AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP PW-25-648

As-Needed Tree Trimming and Related Services

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-

25-648 | Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach (City), Department of Public Works (Department), Public Service Bureau is seeking a qualified Contractor to perform arborist services that include tree care, annual grid and tree trimming services within the City area, as directed by the City’s representative.

Key Dates

Release Date: June 9, 2026

Mandatory Pre-Proposal Meeting: 9:00AM (PST) June 23

Questions Due to the City: 11:00AM July 7, 2026

Proposals Due: 11:00AM August 4, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 |

Template v3.14.25 | 2

Assistance & Resources

For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov Request Assistance Form

Contents file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 3

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 4

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 5

1 The Opportunity

1.1 Project Summary

The City of Long Beach (City), Department of Public Works (Department), Public Service Bureau is seeking a qualified Contractor to perform arborist services that include grid trimming, tree removal, stump grinding, and as-needed emergency tree services within the City area, as directed by the City’s representative.

The City encompasses a geographic area of 52 square miles. Within its boundary, the City maintains a population of approximately 96,000 street trees. These street trees are in two

(2) areas, the City area, which has approximately 92,000 trees, and the Long Beach Harbor District (“Port area”), which has approximately 4,000 trees. The City area includes approximately 8,400 trees in the California Coastal Zone, compromised of the following:

approximately 5,900 within the City Permit Jurisdiction; approximately 2,400 within the Appealable Area; and 100 within the State Permit Jurisdiction. (Exhibit A-4: Map - Tree Trimming Grid and Exhibit A-5: Map - Trees in Coastal Zone.)

1.2 Background

The City values its urban forest and strives to protect and preserve the trees of the City for future generations. The City recognizes that annual or grid tree trimming is a major component of maintaining a healthy urban forest.

Currently, the City implements a six-year grid-based trimming cycle covering all trees within the 36 designated grid zones. These grid zones include environmentally sensitive and delicate Bird Nesting areas located within the Coastal Zone. (see Section 2.1, Description of Services.)

Needs Statement:

To minimize the risks to the community, the City seeks a Contractor to ensure a timely response for as-needed emergency tree services when City staff are not available and to support the City inin implementing its grid-based tree- trimming cycle.

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 6

1.3 Goals

The goal of this RFP is to maintain a healthy urban forest, and to minimize risks to residents and to migratory birds, and risk of property damage during severe weather events and emergencies.

The goals of the program include, but are not limited to the following:

1. Improve community safety throughout the City.

2. Reduce the risk of loss to property value.

3. Promote emergency preparedness (ensure timely response for severe weather and emergencies).

4. Promote clear communication and ensure accurate reporting metrics.

1.4 Award Terms

This contract will be for a period of two (2) years with the option to renew for three (3) additional one-year periods. The total contract term will not exceed five (5) years.

2 Scope of Work

2.1 Description of Services

The work required for this RFP is detailed in Exhibit A - Scope of Services.

2.1.1 City Responsibilities

The City will provide a designated City Project Manager who will act as the City’s Representative.

Contract Deliverables: A complete description of required deliverables is set forth in Exhibit A - Scope of Services. Service locations are further identified in Exhibit A-4 - Tree Trimming Grid Map and Exhibit A-5 - Trees in Coastal Zone Map.

APPENDICES

Exhibit A: Scope of Services Exhibit A-1: CALIFORNIA COASTAL ACT Exhibit A-2: MBTA MIGRATORY BIRD TREATY ACT Exhibit A-3: LCDP Coastal Zone Permit 2104-01 (MOD21-005, LCDP21-015) Exhibit A-4: Map - Tree Trimming Grid Exhibit A-5: Map - Trees in Coastal Zone

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 7

Exhibit A-6: Bird Group Breeding Table Exhibit A-7: PW Tree Maintenance Policy (7/24/2023) Exhibit A-8: BMP - Tree Care for Birds & Other Wildlife (2/26/2018) Exhibit B: Pro-Forma Agreement: Non-Design

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City and is not exhaustive or final. As a part of a response to this RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Emergency Response Time

Contractor must be available 24/7 to respond to emergency work

Contractor must be on-site within two

(2) hours or less with the appropriate staff and equipment to address the situation; failure to meet the 2-hour response time will result in a $500 penalty.

