Kansas Bids > Bid Detail

2023-2025 Roeland Park Tree Services RFP

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Agency: Roeland Park
Level of Government: State & Local
Category:
  • F - Natural Resources and Conservation Services
  • S - Utilities and Training Services
Opps ID: NBD16364673984501558
Posted Date: Nov 30, 2022
Due Date: Dec 15, 2022
Source: https://www.roelandpark.org/bi...
Bid Title: 2023-2025 Roeland Park Tree Services RFP
Category: Construction - Parks
Status: Open

Description:

CITY OF ROELAND PARK, KANSAS

NOTICE TO BIDDERS

Sealed bids for 2023-2025 ROELAND PARK TREE SERVICES will be received by the City of Roeland Park, at the office of The City Clerk, City Hall, Roeland Park, Kansas 66205, until 1:30 p.m. local time on December 15th, 2022. At that time all sealed bids will be transferred to the City Council Chamber, City Hall, where they will be publicly opened and read aloud.

Any bid received after the designated closing time will be returned unopened. All bids shall be submitted in sealed envelopes addressed to the City Clerk of Roeland Park, Kansas, and marked “2023-2025 ROELAND PARK TREE SERVICES”. Any questions regarding the agreement or bid documents should be directed to Daniel VandenBos or Donnie Scharff of Roeland Park Public Works, 913-722-2600.

CONTRACTORS SHOULD READ AND BE FULLY FAMILIAR WITH ALL CONTRACT DOCUMENTS BEFORE SUBMITTING A BID. IN SUBMITTING A BID, THE BIDDER WARRANTS THAT HE HAS READ THE CONTRACT DOCUMENTS AND IS FULLY FAMILIAR THEREWITH AND THAT HE HAS VISITED THE SITE OF THE WORK TO FULLY INFORM HIMSELF AS TO ALL EXISTING CONDITIONS AND LIMITATIONS AND SHALL INCLUDE IN HIS BID A SUM TO COVER THE COST OF ALL ITEMS OF THE WORK.

Should a bidder find “defects” as defined in this agreement they should bring them to the same to the attention of City. Changes necessitated thereby shall be in the form of addenda issued by the Public Works Director.

All bidders shall verify that they have considered all written addenda. The City shall be responsible for oral instructions. Any written addenda issued during the time of bidding shall be covered and included in the bid.

There will be no clarifications or exceptions allowed on bid. Bids are for a total package, total contract price. Bids shall be made upon the form provided, in ink or typewritten. Numbers shall be stated both in writing and in figures; the signature shall be long hand; and the complete form shall be without alteration or erasure. On alternate items for which a bid is not submitted, a written indication of “no bid” on the bid is required. No oral, telegraphic, facsimile or telephonic bids or alterations will be considered.

The following items must be included in the sealed envelope with the bid: a. Bid N-2 b. 5% Bid Security—Bid Bond, Cashier’s Check or Certified Check (See Below) Each bidder shall file with his bid, a cashier’s check or a certified check drawn on any acceptable bank, made payable to the City of Roeland Park, Kansas, in the amount of not less than five percent (5%) of the total bid, which shall be retained by the City of Roeland Park until a Contract for the project has been executed. Bid bonds will be returned to the unsuccessful bidders, with the exception of the second qualifying bidder, at such time as their bids are rejected. The bid deposit of the successful bidder and the second qualifying bidder will be returned when satisfactory bonds in the amount equal to the 100% of the Contract amount, required insurance certificates and other required documents shall have been furnished and the Contract Documents have been executed. In the event the successful bidder is unable to execute the Contract, for whatever reason, the City may exercise its legal prerogatives, including, but not limited to, enforcement of its rights as to the bid security.

Non-resident Corporations that are not already registered with the Kansas Secretary of State, and all nonresident individuals and partnerships are required by law to register with the Director of Revenue, State Office Building, Topeka, Kansas, and pay a fee of Ten Dollars ($10.00) for each and every contract as precedent to commencing work on the Contract. For contracts in excess of Ten Thousand Dollars ($10,000) the Non-resident Corporations shall file with the Director of Revenue an acceptable bond in the amount of ten percent (10%) of the Contract.

CITY OF ROELAND PARK, KANSAS

KELLEY NIELSEN, CITY CLERK


AGREEMENT FOR TREE SERVICES

This Agreement made this______day of_____________________, __­­­­____, by and between , hereinafter referred to as Contractor, and the CITY OF ROELAND PARK, KANSAS, hereinafter referred to as City, shall be in full force and effect during calendar years 2023 through 2025 with the following terms and conditions.

The Contractor proposes and agrees to provide all necessary machinery, tools, and equipment; and to do all the work specified in these documents of the agreement in the manner herein prescribed and according to the requirements of the City as herein set forth.

