alone shall make such determination.

Should the City identify the lowest bid as an Abnormally Low Bid (ALB) in accordance with the City's own internal guidance, the City may request the Vendor to provide information or an explanation in support of what appears to be an ALB. Should the City believe the Vendor cannot fulfill the requirements of an

Awarded Contract for the amount of the offer, the City may disqualify the submission.

In addition, the City of Rock Hill's Procurement Policies and Procedures Manual, as amended or supplemented from time to time, is hereby incorporated by this reference and shall apply to this

Request for Proposals. The City reserves all alternatives, terms, and conditions as set forth therein.

2.13. Compliance with Laws

The successful Proposer shall obtain and maintain all licenses, permits, liability insurance, and workers' compensation insurance, and comply with all other standards or regulations required by federal, state, county, or City statutes, ordinances, and rules during the performance of any purchase between the company and the City. Any such requirement specifically outlined in any purchasing document between the company and the City shall be supplementary to this section and not in substitution thereof.

2.14. Suspension and Debarment

The Proposer certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the Proposer is unable to certify any of the statements in this certification, such Offeror shall attach an explanation to this proposal.

2.15. Subcontractors

The awarded Company agrees that it shall not delegate, subcontract, or assign all or any portion of the project to any third party without the express written consent of the City.

2.16. Brand Name

The use of a brand name is for the sole purpose of describing the standard of quality, performance, and a characteristic desired, and is not intended to limit or restrict competition.

2.17. Retainage

The City reserves the right to hold up to 10% of the invoice amount in retainage to ensure that the project, materials, and services are delivered to the City’s satisfaction. All retainages will be paid when all issues, in the sole opinion of the City, have been resolved, and retainage may be held until the project completion.

2.18. Local Providers

Proposers should keep in mind the City’s goal of supporting local businesses and supply houses for materials and labor whenever practicable, so long as pricing and other contract conditions are not adversely affected.

2.19. Proposal Format

The proposal shall not exceed sixteen (16) pages, including the Cover, Letters of Introduction, Dividers, and Table of Contents. Font size shall be no smaller than ten (10). Proposals exceeding the sixteen (16) page count may be returned and not considered, at the sole discretion of the City of Rock Hill.

1. Qualifications & Experience of the Company:

Brief history and organization of the company, the legal entity that will enter into the contract, the location of the office where the work will be performed, and the name and title of the person who is authorized to enter into a master contract agreement (must be an officer, partner, or member of the company). List any sub-consultants that will support your company, if any. Provide a narrative of your company's prior experience and qualifications as it pertains to the Scope of Work and provide a list of projects with similar scopes.

2. Project Management, Approach to the Project, & Quality Control:

Demonstrate project management, approach to the project, and quality control methods that will be employed by your company. This section shall also include an organizational chart for each team member (including sub-consultant supervisors) and list their roles with responsibilities.

3. Capacity and Response Capability:

Provide a statement of the company's current workload and capacity to meet the project schedules.

4. Pricing:

Include pricing details as described in Section 3.3 by utilizing and submitting the Pricing Proposal Form

(Attachment B), which is required for submission.

5. References:

Provide the name, address, and telephone number of at least three (3) references familiar with the quality of work done by your company of a similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

6. Legal, Safety, Insurance, and Financial:

The company's submittal shall provide documentation of any history of litigation associated with project performance or professional liability during the past ten years. A short statement of any safety problems that the company may have encountered in projects designed or inspected. Provide a statement or other information to describe the company's general financial standing and current insurance coverage.

The company should also submit a copy of its employee safety training program along with the proposal.

7. Other Supporting Data:

Include any other information relevant to the selection of your company.

3. Scope of Work

3.1. Standards

The work hereunder shall be done in a thoroughly workmanlike manner and conform to the:

• ANSI A300 Pruning Standard, Part 7, most current edition

• ANSI Z133.1 American National Standard for Tree Care Operations

• ISA Best Management Practices – TREE PRUNING, most current edition

• Current SCDOT Traffic Control Policies

3.2. Requirements

A. Pruning crews should be supervised by an ISA Certified Arborist or ISA Certified Utility Specialist

(no subcontracting allowed).