Call logs and before/after photos

2. Work Order Response Time

Work Order allotted response time is 60 days

Contractor must complete work within 60 days of assignment

Call logs and before/after photos

3. City’s Annual Maintenance Program - Urban Forestry

Work plan shall include scheduling, progress, metrics, and goals

Upon contract award, the Contractor and City shall meet to

Submission of Annual Maintenance

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 8 discuss scheduling of annual pruning requirements, removal and replacement program and planting projects.

Program Work Plan along with photos

4. City’s Tree Inventory

At no cost to the City, a new Global Positioning System (GPS) tree inventory web-based database operated by Contractor using the City’s standardized addressing system for all street tree environments is required;

Contractor shall create an Environmental Systems Research Institute, Inc (ESRI) ArcView/ArcGIS compatible “shape file,” and is responsible for any necessary software licenses.

Contractor shall provide quarterly updates to the City’s tree inventory, starting within three

(3) months of contract award

Quarterly updates to the City’s Tree Inventory

5. Annual Monitoring Report - Coastal Zone

Tree Removal in Coastal Zone;

California Coastal Act and U.S.

Migratory Bird Treaty Act; zone restrictions on the

Contractor shall adhere to all City and State Coastal Zone requirements;

California Coastal Act (Exhibit A-1), U.S. Migratory Bird

Generate report from tree inventory database for tree removal within the Coastal Zone

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 9

City’s tree maintenance policy related to bird activity and nesting habitat.

Treaty Act (Exhibit A-2), and LCDP Coastal Zone Permit

2104-01 (MOD21-

005, LCDP21-015)

(Exhibit A-3).

6. Training - Coastal Zone compliant procedures led by the City.

The Coastal Zone has restrictions on the City’s tree maintenance policy related to bird activity and nesting habitat.

Upon execution of the contract and prior to conducting any work in the Coastal Zone, the Contractor shall ensure that all staff to be working in the Coastal Zone including, but not limited to, supervisors, arborists, and tree workers are to attend required training.

Staff complete Coastal Zone required training led by the City

2.2.2 Contract Management

Contractor is to work directly with the City representative to coordinate the arborist services that include grid trimming, tree removal, stump grinding, and as-needed emergency tree services within the City. The Contractor shall designate a representative with a reachable email and phone number. The Contractor and City representative will meet upon contract award to discuss scheduling, progress, metrics, and goals, after which the Contractor shall submit work schedules for the City’s Annual Maintenance Program (Urban Forestry).

Reporting: Upon contract award, the Contractor shall provide quarterly updates to the City’s tree inventory (at no additional cost to the City) for all services completed. The Contractor shall also provide a report for all tree removals in the Coastal Zone, which will be used for the Annual Monitoring Report per coastal development permits. (See Exhibit A- 3.)

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2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed. Contractor shall submit invoices for payment on a bi-weekly or monthly basis. Invoices submitted shall include a list of each street where services were completed, address of each individual worksite and activity, species and its current condition, height, trunk diameter, and canopy spread (of each individual tree).

The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Minimum Qualifications

The following are the minimum qualifications for Proposers:

1. Qualification to conduct business in the City

2. Not having been debarred by Federal, State, or local government

3. A minimum of five (5) years of experience of providing full-service urban forest maintenance programs to governmental agencies and/or municipalities that include performing stump grinding and pruning, removal, and replacement of trees o Sufficient inventory of equipment and staff to perform above full-service urban forest maintenance program

4. Ability to respond to a tree-emergency situation with a crew on site within 2 hours of call out.

5. The Contractor must have on their staff an adequate number of full-time permanently employed personnel that:

o are fully trained in urban forestry best management practices o are able to speak and understand English successfully o shall complete all work within 60 days as specified as part of this contract work o have proper license(s) to operate the equipment o are able to operate and maintain equipment in accordance with the manufacturer’s recommendations o have mechanical ability to make the required operator adjustments to the equipment being used

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 11 o are knowledgeable of safety regulations as they relate to tree care and traffic control o have a valid American Red Cross Standard First Aid Certification (minimum of one member of each crew) o are able to undergo additional City training as necessary to ensure conformance to local and State requirements and coastal zone permits

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience Demonstrated prior experience, competence, and technical ability in urban forest maintenance services of this scale that include tree care, annual grid and tree trimming

Proposed number of staff with demonstrated expertise and availability Proven ability to respond to a tree-emergency situation with a crew on site within 2 hours of call out Ability to complete work orders within 60 days of assignment

30%

2. Method of Approach Demonstrated understanding of the requirements to successfully deliver the scope of services defined in Exhibit A - Scope of Services Proposed type of equipment Outlines any innovative approaches or technologies the firm will utilize to efficiently and effectively solve any potential issue

40%

3. Communications & Reporting Demonstrated processes required to exchange information in a clear and understandable manner Proven ability to report as defined in Exhibit A - Scope of Services that include quarterly Tree Inventory and Annual Monitoring Report for the Coastal Zone

20%

4. Reasonableness of Cost 10%

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4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date June 9, Mandatory Pre-proposal Meeting

9:00AM

(PST)

June 23, Meeting will be virtual (video conference).

