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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2012-017 Shade Trees April 2, 2012 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Tuesday, April 17, 2012 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Shade Trees for the Public Works Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt 27 Pine Street, Lewiston, Maine 04240; (207) 513-3040; TTY/TDD (207) 513-3007; FAX (207) 784-2959; [EMAIL REDACTED] ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS SHADE TREES BID 2012-017 BID DATE: April 17, 2012 SPECIFICATIONS All bids must be submitted within the time allowed, as stated in the cover letter. No alternate will be accepted. After the bids are opened, no bidder may withdraw his/her bid for a period of thirty (30) days. The Finance Committee reserves the right to accept or reject any or all bids submitted for consideration. GENERAL: The City Arborist, Steve Murch, or his representative will be available to all bidders (513-3003, Ext. 3443) to clarify any portion of the specifications that may not be clear or fully understood by the prospective bidders. No verbal agreement or conversation with any City officer, employee or agent, before and after the execution of this contract, shall affect or modify any of the terms or obligations herein contained. The City will pick up the trees at the supplier’s location. The balled and burlaped trees will be picked up as needed after July 1, 2012. The City of Lewiston will issue payment within 30 days of the first pickup. WARRANTY AND DAMAGE: If damaged trees are delivered, the contractor shall assume all responsibility for shipping damage done to plant materials. WORKMANSHIP: The trees are for spring and fall planting and are to be free of disease, insects and mechanical injury, straight of stem with branching system approximately five feet from the ground to give a well-shaped tree. Trees shall have a well developed root system. Tree measurements and standards shall conform to ANSI 260.1 of the American Association of Nurserymen. Trees are to be inspected by the City Arborist prior to pickup. The City Arborist reserves the right to reject any or all trees that do not meet specifications. The City of Lewiston reserves the right to reject any and all bids, when deemed to be in the best interest of the City and to waive any minor discrepancy or technicality in the bid specifications. ---PAGE BREAK--- Failure to comply with these requirements shall relieve the City of any obligations for payment for any plant material that does not meet specifications. CERTIFICATE OF INSPECTION: All tree stock shall meet State and Federal insect and disease certification regulations. The Nursery shall provide certification evidence with each invoice or shipment. LABELING: The Nursery shall provide a listing showing the exact number, size and full name of each tree species. BID ITEMS: The Finance Committee has the right to award bids on an item by item basis. ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS SHADE TREES BID 2012-017 BID DATE: April 17, 2012 PROPOSAL FORM The undersigned hereby declares that he/she has carefully examined the Proposal Contract Form and that he/she proposes and agrees to provide all plant material in accordance with the conditions and requirements set forth in the Specifications and to comply with the requirements of the City Arborist as provided therein. Prices for furnishing plant material for trees on various streets and parks. BALLED & BURLAPED Item # Est Qty Common Name Botanical Name Size Cal. Cost Each 1 5 Red Maple Acer rubrum 2-2½” $ 2 5 Red Sunset Maple Acer rubrum “red sunset” 2-2½” $ 3 4 Profusion Crab Malus ‘profusion’ 2-2½” $ 4 3 Snowdrift Crab Malus ‘snowdrift’ 2-2½” $ 5 8 Spring Snow Crab Malus ‘spring snow’ 2-2½” $ 6 4 Sargent Crab Malus ‘sagenti’ 2-2½” $ 7 2 Respire Pear Pyrus calleryana ‘respire’ 2-2½” $ 8 2 Pin Oak Quercus palustis 2-2½” $ 9 10 Tree Lilac (single stem) Syringa reticulata ‘ivory silk’ 2-2½” $ 10 2 Pioneer Elm Ulmus americana ‘pioneer’ 2-2½” $ 11 2 Lacebark Elm Ulmus parvifolia ‘lacebark’ 2-2½” $ 12 2 Green Ash Fraximus 2-2½” $ ---PAGE BREAK--- Signature page MUST accompany bid proposal. COMPANY NAME SIGNATURE NAME & TITLE (print/type) BUSINESS ADDRESS MAILING ADDRESS TELEPHONE # E-MAIL ADDRESS FAX # DATE If the bidder takes any exceptions, he/she is to list them in detail below and not in separate correspondence; otherwise, strict compliance will be mandatory.