Tree_Procurement_Contract.docx

CITY OF NEWARK

OFFICE OF SUSTAINABILITY

BID SPECIFICATIONS FOR:

SUPPLY AND DELIVERY OF VARIOUS TREES

SUBMISSION DEADLINE:

October 10, 2024 10:15 AM (EST)

ADDRESS ALL BID PROPOSALS TO:

DIRECTOR OF PURCHASING

Note: For all items in this contract in all places where Tree Superintendent is written, Tree Superintendent shall mean the acting or appointed Tree Superintendent of the Department of Public Works (DPW) or an appointed designee by the Tree Superintendent, the Director of the DPW, The Director of the Office of Sustainability, or the Office of the Mayor of the City of Newark. The contractor shall be made aware of all appointed designees by phone call or in writing by one or more of the aforementioned offices or departments of the City of Newark.

ITEM NO. 1 FURNISH AND DELIVER NURSERY STOCK FOR DECIDUOUS/EVERGREEN STREET TREES, 2-2.5" CALIPER TYPE 1

ITEM NO. 2 FURNISH AND DELIVER NURSERY STOCK FOR

DECIDUOUS/EVERGREEN STREET TREES, 2.5-3" CALIPER TYPE 2

ITEM NO. 3 FURNISH AND DELIVER NURSERY STOCK FOR

DECIDUOUS/EVERGREEN STREET TREES, 3-4" CALIPER TYPE 3

WORK: Under these Items, the Contractor shall perform all work necessary to FURNISH AND DELIVER NURSERY STOCK FOR DECIDUOUS/EVERGREEN STREET TREES, 2-2.5" CALIPER TYPE 1, FURNISH AND DELIVER NURSERY STOCK FOR DECIDUOUS STREET TREES, 2.5-3" CALIPER TYPE 2, FURNISH AND DELIVER NURSERY STOCK FOR DECIDUOUS STREET TREES, 3-4" CALIPER TYPE 3 in accordance with the plans, specifications, and directions of Parks and Forestry or the Tree Superintendent.

Work shall include furnishing and delivery of nursery stock for deciduous/evergreen street trees of the type and size designated on the lists provided by the Tree Superintendent and all incidental work shall be completed under these Items.

EMERALD ASH BORER QUARANTINE ZONE REGULATIONS:

Nurseries located within the quarantine zone shall comply with State and Federal Law and all Contractors and/or Subcontractors shall be Certified to perform work within the Quarantine Zone (see Submittals section below).

TREE:

Names: Plant names shall conform to those prepared by the American Association of Nurserymen Horticultural Standards, unless otherwise specified. No substitution shall be permitted except by written permission of the Tree Superintendent.

Labeling: The genus, species and cultivar or trademark name of all trees shall be clearly and legibly labeled in weather-resistant ink or embossed tag on the plant list and on each plant before trees are tagged by the Tree Superintendent or a Parks and Forestry representative.

Quality Standards: Tree and root ball size shall conform to the latest version of ANSI Z60.1 (American Standard for Nursery Stock).

All trees shall be free of insects and diseases. New shoot growth should be greater than 12 inches unless the tree is a dwarf, slow-growing type as defined by ANSI Z60.1 The size, color and appearance of leaves should be typical of the time of year. Leaves should not be tattered, misshapen, stunted or off-color (chlorotic or necrotic).

There shall be no roots greater than 1/10 diameter of the trunk circling more than one-third the way around in the top of the root ball. Roots larger than this may be cut provided they are smaller than one-third the trunk diameter. There should be no kinked roots greater than 1/5 the trunk diameter. Roots larger than this can be cut provided they are less than one-third the trunk diameter. Kinked roots shall be defined as a primary root(s), which is sharply bent, causing a restriction to water, nutrient and photosynthetic movement. Kinked roots may compromise the structural stability of root systems. The tops of the root ball of as many as (1) percent of the total quantity of trees furnished may be randomly inspected to insure that root systems meet the specification. At the time of inspection, the Tree Superintendent may request a tree to be pruned to ensure compliance with current ANSI A300 standards. At the time of tagging, all instruction received from the Tree Superintendent shall be adhered to; this shall include but is not limited to excavation of root flare, proper pruning as referenced above, and any other maintenance issues brought to attention. If, at the time of tagging, other work will be required in order for any tree to meet the City of Newark forestry specifications, the Contractor shall perform this work at no additional cost to the City.

