Tree_Pruning_&_Removal_Services_Specification_2026.pdf

INSTRUCTIONS

AND

SPECIFICATIONS

FOR

CONTRACT TREE

PRUNING/REMOVAL SERVICE

SPECIFICATION NO. CTPS - 14

CITY OF LAKELAND

PARKS, RECREATION & CULTURAL ARTS DEPT

LAKELAND, FLORIDA

August 2026

TABLE OF CONTENTS

SECTION A

General Instruction

SECTION B

Special Conditions

SECTION C

Detailed Specifications

SECTION A

GENERAL INSTRUCTIONS

A.1 GENERAL

These instructions apply to the RFP for contract pruning/removal of trees and palms in the rights of way of the streets, alleyways, parks and other designated areas, as specified herein by the City of Lakeland Parks, Recreation & Cultural Arts Department, (hereinafter referred to as the “City”).

A.2 RFP INSTRUCTIONS

The proposal will not be given full consideration unless it is firm and includes all of the information requested in these Specifications and in the City of Lakeland Request for Proposal.

A satisfactory explanation must be given for not complying with all instructions. Failure to provide all applicable information, or to submit proposal by due date, may be cause for disqualification as non-responsive.

A.2.1 Bidders must be able to provide a proven ability to perform the type of work described herein. The proposal should include but not be limited to:

a. List of a minimum of ten (10) jobs that the Bidder has completed within the past three (3) years, performing pruning/removal, which are of equal size, scope, magnitude and complexity as the type of work to be done for the City of Lakeland. The list should include the name and phone number of a responsible individual qualified to respond to questions concerning the Bidder’s abilities, costs, schedules, etc. Prior successful accomplishment of such equal work will be a consideration in determining whether the Bidder is qualified to perform the work specified herein.

b. Supervisory and staffing capabilities with resumes of supervisory personnel planned for subject of work and the number of classification of personnel required.

c. Exceptions to our inquiry, drawings and specifications, if any, must be submitted with full explanation.

A.3 PLACEMENT OF ORDER

In the event an order results from the RFP, it shall be placed with the office of the company which services the Lakeland, Florida area; but service at the actual work site will be expected and required from the nearest service and/or sales office and all operating difficulties that arise shall be handled locally by the CONTRACTOR. The proposal shall state the name and address of the branch office serving the Lakeland area.

A.4 POST-BID MEETING

The successful Bidder shall enter into a contract with the City within ten (10) days of the notification that Bidder was successful and meet with the City’s representative(s) to discuss the Scope of Work and the best way of implementing the work.

A.5 COMPATIBILITY WITH JOBSITE CONDITIONS

The Bidder shall acquaint himself and be familiar with the labor practices, conditions and procedures established and accepted in the arboriculture industry.

A.6 CONTRACTOR’S STATE LICENSE

The Bidder shall include in their proposal his/her CONTRACTOR’S Registration Number as required by Florida Statute 489.

A.7 ACCEPTANCE OF PROPOSAL

The right is reserved by the City to reject any or all proposals. The City does not obligate itself to accept the lowest cost or any other proposal. All proposals will be evaluated based on the Selection Criteria included in the Project Documents.

A.8 CONTRACTOR’S OBLIGATIONS

A.8.1. The CONTRACTOR shall, in a good and workmanlike manner, perform all work and furnish all labor and services, except as herein otherwise expressly set forth, necessary to perform and complete all of the work required by this contract, in accordance with the provisions of the Contract documents and any and all supplement specifications and drawings.

A.8.2 The CONTRACTOR shall furnish all materials required to complete the work except those specifically identified herein as being supplied by the City. Where specified, all materials must conform to this specification. Materials not specified are subject to the City’s approval.

A.8.3 The CONTRACTOR shall furnish all tools and equipment. All equipment brought on the jobsite shall be certified to OSHA or local regulations and the operators shall be qualified to operate the equipment.

A.9 CONTRACTOR’S COOPERATION

A.9.1 The CONTRACTOR, his agents and employees shall use diligence in cooperating with the City, its agents, its other CONTRACTORS, employees, suppliers and their agents and employees in coordinating the work hereunder with other work at the job site on account of the other work being furnished or performed, or not furnished or performed, by union labor, subject to the other provisions of this contract.

A.9.2 The CONTRACTOR, agents and employees shall in no way delay or alter the work at the job site on account of the other work being furnished or performed, or not furnished or performed, by union labor, subject to the other provisions of this contract.

