Term Contract For Tree Services

INTENT : The intent of this quote is to establish a term contract for tree services to be used by the City and Borough of Juneau (CBJ). The CBJ utilizes a wide variety of tree services. This contract will be used to select on-call Contractors on an as needed basis. Contractors will work to prioritize the City’s needs, utilizing industry best practices and standards. This term contract will be used primarily by the Parks & Recreation (P&R), Facilities Maintenance and Parks & Landscape Maintenance Divisions and Public Works (PW), Streets & Fleet Division. Other CBJ Departments may utilize this contract when needed. SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission at Public Purchase the CBJ’s eProcurement Provider, or via email to contact@example.gov *Late responses will not be accepted. To respond complete the free online registration. Registration is a two-step process; Use the Public Purchase ‘Help’ Menu Tab, Register early - Registration may take up to 24-hours to complete. Vendors who successfully register may submit a response by doing the following: Access the solicitation online at Public Purchase and complete pricing for the line items listed, or download the provided PDF forms, fill out all fields and upload to Public Purchase or email to contact@example.gov .Do not submit more than one pricing schedule. Download provided PDF Quote Schedule page, and Quote Signature Page, fill out all fields indicated, sign and upload to Public Purchase. Use only the documents provided. Acknowledge the General Terms & Conditions (ATTACHMENT A), and Insurance Requirements (ATTACHMENT B). Vendors must acknowledge, or acknowledge with exceptions. Exceptions may not qualify for award. CONTACT, QUESTIONS & ADDENDA : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this solicitation. Submit any questions to contact@example.gov . You can also utilize the “Ask Questions” link available on Public Purchase CBJ’s eProcurement platform. No oral interpretations will be made. Submit all questions in writing, noting issuing buyer, solicitation number and title. Requests must be received a minimum of three (3) business days prior to the solicitation deadline. Any changes to CBJ issued documents will be in the form of an addendum to the solicitation, and will be issued as promptly as possible to all plan holders. All such addenda will become part of the solicitation. CONTRACT PERIOD : The contract will be in effect from July 1, 2025 through June 30, 2026 with an automatic annual renewal period for three (3) additional years, with the final expiration date of June 30, 2029. Contractor may provide written notice to terminate the contract without penalty providing the notice is given sixty (60) days prior to the upcoming renewal period. CONTRACT PRICE: Contract prices are to remain firm for the duration of the contract period including any automatic annual renewal or hold over periods unless a price adjustment is requested and agreed upon. CONTRACT ADMINISTRATOR: The primary CBJ administrators for this contract will be Ben Patterson, P&R Landscape Maintenance Supervisor and Caitlynn Votion, Administrator II, Streets & Fleet Maintenance or upon notification, an alternative assigned designee. Other CBJ departments will have their own designee for work to be performed. QUANTITIES : The City anticipates issuing a purchase order for the quantities listed. If additional quantities are needed CBJ may ask the Vendor to honor any pricing submitted for the duration of the current fiscal year. The City does not guarantee any minimum or maximum orders. ACCEPTANCE & CORRECTIONS: The City reserves the right to determine suitability of services performed. All services are subject to approval by the City. Any items rejected because of non-conformity to the terms and conditions and specifications of this contract, will be at the Contractor's risk and expense. Any services deemed unacceptable will be corrected as soon as possible at no additional cost. REFERENCES : References may be a factor in determining the bidder’s ability to provide quality services for the City. When considering the bidder’s experience, the CBJ may request the Contractor to provide references from current customers. Failure of the bidder to produce acceptable references upon request may deem the services offered unacceptable and the bid non-responsive. PERMITS : The Contractor must comply with all applicable Federal, State, City laws which have a bearing on this contract and must have all licenses and permits required by the State and/or City for performance of this contract. Review of General Terms & Conditions & Insurance : Attached to this solicitation are documents required for this project (ATTACHMENTS A, B). Vendors should carefully review all attachments. Awarded Vendor is expected to comply with these requirements. AWARD : Award will be made to all responsive and responsible Contractors submitting