B. Work must be performed according to ANSI standards and ISA Best Management Practices.

C. Contractor is expected to be responsive to customers, according to the customer service standards of the City of Rock Hill.

D. Contractor is responsible for chipping and removal of all debris unless specified differently by an authorized City representative. Stump removal will be upon request of an authorized City representative.

E. Contractor must be responsive when called (respond to City representative within 12 hours).

F. Contractor is responsible for finding their own parking area and for the security of their trucks and equipment including non-use hours.

G. Contractor is responsible for providing all appropriate work equipment and safety equipment for a tree crew.

H. Companies should submit a copy of its employee safety training program with the proposal.

3.3. Hourly Rates

The City has fixed hourly rates listed for labor and base equipment (if utilized) of the awarded company that are shown in the Pricing Proposal Form (Attachment B), as its completion is required for proposal submission.

In addition to the rates listed above, the City is requesting hourly rates from companies for extra equipment (stump grinder, skid steer, crane truck, knuckle boom truck, specialty lift, small utility vehicle, arrow board, and dump truck). Extra equipment is not required but may be used if listed. Equipment prices shall not include the operator.

3.4. Pruning Requirements

A. An International Society of Arboriculture (ISA) Certified Arborist must be present during all pruning operations. A Certified Arborist must be on the Contractor’s staff and not subcontracted.

B. All pruning and operations shall abide by the latest ANSI A300 pruning standards, ANSI Z133.1

Safety Standards, and ISA Best Management Practices: Tree Pruning.

C. To ensure that pruning is appropriate for the species and tree/site conditions, it is important to have a clear understanding of the specific needs of the tree and the objectives for pruning.

Pruning objectives include the following:

o Improve structural strength and reduce failure potential.

o Provide clearance for pedestrians, vehicles, and structures. Also, to provide visibility for directional signage, streetlights, traffic lights, and visibility site triangles.

o Improve safety and security for residents and visitors.

o Repair structural damage from wind loading.

o Improve aesthetic characteristics.

o Reduce maintenance costs.

o Prevent or mitigate a pest problem.

D. All persons engaged in tree pruning shall be familiar with each of the pruning types. Selection of the pruning type(s) shall be based on pruning objectives. Refer to publication the ISA Best

Management Practices Tree Pruning for descriptions of pruning types. Clearance pruning that requires more than 25% of the crown removed shall be conducted only under the supervision of the authorized City representative.

E. All cuts should be made sufficiently close to the trunk or parent limb without cutting into the branch bark ridge or branch collar so that callus growth can readily start under normal conditions.

F. Branches greater than 1 ½ inches shall be precut (3 cut method) to avoid tearing or splitting of the bark. The “3 cut method” will be used as outlined in the most current ANSI A300 Pruning standard.

G. No chainsaws shall be used on limbs less than 1.5 inches.

H. No more than 1/4 of the crown of any tree should be removed within one annual growing season without the express permission and supervision of the authorized City representative.

I. During pruning operations, removal of live limbs over 4 inches in diameter will require the permission of the authorized City representative.

J. In the case of crown/limb reduction, pruning should consist of cutting the parent branch back to a lateral branch at a minimum of 1/3 the size of the parent limb.

K. Topping of trees/branches, sometimes referred to as “heading cuts,” shall not be allowed.

Topping consists of cutting a branch between lateral branches or pruning the parent limb to a lateral branch that is less than 1/3 the size of the parent limb.

L. The tree shall be pruned to remove deadwood greater than 2 inches in diameter.

M. Removal of dead branches shall have the final cut outside of the collar of live tissue.

N. Climbing spikes or spurs shall not be used during pruning operations as they damage the cambium of the tree.

O. Any limb that cannot be controlled by hand while being cut shall have a rope or ropes attached for controlled lowering using the appropriate equipment and ropes.

P. Any damage caused by limbs being dropped or thrown shall be repaired within 3 working days by the Contractor at the Contractor’s expense.

