Agreement - West Coast Arborists

SERVICES AGREEMENT
(Not Construction Related)
With WEST COAST ARBORISTS, INC.
for Tree Pruning, Removal and Related Services

This Services Agreement (“Agreement”) is enteted into and effective between the CITY OF GLENDALE, an Arizona
municipal corporation ("City") and WEST COAST ARBORISTS, INC., an Arizona corporation, authorized to do

business in Arizona (“Consultant”) as of the day of 2024 (“Effective Date”).
RECITALS

A. City intends to undertake a project for the benefit of the public and with public funds, that is more fully set
forth in Exhibit A attached (the "Project");

B. City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);

on Consultant desires to provide City with services (“Services”) consistent with industry-best practices and the
standards set forth in this Agreement, in order to complete the Project; and

D. City and Consultant desire to memorialize their agreement with this document.

AGREEMENT

The parties hereby agree as follows:

1. Key Personnel; Other Consultants and Subcontractors.

11 Services. Consultant will provide all Services necessary to assure the Project is completed timely and
efficiently consistent within Project requirements, including, but not limited to, working in close
interaction and interfacing with City and its designated employees, and working closely with others,
including other consultants or contractors, retained by City.

2. Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project. Nevertheless, the initial term of this Agreement terminates one yeat
from the effective date.

3. Consultant’s Work.

3.1 Standard. Consultant must perform Services in accordance with the standards of due diligence, care,
and quality prevailing among consultants having substantial experience with the successful furnishing
of Services for projects that are equivalent in size, scope, quality, and other criteria under the Project
and identified in this Agreement.

3.2 Licensing. Consultant warrants that:

a. Consultant currently holds all appropriate and required licenses, registrations and other
approvals necessary for the lawful furnishing of Services ("Approvals"); and

b. Neither Consultant nor any Subconsultant has been debarred or otherwise legally excluded
from contracting with any federal, state, or local governmental entity ("Debarment").

(1) City is under no obligation to ascertain or confirm the existence ot issuance of any
Apptovals or Debarments, or to examine Consultant's contracting ability.

(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.

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3.3

3.4

Compliance.

a.

Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.

Consultant must not discriminate against any employee or applicant for employment on the
basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender
identity or expression, genetic characteristics, familial status, U.S. military veteran status or
any disability. Consultant will require any Sub-contractor to be bound to the same
requirements as stated within this section. Consultant, and on behalf of any subcontractors,
warrants compliance with this section.

Work Product.

a.

Ownetship. Upon receipt of payment for Services furnished, Consultant grants to City
exclusive ownership of and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, all "architectural work"
as defined in the United States Copyright Act, 17 U.S.C § 101, et s¢9., and other intellectual
work product as may be applicable ("Work Product").

(1) This grant is effective whether the Work Product is on paper (¢.g., a "hard copy"),
in electronic format, or in some other form.

(2) Consultant warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.

Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.

City Use.
(1) City may reuse the Work Product at its sole discretion.

(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.

(3) In such case, City will also remove any seal and title block from the Work Product.

Compensation for the Project.

4.1

4.2

4.3

Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subcontractors will not exceed $1,050,000 as specifically detailed in Exhibit C
("Compensation").

Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated Scope as outlined in the Project is significantly modified.

a.

Adjustments to Compensation require a written amendment to this Agreement and may
require City Council approval.

Additional services which ate outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.

Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.

Allowances. An “Allowance” may be identified only for work that is required by the Scope and the
value of which cannot reasonably be quantified at the time of this Agreement.

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‘As stated in Sec. 4.1 above, the Compensation must incorporate all Allowance amounts and

a.
any unused allowance at the completion of the Project will remain with City.

b. Consultant may not add any mark-up for work identified as an Allowance and which is to
be performed by a Subconsultant.

c. Consultant will not use any portion of an Allowance without prior written authorization
from the City.

d. Examples of Allowance items include, but are not limited to, subsurface pothole
investigations, survey, geotechnical investigations, public participation, radio path studies
and material testing.

5. Billings and Payment.

5.1 Applications.

a. Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.

b. The period covered by each Payment Application will be one calendar month ending on the
last day of the month.

