City of Lake Wales
Request for Proposal
Tree Trimming Annual Maintenance – Certified Professional Arborist
RFP NO. 25-03
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Cut along border and affix this label to your sealed bid envelope to identify it as a
“Sealed Bid”. Be sure to include the name of the company submitting the bid where
requested.
SEALED BID – DO NOT OPEN
SEALED BID NO: 25-03
BID TITLE: Tree Trimming Annual Maintenance – Certified Professional Arborist
DUE DATE/TIME: Friday, November 8, 2024 at 2:00 PM prevailing time.
SUBMITTED BY: _____________________________________
Name of Company
Deliver To:
City of Lake Wales
City Manager’s Office
Attention: Cynthia Monk
201 West Central Avenue
Lake Wales, FL 33853
Please Note: From time to time, addenda may be issued to this bid. Any such addenda
will be posted on the same website, www.lakewalesfl.gov, from which you obtained this
bid. Before submitting your bid, you should check our website to download any addenda
that may have been issued. Please remember to sign and return addendum
acknowledgement form with completed bid package if applicable.
Questions regarding this solicitation will be received up to 5:00PM prevailing time,
Friday, November 1, 2024. Addenda (if applicable) will be issued by 5:00PM prevailing
time, Monday, November 4, 2024.
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REQUEST FOR PROPOSAL
RFP #25-03
NOTICE IS HEREBY GIVEN that the City of Lake Wales is accepting sealed bids for:
Tree Trimming Annual Maintenance – Certified Professional Arborist
At 2:00 P.M., prevailing time, on Friday, November 8, 2024 in the City Commission
Chambers at the Municipal Administration Building, 201 Central Ave. W., Lake Wales,
Florida, bids will be opened and read aloud.
An original and two (2) copies of all bids, including all executed documents and needed
attachments, shall be placed in a sealed envelope, with label from page 2 affixed, and
delivered prior to the opening deadline, 2:00 P.M., prevailing time on Friday, November
8, 2024.
Intent
The City of Lake Wales is seeking The purpose is for the City of Lake Wales to obtain
prices from qualified vendors to furnish all labor and equipment to perform ongoing
routine annual tree maintenance of trees/palms, remove trees/palms, and grind the stumps
for City-owned plantings, as well as emergency call-outs.
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Pre-Bid Meeting
A NON-MANDATORY Pre-Bid meeting will be held on Thursday October 31, 2024, at
10:00 A.M. local time in the Lake Wales City Commission Chambers at the Municipal
Administration Building, 201 W. Central Ave., Lake Wales, Florida 33853.
Responding to the Request for Proposal
All persons and firms wishing to submit bids must obtain a complete copy of the Request
for Proposal and submit all required forms as outlined in the solicitation document with
their response. Bid specifications and related forms can be accessed on the City’s
website, www.cityoflakewales.com: Departments: Purchasing, or by contacting Cynthia
Monk via email at cmonk@lakewalesfl.gov.
Faxed or e-mailed bids will not be accepted. Responses may be hand delivered, mailed,
or delivered via courier service to the following address:
City of Lake Wales
City Manager’s Office
Attention: Cynthia Monk
201 West Central Avenue
Lake Wales, FL 33853
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PROJECT REQUIREMENTS AND SPECIFICTIONS
Scope of Work:
A. Project Description:
The purpose is for the City of Lake Wales to obtain prices from qualified vendors
to furnish all labor and equipment to perform ongoing routine annual tree
maintenance of trees/palms, remove trees/palms, and grind the stumps for City-
owned plantings, as well as emergency call-outs.
B. Specification Scope:
The scope of this specification is for the Contractor to provide labor, equipment,
supervision, and supplies to perform tree/palm trimming and removal operations
located on public rights-of-way and City owned properties for the City of Lake
Wales. The Contractor shall also be readily able to supply additional crews in the
event of an emergency.
1. The scope of work and pricing method to be determined during an in-person
site visit with the Contractor and the City Arborist, City Horticulturist or their
designee.
2. At the City’s discretion, the scope of work may be altered by addition or
reduction. If required, the Contractor shall supply additional personnel and/or
equipment at the same agreed rates.
3. The Contractor will not be compensated for work performed outside the scope
without a written change order approved by the authorized City
representative.
4. Work to be performed by Contractor on an on-call basis, which could occur
regularly. Necessity of Work and phasing to be determined and approved by
City Arborist, City Horticulturist or their designee.
C. Location of Hardwoods, Softwoods, Palms, Shrubs and Vines:
Hardwoods (Angiosperms), Softwoods (Gymnosperms), palms, shrubs and vines
will be located mostly in rights-of-way, the downtown corridor, cul-de-sacs,
parks, and around City buildings. The contractor shall provide certified
professional arborist and equipment needed to trim trees/palms and/or remove
trees/palms that require said work. All hazardous trees/palms and/or hazardous
conditions shall be reported to the Project Manager immediately.
D. Contractor shall provide a certified professional arborist to assist the City arborist,
as needed, to inspect and assess tree and palm issues, e.g. disease, insect
infestations, nutrient deficiencies etc.
GENERAL CONDITIONS
A. Contract Documents:
All parties involved shall agree that a contract shall be non-exclusive, if awarded.
B. Definitions:
Words, phrases or other expressions used in this Specification shall have
meanings as follows:
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1. “City” shall mean the City of Lake Wales, Florida, a municipality, acting
through their duly authorized representatives.
2. “Contractor” shall mean the company or individual who has entered into this
Contract to perform the work specified, or their duly authorized
representatives. When the word “Bidder” is used, it is understood to also mean
Contractor.
3. “Date of Contract,” to mean the date the City Purchase Order is issued.
4. “Day” or “days” to mean a calendar day.
5. “Work” shall mean the labor, equipment, and services to be provided as
specified and carried out per this contract.
6. No terms or phrases stated are to imply that the City has any authority or
responsibility for supervision of the Contractor’s forces or operations.
7. Any terms stating that Work performed is acceptable or satisfactory, is
understood to be only in the judgment of the City.
8. The City Arborist, Horticulturist, or their designee will determine if
emergency procedures defined in the specification are to be implemented.
C. Award of Bid:
The City reserves the right to award the bid to the Contractor that best serves the
interest of the City of Lake Wales.
D. Contract Management:
The City Arborist, City Horticulturist or their designee will serve as the City’s
Project Manager. The Project Manager will not be responsible for the personnel
or materials of the Contractor, rather only for the coordination of Work as
outlined in this Specification. The Contractor shall have a designee to serve as the
local representative to manage the Work and meet with the City’s Project
Manager when requested by the City.
E. Assignment and Subcontracting:
The Contractor is to perform all work with its personnel and equipment. The
Contractor shall not subcontract any work without the previous written consent of
the City.
F. Oral Statements:
It is agreed by all that the written terms and provisions of this specification shall
supersede all oral statements by representatives of the City and/or the Contractor.
G. Inspections:
The City reserves the right to make inspections to ensure the contract is being
fulfilled. If corrections are to be made after inspection, the Contractor is to
provide corresponding work at no additional cost to the City.
H. Indemnification and Insurance:
The Contractor shall indemnify and hold harmless the City and provide proof of
insurance as required in this agreement. Contractors should determine that they
hold the necessary insurance prior to bid submittal.
I. Conduct:
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
