REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:

RFP # 26097

Streets On-Call Tree and Vegetation Maintenance by filing with the City electronically through the Public Purchase portal (www.publicpurchase.com) until:

Date: November 5, 2026

Time: 2:00 pm

Proposals submitted after the due date and time will not be considered. The proposing party accepts all risks o late delivery of mailed proposals regardless of fault.

Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available on the City’s website at www.bellevuewa.gov, under "Find”, “Bids, RFPs and RFQs”, then "Solicitation Board”.

The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City accept or contract for any expressed or implied services.

The successful bidder must comply with the City of Bellevue equal opportunity requirements. The City of Bellevue committed to a program of equal employment opportunity regardless of race, color, creed, religion, gender, ag national origin, pregnancy, genetic information, marital status, sexual orientation (including gender identity), o presence of any sensory, physical, or mental disability.

The City of Bellevue’s is also committed to complying with Title VI of the Civil Rights Act of 1964, that provides person in the United States shall, on the ground of race, color, or national origin, be excluded from participation be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.”

Dated this 8th day of October http://www.bellevuewa.gov/

City of Bellevue

Request for Proposals

Request for Proposals Information: Submit Proposals to:

RFP Number: Physical Address: Submit proposals online via

Public Purchase.RFP Title:

Date Issued:

Contact Person: Mailing Address: Submit proposals online via

Public Purchase.Email Address:

Backup Contact Person:

Backup Email: Online Submittal: Responses can be submitted online through the City's eProcurement system

Public Purchase. To register, go to www.publicpurchase.com.

Proposals Due:

26097 Streets On-Call Tree and

Vegetation Maintenance

October 8, 2026

Brian Johnson

BRJohnson@bellevuewa.gov

Alec Anderson

AAnderson@bellevuewa.gov

November 5, 2026 @ 2:00 pm

Section 1 - General Information

NOTICE: Notice is hereby given that proposals will be received by the City of Bellevue, Washington, for

RFP # 26097 - Streets On-Call Tree and Vegetation Maintenance by filing with the City at the above location.

BACKGROUND INFORMATION:

N/A

BRIEF SCOPE OF SERVICES (Additional Detail listed in Attachment "A"):

On-call contract to provide professional tree services as needed for emergency, work order request or non-routine task maintenance. Services may include technical pruning of street trees in Right-Of-Way, tree removals with line certified crew, stump grinding and arboriculture consulting.

DURATION OF SERVICES:

The term of the awarded Contract will be for 3 years.

RFP SCHEDULE:

(These dates are estimates and subject to change by the City)

Event Date

RFP Release: October 8, 2026

Pre-Submittal Meeting:

Contractor Questions Due: October 22, 2026 @ 5:00 PM

Responses to Contractor Questions: October 27, 2026

Proposal Responses Due: November 5, 2026 @ 2:00 pm

Consultant Evaluation Complete: N/A

Announce Short-Listed Firms: N/A

Formal Presentation/Interviews:

Announce Apparently Successful Firm:

New Contract in Place: December 2026

ON-CALL CONTRACTS - OBJECTIVES:

This RFP is issued to competitively establish a contractor, or pool of contractors, to provide on-call services for limited scope projects under $90,000 in value per each project or work order.

Projects performed under this on-call contract shall not include any of the following:

• New construction

• Design by a licensed architecture or engineering firm.

• Land use, building or environmental permitting.

• Subcontracting

PRE-SUBMITTAL MEETING:

N/A

ON-CALL CONTRACTS - COST PROPOSAL:

City staff shall request a cost proposal from the awarded contractor(s) for each project. Cost proposals must be accepted by the City prior to contractor commencing work.

MINIMUM QUALIFICATION REQUIREMENTS:

The following are minimum qualifications and licensing requirements that Contractor's must meet in order to be eligible to submit a proposal. Responses must clearly show compliance to these minimum qualifications in order to be found responsive (Contractor Qualification Requirements). Those that are not clearly responsive may be rejected by the City without further consideration.

• Contractor must have an active Contractor's license with the Washington State Department of Labor

& Industries.

• Contractor must have a current Washington State Department of Revenue Business License (UBI number).

• Industrial insurance coverage must be current.

• Employment security department number must be provided.

• Contractor must not be currently debarred from any federal or state bidding.

• Certification of compliance with wage payment statutes.

ADDITIONAL QUALIFICATION REQUIREMENTS:

At the time of submittal, please provide the following:

• Strong expertise, knowledge and/or experience in requested service(s).

• Five (5) or more years of related experience. .

• Experience working with municipal and regulatory entities. .