This document will be the only executed agreement. Any additions or changes must be added as a written supplement to this agreement at time of proposal. City Council must approve each year the terms of this agreement based on the budgetary allowance.

  1. Service Specifications

  1. The Contractor shall designate one person who is a licensed arborist that is responsible for the supervision of all work being performed. This person shall be thoroughly familiar with the specified requirements and the methods needed for the proper performance of the work and who shall direct all work performed.

  1. The Contractor shall assign one person who shall serve as the main contact for the City for purposes of scheduling inspections, emergencies, and maintaining communication The Contractor will supply a direct contact name, phone number and email and will notify the City if this contact information changes during the Contract period.

  1. The City will inspect the work on a regular basis and report to the Contractor’s supervisor any problems.

  1. The Contractor will immediately report to the City supervisor any problems or hazards that are observed during the course of the work.

  1. The Contractor will use proper equipment and tools for the work. All equipment and tools will be in near-original working and sanitized condition to prevent the spread of tree diseases.

  1. The DBH will mean the diameter of the tree measured at a height of five feet from the ground.

  1. The Contractor will take all safety precautions to protect the workers and the general public. Traffic control signs and other markings will be in accordance with the latest Manual of Uniform Traffic Control Devices (MUTCD) as published by the Federal Highway Administration. Failure to provide proper traffic controls will result in work being stopped until the requirements are met.

  1. The Contractor is required to have a valid City of Roeland Park Non-Domicile Business License while under contract with the City. License and information can be obtained at City Hall offices located at 4600 W. 51 st Street.

  1. The City, in accordance with City Purchase Policy Section IV–D will retain the right to obtain competitive pricing on any singular item costing more than $10,000.

  1. The Contractor is admonished that their employees will be properly attired, refrain from abusive language, refrain from improper behavior, and be aware that they are representing the City.

  1. General

  1. This signed agreement will be the authorization for the Contractor to provide the described services as requested by the City.

  1. Daniel Vandenbos, Public Works Superintendent, at phone-(913)908-9861. Email- dvandenbos@roelandpark.org For security reasons, you must enable JavaScript to view this E-mail address. , will be the City coordinator for the Contractor for providing any service and responding to any special needs.

  1. All work performed by the Contractor will be of acceptable workmanlike quality and installation normally associated with this trade and shall occur to the satisfaction of the City before payment will be made by the City to the Contractor.

  1. All invoices should be grouped by location, with a copy of the service report attached, and are to be sent to Public Works Department, 4600 W. 51 st Street, Roeland Park, KS 66205.

  1. Invoices shall be submitted for payment within sixty days of completion of work.

  1. Insurance:
  2. The Contractor shall procure and maintain, at its expense, the following insurance coverage: (a) Workers’ Compensation -- Statutory Limits, with Employer’s Liability limits of $100,000 each employee, $500,000 policy limit; (b) Commercial General Liability for bodily injury and property damage liability claims with limits of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate; and (c) Commercial Automobile Liability for bodily injury and property damage with limits of not less than $1,000,000 each accident for all owned, non-owned and hired automobiles.
  3. All property damaged shall be restored or replaced to a condition immediately prior to the time of damage, and to the satisfaction of the City.
  4. All loss or damage arising out of the nature of the work to be done, or from the action of the elements, or from floods or overflows, or from ground water, or from unusual obstructions or difficulties, or any other natural or existing circumstances either known or unforeseen, which may be encountered in the prosecution of the said work shall be sustained and borne by the Contractor at its own cost and expense.
  5. The City shall be a named insured on such policies. Satisfactory certificates of insurance shall be filed with the City prior to starting any construction work on this Contract. The certificates shall state that thirty (30) days written notice will be given to the City before any policy coverage thereby is changed or canceled.


  1. It is the express intent of the parties that this Contract shall not create an employer-employee relationship. Employees of the Contractor shall not be deemed to be employees of the City and employees of the City shall not be deemed to be employees of the Contractor. The Contractor and the City shall be responsible to their respective employees for all salary and benefits. Neither the Contractor’s employees nor the City’s employees shall be entitled to any salary, wages, or benefits from the other party, including but not limited to overtime, vacation, retirement benefits, workers’ compensation, sick leave or injury leave. Contractor shall also be responsible for maintaining workers’ compensation insurance, unemployment insurance for its employees, and for payment of all federal, state, local and any other payroll taxes with respect to its employees’ compensation.

  1. This Agreement is for the period of January 1, 2023 through December 31, 2025. Either party may terminate this agreement by giving sixty (60) days prior written notice to the other party.

