Tree_Trimming_and_Removal_Services.pdf

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Town of Berlin

TREE TRIMMING AND REMOVAL SERVICES

ITB #2026-20

RELEASE DATE: April 8, 2026

DEADLINE FOR QUESTIONS: April 17, 2026

RESPONSE DEADLINE: April 23, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #ITB #2026-20

Title: Tree Trimming and Removal Services

Table Of Contents

1. Notice to Bidders

2. Introduction

3. Key Dates

4. Bid Submission Instructions

5. Insurance Requirements & Indemnification

6. Scope of Services

7. Pricing Table

8. Evaluation Criteria

9. Bid Submission

Notice to Bidders

The Town of Berlin (hereinafter “Town””), is seeking bids for Tree Trimming and Removal services from expert, qualified, and independent firms. This is a two-year contract, renewable thereafter, with an anticipated start date of May 2026.

The Town of Berlin is accepting electronic submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.*

The Town will not accept submissions by e-mail or fax. The Town will reject bids received after the date and time noted in the timeline.

The Town reserves the right to amend or terminate this Invitation to Bid (ITB), accept all or any part of a bids, reject all bids, waive any informalities or non-material deficiencies in a bid, and award the bid to the bidder that, in the Town’s judgment, will be in the Town’s best interest

*For any bidder who is unable to upload their bid electronically, please contact Maryssa Tsolis, Purchasing Manager at (860) 828-7048 to make arrangements to submit a paper bid before the deadline.

https://procurement.opengov.com/signup

Introduction

1. Intent

The Town of Berlin is soliciting bids from qualified, responsible firms with significant relevant experience to assist the town with Tree Trimming and Removal services. The town expects to select and contract with one firm to provide Tree Trimming and Removal services. This ITB is not a contract offer, and no contract will exist unless and until a written contract is signed by the Town and the successful bidder. Interested parties should submit a bid in accordance with the requirements and directions contained in this ITB. The town may choose not to select any firm. The town is an equal opportunity employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, disability or any other factors protected by law.

It is the goal of the Town to enter into agreement with a vendor that will provide services efficiently, will accurately bill, and will provide high quality, flexible customer service to the Town. The Vendor will be expected to maintain expert knowledge of these services to ensure the Town is receiving the highest quality service at the most affordable rates while maintaining quality and secure technology.

2. Background

The Town, founded in 1785, covers an area of 27.0 square miles, and is located in the geographic center of the state in Hartford County. Berlin is eleven miles south of the City of Hartford and is bordered by New Britain, Newington, Rocky Hill, Cromwell, Middletown, Meriden and Southington. Berlin’s population is approximately 20,000. The Town provides a full range of municipal services including public safety, parks and recreation, public works, health and human services, and water control, with a Grand List of approximately $3.2

Billion and an operating budget of approximately $102 Million.

3. Qualifications

Eligible Vendors will be those individuals, businesses and firms that meet the following qualifications:

A. Proposer must have demonstrated experience and expertise in Connecticut in the past (3) years successfully performing the types of services as those outlined in the introduction.

B. Proposer must have a proven track record successfully providing these types of services for similarly sized municipal governments, preferably in Connecticut.

C. Proposer must be familiar with, qualified, and properly licensed in the State of Connecticut to perform its obligation under this proposal in compliance with all applicable Federal and State of Connecticut laws and regulations, statutes and policies.

D. The Town will not award the proposal to any business that, or person who, is in arrears or in default to the Town with regard to any tax, debt, contract, security or any other obligation.

E. Documented/audited internal control environment

F. Proposer must have a business continuity plan

G. Proposer must be in compliance with all federal, state, and local laws and regulations

4. Scope of Services

The scope of services is provided herewith as a general overview which may be expanded and further defined through negotiation. The successful bidder shall:

• Provide industry standard or higher quality services while maintaining a focus on providing a cost-effective service to the Town.

• Provide the highest quality customer service to the Town, not limited to, but particularly in the areas of reliability and billing.

The selected firm shall work with and cooperate with the Finance Department in rendering services pursuant to this ITB.

5. Agreement Period

The Town anticipates entering into a contract with the selected Consultant commencing in May 2026.

The Town will contractually reserve the right to cancel the contract at any time. The agreement period for any contract or purchase order resulting from this ITB shall ultimately be as negotiated to the mutual agreement of the parties.

6. Additional Conditions

All those submitting bids must be willing to adhere to the following additional conditions and must positively state this in the bid.

A. The bidder must certify that the personnel identified in its response to this ITB will be the persons actually assigned to the project. At its discretion, the Town may require the removal and replacement of any of the bidder's personnel who do not perform adequately, regardless of whether they were previously approved by the Town.