At the time of contract award, Contractors must provide proof of:

• Current City of Bellevue Business License or copy of registration to obtain a City of Bellevue Business

License.

• Insurance Certificate - Identifying proper insurance coverages as listed in Attachment "B" and listing the

City of Bellevue as an additional insured.

SUBMITTAL REQUIREMENTS:

Responses to this RFP must include the following information:

• A description of Vendor’s capability, expertise and experience in the requested service areas, particularly relating to similar work performed for public entities.

• Response to scope of work

• Checking the box on Form #2 indicating you have reviewed the City's insurance requirements as described in Attachment B and acknowledge you understand the requested coverages. Please include either: Evidence of Insurance Certificate showing amounts of current coverage or a written statement under the checkbox acknowledging you currently have the necessary coverage or are willing to obtain, at your cost, the necessary coverages required in this RFP.

• A completed and signed RFP Proposal Form

• A completed and signed Cost Proposal Form

• A completed and signed Non-Collusion Certificate

• A completed and signed Affidavit of Equal Opportunity & Title VI Compliance Form

• A completed and signed Proposer Qualification Certificate

REQUIRED NUMBER OF PROPOSALS: One completed electronic proposal(s), in text & searchable .pdf format, must be received by the proposal due date and time. The City at its discretion may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures by authorized personnel, on all documents that require an authorized signature.

SHARED PROCUREMENT PORTALPARTNERS: The City is a member of the Shared Procurement Portal Part website (www.sharedprocurementportal.com) to advertise solicitations. This RFP is made available through the

Purchase and all Proposers are required to apply on this roster system. Any Proposer not approved on the rost the City's discretion, be considered non-responsive. To apply to the roster, before the due date, go to: www.pu

Register” under the Free Registration.

QUESTIONS: Questions regarding this project may be directed to the RFP coordinator. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Any questions will be answered in writing and posted on the

City’s website at www.bellevuewa.gov under “Find”, “Bids, RFPs and RFQs”, then "Solicitation Board”. It is the responsibility of individual firms to check the website for any amendments or Q & A’s to this RFP.

CODE OF CONDUCT POLICY - COMPETITIVE SOLICITATIONS:

Definitions:

• Solicitations: method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled:

Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications Request for

Information, or any other method of obtaining competitive offers.

• Blackout Period: The period between the time a solicitation is issued by the City and the time the

City awards the contract.

• Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation.

Conduct of Participants: After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period.

Sanctions: The City may reject the submittal of any bidder, proposer, contractor and/or consultant who violates the policy set forth herein.

REJECTION OF PROPOSALS: The City reserves the right to reject any and all Proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the city to pay any costs incurred by Contractors in the preparation and submission of their Proposals.

Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

RFP ADDENDA: The City reserves the right to change the RFP schedule or issue addenda to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP.

In the event that it becomes necessary to revise any part of this RFP, the City will issue the addenda on the City’s website (www.bellevuewa.gov) under “Find”, "Bids, RFPs and RFQs", then "Solicitation Board".

It is the Contractor’s responsibility to confirm as to whether any addenda have been issued.

PROPOSAL MODIFICATION & CLARIFICATIONS: The City reserves the right to request that any Contractor clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal.

Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal.

EXCEPTIONS: If Contractor(s) takes exception to any term or condition set forth in this proposal and/or the Sample Agreement and any of its Exhibits and Attachments (including Insurance Requirements), said exceptions must be clearly identified in the response to this RFP. Exceptions or deviations to any of the terms and conditions must not be added to the proposal pages but must be submitted in a separate document accompanying Contractor’s proposal identified as “Exceptions.” Such exceptions shall be considered in the evaluation and the award processes. The City shall be the sole determiner of the acceptability of any exception.

PROPOSAL VALIDITY PERIOD: Submission of a proposal will signify the Contractor’s agreement that its proposal and the content thereof are valid for 90 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Contractor.

PROPOSAL SIGNATURES:

• An authorized representative must sign proposals, with the Contractor's address, telephone and email information provided. Unsigned proposals will not be considered.

• If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown.

• If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown.

• If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown.

• The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive.

COMPLETENESS OF PROPOSAL: The Contractor must attach the Proposal Form (Form #1) signed by a Contractor representative authorized to bind the proposing firm contractually.

PAYMENT OPTIONS: The City encourages our vendors and suppliers to enroll in one of two automated payment options to optimize payment efficiency and reduce fraud. Go to www.bellevuewa.gov under "Find", "Bids, RFPs and RFQs" then Payment Options to see the options for automated payments.