  1. The Contractor will commence work within ten (10) calendar days from and after receiving instructions from the City.

  1. To the fullest extent permitted by law, with respect to the performance of its obligations in this Contract or implied by law, and whether performed by Contractor or any permitted subcontractors hired by Contractor, the Contractor agrees to indemnify City, and its agents, servants, and employees from and against any and all claims, damages, and losses arising out of personal injury, death, or property damage, caused by the negligent acts, errors, or omissions of the Contractor or its subcontractors, to the extent and in proportion to the comparative degree of fault of the Contractor and its subcontractors. Contractor shall also pay for City's reasonable attorneys’ fees, expert fees, and costs incurred in the defense of such a claim to the extent and in proportion to the comparative degree of fault of the Contractor and its subcontractors

  1. Applicable Laws and Permits:
    1. The Contractor shall observe and comply with all applicable federal, state, and local laws, regulations, standards, ordinances or codes and shall be in compliance with all applicable licensure and permitting requirements at all times. This compliance includes, but is not limited to, any quarantines in place at time of work, removal or movement of product associated with this contract.
    2. Pursuant to K.S.A. No. 16-113, if the Contractor does not have a resident agent in the State of Kansas, it shall execute and file "Certificate of Appointment of Process of Agent" with the Clerk of the District Court at the Johnson County, Kansas Courthouse. These forms may be obtained at the Office of the Clerk of the District Court. After execution of the documents, it shall be filed with the Clerk of the District Court. Contractor shall be responsible for the filing fee. This certificate is pursuant to the General Statutes of Kansas, and shall be filed prior to the formal execution of the Contract Documents. Failure to comply with these requirements shall disqualify the Contractor for the awarding of this Contract.


  1. The Contractor warrants to the City that any materials furnished under this Contract will be of good quality and new unless the Contract Documents require or permit otherwise. The Contractor further warrants that the Work will conform to the requirements of the Contract Documents and will be free from defects, except for those inherent in the quality of the Work the Contract Documents require or permit. Work, materials, or equipment not conforming to these requirements may be considered defective. The Contractor’s warranty excludes remedy for damage or defect caused by abuse, alterations to the Work not executed by the Contractor, improper or insufficient maintenance, improper operation, or normal wear and tear under normal usage. The Contractor shall furnish satisfactory evidence as to the kind and quality of materials and equipment. This warranty shall be in addition to and not in limitation of any other warranty or remedy required by law or by the Contract Documents.

  1. The Contractor may not use any subcontractors without the prior written consent of the City, which may be withheld for any reason at the City’s discretion.

  1. If, on account of a continued default or breach by either party of such party's obligations under the terms of this agreement after any notice and opportunity to cure as may be required hereunder, it shall be necessary for the other party to employ one or more attorneys to enforce or defend any of such other party's rights or remedies hereunder, then, in such event, any reasonable amounts incurred by such other party, including but not limited to attorneys' fees, experts' fees and all costs, shall be paid by the breaching or defaulting party.

  1. This Contract shall not be assigned by Contractor to any other party without first obtaining the written consent of the City.

  1. This Contract shall be governed by and interpreted in accordance with the laws of the State of Kansas. Venue for all actions relating to this contract shall be in the District Court of Johnson County, Kansas.

  1. Work Hours

  1. The City authorizes non-emergency work to be performed between 7:00am through 4:00pm weekdays.

  1. The City will provide the Contractor with a door hanger to be placed on each residence where the tree work will occur in the next 24 hours. The Contractor shall notify the City supervisor on a daily basis of where tree work will occur. The Contractor shall communicate immediately any changes in work schedule to the City supervisor.

  1. The Contractor shall obtain prior approval from the City before scheduling any work outside the normal working hours.

  1. Tree Removal

  1. The Contractor will cut and remove the trees and stumps as listed on work order within 30 days of date of the written request by the City. Those trees listed as dangerous will be removed within 72 hours.

  1. The stump will be ground to 18 inches below ground level and level with the surrounding ground. All grindings will be removed.

  1. The stump hole will be filled with six inches of compacted topsoil and twelve inches of compacted subsoil. The topsoil must be compacted to prevent any settling below former ground level. No seeding is required.

  1. Disposal of all debris removed from the work site is the responsibility of the Contractor and must be disposed of in a proper manner.

  1. Tree Spraying

  1. Upon request, the Contractor will provide spraying of trees for disease or pests.

  1. The Contractor will have a licensed pesticide applicator performing the spraying work.

  1. The City must approve the chemicals being used before any applications.

  1. The Contractor will take all safety precautions and issue all warnings as required by local, state, or federal specifications.

  1. The Contractor will identify the chemicals and will provide a Material Safety Data Sheet for all chemicals used.

  1. Emergency Service

  1. The Contractor will be available 24 hours per day and seven days per week during the life of this contract for tree services as specified herein.

  1. The Contractor must be able to respond within two hours for emergency tree removal, tree trimming and tree debris removal. A telephone number and/or a pager number will be provided to the City.

  1. The Contractor will have available for their use for tree removal a brush chippers, bed grinders, bucket trucks, log trucks with loader device, skid loaders, and tractor trailer trucks. All equipment rates will include operator, fuel, repairs and maintenance.

