RFP for Trees and Delivery Fall 2025.pdf

TOWN OF BRISTOL, RI

INVITATION FOR BID

BID #1073

FALL 2025 TREE SOURCING AND DELIVERY

TOWN OF BRISTOL, RHODE ISLAND

10 COURT STREET

BRISTOL, RI 02809

TABLE OF CONTENTS

Page No.

I. Invitation for Bid

II. Instructions to Bidder

III. Terms and Conditions

IV. Special Provisions for Services

V. Statement of Requirements

VI. Minimum Bid Specifications

VII. Bid Documents to be Returned

VIII. Bid Form (Attachment A)

IX. Non-Collusion Affidavit (Attachment B)

X. Insurance Coverage (Attachment C)

XI. Bidder Statement of Relevant Experience (Attachment D)

NOTICE TO BIDDERS

BID # 1073

The Town of Bristol is requesting sealed bids for FALL 2025 TREE SOURCING AND

DELIVERY, in accordance with all terms and specifications contained herein. Sealed proposals will be received at the Town Clerk’s Office, Town Hall, 10 Court Street, Bristol, RI, until:

Twelve (12) o’clock P.M., Local Time

October 1, 2025

All Bids received will be publicly opened at this time at Town Hall.

Instructions, specifications and evaluation criteria may be obtained and responses MUST be filed at the Office of the Town Clerk, 10 Court Street, Bristol, RI 02809. Instructions, specifications and evaluation criteria may also be obtained through the Town’s online bidding system at https://www.bidnetdirect.com/rhode-island/bristolri upon registering and/or logging in as a vendor.

Proposals/Bids (one original marked “MASTER” and one copy) must be submitted in sealed envelopes addressed to the Town Clerk’s Office, Town Hall, 10 Court Street, Bristol, RI 02809, and must be plainly marked in the upper left-hand corner, “Fall 2025 Tree Sourcing and

Delivery” - Bid #1073”.

It is the bidder’s responsibility to see that the bid is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. Bids may be withdrawn upon written request (on the letterhead of the bidder and signed by the person signing the bid) if such request is received prior to the time fixed for opening. Bids may be modified in the same manner. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the Town that such non-arrival before the time set for the opening was due solely to the delay in the mail for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and sent to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and https://www.bidnetdirect.com/rhode-island/bristolri stipulate the exception, with enough explanation to be understood by the Town and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The Town may, at its discretion, accept or reject any or all exceptions.

It is required that all supplies and services provided to the Town comply with applicable governmental laws and regulations.

Any payment discount offered shall be for payment within a period of not less than fifteen (15) days.

The work shall meet the requirements and satisfaction of the Town of Bristol, Rhode Island.

The right is reserved, as the interest of the Town may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

One copy of these papers is furnished to bidders. One complete copy must be attached to the bid if a bid is tendered.

Prevailing Wages:

The successful contractor and sub-contractor(s) shall comply with the provisions of Rhode Island

General Laws, (RIGL) Chapter 37 pertaining to the “Prevailing Wage Laws” for all municipal funded projects in excess of one thousand ($1,000) dollars. The RI Department of Labor has accepted the prevailing wage rates as determined by the Federal Wage and Hour Division under the Davis-Bacon Act. A copy of the most current wage decision pertaining to this bid is available from the Director of Labor at 457-1860 or on the website: www.dlt.ri.gov/pw.

As required under RIGL 37-13-13, the successful contractor and/or sub-contractor(s) must certify and submit weekly payroll forms to the Treasurer’s Office. Rules and requirements for prevailing wages and the associated required payroll forms are located at http://www.dlt.ri.gov/pw/pwFormsPubs.htm.

Note: All bidders are responsible for insuring that no alterations have been made to the original bid package. All bid packages and addenda (if any) are located at www.bristolri.gov under “Bid

& RFP Opportunities” - or you can contact the Clerk’s Office.

http://www.dlt.ri.gov/pw http://www.dlt.ri.gov/pw/pwFormsPubs.htm http://www.bristolri.gov/

INSTRUCTIONS TO BIDDER

ACCEPTANCE PERIOD. Unless otherwise specified herein, bids are firm for a period of one year. If the successful bidder and the Town of Bristol mutually agree, the period of service may be extended for an additional one year.

