This is a service / maintenance or supply contract in Paducah, Kentucky. Contact the soliciting agency for additional information.

Agency: Paducah Housing Authority Main Commodity/Service Category: Tree Trimming Services Sub Commodity/Service Description: Tree Trimming Services Buyer Information Buyer Name: Dustin Manley Buyer Phone Number: 270-450-4224 Buyer Fax Number: Buyer E-mail: dmanley@paducahhousing.com Pre-bid Conference(s) Pre-bid Conference: Will a Pre-bid Conference be conducted in conjunction with this Solicitation: No "Ship To" Information A. Delivery of Purchased Items or Services Name: Dustin Manley Location: Address: 2330 Ohio Street, Paducah, KY 42003 City: Paducah State: KY Zip Code: 42003 Phone Number: 270-450-4224 Fax Number: E-mail: dmanley@paducahhousing.com B. Delivery of "Hard Copy" Bid Submittal Name: Dustin Manley Location: Address: 2330 Ohio Street, Paducah, KY 42003 City: Paducah State: KY Zip Code: 42003 Phone Number: 270-450-4224 Fax Number: E-mail: dmanley@paducahhousing.com AGENCY CONTACT PERSON: Dustin Manley, IT Support / Procurement Specialist. Telephone: (270)450-4224 E-mail: dmanley@paducahhousing.com TDD/TTY: (800)648-6056 1.0 THE AGENCY'S RESERVATION OF RIGHTS. The Agency reserves the right to: 1.1 Right to Reject, Waive, or Terminate the IFB. Reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by the Agency to be in its best interests. 1.2 Right to Not Award. Not to award a contract pursuant to this IFB. 1.3 Right to Terminate. Terminate a contract awarded pursuant to this IFB, at any time for its convenience upon 10 days written notice to the successful bidder(s). 1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful bidder(s) shall provide the services called for in this IFB. 1.5 Right to Retain Bids. Retain all bids submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving bids without the written consent of the Agency Contracting Officer (CO). 1.6 Right to Negotiate. Negotiate the fees proposed by the bidder entity. 1.7 Right to Reject any Bid. Reject and not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services. 1.8 No Obligation to Compensate. Have no obligation to compensate any bidder for any costs incurred in responding to this IFB. 1.9 Right to Prohibit. At any time during the IFB or contract process to prohibit any further participation by a bidder or reject any bid submitted that does not conform to any of the requirements detailed herein. By accessing the ha.economicengine.com eProcurement Marketplace (hereinafter, the "eProcurement Marketplace") and by downloading this document, each prospective bidder is thereby agreeing to abide by all terms and conditions listed within this document and within the eProcurement Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time-frame shall relieve the Agency, but not the prospective bidder, of any responsibility pertaining to such issue. 1.10 Right to Reject - Obtaining Competitive Solicitation Documents. The eProcurement Marketplace is the only official and appropriate venue to obtain the competitive solicitation documents (and any other information pertaining to the competitive solicitation such as addenda). Accordingly, by submitting a response to this competitive solicitation the respondent thereby affirms that he/she obtained all information on the eProcurement Marketplace. Any other group such as a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the eProcurement Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the eProcurement Marketplace. 2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking bids from qualified and licensed entities to provide the Agency with the following detailed services: 2.1 Service Definitions. So that each prospective bidder understands what the Agency requires and expects of the Contractor pertaining to these services, following is listed a number of service definitions: 2.1.1 Balance. To give the tree an over-all balanced look. 2.1.2 Caliper. The diameter of a trunk measured by a diameter tape at 6 inches above the ground for trees up to, and including, 4 inches size; and 12 inches above the ground for trees larger than 4 inches in size. 2.1.3 Clean-up. Includes the removal of all dead branches, crisscrosses, nubs, new sucker growth. A general thinning of the tree to give it a neat and organized appearance. 2.1.4 Crown Restoration. To prune in such a way that 1 to 3 sprouts on the main branch stubs are selected to become permanent branches, and to reform a more natural appearing crown. Selected vigorous sprouts may need to be thinned to a lateral to control length growth and to ensure adequate attachment for the size of the sprout. Restoration usually requires pruning several times over a number of years. 