RFP D26 039 Solicitation.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

October 16, 2026

REQUEST FOR PROPOSALS

RFP D26-039

SEALED PROPOSALS

TO PROVIDE

TREE MAINTENANCE SERVICES FOR VARIOUS SCHOOLS AND OFFICES

OF THE HAWAII STATE DEPARTMENT OF EDUCATION ON OAHU (SELECTED

DISTRICTS), HAWAII (DISTRICTS III AND IV), AND MAUI (DISTRICTS I THROUGH V)

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST) on

November 25, 2026 or such later date as may be established by an addendum to this Request for Proposals (RFP)

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov) in order to participate in this procurement. Registration is free. Once registered, Offerors can login to view and respond to the HIePRO solicitation.

A Virtual Pre-Proposal Conference will be held on October 22, 2026, at 9:30 a.m. (HST).

Attendance is optional but highly recommended. Refer to RFP Section 1.11, Virtual Pre- Proposal Conference for more information.

Questions relating to this solicitation may be directed to Albert Perry, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at albert.perry@k12.hi.us.

https://hiepro.ehawaii.gov/ mailto:janice.selga@k12.hi.us

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1. OVERVIEW OF PROCUREMENT PROCESS

1.1 Definitions and Acronyms

The following definitions apply to this solicitation.

A. Contract or Vendor List means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

B. CONTRACTOR means an individual, partnership, firm, organization, corporation, joint venture or other legal entity having a contract with the Hawaii State Department of Education and undertaking the execution of work under the terms of the contract and acting directly or through its agents, employees or sub-contractors.

C. Department or STATE means the Hawaii State Department of Education.

D. General Conditions means the General Conditions issued by the Department of the Attorney General of the State of Hawaii, referred to as Form AG-008, as revised, and included herein by reference. The applicable Form AG-008, as revised, included by reference, is the form in effect at the date the solicitation is issued.

E. HAR means Hawaii Administrative Rules.

F. HRS means Hawaii Revised Statutes.

G. Offer means a proposal submitted in response to this solicitation.

H. Offeror means any individual, partnership, firm, organization, corporation, joint venture, or other legal entity, submitting an offer in response to this solicitation.

I. Project means this RFP to develop a resulting Contract or Vendor List of the goods and/or services specified.

J. Proposal means the document submitted by an offeror in response to this solicitation.

K. RFP means Request for Proposals, the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda, whether attached or incorporated by reference.

L. STATE or Department means the Hawaii State Department of Education.

M. Vendor List or Contract means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

1.2 RFP Organization

This RFP is organized as follows:

Section 1. Overview of Procurement Process. Provides Offerors with a general overview of the RFP process.

Section 2. Purpose and Overview. Provides Offerors with general information about the objectives of this project and RFP, and critical success factors.

Section 3. Scope of Work and Requirements. Provides Offerors with a general description of the tasks to be performed, delineates Hawaii State Department of Education and CONTRACTOR’s responsibilities, stipulates Offeror qualifications, and defines deliverables.

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Section 4. Proposal. Describes the required format and content for the Offeror's submittal, and establishes requirements for the Price Proposal.

Section 5. Proposal Evaluation. Describes how proposals will be evaluated by the Hawaii State

Department of Education.

Appendix A. Offeror Identification and Information Form

Appendix B. Wage Certificate

Appendix C. Executive Summary

Appendix D. Offeror Information, Background and Qualifications

Appendix E. Comparable Tree Maintenance Experience

Appendix F. Key Personnel – Qualified Arborist

Appendix G. Price Proposal

Appendix H. Contract Minimum and Special Conditions

Appendix I. Sample Forms: Quote Form and Delivery Order Form

Appendix J. State of Hawaii’s General Conditions

1.3 Procurement Authority

This procurement is being conducted as a competitive sealed proposals procurement in accordance with the procedures set forth in HRS § 103D-303 and Title 3, Subtitle 11, Chapter 122, Subchapter 6, HAR.

The relevant provisions of HRS § 103D, and their associated HAR, are incorporated by reference and made a part of this RFP.

1.4 Issuing Office and RFP Contact Person

The following person from the issuing office listed below is the sole point of contact for this RFP.

Communication with any other contact person from the date of release of this RFP until the selection of the successful Offeror(s) without approval, may result in disqualification.

RFP Point of Contact: Albert Perry email: albert.perry@k12.hi.us Phone: (808) 675-0130 Fax: (808) 675-0133

Issuing Office:

Hawaii State Department of Education Procurement and Contracts Branch Waipahu Civic Center 94-275 Mokuola Street, Room 200 Waipahu, Hawaii 96797

1.5 Procurement Timetable

Except as noted, the following schedule represents the STATE’s best estimate. All times indicated are Hawaii Standard Time (HST). If any component of this schedule is delayed, the rest of the schedule will likely be amended by the same number of days, however the STATE reserves the right to amend or mailto:janice.selga@k12.hi.us

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revise the timetable without prior written notice when such revision or amendment is in the STATE’s best interest.