Trees should be rooted into the root ball so that soil remains intact and trunk and root ball move as one when lifted. The trunk should bend when gently pushed, not pivot at or below soil line.Figure 1. True Root Flare - the first major structural root shall be exposed at the time of planting, and shall be exposed to this depth prior to digging.

The first major structural root in the root ball shall be visible at the soil surface (see Figure 1). No excess soil will be piled on top of the root flare during the process of cultivation, weeding or digging.

There should be one dominant leader more-or-less straight to the top of the tree with the largest branches spaced at least 6 inches apart. There can be a double leader only in the top 10% of the tree and only in primarily decurrent trees. In excurrent trees or those trees that start out excurrent and then become decurrent, there should be only one central leader to the top of the trees. (See list of excurrent and decurrent trees).

The tree canopy shall be symmetrical, free of large voids, and typical of the species or cultivar. Live crown ratio (distance from bottom of canopy to tree top/tree height) should be at least 50%.

All branches shall be less than 2/3 the trunk diameter, free of bark inclusions, and more-or-less radially distributed around the trunk (see Figure 2)

Figure 2 Trees greater than 1.5 inches caliper should be able to stand erect without a supporting stake.

The trunk and main branches shall be free of wounds (except for properly-made pruning wounds), damaged areas, scrapes, knots, bleeding, and signs of insects or disease. Trees shall not be pruned immediately prior to delivery.

The Tree Superintendent reserves the right to select and tag trees at the nursery prior to the digging of any and all trees. If any of the conditions specified in this document are not met, it will be grounds to reject the trees. Cost of inspection shall be included in the price bid per tree.

List of Excurrent and Decurrent Species: This list describes the Tree Superintendent’s expectations for the final shape/ form of each species of tree. It is not all inclusive of all species in this contract, but is meant as a reference for all Contractors. These lists are NOT reflective of the categories of species for the items of the contract.

Excurrent trees are those that have a strong central leader as a young tree and at maturity. At the time of 2.5-3” harvest, establishment of a strong central leader is expected.

Examples of strongly excurrent trees are:

Carpinus betulus Corylus colurna Juniperis spp.

Ginkgo biloba Liquidambar styraciflua Nyssa sylvatica Pyrus calleryana Quercus acutissima Quercus bicolor Quercus imbricaria Quercus palustris Quercus phellos Metasequoia glyptostroboides Taxodium distichum

Decurrent trees are those that may or may not start out with a dominant leader but have several leaders at maturity.

Examples of strongly decurrent trees are:

Trees that are neither strongly excurrent nor decurrent. These trees generally start off being excurrent (strong central leader) and eventually become decurrent (many leaders).

Examples of these trees are:

Eucommia ulmoides Platanus x acerifolia.

Quercus coccinea Quercus macrocarpa

Dimensions/Caliper: Each tree shall be dimensioned as it stands in its natural position. Stock furnished shall be a fair average of the minimum and maximum sizes specified. Tree caliper should be 2.5-3.0” measured on the trunk 6” up from the root flare. At the Tree Superintendent’s discretion, trees smaller or larger than 2.5-3” caliper may be tagged. The root flare shall be defined as the first major structural root, and shall not be confused with the graft union on budded/grafted trees. There will be six species exceptions to caliper measurement: Metasequoia glyptostroboides, Taxodium distichum, Juniperis chinensis, Juniperus virginiana, Cryptomeria japonica, and Chamecyparis species will be measured on the trunk 12” up from the root flare.

REQUIRED INVENTORY LIST: The Tree Superintendent will provide the Contractor with a list of trees needed to be supplied. The list will detail quantities by species and season/year of delivery to the City. The City reserves the right to amend and/or change this list to comply with any and/or all quarantine laws, rules and/or regulations.

NURSERY LOCATION: Trees should have been grown in the nursery that they are being harvested from for at least three (3) years prior to harvest.

GROWING: All trees are to be field grown. All proposed spacing guidelines must be approved by the City prior to implementation.