5.2 Payment.

a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.

b. Payment may be subject to or conditioned upon City's receipt of:

(1) Completed work generated by Consultant and its Subconsultants; and

(2) Unconditional waivers and releases on final payment from all Subconsultants as City
may reasonably request to assure the Project will be free of claims arising from
required performances under this Agreement.

5.3 Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a If the Payment Application is rejected, the Project Manager will issue a written listing of the

items not approved for payment.

b. City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.

6. Termination.

6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a wtitten termination notice stating the effective termination date, which may not be less than 15
days following the date of delivery.

a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurred.

b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of the
required items to the City.

6.2 For Cause. City may terminate this Agreement for cause if Consultant fails to cure any breach of this

Agreement within seven days after receipt of written notice specifying the breach.

a.

Consultant will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Consultant for Services furnished, City will pay the amount due to
Consultant, less City's damages, in accordance with the provisions of Sec. 5.

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Conflict.
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.

If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject to
consequential damages more than $1,000,000 or the amount of this Agreement, whichever
is greater.

Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for

Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of all tasks or work necessary to complete the Project as herein defined. Such insurance shall
cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.

8.1

8.2.

8.3

Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:

a.

Commercial General Liability (CGL): Insurance Services Office Form CG 00 01, including
products and completed operations, with limits of no less than $1,000,000 per occurrence
for bodily injury, personal injury, and property damage. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the requited occurrence limit.

Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.

Worket’s Compensation: Insurance as requited by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.

Indemnification,

a.

To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties") for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys' fees and litigation
expenses (each, a "Demand or Expense" collectively "Demands or Expenses") asserted by a
third-party (ie. a person or entity other than City or Consultant) and that arises out of or
results from the breach of this Agreement by the Consultant or the Consultant’s negligent
actions, ettors or omissions (including any Subconsultant or Subcontractor or other person
ot firm employed by Consultant), whether sustained before or after completion of the

Project.

This indemnity and hold harmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Consultant will be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Consultant or of any person or entity
for whom Consultant is responsible.

Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.

Other Insurance Provisions. The insurance policies required by the Section above must contain, or
be endorsed to contain the following insurance provisions:

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8.4

8.5

8.6

8.7

8.8

a. The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or in
connection with the performance of all tasks or work necessary to complete the Project as
herein defined. Such liability may arise, but is not limited to, liability for materials, parts or
equipment furnished in connection with any tasks, or work performed by Consultant or on
its behalf and for liability arising from automobiles owned, leased, hired or borrowed on
behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later

revisions are used.

b. For any claims related to this Project, the Consultant’s insurance coverage shall be
ptimary insurance with respect to the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees or
volunteers shall be in excess of the Consultant’s insurance and shall not contribute with it.

C. Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.

Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.

Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which any
insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation. The Workers’
Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City for all work
performed by the Consultant, its employees, agent(s) and subcontractor(s).

Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to obtain,
submit or secure the City’s approval of the required insurance policies, certificates or endorsements
ptior to the City’s agreement that work may commence shall not waive the Consultant’s obligations
to obtain and verify insurance coverage as otherwise provided in this Section. The City reserves the
tight to require complete, certified copies of all required insurance policies, including any
endorsements or amendments, required by this Agreement at any time during the Term stated herein.

Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance policies,
certificates or endorsements shall not be considered a Force Majeure or defense for any failure by
the Consultant to comply with the terms and conditions of the Agreement, including any schedule
for performance or completion of the Project.

Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.
Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,

including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.

E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrants its
compliance and that of its Subconsultants with all federal immigration laws and regulations that relate to their
employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Consultant or
Subconsultant’s breach of this watranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Consultant and Subconsultant warrant to keep their respective
papers and records open for random inspection during normal business hours by the other party. ‘The

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Consultant and Subconsultant shall cooperate with the City’s random inspections, including granting the City
entry rights onto their respective properties to perform the random inspections and waiving their respective
rights to keep such papers and records confidential.

No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.

Uyghur Forced Labor Prevention Act (UFLPA). Consultant certifies that it does not currently, and during
the term of this Agreement, will not use:

the forced labor of ethnic Uyghuts in the People’s Republic of China;

b. any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c. any contractors, subcontractors or suppliers that use the forced labor or any goods or

services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China. -

Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.

