RFP Tree Pruning and Removal Services

REQUEST FOR PROPOSALS
TREE PRUNING AND REMOVAL SERVICES
MAYOR
Rico E. Medina
CITY COUNCIL
Rico E. Medina, Mayor
Sandy Alvarez, Vice Mayor
Tom Hamilton, Council Member
Michael Salazar, Council Member
Marty Medina, Council Member
CITY MANAGER
Alex D. McIntyre
COMMUNITY SERVICES DEPARTMENT
Travis M. Karlen, Director
Request for Proposals and Notice to Contractors:
ISSUED: Wednesday, April 15, 2026
DUE DATE: Friday, MAY 15, 2026, 2:00PM
MAIL PROPOSAL TO: 567 El Camino Real, San Bruno, CA 94066

COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
Table of Contents
I. NOTICE INVITING PROPOSALS .................................................................................. 3
II. SCOPE SUMMARY ........................................................................................................ 3
III. CONTRACT TERM ......................................................................................................... 4
IV. INSTRUCTIONS FOR PROPOSAL SUBMITTALS ........................................................ 4
V. RFP IMPORTANT DATES .............................................................................................. 7
VI. PROPOSAL DELIVERY & CONTENT REQUIREMENTS .............................................. 8
VII. CONTRACTORS' REQUIREMENTS ........................................................................... 10
VIII. RFP EVALUATION PROCESS ..................................................................................... 13
IX. SELECTION PROCESS ............................................................................................... 15
X. CONTRACT REQUIREMENTS .................................................................................... 16
XI. APPENDIXES & ATTACHMENTS ................................................................................ 21
Scope of Work (SOW) ................................................................................................... 22
Scope of Work Acknowledgement ................................................................................. 42
RFP Proposal ................................................................................................................. 43
Additional Information .................................................................................................... 46
Proposal Guarantee (Bond) ........................................................................................... 50
Addenda Acknowledgement .......................................................................................... 51
Non-Collusion Affidavit ................................................................................................... 52
RFP Score Card ............................................................................................................. 54
General Service Agreement ........................................................................................... 55
RFP Submittal Packet Check List .................................................................................. 60
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
I. NOTICE INVITING PROPOSALS
This is a Request for Proposals ("RFP") for tree pruning and removal services as required
by the City of San Bruno ("CITY") in accordance with the specifications, terms and
conditions specified herein.
CITY is soliciting proposals from qualified tree care and maintenance firms
("proposers") for the award of a contract to provide the following services:
1. Annual pollarding of the sycamore and mulberry street trees in each year of CITY's
four-year tree pruning program.
2. Annual street tree structural/safety pruning in each year of CITY's four-year street
tree pruning program.
3. Parks, medians, and open space tree pruning, tree removal, and stump grinding, as
needed.
4. Sidewalk repair program tree root pruning, tree removal, and stump grinding, as
needed.
5. Emergency Services to respond for pruning or removing trees that present an
imminent danger, as needed.
The purpose of this RFP is to provide CITY with the best possible tree care to maintain
CITY's street trees and urban forest at a level expected by CITY's residents, City
Council, City staff, and visitors to the community as set forth in the Section III of this
RFP. The successful proposer will work closely with CITY's Parks Service Manager to
ensure the most appropriate care and maintenance of CITY's street trees and urban
forest with sensitivity to CITY, its residents, and visitors.
II. SCOPE SUMMARY
The full Scope of Work provided in Appendix (A), outlines detailed requirements,
frequencies, and performance standards. Typical tasks include, but are not limited to:
Furnish all labor, supervision, methods and processes, implements, tools, machinery,
equipment, transportation, and materials to provide tree pruning and removal services,
including stump removal/grinding as required by CITY in a thorough and professional
manner and complete all work in a timely manner that will meet CITY's requirements.
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
III. CONTRACT TERM
The contract term will be four (4) years beginning July 01, 2026. CITY seeks a long-term
partnership that emphasizes quality, reliability, and continuous improvement.
IV. INSTRUCTIONS FOR PROPOSAL SUBMITTALS
This section provides general instructions and administrative guidance applicable to all
prospective proposers. It outlines CITY's expectations for proposal preparation,
communication protocols, and the rules that govern the competitive solicitation process.
Proposers must carefully review all components of this Request for Proposal (RFP),
including all appendices, forms, and referenced documents. Proposals must follow the
formatting, content, and submission requirements outlined in this RFP. Failure to comply
may result in the proposal being deemed non-responsive.
A. PROPOSAL PREPARATION GUIDELINES
Proposals must be prepared clearly, concisely, and in accordance with the structure
outlines in the RFP. Proposals shall be made on the Proposal Form included in this
RFP as Attachment A. Proposers shall enter all requested information in the appropriate
spaces on the Proposal Form. No oral, telephone, or facsimile proposals will be
accepted. All information submitted should be accurate, complete and relevant to the
requested services. Proposers are responsible for ensuring that their submissions
reflect a thorough understanding of the Scope of Work and all contractual requirements.
Documents should be typed, legible and free of unauthorized alterations.