  1. A list of Emergency Equipment as detailed in the Fee Schedule should be attached to the bid, listing out each equipment type and the number of units that the Contractor owns. You may also add any other major equipment owned by the Contractor that relates to Tree Emergency Services Also list all certified arborists employed by the Contractor.

  1. Non Discrimination

  1. Contractor shall observe the provisions of the Kansas Act Against Discrimination and Chapter 5, Article 12 of the Code of the City of Roeland Park, Kansas, and shall not discriminate against any person in the performance of work under this Agreement because of race, religion, color, sex, disability, national origin, ancestry, familial status, sexual orientation, gender identity or military status. In all solicitations or advertisements for employees, Contractor shall include the phrase “Equal Opportunity Employer” or a similar phrase approved by the Kansas Human Rights Commission.

  1. If Contractor fails to comply with the manner in which Contractor reports to the Kansas Human Rights Commission in accordance with the Provisions of K.S.A. 44-1031 and amendments thereto, Contractor shall be deemed to have breached this Agreement and the Agreement may be cancelled, terminated, or suspended, in whole or in part by CITY.

  1. If Contractor is found guilty of violation of the Kansas Act Against Discrimination under decision or order of the Kansas Human Rights Commission which has become final, or found guilty of a violation of Chapter 5, Article 12 of the Code of the City of Roeland Park, Kansas, Contractor shall be deemed to have breached the Agreement and this Agreement may be canceled, terminated or suspended in whole or in part by CITY.

  1. Contractor shall include provisions comparable to paragraph 1, 2, 3, and this paragraph in every subcontract and purchase order so that such provisions will be binding upon each such subcontractor or vender.

  1. Notwithstanding anything expressed or implied elsewhere in this AGREEMENT, if CITY exercises any of its rights under the provisions of the preceding four paragraphs, Contractor shall have no right to recompense or additional payments by reason of such action by CITY.


  1. Fee Schedule

2023

2023

2024

2024

2025

2025

DESCRIPTION

UNITS

Regular

Unit Price

Emergency

Unit Price

Regular

Unit Price

Emergency

Unit Price

Regular

Unit Price

Emergency

Unit Price

Removal on Arterial or Collector Streets

(Includes labor & all equipment)

DBH 0 to 12 inches

EA

DBH 13 to 24 inches

EA

DBH 25 to 36 inches

EA

DBH 37 to 48 inches

EA

DBH 49 to 60 inches

EA

Removal on Local Streets and City Properties

(Includes labor & all equipment)

DBH 0 to 12 inches

EA

DBH 13 to 24 inches

EA

DBH 25 to 36 inches

EA

DBH 37 to 48 inches

EA

DBH 49 to 60 inches

EA

Rental Equipment

(non-tree removal work, incl. operator and vehicle)

Bucket Truck

HR

Tree Spade 44”-80” diameter hole

HR

Misc.

Spraying trees

(Includes labor & equip.)

GAL

Tree trimming (Includes labor &equip.)

HR

Arborist Inspection Services

(Includes labor & equip.)

EA

INSP.

2023

2023

2024

2024

2025

2025

DESCRIPTION

UNITS

Regular

Unit Price

Emergency

Unit Price

Regular

Unit Price

Emergency

Unit Price

Regular

Unit Price

Emergency

Unit Price

Emergency Equipment

Horizontal Grinder

Min. 500 HP

HR

Claw Loader w/28 CY Capacity Dump Bed

HR

Excavator w/Clam Bucket 230 HP

HR

Wheel Loader - Dump Height 9' 130 HP

HR

Track Loader - Dump Height 8' 80 HP

HR

Uni-Loader w/Grapple Bucket 70 HP

HR

Tractor w/Barrel Bed 15 CY

HR

Tractor w/Ejector Bed 72 CY

HR

Tractor w/Box Bed 28 CY

HR

Light Tower - Towed 440,000 Lumens

HR

Stump Grinder

HR

Attach list of requested items as outlined in section 6.4 Emergency Services
















  1. References

  1. The Contractor will provide three (3) local references of comparable work from the last twelve (12) months.

Company: Contact:

Phone #: Email:

Brief Description on Work:

Company: Contact:

Phone #: Email:

Brief Description on Work:

Company: Contact:

Phone #: Email:

Brief Description of Work:

Contractor Contact: ATTEST:

Company Name: /s/

Kelley Nielsen, City Clerk Date

Address:

/s/

Telephone Number: Steven Mauer, City Attorney Date

Fax Number:

Email:

/s/ /s/ Contractor Agent Date Mike Kelly, Mayor Date

Publication Date/Time:
11/30/2022 12:00 AM
Closing Date/Time:
12/15/2022 1:30 PM
Related Documents:

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