Notices.

13.1. A notice, request or other communication that is requited or permitted under this Agreement (each
"Notice") will be effective only if:

a. The Notice is in writing; and

b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).

c. Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, ift

(1) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier

service; ot
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice.
e. Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2 Representatives.
a. Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:

08/14/2023

WEST COAST ARBORISTS, INC.
c/o Patrick Mahoney, President
6528 W. Myrtle Ave.

Glendale, AZ 85301

623-226-4236
vgonzalez@wcainc.com

b. City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:

City of Glendale

c/o Max Morales, Superintendent Streets

6210 W. Myrtle Ave.

Glendale, Arizona 85301

With required copy to:

City Manager City Attorney

City of Glendale City of Glendale

5850 West Glendale Avenue 5850 West Glendale Avenue

Glendale, Arizona 85301 Glendale, Arizona 85301

c, Concurrent Notices.

(1) All notices to City's representative must be given concurrently to City Manager and
City Attorney.

(2) A notice will not be deemed to have been received by City's representative until the
time that it has also been received by the City Manager and the City Attorney.

@) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.

14. Entire Agreement; Survival; Counterparts; Signatures.

14.1 Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the patties regarding
the Project or this Agreement.

a. Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.

b. Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.

c. Inconsistencies between the solicitation, any addenda attached to the solicitation, the
response ot any excerpts, if any, and this Agreement, will be resolved by the terms and
conditions stated in this Agreement.

14.2 Interpretation.

a.

The parties fairly negotiated the Agreements provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.

The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.

The Agreement will be interpreted in accordance with the laws of the State of Arizona.

08/14/2023

15.

16.

17.

14.3. Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the Project, or the earlier termination of this
Agreement.

14.4 Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.

14.5 Remedies. All rights and remedies provided in this Agreement ate cumulative and the exercise of
any one or mote right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.

14.6 Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
reformed to conform with applicable law.

14.7 Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprtise one instrument.

Term.

15.1 The term of this Agreement commences upon the effective date and continues for a one (1) year
initial period. The City may, at its option and with the approval of the Consultant, extend the term
of this Agreement an additional four (4) years, renewable on an annual basis. Consultant will be
notified in writing by the City of its intent to extend the Agreement period at least thirty (30) calendar
days prior to the expiration of the original or any renewal Agreement period. Price adjustments will
only be reviewed during the Agreement renewal period and will be a determining factor for any
renewal. There are no automatic renewals of this Agreement.15.2 Extension for Procurement
Processes. Upon the expiration of the Term of this Agreement, including the initial term and any
renewals, at the City’s sole discretion, this Agreement may be extended on a month-to-month basis
for a maximum of six (6) months to allow for the City to complete its procurement process to select
a vendor to provide the services /materials similar to those provided under this Agreement. ‘The City
will notify the Contractor in writing of its intent to extend the Agreement at least thirty (30) calendar
days prior to the expiration of the Term. Any extension provided under this subsection will continue
under the same tetms and conditions as in effect immediately prior to the expiration of the then-
current term.

15.2 Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
ptocurement process to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.

Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.

Exhibits. The following exhibits, with reference to the term in which they ate first referenced, are
incorporated by this reference.

Exhibit A Project
Exhibit B Scope of Work
Exhibit C Compensation

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[Signatures on following page.]

08/14/2023

The parties enter into this Agreement effective as of the date shown above.

ATTEST:

Julie K. Bower
City Clerk

APPROVED AS TO FORM:

(SEAL)

Michael D. Bailey
City Attorney

10

City of Glendale,
an Arizona municipal corporation

By: Kevin R. Phelps
Its: City Manager

WEST COAST ARBORISTS, INC.,
an Arizona Corporation

f,

By: Pattick Mahone
Its: President

08/14/2023

EXHIBIT A
Services Agreement

PROJECT

Attached RFP 24-10.