ADDENDA ACKNOWLEDGMENT. Each bid shall include specific acknowledgment in the space provided of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the bid being rejected as not responsive.

AUTHORIZED SIGNATURES. Every bid must be signed by the person or persons legally authorized to bind the Bidder to a contract for the execution of the work. Upon request of the

Town of Bristol, any agent submitting a bid on behalf of a Bidder shall provide a current power of attorney certifying the agent’s authority to bind the Bidder. If an individual makes the bid, his or her name, signature, and post office address must be shown. If a firm or partnership makes the bid, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the bid, the bid shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Town of Bristol, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the bid to execute contracts on behalf of the corporation.

AWARD OF BID. Award will be made to the Bidder offering the lowest qualified, evaluated bid.

CANCELLATION OF SOLICITATION. The Town of Bristol may cancel this solicitation at any time.

COMPLIANCE WITH LAWS. All bids shall comply with current federal, state, and other laws relative thereto.

DEFINITION OF TERMS. For the purposes of this Invitation for Bid, the following definitions will be used:

a. Contractor. Same as Successful Bidder.

b. May. Indicates something that is not mandatory but permissible.

c. Must/Shall. Indicates a mandatory requirement. A bid that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award.

d. Bidder. The person or firm making the offer.

e. Bid. The offer presented by the Bidder.

f. Should. Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your bid.

g. Submittal Deadline. The date and time on or before all bids must be submitted.

h. Successful Bidder. The person, contractor, or firm to whom the award is made.

DOCUMENTS TO BE RETURNED WITH BID. Failure to completely execute and submit the required documents before the Submittal Deadline shall render a bid non-responsive. The documents that must be returned by the Submittal Deadline are listed on the form entitled "Bid

Documents To Be Returned" and attached hereto.

INK OR TYPEWRITTEN. All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the bid.

NOMENCLATURES. The terms Successful Bidder, Successful Contractor, and Contractor may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the Town of Bristol enters into a contract because of this solicitation.

NON-COLLUSION AFFIDAVIT. Bidders are required to submit a Non-Collusion Affidavit with their Bids. See Attachment B. If there is reason to believe that collusion exists among the

Bidders, the Town of Bristol may refuse to consider bids from participants in such collusion.

OPENING OF BIDS. All bids, irrespective of irregularities or informalities, will be opened and the names of the Bidders and proposed prices will be publicly read aloud at the Submittal Deadline.

All interested persons are invited to be present at the opening and reading of bids.

a. Postponement of Opening. The Town of Bristol reserves the right to postpone the

Submittal Deadline and opening of bids any time before the date and time announced in the

Invitation for Bids or subsequent addenda.

PRICE DISCREPANCIES. In the event that there are unit price items in a bid schedule and the

"amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a bid schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Bidder will be bound by said corrections.

PRICES. All Bids shall give the prices proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Bidder’s authorized representative.

Bid prices shall include everything necessary for the completion and fulfillment of the contract.

BID FORMS/SUBMITTAL. Bids should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Bidder and Bid number. Bidder’s authorized representative must properly initial any erasures or alterations of any kind. Bids that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic bids or modifications will be considered.

a. Forms. Bids must be submitted on the form in Attachment A.

b. Copies. One (1) original bid marked “MASTER “and one (1) identical copy must be submitted on or before the Submittal Deadline.

c. Discrepancies. If discrepancies are found between the original and copy, the original

"MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the Town of Bristol reserves the right to use the original as the Master.

BID CONTENT. Bidder must describe in detail how they will meet the requirements of this Bid, and may provide additional related information with his bid. Bids should be straightforward and concise. Emphasis should be concentrated on conforming to the Bid instructions, responding to the Bid requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, the bidder must provide such documentation with the bid indicating where the supplemental information can be found.

The Town of Bristol is not liable for any costs incurred by Bidders before entering into a formal contract. Costs of developing the bids or any other such expenses incurred by the Bidder in responding to the Bid, are entirely the responsibility of the Bidder, and shall not be reimbursed in any manner by the Town of Bristol.

BID MODIFICATIONS. Any Bidder who wishes to make modifications to a bid already received by the Town of Bristol must withdraw his bid in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Bid

Withdrawal). All modifications must be made in ink, properly initialed by Bidder’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Bidder to ensure that modified or withdrawn bids are resubmitted before the Submittal Deadline.

