Remove 3 Trees at Different Locations.pdf

REQUEST FOR PROPOSALS

Event #12538

Remove 3 Trees at Different Locations for the

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 remove (3) dead trees at (3) different locations 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, October 20, 2026 at 9:00 AM EST at the first tree to be removed. This tree is located at the corner of West Cone and Dellwood in the median. Please allow yourself 15 minutes to park and check in, this meeting will not start again for any late arrivals. Park at or near Dellwood at 2705.

We will then proceed to the second tree located between Hill St and Benjamin PKWY on W Smith St in the median on the creek bank. (Park in the Median at Benjamin & W. Smith).

Then we will proceed to the third tree located at 915 Sunset, where parking is available.

Contractors MUST be at each location within the time frame given from the previous location for trees 2 & 3. Bids from Contractors that are not at the locations of each tree for each pre-bid meeting will be found as non-responsive and their bids will not be reviewed.

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 on this project 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 two days 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 Tuesday October 27, 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 October 13, 2026

Mandatory Pre-Bid Meeting October 20, 2026 @ 9:00am

Questions and Answer Period Closes October 22, 2026 @ 2:00pm

Submission Period Ends October 27, 2026 @ 2:00pm

Anticipated Award Notification October 28, 2026

Anticipated Start Date* November 9, 2026 or earlier

*Pending receipt and approval of COI and Background Checks

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

Provide a minimum of three (3) references with current contact information, including the name, title, email address, 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.

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 3 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.

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 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

SECTION 2 SCOPE OF SERVICES

The City of Greensboro’s Parks and Recreation Department is seeking qualified contractor(s) to cut down and remove (3) Dead Trees at Dead Trees at the following locations.

1. The corner of West Cone and Dellwood in the median.

2. Between Hill St and Benjamin PKWY on W Smith St in the median on the creek bank.

3. 915 Sunset

Trees 1 & 2, the stumps are to be cut as close to the ground as possible.

Tree 3 located at 915 Sunset, the stump is to be ground out, debris removed, and the area filled back in with dirt, then seeded and covered with straw.

The contractor is responsible for facilitating any lane closures needed during the removal of the trees.

The trees and limbs must be removed from the City lots without causing damage to the surrounding landscape and vegetation.

If the contractor damages another tree or the surrounding area the contractor is responsible for repairing that damage.

The trees to be removed at the three locations will be marked with an orange X, by City staff prior to the work being performed.

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 for each tree being removed at each location, Prices shall be entered into the GePS event under the Lines Tab.

1. Removal of (1) Dead Tree located at Dellwood and West Cone Blvd, including clean-up:

$______ Total Rate

2. Removal of 1 Dead Tree located at Benjamin Pkwy and Smith St., including clean-up:

$ Total Rate

3. Removal of 1 Dead Tree located at 915 Sunset Dr., including stump grinding, debris removal, area backfilled with dirt, seeded & covered with straw: $ 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).