Activity Estimated Dates

Public Notice announcing Request for Proposals (RFP) October 16, 2026

Virtual Pre-Proposal Conference 9:30 a.m., October 22, 2026

Deadline for submission of written questions On or before 2:00 p.m., November 6, 2026

STATE’s responses to written questions on or about November 13, 2026 Proposal Due Date and Time

Proposals will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST)

THERE ARE NO EXCEPTIONS TO THIS PROPOSAL DUE

DATE UNLESS THE DATE IS AMENDED IN WRITING BY THE

PROCUREMENT AND CONTRACTS BRANCH.

4:30 p.m., November 25, 2026

Evaluation of Proposals November 27 through December 18, 2026

Determination of Priority-Listed Offerors (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contractor(s) Selected On or about January 2026

Contract Award On or about February 2026

Contract Commencement Date Upon Full Execution

1.6 Cancellation of RFP; Rejection of Proposals

This RFP may be cancelled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interest of the STATE.

1.7 Electronic Procurement

1.7.1 The STATE utilizes the Hawaii State eProcurement (HIePRO) System to promote an open and transparent system for vendors to compete for contracts electronically. Offerors interested in responding to this solicitation must be registered on HIePRO. Registration information is available at the State Procurement Office (SPO) website:

https://hiepro.ehawaii.gov, select HIePRO Vendor Registration and then Vendor Registration Guide.

1.7.2 The STATE will use HIePRO to issue the RFP, receive Offers, and issue Addenda to the RFP. Addenda and the other information and materials shall be provided by the STATE through HIePRO, including additions or changes with respect to the dates specified herein. The STATE is not responsible for any delay or failure of any Offeror to receive any materials regarding this RFP on a timely basis.

1.7.3 As part of this procurement process, Offerors are informed that awards made for this solicitation, if any, shall be done through the HIePRO and shall, therefore, be subject to a https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html

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mandatory .75% (.0075) transaction fee, not to exceed $5,000 for the total contract term, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.3.1 For resultant Price and/or Vendor Lists, the mandatory fee (.75%) is applicable for sales calculated on a quarterly basis, not to exceed $5,000, for the first year only. This transaction fee shall be based on the total sales made against this contract, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.4 HIePRO Special Instructions. Offeror shall review all special instructions located in HIePRO. Offerors are responsible for ensuring that all necessary files are attached to their offer prior to the proposal deadline.

1.7.5 Payment to Tyler Hawaii. HlePRO is administered by Tyler Hawaii. Tyler Hawaii shall invoice the Contractor(s) directly for payment of transaction fees. Payment must be made to Tyler Hawaii within thirty (30) days from receipt of invoice. Tyler Hawaii is an intended third-party beneficiary of transaction fees, which are used to fund the operation, maintenance and future enhancements of the HlePRO system.

Offerors are advised that they should not wait until the last minute to submit their proposal on HIePRO. Offerors should allow ample time to review their submitted proposal, including attachments, prior to the proposal deadline.

1.8 Required Review and/or Written Questions

It is the Offeror’s responsibility to carefully review this solicitation for defects and questionable or objectionable matter. Solicitation documents include this RFP, any attachments, plans referred to herein, and any other relevant documentation.

Comments concerning defects, discrepancies, omissions, questionable or objectionable matter, or questions related to this RFP must be made in writing to allow issuance of any necessary amendments to the RFP. It will also help prevent exposure of Offeror's proposal prepared in response to a defective or inaccurate solicitation upon which award could not be made.

Comments related to this solicitation shall be communicated in writing to the RFP Contact Person identified via fax or e-mail by the date and time established for submission of written questions to ensure an official response. The STATE will not respond to verbal or informal questions.

Such comments shall contain pertinent information to identify the prospective Offeror, its telephone number, e-mail address, the RFP number, as well as reference to the specific page, section, and/or paragraph as applicable.

The response(s) to the prospective Offerors’ written questions received by the scheduled date shall be compiled, shall omit reference to the source(s) of the questions, shall be issued as an addendum to the RFP, and shall become a part of the RFP. The STATE will publish the questions as they are submitted including any background information provided with the question. The STATE at its sole discretion may omit questions which may be combined or may paraphrase questions and background content for clarity.

The STATE’s responses shall be communicated in writing via addenda and will be posted on the HIePRO. The STATE is not responsible for delays or non-receipt of any communications by the prospective Offerors.

If an Offeror submits a question after the scheduled date, the STATE may answer the question but does not guarantee that the answer will be provided prior to the Proposal due date.

1.9 RFP Addenda

The STATE reserves the right to amend this RFP at any time prior to the closing date, or prior to the due date for best and final offers. All addenda issued shall be incorporated into the resulting contract. Failure of any Offeror’s receipt of any such addenda or interpretations shall not relieve the Offeror of any

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obligation under this solicitation. It is the responsibility of the prospective Offeror to monitor the HIePRO to obtain RFP addenda or other information relating to the RFP.

1.10 Notice of Intent to Offer (Letter of Intent)

A notice of intent to submit a Proposal is NOT required.

1.11 Virtual Pre-Proposal Conference

A Virtual Pre-Proposal Conference will be held on October 22, 2026, 9:30 a.m. (HST) via Video Conference, which includes an option to participate by telephone only. Attendance is voluntary but interested Proposers are highly encouraged to attend to gain understanding of the RFP requirements, breadth and scope of work involved under this RFP, and an overview of how proposals will be evaluated.