Section 2 Terms & Conditions

EQUAL OPPORTUNITY EMPLOYMENT: The successful Contractor or Contractors must comply with the

City of Bellevue equal opportunity requirements. The City of Bellevue is committed to a program of equal employment opportunity regardless of race, color, creed, religion, gender, age, national origin, pregnancy, genetic information, marital status, sexual orientation (including gender identity), or the presence of any sensory, physical, or mental disability.

TITLE VI: The City of Bellevue in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this request and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

INSURANCE REQUIREMENTS: The selected Contractor, or Contractors, shall maintain insurance that is sufficient to protect the Contractor’s business against all applicable risks, as set forth in the City’s

Standard Insurance Requirements Attachment “B”. Please review insurance requirements prior to submitting a Proposal. If selected Contractor is unable to meet these standard requirements, please note current or proposed insurance coverage in submittal as an Exception. Standard requirements may be negotiated if it is in the best interest of the City.

INDEMNIFICATION: The Contractor shall hold harmless, defend, and indemnify the City and the City’s officers, agents, and employees against any liability that may be imposed upon them because of the

Contractor’s failure to provide compensation coverage or liability coverage.

PREVAILING WAGE: This Contract is subject to the requirements of Chapter 39.12 RCW, and as it may be amended, relating to prevailing wages. On Public Works projects, funded in part or in whole with

Federal Funds, laws and regulations shall also be applicable. NO WORKER, LABORER OR MECHANIC

EMPLOYED IN THE PERFORMANCE OF ANY PART OF THIS CONTRACT SHALL BE PAID LESS THAN THE

PREVAILING RATE OF WAGE as determined by the Industrial Statistician of the Department of Labor and

Industries for the State of Washington. The schedule of prevailing wage rates for the Contract is made a part of this contract as set forth in Attachment "C" to this contract or as subsequently amended.

Prior to making any payment under this Contract, the City must receive an approved copy of the

"Statement of Intent to Pay Prevailing Wages on Public Works Contracts" from the Department of Labor &

Industries. It is the Contractor's responsibility to obtain and file the "Statement of Intent to Pay Prevailing

Wage". The Contractor shall be responsible for all filing fees. Each invoice may include a signed statement that prevailing wages have been paid by the contractor and all subcontractors. Following the final acceptance of services rendered, the Contractor shall submit an "Affidavit of Wages Paid".

BUSINESS REGISTRATION AND TAXATION: The Contractor or Contractors awarded the contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the city’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at 425-452-6851.

NON-ENDORSEMENT: As a result of the selection of a Contractor to supply products and/or services to the City, Contractor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City.

NON-COLLUSION: Submittal and signature of a Proposals swears that the document is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the Contractor has not induced or solicited others to submit a sham offer, or to refrain from proposing.

COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Contractor or Contractors ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources;

permits; fees; taxes; and similar subjects.

EXPANSION CLAUSE: Any resultant contract may be further expanded to include any other item normally offered by the vendor, as long as the price of such additional products based on the same cost/profit formula as the listed item.

OWNERSHIP OF DOCUMENTS: Any reports, studies, conclusions and summaries prepared by the Contractor shall become the property of the City.

CONFIDENTIALITY OF INFORMATION: All information and data furnished to the Contractor by the City, and all other documents to which the Contractor’s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited.

PUBLIC RECORDS: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the “documents”) become a public record upon submission to the city, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the city receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the city (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the city within five (5) days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The city assumes no contractual obligation to enforce any exemption.

COOPERATIVE PURCHASING: RCW 39.34 allows cooperative purchasing between public agencies

(political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing

Agreement with the City of Bellevue may also wish to procure the goods and/or services herein offered by the selected Contractor. The selected Contractor shall have the option of extending its offer to the City of

Bellevue to other agencies for the same cost, terms and conditions.

The City of Bellevue does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the Contractor. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. The City of Bellevue accepts no responsibility for the performance of the Contractor in providing goods and/or services to other public agencies, nor any responsibility for the payment price to the Contractor for other public agency purchases.

INVASIVE SPECIES MANAGEMENT: N/A

Section 3 Evaluation Process

EVALUATION PROCEDURES: Proposals will be evaluated by the Selection Committee. The Selection

Committee will consider the completeness of a Contractor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. All proposals will be evaluated using the same criteria and possible points.

EVALUATION CRITERIA: Proposals will be evaluated by City staff based upon the responsiveness of the

Proposal to this Request for Proposal. Evaluations will be based on criteria outlined herein, which may be weighted by the City in any manner it deems appropriate. Interviews, if considered necessary, will be held with selected Contractors based on an evaluation of the proposals. All proposals will be evaluated using the same criteria and weighting.