BID WITHDRAWAL. Bidders' authorized representatives may withdraw bids only by written request received before the Submittal Deadline.

BIDDER'S BACKGROUND. The bidder must provide a company profile. Information shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

b. Location of the company offices.

c. Number of employees both locally and nationally.

d. Location(s) from which employees will be assigned.

e. Name, address, and telephone number of the Bidder’s point of contact for a contract resulting from this Bid.

f. Company background/history and why Bidder is qualified to provide the services described in this Bid.

g. Length of time Bidder has been providing services described in this BID.

Please provide a brief description.

Bidder must include in his bid a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the

Bidder or in which the Bidder has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any bid. The Town of Bristol reserves the right to reject any bid based upon the Bidder’s prior history with the Town of Bristol or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

BIDDER'S REFERENCES. Bidders should provide a minimum of three (3) references from similar projects performed within the last five years. Information provided shall include:

a. Client/Business name;

b. Project description;

c. Project dates (starting and ending);

d. Client/Business project manager name and telephone number.

PUBLIC RECORDS. Rhode Island law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the Town of

Bristol in connection with a Bid response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided. If the Bidder believes any of the information contained in his or her response is exempt from the

Public Records Law, then the Bidder, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the Town of Bristol will treat all materials received as public records.

QUALIFICATION OF BIDDERS. Each Bidder shall be skilled and regularly engaged in the general class or type of work called for under the contract. The Bidders experience shall be set forth and submitted on the form provided herewith. It is the intention of the Town of Bristol to award a contract to a Bidder who furnishes satisfactory evidence that the Bidder has the requisite experience, ability, sufficient capital, and facilities to enable the Bidder to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Bidder, the Town of Bristol will weigh any evidence that the Bidder has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the lowest responsive and responsible Bidder, consideration will be given not only to the financial standing but also to the general competency of the Bidder for the performance of the work covered and/or specified in the contract documents. To this end, each Bid shall be supported by a statement of the

Bidder’s experience on the form entitled “Bidder’s Experience”, which is a part of the contract documents.

QUESTIONS AND COMMENTS. Questions and comments regarding this solicitation must be submitted in writing, either by mail to Edward Tanner, Principal Planner of Department of

Community Development, Town of Bristol, 10 Court Street, Bristol, RI 02809, or by email to

Edward Tanner at etanner@bristolri.gov no later than five (5) days before the Submittal

Deadline. The questioner's company name, address, phone and email, and contact person must be included with the questions or comments. Answers, if any, made by the Town of Bristol, will be posted to the Town’s website as an addendum and electronic notification will be sent to all registered, prospective bidders.

REJECTION OF BIDS, WAIVER OF INFORMALITIES. The right is reserved, as the interest of the Town may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof. The Town reserves the right to reject the Bid of any Bidder who previously failed to perform adequately for the Town of Bristol or any other governmental agency. The Town expressly reserves the right to reject the Bid of any Bidder who is in default on the payment of taxes, licenses or other monies due the Town of Bristol.

SIGNATURES. An individual who is authorized to bind the Bidder must sign the bid.

SUBMITTAL DEADLINE. The Submittal Deadline is indicated on page 2 of this document. Bids must arrive in the Town Clerk’s Office, Town of Bristol, 10 Court Street, Bristol, RI 02809. The receiving time in the Town Clerk’s Office will be the governing time for acceptability of bids.

TAXES, EXEMPT. The Town of Bristol is exempt from Federal Excise and State Sales

Tax. If requested, the Town of Bristol will furnish exemption certificates when the successful bidder submits invoices for payment.

TERMS OF THE OFFER. The Town of Bristol reserves the right to negotiate final contract terms with any Bidder selected. The contract between the parties will consist of the Bid together with any modifications thereto, the awarded Bidder’s bid, and all modifications and clarifications that are submitted at the request of the Town of Bristol during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the

Bid, any modifications and clarifications to the awarded Bidder’s bid, and the awarded Bidder’s bid. Specific exceptions to this general rule may be noted in the final executed contract. Bidder understands and acknowledges that the representations above are material and important, and will be relied on by the Town of Bristol in the evaluation of the bid. Bidder misrepresentation shall be treated as fraudulent concealment from the Town of Bristol of the facts relating to the bid.