B. All subcontractors hired by the bidder awarded a contract or purchase order as a result of this ITB must have prior approval of the Town prior to and during the agreement period.

C. Any contract or purchase order resulting from this ITB process will represent the entire agreement between the bidder and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract or purchase order until the successful bidder is notified that the contract or purchase order has been accepted and approved by the Town. Any contract resulting from this ITB may be amended only by means of a written instrument signed by the bidder and signed by the designated Town Representative.

7. Right to Amend or Terminate the ITB or Contract

The Town may, in its sole discretion, clarify, modify, amend or terminate this ITB if the Town determines it is in the Town’s best interest. The Town has the right to extend the ITB Open Date no later than four (4) business days prior to the scheduled bid Open Date, via Addendum, if determined it is in the Town’s best interest. In the event that an insufficient number of qualified bids are received by the ITB Open Date, the Town may terminate and re-post the ITB if determined it is in the Town’s best interest. All such actions shall be affected by a posting in the Town’s e-Procurement portal https://procurement.opengov.com/portal/berlinct. Each bidder is responsible for checking the e-Procurement portal to determine if the Town has issued any addenda and, if so, to complete its bid in accordance with the ITB as modified by the addenda.

If this ITB provides for a multi-year agreement, the Town also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the Town shall have no obligation or liability to the successful bidder for any unfunded year or years.

Key Dates

Release Project Date: April 8, 2026

Question Submission Deadline: April 17, 2026, 4:30pm

Proposal Submission Deadline: April 23, 2026, 10:00am

Bid Submission Instructions

1. Proposal Requirements & Required Format

Proposals must set forth accurate and complete information for each of the items listed below. At the Town’s discretion, failure to do so could result in disqualification. Please ensure your proposal incorporates responses to the below questions, as well as any requested attachments.

1. Proposer Information: Please provide the following information:

A. Firm Name

B. Permanent main office address

C. Date firm organized.

D. Legal Form of ownership. If a corporation, indicate where incorporated.

E. How many years have you been engaged in services you provide under your present name?

2. Experience, Expertise and Capabilities

A. Summary of Relevant Experience. A listing of projects that the proposer has completed within the last three (3) years of a similar nature to those included in the Scope of Services in this RFP must be provided.

B. The following additional information shall be provided by each bidder:

o Please provide a sample billing in the format the Town would receive on a regular basis.

o General description of the organization structure of your institution including parent and/or subsidiary companies and the number of employees.

o Identify who will be the primary client relationship manager.

o Detail description of your firm’s technical resources and experience in providing the desired scope of services to similarly sized entities.

o Identify the location of the office(s) from which the services will be performed.

o Disclose any current (last 3 years) business, financial, personal, or other types of relationships which may pose a conflict of interest.

o Please list any contracts or purchase orders in the last three (3) years between the proposer and any agency of the Town.

3. Information Regarding: Failure to Complete Work, Default and Litigation.

Please respond to the following questions:

A. Have you ever failed to complete any work awarded to you? If so, where and why?

B. Have you ever been declared to be in default on a contract? If so, where and why?

C. Is there any pending litigation or arbitration which could affect your organization’s ability to perform this agreement? If so, please describe.

D. Has your firm ever had a contract terminated for cause within the past five years? If yes, provide details.

E. Has your firm been named in a lawsuit related to errors and omissions within the past five years? If yes, provide details.

F. During the past seven years, has your firm ever filed for protection under the Federal bankruptcy laws? If yes, provide details.

G. Are there any other factors or information that could affect your firm’s ability to provide the services being sought about which the Town should be aware?

4. Exceptions and Alternatives. Proposers wishing to take any exceptions to any requirement in the ITB shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this ITB, or which offer any alternative to a requirement herein, as well as consider such exceptions and alternatives in evaluating responses. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this ITB.

5. Cost Proposal. Proposers should utilize the electronic Pricing Table.

Your proposal should be submitted through electronic bid submission on the Town's e-Procurement Portal no later than 10:00 am, Thursday, April 23, 2026. The Town will not accept submissions by e-mail or fax. The

Town will NOT accept late proposals.

Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the Town sufficient time to review the proposals, investigate the proposers’ qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

2. Questions and Amendments

All inquiries shall be submitted regarding this ITB via the Town’s e-Procurement Portal, located at https://procurement.opengov.com/portal/berlinct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Bidders are prohibited from contacting any other Town employee, officer or official concerning this ITB.

A bidder's failure to comply with this requirement may result in disqualification.

No oral statement of the Town, including oral statements by the Town representatives listed above, shall be effective to waive, change or otherwise modify any of the provisions of this ITB, and no bidder shall rely on any alleged oral statement.

3. Additional Information

The Town reserves the right, either before or after the opening of bids, to ask any bidder to clarify its bid or to submit additional information that the Town in its sole discretion deems desirable.