Evaluations of submittal packet will be based on the criteria listed below:

• Experience working on similar projects - 30%

• Price - 20%

• Technical expertise - 25%

• Expertise of key personnel to be used on the project - 25%

CONTRACTOR PRESENTATION, COMMITTEE INTERVIEW, ADDITIONAL INFORMATION OR

REVIEWS: After the Proposals have been evaluated, the Selection Committee will determine whether formal presentations and/or interviews are necessary, and if so, which Contractors will be invited to participate. The City may request clarification or additional information from a specific Contractor in order to assist in the City's evaluation of a Proposal.

APPARENTLY SUCCESSFUL CONTRACTOR(S): The combined score of the proposal evaluations and interviews (if applicable) will determine the Apparently Successful Contractor(s). The Selection Committee will formulate their recommendation to management and City Council ( if necessary). Announcement of the Apparently Successful Contractor(s) will be available on the City's website.

CONTRACT AWARD & EXECUTION: The City reserves the right to make an award without further discussion of the submittals. Therefore, the proposal should be initially submitted on the most favorable terms the Contractor can offer. The Contractor selected as the apparently successful Contractor will be expected to enter into a contract with the City.

A sample City contract is provided on the City’s website at www.bellevuewa.gov. To view a PDF version of a sample contract document click on “Find | Bids, RFPs and RFQs" then look under the section titled "Contract Templates.” It is expected that the Contractor will review this contract prior to submitting a proposal. Should the Contractor wish to propose changes to the Contract terms and conditions, the desired changes must be identified in the Contractor’s proposal. The City is under no obligation to accept such proposed changes, and may reject a Contractor's proposal based on proposed changes unacceptable to the City.

The general conditions and specification of the RFP and the successful Contractor's response, as amended by Contract between the City and the successful Contractor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify Contractor representations that appear in the proposal. Failure of a Contractor to perform services as represented may result in elimination of the Contractor from further competition or in Contract cancellation or termination.

Once the City and Contractor have reached an agreement on the scope of services, a final contract will be prepared by the City. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during the negotiations of the final Contract. If the selected Contractor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to negotiate a Contract with the next-highest ranked Contractor. The City shall not be bound, or in any way obligated, until both parties have executed a Contract. No party may incur any chargeable costs prior to the execution of the final Contract.

The City further reserves the right, at its sole option, to award more than one contract or split a contract among multiple Contractors or use a contract different from the sample City contract.

Section 4 General Contract Information

CONTRACT AMOUNT: The City will enter into a contract with the successful contractor(s) with an upper limit cap on the contract. This "not-to-exceed" amount will be based upon an estimated amount of work for the particular on-call service . This "not-to-exceed" amount does not guarantee work to any contractor and the amount paid to the contractor will be based upon time and materials of actual work performed.

The City may opt not to use an on-call contract at any time.

MULTIPLE CONTRACTS AWARDED: The City reserves the right to award multiple contracts to multiple Contractors for this work if it is in the best interest of the City.

USE OF OTHER CONTRACTORS: The City may, at it's sole discretion, secure services from additional contractors not awarded a contract resulting from this RFP.

INVOICING: Contractor(s) shall submit an invoice for services rendered to the City. Invoices shall not exceed the amount provided in the original Cost Proposals without prior approval from City staff.

Contractor shall be paid as follows upon the submission of invoices approved by the City:

LABOR/HOURLY RATES -

1. The amounts computed by multiplying the appropriate hourly rates, or rates, set forth in this contract by the number of direct labor hours performed, which rates shall include wages, overhead, general and administrative expense, profit and other costs and expenses of Contractor incident to this contract. Fractional parts of an hour shall be payable on a prorated basis. The Contractor will substantiate invoices by evidence of actual payment and by individual daily job timecards, or such other substantiation approved by City.

2. Unless provisions of this contract otherwise specify, the hourly rate or rates set forth in this contract shall not be varied by virtue of Contractor having performed work on an overtime basis. If this contract provides rates for overtime, the rates will be reimbursable only to the extent the overtime has been approved by City.

MATERIALS -

1. Allowable costs of direct materials shall be determined by the City. Contractor shall be reimbursed for items and services purchased directly for this contract only when cash, checks, or other forms of actual payment has been made for such purchased items or services. Direct materials are defined as those materials which enter directly into the goods to be delivered hereunder, or which are used or consumed directly in connection with the furnishing of such goods or in performing services hereunder.

2. In cases, where the City has specified certain materials, the Contractor shall, to the extent of his ability, procure materials at the most advantageous prices. The City shall reimburse the Contractor for the materials, if purchased at a reasonable price, and the markup.