SOLICITATION NUMBER:
ONLINE BID NUMBER:
TITLE:

PUBLISHED DATE:

PRE-OFFER CONFERENCE:

OFFER DUE:

CONTACT:

CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL

RFP 24-10
42400011
TREE PRUNING, REMOVAL AND RELATED SERVICES

DECEMBER 20, 2023

JANUARY 2, 2024, 10:00 AM LOCAL TIME

An ONLINE pre-offer conference will be held on January 2, 2024, at
10:00 AM local time. To join the meeting from your computer, tablet
or smartphone, Click here to join the meeting

Meeting ID: 215 670 986 994

Passcode: vR8Dcd

Download Teams | Join on the web

Or call in (audio only)

+1 480-500-1194,.384092226# United States, Phoenix

Phone Conference ID: 384 092 226#

Attendance is NOT required but strongly encouraged.

JANUARY 18, 2024, 2:00 PM Local Time

Offer Submission Through Vendor Self-Service (VSS) Online Bid
System.

NOTE: This is a sealed proposal process requiring proposals to be
submitted before the date/time shown above. If errors occur when
submitting through VSS, email or call using contact information below.

Charlene Carpenter, Procurement Officer
Purchasing-Procurement Division
623-930-2865
ccarpenter@glendaleaz.com

Proposals shall be opened using the City’s electronic bidding system on the specified due time
and date identified herein. All information contained in the proposals shall be confidential to
avoid disclosure of contents prejudicial to competing offerors.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

The Vendor Self-Service - New and Existing Vendor Registration Guide provides detailed

instructions for registration for both new and existing vendors.

a City of Glendale Procurement Division
&S Solicitation Number: RFP 24-10 / 42400011 5850 West Glendale Avenue,
Glendale TREE PRUNING, REMOVAL AND RELATED Glen dal Moe, gs201
ARTE ONS SERVICES ,

Table of Contents

RFP Package
SCOPE OF WORK... sevsuseneseesisseeeseaseeeecseeeeeeseeenee
GENERAL MAINTENANCE REQUIREMENT:
EMERGENCY RESPONSE...

TREE INVENTORY AND WORK MANAGEMENT SOFTWARE APPLICATION
DETAILED SPECIFICATION...
ADDITIONS AND DELETIONS...
PROPERTY DAMAGE, VANDALISM AND VEHICLE ACCIDENTS
CONSTRUCTION .. ve
DISPOSAL OF TRASH/WASTE..
CONTRACTOR/CITY COMMUNI
CONTRACTOR’S EMPLOYEES...
CONTRACTOR'S EQUIPMENT...
HOLIDAY SCHEDULE .........--s00
WEATHER — SUSPENSION OF WORK...
PAYMENTS weecsessecsssssssesssssse
EMERGENCY RESPONSE...
LIQUIDATED DAMAGES/PERFORMANCE GUARANTEES
MINIMUM QUALIFICATIONS.
HOW WE CHOOSE.........-:
SUBMISSION CHECKLIST .
SUBMISSION REQUIREMENTS
EXHIBIT 1: SPECIAL NOTICES.
EXHIBIT 2: SPECIAL TERMS AN
EXHIBIT 3: INSURANCE REQUIREMENTS

SCAYRPOVOZEP ALK TOMMoIOw>y

Additional RFP Attachments

ATTACHMENT A: ISA Basic Tree Assessment FOrim ............:cccccccceeeteeesteeeeeeeticeeecreneeeentnnaneees 37
ATTACHMENT B: Maps and Inventory ............cc:cccceseenree cette errs treeeeettnaeeesteeerantennenrirereenene 39

Required Submittal Documents

1. Response Workbook — To be completed by Offeror and submitted as their response.
2. Pricing Workbook — To be completed by Offeror and submitted as their response.

a City of Glendale procurement Division
© Solicitation Number: RFP 24-10 / 42400011 _| saso west Glendale Avenue,
Suite 317
Glendale TREE PRUNING, OR Ovees AND 'REESTED Glendale, Arizona 85301

. INTRODUCTION

Maintaining the health and appearance of the City’s trees is a high priority for the City
of Glendale. The Contractor will provide professional expertise service for tree health
care assessments, tree and palm pruning, tree planting, soil amendments, GIS
inventory, stump grinding, stump removal, tree removal, and palm skinning within City
properties which include but are not limited to City owned Rights of Ways (ROW),
medians, street shoulders, other City-owned properties as needed.

