RFQ_3-26_SCOPE_OF_WORK.pdf

City of Cheyenne / Request for Quote / RFQ #3-26

REQUEST FOR QUOTE #3-26

SCOPE OF WORK FOR VEGETATION MANAGEMENT

PROJECT DESCRIPTION

The scope of work for the Vegetation Management project is to provide services for the removal of vegetation along Crow Creek, using goats. The Contractor shall incorporate any innovative solutions that are cost effective and meet project goals. If services are not set forth as “not included” within this section, they will be considered included, although not specifically mentioned, in the scope of work necessary to provide the full and complete services required for the project.

The City has allocated $50,000.00 for Vegetation Management to be completed in Calendar Year 2026. The

Contractor selection will be based on bid that meets all the required qualifications, and the Contractor that can provide the highest ratio of Animals to Days.

A. WRITTEN STATEMENT

The Contractor must meet the following, and provide a written statement, no longer than two (2) pages providing a summary narrative of the Contractor’s ability to meet or exceed the qualifications. This summary shall include example reference projects demonstrating experience with this type of project:

1. Minimum of 5 years of experience.

The project requires an animal handler with a minimum of 5-years of experience of managing goats. The handler should have the ability to provide a safe working environment for the animals as well as the residents of Cheyenne. The Contractor shall be prepared and qualified to perform all tasks required to safely manage goats during the time they are in service.

2. Animal transportation and handling.

This project will require the transportation of the animals to and from all required location in Cheyenne.

This project will entail setting up enclosures daily to provide a limited area for the animals to work. The

Contractor will be required to provide enclosures at night to provide a safe refuge for the animals. The animals will be within proximity of bicycle traffic, pedestrian traffic and vehicular traffic during the day and the Contractor will need the ability to manage the goats without conflict. Contractor shall have the ability to provide public notices, prepare exhibits or handouts if required.

The animal wellbeing will be the responsibility of the Contractor from any possible natural hazard and/or weather event. The Contractor will be required to address all medical needs of the animals. The Contractor shall be responsible for any property damage caused by the animals and will be addressed by the Contractor.

The Contractor will be responsible for potential issues with the animals that this project may present or that may arise.

The Contractor shall be prepared to remove the animals in an unforeseen event that would limit their ability to complete their contractual obligation.

3. Required number of animals.

Fee proposals for vegetation management shall be based on a MINIMUM of Seventy-Five (75) working animals required to complete the project. The goats will need to be of adult stature of at least 1 year old.

More animals may be utilized, but 75 is the minimum.

4. Project completion time frame.

The Vegetation Management shall commence after May 11, 2026, but no later than June 1, 2026. The

Contractor shall continue Vegetation Management until all awarded days have been utilized, but no later than September 30, 2026. The City will only pay for number of days actually worked.

5. Award Calculation Example.

This Bid award will be based the highest ratio of Goats & Days offered to the City to perform Vegetation

Management in accordance with this Invitation to Bid.

This will be calculated by taking the number of animals to be utilized (determined by the Bidder), divided by the number of days the bidder proposes to be on-site (determined by the Bidder). For the purposes of

Bid preparation, all bidders are instructed that the total available budget of $50,000.00, and this is the basis for calculation of the number of animals to be used, and for what duration.

VEGETATION MANAGEMENT (EXAMPLE)

Number of Animals Calculation:

Number of Animals # 75 Goats

Number of Working Days Calculation:

Number of Working Days #30 Days

Ratio (Number of Animals ÷ Number of Days:

Number of Animals # 75 Goats (DIVIDED BY ÷) Number of Working Days #30 Days

= Ratio #2.5

6. Notice to Proceed.

a. The Contractor shall commence with the work specified in this Bid, within Seven (7) Days, after receipt of Notice to Proceed from the City.

b. Contractor shall work continuously on each project site location until complete.

B. PROJECT MANAGEMENT

1. COMMUNICATION AND CORRESPONDENCE

a. The City Project Manager will be copied on all correspondence related to this project. This includes external emails and letters to all public entities. All correspondence to the City, including emails, must lead with the City assigned Project Number in the subject line.

b. Change Management

All requests for changes must be documented in writing and submitted to the City Project Manager within one week of the change being needed. Contractor shall maintain a Change Log and the

Change Log should document and support the need for Additional Services and Contract

Amendments.