3. In cases where the City provides the materials, the Contractor shall not charge the City for the material nor the markup.

The contractor shall invoice for services rendered and materials only. Invoice(s) shall be addressed to:

City of Bellevue

Attention: Enter City Representative Name

PO Box 90012

Bellevue, WA 98009-9012

The invoice must provide the following minimum information.

1. Unique invoice number

2. Contract number

3. Contractor Name, Address and Telephone number

4. Name of City Staff authorizing work

5. Date(s) of Work

6. Number of workers assigned to task

7. Classification of workers assigned as identified in Attachment "D"

8. Total hours worked

9. Materials including mark-up

10. Amount due for each site

11. Washington State Sales Tax (if applicable)

12. Total amount due

PAYMENTS: The City shall pay all invoices from the Contractor by mailing a City Warrant within 30 days of receipt of a properly completed invoice.

PAYMODE - ELECTRONIC PAYMENT: At their options, Contractors may sign up for the City of Bellevue's electronic payment processing through Bank of America's PayMode. PayMode offers a secure, efficient, internet-based service to make electronic payments. You can enroll online at:

www.bankofamerica.com/paymode/cityofbellevue

For more information, or if you have any questions, please contact Bank of America's PayMode service toll free at 1-866-252-7366 or call the City of Bellevue Accounts Payable staff at 425-452-6111.

http://www.bankofamerica.com/paymode/cityofbellevue

Attachment A:

SCOPE OF WORK & SPECIFICATIONS

Streets On-Call Tree and Vegetation Maintenance Contract

PART I - GENERAL INFORMATION

A. Intent The purpose of this contract is to establish a Contractor(s) that will provide annual non-routine Arboricultural services to the Transportation Streets O&M department within the City of Bellevue.

All work conducted under this contract shall comply with all applicable codes and appropriate safety regulations for all work performed. All work shall be performed in conformance with specified City of Bellevue standards and provisions.

B. DESCRIPTION

a. Streets On-Call TREE and Vegetation MAINTENANCE – includes removal of hazardous trees, trimming or tree removals around high-voltage tension wires, pruning of trees, brush and vegetation management to establish clearances and sight distance standards around street lights, street signals and street signage and other infrastructure per industry best management practices. Locations are shown in attached map and listed in attached spreadsheet and shall include all primary and secondary roadways and pedestrian access routes.

b. SCHEDULE- Work shall be on call basis as needed to address tree removals or tree/vegetation pruning needs

c. Pruning conducted under this contract shall follow current ISA (International Society of

Arboriculture) ANSI A300 and industry accepted best management practices and standards. All pruning shall be conducted under the direct supervision of a Certified Forester, ISA Certified Arborist, Certified Landscape Technician, Licensed Landscape Architect, and/or “qualified professional”.

STANDARDS & BEST PRACTICES MANAGEMENT

The methods and equipment necessary to perform the job will be discussed and agreed upon between the project manager and the contractor prior to approval of work request.

C. LOCATION

Work will be performed at various locations within the City of Bellevue including, but not limited to:

City Owned Rental Properties Trail Systems and Easements Street Right-Of-Ways Bellevue City Hall City Owned Maintenance Facilities

D. WORK WITHIN RIGHT-OF-WAYS

Any Contractor having employees working on or near a street or within the City Right of Way shall comply with City of Bellevue and Washington State regulations pertaining to safety equipment, warning signs and traffic control. The Contractor may be required to obtain and maintain a Right of Way Use Permit for maintenance activities included in Contract. The City of Bellevue project manager will indicate if an existing permit and/or traffic control plans are available for individual projects.

Vehicular/Pedestrian traffic control shall be used in accordance with the current “ Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), Chapter VI” and the MUTCD-Washington

State Modifications (M 24-01) as now or hereafter amended and as prescribed by the City of Bellevue Transportation and Police Departments. http://www.wsdot.wa.gov/biz/trafficoperations/mutcd.htm The regulations and conditions specified in the Right of Way Use and Traffic Control Permit must be observed. These safety regulations are mandated by the State Department of Labor and Industries and are subject to change. THE CONTRACTOR IS SOLELY RESPONSIBLE FOR COMPLYING WITH CURRENT REGULATIONS AT THE TIME OF WORK. Failure to comply with proper safety procedures may result in penalties and/or contract cancellation. Penalties include Stop Work Order from Transportation Inspectors and associated inspection and enforcement fees.

