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” Page 1 of 6 MUST BE MARKED “SEALED BID” The City of Missoula invites your bid proposal to provide services to the City for the cutting of overgrown vegetation located in the public right-of-way and on private property. Missoula City Ordinance 3210, adopted on May 13, 2002, authorizes the City to take action to enforce the Hazardous Vegetation Ordinance in cases of non-voluntary compliance. The City may engage one or more businesses throughout the 2010 growth season to cut overgrown vegetation from the public right-of-way and/or private property. Individuals and businesses interested in vegetation cutting on a non-contract, instance-by-instance basis as described in attached SPECIFICATIONS, may submit the enclosed Agreement and Specifications to provide vegetation cutting services. Hourly rates for labor and specific types of vegetation cutting equipment, including the year of the equipment, shall be incorporated with your bid proposal. Individuals and businesses engaged by the City of Missoula must have a current City Business License for landscaping and/or lawn maintenance and proof of insurance per the SPECIFICATIONS. Agreements to Provide Services with attached Specification sheet will be accepted by the Public Works Office in City Hall at 435 Ryman Street, Missoula, MT 59802-4297, until 5:00 P.M., Friday, May 28,2010. Businesses and individuals offering to provide services will be provided with a “Cut Order” in each instance, specifying the location and address where overgrown vegetation is to be cut. By providing this opportunity to submit Agreements to Provide Services, the City of Missoula is not guaranteeing any use of services. Questions concerning this invitation may be directed to Peggy Diamond by calling 552-6351. INVITATION TO BID ON THE CITY OF MISSOULA HAZARDOUS VEGETATION CUTTING PROGRAM Check all that apply: Check this box if you are interested in City contracted weed cutting work for one year. Check this box if you are interested in City contracted weed cutting work for three years. The City will contact you to confirm your contractual agreement for this season’s cutting services. Check this box if you are interested in performing weed cutting for private citizens. If interested, your name will go on a list of contractors available for private work and be distributed to the public. This work will be separate from the City contracted weed cutting services. Name: Phone: Address: ---PAGE BREAK--- ” Page 2 of 6 MUST BE MARKED “SEALED BID” CITY OF MISSOULA AGREEMENT TO PROVIDE SERVICES (Hazardous Vegetation Cutting) I//We, , hereinafter called “Contractor”, agree to provide hazardous vegetation cutting services for the City of Missoula, hereinafter called the “City” during the 2010 growth season and further agree to all Specifications listed herein. The Contractor will accept in full compensation for each Cut Order executed and accepted by the City in accordance with the Cost Estimate per Section 4 of the Specifications. My/Our fee schedule and telephone contact number are listed below: Year of Equipment Type of Equipment Cost per hour with operator $ $ $ $ $ $ $ CONTRACTOR WILL CUT PARCELS OF LESS THAN ONE-ACRE IN SIZE? YES NO (Circle One) Contact person: Telephone Alternate # Contractor Signature Date City Business License Number: ---PAGE BREAK--- ” Page 3 of 6 MUST BE MARKED “SEALED BID” Specifications To City Agreement to Provide Hazardous Vegetation Cutting Services (Please read these carefully before submitting your bid) 1) SCOPE OF SERVICES: a) A business licensee issued a Cut Order shall furnish all labor, equipment and materials necessary to complete the work in a safe and timely manner. b) Vegetation cutting shall take place between 7 a.m. and 7 p.m., Monday through Friday only. c) Overgrown vegetation is to be cut to a height of five inches or lower. d) The intent is to remove fire hazards, visibility obstructions, and health problems in the community. e) The Public Works Program Specialist must be on-site prior to a cut being performed at any site with an occupied residential structure. f) Any objection to the cutting or interference with the work, by a property owner or occupant, shall result in termination of the work and immediate notification of the Public Works Program Specialist is required. 2) SELECTION/NOTIFICATION: a) Selection of a contractor will be based upon the type of job and the type of equipment listed on the Agreement to Provide Services. The City of Missoula will request services from bidders based on the type of work needed. i) The City will assign cuts to the contractor based on the following: Unit Cost: The lower bidder, per the cost breakdown on the Agreement to Provide Services, will receive a higher ranking. Unit costs for equipment and operator will be ranked with like items. b) As the City gains experience with the Contractors the assignment of cut orders may change due to performance. Performance will be ranked using but not limited to the following standards: i) Responsiveness: Has the contractor responded and completed the work within the required time. Quality of Work: Has the work been done to the satisfaction of the City. Efficiency: Was the work completed within a reasonable amount of time at a reasonable cost. Character of Workers: The contractor is expected to perform the work in a skilled and professional manner as well as exhibit a temperate and courteous demeanor in personal contacts with citizens or agents of the City. 3) TIME OF COMPLETION: a) Upon receipt of the Cut Order, the first cut shall begin within three business days. A cut order with 10 properties on it shall be completed within three weeks from the date of the Cut Order. Each cut shall be completed within twenty-four (24) hours on small parcels and within an agreed upon amount of time on larger parcels. (Excluding Saturdays, Sundays, and holidays) b) If the contractor is unable to begin the assigned cut within three business days from the date of the second inspection, the contractor must contact the Public Works Program Specialist before arriving at the property. The Public Works Program Specialist is required to photograph the property to show its condition prior to the contractor beginning the cut. c) Extensions of time may be requested in cases of inclement weather. The Public Works Program Specialist may grant extensions to complete