Q. Any structural weakness, decayed trunk or branches, split crotches or limbs, and included bark discovered by the Contractor during the course of trimming shall be reported to the authorized

City representative for determination of action as soon as it is discovered. When working on a tree, the Contractor shall be responsible for the removal of “sucker” growth from root systems and “water sprouts” from tree trunks.

R. If a tree has temporary holiday lighting installed, the Contractor shall ascertain if pruning with lights in place is feasible. If unable to do this, make note of the address, report to the authorized

City representative, and return at a later date to complete the pruning.

S. If any of the specified trees are found to have vines that have grown into the canopy, the vines shall be cut to allow them to dry and decay. Any vines found growing up trunks shall be carefully cut through, all the way around the base of the tree. Care must be taken not to cut into the bark of the tree, causing injury.

T. No trees are to be removed without permission from the authorized City representative.

3.5. Street and Parking Lot Pruning Clearance

All trees shall be pruned to the following clearances unless the authorized City representative specifies otherwise:

A. Trees >12” DBH shall be pruned to a height 16’ over the roadway and/or parking lot and 16’ on the remainder of the canopy.

B. Trees less than <12” to 8” DBH will be properly pruned 16’ over the roadway and/or parking lot and 12’ on the remainder of the canopy.

C. Trees less than <8” DBH will be properly pruned 16’ over the roadway and/or parking lot and 10’ on the remainder of the canopy.

D. No trees encroaching from natural areas (non-planted) trees or neighboring properties shall be pruned unless directed by an authorized City representative to do so.

E. Trees blocking streetlights will be properly pruned (as specified in this document) to allow light to reach the roadway. Trees shall be pruned no less than 10 feet from the light fixture and no less than 5 feet from the pole.

F. Trees blocking traffic lights will be pruned to allow visibility from every roadway entering the intersection. When pruning for visibility of traffic lights, all lights must be visible for 325’ in 35 mph zones and 460’ in 45 mph zones. Trees shall be pruned no less than 10 feet from a traffic light and 5 feet away from a traffic light support fixture.

G. Trees will be pruned to clear the visibility site triangle.

H. Trees will be pruned no less than 8 feet from structures.

3.6. Safety Measures

A. The Contractor shall employ only such workers as are skilled in the tasks to which they are assigned. The City reserves the right to require the Contractor to remove and/or not to assign any employee the City deems incompetent, careless, insubordinate, or otherwise objectionable to working on City projects.

B. All personnel shall be equipped with required Personal Protective Equipment as required by safety standards, provided by the Contractor. Personnel shall have all tools as required to perform the duties of each held position.

C. All work should be conducted according to OSHA standards and regulations.

D. Accident Investigation o Any duty-related incident that results in any personal or property injury shall be reported to the City’s designated representative within one (1) hour by the Contractor. The Contractor shall cooperate fully with the City in the investigation of any incident, injury, or death occurring on City property, including a complete written report submitted by the Contractor to the City’s designated representative, or assignee, within twenty-four (24) hours following the occurrence.

o Should any structure or property be damaged during a permitted or contracted tree operation, the persons conducting the work shall immediately notify the property owners and the City’s designated representative within one (1) hour. The Contractor shall make all arrangements for repairs to damaged property within forty-eight (48) hours, except utility lines, which shall be repaired by the appropriate utility. The Contractor shall be solely responsible for contacting all utilities, neighboring property owners, and Contractors required to complete such repairs. Repairs on private property shall be made in accordance with the appropriate building code under permits issued by the City as applicable. Any damage caused by the Contractor shall be repaired or restored by the Contractor at the

Contractor’s expense to a condition similar or equal to that existing before such damage or injury, or the Contractor shall repair such damage in a manner acceptable to the City.

3.7. General Notes

A. The Contractor will be responsible for repairing all property damage caused by their work. If the

Contractor fails to take corrective actions, the City reserves the right to withhold payment until damages are corrected or to correct damage and invoice the Contractor for cost incurred. If property damage is unavoidable and completion of work justifies such risk, the Contractor shall notify the authorized City representative for approval prior to commencing work. Work shall not commence until satisfactory arrangements have been made between the City and all affected property owners.

B. All tools and any other required materials should be supplied by the Contractor unless otherwise noted.

C. Because all work is being billed at an hourly rate, slow work will not be tolerated. The City reserves the right to reject some hourly charges if the work is deemed by the authorized City representative to be too slow.