It is the intent of the STATE to informally address questions concerning this RFP at the Virtual Pre- Proposal Conference. Official responses to questions and revisions to the original terms will be issued in writing as an addendum to this RFP.

Interested Offerors wanting to participate in the Virtual Pre-Proposal Conference may join using one of the following:

• Join via Google Meet Video: meet.google.com/uuy-spsx-qwy

If joining via the Google Meet Video link above, but do NOT have a Google or Gmail account, follow the prompts and click “Ask to Join;” the moderator will “admit” you into the video conference. There may be a short delay before you are admitted.

• Join via Telephone only (regular call charges apply):

Dial-in: 2498-738-276 (US) +1 When prompted, enter the following Meeting PIN number: 984 041 715#

It is highly recommended to login to the Video Conference 5-10 minutes early. Attendees are requested to have a copy of the RFP on hand to help facilitate review during the Virtual Pre-Proposal Conference. If there are any technical issues when joining the Virtual Pre-Proposal Conference, please contact Todd Kaulukukui at 808-381-7324.

Interested Offerors joining by video conference, are encouraged to prepare by testing the use of Google Meet in advance to determine that the computer equipment or mobile device to be used will allow viewing of the video conference, that audio is working, and that it will be possible to submit questions via Chat.

1.12 Site Inspection

Offeror may inspect the project sites to become thoroughly familiar with existing conditions, rules and regulations, and the extent and nature of work to be performed.

Site inspection is not mandatory; however, submission of a proposal shall be evidence that the Offeror understands the scope of the project and shall comply with all requirements stated herein, if awarded.

Offerors wanting to inspect project sites shall:

A. Notify CA and/or POC of intent to obtain permission from identified school and office site(s);

B. Follow proper school and security protocols by signing in at school office(s); and C. Consult school and office Administrative staff regarding other Visitor school and office protocols prior to school and office site inspection.

No additional compensation, subsequent to the proposal due date, shall be allowed by reason of any misunderstanding or error regarding site conditions or work to be performed.

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1.13 Deadline for Proposals

Proposals shall be received through HIePRO. Proposals received after the deadline will not be accepted.

Timely receipt of offers shall be evidenced by the date and time on HIePRO.

1.14 Proposal Opening

Proposals shall not be opened publicly, but the register of proposals and Offerors’ proposals shall be open to public inspection upon posting of the award.

1.15 Disqualification of Proposals

The STATE reserves the right to consider as acceptable only those proposals submitted in compliance with all the requirements set forth in this RFP and which demonstrate an understanding of the issues involved and the scope of work.

An Offeror shall be disqualified, and the Offeror’s Proposal shall be rejected for any one or more of the following non-exclusive reasons as solely determined by the STATE:

1.15.1 Proposal received after specified deadline.

1.15.2 Proposals not received on HIePRO.

1.15.3 Proposal not properly completed as required herein or containing any unauthorized additions or deletions, defects including but not limited to irregularities of any kind which may make the Proposal incomplete, indefinite, or ambiguous as to its meaning (for example, un-initialed erasures, prices which are obviously unbalanced).

1.15.4 A Proposal which is incomplete or conditional Proposals including but not limited to a

Proposal which includes any other set of terms and conditions, or any terms or conditions contradictory to those included in this RFP.

1.15.5 A Proposal signed by other than an authorized individual.

1.15.6 More than one Proposal from an Offeror, under the same or different names, whereby all

Proposals from the Offeror shall be rejected.

1.15.6.1 Legally distinct Offerors such as subsidiaries or jointly-owned companies may submit Proposals and these Proposals may be accepted for evaluation and award if such Offerors submit with their Proposal a certificate of non-collusion which affirms that the Proposal is made freely and without collusion with another Offeror.

1.15.6.1.1 Legally distinct Offerors such as subsidiaries or jointly-owned companies shall submit business registration information indicating that the entities were not created after the RFP was released.

1.15.7 Evidence to the STATE’s sole satisfaction of collusion among Offerors, lack of responsibility and cooperation to STATE requests during the RFP process or as shown by past work, being in arrears on existing contracts with the State of Hawaii, or defaulting on previous contract(s).

1.15.8 Failure to possess proper licenses, facilities, equipment or sufficient experience to provide the proposed solution or to perform the work contemplated.

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1.15.9 Evidence of any noncompliance with any applicable law or rule.

1.16 Proposal Evaluation

The STATE will conduct a comprehensive, fair, and impartial evaluation of the proposals it receives in response to this RFP. Refer to Section 5 of this RFP for specific requirements and details of the process.

1.17 Proposal as Part of the Contract

This RFP and part or all of the successful proposal may be incorporated into the contract.

1.18 Additional Terms and Conditions

The STATE reserves the right to add terms and conditions, if any. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

1.19 Offer Acceptance Period

The STATE's acceptance of a proposal, if any, will typically be made within ninety (90) calendar days after the opening of proposals. Prices quoted by the Offeror shall therefore remain firm for ninety (90) calendar days from the receipt of proposals.

