Tree Arborist_ Part Time RFP.pdf

CITY OF BRUNSWICK, GEORGIA

May 2025

REQUEST FOR PROPOSAL

Part Time Arborist Trees Across Georgia (TAG) Grant

Engineering & Public Works 525 Lakewood Ave

Brunswick, Georgia 31520 rcharnock@cityofbrunswick-ga.gov

Trees Across Georgia Part Time Arborist Grant- RFP mailto:rcharnock@cityofbrunswick-ga.gov

Project Overview

To enhance community tree management capacity, the City of Brunswick is seeking an experienced, certified, and highly rated company or individual to perform basic tree care assessments and guide maintenance activities and tree removal for all trees located on city-owned lands and public rights-of-way. The selected company or individual will also begin to assemble an inventory of City-owned trees and will provide the information in a software program or format that can be viewed and used by the City during and after the period of contracted work. At the expiration of the agreement the database, including the inventory of tree assessments, maintenance records, and removal records will be provided to the City of Brunswick and will become the property of the City of Brunswick.

The City will receive proposals for Trees Across Georgia Part Time Arborist Grant- RFP until Thursday, June 19, 2025, at 10:00 a.m. EST. The City invites vendors or individuals to submit proposals responsive to the specific requirements set forth in this request for proposals (RFP). The envelopes containing the proposal must be sealed, and addressed to:

Rick Charnock

Assistant Public Works Director City of Brunswick

525 Lakewood Ave Brunswick, Georgia 31520 rcharnock@cityofbrunswick-ga.gov

All proposals must be marked “Trees Across Georgia Part Time Arborist Grant- RFP” The envelope must bear on the outside the name and address of the vendor or individual. No proposal may be withdrawn or modified in any way after the deadline for proposal openings, and no faxed proposals will be accepted. Proposals received after the scheduled opening time and date will remain unopened and will not be considered.

Questions regarding this request for proposals should be submitted in writing to Rick Charnock, Assistant Director of Public Works, at rcharnock@cityofbrunswick-ga.gov, by Friday, June 6, 2025. Responses to any questions will be posted to the City of Brunswick’s website no later than Wednesday, June 11, 2025.

It is anticipated that such an award, if any, will be accomplished within sixty (60) days (unless otherwise agreed upon by the Proposer and the City) from the proposal opening.

The City of Brunswick provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap or veteran’s status. This policy ensures all segments of the business community have access to supplying the goods and services needed by The City of Brunswick.

THE BOARD OF COMMISSIONERS, CITY OF BRUNSWICK, GEORGIA RESERVES

THE RIGHT TO REJECT ANY OR ALL PROPOSALS, WAIVE TECHNICALITIES

AND MAKE THE AWARD IN THE BEST INTEREST OF THE CITY.

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Trees Across Georgia Part Time Arborist Grant- RFP

Scope of Work:

1. Job Tasks and Responsibilities o Collect City-Owned Tree Inventory data using software that can be accessed by the City of Brunswick during the project and exported to the City when the project is completed.

o Assess trees as directed by Public Works and provide written findings and/or work order documents to Public Works.

o Supervise Public Works crews as directed in tree pruning and tree removal.

o Educate Public Works employees in Safety and Tree Care Best Management Practices pertaining to tree pruning, health assessment, removal, and public tree risk assessment.

o Ensure compliance with all City ordinances throughout the duration of the project.

o A weekly report will be provided to the City showing all work activities and the hours worked each day. The report will include the type of work, evaluation, location of work, and any recommendations. The report will be due on Tuesday following the end of the work week which runs from Sunday through Saturday.

2. Required Certifications and Qualifications o Current, verifiable accreditation through the International Society of

Arboriculture (ISA) or the Tree Care Industry Association (TCIA).

o The company or individual must possess current Business Liability and

Personal Injury Insurance along with appropriate vehicle insurance.

3. Preferred Certifications and Qualifications o IDS Tree Risk Assessment Qualification (TRAQ) is a plus.

4. References o Submittals shall include a listing of past projects and references. Include a summary of at least three past projects, and at least three references.

References can be municipal clients, government clients, or private owners.

Term of Agreement o After a vendor is selected, an agreement will be signed by both parties that shall govern the performance of the Parties beginning upon execution of the Agreement through January 31, 2026.

o The agreement can be renewed yearly for two additional years with the entire project being completed by December 31, 2027.

Proposal Requirements:

1. A brief introduction to the company including how many years the company has been in business and any active websites and customer recommendations.

2. A copy of all required certifications and licenses.

3. Project experience listing and references.

4. A proposal for the cost of service for 10 hours labor per week, shown as an hourly rate. Also show the annualized cost for 10 hours labor per week for 52 weeks. Pricing structure shall include any proposed cost increases for the additional yearly terms of the agreement.

5. The initial year may include additional hours at the discretion of the City of Brunswick, since it will not be a complete year of work. A total of 520 hours per year may be allowed so the vendor/individual should be able to meet those staffing requirements.

6. A copy of the Certificate of Liability Insurance and Personal Injury Insurance.

Addenda to RFP:

If the City determines that an addendum is required to this RFP, or if questions are received from potential respondents, the City Representative will post a written addendum on the City Website at http://www.brunswickga.org (the “City Website”) and upon posting will be deemed to form part of this RFP. No amendment of any kind to the RFP is effective unless it is posted in a formal written addendum on the City Website.

Upon submitting a Proposal, Proponents will be deemed to have received notice of all addenda that are posted on the City Website.

Evaluation Criteria:

Proposals will be evaluated based on the following:

1. Qualifications and experience.

2. Proposed budget and pricing structure.

3. References

4. Proximity to the City of Brunswick and/or the ability to work at least 10 hours per week each week.

Proposals will be evaluated by a review panel consisting of representatives from the City of Brunswick Public Works Department and the Finance Department.

Conflict of Interest:

Vendors shall disclose any potential conflicts of interest and existing business relationships they may have with the City. If requested by the City, vendors and/or individuals should provide all pertinent information regarding ownership of their company at the City’s request.

Negotiations and Contract Award:

The City is under no obligation to accept any Proposal submitted. The City reserves the right in its sole discretion to waive informalities in, or reject any or all Proposals, or to accept any Proposal deemed most favorable in the interest of the City or cancel the competition at any time without award. Thereafter, the City may issue a new Invitation Request, sole source or do nothing.

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