D. The City shall have the right to withhold payments due to defective workmanship.

E. The Contractor is responsible for attaining and abiding by any permits/approval from appropriate roadway owners, such as the SCDOT or City of Rock Hill before any lane encroachment or closures will be performed.

F. All work should be scheduled and coordinated with the authorized City representative.

G. Chip or clean up all debris generated during pruning operations before leaving the site each day.

H. No equipment or debris shall be left on site overnight.

I. Place proper traffic and pedestrian control devices prior to beginning work. All work areas and lane closures must meet SCDOT guidelines.

J. When utilizing non-English speaking employees, each crew shall have at least one fluent English-speaking employee to communicate with customers and City personnel.

K. The Contractor is responsible for finding proper disposal outlets for all wood chips and tree debris. Reimbursement for large wood greater than 12” diameter, but not including wood chips, can be invoiced to the City of Rock Hill if the Contractor provides authorized City representative copies of the dump tickets from fully SCDHEC-licensed facilities. Exact tree locations of where the large wood came from must be noted with the dump tickets.

L. Non-City work-related activities shall not be billed to the City. Example activities include, but are not limited to, Contractor company meetings, vehicle/chipper fueling, downtime due to mechanical failures, and routine equipment maintenance. These activities should be performed outside the City’s normal work schedule, when possible.

4. Terms & Conditions

4.1. Insurance

The Company agrees that the Company shall keep and maintain general automobile liability insurance for $1,000,000 per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles that the

Company brings onto City property or use in any manner in the provision of services, including transportation to and from the site(s) where the services are rendered. The Company further agrees that the Company shall maintain general liability insurance for at least $2,000,000 per incident/occurrence and $2,000,000 in aggregate for all incidents/occurrences during the policy period.

The Company agrees that the Company shall maintain Workers' Compensation Insurance on all of the

Company’s employees. In no event shall the Company serve as a self-insurer for the purpose of Workers'

Compensation Insurance.

The Company also agrees that the Company shall provide, in a form acceptable to the City, certificates of Workers' Compensation Insurance, Automobile Liability Insurance, and General Liability Insurance.

Coverages must be maintained throughout the life of the contract, including any applicable warranty period.

4.2. Illegal Immigration Reform Act Compliance

The Proposer certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-4-

90 (as amended) titled, "Unauthorized Aliens and Public Employment," and agrees to provide to the City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the

Proposer, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Proposer, its subcontractors, and its sub-subcontractors.

4.3. Indemnification

The Company shall indemnify and hold harmless the City from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys' fees and costs of any suit related thereto), suffered or incurred by the City, to the extent arising from the Company’s or its subcontractors' (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during the performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

4.4. Freedom of Information Act

All proposals will be public information, per FOIA guidelines.

4.5. Iran Divestment Act

By signing its proposal, the Proposer certifies that it:

(i) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

(ii) will not take any action causing it to appear on any such list during the term of the Final Contract;

and

(iii) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

4.6. Agreement

The selected company will be required to use the City of Rock Hill’s standard agreement. See attached sample agreement.

4.7. Non-Appropriation of Funds

This Agreement shall be subject to the availability and appropriation of funds by Management and City

Council. Management and City Council appropriate funding on an annual basis during each fiscal year. If

Management or City Council does not appropriate the funding under this agreement, the City will not be obligated to pay amounts due beyond the fiscal year for which funds were appropriated. No act or omission by the City, which is attributable to non-appropriation of funds, shall constitute a breach of or default under this Agreement.

4.8. Statement on Disadvantaged Business Enterprises (DBE)

(i) The City recognizes that business firms owned and operated by minority persons and women have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses.

(ii) The City believes that it should work to ameliorate past discrimination by facilitating the participation of underrepresented groups in the City’s economic community and that such participation is in its best interests and the best interests of its citizens.

(iii) The City will work to ensure that such underrepresented groups, and the businesses they own and lead, are afforded the maximum practicable opportunity—in balance with financially safe and sound business practices–to compete for and perform contracts when the City is procuring construction services, supplies, equipment contracts, lease agreements, or consultant and other services, within the laws of the State of South Carolina.