4. Cost for Preparing Bid

Each bidder's costs incurred in developing its bid are its sole responsibility, and the Town shall have no liability for such costs.

5. Ownership of Bids

All bids submitted become the Town’s property and will not be returned to bidders.

6. Freedom of Information Act

All information submitted in a bid or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information. Bidders are encouraged not to include in their bids any information which is proprietary a trade secret or otherwise confidential. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy, and all rules, regulations and interpretations resulting from those laws.

7. Presumption of Bidder's Full Knowledge

Each bidder is responsible for having read and understood each document in this ITB and any addenda issued by the Town. A bidder's failure to have reviewed all information that is part of or applicable to this ITB, including but not only any addenda posted on the Town's e-Procurement Portal, shall in no way relieve it from any aspect of its bid or the obligations related thereto.

Each bidder is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this ITB or the performance of the work described herein.

By submitting a bid, each bidder represents that it has thoroughly examined and become familiar with the scope of work outlined in this ITB, and it is capable of performing the work to achieve the Town’s objectives. If applicable, each bidder shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its bid.

8. Tax Exemptions

The Town is exempt from the payment of federal excise taxes and Connecticut sales tax and use taxes. Such taxes must not be included in prices.

9. Award Criteria & Selection

All bids will be publicly opened at the time identified in this ITB on the e-Procurement Portal site.

The Town reserves the right to correct, after bidder verification, any mistake in a bid that is a clerical error, such as a price extension, decimal point error or FOB terms. If any error exists in an extension of prices, the unit price shall prevail.

The Town reserves the right to accept all or any part of a bid, reject all bids, and waive any informalities or non-material deficiencies in a bid. The Town also reserves the right, if applicable, to award the purchase of individual items under this ITB to any combination of separate bids or bidders.

The Town will accept the bid that, all things considered, the Town determines is in its best interests. Although price will be an important factor, it will not be the only basis for award. Due consideration may also be given to a bidder's experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the Town’s interests, including compliance with the procedural requirements stated in this

ITB.

Insurance Requirements & Indemnification

1. Insurance Requirements

The selected vendor must maintain insurance that meets the Town’s insurance requirements (listed below), to protect the Town from claims for loss or injury which might arise out of or result from the operations under this contract. Additionally, the selected vendor must file Certificates of Insurance with the Town, naming the Town as an additional insured.

Worker’s Compensation, employer liability (or statutory limits - greater of two), $1,000,000.

Comprehensive General Liability with limits of not less than $1,000,000.00 per occurrence.

Professional Liability with limits not less than $1,000,000.

Umbrella Liability of not less than $1,000,000.

Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000.00 each accident.

2. Indemnification

The Vendor at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the Town of Berlin, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Vendor shall secure and maintain General Liability Insurance as will protect him from claims under the Worker’s Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract.

Scope of Services

1. Scope

The Town of Berlin is seeking bids for arborists licensed in the State of Connecticut to furnish personnel and equipment for tree removal and trimming services for a two-year period commencing in May 2026 through May

2028.

The Town of Berlin is requesting your bid for supplying the following personnel and equipment for performing tree removal and trimming services:

Standard Municipal Package

A. Bucket Truck equipped with 75’ (minimum) aerial boom and personnel bucket, and equipped with 5 cubic yard minimum hopper, or bin, to contain wood chips or to be accompanied by a chip box dump truck to receive chips.

B. Wood Chipper, heavy duty trailer mounted to handle trees and limbs up to 18 inches in diameter.

C. Crew Chief and Helper, to be fully trained and equipped, capable of removing large trees without supervision.

D. Additional Helper/Operator/Groundman to assist Two-person crew and to operate chipper, mini-excavator, or skid steer.

E. Mini Excavator with Grapple.

Additional Equipment and/or Crew Options

F. Crane with Operator (35 ton/100-foot boom minimum).

G. Two- Person Climber Crew with all equipment needed for pruning, tree felling, and rigging (this assumes that the groundman described in d) above would be accompanying this crew at the additional proposed rate, and that this crew would not need the bucket truck, chipper, crane, etc. unless requested).

H. Skid Steer with Grapple.

I. Spider Type Track Lift.

J. Stump Grinder (self-propelled, 37 Hp min.). Note that the Town anticipates supporting stump grinding with our excavator/backhoe and highway crew, so no Contractor excavator will be needed to move or lift the grinder where needed unless requested. Nor will a chip box truck be needed – the Town will haul away ground material, and restore the area as needed.