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/290377 906954737?p=yEnKM0jd4hpMRnnT6F Meeting ID: 290 377 906 954 737 Passcode: gY6bf2Gc

Need help? | System reference Dial in by phone +1 213-279-1690,,169825700# United States, Los Angeles Find a local number Phone conference ID: 169 825 700# For organizers: Meeting options | Reset dial-in PIN

The objective is to allow for unofficial general questions and answers. Answers will be issued to all prospective Contractors via an addendum only to written questions received by the deadline for questions. Attendance is mandatory for Contractors submitting proposals

Questions due to the City

11:00 AM

(PST) July 7, 2026

Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A July, 21

Responses to the questions will be posted on LongBeachBuys.com.

https://teams.microsoft.com/meet/290377906954737?p=yEnKM0jd4hpMRnnT6F https://teams.microsoft.com/meet/290377906954737?p=yEnKM0jd4hpMRnnT6F https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWQzZjMyYTAtOWY1OS00Y2I2LTk4OWUtNDFkMTliOTZjMzQw%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%22acf3fd99-8fcc-4072-9e47-bf2d7e57e200%22%7d tel:+12132791690,,169825700 https://dialin.teams.microsoft.com/9592d373-70e6-4426-b0db-98f05eeab206?id=169825700 https://teams.microsoft.com/meetingOptions/?organizerId=acf3fd99-8fcc-4072-9e47-bf2d7e57e200&tenantId=313f11c3-4268-4f6a-8d3b-c7e650183e78&threadId=19_meeting_MWQzZjMyYTAtOWY1OS00Y2I2LTk4OWUtNDFkMTliOTZjMzQw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

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Proposals due 11:00AM

(PST)

August 4, Proposals should be submitted electronically via LongBeachBuys.com.

Late proposals, or proposals submitted through other channels will not be accepted.

Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully.

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the City during normal business hours at LBPurchasing@longbeach.gov or (562) 570-6200.

Evaluation of Narrative & Cost Proposals

TBD An Evaluation Committee will review Narrative & Cost Proposals to select the proposal that best meets the needs of the City.

Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews TBD The Evaluation Committee may interview none, one, several, or all consultants if necessary to fully understand and compare the proposer’s capabilities and qualifications.

Negotiation & Contractor Selection

TBD Selected Contractor(s) will be notified in writing.

Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

Negotiations shall be confidential and not subject to disclosure to Public Records Act requests unless and until an agreement is reached.

file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

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Estimated Contract Execution

TBD

Proposer Debrief After Contractor is Selected

Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed nonresponsive.

PROPOSAL

☐ Narrative

Proposal The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using Appendix 1 - Cost Proposal:

Enter the price that will be charged for the services listed under each heading.

Price should include all labor, mileage, materials, equipment, hauling, disposal, work site clean up, and any other cost with performing the service.

PROPOSAL APPENDICES

☐ Financial

Stability Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

Financial Statement or Annual Report Business tax return Statement of income and balance sheet

☐ Other Addenda (if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting

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MANDATORY ATTACHMENTS | The following are included as Attachments in Long Beach Buys. They must be signed by the individual legally authorized to bind the Proposer.

☐ A. Authorization & Certification ☐ B. Equal Benefits Ordinance (EBO) Form ☐ C. Local Preference Program ☐ D. Proof of registration with the California Department of Industrial Relations

Attachments Which May be Submitted Upon Award | Upon award, Awarded Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ E. W-9 ☐ F. Business License ☐ G. Proof of Registration with the California Secretary of State ☐ H. Certificates of Insurance: (see Section 5.3 Contract Terms and Conditions) ☐ I. Faithful Performance Bond ☐ J. Labor and Materials Bond ☐ K. Current Contractor’s State License Board print out ☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

☐ Conformation of Attachments | Ensure you have checked ALL the attachments in Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

Proposers should develop a narrative proposal that is not more than 25 pages and includes all of the following information. Recommendation: draft responses in a Word Document.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Company Name Company AddressOrganization Federal Tax ID Number

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DIR Number Website Name Title Email Address

Authorized Representative

Phone Number Name Title Email Address

Other Point of Contact (if required)

Phone Number

PROPOSER CAPACITY & EXPERIENCE

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

What type of enterprise is the organization?