TERMS AND CONDITIONS

ASSIGNMENT OF RIGHTS OR OBLIGATIONS. Except as noted hereunder, Successful

Bidder may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the Town of Bristol.

ATTORNEY FEES. In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE TOWN. Subject to the power and authority of the Town of Bristol as provided by law in this contract, the Town of Bristol shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The Town of Bristol shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

CANCELLATION OF THE CONTRACT. Without cause, the Town of Bristol may cancel this contract at any time with thirty- (30) days written notice to the supplier/contractor. With cause, the Town of Bristol may cancel this contract at any time with ten- (10) days written notice to the

Bidder. Cancellation for cause shall be at the discretion of the Town of Bristol and shall be, but is not limited to, failure to supply the materials, or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Bidder may not cancel this contract without prior written consent of the Town of Bristol Town Administrator.

CHANGES IN WORK. The Town of Bristol may, at any time work is in progress, by written order, make alterations in the terms of work as shown in the specifications, require the performance of extra work, decrease the quantity of work, or make such other changes as the

Town of Bristol may find necessary or desirable. The Contractor shall not claim forfeiture of contract by reasons of such changes by the Town of Bristol. Changes in work and the amount of compensation to be paid to the Contractor for any extra work as so ordered shall be determined upon mutual agreement with Contractor.

COMPLIANCE WITH OR DEVIATION FROM SPECIFICATIONS. Bidder hereby agrees that the material, equipment or service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the

Bidder’s response. Bidder may submit an attachment entitled “Exceptions to Specifications”, which must be signed by Bidder’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Bids failing to comply with this requirement will be considered non-responsive. Submittal of brochure or other manufacturer literature is desirable but may not be a substitution for this requirement.

CONTRACT INCORPORATION. This contract embodies the entire contract between the Town of Bristol and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein.

No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the Bid solicitation, all addenda, all of Bidder’s successful submittal, supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract.

FORMATION OF CONTRACT. Bidder’s signed Bid and Town of Bristol’s written acceptance shall constitute a binding contract.

LAWS GOVERNING CONTRACT. This contract shall be in accordance with the laws of the

State of Rhode Island and Providence Plantations. The parties stipulate that this contract was entered into in the County of Bristol, in the State of Rhode Island and Providence Plantations.

The parties further stipulate that the County of Bristol, Rhode Island, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

SEVERABILITY. If any provisions, or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

SPECIFICATIONS, CHANGES TO. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein or by written amendment. No changes, amendments, or modifications of any of the terms or conditions of the specification shall be valid unless reduced to writing and signed by both parties.

SPECIFICATIONS, DEFINITION. The term "specification" or "Bid specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation.

SPECIAL PROVISIONS FOR SERVICES

CONTRACTOR, DEFINITION. The term "Contractor" refers to the party entering into a contract with the Town of Bristol as a result of this solicitation.

COOPERATION BETWEEN CONTRACTORS. The Town of Bristol reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and save harmless the

Town of Bristol from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations of other contractors working within the limits of the same project.

COORDINATION WITH AGENCIES. The Contractor shall coordinate his activities with the proper regulatory agencies and have their representative on site at the proper times.

DAMAGE. The contractor shall be held responsible for any breakage, loss of the Town of

Bristol’s equipment or supplies through negligence of the contractor or his employee while working on the Town of Bristol’s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the Town of Bristol any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract.

INSURANCE REQUIREMENT. Within ten (10) consecutive calendar days of award of contract, Successful Bidder must furnish the Town of Bristol with the Certificates of Insurance proving coverage as specified in “Bidder’s Statement Regarding Insurance Coverage” and naming the Town of Bristol, its officers and agents, Additional Insured by endorsement. The

“Bidder’s Statement Regarding Insurance Coverage” is Attachment C.

REJECTION OF WORK. Contractor agrees that the Town of Bristol has the right to make all final determinations as to whether the work has been satisfactorily completed.

RIGHTS RESERVED. (a) Rejection of Work. Contractor agrees that the Town of Bristol has the right to make all final determinations as to whether the work has been satisfactorily completed. (b) Completion of Work. If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the Town of Bristol reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor.