1.20 Vendor List Performance Period

Formal written contracts will not be required for awards made in response to this solicitation. Successful Offerors will receive "Notice of Award by Vendor List" letters to which will be attached the Vendor List indicating awarded Offerors. This method of award does not waive compliance with the Scope of Work, Special Conditions, and General Conditions, Form AG-008 (as revised).

1.20.1 Vendor List

A Hawaii State Department of Education Vendor List will be issued as a result of any awards made against this solicitation. This Vendor List will be made available to schools and offices for use throughout the contract period. The actual purchases will depend on the needs of the STATE and availability of funds. There is no guarantee to purchase any amount of services.

Schools and offices are not required to purchase from the contracted vendors. Schools and offices may determine purchases from this vendor list are not suited for the schools’ and offices’ purpose and may purchase these services from other sources, however, the usual procurement rules and procedures apply to such purchases.

No work shall be undertaken by the successful Offeror(s) prior to the commencement date specified on the contract. The STATE is not liable for any work, contract costs, expenses, loss of profits, or any damages whatsoever incurred by a CONTRACTOR prior to the official starting date.

Most purchases off of the resulting vendor list will be made by the Hawaii State Department of Education, Facilities Business Branch (FBB), Facilities Maintenance Branch (FMB), or their authorized representative(s), on behalf of the Hawaii State Department of Education School and/or Facility. However, there may be instances that schools and/or facilities have trees for which they are responsible for. In those cases, the school and/or facility will conduct their own purchase off of the resulting vendor list after authorization to proceed from FMB has been obtained.

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1.20.2 Award Period

Award shall commence upon full execution of the contract and shall end on May 15, 2027.

1.20.3 Vendor List Renewal

The Vendor List may be extended for not more than three (3) additional twelve-month periods, i) upon mutual written agreement of the parties, ii) prior to expiration and iii) under the same terms and conditions of the original agreement or as negotiated between the STATE and the CONTRACTOR. Extension(s) shall be contingent upon i) the need for continued services and ii) funding availability beyond the current fiscal year. As each option(s) to extend is mutually agreed upon, the CONTRACTOR shall be required to execute a supplement to the Contract for each additional period.

1.21 Contract Award

Award, if any, shall be made on a multiple-vendor basis to the responsible Offeror(s) with a minimum evaluation score of as specified in RFP Section 5.2, Evaluation Criteria, and whose proposal the STATE deems advantageous in accordance with the evaluation criteria specified.

1.22 Responsibility of Offerors; Hawaii Compliance Express

The Offeror is advised that if awarded under this RFP, Offeror shall, upon award, furnish proof of compliance with the requirements of HRS §103D-310 and HAR § 3-122-112 including:

• Chapter 237, General Excise Tax Law;

• Chapter 383, Hawaii Employment Security Law;

• Chapter 386, Workers’ Compensation Law;

• Chapter 392, Temporary Disability Insurance;

• Chapter 393, Prepaid Health Care Act; and

• One of the following:

1. That Offeror is registered and incorporated or organized under the laws of the State of

Hawaii (hereinafter referred to as a “Hawaii business”); or

2. That Offeror is registered to do business in the State of Hawaii (hereinafter referred to as a “compliant non-Hawaii business”).

Offeror may demonstrate proof of compliance with the above-referenced requirements by submitting a Certificate of Vendor Compliance issued by the Hawaii Compliance Express (HCE) online system to the Hawaii State Department of Education, Procurement and Contracts Branch upon award. The HCE service allows vendors to register online through a simple wizard interface at http://vendors.ehawaii.gov.

The Certificate of Vendor Compliance provides current compliance status as of the issuance date, satisfies requirements of Chapter 103D-310(c), HRS, and is therefore acceptable for contracting purposes. CONTRACTORs that elect to use HCE services are required to pay an estimated annual registration fee of $12.00.

Due to the time required to obtain the HCE Certificate of Vendor Compliance, it is highly recommended that the interested Offeror begin the registration process immediately.

1.23 Failure to Execute Contract; Timely Submission of Certificates

At time of award, the above Certificate of Vendor Compliance and any other documentation and certification shall be submitted to the Hawaii State Department of Education, Procurement and Contracts Branch as soon as possible or by the deadline established by STATE. If a valid certificate or compliant documentation is not submitted on a timely basis for award, award made to an Offeror otherwise responsible may be annulled.

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Failure to execute a contract as required within ten (10) calendar days or such further time as the STATE may allow after the Awardee has received the contract for execution shall be just cause for the annulment of the award. STATE may award the contract to the next responsible Offeror or may call for other offers, whichever is deemed to be in the best interest of the STATE.

1.24 Notification of Award; Non-selected Offeror(s)

Upon award to the successful Offeror(s), the STATE shall post publicly, a notice of award on the HIePRO and which may be viewed on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards. Additionally, the STATE will provide notification of the award to any non-selected Offeror(s). The STATE is not responsible for delays or non-receipt of such notification.

Failure of any Offeror to receive any such notification shall not relieve the Offeror of any obligations or requirements herein.

1.25 Debriefing

The purpose of a debriefing is to inform the non-selected Offeror(s) of the basis for the source selection decision and award. An Offeror(s) not selected for award shall submit a written request for a debriefing within three (3) working days after the posting of the award. The debriefing shall be held, to the maximum extent possible, within seven (7) working days after the posting of the award.