2.1.5 Drop-Crotch Pruning or Crown Reduction. To thin out by cutting back limbs to side branches without leaving stubs or right-angle truncations. 2.1.6 Finish Grade. The elevation of the finished surface of planting soil. 2.1.7 Minimal Limb Removal. To remove only 1 or 2 major lower limbs in order to balance the overall appearance of the tree, to raise the crown and/or to reduce excess weight on one side of the tree. 2.1.8 Planting Soil. Native or imported topsoil, manufactured topsoil, or surface soil modified to become topsoil; mixed with soil amendments. 2.1.9 Raise Crown/Head. To selectively and directionally remove lower limbs and laterals to a height of 8 feet from the ground, cutting limbs back to the point of origin to avoid stubbing. 2.1.10 Remove Tree. To cut down the whole tree and to, as described following, remove the stump. 2.1.11 Roof. To remove any branch(es) from the roof of a building. 2.1.12 Root Removal. To, without doing damage to the tree, selectively remove large surface roots starting 3 feet out from the truck of the tree, removing the root to the end of the run, while never removing more than 25% of a tree root system in any one annual root pruning without prior written approval of the Agency. If required by the Agency, repair any ensuing landscape area (lawn or desert landscape) damaged by such removal. 2.1.13 Spraying. The Contractor must have the ability, capability and licensing to provide and may be required to provide spraying of trees, bushes or landscaped areas to eliminate pests (such as, but not limited to, spider mites) and to prevent trees from bearing fruit, if ordered by the Agency. 2.1.14 Sprinkler Repairs. If the Contractor damages any of the Agency sprinkler lines or system, he/she is responsible to repair such within 2 business days of such occurrence. 2.1.15 Stump Removal. To remove the remaining stump to 12 inches below the ground level and to remove all exposed roots up to 6 feet from the original base of the stump. The Contractor shall remove all chips from the ensuing hole and shall in-fill the hole with planting soil (native or otherwise approved by the Agency), compacted to ground level. 2.1.16 Subgrade. Surface or elevation of subsoil remaining after completing excavation, or top surface of a fill or backfill immediately beneath planting soil. 2.1.17 Submittals. Include, but are not limited to: 2.1.17.1 Product Data. For each type of product indicated herein. 2.1.17.2 Certification of Grass Seed. Prior to installation of any grass seed, the Contractor shall deliver to the Agency from the seed vendor for each lawn grass-seed mixture a manufacturer's document stating the botanical and common name and percentage by weight of each species and variety, and percentage of purity, germination, and weed seed, including the year of production and date of packaging. 2.2 Typical Services/Standards. In addition to the other information detailed herein (especially within the immediate-preceding Section 1.1), the Agency requires that the Contractor shall: 2.2.1 When directed to trim trees, do so in accordance with ANSI A300 Standards, including: 2.2.1.1 Trim and remove dead, diseased and broken branches. 2.2.1.2 Trim and remove branches located within 6 feet of a building and/or 8 feet of the ground. 2.2.1.3 Trim and remove branches located over the top of buildings, regardless of how close to the building the branch is. 2.2.2 Unless otherwise directed (or recommended by the Contractor and approved by the Agency): 2.2.2.1 Trimming shall be done by the "drop crotch" method. 2.2.2.2 No stubs over 1 inch shall be permitted when completed. 2.2.2.3 Live branches shall be removed to maintain the natural shape and appearance of the tree(s). 2.2.2.4 A collar shall be maintained on lateral branches. 2.2.2.5 Flush cuts are to be avoided on larger branches. 2.2.2.6 Mutilation and loss of characteristic shape of the tree shall be prohibited. 2.2.2.7 Selective removal of complete limb(s) shall be performed rather than excessive clipping with pruners (e.g. the "hedge trimming" effect shall be avoided). The saw or pruner cuts shall be flush with the parent limb or trunk of the tree. Limbs shall be pre-cut typically using a three-cut technique to prevent splintering or peeling of bark. 2.2.3 Certified Arborist. The successful bidder shall have on staff or have access to a Certified Arborist when providing services to the Agency. 