PLANTING OF LINERS: Trees that are to be lined out must adhere to current ANSI Z60.1 guidelines and possess a straight trunk from root to top growing point, have well developed root systems, be free from scrapes, bruises or infestations of any kind. Careful attention should be given to weather conditions, such as avoiding hot, dry weather planting. The planting hole shall be saucer-like and be three times wider than the root diameter. The planting hole shall not be deeper than the depth of the roots. Trees shall be planted with the first major structural root (i.e. root flare) at ground level – see Figure 1 above. Backfill the hole with the soil dug from the hole if soil is acceptable for vigorous growth. Rootballs that include larger than 5” rocks within the rootball will be rejected. Cover all roots with soil, leaving the top of the first major structural root exposed. Tamp out the air pockets with a shovel handle or heel of the planter’s foot without using full body weight. Care should be taken not to crush the roots. The root zone around the plant to the drip line shall be thoroughly and deeply watered at the time of planting. The Contractor shall water the plants deeply at least weekly during the dry season. All trees shall be grown in the nursery that they will be harvested from, for at least three (3) years prior to harvest.

PRUNING: Pruning of all trees regardless of their age, shall occur during dormancy periods in any given year or as directed by the Tree Superintendent. Pruning in summer months shall only be allowed from June 1st through July 15th. Broken or crossing branches shall be pruned with a sharp tool in a manner to retain and encourage the plant’s natural growth characteristics. The crown of a young tree shall not be cut back to compensate for root loss. Wound paint or dressing shall not be used. Wounds shall not be greater than 1/3 the diameter of the trunk of the tree. Pruning shall adhere to current ANSI A300 Standards; poor pruning wounds, or those not sufficiently calloused on trees, will be grounds for rejection.

QUANTITY: The Nursery shall plant or subcontract no more than fifteen (15) percent more of each species/cultivar in order to supply the final desired quantity to the City. The Nursery will need written permission to supply greater than 15 percent of any species from another location. The Nursery shall have the ability to immediately establish productivity with the City using existing tree inventory that meet the criteria of the specifications.

INTERIM TREE GUIDELINES:

Year 1 - Planting Liners: Whips (unbranched trees) or lightly branched or well branched liners shall be planted in the nursery and spaced so as to allow for good crown development and trunk taper. Trees harvested shall be grown at a spacing that the Tree Superintendent has approved.

Trees should be planted so that the roots are symmetrically spaced in the planting hole and the top most root is at the soil surface. Care should be taken to insure that all the roots are spread out and not planted on only one side of the trunk.

Year 1 and 2 - Formation of good trunk taper and trunk strength: Trunk diameter and taper shall be sufficient so that the tree will remain vertical without the support of a nursery stake. Wide spacing within rows and the retention of temporary branches on the lower part of the trunk will encourage this. If a tree is to be staked, the stake must be removed before the last year of the tree’s growth in the nursery. Stakes should be fiberglass; bamboo stakes will be allowed at the discretion of the Tree Superintendent. Metal stakes will not be allowed.

Temporary branches should be present along the lower trunk, particularly for trees less than 1–1/2" in trunk diameter. They should be no greater than 3/8" in diameter. Heading of temporary branches is often necessary to limit their growth (see figure 1).

Figure 3--Formation of taper and trunk strength. Subordination of temporary branches along lower trunk.

Year 1 to 3 - Formation of the crown/central leader: Upon planting, the liner should be pruned to encourage the formation of new branches. If the leader has been headed back, care should be taken to recreate a new central leader at least ½ the diameter of the original leader by the use of splints (‘grow-straights’), tape and/or pruning. Heading back without retaining a leader is unacceptable (see figure 2).

It is critical that only one leader be allowed to dominate the new branch structure as it forms. Trees with co-dominant leaders will be rejected. Co-dominant leaders are considered to be two or more branches, trunks, or leaders of approximately the same size, originating in close proximity to one another. Even with trees that have a strong decurrent growth habit, the formation of a dominant leader shall continue while the tree is in the nursery.

Before Pruning After light Pruning After Moderate Pruning

Figure 4– Establishing a dominant leader. Subordinating co-dominant leaders.

Year 2 and 3 - Spacing of scaffold branches: Main branches (scaffolds) should be distributed radially around and vertically along the trunk, forming a generally symmetrical crown typical for the species. These branches should not be opposite one another (see figure 3).

Figure 5– Heading and retaining a leader.

Figure 6 -- Spacing of Scaffold Branches

Main branches, for the most part, shall be well spaced and branch diameter shall be no greater than 2/3 the diameter of the trunk, measured 1" above the branch (see figure 4).

Figure 7 -- Proper Branch Attachments

The attachment of scaffold branches shall be free of included bark (see figure 5).