a quote. Each responsive and responsible Contractor will be eligible for work, ranked in order of lowest price to highest price. CBJ departments needing services, will begin by contacting the Contractor with the lowest price. If the contractor is unavailable for work, CBJ will contact the next lowest priced Contractor, and so on, until a Contractor who is available to perform the work is secured. Each new project will begin with CBJ contacting the lowest priced Contractor first. Services will be provided on an as needed basis. CBJ does not guarantee any minimum or maximums. Contractor performing services will be responsible for any incidental and consequential damages incurred. Average dollars spent in the last two (2) years is approximately $15,000.00 each year. Any project estimated to be in excess of $25,000.00 will be subject to Davis Bacon. Any project greater than $2,000.00 will require a written estimate. Projects may be procured by other CBJ processes depending on the scope of work. SCOPE OF WORK: Contractor will supply all necessary tools, equipment, operators and labor. Emergency work may be necessary for trees compromised during storms or other natural conditions. Emergencies occur when trees are impairing roadways or threatening a CBJ facility or private property. Department personnel will contact the Contractor directly and identify their need for services as emergency work or day work (non-emergency). The Contractor will then respond to the CBJ contact in the time frame specified for each situation. Contractor will supply an estimate for each project based on the hourly wages quoted. Services required may include but not be limited to the following: Felling trees by climbing or bucket truck depending on location (this will include “danger trees”); Limb or prune trees to industry standards as directed; Remove brush, tree limbs and debris from site and dispose; Chipping as requested; Top trees as directed; Harvest spruce or hemlock trees for use as directed; Deliver and stack harvested wood as directed; Remove non-harvested trees for disposal; Respond to emergency situations within two (2) hours of notification; Respond within twenty-four (24) hours of notification that daywork (non-emergency) services are needed; Work with various CBJ departments to complete services in a timely manner. RIGHT OF WAY (ROW) : If a tree has fallen from private property onto the CBJ ROW, Contractor will contact CBJ personnel for guidance. All sections of the tree in CBJ ROW will be removed and disposed of. Contractor will not remove any part of the tree on private property without obtaining the property owners consent. DAY WORK: Day work (non-emergency) will be performed during normal business hours 8:00 a.m. – 4:30 p.m., Monday thru Friday. CBJ personnel will contact Contractor with a request for services via a monitored direct phone line (no answering services). Contractor will respond to the request within twenty-four (24) hours. EMERGENCY SERVICES: Contractor will provide a monitored direct phone line for emergency work. Emergency work may be requested at any time, including after 4:30 p.m., seven (7) days a week, including holidays. Contractor will return the call request within two (2) hours of notification. Contractor may be instructed to “make safe” the indicated job site until the project can be completed during normal business hours. CBJ will only pay for hours directly related to an emergency. The call out period will begin when Contractor reports to the facility or actual location where the work is to be performed. CBJ will pay a call out fee equaling thirty (30) minutes of the quoted hourly wage in addition to any hours worked for any emergency call out. Contractor must inform CBJ personnel within the designated two (2) hour time frame if they are unable to respond to an emergency. If the contractor is unable to respond, CBJ may pursue an alternative contractor for necessary emergency work. PERSONNEL: Contractors will provide a minimum of two (2) crew members and no more than three (3) crew unless previously approved by the Contract Administrator or CBJ designee. Contractors must provide a working foreman for each project to provide supervision, give directions, make decisions and assume responsibility for the work. Contractor will provide a least one person on the crew experienced with tree climbing and cutting. CBJ is dependent on Contractors to know their employees and level of experience. Contractors will maintain safety and conform to commonly practiced industry standards. Not all areas will be accessible by vehicles. CBJ is using the following terms and personnel descriptions for Contractors crew and bidding purposes: Timber Faller – Experienced tree faller, climber, saw operator Brush Cutter – Apprentice or experienced saw operator, chipper and power tool operator Laborer – Labor for clearing brush, loading trucks, moving logs or cut wood, power tool operator