the work. 4) COST ESTIMATE a) Hazardous vegetation cutting guidelines: i) A Cost Estimate to complete the cutting service will be provided by the Public Works Program Specialist on each cut order based on the costs in the table below: Legal Holidays for the remainder of 2010 July 4th, Independence Day (Office closed Monday July 5th) Monday, September 6th, Labor Day Monday, October 11th, Columbus Day ---PAGE BREAK--- ” Page 4 of 6 MUST BE MARKED “SEALED BID” Type of Terrain Cost/Sq. Foot Cost Estimate Easy $.02 Based on sq footage of area to be cut Average $.03 Based on sq footage of area to be cut Difficult $.04 Based on sq footage of area to be cut ii) Prior to commencing any work, if the contractor feels that the job cannot be completed within the range of the Cost Estimate, the Public Works Program Specialist must be contacted to discuss the reasons why. iii) If the contractor completes the job over the estimate without approval by the Public Works Program Specialist prior to completion, the Cost Estimate will be the amount paid unless the Director of Public Works determines an adjustment is warranted. 5) UNSATISFACTORY WORK: a) Work found to be incomplete or unacceptable must be corrected within seventy-two (72) hours from the date of the letter of notification describing the unacceptable work. Payment shall be withheld until the Public Works Program Specialist has accepted work performed. 6) PAYMENT: a) The Public Works Program Specialist must receive invoices within seven days of completing the cut on each individual property. The City of Missoula shall, upon receipt of an invoice within the Cost Estimate and after confirming that the completion of work is acceptable, provide payment in accordance with the standard City of Missoula accounts payable process at the hourly rate quoted by that business in their Agreement to Provide Services. No payment will be made until a City Public Works Inspector accepts the work performed. i) Minimum Payment: The contractor will be paid a minimum of ½ hour for each site to be cut, only if a cut is performed. No minimum ½ hour payment will be paid to the contractor if the site is in compliance upon arrival. Invoice: The invoice must contain the following information: Company Name and Address. Invoices must be signed. Invoices must include the property address or description as specified on the Cut Order. An itemized cost breakdown showing equipment used, hours, number of operators and rates, for each property. 7) INSURANCE REQUIREMENTS: a) Proof of insurance must be submitted to the City of Missoula before contractor may do any work under this agreement. i) Liability Insurance Requirements: Minimum liability insurance requirements for contractor shall be as follows: Bodily Injury portion shall include coverage for injury, sickness, or disease, and death, arising directly or indirectly out of, or in connection with the performance of work under this agreement, and shall provide for a limit of not less than $750,000 for all damages arising out of bodily injury, sickness or disease to or death of one person and a total limit of $1,500,000 for damages arising out of bodily injury, sickness, or disease and death of two or more persons in any one occurrence. Property Damage portion will provide for a limit of not less than that listed below for all damages arising out of injury to or destruction of property of others arising directly or indirectly out of or in connection with the performance of work under this agreement and in any one occurrence including explosion, collapse, and underground exposure. Automobile $100,000 Other than automobile $100,000 each occurrence, $300,000 aggregate. b) Proof of compliance with Montana Division of Worker’s Compensation regulations concerning accident or occupational disease incurred by the contractor’s employees during the course of their employment must be submitted to the City of Missoula before contractor may do any work under this agreement. 8) AFFIRMATIVE ACTION POLICY: Contractors, subcontractors, subgrantees, and other firms doing business with the City of Missoula or any agency connected with the City of Missoula must be in compliance with the City of Missoula’s Affirmative Action Plan and Title 49, MCA (Montana Code Annotated) or forfeit the right to continue such business dealings. 9) NON-DISCRIMINATION: In connection with the performance of work and services under this agreement, the business licensee agrees to comply with the provisions of the law and Constitution of the State of Montana. Business licensee further agrees to comply with the Civil Rights Act of 1964, (78 Stat. 242), the Regulations of the Department of Health, Education and Welfare issued pursuant to the Act, and the provisions of Executive Order 11246, Equal Employment Opportunity September 24, 1956. The Business licensee agrees that any and all hiring by them related ---PAGE BREAK--- ” Page 5 of 6 MUST BE MARKED “SEALED BID” to this agreement shall be on the basis of merit and qualifications and there shall be no discrimination on the basis of race, color, religious creed, political ideas, gender, age, marital status, physical or mental handicap, national origin, or ancestry, by persons performing this contract. Qualifications mean such abilities that are genuinely related to competent performance of the particular occupational task. 10) COMPLIANCE WITH LAWS: The Business licensee agrees to comply with all applicable Federal, State, and local laws, including, but not limited to child labor laws. 11) TERM OF AGREEMENT: This agreement shall be in force and effect from the date first entered above and shall expire on December 31, 2010 . 12) NOTIFICATIONS OF ACCEPTANCE OF THIS AGREEMENT: The five lowest bidders will be notified by mail of the acceptance of their bid by the City of Missoula. The successful bidders will be required to submit their Certificate of Insurance within 5 days of this notice. If the performance of any of the top five bidders is not satisfactory or if the workload dictates, the next lowest bid(s) will be accepted. This agreement form relates ONLY to City contracted work. All work for the Missoula County Weed District office and private citizens are negotiated separately with those individuals and are managed separately by the contractor. ---PAGE BREAK--- 280 HAZARDOUS VEGETATION PROGRAM PUBLIC WORKS DEPARTMENT 435 RYMAN STREET MISSOULA MT 59802-4297