Figure 8 -- No Included Bark

Year 2 and 3 -Relationship between tree height and height to first branch: For any larger-caliper trees specified for delivery under this contract, the ANSI Z60.1 must be adhered.

By maintaining a 50% minimum live crown ratio (ht. of first branch to top of the tree/total ht. of the tree), height to first branch can be no more than 6’ for a 12’ tree or 8’ for a 16’ tree.

Branching height should be gradually raised as the tree grows, maintaining a minimum 50% live crown ratio.

Slower growing large trees (Type 2 according to ANSI standards) should be no less than 2/3 the height of type one trees for the same caliper size. Live crown ratio should remain the same 50%.

Small upright or spreading trees have no standard for height to caliper, but the minimum 50% live crown ratio should also be adhered to.

In addition, all Type 1, 2, and 3 trees shall be limbed up to a minimum of seventy two (72”) above the ground while still maintaining the appropriate live crown to height ratios.

PREPARATION AND TRANSPORT OF TREES :

Root Balls: All trees shall be dug in accordance with current ANSI Z60.1 standards. See below table for specified rootball diameters. In the event that the root flare of tagged trees has been buried due to cultivation or other standard practices, the root flare shall be exposed before the time of digging to ensure compliance. See Figure 7 for approved root flare depth. Root flares found lower than 3” below the soil line will be grounds for rejection and redelivery by the nursery at no additional cost to the City. All trees shall be Balled and Burlapped (B&B) wrapped in two layers – the first shall be 7-weight untreated burlap, while the second shall be 10-weight treated burlap. Wire baskets must be used for all trees. See ANSI Standards for accepted root ball sizes. The Tree Superintendent may consider alternative root ball sizes based on the number of times the trees were root pruned or transplanted. Broken, soft or re-balled root balls will be rejected. Root balls shall not be allowed to dry out after digging. All trees shall be dug to retain as many fibrous roots as possible (see below). The Tree Superintendent may give written permission for the substitution of Balled and Burlapped trees for container grown stock. The price for substituted trees should reflect the difference between Balled and Burlapped trees and the container grown stock.Figure 9 – Proper Depth of Root Flare in rootball, after digging. Note that the graft is well above soil line.

Tying of the tops all rootballs shall adhere to the following process, or receive approval from the Tree Superintendent:

Upon placing freshly-dug rootball into burlap and cage, 3-ply twine that has been approved by the Tree Superintendent shall be used to secure the trunk to each tab of the cage. Burlap should be extended up past sisal twine to protect trunk from rubbing. A specific star-pattern lacing is required for every tree, achieved by threading the twine from each tab of the basket, around approximately ¾ of the diameter of the trunk and then continuing to another tab, until all tabs are directly connected to the trunk of the tree. Prior to placing each twine through a new tab the twine shall be pulled sufficiently right by a competent work person and continue for each subsequent tab. A second piece of twine must then be used to tighten the outer edges of the ball and should also be woven through the first rope.

Figure 9 -- Proper tying of rootballs. Do not over-cinch.

Once all tying has been completed, crimping of the rootball shall be performed using only a bull-nose crimper. Pig tail crimpers may not be used. The rootball shall be inspected by a competent work person and crimped where there are gaps between the burlap and rootball cage. When complete, each crimp shall appear to have a "z" shape. When crimping the baskets, do not “over-cinch”. The entire basket, including the base shall be crimped in order to provide better structural integrity to rootballs

Once digging and tightening the ball are completed, the heads of trees shall be tied carefully so as to avoid breaking any major branches in the canopy. In addition, trunk protection shall be set, such that it provides ample protection for transit on flatbeds and handling in the installation contractor’s yard. Trunk protection shall be set such that it will allow for the Tree Superintendent to move it for inspection purposes. Approval for trunk protection will be at the determination of the Tree Superintendent.

Digging/Storage prior to delivery: Trees shall be freshly dug in preparation for planting season, or as directed by the Tree Superintendent. Trees shall be dug for transport only after the Tree Superintendent has tagged the trees and when a date for delivery to the City Nursery or installation contractor has been confirmed by the Tree Superintendent. Trees shall be dug no more than two weeks before the City’s or installation contractor’s requested delivery of plant material.

Dug trees shall be stored in a holding yard with adequate, approved irrigation if they are not shipped within 5 calendar days of digging. Delivery season shall conclude annually on June 1st and January 1st. All storage of trees during the delivery season shall occur at no additional cost to the City.