(iv) The City endeavors to develop, establish, implement, and administer its policies, programs, and procedures to promote balanced economic growth throughout its community.

Accordingly, the City shall not discriminate and shall prohibit discrimination in its selection and retention of contractors, subcontractors, and suppliers, against any person or business on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, status as a parent, age, disability, genetic information, or military status. The City recognizes that disparate treatment on any such basis in the pursuit of economic opportunities is intolerable discrimination.

4.9. City Business License

The winning Proposer, prior to execution of the Final Contract, must possess or obtain a City of Rock Hill

Business License. Such license must be maintained throughout the duration of the Work. If the Proposer is not currently doing other business inside the City limits, the fee for such license is based on the amount of the Final Contract. If the winning Proposer is currently doing other business within the City limits and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the City limits. Contact the City Business License Office at 803-329-5590 to determine the exact amount of the fee or ask other pertinent questions regarding doing business in the City of Rock Hill.

4.10. Excluded Companies

Proposals from companies may be excluded for any of the following reasons:

(i) Reason to believe collusion exists among the companies

(ii) The Company is involved in any litigation against the City

(iii) The Company is in arrears on any existing contract or has defaulted on a previous contract with the

City

(iv) Lack of financial stability

(v) Failure to perform under previous or present contracts with the City

(vi) Is currently debarred by the State of South Carolina Procurement Services

Excluded vendors/contractors can resubmit complete company information with references for City review after a minimum of one (1) year from the last excluded Bid. The City will contact the submitting vendor/contractor with its decision within thirty (30) days of company information submittal. The City reserves the right to include or exclude said vendor/contractor based on findings.

4.11. Customer Service

Please remember, although you are a contracted City service, you each represent the City of Rock Hill during all work performed, face-to-face as well as telephone conversations. These guidelines are to give all contract employees a solid feeling of what the City of Rock Hill expects from any contracted service.

Overview:

• Be friendly, courteous, and helpful

• Company uniforms must be worn at all times

• Employees must look and act professionally at all times

Company's Employees:

Before the company's employees can enter the project site, it shall investigate and determine that its employees working on the project site are not listed on the sexual offender registry. The contractor shall require all subcontractors to make a similar investigation. One such investigation within six (6) months of commencement of the project work, by the employer, fulfills the City’s requirement for the project.

The Rock Hill Police Department along with the City of Rock Hill also reserves the right to cancel any contracts, agreements, purchasing or distribution, etc., if they feel the project, purchasing, vehicle(s), and or property(s) may be in jeopardy due to the company's employee(s) having a criminal history which may lead to ethical issues while dealing with City workings or investigative activities.

5. Local Purchasing

The City of Rock Hill intends to promote the use of local businesses and hire citizens living within the local Rock Hill/York County area when possible.

(i) Local vendors, services, contractors, companies, and businesses (Rock Hill/York County) with a valid

City of Rock Hill business license may have the opportunity to receive a 3% or a 5% adjustment factor during the consideration of bids. A local vendor, service, contractor, company, or business is defined as a business offering the services and or products being requested. The business must have been established for not less than one year within York County limits and hold a valid City of Rock Hill

Business License for the entire year before the solicitation date. City Council shall be entitled to make the final decision as to whether such business is local and may at its discretion consider factors such as the length of time before issuance of the local business license, the actual physical presence within the corporate limits or within York County, property taxes attributable to such entity received by the City of

Rock Hill, local employment, and any other reasonable factors to ensure that this policy is not being circumvented.

(ii) Businesses located within the Rock Hill municipal limits may be considered for a 5% adjustment factor.

Businesses located in York County outside the Rock Hill municipal limits may be considered for a 3% adjustment factor.

(iii) The maximum value of the percentage adjustment factor will be capped at $25,000.

(iv) If a local business is within the percentage guideline, not exceeding $25,000 of the lowest proposal received, the local business may be considered for the award if it is willing to provide goods or services at the price of the lowest proposal received.