2.3 Potential Lawn Renovation Work. It is possible that the Agency will require the Contractor to repair or renovate lawn areas that was damaged or destroyed by the other assigned work detailed herein. In such cases, the following shall apply: 2.3.1 Products. Please note that the term "or equal" shall automatically be inserted following any brand name listed following or herein. 2.3.1.1 Seed. Seed shall be delivered to the site in original sealed, labeled, and undamaged containers. All seed planted shall be fresh, clean, dry, new-crop seed, complying with AOSA's "Journal of See Technology: Rules for Testing Seeds," for purity and germination tolerances by Jacklin Seed, or equal product. State -certified seed of grass species as follows: 2.3.1.1.1 80% premium tall fescue blend with two of the following: Quest; Inferno; Arid 3; and/or Pixie. 2.3.1.1.2 10% premium Kentucky bluegrass of one of the following: NeBlue or BlueChip. 2.3.1.1.3 10% Perennial Ryegrass of one of the following: Caddieshack or Monterey II. 2.3.1.2 Topsoil. ASTM D 5268, pH range of 5.5 to 7, a minimum of 6% organic content, free of stones, 3/4 inch of larger in any dimension and other extraneous materials harmful to plant growth. 2.3.1.3 Selective Herbicides. EPA registered and approved, of type recommended by manufacturer for application. 2.3.1.4 Commercial Fertilizer. Commercial-grade complete fertilizer of neutral character consisting of fast- and slow-release nitrogen, 50% derived from natural organic sources of urea formaldehyde, phosphorous, and potassium in the following composition: 1 lb/1000 sq. ft. of actual nitrogen, 4% phosphorous, and 2% potassium, but weight. 2.3.1.5 Hydro-mulch. Biodegradable, dyed-wood, cellulose-fiber mulch; nontoxic and free of plant-growth or germination inhibitors; with a maximum moisture content of 15% and a pH range of 4.5 to 6.5. Sample: Conwed Fibers Cellulose by Profile Products, LLC, or equal. 2.3.2 Execution. 2.3.2.1 Weather Limitations. The Contractor shall proceed with planning only when existing and forecasted weather conditions permit such work. 2.3.2.2 Examination. The Contractor shall examine the applicable areas for compliance with the requirements and other conditions affecting performance. The Contractor shall proceed with installation only after unsatisfactory conditions have been corrected. The Agency will identify the lawn areas for renovation (minimum size of 100 sq. ft.). 2.3.2.3 Preparation. The Contractor during the performance of the work shall protect structures, utilities, sidewalks, pavements, and other facilities, trees, shrubs, and planting from damage cause by the planting operations. The Contractor shall provide erosion-control measures to prevent erosion or displacement of soils and discharge of soil-bearing water runoff or airborne dust to adjacent properties and walkways. 2.3.2.4 Lawn Preparation. The Contractor shall: 2.3.2.4.1 Coordinate lawn work with existing conditions. 2.3.2.4.2 Limit lawn subgrade preparation to areas to be seeded. 2.3.2.4.3 Apply commercial fertilizer on surface, and thoroughly blend into soil mix. 2.3.2.4.4 Unchanged Subgrades. If lawns are to be planted in areas unaltered or undisturbed by excavation, grading, or surface soil stripping operations, prepare surface soil as follows: 2.3.2.4.4.1 Remove existing grass, vegetation, and turf. Do not mix into surface soil. 2.3.2.4.4.2 Loosen surface soil to a depth of at least 4 inches, then till the soil to a homogeneous mixture of fine texture. 2.3.2.4.4.3 Remove stones larger than 3/4 inch in any dimension, including sticks, roots, trash, and other extraneous matter. 2.3.2.4.5 Disposal of Waste Materials. Legally dispose of waste materials, including grass, vegetation, and turf, off of the Agency property. 2.3.2.4.6 Finish Grading. Grade planting areas to a smooth, uniform surface plane with loose, uniformly fine texture. Grade to within plus or minus 1/2 inch of finish elevation. Roll and rake, remove ridges, and fill depressions to meet finish grades. Limit fine grading to areas that can be planted in the immediate future. 2.3.2.4.7 Planting. Moisten prepared lawn areas before planting if soil is dry. Water thoroughly and allow surface to dry before planting. Do not create muddy soil. 2.3.2.4.8 Restoration. Restore areas fi eroded or otherwise disturbed after finish grading and before planting. 2.3.2.5 Grass Seeding. 2.3.2.5.1 See Distribution. Sow grass seed with spreader or seeding machine. Do not broadcast or drop seed when wind velocity exceeds 5 mph. Evenly distribute seed by sowing equal quantities in two directions at right angles to each other. 