The City will not be held liable for any and all costs, claims, judgments or awards of damages arising out of or in any way resulting from the Contractor’s failure to comply with the terms of this Contract, including but not limited to the MUTCD and reasonable traffic control and safety directives of the City. Nothing in this section shall be construed to abridge, limit, or modify the indemnification provisions in Section 10 of this Contract. These safety regulations are mandated by the State Department of Labor and Industries and are subject to change. Failure to comply with proper safety procedures may result in contract cancellation.

E. WASTE DISPOSAL

The Contractor shall select his/her own sites for disposal of debris and unsuitable materials collected under the conditions of this contract. In no case shall debris and unsuitable materials be disposed upon City property or any property contiguous thereto. The Contractor is solely and alone responsible for any and all damages done, or regulations violated in the disposal of waste material, and for any other actions that he/she performs. Contractor holds the City faultless and free from liability for any and all damages and costs incurred as a result of Contractor's actions. It shall be the responsibility of the Contractor to pay all fees and costs incurred in the disposal of waste material.

F. CHANGES IN WORK

Should any changes in the specifications be required, the Contractor shall submit to the City, in writing, a formal request for a change in the scope of work. Work shall not proceed until approved by the City’s Representative. In the event of a disagreement on the necessity of such changes, the City's decision shall be final.

G. CONTRACTOR’S STAFF IDENTIFICATION

The Contractor shall provide an identification system for personnel assigned to City sites and facilities, which clearly indicates to City representatives and the public the name of the Contractor responsible for the landscape services. This identification will include all maintenance vehicles used by the contractor being clearly marked with company name.

All employees or those conducting business under the authority of the contractor will be responsible to be properly dressed. Clothing shall consist of Department of Labor and Industries s t a n d a r d s f o r approved P e r s o n a l P r o t e c t i v e E q u i p m e n t w h i c h i n c l u d e s footwear, long trousers (no shorts or cutoffs), and shirts which protect the shoulders and upper arms (no tank-tops).

The identification system shall be furnished at the Contractor's expense.

H. Technical Pruning Requirements/Specifications

Tree Canopy Cleaning -Reduce conditions in the trees that could place people or property at risk. Remove dead, dying, detached, diseased, and broken branches. Remove crossed branches larger than ½ inch in diameter, as well as watersprouts and suckers. Shorten or remove limbs with bark inclusions by removing lateral branches toward the end of the limb. Remove or shorten branches with cracks.

Structural Pruning - Prune to maintain a dominant leader (one main trunk) by reducing the length of or removing competing leaders, using reduction cuts. Reduce the length of branches with included bark or low vigor that will be removed at a future cycle. Strive to prevent branches from growing larger than half the trunk diameter.

Tree Root Pruning – Prune and/or remove tree roots as directed and identified by City staff that interfere with sidewalks, pathways, streets or other infrastructure. Excavate the root zone using an air spade or by hand digging prior to root pruning – do not use high powered water jets or heavy equipment without the approval of City staff.

Emergency Response- Provide emergency crew availability within 8 hours of notice. Emergency response rates will be captured under the Cost Proposal/Pricing Form.

High Voltage Line Crew Capabilities- Line Certified-equipped crew to work under high-voltage tension and ANSI Z133 guidelines

Tree Evaluation

I. Invoicing This project shall be invoiced reflecting actual time & materials per your contract with the City, and the estimate provided will serve as a “not to exceed” upper limit to that work. If unforeseen circumstances cause the actual time & materials to rise above this estimate, approval from the Project Manager must be granted before work may continue and should be obtained as soon as possible once the conditions are discovered.

J. Definitions Owners, City and City of Bellevue and their authorized representatives shall be understood to mean one and the same.

Approved means approved by City staff requesting services.

As shown shall mean as shown on the Contract Drawings or maps.

Contractor shall mean any individual, partnership, firm, corporation, or joint venture contracting for the Owner to do prescribed work.

Bidder shall mean any individual, partnership, firm, corporation, or joint venture submitting an estimate, proposal, or bid.

K. Site Visitation By submitting a Project Estimate, the Contractor acknowledges that he/she has satisfied him/herself as to the nature and location of the work requested by City staff.

L. Locates Contractor shall field verify locations of all existing utilities and structures. Save and protect all utilities and structures not indicated to be modified. Call 811 for general locates. Coordinate the location of private utilities with Owner's Representative.

M.

(Purposely left blank.)

N. Cleanliness Contractor shall clean all construction areas of debris, extra materials, fencing and wash all paving of dirt and dust following completion of the project.

O. Changes Should any changes in the specifications be required, the Contractor shall refer same to the City in writing for approval before work which deviates from the original requirements is started. In event of disagreement on the necessity of such changes, the City's decision shall be final.