A.9.3 The CONTRACTOR shall provide proper attention to the work, shall keep an authorized representative on the job site who shall be authorized to act upon notices, directions and instructions. The CONTRACTOR, before proceeding with the work, will provide the City, in writing, with the name and title of the authorized representative and/or field superintendent and such representative shall be acceptable to the City.

A.9.4 The CONTRACTOR shall immediately remove from the job any person considered by the City to be dishonest, incompetent, disposed to be disorderly, or for any reason unsatisfactory or undesirable to the City or its on-site representative and such person shall not again be employed on the premises without the consent of the City or its on-site representative.

A.10 LITIGATION

A.10.1 In the event of any litigation between the parties arising out of this contract, the prevailing party shall be entitled to reasonable attorney’s fees incurred, at both the trial and appellate levels. Venue for any such litigation shall be Polk County, Florida. The entire agreement shall be governed by the laws of the State of Florida.

A.10.2 Neither party shall assign any of its rights, obligations, or duties under the terms and conditions of this Agreement without the express written consent of the other party.

A.11 CODES AND REGULATIONS

All materials and equipment shall be in accordance with any and all applicable Federal, State and Local codes and laws, and ordinances in effect at the job site. All of the above referenced codes, laws and ordinances shall take precedence over these specifications in case of any conflict. All such conflicts shall be referred to the City for adjudication.

A.12 LICENSES AND INSURANCE

The CONTRACTOR will obtain and maintain, at his own expense, all licenses and insurance to comply with all City, County, State and Federal requirements.

A.13 PROPOSALS

Proposals shall be prepared, signed and submitted. Proposals that are not prepared according to these instructions and specifications may be cause for disqualification as non-responsive.

A.13.1 PREPARATION

Each proposal shall be carefully prepared according to these instructions and specifications. All deviations from these instructions and specifications must be clearly indicated on the proposal sheets as clarifications or exceptions and explained in detail.

A.13.2 SUBMITTAL

A single proprietary interest shall not submit multiple proposals for the same work, even though the individual proposals are submitted under different names. The City reserves the right to reject all proposals so submitted.

SECTION B

SPECIAL CONDITIONS

B.1 RFP DOCUMENTS

It is understood and agreed that the General Instructions (Section A), Detailed Specifications (Section C), Indemnification, Insurance Requirements, and these Special Conditions (Section B), and Request for Proposal are each included in the RFP and the work shall be done accordingly.

B.2 DEFINITIONS

Words, phrases, or other expressions used in these Instructions and Specifications shall have meanings as follows:

B.2.1 “RFP documents” shall include the items enumerated above under RFP

DOCUMENTS.

B.2.2 “The City” shall mean the Parks, Recreation & Cultural Arts Department of the City of Lakeland, Florida. All notices, letters, invoices copies, and other communication directed to the City shall be addressed to the Supervisor of Parks, c/o City Hall, 228 South Massachusetts Avenue, Lakeland, Florida 33801; original invoices should be sent separately to the same address.

B.2.3 “CONTRACTOR” shall mean the corporation, company, partnership, firm, or individual named in the RFP who has entered this Agreement, for the performance of the tree pruning/removal work, and its duly authorized representative.

B.2.4 “The work” shall mean the labor, equipment, tools, supplies, materials, services, and reports to be furnished under the Agreement and the completion of all duties and obligations covered by the Agreement.

B.3 INDEPENDENT CONTRACTOR

The relationship of the successful bidder to the City shall be that of an independent contractor.

B.4 PERMITS AND LICENSES

The CONTRACTOR shall obtain and pay for all licenses and permits required for the work.

B.5 RIGHT OF CITY TO TERMINATE CONTRACT

The City has the right to terminate the contract if the work to be done under this Agreement is abandoned by the CONTRACTOR; or if the work covered by this Agreement is reassigned by CONTRACTOR without the written consent of the City; or if a receiver is appointed for the CONTRACTOR or any of its property; or if at any time, the City certifies in writing to the CONTRACTOR that the performance of the work under this contract is being unnecessarily delayed, that the CONTRACTOR is violating any of the conditions of this Agreement, or that the CONTRACTOR is executing the same in bad faith or otherwise not according to the terms of said Agreements; then the City may serve written notice upon the CONTRACTOR of the intention of the City to terminate this service. Unless, within five

(5) days after the service of such notice, a satisfactory arrangement is made for continuance, this Agreement shall terminate. In the event of such termination, the City may takeover and prosecute the work by contract or otherwise. The CONTRACTOR shall be liable to the City for all excessive costs sustained by the City because of such prosecution and completion.

