Remove 11 Trees at Random Woods Park.pdf

REQUEST FOR PROPOSALS

Event #12510

Remove 11 Trees at Random Woods Park Parks and Recreation Department

Note: This event is only open to Small Business Enterprises (SBEs) that have been certified with the City of Greensboro’s SBE Program.

SECTION 1

OVERVIEW

1. Request for Proposals (“RFP” or “Event”): The City of Greensboro (“City”) hereby solicits and invites proposals from qualified Small Business Enterprises (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFP and to provide remove 11 trees at Random Woods Park for the City of Greensboro’s Parks and Recreation Department. The intent of this proposal is to receive a firm price for tree removal services that shall be performed in a manner consistent with established specifications outlined in this RFP.

2. Mandatory Pre-Bid Meeting: This mandatory pre-bid meeting will be held on Tuesday September 29, 2026, at 9:00 AM EST at Random Woods Park located at 2100 Starlight Drive. Please allow yourself 15 minutes to park and check in, this meeting will not start again for any late arrivals. Parking is available on the street adjacent to the park.

3. Selection Process: After the close of this RFP, Contractor proposals will be reviewed and evaluated for responsible and responsive submissions, and that all proposals have the required documents as outlined in the RFP (if required). Award will be made based on lowest responsive, responsible bid.

A Contractor that wishes to be considered for selection shall submit a complete, concise and comprehensible proposal in the form and manner required by this RFP.

All proposals, inquiries, or correspondence relating to this RFP, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All proposals received are subject to North Carolina Public Records laws, as outlined in Chapter 132 of the North Carolina General Statutes, along with the Public Records Confidentiality Clause in this RFP, which governs access to such documents. Any statements or endorsements that contradict these laws and clauses will be disregarded. All proprietary information shared with the City will be subject to the provisions of Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

4. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFP. Contractors are required to acknowledge all exceptions to the minimum specifications, terms, and conditions in their proposals. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

• Certified Small Business Enterprise with the City

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements Insurance certificates must be provided within ten (10) days after the notification of intent to award.

• Actively registered with the NC Secretary of State

• Acknowledge and agree to provide, at Contractor’s own expense, a comprehensive and up-to-date background check for each employee assigned to work at Random

Woods Park. Documentation is to be provided to the City within ten (10) days of contract award.

6. RFP Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within 48 hours of the close of the Question and Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFP must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

7. Rights of the City – Proposals and Additional Documentation: As a result of this RFP, the

City reserves the right to accept or reject any and all proposals received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation such as independently audited financial statements, most recent tax returns, or profit loss statements before awarding this contract.

8. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

9. Terms and Conditions: Contractor will abide by all the Terms and Conditions posted in the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

10. Due Date: Submittals in response to this RFP must be submitted to the City’s Procurement Services Division via GePS no later than October 7, 2026 by 2:00 PM EST as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit proposals 24 hours prior to the event closing.

11. Submission and Response Schedule

RFP Issuance September 22, 2026 at 2:00 PM EST Questions and Answer Period Closes October 2, 2026 at 2:00 PM EST Submission Period Ends October 7, 2026 at 2:00 PM EST Anticipated Start Date* Late September/Early October

*Some awards may require Council approval

12. Submittal Requirements: Contractors submitting a proposal must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Contractor shall be required to answer the Local Preference question on the Event.

• Provide a minimum of three (3) references with current contact information, including the name, title, and phone number of a contact person, along with a brief description and dates of services provided.

• Contractor must have at least three (3) years’ experience providing tree removal services.

• Please provide a list of equipment that will be used to facilitate the requested services.

• Provide the amount of time (# of days) it will take to complete the removal of all 11 trees.

• Answer all questions on the Event.

13. Contractor will bear all costs associated with the preparation of the bid response.

14. Any proposals may be withdrawn or modified prior to the RFP Submission Period End date and time stated in the Submission and Response Schedule.

15. Small Business Enterprises (SBE): The City of Greensboro established a Small Business

Enterprise Program (SBE) to provide small businesses with the opportunity to participate as prime contractors by establishing a unique marketplace where small businesses compete against other small businesses instead of larger, more established companies.

The SBE program is a sheltered market for small businesses. This allows smaller companies to participate in contracting and procurement events in areas of construction and repair, commodities and services. The program is non-specific to race or gender. It benefits all eligible small businesses principally located within Guilford, Randolph and Rockingham counties. To qualify as small business, a company must certify with the City's Office of Business Opportunity.

For questions about the City’s SBE Program, or to register for the SBE program, please contact the Office of Business Opportunity at (336) 373-2674 or visit https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe.

SBE Policy Statement It is the policy of the City of Greensboro to ensure that all businesses, including SBEs, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe

SECTION 2

SCOPE OF SERVICES

The City of Greensboro’s Parks and Recreation Department is seeking qualified contractor(s) to cut down and remove Eleven (11) Dead Trees in Random Woods Park. The trees and limbs must be removed from the City lot without causing damage to the surrounding landscape and vegetation. The stumps should be cut as close to the grade as possible.

The trees are at various locations in the Park and marked with an orange X.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

The City’s contract for tree removal services for the Parks and Recreation Department will be competitively negotiated. It is the City’s intent to select Contractor(s) qualified to provide such services based on demonstrated competence and qualification for the type of services proposed and thereafter to negotiate a contract for those services with the best-qualified Contractor(s). If a contract cannot be negotiated with the best-qualified Contractor(s), negotiations with that contractor shall be terminated and initiated with the next best-qualified Contractor. Selection of a Contractor shall include the use of good faith efforts to notify small business firms of the opportunity to submit qualifications for consideration.

The City reserves the right to accept any proposal deemed to be in the best interest of City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the proposal review and selection process then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFP dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications in order to be considered for selection:

• Complete and accurate submittal of the specific proposal components.

• Contractor must demonstrate the ability to staff and supply the services proposed

Rate: Pricing shall be submitted as a total rate that includes all eleven (11) trees. Prices shall be entered into the GePS event under the Lines Tab.

Removal of Trees at Random Woods Park $_________ Total Rate

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFP and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the lowest responsive, responsible Contractor(s).