. SCOPE OF WORK

1. Inspection Report: The Contractor shall provide a Certified Arborist to conduct field
inspections on trees selected for evaluation by the City. Contractor must submit an
International Society of Arboriculture (ISA) Basic Tree Risk Assessment Form within
two (2) business days upon completed inspection (Attachment A). An alternative
form may be used if approved by the City. The risk assessment shall be performed
by a certified Tree Risk Assessment Qualification (TRAQ) professional.

2. Pruning: The primary goal is emphasis on tree health, structure and overall
appearance. No more than twenty-five percent (25%) of live wood or foliage may be
removed from the crown of any adult tree. The City may request the following
services; structural pruning (young trees), crown cleaning, crown thinning, raising,
reduction or restoration depending on tree needs. Pollarding, "heading cuts," or
"topping" should only be used in extreme cases, as not all trees are able to withstand
this type of pruning. Contractor shall have working knowledge of the American
National Pruning Standards (A300) and ISA Tree pruning Guidelines, and shall
adhere to the most recent edition of the American National Standard for Tree Care

Operations (Z133.1).

The Contractor shall secure traffic control permitting, if required, prior to
commencement of work. All work shall be started within five (5) business days of a
notice to proceed from the City. The Contractor will be required to meet onsite with
a City Representative to review and schedule work. All work defined within the work
order must be completed to the satisfaction of the City prior to starting new work
orders. Pruning without authorization from the City will not be compensated.

a. Group Pruning: Contractor may be issued a work order for multiple trees to be
pruned within a close geographic area. Pruning will be paid per inch diameter
of the tree trunk measured at diameter at breast height. Disposal of all material
from pruning and trimming is the responsibility of the Contractor and should be
included in the bid price.

b. Individual Pruning: Contractor may be issued a work order for pruning an
individual tree to address an issue at a specific location. Pruning will be paid
per inch diameter of the tree trunk measured at diameter at breast height.
Disposal of all material from pruning and trimming is the responsibility of the
Contractor and should be included in the bid price.

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Glendale

AR ZONA

City of Glendale
Solicitation Number: RFP 24-10 / 42400011
TREE PRUNING, REMOVAL AND RELATED
SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

c. Palm Tree Pruning: Contractor may be issued a work order to prune palm trees.
Pruning of palm fronds, including the removal of fruit, occurs during the months
of July and August. The City will provide a list of locations, palm species and
count to the Contractor for review. Once the Contractor has verified the list they
will submit a schedule to the City Representative for approval. Palm tree pruning
must be completed before September 15.

d. Line Clearance Pruning: Contractor shall insure that all personnel are
employees of the Contractor and are qualified high voltage tree trimmers as set
forth in OSHA 1910.269 (a)(2) Tasked Qualified Line Clearing Tree Trimmers to
work up to but not in Minimum Approach Distance of energized exposed
equipment and conductors 269(a)(2) Qualified Workers with the properly rated
equipment. The Contractor shall not sub-contract any portion of the line
clearance work. For line clearance work, Workers, Leads and/or Foreman
positions, shall have a minimum of three (3) years’ experience in
clearing/trimming around high voltage lines up to 69kV. Helpers shall have a
minimum of two (2) years trimming experience on electric systems.

3. Tree Removal: Contractor may be issued a work order to remove City tree(s). The
Contractor will verify the location and tree with the City prior to notice to proceed.
All tree and tree debris marked for removal will be felled in such a way as to control
branches, limbs and other debris to not create a hazard or cause damage to
surrounding property or plant material. Tree removal will also include stump
removal. Contractor shall replace the tree with a new twenty-four (24)- inch box tree
unless instructed otherwise. Contractor is responsible for calling Blue Stake prior
to commencing work. Holes shall be backfilled with approved topsoil. Debris
resulting from grinding and other wood spoils must be removed and disposed of at
Contractor’s expense. Tree removal will be paid per inch diameter at breast height.