P. Project Timelines:

Work shall begin within 7 (seven) working days of request or as agreed to by Contractor and City PM.

Q. Equipment Requirements:

The Contractor will furnish all labor, tools, specialized equipment, materials, supervision, and transportation to perform work as specifically outlined in this document.

R. Public Perception The Contractor will ensure that employees comply with all applicable City of Bellevue and Washington State regulations and practices with respect to work performed for the City of Bellevue.

Contractor and employees will be recognizable and will conduct themselves in a professional manner when on job site.

S. Hours of work:

Mechanical equipment work, such as chipping and blowing shall not commence before 7:00 am on weekdays and 9:00 am on weekends, further restrictions as determined by the right-of-way use permit must also be followed. It is advisable that work be performed at non-peak traffic times.

T. Property Damage and Hazards:

Report any damage or potential hazards immediately to City Staff. After hours emergencies should be reported to the Bellevue Police/Fire Communications Center, telephone 911.

Hazardous conditions shall be immediately remedied or secured to prevent further damage and/or to protect the public from injury.

Incidents, altercations or accidents involving Contractor employees, the general public, or City employees shall be reported to the City. The City, at its discretion, may require a written report from the Contractor describing the incident or accident.

Any damage to structures or plant material due to Contractor negligence will be remedied by the Contractor at his or her expense in a timely manner.

U. Communication and Inspection:

City staff will inspect work performed by the Contractor on a timely basis. In the event of work performance deficiencies, the City will notify the Contractor. Notifications may be verbal or written.

The City may choose to:

a) Require the Contractor to rectify deficiencies within 48 hours.

b) Collect liquidated damages from the Contractor equal to one-and-one-half times the cost of hiring an alternate tree service contractor to perform the specified work. The sum will be determined by the City and may be paid to the City by the Contractor or deducted from any money due or coming due to the Contractor.

STREET TREE MAINTENANCE, PRUNING & REMOVAL

STANDARDS & BEST PRACTICES MANAGEMENT

General Requirements - Prune street-side clearance to a height of 14.5 feet on limbs that interfere with vehicle clearance. Attention should be given to overall tree shape, form, and balance dependent on tree species and growth characteristics. Prune sidewalk clearance to height of 9 feet on limbs that interfere with pedestrian clearance.

Tree Canopy Cleaning - Objectives: Reduce conditions in the tree that could place people or property at risk. Canopy cleaning consists of removing dead, detached, diseased, and damaged branches. It can be performed on trees of any age but is most common on medium-aged and mature trees. Removing live branches from mature trees is often unnecessary and could even be harmful. Cleaning could also shorten branches with included bark to reduce likelihood of breakage. It might include removing suckers and some water sprouts.

Execution: Remove dead, dying, detached, diseased, broken, or crossed branches larger than ½ inch in diameter, and suckers/watersprouts. Remove or shorten branches with cracks.

Shorten or remove limbs with bark inclusions by removing lateral branches toward the end of the limb.

Tree Structural Pruning - Objective: Increase structural integrity by pruning to one dominant leader. Structural pruning in the landscape aims to develop the strong tree structure we see in the forest. Structural pruning selectively favors a single, dominant leader by suppressing competing leaders. Structural pruning on shade trees should occur regularly when the tree is less than about 20 inches trunk diameter to establish good form early and is normally performed every few years to gradually encourage more growth in the selected leader. Proper structural pruning should be performed on most tree species that become large at maturity to promote longevity, decrease future maintenance costs, and reduce conditions in the tree that could place people or property at risk. Execution: Prune to maintain a dominant leader (one main trunk) by reducing the length of or removing competing leaders, using reduction cuts.

Reduction cuts shorten stems back to lateral branches at least one-third the diameter of the cut stems. Do not allow branches with included bark to grow too large because they could split from the tree. This is accomplished by shortening the branch. Regularly reduce the length of low vigorous branches and limbs that will be in the way later and have to be removed. Strive to prevent branches from growing larger than half the trunk diameter. Older trees can be pruned in a similar manner to create or preserve good structure.

Tree Root Pruning - Objective: To prune and/or remove tree and plant roots that interfere with sidewalks, or adjacent pathways, streets or other infrastructure. Whenever trees are root pruned, there is always some risk of tree failure. Tree species, age, size, site conditions, existing problems, vigor and extent of pruning are just some of the factors. Mature trees are less tolerant of root pruning than young trees, trees on sites exposed to high winds are less tolerant than sheltered trees, and trees with defects or poor general health are not good candidates for root pruning. The closer to the trunk the roots are pruned, the greater the effect on the tree. Execution: Excavate the root zone using an air-spade and/or by hand digging prior to root pruning. A rule-of-thumb is to make all root pruning cuts at least a distance of three times the trunk diameter from the outside of the trunk. Therefore, root pruning of a tree with a trunk diameter of two feet should be done no closer than six feet from the trunk. Cuts should be made farther from the trunk for trees which are judged intolerant of root pruning.