2. MEETINGS

a. Kick-off Meeting

Within 1-week of the issuance of the Notice to Proceed, Contractor will conduct an initial kick-off meeting with the City Staff.

b. Progress/Status Meetings

Contractor will meet monthly with the City staff to discuss project progress, status, schedule, budget, potential issues, required decisions and upcoming activities for the next month.

1. Monthly Progress Meetings

Contractor shall be prepared to discuss the following items during the monthly progress meetings with the City:

a. Summary of work completed during the past 30-day period.

b. Summary or work planned during the next 30-day period.

c. The status of major project components (percent complete, amount of time ahead or behind schedule) and an explanation of corrective action to get the project back on schedule if delays have occurred.

d. Explanation for any schedule changes, including to the logic or activity durations.

e. Progress made on critical activities indicated in the schedule as well as any items that could potentially delay the project.

f. Additional project status information as requested by the City.

g. Identification of changes made to the previous schedule.

h. Key project issues.

i. Key project decisions

2. External Coordination Meetings

Contractor will conduct coordination meetings as required. The City Project Manager or designee must be invited to attend any meetings with other entities.

3. PROJECT EXECUTION PLAN

The Awarded Contractor shall prepare a Project Execution Plan (PEP). The PEP will establish and clearly define at the project’s outset the following:

a. Project Management Approach

b. Organization

c. Roles and Responsibilities of Parties Involved

d. Communication Plan

e. Means for Controls and Monitoring

f. Schedule, Budget and Cost Baseline Information

g. Quality management Approach

4. SCHEDULE AND PROGRESS REPORTING

Schedule and progress reporting requirements herein are the minimum required. The City may withhold

Payment until the PEP and the baseline schedule is approved.

General Requirements

1. Contractor shall start scheduling for the project at Notice of Award.

2. Within seven (7) days of the Notice to Proceed, Contractor shall be on site to begin activities listed in the Scope of Work for Vegetation Management Services. Budgeted cost for activities shall match the Contractor’s authorized budget.

3. Once the first detailed schedule is accepted by the City, this schedule shall become the baseline schedule, or record schedule. The schedule shall be used by the City and the Contractor to compare progress monthly.

4. Receipt and acceptance of a monthly updated schedule is a condition precedent to City recommending monthly progress payments. Contractor shall submit monthly updated schedule

(electronic and hard copies) by the first Friday after the Contractor’s accounting month end.

5. If the Contractor’s schedule fails to identify contractually required sequences, restraints, and milestones, acceptance by the City shall not imply waiver or waive any contractual requirements.

Schedule Format

1. Contractor may use schedules prepared with scheduling software and/or non-scheduling software such as Excel, PowerPoint, or Word.

2. Contractor shall base schedule on a seven-day work week including Contractor’s recognized holidays.

3. Schedule shall reflect work logic sequences, restraints, delivery windows, City and Contractor review times, contract times, and milestones set forth in the Agreement, and shall begin on the date of the Notice to Proceed and conclude with completion of the work.

4. For monthly update schedule submissions include overall percent complete projected and actual for each listed activity.

5. The schedule shall be updated monthly as required to maintain an accurate schedule that reflects actual and planned activities. The actual (forecast) and planned (baseline) activities shall be identified by a separate and distinct color.

6. Monthly updates shall include actual costs as well as any approved or pending adjustments to the original budgeted costs. Actual costs shall include accrual costs for work not yet invoiced to the

City.

5. PROJECT COORDINATION

Contractor will be responsible for all internal coordination activities among the Contractor team, including sub-Contractors.

6. INVOICING

Contractor invoices will be prepared and submitted in accordance with the requirements stated within the

Agreement. All invoices must be submitted in the standard format.

Invoices shall be submitted monthly for charges incurred in the prior month. Contractor shall be responsible to review invoice for accuracy and correctness prior to submittal to the City.