STATEMENT OF REQUIREMENTS

The attention of bidders is particularly referred to the Federal and State requirements as to conditions of employment to be observed and wage rates to be paid under the contract as determined by the Department of Labor and Industries under the provision of Chapters 12 and 13 of Title 37, General Laws of Rhode Island, 1956, as amended. The bidder’s attention is also called to the “Equal Opportunity Clause”, the “Contract Work Hours and Safety Standards Act”, Copeland Anti-Kickback Act, Davis Bacon Act, the Clean Air Act, and Federal and State DBE requirements of the Contract.

A EPA Disadvantaged Business Enterprise (DBE) participation goal of 15% of the total construction cost is required for the project. The contractor shall provide the State of Rhode

Island Minority Business Enterprise (MBE) Utilization Plan Form at the time of bid (see https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe-0 ) and Attachment E.

https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe-0 https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe-0

MINIMUM BID SPECIFICATIONS

The specifications presented are to be used as a guideline, and it is the sole responsibility of the vendor to perform field verification of the equipment.

SCOPE OF WORK

Bidder shall provide tree sourcing and delivery of trees as detailed in the Bid Form (Attachment

A) in compliance with the specifications noted below.

General Specifications

Mention of any product name neither constitutes an endorsement of that product nor excludes the use of similar products meeting specifications.

A. Nursery Stock: Trees shall have a habit of growth that is normal for the species and shall be healthy, vigorous and free from insects, pests, plant diseases and injury. They shall be well-grown nursery specimens with appropriate root pruning during their growth. They shall have good shape, be aesthetically pleasing and without any unhealed wounds or splits in the trunk or main branches. Branches will spread at proper angles from the trunk. There will be no rubbing branches, water sprouts or suckers, crooked branches, dead branches or over-long unbalanced branches. The trees will have only one strong central leader, which shall not be bent or crooked.

ALL TREES shall be 1.50 to 2.00 inches in caliper or larger if specially ordered by the Town. The desired species and quantities of trees are as shown on the Bid Form (Attachment A).

ALL TREES shall have grown at least one year in a currently active nursery.

All trees shall meet ANSI standards for top grade and shall have a label attached to each tree at the nursery indicating botanical name and common name.

When more than one variety of a species, or more than one species of a genus is required for a project, each plant or bundle of plants shall be tagged as to the variety and/or species prior to delivery to the job site. At the discretion of the

Town a certificate of compliance on any or all plant materials at the time of delivery to the job site, may be required.

B. Substitutions: No substitutes in kinds of plant materials will be made without the consent of the Town. In some cases a written consent may be necessary. The

Contractor shall keep substitutions to a minimum. If the Contractor asks in writing that a substitution be allowed, he/she must list the source, cause, and reason for the requested change order. Substitutions shall include only those species listed within the same size table found in the Bid Form (Attachment A). If a species is used as a substitute, the per tree price paid by the Town is the lowest of:

1. the per tree price of the species or variety substituted for elsewhere or

2. the lowest bid price for the substitute species or variety if it is specified elsewhere in this contract.

C. Sources of Supply: Plant items shall be obtained from sources approved by the Town and the Town has final approval of species or variety used and nursery from which trees are obtained. The Town reserves the right to withdraw its approval of sources of supply which do not consistently furnish uniform materials or which furnish materials which prove unacceptable at the time of delivery. Contractor shall then furnish approved materials from other approved sources.

The Town may request to inspect and tag in the nursery row all plants proposed for a specific contract. Ample notice must be given if source is outside of New England. No plants will be accepted if the source is west of the

Mississippi or south of Washington, D.C. Approval of plants in nursery row does not guarantee final acceptance if the plant is badly dug, damaged in transit, poorly planted, inadequately maintained, or for any reason is in poor condition at the time of delivery.

Contractor shall submit to the Town, within ten (10) days after receipt of notice of award of contract, complete and detailed information concerning the source of supply for each item of plant material specified in the planting list.

D. Digging up Plants: All plant materials shall be dug and handled in accordance with the best horticultural practices and prepared for shipment in a manner that will not damage branches, shape or future development of the plants after replanting. All plants in leaf, including evergreens, shall be sprayed with an anti-desiccant, a protective spray material, approved by the Town, before delivery and preferably before digging. A certificate verifying the date and brand of material used will be required upon delivery to the job site.

