2023 Bulk Tree Purchase

The City of Sun Prairie Parks, Recreation and Forestry Department is conducting a Request for Bids (RFB 23-PRF10) for a 2023 Bulk Tree Purchase, seeking to acquire no less than 200 trees to be split approximately equally between spring and fall plantings. The procurement is specifically for tree purchase only, with planting to be handled under a separate contract. Bidders must provide nursery-grown, first-quality trees with a minimum 1.5-inch caliper size, available in ball and burlap or container-grown stock, across 30 specified species and cultivars. The City requires trees to have a visible root flare, well-developed branch structure, and be free from defects such as trunk wounds, diseases, improper pruning, or storm damage. Evaluation criteria include the ability to provide at least 15 trees per species/variety for a minimum of 75 percent of listed species, with award going to the responsible bidder offering the lowest average price across caliper sizes. Delivery deadlines are strict: spring-planted trees must be delivered by April 17, 2023, and fall-planted trees between September 25 and October 16, 2023. The bid submission deadline was 2:00 PM on February 27, 2023, with bids remaining valid for sixty days after opening.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the procurement documents. The City will require out-of-state tree sources to provide Plant Health or Phytosanitary Certificates, while Wisconsin growers must include proof of DATCP licensure. Although no incumbent vendors were identified, the procurement allows for multiple vendors to be selected for the award. The City reserves the right to reject any or all bids and to purchase additional trees from the lowest responsive bidder if the primary awardee cannot supply certain species or quantities. While a specific budget range was not disclosed, the procurement anticipates purchasing at least 200 trees, with pricing to be determined through the competitive bidding process. The City of Sun Prairie is tax-exempt, with payment typically made within 30 days of invoice submission for delivered and accepted goods. The City Forester retains the right to evaluate stock upon delivery and reject non-conforming trees at the supplier's replacement cost.