All precautions customary in good trade practice shall be taken in preparing trees for transport and workmanship that fails to meet the highest quality standards will be rejected. The below list of rejection standards shall be adhered to and certified by the nursery Quality Control representative during digging, storage, and loading. An accompanying certification from the representative must arrive in each truck’s paperwork, along with packing tickets.

During the spring and fall planting seasons all trees are to be delivered as needed to specified City owned properties, or properties of contractors as specified for each delivery. The City defines the spring planting season as the period of time from March 15th to June 1st and the fall planting season as the period of time from October 15th to January 1st, weather permitting. The Tree Superintendent reserves the right to move the dates as necessitated by weather conditions.

Trees should be delivered no later than one week after an order is placed unless otherwise directed in writing by the Tree Superintendent. All landscape material shall be accompanied by certificates of inspection required by governing authorities. Contractor must comply with all regulations applicable to landscape materials.

City of Newark Forestry Delivery Standards

· All trees must be delivered with a tarpaulin covering the trees

· Large tears or holes (greater than 4” in diameter) in the rootball are unacceptable

· Major roots sticking out of the root ball are unacceptable

· Patches of burlap stapled/nailed to the ball are unacceptable

· There shall be no significant indentations from machinery on the tree rootball from loading.

· All trees must arrive in a rootball that conforms to minimum sizes dictated by current ANSI standards.

· Rootballs shall be symmetrical and well balanced. They shall not have a significantly depressed side(s).

· The trees shall sit directly in the center of the rootball. Trees that are off center are unacceptable.

· All trees must be shipped and remain in a dormant state.

· All twine/ rope that is used must be made of a natural fiber. No polytwine.

· All trees must have twine/ rope tying the tree to the rootball basket. (see photos)

· The twine/ rope that ties the tree to the tree basket must be high enough that it should be hard to stick a finger underneath between the rope and burlap.

· The tree shall not sway significantly in the tree basket once it has been dug, if the trunk is pulled on lightly.

· The tree’s leader shall not be broken, as well as no major broken branches.

· There shall be no major scrapes along the trunk or along branches.

· Trees shall be delivered sufficiently moist, and the contractor shall ensure that trees can be unloaded without damaging the rootball. If it is too wet to dig, and or load trees, this must be communicated to Parks and Forestry, even if it causes a delay in delivery.

· Tree rootball baskets may be tightened, but “over-cinching” will not be tolerated. (see photos)

· All trees that get shipped must have a Parks and Forestry seal on them. If a replacement tree must be sent that does not have a Parks Forestry seal, prior notice must be given to the Tree Superintendent as well as a notation made on the shipping invoice.

INSPECTION: Inspection shall be made at interim periods during the growing period. Cost of inspection shall be included in the price bid per tree. All rejected trees shall be immediately replaced with acceptable material at no additional cost to the City. The City may request that five (5) percent of the total quantity of trees furnished be examined for root structure compliance by the Tree Superintendent. If available, these trees may be specimens that have already been rejected for non-compliance with the minimum specification for some other criteria.

The Tree Superintendent shall have the right to inspect all trees and materials at the nursery prior to, during, or after digging, as well as during delivery for compliance with the above requirements for genus, species, cultivar, size, quality, methods of transportation and materials used. The Tree Superintendent retains the right to further inspect trees for size and condition of rootball and root system as well as for insects, disease, injury, and latent defects. The Tree Superintendent may reject unsatisfactory or defective materials at any time during the duration of the contract.

Once trees have been delivered, inspected, accepted, and planted, the nursery shall no longer be held responsible for the quality of the materials. Should there be any defects found on planted materials that were not noticed during previous inspections, the digging and shipment of other materials may be suspended until the contract can be completed to the satisfaction of the Tree Superintendent. Any materials already dug shall be held by the contractor according to the specifications above at no cost to the City until further notice from the Tree Superintendent. Any materials already in transit from the nursery may be temporarily rejected, to be held by the contractor until further notice at no cost to the City.

- END OF SCOPE OF WORK -

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Microsoft_Excel_Worksheet.xlsx Sheet1

Caliper Class Minimum Rootball Diameter Minimum Rootball Depth

2 in. 24 in 14 3/8 in.

2.5. 28 in. 17 in.

3 in. 32" 19 in.

3.5 in. 38" 23 in.

4 in. 42" 25 in.

4.5 in. 48" 29 in.

5 in. 54" 32 in.