. Stump Removal: Contractor may be issued a work order to remove or grind stumps.
The Contractor will verify the location and stump with the City prior to notice to
proceed, Contractor shall grind stump including any visible buttress roots.
Contractor is responsible for calling Blue Stake prior to commencing work. Holes
shall be backfilled with approved topsoil. Contractor shall replace the tree with a
new twenty-four (24)- inch box tree unless instructed otherwise. Debris resulting
from grinding and other wood spoils must be removed and disposed of at
Contractor’s expense. Stump removal will be paid per inch diameter. Stump
grinding shall include grinding to a depth of twelve (12) inches below existing grade.

. Traffic Control: It shall be the responsibility of the Contractor to comply with the
City of Phoenix Traffic Barricade Manual (currently used by the City of Glendale)
and, where noted, the Manual on Uniform Traffic Control Devices (MUTCD). The
Contractor is responsible for furnishing all required temporary traffic control
devices (i.e. signs, barricades, cones, etc.) for any planned restrictions to facilitate
the work under this Contract. All costs for temporary traffic control used for any

GS City of Glendale Procurement Division

| Solicitation Number: RFP 24-10 / 42400011 5850 West Glendale Avenue,
Suite 317

Glendale TREE PRUNING vices AND RELATED Glendale, Arizona 85301

work under this Contract shall be included in the bid price. No additional payments
will be made to the Contractor for temporary traffic control other than what is
provided in this document or as approved by the City. The Contractor shall obtain
a Temporary Traffic Control Permit from the City of Glendale Transportation
Department prior to restricting or closing any street, sidewalk, pedestrian pathway
or alley within the City of Glendale. When permissible, a rolling operation is
preferred. The Contractor shall be responsible for obtaining a traffic control permit
from Arizona Department of Transportation (ADOT) while working within their
jurisdiction, ie. Grand Avenue.

a. Single Lane Closure: 500-FT Work Area: Restricting the left or right lane of
traffic in one direction for the above-mentioned distance. Restriction requires an
Arrow Board in the taper. Prices are to include delivery, pick-up, setup,
takedown, and service of all devices.

b. Single Lane Closure: 1500-FT Work Area: Restricting the left or right lane of
traffic in one direction for the above-mentioned distance. Restriction requires an
Arrow Board in the taper. Prices are to include delivery, pick-up, setup,
takedown, and service of all devices. The Contractor is responsible to submit for
a Citywide ROW no fee work permit. The permit must be present on site for all
work performed for the City of Glendale.

C. GENERAL MAINTENANCE REQUIREMENTS

All operations will be conducted to provide maximum safety for the public and to
minimize disruption of the public use of City streets. While performing work of any type,
the tree worker should inspect for any obvious hazards related to trees. All hazardous
situations should be corrected or promptly reported to the City and documented in the
inventory software. Any structural defect or weakened tree shall be reported to the City
and documented in the inventory software. During operations, the Contractor shall
clean sidewalks, roadways, and any other areas littered or soiled by operations. Upon
completion of any tree work, the Contractor shall remove remaining excess materials,
waste, rubbish, debris, and construction and installation equipment from the premises.
Removal and disposal of all debris resulting from tree operations are at the Contractor's

expense.

1. Quality of Work: All work shall conform to the pruning standards as noted in the
American National Standard Institute, ANS| A300 (Part 1) - 2008 Pruning Standard
and the companion publication Best Management Practices, Tree Pruning (Revised
2008). The City shall have complete and sole discretion in determining
conformance and acceptability of trees trimmed by the Contractor. Trimmed trees
rejected by the City shall be excluded from payment.

2. Safety: Contractor shall comply with Standards of the Division of Occupational
Safety and Health Administration (OSHA) and the American National Standard
Institute (ANSI), Z133.1-1988, Safety Requirements.

GS eny. of Glendale procurement Division

FF Solicitation Number: RFP 24-10 / 42400011 5850 West Glendale Avenue,
Suite 317

Glendale TREE PRUNING REvces AND RELATED Ginnsie, Arisona 85301

When applicable to any City of Glendale Area of Service, Contractor shall:

a.

Use barricades and caution tape in areas under repair that are not constantly
supervised by Contractor.

Provide and maintain all barricades when approved by the Contract
Administrator.