1.26 Protest

Pursuant to §103D-701, HRS and §3-126, HAR, a protest of the solicitation must be submitted prior to the date set for receipt of offers, and a protest of an award or proposed award shall be submitted within five

(5) working days after the posting of award or within five (5) working days following a debriefing. The award(s), if any, resulting from this solicitation shall be posted on the HIePRO and shall be posted on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards.

Any protest pursuant to §103D-701, HRS and §3-126, HAR shall be submitted in writing to the Hawaii State Department of Education’s, Chief Procurement Officer, c/o Procurement and Contracts Branch at the Waipahu Civic Center, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797.

https://hands.ehawaii.gov/hands/awards

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2. RFP PURPOSE AND OVERVIEW

2.1 PURPOSE AND GOALS

The purpose of this Request for Proposals (RFP) is to create a Vendor List for the provision of tree pruning, tree removal, and other tree care services for various schools and offices of the Hawaii State Department of Education. Orders for services are not guaranteed and will be on an “as-needed” basis during the agreement period.

The primary goals of the tree maintenance services are to address and reduce actual and potentially hazardous tree conditions, keep the tree risks to people, property and site operations as low as reasonably achievable, and protect them from injury or damage.

2.2 OBJECTIVES

The Hawaii State Department of Education (STATE) will partner with CONTRACTOR(s) to provide tree maintenance services to various Hawaii State Department of Education schools and facilities in the following District(s) and Complex(es):

• Oahu o Leeward District o Farrington Complex o Kailua-Kalaheo, Kalani-Kaimuki Complexes o McKinley-Roosevelt, Castle-Kahuku Complexes

• Hawaii o District III (Hookena-Kealakehe) o District IV (Paauilo-Waikoloa)

• Maui o District I (Lahaina Complex) o District II (Baldwin Complex) o District III (Maui-Kulanihakoi Complexes) o District IV (Kekaulike Complex) o District V (Hana-Lanai-Molokai Complexes)

Sample School and Office listings and Tree Maps are available on Google Drive:

https://drive.google.com/drive/folders/1wZx4b2GgiAC8m_BDp6UeTYtLYEfifl5S?usp=sharing; work is not guaranteed.

CONTRACTOR(s) shall partner with the STATE by fulfilling the following objectives:

1. Keep trees healthy and minimize conflicts with, and risks to, students, staff, and the Hawaii State Department of Education schools and offices.

2. Provide services and ensure the trees’ compatibility with facility use and function, including, but not limited to, proper clearances, while protecting the trees’ health and structural condition.

3. Be responsible for furnishing, arranging, and paying for all labor, equipment, tools, permits, military access pass clearances, and materials to perform all operations in connection with providing services as specified herein.

4. Perform arboricultural services in the time and manner specified herein, including providing appropriate tree inspection and reporting of significant safety concerns.

5. Use professional arboricultural practices that are based on the trees’ anticipated physiological responses, and correct existing and potential problems rather than create new ones.

6. CONTRACTOR, together with their Qualified Arborist, shall prioritize safety while performing work specified herein.

7. CONTRACTOR’s Qualified Arborist shall be responsible to directly supervise all tree operations at all times to maintain safe work practices and adherence to tree care standards.

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8. Services shall be in accordance with the RFP, the Special Conditions, and the General Conditions, AG-008 (latest revision).

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3. SCOPE OF WORK; PROJECT AND OFFEROR REQUIREMENTS

3.1 SCOPE OF WORK

3.1.1 ADHERENCE TO REGULATIONS AND STANDARDS

All work shall be performed in accordance with applicable Federal, State, and County rules and regulations. The CONTRACTOR shall obtain all necessary licenses, permits, and certifications required in full performance of this contract. Work shall also comply with the most current version of ANSI A300 and ANSI Z133 generally, and specifically:

A. ANSI A300 Part 1: Tree, Shrub and Other Woody Plant Maintenance-Standard Practices (Pruning);

B. ANSI Z133: American National Standard for Arboricultural Operation - Safety Requirements; and C. International Society of Arboriculture Best Management Practices Companion Publications associated with the ANSI Standards.

3.1.2 DEFINITIONS

The definitions below follow the International Society of Arboriculture Glossary of Arboricultural Terms 2015:

A. Branch collar: Area where a subdominant branch is joined to another branch or trunk. A branch collar is created by the overlapping vascular (wood) tissues from both the subdominant branch and parent branch or trunk. Often enlarged at the base of the subdominant branch.

B. Compartmentalization: Natural defense process in trees whereby chemical and physical boundaries are created that act to limit the spread of disease and decay organisms.

C. Crown: Upper part of a tree, measured from the lowest branch, including all the branches and foliage.

D. Crown cleaning: Removal of dead, dying, diseased, rubbing and broken branches, and removal of epiphytes including epiphytic trees, and vines, from the tree crown.