When root pruning mature and intolerant trees use a stump grinder to level the offending roots.

Grinding produces less damage than indiscriminate root pruning. After grinding the offending roots, add coarse gravel as a base for a new sidewalk or pavers. Prune only one quadrant of a tree's root system in a given year; wait at least two years before pruning another quadrant.

Tree Evaluation - Objectives: Occasionally tree evaluations pertaining to overall health and/or liability concerns may be requested. Execution: Evaluations of this type will be completed by an ISA Certified Arborist in good standing or a current member of ASCA (American Society of Consulting Arborists). For liability related requests the evaluator will be registered as a Certified Tree Risk Assessor with the ISA by successfully completing the Tree Risk Assessments in Urban and/Rural Interface Areas course and exam. All tree evaluations are to be conducted without bias and only the pertinent facts are to be disclosed in the Arborists report. Arborists reports will contain a clear description of the services requested and spell out all available options for future actions including a ‘do nothing’ option. Reports should be organized in accordance with the ISA Risk Assessment Process. Tree evaluations will include a Visual Tree Assessment (VTA) using the Tree Risk Assessor (TRA) method to assign a risk value.

Brush and Invasive Plant Removal and Control - Objective: Removal of brush and/or invasive plants. In some cases, chemical control methods may be requested. Execution: The methods and equipment necessary to perform the job will be discussed and agreed upon between the project manager and the contractor prior to approval of work request. All herbicide applications will be made by a WSDA certified pesticide applicator with a current applicators license.

COST PROPOSAL FORM

Streets On-Call Tree & Vegetation Maintenance

(Form to be submitted with RFP 26097) Page 1

TO: City of Bellevue

Pursuant to and in compliance with all documents relating thereto, the undersigned hereby certifies that they have examined the agreement for the requested services on City property in Bellevue, Washington, that they have read and thoroughly understand the terms of the contract, and that they will bill the City on a time and materials basis for such services, and that they propose and agrees to provide and furnish any and all labor, materials, tools, expendable equipment, utility and transportation services necessary to perform the non-routine services, in a professional manner, and as required by and in strict conformance with the Scope of Work and Addendum, all for the attached rates.

I have read, understood and acknowledge the requested insurance requirements listed in Attachment "B" for this project.

OVERHEAD AND PROFIT

The attached Proposal includes overhead, profit and other expenses involved.

CONTRACTOR:

ADDRESS

TELEPHONE: FEDERAL TAX ID #:

SIGNATURE: DATE:

PRINTED

NAME:

TITLE:

Pricing Form

STREETS N-CALL TREE AND VEGETATION MAINTENANCE

(Form to be submitted with RFP 26097 ,Page 2

NOTE: NO WORKER, LABORER OR MECHANIC EMPLOYED IN THE PERFORMANCE OF ANY

PART OF THIS CONTRACT SHALL BE PAID LESS THAN THE PREVAILING RATE OF WAGE AS

DETERMINED BY THE INDUSTRIAL STATISTICIAN OF THE WASHINGTON STATE

DEPARTMENT OF LABOR & INDUSTRIES.

Company Name Date

LABOR ACTIVITY $ HOURLY RATE MON-FRI

8AM-5PM

$ Emergency/Storm Hourly Rate Sat-Sun or outside 8am-5pm

Tree Equipment Operator Tree Trimmer Tree Trimmer Ground person Flagging Traffic Control Supervisor Certified Arborist Line Certified Arborist (Lead) Line Certified Tree Equipment Operator Line Certified Tree Trimmer Ground Person

Traffic control devices, development of plans if/where necessary will be detailed in project specific scope estimates approved by project manager.

MATERIALS MARKUP PERCENTAGE

Hourly rates shall include all overhead and profit including administration fees for L&I Intent and affidavit filling

Any required permitting fees shall be a pass through expense

Invoicing shall clearly itemize labor by category and hourly rate, materials, and the markup percentage

Where rule 171 applies, labor is not a taxable item

Attachment "B"

Insurance Requirements

RFP #: 26097

RFP Title: Streets On-Call Tree and Vegetation Maintenance

The Vendor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved by the City.

A. Minimum Insurance:

B. Additional Insurance: N/A

C. Self-Insured…