Not restrict travel lanes or sidewalks on arterial roadways between the hours of
6:00 am to 8:30 am and 4:00 pm to 6:00 pm.

Use City-approved barricades, warning lights, and notices in accordance with
the latest edition of the “City of Phoenix Barricade Manual for Traffic Control”
manual.

Utilize turn-bays or deceleration lanes when possible for temporary parking of
vehicles and equipment. If this isn’t possible, Contractor shall pull vehicle
completely off of roadway, and not on or across the sidewalk.

Use 28-inch cones to warn and restrict traffic from entering area where
equipment is stored.

Have appropriately licensed, insured, and clearly marked and identifiable
vehicles with a vehicle number, name of the company, and phone number on
each side of the vehicle.

Use a barricade company that is certified in the City of Glendale to set and pick
all lane restrictions that are longer than forty-five (45) minutes.

Use arrow boards when work groups are working in lanes of traffic and may utilize
a ‘rolling lar closure’ as long as vehicles aren’t stopped for longer than forty (40)
minutes.

All employees in work area must wear a Type II reflective vest.

3. Tree Pruning: The Contractor shall meet with the City Representative to determine
the objectives below.

a.

Structural Pruning is the removal of branches and stems to influence the
orientation, spacing, growth rate, strength of attachment, and ultimate size of
branches and stems. Structural pruning is used on young and medium-aged
trees to encourage a sustainable trunk and branch arrangement.

Crown Pruning or “cleaning out” is the removal of dead, diseased, crowded,
weakly attached and low-vigor branches and water sprouts from the entirety of
the tree crown. This type of pruning is done to reduce the risk of branches falling
from the tree and to reduce the movement of decay, insects, and diseases from

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Cj
Glendale

aR ZON

City of Glendale
Solicitation Number: RFP 24-10 / 42400011
TREE PRUNING, REMOVAL AND RELATED
SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

dead or dying branches into the rest of the tree. Cleaning is the preferred
pruning type for mature trees.

c. Crown Reduction is used to reduce the height and/or spread of a tree.
Reduction is the selective removal of branches and stems to decrease the height
and/or spread of a tree or shrub. This type of pruning is done to minimize the
risk of failure, to reduce height or spread, for signal or street-light clearance, to
clear vegetation from buildings or other structures, or to improve the
appearance of the tree.

d. Crown Restoration is corrective pruning used to restore the form of crowns that
have been previously damaged by extenuating circumstances. Restoration is the
selective removal of branches, sprouts, and stubs from trees that have been lion
tailed, broken in a storm, or otherwise damaged. The goal of restoration is to
improve a tree structure, form, or appearance.

e. Crown Raising is the removal of lower branches of a tree to provide clearance
for signage, buildings, vehicles and pedestrians. It is important that a tree have
at least one-half of its foliage on branches that originate in the lower two-thirds
of its crown to ensure a well-formed, tapered structure and to uniformly
distribute stress within the tree.

f. Palm Pruning consists of maintaining the crowns and trunks of palm trees
including the pruning of dead or declining fronds, seed pods and the skinning
or shaping of spent petiole bases into a ball or nut as applicable by palm type.
No more than eighteen (18) inches of spent petiole shall be present after
pruning. The Contractor will not use climbing spikes to prune palms. Contractor
will be responsible for removing any remaining “hanging” fronds after pruning
activities have ceased.

4. Tree Planting: Contractor shall be responsible for providing and installing new
trees, tree staking, adjusting or adding irrigation lines or tubing to root ball. All
trees shall be installed per City of Glendale standards. All newly planted trees shall
be warranted for one (1) year by the Contractor and replaced immediately upon
failure.