E. Crown reduction: Selective pruning of the sides and top of the crown, using reduction cuts to a lateral branch (drop-crotch pruning). Crown reduction includes reduction of end-weight and/or length of selected branches or parts of a crown to shape the crown, and to control weight and extension. Crown reduction is especially applied to branches growing outside of the natural exterior surface of the crown, and to horizontal and semi-horizontal limbs with poor taper, excess end-weight, and/or excess length. Crown reduction entails pruning branch ends to inner or lower lateral branches large enough to assume the role of branch terminal.

F. Directional pruning: Pruning of branches or crown in contact with or obstructing buildings, roofs, flag poles, solar irradiation for photovoltaic panel systems, and other infrastructure and improvements. Directional pruning provides clearance for improvements, safe use of a site, redirects growth and debris resulting from natural shedding, and reduces maintenance and repair expenses.

G. Crown raising: Selective removal of lower branches of the crown to provide clearance for pedestrian and vehicle traffic, and sight lines for security and driving safety.

H. Crown thinning: Selective removal of live branches and reduction of crown density, with the primary objectives of reducing wind-sail effect on the crown, and of reducing excessive branch end weight of the remaining branches. Crown thinning also has the secondary result of increasing light penetration and air movement.

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I. Crown restoration: The restoration of natural growth patterns by selective pruning that improves the structure, form, and appearance of trees that have been severely headed, vandalized, or damaged.

J. Heading: Cutting a branch back to a bud or small lateral branch less than one third (⅓) the size of the branch being cut. Heading cuts are performed only to meet specific pruning objectives, such as on current season’s growth to remove large fruit or pods, or to reduce the length of a vigorous sprout that should be retained.

K. Lion tailing: THIS PRACTICE IS PROHIBITED. Poor pruning practice whereby an excessive number of branches are thinned from the inside and lower parts of a branch or crown, leaving mostly terminal foliage Lion tailing results in poor branch taper, poor wind load distribution, and a higher risk of branch failure.

L. Stump grind: Mechanical grinding of the stump and any above and below grade roots to render the tree unable to grow.

M. Stub cuts: THIS PRACTICE IS PROHIBITED. Internodal pruning cut far from the branch collar, resulting in a stub and inhibiting compartmentalization of the pruning wound. Stub cut branches typically have no foliage.

N. Suckers: Vigorous, usually vertical shoots growing from the root crown and/or roots and root zone.

O. Sprouts: Same as shoots; new stems growing from above-grade portions of a tree, including on the trunk, along the lengths of existing branches and at the edges of wounds. Commonly referred to as watersprouts.

3.1.3 ROUTINE ANNUAL PRUNING AND MAINTENANCE

Routine annual tree pruning and maintenance shall be performed on a regular periodic cycle approximately every twelve months in accordance with the Quote Form and resulting Delivery Order.

Trees that are subject to routine annual pruning and maintenance will identified as part of the Quote Form when obtaining quotes for the work.

CONTRACTOR’s Qualified Arborist shall inspect all trees that are identified as part of the Quote Form and resulting Delivery Order. Inspection shall be performed annually as part of routine pruning and maintenance, as required herein. All general tree pruning and maintenance requirements described below shall be performed on each tree to the extent needed, and as requested by the STATE, in accordance with the requirements herein. The CA, POC, or other authorized representative may issue specifications for selected trees that shall be followed and/or performed as part of the routine cycle maintenance.

Annual pruning shall be sufficient such that all trees meet risk management objectives, remain in low risk condition for a twelve-month period at minimum, and allow continued proper use and function of their surroundings and their respective sites. Structural conditions that could contribute to failure, including but not limited to, leans, unbalanced crowns, codominant stems, and narrow branch and/or stem angles with included bark, shall be corrected. Tree pruning and maintenance shall include but is not limited to crown cleaning, removal of adjacent weed trees and palms, crown reduction, crown raising and directional pruning, thinning, and crown restoration.

Generally, the total volume of crown removed during annual maintenance shall be no more than about twenty-five percent (25%) of a given tree, however this guideline is to be adjusted based on tree health, species tolerance for heavier pruning and other arboricultural factors. Whenever possible, significant pruning shall be accomplished over multiple pruning cycles to avoid major and avoidable impacts to tree

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health that could increase decay and poor compartmentalization, while still meeting safety, clearance, and other objectives.

CONTRACTOR should use the smallest possible pruning cuts that will achieve the same goals and objectives. Larger pruning cuts have a greater potential for decay compared to smaller pruning cuts, and should be used as a last resort.

3.1.3.1 Pest Treatment for Susceptible Ficus Species

For sites with Chinese banyan (Ficus microcarpa), weeping banyan (F. benjamina), and other susceptible Ficus species, CONTRACTOR’s Qualified Arborist shall report recommendations to the CA, POC or other authorized representative, via the method designated by the STATE, for the treatment of the trees affected by stem gall wasp and lobate lac scale. CONTRACTOR shall obtain prior authorization of the CA, POC, or other authorized representative, and shall provide pest treatment for all Ficus species trees where treatment has been recommended and approved. Pest treatment shall be part of and concurrent with routine annual maintenance, as often as once yearly. Banyans in advanced declining condition shall not be treated and shall be reported to the CA, POC, or other authorized representative.