E. Rootballs and Burlap: All trees shall be balled and burlapped or in appropriate sized containers. Ball or container shape and size shall conform to ANSI standards. Only rottable burlap and rottable rope shall be permitted. Rootballs shall be adequately protected at all times from the sun, heat, and freezing or drying conditions. The Town will inspect all rootballs and containers upon delivery and will reject any cracked or manufactured rootballs. (e.g. “false” rootballs, which due to machine digging and other reasons do not have roots within 3 to 4 inches of the top surface.

F. Size: Plants shall be measured when branches are in their normal position.

1. Height and spread dimensions specified refer to the main body of the plant and not from branch top to branch top. Caliper measurement shall be taken at a point on the trunk 6 inches above natural ground line for trees up to 4 inches in caliper and at a point 12 inches above the natural ground line for trees exceeding 4 inches in caliper.

2. The measurements specified are the minimum size acceptable and, where pruning is required, are the measurements after pruning.

G. Delivery: Trees must be transported and handled with adequate protection. Trees must be covered with tarpaulin during transport or transported in a closed truck.

Trees, which are in leaf, must be sprayed before shipping with “Wiltpruf” or other anti-desiccant approved by the Town.

All shipments of plant materials by the Contractor shall comply with all nursery inspection and plant quarantine regulations of the states of origin and of destination as well as with Federal regulations governing the interstate movement of nursery stock. A certificate of inspection shall accompany each package, bale, box, or carload lot shipped or otherwise delivered.

Any tree, which has its top leader cut off or becomes so damaged that its top leader must be removed, will not be acceptable.

H. Firms hired to provide trees, planting and maintenance services must be registered and licensed arborists and/or nursery operators. Preference will be given to hiring local or regionally located firms (i.e. in southeast New England).

I. The Town reserves the right to inspect all plant material prior to any digging or transplanting at the nursery or plantation. Contractor shall advise the Town of plant location. A Town representative will affix a sealed identification tag to approved plant material. Any plant material delivered to the work site without said identification tag or with said identification tag mutilated in any manner shall be rejected.

J. Contractor or his/her representatives may accompany the Town representative on inspection of plant material.

K. The Town reserves the right to re-inspect all plant material at delivery. The purpose is to examine material for mechanical damage, broken sections or branches and rootballs resulting from group handling, inadequate size rootballs and verification of original inspection.

Evaluation Criteria

The bid will be awarded based upon the lowest, evaluated bid price. The evaluation will be based on how well the specifications have been met and the price.

BID DOCUMENTS TO BE RETURNED

The following documents must be completed and submitted on or before the Submittal

Deadline for the Bid to be considered complete:

1. Bid Form

2. Non-Collusion Affidavit

3. Bidder’s Statement Regarding Insurance Coverage

4. Bidder’s Statement of Relevant Experience

5. MBE Utilization Plan Form

Additional information to be provided:

1. Company ownership. If incorporated, the State in which the company is incorporated and the date of incorporation.

2. Location of the company offices.

3. Number of employees both locally and nationally.

4. Location(s) from which employees will be assigned.

5. Name, address, and telephone number of the Bidder’s point of contact for a contract resulting from this Bid.

6. Company background/history and why Bidder is qualified to provide the services described in this Bid.

7. Length of time Bidder has been providing services described in this Bid. Please provide a brief description.

Responses to Bids must be submitted on preprinted forms supplied with this Bid. One (1) original bid marked “MASTER” and one (1) copy must be submitted on or before the Submittal

Deadline.

Attachment A

BID FORM

The undersigned, having familiarized themselves with the existing conditions of the Project and with the Contract Documents, (which include, Form of Bid, Invitation to Bid, Instructions to Bidders, Form of Non-Collusion

Affidavit, Form of Bid Bond, Form of Certificate as to Corporate Principal, General Specifications, and Form of Contract), hereby proposes to furnish all supervision, technical, personal, labor, materials, machinery, tools, appurtenances, equipment, and services, including utility and transportation services required to supply and deliver trees specimens all in accordance with above listed documents and for the unit prices for work in place for the following items and quantities:

NOTE: Bidder to deliver trees to an agreed upon location in Bristol, Rhode Island in two staggered deliveries to allow the Town time for planting.

