RFP Number Doc2457797736 Services October 30, 2026 Request for Proposals (RFP) for Neighborhood Tree Pruning Proposal Response Packet Section 7: Submission Instructions Section 8: Required Proposal Components

RFP at a Glance Proposals Due:

December 03, 2026 by 04:00 p.m. Pacific Time Summary:

Portland Parks & Recreation (PP&R) Urban Forestry is establishing multiple contracts with tree care service providers to protect and maintain the City's urban tree canopy through the Street Tree Care (STC) Program. This Contract will be used by PP&R to provide systematic, block-by-block street tree pruning in the public right-of-way, guided by Portland's Urban Forest Plan, Tree Planting Strategy, and Climate Action Plan.

Optional Pre-Proposal Meeting:

Monday, November 16, 2026 at 10:00 a.m. PT.

Submit Your Proposal:

City of Portland Bid Portal:

SAP Business Network Discovery Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before December 03, 2026 at 04:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Tristan Sakamoto Senior Procurement Specialist Procurement Services

(503) 823-8867 Tristan.Sakamoto@portlandoregon.gov

Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due December 03, 2026 at 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is twenty (20) Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City of Portland Bid Portal at:

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through City of Portland Bid Portal are available at:

Support Center | Portland.gov Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

PLEASE IDENTIFY UNDER WHICH TIER YOU ARE PROPOSING

Contractor Size Evaluation

Ability to fully equip 3-5 field crews

1-3 stump grinders

Large

Over 20 full time employees

Dedicated IPM division

Line clearance certified arborist on staff

Certified flaggers on staff

Rating - majority of the fields will determine size class.

Section 8: Required Proposal Components Proposal Checklist

Proposer Information Form Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/business-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

State of Incorporation

· Name common parent:

Redaction for Public Records

· I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/

· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

· I request insurance reductions.

List requested insurance reductions:

Response to the City’s Scope of Work The top score demonstrates staff, equipment, and technical experience through qualifications and years of work to show they understand the scope of work required in the contract and complete it to a high standard.

Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

A top-scoring Proposer demonstrates extensive, directly relevant experience (10+ years) performing street tree pruning within a public right-of-way jurisdiction, holds current PBOT (or comparable agency) right-of-way work permits with no unresolved compliance violations, and maintains a strong safety record (low OSHA recordable incident rate and EMR, no unresolved citations).

Boxes will expand as you type.

1. General Firm Description

Oregon Contractor's License #

Number of ISA Certified Arborists on Staff

IBEW Local 125 Signatory Status (Y/N)

Years in Business

Number of Employees (FTE)

Annual Revenue (most recent fiscal year)

2. Describe your firm's experience performing work within the public right-of-way under Portland Bureau of Transportation (PBOT) jurisdiction, or comparable right-of-way work performed for another city, county, or utility. Include the number of years of such experience, permit types held, and familiarity with the PBOT Temporary Traffic Control Manual.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 2

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 3

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

(Optional) Add additional projects as needed below

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

4. Describe your firm’s management and organizational capabilities

A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Describe not only your firm’s efforts to recruit but also retain local contractors, including those owned by people of color and women

5. Describe your firm’s specific experience in:

Summarize your firm's years of relevant experience in the scope of work proposed (street tree pruning), including comparable municipal or utility right-of-way contracts.

Describe your firm's experience performing work within the public right-of-way under Portland Bureau of Transportation (PBOT) jurisdiction, or comparable right-of-way work performed for another city, county, or utility. Include the number of years of such experience, permit types held, and familiarity with the PBOT Temporary Traffic Control Manual.

Has your firm held current PBOT (or comparable agency) right-of-way work permits within the last 3 years? If yes, list permit type(s) and issuing agency.

Does your firm have any unresolved right-of-way compliance violations with PBOT or a comparable agency? If yes, explain.

Describe your firm's safety program (training frequency, applicable standards followed, PPE policy) and provide OSHA recordable incident rate and Experience Modification Rate (EMR) for the last 3 years, along with any citations received.

6. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Crew Configuration - Describe your proposed crew configuration for this Contract, including crew count, roles per crew, and ISA Certified Arborist coverage.

Equipment Inventory Provide an inventory of equipment available to perform this work (aerial lifts, chippers, stump grinders, chip trucks, traffic control equipment, pesticide application, etc.).

Project Approach Neighborhood Pruning Ramp-Up Plan Program context. Across all awarded Contractors, the City expects Neighborhood Pruning to ramp up from 5,000 trees in 2027 to 10,000–15,000 trees in 2028 and 20,000 trees in 2029. Each Contractor will be assigned work based on its capacity. Your ramp-up plan should show how your firm would grow its staffing and equipment over the Contract term to deliver its share of that work, and how well supported that growth is.

Describe your staffing and equipment ramp-up plan to scale Neighborhood Pruning delivery over the Contract term, including any named subcontractor or partner commitments.

Boxes will expand as you type.

The table below is required. Use the narrative above to describe your overall approach (staffing/equipment plan, subcontractor or partner commitments); use the table to provide the specific year-by-year figures for each year of the Contract term.

State the minimum number of trees per year your firm commits to pruning under this Contract and describe the basis for that commitment (available crews, equipment, and staffing).

Pricing Proposal Complete and submit the Pricing Proposal Attachment Exhibit D The proposal shall include the number of hours each staff member will work on each task. The proposal shall include the true estimated cost to perform the work irrespective of the City's anticipated cost.

Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

References Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 3

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local subcontractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1

Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 2

Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 3

Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractor

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform subcontractors opportunities.

Any mentoring and technical assistance to be made available to subcontractors.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Sustainable Business Practices Sustainability Questions Specific to this RFP

What types of sustainability related practices do you propose to incorporate into your approach? The City is interested in a variety of cost-effective practices, including those that minimize air pollution, conserve energy, fuel, and materials, utilize locally produced/sourced materials/products, and minimize waste on construction sites.

[Add more rows for more questions as needed]

List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 4

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 5

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)

Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

· No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used)

Firm’s legal name

· Yes Certification #:

· No

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Add additional rows for additional Subcontractors as needed

Exceptions and Deviations to the Sample Contract The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

RFP # Doc2457797736 Page 1 of 2 Response Packet image1.jpeg