Annual Tree Purchase - Town of Fairfield

The Town of Fairfield, Connecticut, Department of Public Works and Tree Warden are soliciting competitive bids for an Annual Tree Purchase contract (BID #2026-45) with a due date of March 4, 2026. The procurement requests 17 different tree species and varieties in specified quantities, totaling approximately 115 units across three caliber sizes (1 inch, 1 inch, and 2 inch), including Red Maple, Oak, Elm, Sycamore, Ginko, Tupelo/Black Gum, Linden varieties, Redbud, Crabapple, Dogwood varieties, Kousa Dogwood, Tree Lilac, Hawthorn, Cherry, and American Hornbeam. All trees must be nursery field-grown from Zone 6 or hardier stock in the Northeastern Region, meet horticultural standards including a minimum branch height of five feet and 24-inch diameter root balls, and include photographs and growing location specifications. Bidders must incorporate all delivery, shipping, and handling costs into their unit prices, with pricing firm for one year following contract award. Key qualifications include demonstrated experience in tree supply through reference verification, with bidders required to provide documentation of up to five similar recent projects. The Town reserves the right to purchase additional trees and planting throughout the calendar year at established unit prices, with the Department of Public Works responsible for planting operations. Evaluation criteria include bidder references, price competitiveness, and compliance with specifications; trees must leaf out by Memorial Day with a July 1st recheck, and a five percent retainage will be held for one season to cover replacement costs for poor, dead, or undersized trees.

The solicitation documents do not specify set-aside designations, restrictions on bidder eligibility, or disadvantaged enterprise preferences. However, small businesses are permitted to submit an irrevocable letter of credit or cashier's check in lieu of the required five percent bid bond, and non-resident contractors are subject to an additional five percent deposit with Connecticut's Department of Revenue Services. All plant material must comply with Federal and State inspection requirements with certificates of inspection accompanying shipments, and the Tree Warden reserves the right to inspect root systems and reject trees with damaged bark, circling roots larger than one-half inch diameter, or other defects. Bidders must submit a completed Exceptions Form identifying any defects, errors, inconsistencies, or omissions in the contract documents, along with a References Form documenting their qualifications. While no incumbent vendor information or specific award values are disclosed in the available documentation, all work must comply with Connecticut Department of Labor rules and regulations, and any work exceeding $100,000 must meet Davis-Bacon wage requirements if federally funded. A one-year performance guarantee is required on all plant materials, with payment targeted within thirty days of delivery and acceptance.