TABLE A: Small Trees (20’ to 30’ at Maturity) 1.5 to 2.0 inch Caliper

Item Description Unit Bid Price

(in words) Unit Bid Price

(in figures) Estimated quantity

TOTAL

A Cercis canadensis – Eastern Redbud (6’ to 7’)

B Cornus kousa ‘Galilean’– Kousa Dogwood

C Cornus kousa ‘Scarlet Fire’ – Kousa Dogwood

D Prunus sargentii ‘Pink Flair’ – Sargent’s Cherry

E Prunus x hillieri ‘Spire’ – Flowering Cherry

F Prunus x ‘Snow Goose’ – Flowering Cherry

G Syringa reticulata ‘Ivory silk’ – Tree Lilac

TOTALS 49

Sub-Total Small Tree Bid, typed or printed in words:

TABLE B: Medium to Large Trees (30’ to 70’ at Maturity) 1.5 to 2.0 inch Caliper

Item Description Unit Bid Price

(in words) Unit Bid Price

(in figures) Estimated quantity

TOTAL

A Acer freemanii ‘Firefall’ – Freeman’s Maple

B Acer rubrum ‘Bowhall’ – 5

Red Maple

C Acer rubrum ‘Sun Valley’ – Red Maple

D Acer saccharum ‘Apollo’– Sugar Maple

E Aesculus x ‘Autumn Splendor’ – Horsechestnut (1¾ »)

F Carpinus betulus ‘Incisa’ - Hornbeam 5

G Liriodendron tulipifera– Tulip Tree 3

H Nyssa sylvatica ‘Firestarter’ – Black Tupelo

I Tilia Mongolica ‘Harvest Gold’’ – Mongolian Linden

J Ulmus Americana ‘Princeton‘ – American Elm

TOTALS 51

Sub-Total Medium to Large Tree Bid, typed or printed in words:

Grand Total Base Bid:

(Show the amounts in both words and figures. In case of discrepancy, the amount shown in words will govern).

The above unit prices shall include all labor, materials, transportation, overhead, profit, insurance, etc., to cover the finished work.

NAME AND ADDRESS OF BIDDING FIRM:

I herein agree to abide by all requirements as detailed in the “Invitation for Bid #1062”.

Signature: _______________________________

Printed Name & Title: ___________________________________

Date: __________________

ATTACHMENT B

Non-COLLUSION AFFIDAVIT

To Be Completed, Notarized, and Submitted With Bid

State of Rhode Island

County of Bristol

“________________________________________________, Bidder, being first duly sworn, deposes and says that he or she is Owner of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any

Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the

Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and further, that the Bidder has not , directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid."

Date (Signed at)

Bidder name Authorized Representative

(Person, Firm, Corp.)

Address Representative's Name

City, State, Zip Representative's Title

ATTACHMENT C

BIDDER'S STATEMENT

REGARDING INSURANCE COVERAGE

BIDDER HEREBY CERTIFIES that the Bidder has reviewed and understands the insurance coverage requirements specified in the Invitation for Bid No. 1062, Spring 2025 Tree Sourcing and Delivery. Should the Bidder be awarded the contract for the work, Bidder further certifies that the Bidder can meet the specified requirements for insurance and agrees to provide the Town with a certificate of insurance which names the Town of Bristol as an Additional Insured for the work specified.

Insurance Required:

Workman’s Compensation in compliance with statutory limits

Comprehensive General Liability Insurance of at least $1,000,000.

Name of Bidder (Person, Firm, or Corporation)

Signature of Bidder's Authorized Representative

Name & Title of Authorized Representative

Date of Signing

ATTACHMENT D

BIDDER STATEMENT OF RELEVANT EXPERIENCE

List three (3) references for which your firm provided service within the last five years.

I hereby certify that I have performed the work listed below.

Signature of Bidder

DESCRIPTION DATES CONTRACT

AMOUNT

CUSTOMER

CONTACT

CUSTOMER

TELEPHONE

ATTACHMENT E

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION PLAN FORM

Link to PDF Form:

https://dedi.ri.gov/media/906/download?language=en

Website for Form:

https://dedi.ri.gov/division-units/minority-business-enterprise-compliance-office/mbe-wbe-dbe-acdbe-and-vbe-programs-2 https://dedi.ri.gov/media/906/download?language=en https://dedi.ri.gov/division-units/minority-business-enterprise-compliance-office/mbe-wbe-dbe-acdbe-and-vbe-programs-2 https://dedi.ri.gov/division-units/minority-business-enterprise-compliance-office/mbe-wbe-dbe-acdbe-and-vbe-programs-2