RFP 2702 Addendum 2.pdf

October 21, 2026

Addendum #2

RFP #27-02

On-Call Arborist Consulting Services Hamden, Connecticut

1. Is it required to be a Certified Arborist with TRAQ and ASCA RCA, or to exclusively hold either of those credentials? If both, would it suffice to have both on a project team?

At a minimum, the consultant must be an ISA Certified Arborist with Tree Risk Assessment Qualification (TRAQ). The ASCA Registered Consulting Arborist (RCA) credential is preferred.

2. Is there an anticipated schedule for the position, such as an expected number of hours per week?

There is no set schedule or minimum number of hours per week. Services will be requested on an as-needed basis, potentially as infrequently as once per month.

3. What is the expected response time for routine and emergency work?

The consultant is expected to respond to requests for services within a couple days, at most.

4. Is there a breakdown of the type of tasks and an estimated amount of time for each?

Tasks may include inspections and risk assessments of trees at the request of the Tree Warden, as well as inspections and risk assessments of trees that have been appealed, leading to a hearing.

5. What public meetings would be expected, and how frequently do they occur?

The consultant may be asked to attend tree appeal hearings, which have historically occurred approximately one to five times per year. Tree Commission meetings are held monthly; however, attendance is not mandatory.

6. Does the City have a budget for this work?

There is no specific budget allocated for these services. Previously, invoices for consulting arborist services have been paid from the Professional/Technical account.

7. Since the contract is on-call, is there a set number of hours expected in order to provide a lump sum cost, as requested on the price sheet?

In the past, the consulting arborist has billed on a per-assignment basis.

8. Is there a Sample Contract available for review?

Please see sample contract included with this addendum.

9. Are there any related bid tabs available for review?

Please see RFP summary included with this addendum.

End of Addendum

#2 October 21, 2026

AGREEMENT

This Agreement is made and entered into as of this ________ day of ________2026, by and between the Town of Hamden (“Town”) whose address is 2750 Dixwell Avenue, Hamden, CT 06518 and __________________________________________________, (“Contractor"), whose address is _______________________________________.

Whereas, pursuant to a Request for Proposal process (RFP #______) for on-call Arborist

Consulting Services (“the Project Services”), the Town selected the Contractor, and the

Contractor has agreed to provide the Project Services to the Town.

Whereas, a copy of the RFP and Response to the RFP are attached hereto and made a part of this Agreement.

Now Therefore, in consideration of the mutual covenants set forth below, the parties hereby agree as follows:

1. Project Services.

Contractor shall be responsible for providing services as an Arborist to the Town of Hamden.

Specific tasks can include but not be limited to:

(a) Tree management services

(b) Support and information resources to the Town Tree Warden and an information resource to the Tree Commission.

(c) Providing advice and expertise on matters related to the pruning, removal, fertilization and other routine treatments to sustain existing trees as well as consultation services regarding the planting or replacement of Town trees. All recommendations shall conform to ANSI A300 standards.

(d) Consultation with the Public Works Department and Tree Commission on strategic planning and planting programs, including, but not limited to the development of a tree inventory, the development of a tree management plan and updating the Town’s appropriate street list to meet contemporary “right tree/right place” standards.

(e) Upon request, may consult with the Town’s Planning and Zoning Office staff or

Commission or other Town boards, commissions or departments.

2. Professional Standards.

Contractor shall be certified by the International Society of Arboriculture (ISA) or American

Society of Consulting Arborists (ASCA) at all times. The manner and means used by the

Contractor to achieve the result desired by the Town are in the sole discretion and control of

Contractor. The Contractor’s results shall be the product of the highest degree of professional skill and expertise.

3. Location.

Contractor shall provide Services at places that in their judgment are best suited to accomplish the projects in a timely and professional manner consistent with professional standards.

Contractor agrees to attend meetings and make presentations at Town facilities as may be requested by the Town from time to time.

4. Compensation. In consideration for the Services and the terms of this Agreement, Contractor shall be paid the following compensation:

(a) A fee of $_________per hour, which includes all travel costs, payable within thirty (30) days of receipt and approval of the Contractor’s itemized invoice.

Invoices shall be submitted to the Director of Public Works or their designee.

(b) Town will reimburse Contractor for out-of-pocket costs reasonably incurred in the course of performing the Services under this Agreement; provided, however, that the Town shall not be obligated for any cost unless (i) the Town, acting through the Mayor or their designee, has agreed in advance to reimburse such cost, and (ii)

Contractor provides the Town with appropriate receipts or other relevant documentation for such cost as part of their submission for reimbursement.

5. Independent Contractor.

It is the express intention of the parties that Contractor is and shall remain an independent contractor and not an employee, agent, or co-venturer of the Town. Contractor retains the right to provide services for others during the term of this Agreement and is not required to devote his services exclusively to the Town. (Contractors initials: )

6. Term and Termination.

The term of this agreement is _____________, 2026 to __________, 20__. The Town may extend the agreement for an additional __________ year(s) period under the same terms, conditions and price. Either party may terminate this Agreement for any reason by giving 30 days written notice to the other party.

7. Preparation of Agreement.

The terms and conditions of this Agreement were prepared, negotiated, and accepted by all parties hereto.

8. Counterparts and Facsimile/ Electronic Signature.

The parties may execute this Agreement simultaneously or at different times, in any number of counterparts, or by facsimile/scanned electronic copies, each of which shall be deemed an original, but all of which together shall constitute one and the same Agreement.

9. No Assignment.

Neither the Contractor nor the Town may assign any rights or delegate any duties or obligations under this Agreement without the prior written consent of the other party.

10. Insurance and Indemnification.

Contractor shall provide insurance as required by the Town of Hamden’s Risk Manager (see attached). Such insurance shall be provided and verified prior to Contractor performing any services for Hamden.

To the fullest extent permitted by law, the Contractor shall defend, indemnify and hold the Town and its agents, employees, volunteers, officers, and officials, harmless from and against any and all injuries, liabilities, losses, suits, claims, demands, damages, assessments, costs and expenses of any kind (collectively, “Indemnified Liabilities”), including without limitation, reasonable attorneys’ fees and disbursements, arising out of or in connection with the performance of this

Agreement, except to the extent such Indemnified Liabilities arise out of, relate to or result from the sole negligence or willful misconduct of the Town or its employees, agents or officials.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement.

TOWN OF HAMDEN

By: _________________________________

Adam Sendroff, Mayor

CONTRACTOR

RFP #: 25-18

1.00 $100.00

X

X

X

RFP FORM

NON-CONFLICT FORM W/NOTARY STAMP

Total Amount

BOND

HOURLY RATE

NON-COLLUSIVE

Certified Check

Town of Hamden -RFP Summary

Requesting Dept.: PW Date of RFP Opening: March 6, 2025

RFP Name: On-Call Arborist Consulting

Services

No. ITEM

INDEPENDENT ARBORISTS AND

CONSULTANTS

AMOUNTUNIT PRICE

YES NO