D. EMERGENCY RESPONSE

The Contractor shall be prepared to respond to emergency request calls on a twenty-
four (24) hour, seven (7) day per week basis. "Emergency Request Work" shall mean
any work the City requests the Contractor to perform which is in response to an
immediate hazard or other emergency as determined by the City. The Contractor must
commence work within two (2) hours of receiving the City's request. Failure to respond
shall be considered a default of Contract. Repeated failures are subject to termination.
During “off duty” hours, the Contractor’s employee assigned to respond to the
emergency shall only take those actions that will enable the problem to be downgraded

a City of Glendale Procurement Division
© Solicitation Number: RFP 24-10 / 42400011 | sso West Glendale Avenue,
Suite 317
Glendale TREE eee ceS. AND RELATED Glendale) Arleona 85301

from an emergency. However, in no case shall a hazardous condition be left
uncorrected. On Duty hours shall be defined as Monday - Friday, 6:00 AM — 5:00 PM.

Should an emergency occur within the duration of the contract, the Contractor shall
assist with emergency clearing of trees, limbs, and root-balls. The City will notify the
Contractor the location of road(s), sections of road(s), or outlying areas for clearing.
The Contractor will be responsible for clearing all locations as notified by the City.

The Contractor shall provide the names and phone numbers of employees who will be
assigned to respond to after-hour "Emergency" situations. The City shall also be kept
informed of the name of the specific person assigned to respond on any given day.

. TREE INVENTORY AND WORK MANAGEMENT SOFTWARE APPLICATION

A robust Tree Inventory and Work Management Software Application is crucial to
successfully managing the City’s urban forestry work and is a requirement for award of
this contract. The proposed software solution will be evaluated based on its ability to
meet the “Required Features” listed, as well as “Desirable Features” that may be
available. The software will be evaluated as a portion of the Contractor’s overall
Proposed Solution and will be scored as Fully Meets, Partially Meets, Does Not Meet,
and Not Enough Information to Evaluate (Unknown). Ratings of less than Fully Meets
will negatively impact this assessment.

1. Software Application Required Features:
a. GIS (Geographic Information System) based and with ability to be linked.

b. Web or Cloud hosted and browser-based. No locally installed systems will be
accepted.

c. Must be able to fully integrate the City’s current tree inventory data into the
proposed application where it shall be fully accessible (must be demonstrated
prior to award).

d. Ownership of all tree inventory data/information, whether integrated from
existing records or captured during this contract, is work product that shall be
retained by the City of Glendale and upon termination of this Contract shall be
returned/provided upon request, in a usable electronic file format (CSV, XML,
GIS, etc.).

e. The software contains a mobile application solution that allows access to the
database and tree inventory.

f. Ability to store, retrieve, update, delete, add tree records, and access work
histories from desktop computers or mobile devices (Android and !OS are the
preferred operating systems for mobile users).

G

City of Glendale
Solicitation Number: RFP 24-10 / 42400011

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317

Glendale TREE PRUNING Re lees. AND RELATED Glendale, Arizona 85301
g. Application shall function in real-time (live) enabling its users, whether desktop

or mobile, the ability to simultaneously see, access, and act upon that
information.

Intuitive/User-friendly interface that is easy to understand and operate on
desktop and mobile versions.

The proposed software solution shall clearly identify the physical locations of all
inventoried trees and through the use of the following attributes:

i. Site name (e.g. street name, City facility, park, etc.).
ii. Include the address — identify Right of Way or Median and ID number.
iii. | Geo-location identifier/pin on GIS Map, display of latitude and longitude
coordinates in system.
iv. Placing a point/pin on a satellite image of a map.
v. Entering latitude and longitude coordinates.
vi. Entering an address.
vii. Ability to input, access, and edit/update clarifying notes describing the
tree’s location.
viii. Entering distances from the tree to a semi-permanent object (fire
hydrant, light post, etc.).
ix. Uploading a ground-level photo of the tree’s location.
x. Ability to display various map views of tree inventory locations: aerial,
satellite, etc.
xi. Map tools that allow user to measure and capture linear distances
between tree location and a fixed object.

2. Software Application Desirable Features. The system allows for the following:

a.

The system displays tree specifics along with a representative photograph of the
species type and a recommended maintenance field. The tree specifics also
contain work history and other relative information.

The system maintains maintenance records and all work performed for each
location and tree.

An ability to group data into geographic zones or districts.

Report on any features that can be customized to the specific needs of the
customer.

The mobile application allows for work orders to be issued and the ability to view
List Track Reports.

The system allows for search and query abilities to pull collected data via a
reporting dashboard.