(v) If the conditions above are met, and the local business is not willing to provide goods or services at the price of the lowest proposal received, the consideration of the award will revert to the lowest proposal received or the next lowest local business within the percentage (maximum $25,000) adjustment factor threshold.

(vi) The contractor and/or business must reasonably attempt to hire local Rock Hill/York County residents.

(vii) Selected businesses must make a reasonable effort to purchase/lease all material, equipment, and supplies associated with the awarded proposal from a local business with a valid City of Rock Hill

Business License.

(viii) Businesses receiving the award must supply the City with a list of their employees working on the project, that includes the city in which they reside, along with a list of all equipment, material, suppliers, and subcontractors and their addresses. This list will be used in the evaluation process.

(ix) Special consideration may be given to companies that have products produced and/or manufactured in the United States.

(x) Local Purchasing provisions of this section will be in effect and apply to bidding until June 30, 2025 and expire unless re-authorized by the City Council.

(xi) Local Purchasing adjustment factors cannot apply:

(a) to Federally Funded Projects

(b) to State-Funded Projects where the State restricts the use of local preferences under such circumstances; or

(c) to projects funded by Bond proceeds, where the Bond covenants restrict the manner of procurement.

(xii) Utilization of the Local Purchasing program requires a minimum of three bids. If three or more bids are not received, the Local Purchasing program cannot be utilized.

6. Evaluation

1. All responses are subject to a determination of "responsive" and "responsible" prior to award. The

City is the sole judge as to the Proposer's "responsiveness" and "responsibility." The City reserves the right to request additional information.

2. The City will review all proposals and reserves the right to request necessary modifications, waive minor technicalities, reject all proposals, reject any proposal that does not meet the mandatory requirement(s), or cancel this RFP, according to the City's best interests.

3. The City's evaluation team may elect to interview one or more proposing companies before making an award. The City shall not reimburse the company for the costs associated with the interview process.

The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

4. The City's evaluation team may elect to first rank proposals with a simple numeric score and then detail score only the top tier of proposals.

5. The City will evaluate responses on a weighted evaluation system.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience, Past Projects, and Work History Points Based 40 (40% of Total)

2. Approach to Project and Capacity Points Based 35 (35% of Total)

3. Price Points Based 25 (25% of Total)

7. Vendor Questionnaire

7.1. Company Information*

Please provide the following information as it should appear in a potential agreement with your company:

• Company (legal entity that will enter into the contract)

• Name and Title (person authorized to enter into contract)

• Address (location of the office where or from which the work will be performed)

• Telephone Number

• Email Address

*Response required

7.2. Company Confirmation*

The Company affirms that we have read and understand the enclosed RFP requirements and specifications and do submit this proposal for: On-Call Tree Removal and Pruning.

☐ Please confirm

*Response required

7.3. Submission of Proposal *

Upload the complete proposal here.

*Response required

7.4. Pricing Proposal*

Upload a completed copy of the Pricing Proposal Form (Attachment B).

*Response required

7.5. Upload any additional documents

Include any additional information requested in the solicitation.

7.6. References*

Provide the name, address, email, and telephone number of at least three (3) references familiar with the quality of work done by your company of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

*Response required

7.7. Suspension and Debarment Certification*

The Company certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the submitting entity is unable to certify any of the statements in this certification, such company shall attach an explanation to the submission.

☐ Please confirm

*Response required

7.8. Illegal Immigration Reform Act Compliance *

The Company certifies that it will comply with the requirements of Chapter 14, Title 8 of the South

Carolina Code of Laws titled Unauthorized Aliens and Public Employment and agrees to provide to the

City of Rock Hill any documentation required to establish either; (a) the applicability of such law to the

Company, subcontractor, and sub-subcontractor; or (b) the compliance with this law by the Company and any subcontractors or sub-subcontractors.

☐ Please confirm

*Response required

7.9. Iran Divestment Act *

The Company certifies that it:

1) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

2) will not take any action causing it to appear on any such list during the term of the Final Contract; and

3) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

☐ Please confirm

*Response required

7.10. Customer Service *

The Company representative has read and agrees to the standards set forth in the City's Customer

Service agreement.

☐ Please confirm

*Response required