SECTION C

DETAILED SPECIFICATIONS

C.1 CONTRACT SCOPE

The scope of this agreement is to provide labor, supervision, tools, materials, supplies and equipment to supplement the City’s Urban Forestry Program by pruning/removing trees and palms within the rights-of-way of the City’s streets, alleyways and within parks or other areas designated by the City. Disposal of refuse will be in a manner later described herein.

C.2 CREW WORK UNIT MAKEUP

For these specifications, the proposed crew unit shall consist of qualified personnel as follows:

C.2.1 Three (3) person crew, properly trained and equipped for pruning or removing trees from hydraulic lift (bucket) truck.

Work Force Personnel (each crew) 1 Crew Leader 2 Grounds men

Equipment (in addition to the outlined in Section C.3 herein) 1 Aerial Lift (50’ minimum working height) With hydraulic tools and Dump Chip Bin fully-equipped 1 Chipper

C.2.2 The Aerial Lift must be di-electrically tested annually and proof of testing submitted to the City of Lakeland at the beginning of each contract period.

C.2.3 Traffic-control to coordinate traffic control on City, County and State roadways, Personnel shall be qualified in proper traffic control procedures and equipment shall include traffic cones, traffic signs with stands, traffic paddles, safety vest and other necessary safety tools as required by the Florida Department of Transportation “Roadway and Traffic Design Standards.”

C.2.4 The CONTRACTOR shall be responsible for maintaining all work records, reports and maps that are required. The Crew Leader will act as the normal liaison between the CONTRACTOR and the City.

C.3 OTHER EQUIPMENT AND TOOLS

In addition to the listed specific equipment and tools, the CONTRACTOR shall provide and maintain the following minimum tools with each crew’s equipment:

Work Force Crew (each employee) Safety Hat Saddle Pruning Saw Pruning Loopers Hand Clippers Climbing Rope

Safety Lanyard Safety Glasses Hearing Protection

Work Force Crew (each truck) 1 First Aid Kit 1 Water Jug w/ Cups 2 Sign (“Men Working”) 8 Traffic Cones 1 Gas Pole Saw 1 Pole Pruner/Saw 1 Shovel

̀ 2 Small Chain Saws 1 Large Chain Saw 1 Gasoline Blower 2 Leaf Rakes 1 Broom 1 Scoop Shovel 1 Sledge Hammer 3 Wedges 2 Cant Hooks 2 Ropes of ½” and 2 Nylon Ropes 5/8” or Larger 120’ each Sufficient lights for emergency work after dark

Adequate spare equipment and tools shall be readily available to ensure that employees are not delayed in performing the required work.

Crew may be inspected on an unannounced basis to ensure that all equipment is present and in good working order. The City has the option to shut down the crew if any equipment is missing, or non-operational.

C.3.1 Additional Personnel and Equipment

If required by the City, the CONTRACTOR shall provide additional qualified trained tree pruning/removal personnel and/or equipment at the same RFP hourly rates as the standard Work Force personnel and equipment. If additional personnel and/or equipment are required, they will be used on a mutually agreeable schedule acceptable to the City and the CONTRACTOR at the time the additional personnel and/or equipment are necessary.

C.4 JOB DESCRIPTIONS

Employees must be trained in aerial rescue procedures and be certified in CPR/First Aid per OSHA standards. Employees of the CONTRACTOR will be classified according to the following minimum experience and the CONTRACTOR shall provide verification of experience to the City.

C.4.1 Crew Leader: A minimum of three (3) years experience as a Journeyman Tree

Trimmer performing tree pruning/removal. It is preferred that the Crew Leader have a minimum of three (3) years experience performing large pruning/removals, chipper experience, knots, climbing and hold a CDL Class “B” with air brake endorsement license. Crew Leader must be responsible for:

1. Operating and maintaining all types of trucks and equipment used in tree pruning/removal operations.

2. Supervising ground personnel safely and efficiently.

3. Be familiar with the fundamentals of tree pruning/removal; i.e., climbing, pruning, energized line identification, equipment operations and field maintenance.

4. Contacting customers as necessary to prune or remove trees.

5. Handling all routine tree pruning/removal assignments safely and effectively.

6. Identifying all common trees, shrubs and poisonous plants and be familiar with collar cuts, wood decay, strength of various woods and methods of determining hazardous trees, etc.

7. Reading and understanding work orders and maps.

8. Safely and properly climbing with a rope and safety saddle, developing the ability to work from various heights and positions.

9. Safely trimming trees around primary, secondary and service cables.

10. Observing all safety rules and procedures of the CONTRACTOR Safety Manual, the City’s Safety Specifications, OSHA and ANSI Z.133 regarding safe working distances from energized conductors.