Invoices shall include an breakdown of all work completed for Tasks performed on a time and materials basis. The breakdown shall be organized by task and designate who completed the work and a brief description of work performed.

At the end of the City fiscal year defined as June 30, Contractor invoices are to be turned in as soon as possible for services up to June 30. The goal is to receive all the invoices for services ending June 30 and prior in the fiscal year by no later than July 10.

Contractor will include, in addition to the aforementioned documents:

1. Monthly Progress Reporting

Contractor will provide a monthly progress report using an outline provided by the City.

2. Issues – Decisions Log

Contractor will create an Issues-Decision Log and maintain it.

7. ADDITIONAL RESPONSIBILITIES OF THE CONTRACTOR

a. Contractor is responsible for obtaining any necessary permissions for night enclosures, with all needed safety equipment.

b. Contractor shall utilize electric fences in accordance with City Ordinance #4433.

c. Contractor shall provide safety signage on any electric fences utilized, cautioning the general public that electrified fences are being utilized.

C. GENERAL CONDITIONS

The following items are included as part of the basic compensation for this project:

a. Animal transportation

b. Animal needs – feed, water outside of the work area.

c. Living expenses for the handlers – food, lodging

d. Cost of insurance

e. Permits and license fees

f. Mileage

g. Travel fees, room and board, per diem

h. Normal business expenses - phone, postage, etc.

i. Costs for all standard correspondence and contract documents

j. Additional required services

Any changes in the Contractor’s or Sub-Contractor’s staff or fee structure shall be presented in writing to the City for approval prior to initiating any changes or performing any work.

INSURANCE REQUIREMENTS

The Awarded Contractor must provide proof of the following insurance coverages:

Commercial General Liability Insurance

For claims arising out of bodily injury, illness or death, or from damage to or destruction of property of others, including loss or use thereof, with minimum limits of $1,000,000 per occurrence, $2,000,000 aggregate for the entire term of the transaction.

If this coverage is provided pursuant to a “claims made” policy:

a. Contractor shall, concurrently with the execution of this Transaction, provide the City with a certificate of insurance demonstrating that such coverage is or shall be in effect at the time the

Contractor begins the provision of services under this Transaction; and

b. In the event the Contractor’s services extend into a future policy period, the Contractor shall, prior to the policy expiration date, provide the City with a new certificate of insurance demonstrating that such coverage is or shall be in effect during all periods of time that Contractor will provide services under this Transaction; and

c. Contractor shall maintain said “claims made” coverage for a period of five (5) years following the last date that Contractor has provided services under this Transaction; and

d. In the event the Contractor or the insurer terminates “claims made” coverage prior to the expiration of the periods provided in subparagraphs a., b., or c. of this paragraph, the Contractor shall provide to the City advance written notification of the termination of said coverage and shall provide the

City with an endorsement for an extended reporting period (“tail coverage”) which shall be in effect for a period of time not less than five (5) years following the last date that Contractor has provided services under this Transaction.

Additional Insurance Information

The Contractor shall name the City of Cheyenne as an Additional Insured by endorsement on its insurance policies and shall provide the City with a copy of the endorsements. This requirement does not apply to workers’ compensation and professional liability insurance policies.

Contractor shall provide the City with certificates of insurance acknowledging the above-stated coverages prior to beginning any work under this Transaction.

It is understood and agreed that these policies are primary and non-contributory. All policies required under this

Transaction shall be in effect for the duration of the Transaction. It shall be an affirmative obligation upon

Contractor to immediately notify in writing the city risk manager, city clerk, and city attorney of any fact, circumstance, or occurrence that has resulted in or may result in the cancellation of, or substantive change to any insurance coverage required by this Transaction, and failure to do so shall be construed to be a breach of this

Transaction.

If requested by the City, the Contractor shall provide the City with copies of insurance policies and/or policy endorsements listing the City of Cheyenne as an additional insured. The City’s failure to request or review such policies, endorsements, or certificates shall not affect the City’s rights or Contractor’s obligation hereunder.

Any insurance company providing coverage under this Transaction shall have a minimum A. M. Best rating of A-

(excellent).