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Request for Qualifications Regarding Contract Tree trimming & Removal services in Douglas, Wyoming The intent of this Request for Qualifications (RFQ) is to create a transparent process for interested parties to enter into contract for tree trimming & removal . RFQ’s will be accepted until November 21st and will be evaluated immediately following. Please send your response to: Mary Nicol, Deputy City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 2 of 8 Section One Introduction and Summary The City of Douglas is soliciting Qualifications for Tree trimming & Removal services for the community of Douglas in accordance with the Standards Of Workmanship attached. It is anticipated that work associated with this RFQ could begin January 15 2024. RFQ’s must be received by Mary Nicol, Deputy City Clerk, City of Douglas, P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633, no later than November 21st 2023 Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at 4,836 feet at the foot of the beautiful Laramie Mountain range, and beside the Nort Platte River and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course, and the Douglas Motorsports Park. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 3 of 8 Section Three Project Background The City of Douglas contracts tree trimming and removal services for City trees located in the Cemetery, Parks and Boulevards. Occasionaly the contractor may get contacted for emergency trees services. Section Four Preliminary Scope of Services Under the direction of the City forester or Cemetery Sexton, the selected contractor would perform tree trimming, removals, stump grinding and all associated debris removal/clean-up as detailed in the “Standards of Workmanship Required”. Section Five RFQ Submittal Requirements RFQ’s must include the following information: 1. Introductory Requirements a. Transmittal Letter RFQs must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to perform the scope of services and a commitment to complete the project in a timely manner. The letter is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) who may be contacted during the period of RFQ evaluation for the purpose of clarifying submittal information. ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 4 of 8 2. General Information a. Provide the following company information: i. Firm name ii. Business address iii. Primary contact name, email and telephone number iv. Year established v. Type of ownership b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Approach, Schedule, and Presentations a. Provide narrative detailing the applicant’s philosophy and approach to providing professional services as outlined in the preliminary scope of services. b. Provide an overall schedule based on the preliminary scope of services, including the timing of major tasks, progress reports, public participation events and draft reports (if applicable). d. Provide any additional information or approaches felt to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Resumes a. Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above. 5. References Provide references from at least three similar scopes of work for which the applicant has provided professional services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. 6. Copies Provide 3 hard copies and one electronic copy containing the entire submittal in .pdf format. 7. Project Costs A rate sheet shall be provided depicting the hourly costs anticipated for providing the services outlined within the preliminary scope of work for this RFQ. ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 5 of 8 Section Six Selection Procedures and Schedule Written questions regarding this RFQ should be submitted to Brandon Frye, City Forester, [EMAIL REDACTED] no later than 1 pm November 16th. Responses to questions will be emailed to everyone who submitted. All communication during the solicitation process will be directed to Brandon Frye, City Forester. No other contact will be made regarding this RFQ with other City staff, City Council, Agents, Consultants, etc. during the RFQ process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. Milestone Schedule of Activities Statement of Qualifications Due: November 21st 2023 Evaluation of Proposals and Short Listing of Firms: November 22nd 2023 Interview Short Listed Firms (if applicable): November 27th 2023 Select Firm: November 30th 2023 Issue Notice of Award/Sign Contracts: December 2023 Target Start date: January 2024 Target completion date: April 2024 Evaluation Criteria Evaluation of RFQ’s will be completed by members of the selection committee. RFQ’s will be evaluated based on the following criteria: 1. Specialized experience or technical expertise of the organization and its personnel in connection with the scope of services provided, and complexity of the project. 2. Past record of performance on contracts, including quality of work, timeliness, and cost control. 3. Capacity of the organization to perform the work within time limitations, taking into consideration the current planned workload of the firm. 4. Familiarity of the organization with this type of project or problems applicable to the scope of services. 5. Cost of services based upon the hourly rate sheet. All responses to this RFQ must be received in a sealed envelope clearly marked “RESPONSE TO RFQ, Contract Tree trimming & Removal services” All RFQ’s are to be submitted to: Mary Nicol, Deputy City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 6 of 8 STANDARDS OF WORKMANSHIP REQUIRED TREE TRIMMING AND TREE REMOVAL IN THE CITY OF DOUGLAS REQUIREMENTS FOR TREE TRIMMING 1. Minimum of five years’ experience; 2. Must be licensed by the City of Douglas; 3. Must be insured. $2,000,000 min. Liability; 4. Minimum of one bucket truck or approved equal, capable of reaching 60 feet. 5. Contractor shall provide various sizes of chain saws and necessary equipment for tree trimming, removal, clean up; 6. Contractor shall provide simultaneous clean-up of logs, branches, and other debris, while trimming or tree removal is in progress; 7. Contractor shall provide one or more stump grinder for stump removal; 8. Contractor shall provide necessary traffic control devices and traffic control personnel; 9. Contractor shall provide one cutter and one ground man for each bucket truck while trimming or tree removal is in progress; 10. Contractor shall be liable for any and all damage that may happen during the contract; 11. Contractor shall have a minimum of three years’ experience of cutting around power and electrical lines. A reference will be required. CONDUCT OF OPERATION 1. All such work shall be conducted in a manner as to cause the least possible interference with others. 2. Trained personnel shall be utilized for work to perform properly and safely. 3. Each crew will consist of a minimum of two or more working personnel. 4. A qualified supervisor shall be present at all times when work is being performed, except that he may be absent for short periods during the day when necessary because of emergencies or other urgent matters. 5. Any injury to persons or damages to property or structures located on any public street right-of-way resulting from tree work shall be reported to the City Arborist and arrangements made to properly make restitution or repairs. 6. Clean-up of branches, logs, or any debris resulting from tree service operation shall be attended. The work area shall be kept safe at all times. Under no condition shall the accumulation of brush, limbs, logs, or other debris be allowed upon a public street right- of-way in such a manner as to result in a public hazard. 7. Under no condition shall severed or partially cut limbs in the upper portion of any tree be left un-attended. ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 7 of 8 8. Pedestrian and vehicular traffic shall not be allowed to pass through the work areas until the area is safe. 9. Adequate barricades and warning devices shall be placed and as necessary for the safety of persons and vehicles. 10. Whenever larger tree sections are being removed which may endanger the public or property, such materials shall be secured by ropes and lowered safely in a controlled manner. 11. Whenever excavating, Contractor is responsible for utility locates by contacting Wyoming one call or property owner involved. 12. All street trees stumps shall be removed to 4 inches below the normal ground level unless a special authority is otherwise granted by the city arborist. 13. Excavations resulting from tree removals must be filled in to normal ground level with clean earth fill compacted and free of debris. CONTRACTOR’S NAME ADDRESS CITY, STATE, ZIP Hourly rate per unit bucket trucks with one cutter and one ground person per unit: Hourly rate per unit debris clean-up with a minimum two person crew: Hourly rate per unit stump removal machine with a minimum two person crew: ---PAGE BREAK--- RFQ: Contract Tree trimming & Removal services Page 8 of 8 LIST OF EQUIPMENT OWNED BY COMPANY