11. Traffic control shall be governed by the provision of Section C.2.2 herein.

12. Must know and understand the use of and tie the following knots:

a. Single Bowline

b. Double Bowline

c. Running Bowline

d. Bowline on a Bight

e. Taut Line Hitch

f. Clove Hitch

C.4.2 Ground Personnel: An entry level position with one (1) year experience performing tree pruning/removal functions on the ground, such as operating chain saws, using pole pruner, chipper, etc. Ground personnel must be at least 18 years of age and must possess a valid Florida “Class A” commercial driver’s license. Ground Personnel must be able to perform the following:

1. Properly use hand tools for cleaning-up brush and logs, brush cutting in rights-of-way.

2. Properly operate and maintain power tools and equipment, such as gasoline-powered chain saws, pole pruner, pole saw, hydraulic-powered chain saw, hydraulic-powered pruner, hand tools for handling logs.

3. Operate brush chippers.

4. Properly handle ropes used in lowering limbs and logs over wires or other obstacles.

5. Properly use personal protective equipment as required by ANSI Z.133. A hard hat and safety glasses or goggles must be worn at all times. Sturdy work boots (no tennis or street shoes) must be worn. Work gloves should be worn when necessary.

6. Learn and observe all safety rules from the CONTRACTOR Safety Manual. Maintain a clean and neat appearance. Develop prompt and regular work habits. Conduct himself/herself in a professional manner.

C.5 WORK WEEK

The normal work week shall consist of Forty (40) productive hours between 7:00 am and 3:30 pm, Monday through Friday, with a break between 9:00 and 9:15 am and a 45-minute lunch break between 12:00 and 12:45 pm. Changes to an established schedule shall be by mutual agreement between the City and the CONTRACTOR. Work in excess of Forty

(40) hours per week shall be at overtime rates and shall not be performed unless authorized by the City. A copy of the CONTRACTOR’S “Vacation Policy” shall be submitted with the proposal. All vacation expenses shall be borne by the CONTRACTOR as an overhead item and shall not be a reimbursable item.

C.6 DOWNTIME FOR RAIN

A per day maximum of two (2) hours downtime will be allowed for rain. Crews are to report to Tigertown for work. It will then be at the discretion of the City to hold crews or send them home for the day. Crew may be allowed to make up the time with approval from the City.

Rates need to reflect a three-man crew. If all three people are not present, the City has the option to shut down the crew. If the City elects to work the two-man crew, the rates will be adjusted to reflect the change.

C.7 EQUIPMENT DOWNTIME

No charges will be made to the City for inoperative equipment. The rates for downtime credits will be those contained in the Proposal.

C.8 QUALITY OF WORK

All work performed by the CONTRACTOR is subject to inspection and approval by the City.

Any work not meeting City or generally accepted tree pruning/removal standards, in the sole opinion of the City, will be redone at no additional cost to the City.

C.9 REPORTS

The CONTRACTOR shall furnish the City with written weekly and daily reports indicating the nature and character of work performed and the dates of performing such work, with any other pertinent information needed to properly describe or measure the work performed.

C.10 WORK PROCEDURES

The tree pruning/removal work included under this Agreement may be performed in proximity to energized conductors of the City’s electric distribution and transmission system. The CONTRACTOR will establish and conform to safe work practices, rules and regulations appropriate for such work. The CONTRACTOR will comply with operating procedures established by the City, OSHA, ANSI Z-133 and the State of Florida requirements. It is the responsibility of the CONTRACTOR to document instruction and training of the possible hazards involved in working around energized conductors.

C.11 EQUIPMENT, TOOLS AND PERSONNEL

All tools, equipment, transportation, supplies and materials shall be furnished by the CONTRACTOR and they shall be in proper operating condition and adequately maintained. The CONTRACTOR’S equipment shall be neat appearing, in good operating condition and maintained at all times. Tools shall be provided and kept in good working order. Appropriate first-aid supplies as required by OSHA shall be a part of the standard equipment on all vehicles. The CONTRACTOR’S employees shall be as neat and presentable as the job conditions permit. They shall be expected to conduct themselves in a professional, industrious and courteous manner. It is important that the CONTRACTOR work toward and achieve a satisfied customer (citizen).

C.12 COMMUNICATIONS EQUIPMENT

The CONTRACTOR shall furnish a cell phone to the Crew Leader for maintaining communications with City personnel. The cell phone will have the appropriate Map Apps.

