This is a service / maintenance or supply contract in Thousand Oaks, California. Contact the soliciting agency for additional information.

The City is seeking proposals from qualified firms to provide tree maintenance services throughout the City of Thousand Oaks. The purpose of this RFP is to seek proposals from qualified firms that can perform as-needed tree maintenance services for the City on a contractual basis. These services are typically unplanned or considered emergency work for which staff is either not available, or which requires specialized equipment, skill, and/or knowledge of a general contractor. The agreements will expire on June 30, 2029. Tree Maintenance Services Overview All trees shall be trimmed to a height of fourteen (14) feet over streets and nine (9) feet over sidewalks. All tree trimming shall be performed to both City and International Society of Arboriculture standards and in such a manner as to encourage and promote the natural growth and shape of the tree species. Trimming that creates branch nubs or flush cuts are prohibited. The use of climbing spikes for the purpose of trimming trees in strictly prohibited. During tree maintenance, the Proposer shall maintain control of the tree and its parts at all times, which shall include the selection and use of proper techniques and equipment. At no time shall branches, limbs or tree trunks be allowed to freefall and create damage of any type. The Proposer will be held liable for loss of control incidents and shall pay for all damages and associated costs. Proposer may be requested to remove downed tree branches and/or trees throughout the City. Type of tree(s), location and sizes will be provided to Proposer before any work begins. Proposer may be required to perform stump grinding and/or root pruning. Proposer shall remove any excessive amount of soil, rock, or associated debris that occurs because of stump grinding or tree planting. An excessive amount shall be defined as a pile or an accumulation of soil or debris that is higher than original grade. Prior to commencement of stump grinding work, Proposer shall ensure that underground utilities have been marked by contacting Underground Service Alert. Proposer shall grind stumps including the root flare to a depth of no less than eighteen (18) inches. Proposer shall trace and grind surface roots to a depth of less than eight (8) inches (where Accessible). Proposer shall remove debris generated by stump grinding and root removal from the site and replace with a topsoil mix. Chips and stump grindings shall not be used as a backfill material. Plant replacement trees, as outlined below: Deep water all newly planted trees that are planted within the landscape. Trees that die within thirty days due to Proposer's negligence shall be replaced in kind and at Proposer's sole expense. Check and correct tree stakes and ties as needed, for a minimum of one (1) full growing season. Tree ties shall be adjusted or removed to prevent girdling, broken tree stakes shall be replaced, and tree stakes and ties that are no longer necessary shall be removed. All new tree planting must be done in accordance with the City's tree planting standards which can be found online. Tree Evaluations as outlined below: Level 1 Assessment - Limited Visual assessment is where Arborists evaluate designated areas either from vehicles or from walking down paths, streets, or sidewalks to identify high and extreme risk trees. Level 2 Assessment - Arborists walk completely around a tree and look for defects in all visible areas of a tree, including the surrounding areas. These assessments may include the use of a rubber mallet for "sounding" the tree and probes that can be used to evaluate open cavities. Level 3 Assessment should include measurements with a sonic tomograph to create a two- or three-dimensional image of the internal structure of the trees. It's important to note that the assessment task may be required to climb. Proposer is expected to compile a comprehensive report detailing their findings. This report should include visual documentation such as photographs, observations, data analysis, and recommendations. A thorough justification will be required if a tree is deemed hazardous and should be removed for public health and safety reasons. The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 127,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members, with one member serving as Mayor on an annual basis. On July 18, 2023, the City Council adopted an ordinance which will move the City to district-based elections starting in November 2024. Contact Information Project Contact: Chris Meske Senior Purchasing Specialist 1993 Rancho Conejo Blvd Thousand Oaks, CA 91320 Email: cmeske@toaks.org Phone: (805) 376-5090 Procurement Contact: Grace Ng Purchasing Supervisor 2100 Thousand Oaks Blvd Thousand Oaks, CA 91362 Email: gng@toaks.org Phone: (805) 449-2239 Question Deadline 05/13/2024 at 2:00 PM PT. Questions and comments regarding this solicitation must be submitted in writing via electronically. Any response will be answered electronically. All such addenda shall become a part of the Request for Proposals (RFP). Any prospective Proposer who obtained the Request for Proposals (RFP) from anyone other than the City is responsible for registering with the City to receive subsequent Addenda. Complete Proposal Evaluation June 2024 Conduct Finalist Interviews June 2024 Contract Negotiations June 2024 City Council Meeting July 2024 Proposer & Award Agreement July 2024 Execute Contract July 2024 The City of Thousand Oaks reserves the right to postpone the Submittal Deadline and opening of Proposal any time before the date and time announced in the Request for Proposals (RFP) or subsequent addenda. City also reserves the right to waive non-substantial irregularities in any Proposal, to reject any or all Proposals, to reject or delete one part of a Proposal and accept the other, except to the extent that Proposals are qualified by specific limitations. The City reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the City of Thousand Oaks.