2.3.2.5.2 Seed Moisture. Do not use wet seed that is moldy or otherwise damaged. 2.3.2.5.3 Seed Rate. Sow seed at the rate of 7 lb/1000 sq. ft. 2.3.2.5.4 Finish. Rake seed lightly into top 1/8 inch of topsoil, roll lightly, and water with fine spray; protect newly seeded areas with an application of hydro mulch. 2.3.2.6 Satisfactory Lawns. 2.3.2.6.1 Satisfactory Seeded Lawn. At the end of the maintenance period, a healthy, uniform, close stand of grass has been established, free of weeds and surface irregularities, with coverage exceeding 90% over any 10 sq. ft. (0.92 sq. m) and bare spots not exceeding 5 inches by 5 inches. 2.3.2.6.2 Unsatisfactory Seeded Lawn. The Agency will not accept any e-established lawns that do not comply with the above requirements. Accordingly, the Contractor shall continue maintenance and, if required, re-establishment of any lawn areas that do not comply with the standards set within the immediate foregoing Section 2.3.2.6.1. 2.3.2.7 Clean-up and Protection. The Contractor shall: 2.3.2.7.1 Tracking Soil and Debris. Promptly remove soil and debris created by the lawn work from paved areas and shall clean the wheels of vehicles the Contractor's vehicles before leaving the site, thereby avoiding tracking soil onto the surrounding roads, walks, or other paved areas. 2.3.2.7.2 Barricades and Warning Signs. Erect barricades and warning signs as required to protect the newly seeded areas from traffic, and shall maintain the barricades throughout the maintenance period, removing such after the lawn has been satisfactorily established. 2.3.2.7.3 Soil Erosion-control Measures shall be removed after the grass establishment period. 2.3.3 Renovated Lawn Maintenance. The Contractor shall begin maintenance services immediately after each area has been planted and continue until such services until an acceptable lawn is established ("acceptable," in the opinion of the Agency CO). The Contractor shall, during this period, maintain the lawn by watering, fertilizing, weeding, replanting, and any other required operations, to ensure proper growth. 2.4 Contractor's Responsibilities. 2.4.1 When directed by the Agency, to trim or remove any trees or shrubbery. 2.4.2 Daily removal of all debris from the work site. Also, ensuing debris shall be removed by the Contractor prior to moving from one site to another. 2.4.3 Apply tree paint on all cut limbs over 1 inch. 2.4.4 Available to respond within 4 hours of initial contact for emergencies. 2.4.5 The Contractor shall not remove any trees or shrubs unless authorized in writing by the designated Agency contact identified within the ensuing contract. 2.4.6 All completed work is to be inspected and accepted by the Agency upon completion. All work that is not completed to the satisfaction of the Agency will be corrected within 3 work days. 2.4.7 At all times while conducting the work or "after hours" when the work is conducted over multiple days, ensure the safety of his/her staff, Agency residents and employees and the general public. PLEASE NOTE: It is especially important that the Contractor train his/her staff in the proper ways to work around power lines. Therefore, each chosen bidder shall provide, as a part of the information submitted under Tab No. 4, a description of such training that is given to his/her staff. Further, the Contractor shall perform all work in accordance with the latest applicable governmental safety regulations, including, but not limited to the U.S. Department of Labor, Office of Safety and Health Administration Regulations and Suggested Practices. All work shall be performed by the Contractor in strict accordance with ANSI A300 Standards and ANSI Z133.1, "Pruning, Trimming, Repairing, Maintaining and Removing Trees and Cutting Brush Safety Requirements," with special emphasis given to the requirement that only qualified line-clearance tree trimmers be assigned to work where a potential electrical hazard exists. 2.4.8 The Contractor shall be responsible to protect existing equipment and structures (including Agency-owned, tenant-owned, and such owned items by the public at large) from damage; and to repair in a timely manner any damage to any Agency property or any other property damaged (i.e. Agency residents; adjacent property; etc.) by the Contractor, his/her agents, whether such acts were intentional or not. 2.4.9 Ensure that all Work performed by the Contractor or his/her agents is performed in a professional manner, compliant with all codes, laws, regulations, statutes and commonly accepted industry standards, and that as a result, the trees trimmed are not harmed by an inappropriate or improper action by the Contractor or his/her agents. If such occurs, the Contractor shall be solely and fully liable to make the Agency or other harmed party "whole." 