C.13 INVOICES AND PAYMENT

C.13.1 Weekly Submittal:

Invoices will be rendered weekly for payment, the original invoice will be sent to:

City of Lakeland Central Accounting, Accts. Payable c/o City Hall 228 South Massachusetts Avenue Lakeland, Florida 33801 cityhallap@lakelandgov.net

And two copies of the invoice should be sent to:

Mr. Elvis Zelaya Parks & Recreation c/o City Hall 228 South Massachusetts Avenue Lakeland, Florida 33801

The invoices shall contain the following information:

1. Invoice Period

2. Crew Members and Classifications

3. Pay Rate and Hours Worked

4. Address/Locations of work performed

5. Contractor’s Fee mailto:cityhallap@lakelandgov.net

6. Fully-equipped Vehicles (type and number)

7. Vehicle Billing Rates and Hours Worked

8. Invoice Total

9. Purchase Order Number

10. Any Information deemed Necessary

C.13.2 Contractor’s Fee:

Any “Contractor’s Fee” will be the cost of all office expenses plus the CONTRACTOR’S profit and shall be expressed as a percentage (%). Any “Contractor’s Fee” shall be submitted as a separate item on the Pricing Proposal Sheet.

C.13.3 Equipment Rates:

The total firm hourly rental rate for equipment referenced in this Specification shall include the tools and ancillary equipment as listed in the Specification. This hourly rate is not subject to any markup and shall be the total hourly compensation.

Example: The total firm hourly rate for fifty-foot (50’) aerial lift: $/hr.

C.14 REMOVAL OF DEBRIS

Immediately upon completion of the work at each location, the CONTRACTOR’S crew shall remove and dispose of all wood, brush and debris completely from public and private property, according to the desires of public authorities, property owner(s) and the City. The area shall be cleaned and raked before the job is considered complete. Brush or wood should not be allowed to remain on public thoroughfares or on lawns overnight, unless arrangements, with the City or property owner, have been made by the CONTRACTOR’S Crew Leader and the brush piles are properly marked for safety.

Any large logs unable to be chipped will be located in a safe place on the City’s right-of-way and the Tigertown Office will be informed by the Crew Leader that same day so that the City can make arrangements for removal.

C.15 BY-PRODUCT DISPOSAL

All wood by-products (wood chips, logs, wood, etc.) may be disposed of at sites provided by the City.

C.16 NOTIFICATION TO CUSTOMERS

The City’s Tree Coordinator will contact the property owners before work in a given area begins. Additionally, the City will obtain permission for pruning/removals and mark removals with paint. The CONTRACTOR will be responsible for a courtesy notification to the property owner at least two (2) days prior to the actual pruning/removal is to be performed.

There may be occasions, such as storm conditions, when the CONTRACTOR will be pruning/removing trees in areas where permission has not been secured. In these areas, it will be the responsibility of the Crew Leader to advise the property owner that work is to be performed. Persons contacting property owners shall wear an identification tag, shall be polite, courteous and as neat in appearance as possible.

It is understood the Crew Leader will use his best efforts in trying to secure the desired results in leaving notification and arranging to have vehicles removed. The Crew Leader should always attempt to notify the resident property owner beforehand.

Hazardous or dangerous trees where the property owner refuses permission to trim or remove must be reported in writing to the Tree Coordinator. A City “Incident Form” can be used for this purpose with suitable notations that the property owner refused permission.

One (1) copy of the form should be retained by the CONTRACTOR for their records.

C.17 CREW LOCATIONS

Location of CONTRACTOR’S Work Force Crew shall be reported daily to the Tree Coordinator. Relocating, quitting early or working beyond the scheduled end of day shall also be reported. Work Force Crew shall start and quit promptly at designated hours.

C.18 PERIOD OF SERVICE

This Agreement will be valid from the date of execution and shall remain firm and valid for One (1) year, unless terminated under the conditions of Section B.5 or by mutual agreement. This Agreement includes the option for Four (4), One (1) year renewal periods.

The CONTRACTOR shall begin work with the required personnel and equipment within thirty (30) calendar days of the notification date by the City’s Purchasing Division.

The CONTRACTOR will be responsible for the payment of all wages, fringe benefits and necessary payroll deductions, such as Social Security and Income Taxes. The CONTRACTOR will also be responsible for all F.I.C.A., State Unemployment, Federal Unemployment and Worker’s Compensation, as well as bonding fees and liability insurance. A CONTRACTOR representative will be available to the City to visit the site, as required by the City, to administer the contract to the City’s benefit. Failure of the CONTRACTOR to make prompt payment to their employees shall be cause for the City to withhold payments to the CONTRACTOR until the City is satisfied that the CONTRACTOR can meet its obligation.