A. Reporting: CONTRACTOR’s Arborist shall, at least one week in advance of performing the treatments, report the Tree Identification Numbers; Ficus species; size(s) including trunk diameter (standard height or as specified), approximate height and spread; health condition; pest type and severity.

B. Scheduling: If required and notified by the POC, CA, or other authorized representative, CONTRACTOR shall coordinate treatment scheduling to coincide with an independent inspection by POC, CA, or other authorized representative.

C. Treatment methods: Trunk injection treatment only shall be performed. Soil drench, trunk or foliar spray, and other treatment methods are not permitted. CONTRACTOR shall provide treatment with imidacloprid ten percent (10%) for lobate lac scale, and emamectin benzoate four percent (4%) for stem gall wasp, or other similar treatment as recommended by University of Hawaii CTAHR (College of Tropical Agriculture and Human Resources). All treatments shall be performed per the product label instructions.

D. Following treatment: CONTRACTOR’s Arborist shall report the product names for treatment provided, name of technician providing the treatment, the date of treatment, and other details as requested by the POC, CA, or other authorized representative.

3.1.4 ADDITIONAL SERVICES

A. Definition: Additional Services includes all work that is outside the scope of Routine Annual Pruning and Maintenance. Additional Services work will be within the Scope of this RFP. The CA, POC, or other authorized representative will obtain quotes and may negotiate directly with the CONTRACTOR to provide Additional Services prior to issuing the Delivery Order. Additional Services, may include, but is not limited to, the following:

1. Major crown reduction or restoration pruning that is beyond the scope of routine annual maintenance services,

2. Root pruning, for example to mitigate pavement damage,

3. Crown cleaning, clearance pruning, and other tree services not identified to be part of the annual maintenance, but that are required for safety reasons,

4. Removal of trees due to safety or other major concerns.

B. Requirements: Once the Delivery Order is issued, the CONTRACTOR shall be required to perform the Additional Services work as specified and within the timeframe specified. Additional Services shall result in trees in low-risk condition, and allow continued normal use and function of their surroundings and their respective sites. Additional Services shall be provided in accordance with this RFP and the requirements herein:

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1. Priority of Additional Services – The Department reserves the right to have Additional Services performed outside of normal business hours. The CA, POC, or other authorized representative shall identify the Additional Services as emergency, urgent, or normal priority.

Additional services identified as emergency priority shall be completed within twenty-four (24) hours. Additional services identified as urgent priority shall be completed within three (3) to five (5) business days. Completion dates for Additional services of normal priority shall be determined based on each situation, and may vary between several weeks to three months or more.

2. Quotes – Quote(s) for Additional Services shall be submitted as follows: quotes for Additional Services identified as emergency priority shall be submitted within three (3) hours, and quotes for Additional Services identified as urgent priority shall be submitted within twenty-four (24) hours.

a. Variable Work Conditions – CONTRACTOR shall submit quotes that are reasonable and justified in response to the actual work conditions of an Additional Services request. CA, POC, or other authorized representative may consider tree height and spread in addition to trunk diameter when evaluating the reasonableness of a quote and may negotiate directly. It is expected that where the work area is accessible for equipment, no major obstructions are present, and other normal work conditions prevail, a quote will be significantly lower than the proposed Appendix G, Additional Services Unit Price.

Additional Services quotes shall include only those variable work conditions that are present, unavoidable, and that limit access, obstruct operations, require specialized equipment, resources or permits, or otherwise impact work efficiency. Quotes shall not exceed the Appendix G, Additional Services Unit Price for the requested service(s).

b. Upon request by the CA, POC, or other authorized representative, CONTRACTOR shall provide a detailed cost breakdown demonstrating the variable work conditions, and justify the quote submitted for Additional Services in a manner and level satisfactory to the CA, POC, or other authorized representative. For the purposes of determining the reasonableness of quotes, trees with multiple trunks shall be converted to an equivalent single-trunk diameter derived from sum of the cross-sectional area of all significant trunks.

3. Specifications – Where the CA, POC, or other authorized representative issues work specifications for Additional Services, CONTRACTOR shall carefully adhere to the requirements.

4. Scheduling –CONTRACTOR will coordinate scheduling and campus access directly with the site’s Administrator or other authorized site representative to determine acceptable dates and times to perform Additional Services work. When scheduling work, the CONTRACTOR shall provide information as to where onsite the work will be performed, estimated start and finish dates and times, equipment to be used and/or anticipated noise levels, and other details that may affect site activities and scheduling. Where specified, CONTRACTOR shall perform Additional Services at the same time as when they’re on a given site for routine annual pruning and maintenance.

5. Invoicing – CONTRACTOR shall bill Additional Services separately from routine annual pruning and maintenance services at the price(s) approved for said services. The STATE will pay the CONTRACTOR the amount equal to the approved quoted price multiplied by the actual tree quantity. Unless the CONTRACTOR is authorized to perform additional work, the STATE shall not be held responsible for payment of any such work performed by the

CONTRACTOR.

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3.1.5 GENERAL TREE PRUNING, MAINTENANCE, AND REMOVAL REQUIREMENTS

The following general tree pruning and maintenance requirements shall apply to both Routine Annual Pruning and Maintenance, and Additional Services.