2.4.10 The Contractor shall ensure that he/she, to the greatest extent feasible, minimizes interference with on-site drives, parking areas and walks, adjoining streets, walks, and other adjacent occupied or used facilities during operations or "after hours." Please note that the Contractor shall not close or obstruct streets, walks, or other adjacent occupied or used facilities without the written permission of the Agency. Further, if such permission is given, the Contractor shall ensure that an alternate route around closed or obstructed traffic ways is provided. 2.4.11 The Contractor shall be required to obtain and pay for any local permits and fees required by government for this work, though the Agency will reimburse the Contractor for such costs if pre-approved by the Agency ("pre-approve," meaning the Contractor obtains the written permission of the Agency, prior to beginning work, to pay for such costs). 2.4.12 Supervision. At all times during any assigned work, the Contractor shall have on-site an experienced full-time supervisor while the assigned work is in progress. 2.5 Method of and Procedure to Award (Task Order). The Agency will retain the right to contract with any of the bidders as a result of this IFB, which contracting shall occur in the following manner (this is sometimes called "forming a pool" of contractors that the Agency may draw from): 2.5.1 As detailed within the following Section 3.3 herein (most specifically, Section 3.3.1), if a pool of contractors is formed, each bidder will be ranked by the total calculated bid sum submitted in response to this IFB. Please also see IFB Attachment H, attached hereto. 2.5.2 When the Agency has need of work in each service area, the Agency staff assigned will contact the 1st-ranked Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable time-frame the Agency has established for that work (typically, "reasonable" shall be meet at the site within 1 work day and begin work within 1 work day thereafter). If the 1st-ranked Contractor is not available, the Agency will proceed to the next-ranked Contractor, and so forth, until the Agency has located an available Contractor. The Agency will use the form attached as IFB Attachment H, attached hereto, to record this information for each task order. 2.5.2.1 "Typical" Definition Pertaining to Emergencies. There may be instances when it is not reasonable to wait for the needed services to be completed, when service is required from a Contractor immediately, meaning a Contractor is needed to drive to the site quickly. In such cases the Agency reserves the right to (and probably will) suspend the one-day required response time defined within the immediate preceding Section 2.4.2 and will seek a Contractor who within the previously described pool rotation who is immediately available. 2.5.3 Procedure to Award (Task Order). When the Agency has need services, the Contractor and the Agency representative will meet at the applicable site, inspect the site and mutually determine the extent of the required equipment and services needed. Each bidder has already, as a part of his/her quote submittal, submitted proposed unit fees for the various equipment and services that will be needed to complete the work. The following information shall be entered by the Contractor on the Task Order form and delivered to the Agency: 2.5.3.1 All applicable descriptions of the equipment and/or services to be provided (as detailed herein). 2.5.3.2 The applicable quantity of each such equipment and/or service (most especially as determined at the aforementioned meeting at the site detailed previously within this section). 2.5.3.3 The applicable unit costs for each such equipment and/or services. 2.5.3.4 The calculated total. 2.5.4 Unit Costs Proposed All-inclusive. Please remember that, unless otherwise provided for herein, the unit fees bid shall be all-inclusive all other items, services and costs that the Contractor needs to complete the work, including but not limited to: tools; equipment; insurance; licensing; employee costs, including benefits; etc. 2.6 Current/Previous Contractor. The Agency has not had a previous contracted firm for these services on a long-term contract.