☐ Other _________________________________

How many employees does the organization have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

REFERENCES

Company Project Manager Phone Number Project Description

Reference 1

Project Start and End Dates Company Project Manager Phone Number Project Description

Reference 2

Project Start and End Dates

Reference 3 Company

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Project Manager Phone Number Project Description Project Start and End Dates

SUB-CONTRACTOR CONTACT INFORMATION

☐ Yes

Does the proposal include subcontractors?

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Company Name Organization

Company Address Name Title Email Address

Authorized Representative

Phone Number Name Title Email Address

Other Point of Contact (if required)

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

What type of enterprise is the organization?

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Is the subcontractor registered with the California Department of Industrial Relations? If yes, provide registration number.

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How many employees does the organization have nationally, locally, and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Organizational Capacity & Experience

1. Describe why your organization is qualified to provide the services described in this RFP by providing 1 to 3 detailed examples of your organization’s successful implementation of urban forest maintenance services that include grid trimming, tree removal, stump grinding, and as-needed emergency tree services for comparable scale municipalities to the City of Long Beach system (limit your response to 1-2 paragraphs per example).

Describe the length of time your organization has been providing the services described in this RFP (1 paragraph per example you referenced above.)

2. Provide a detailed description of how all equipment and/or services will be used to meet the requirements of this RFP, along with additional information documents/images, appropriately identified.

3. Describe the organizational and management structure of your organization. In addition, provide the number of personnel including employees, interns, members and volunteers.

Please include the number of employees that reside in Long Beach, if any.

Method of Approach

1. Briefly summarize your proposed solution. (How will you implement the required tasks referenced in Exhibit A - Scope of Services?)

2. Describe your logic model on how your organization will achieve target goals referenced in Exhibit A - Scope of Services as they relate to:

Response time to emergency work order(s) Response time to work order(s) Proposed number of staff Proposed number and type of equipment

3. Evaluate your organization’s ability to mitigate risks in the service area. In addition, include your organization’s safety standards, and protocols that address those referenced in Exhibit A - Scope of Services:

Safety protocols (protection of staff, residents, property, and the work area)

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4. Describe your organization’s approach on ensuring adequate staffing and equipment availability to respond to emergency work within the specified time frame.

5. Describe what your organization will need from the City to successfully implement the contract.

Communications & Reporting

1. How will your organization report its performance to the City and coordinate with the City to meet objectives?

What is your proposed work plan (schedule, staff and equipment/vehicles) for the City’s Annual Maintenance Program:

i. Pruning, removal and replacement, and planting.

2. How will employees responsible for service delivery be supervised?

3. Which information management system or equivalent will your organization use, at no charge to the City, that is compatible with the current City inventory system (web-based Cityworks Service), to provide quarterly updates to the City’s tree inventory?

Is the system accessible twenty-four (24) hours each day via the internet to clients with password?

4. In the event of an emergency, describe your organization’s capacity to successfully collaborate with community partnerships, residents, and stakeholders. Include which de-escalation techniques/strategies your organization and staff currently practice, if any.

5. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the City of

Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. DBH: Diameter at breast height (4.5 feet above ground).

5. Department / Division: City of Long Beach, Public Works.

6. ESRI: Environmental Systems Research Institute, Inc.

7. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

8. GPS: Global Positioning System.

9. May: Indicates something that is not mandatory but permissible.

10. PSB: Public Service Bureau.

11. RFP: Request for Proposals.

12. ROW: Right-of-way.

13. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as non-responsive.

14. Should: Indicates something that is recommended but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

15. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from Proposers.

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3. The City may contact the references provided; contact any Proposer to clarify any response;

contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal. The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

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14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20. In the event a Proposer received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in

AS-NEEDED TREE TRIMMING AND RELATED SERVICES | RFP - PW-25-648 | Template v3.14.25 | 23 response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City 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.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City 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 RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

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30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential until the Notice of Intent to Award has been posted and the protest period has closed.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Proposers are…