K. Log Truck.

The above personnel and equipment shall be used by the Town for tree removal during the two-year period beginning in May 2026 through May 2028 with an up to two, two-year extensions, with mutually agreed upon adjustments as approved by the Town. Work will be assigned by the Berlin Highway Superintendent/Tree

Warden, and the tree removal crew will be assisted by, and work jointly with, the Berlin Highway Department during both cutting and chipping segments of the work performed by the Contractor. The Berlin Highway

Department will provide assistance working jointly with the Contractor providing personnel to remove trees and limbs to be either chipped or removed from the site. The Berlin Highway Department will also provide traffic control.

On the attached bid form, bidders must provide the hourly rate for routine tree removal services, and hourly rates for after hours and/or emergency tree removal services.

The Contractor shall commence any routine tree work within 48 hours of notice, if required by the Highway

Superintendent. Payment for emergency/after-hours services shall be made for actual hours worked, with a four-hour minimum per call-out.

Personnel provided should be competent to perform assigned tasks, and equipment should be in excellent operating condition. Prices quoted shall include all costs related to the personnel and equipment provided.

Failure to commence work when directed, or to complete work in a timely manner, may result in all or part of the bond (required as a part of the licensing procedure) to be forfeited, if the Town of Berlin incurs additional expense because of non-compliance by the Contractor. Serious and/or repeated violations may cause the contract to be cancelled. Travel time or “down” time will not be paid.

Pricing Table

Line Item Description Unit of Measure Unit Cost

1 Standard Municipal Package - Three (3)-Person Crew w/Bucket Truck (75’ aerial lift min), Chipper (18” processing min.), Chip Box Dump, Mini-Excavator w/Grapple and all related equipment per hour

2 Two (2)-Person Crew w/Chipper, Chip Box Dump and all related tools and equipment per hour

3 Two (2)-Person Crew w/Bucket Truck only per hour

4 One (1) Additional Crew Person/Operator to assist Two

(2)-Person Crew per hour

5 Emergency Callout after hours (Standard Municipal

Package) per hour

6 Emergency Callout after hours (2-Person Crew, Bucket

Truck, Chipper & Truck) per hour

7 Emergency Callout after hours (2-Person Crew, Chipper

& Box Truck only) per hour

8 Emergency Callout after hours (Additional Crew

Person/Operator) per hour

9 Mini Excavator with Grapple per hour

10 Crane (35 ton / 100’ boom min.) with Operator per hour

11 Two (2)-Person Climber Crew w/Equipment per hour

12 Skid Steer with Grapple per hour

13 Spider Type Track Lift with Operator per hour

14 Stump Grinder (37 Hp min.) with Operator per hour

Evaluation Criteria

The following specific criteria are expected to be among those utilized in the selection process. They are presented as a guide for the bidder in understanding the Town’s requirements and expectation for this project and are not necessarily all inclusive or presented in order of importance.

• The background experience, and strength of the Bidder in providing similar services elsewhere, including the level of experience in working with other Connecticut municipalities of similar size, and the quality of services performed, either for other school systems or other municipalities, or both.

• The Bidder's responsiveness and compliance with the ITB requirements and conditions to provide the services requested.

• A review of references provided with the Bid, and administration of prior contracts.

• Competitiveness of proposed fee. The Town reserves the right to negotiate fees with the selected Bidder.

The Town may elect to have the bids evaluated by a committee as part of making a selection. If deemed necessary, the Town reserves the right to arrange for interviews/oral presentations as part of the selection process, which invitations for interviews may involve a short-listing of the bids received.

If the bidder does not execute the Contract within ten (10) business days of the date of notification, unless extended by the Town, the Town may call any bid security provided by the bidder and may enter into discussions with another bidder. The Town will post the Notice of Award on the e-Procurement Portal, https://procurement.opengov.com/portal/berlinct.

Bid Submission

1. Respondent Submittals (without Cost)*

Please Upload your COMPLETE bid excluding pricing here, including any required information listed in the solicitation and the corresponding attachments as well as company information and background.

*Response required

2. Provide 3 References *

Each reference must include:

Business Name, Address, City, State, Phone Number, E-mail addresses, and an Individual Contact Name and

Position

*Response required

3. Additional Equipment

Add any additional equipment and rates (attach additional sheets, if needed)

• Additional_Equipment.pdf

4. Certificate of Insurance*

If awarded, vendor MUST provide an updated COI naming the Town as an additional insured at the time of contract signing as well as sending updated COI's while still on the job.

*Response required

5. W-9*

*Response required

6. Bid Confirmation*

I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. Pursuant to and in full compliance with the ITB, the undersigned certifies this bid is submitted without collusion and all responses are true and accurate. If awarded this bid, it is agreed that this forms a contractual obligation to provide services at fees specified in this Bid, subject to and in accordance with all instructions, conditions, requirements contained in the documents, including addenda, which are made part of this bid.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/252218/0aff0713-d1c5-40e9-b2d6-ecd4d27b7b0d_Additional_Equipment.pdf