A. Cleaning of the crown, trunk and root flare – CONTRACTOR shall clean the crown, trunk and root flare or, in the case of palms on the maintenance schedule, the root initiation zone. This includes, but is not limited to, removal of all branches 0.5-inch diameter or greater that are dead, dying, diseased, or damaged; removal of branch stubs; subordination or removal of weakly attached (due to included bark and/or codominance), poorly placed, rubbing and/or conflicting branches;

subordination of temporary suckers and watersprouts, and removal of redundant or oversized temporary watersprouts while retaining selected temporary and permanent sprouts; removal of hazardous fruit or pods such as those from sausage trees; removal of dead or dying fronds and all flower and/or fruit stalks of palms that are part of the site’s Inspection Form; removal of all epiphytic growth, vines, and weed tree and palm seedlings in the crown, on the branches and trunks, or at or within the critical root zone.

B. Crown reduction – CONTRACTOR shall prioritize crown reduction pruning to improve the structure of trees that could fail due to significant crown height, branch length or end weight, lion-tailed structure, a history of topping, or other conditions and issues. Such trees shall be pruned using crown reduction methods such that branches, individual trunks, and the entire tree is unlikely or very unlikely to fail within a one-year timeframe. Crown reduction is to be performed on the exterior of the crown at the top and sides, including, but not limited to, reduction of crown height and/or horizontal spread, and reduction of length and/or end-weight of specific branches, especially horizontal or semi-horizontal branches.

1. Codominant stems and leaders, such as in Araucaria species (Cook pine and Norfolk pine), shall be reduced to subordinate the unwanted stems, with the end goal of complete removal if and when appropriate. Pruning to achieve subordination shall remove forty to sixty percent (40% to 60%) or more of the volume of the subject stem every year. Where possible, reduction cuts shall be used; heading cuts may need to be employed to subordinate a codominant stem if laterals are absent or of insufficient size. Subordinated stems and leaders may be removed when their diameters are sufficiently reduced relative to the diameter of the main stem or leader.

2. Selected trees that are upwind from adjacent properties, produce above-average quantities of debris, and are in good health and growing vigorously, shall be maintained using above-average rates of crown reduction pruning.

C. Crown raising and directional pruning - CONTRACTOR shall prune the crowns to prevent encroachment over adjacent properties, contact with or obstruction of structures and other improvements, including camera and wireless signals, or interfering with access, visibility or other necessary functionality. Tree crowns over public right-of-ways also shall be pruned for clearance and to maintain low risk conditions. Pruning shall be sufficient to prevent growth from encroaching within the required minimum clearance distances between maintenance cycles, as specified below.

Minimum Clearance

Distance (feet)

Description 16 Over driveways and roads 13 Over parking stalls 10 Over: Lawn and other landscape areas

Over: Pedestrian walkways Full vertical clearance, plus

3 to 5 feet Over adjacent properties – the crowns of all trees shall be at least 3 to 5 feet inside the property line at all times, depending on growth rate.

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Minimum Clearance Distance (feet)

Description

Full vertical clearance, plus 3 to 5 feet

Air conditioning equipment, Sculptures, statues and other outdoor art (branches shall be clear of the outermost perimeter, except as specified by authorized personnel)

Full vertical clearance, plus 3 to 5 feet

Athletic fields – including, but not limited to, all striped areas; edge of pavement or perimeter fencing for basketball and tennis courts, and tracks

Full vertical clearance Over structures and roofs, including roofs over covered walkways.

Trees with woody fruit posing a slip hazard (includes, but is not limited to, Madagascar olive and kou) shall be pruned for full vertical clearance over walkways.*

6 minimum Horizontal clearance from the sides of buildings, fences, and other structures

10 Electrical, telephone, cable, and other wires 8 Solar irradiation for photovoltaic panel systems, including directional and reduction pruning of the sides and tops of crowns to keep the height below nearby panels.

5 Over fences 8 feet in all directions Signs – sign face shall be visible from all views

8 to 10 Flag poles 4 to 6 - Security camera fields of view, aerial signal devices

- Light fixtures and similar fixtures, while also providing sufficient clearance to allow full illumination

3 to 4 Other smaller permanent trees

Similar clearance shall be provided for all other improvements and structures not specifically listed so as to prevent damage and interference with normal function, and to facilitate maintenance.

When pruning next to buildings with rooftop photovoltaic panels, downwind properties, and similar locations specified by the CA, POC, or other authorized representative, the crowns of selected trees shall be sloped or tapered from the center and top to the dripline. Do not prune these trees to develop a flat (vertical) exterior.

* Where a tree crown has not been pruned for full vertical clearance in the past, crown reduction shall be conducted over multiple pruning cycles so as to avoid large pruning wounds that may result in excessive decay. If pruning for full vertical clearance is expected to result in a major impact to the structure or health of a tree, it shall be pruned to the extent possible without causing major impacts, then reported to the CA, POC or other authorized representative so that a final determination can be made as to its disposition.

D. Crown thinning – Where needed, CONTRACTOR shall perform crown thinning to reduce drag and the risk of tree failure during major wind events, including, but not be limited to, selective removal of branches and oversized temporary watersprouts to reduce crown density, especially if they are growing closely…