Erasures, interlineations, or corrections must be initialed by the proposer. Unauthorized
conditions, limitations, or alterations to the proposal documents may result in rejection.
B. EXAMINATION OF PROPOSAL DOCUMENTS
The Proposal Documents consist of this RFP, each and every document listed in the
Table of Contents of this RFP, and any addenda issued by CITY. Proposers shall
thoroughly examine and be familiar with all Proposal Documents. Submission of a
proposal shall constitute proposer's acknowledgment upon which CITY may rely that
proposer has thoroughly examined and is familiar with the Proposal Documents. Failure
or neglect of proposer to receive or examine all or part of the Proposal Documents shall
in no way relieve the proposer from any obligations with respect to this RFP or any
resultant contract. No claim for additional compensation will be allowed that is based
upon a lack of knowledge of any part of the Proposal Documents.
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
C. ADDENDA
Should a proposer discover conflicts or ambiguity in the Proposal Documents that
require a decision or explanation, the proposer may request an interpretation. Such a
request shall be made in writing and emailed to csdconstracts@sanbruno.ca.gov no
later than May 01, 2-026 at 2:00 p.m. Pacific Local Time.
Every interpretation made to proposers will be in the form of an addendum issued by
CITY. Addenda, if issued, will be sent as promptly as possible to all parties and made
available on CITY's Bid Posting portal.
Only written and properly issued Addenda(s) by CITY shall be binding; any oral and/or
other form of interpretation or clarification will have no legal or contractual effect. Oral
statements by CITY staff do not modify the RFP.
Proposers are responsible for monitoring published addenda and incorporating them
into their proposals. Proposers must acknowledge the receipt of addenda on the
Proposal Form.
D. WITHDRAWAL OR REVISION OF PROPOSALS
Before Date and Time for Receipt of Proposals - Proposals that contain mistakes
discovered by a proposer before the Submission Deadline may be modified or
withdrawn by written notice to the Parks Services Manager received prior to the
Submission Deadline. Any modification shall be clearly identified as such and shall be
made in writing, executed, and submitted in the same form and manner as the original
proposal.
A proposer may withdraw or modify its proposal prior to the submission deadline by
written request signed by the proposer's authorized representative. Revised proposals
must be submitted before the deadline and clearly marked as revisions.
After Date and Time for Receipt of Proposal - A proposer may not modify its proposal
after the Submission Deadline. A proposer alleging a mistake in a proposal may be
permitted to withdraw its proposal if the proposer alleges that a mistake was made in its
proposal that made the price materially different than intended, provided that proposer
gives written notice of the mistake and the manner in which it occurred to the Parks
Services Manager within five (5) calendar days following the Submission Deadline and
the Parks Services Manager deems it to be in CITY's best interest to permit the
withdrawal of the proposal due to mistake
E. NON-COLLUSION
Non-Collusion Certification - Proposals must include a completed and signed Non-
Collusion Affidavit, attached to this RFP as Appendix G. By submitting a proposal, the
proposer is certifying that it has not directly or indirectly been collusive with any other
proposer in the preparation and submission of the proposal. If at any time it shall be
found that the successful proposer, in presenting the proposal, colluded with any other
party or parties, the successful proposer shall be liable to CITY for all loss or damage
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
that CITY has or may suffer as the result of the collusive activity, including, but not
limited to, the cost of re-advertising for services and awarding a new contract.
F. CONFIDENTIALITY
All proposals and accompanying documentation will be treated as confidential by CITY
until it announces a recommendation for an award, on the grounds that there is a
substantial public interest in not disclosing proposals during the evaluation process. The
information provided by vendors will only be used by CITY for the purpose of evaluating
the proposals and selecting a vendor for the tree pruning and removal services contract.
G. PROPOSAL OPENING AND PUBLIC INFORMATION
CITY is a public agency subject to the requirements of the California Public Records
Act, Cal. Gov. Code section 7920.000 et seq. Proposal contents and evaluations are
subject to public records laws. After the announcement of a recommended award, all
proposals received in response to this RFP will be subject to public disclosure, with the
exception of those elements in each proposal which are exempt from disclosure
pursuant to the CPRA. Proposers should mark confidential or proprietary sections, but
CITY will determine disclosure in accordance with applicable law. Any proposal which
contains language purporting to render all or significant portions of the proposal as
"Confidential," "Trade Secret," or "Propriety," will be considered non-responsive and a
public record in its entirety.
H. PROPOSALS TO REMAIN OPEN
All submitted proposals must remain valid and open for acceptance for one (1) year
from the RFP submission deadline. This allows adequate time for evaluation and
contract execution. Proposers may request withdrawal in writing only under specific
circumstances approved by CITY.
Withdrawal of Proposal: Vendors who wish to withdraw their proposal before the
expiration of the minimum validity period should notify CITY in writing. CITY
appreciates timely communication in such cases to ensure an efficient evaluation
process.
Extension of Validity Period: In exceptional circumstances, CITY may request an
extension of the validity period from vendors whose proposals are still under
consideration. Vendors will be notified in writing if such a request is made and will
have the option to accept or decline the extension.
I. COSTS OF PREPARATION
CITY is not responsible for any costs incurred by proposers in preparing or submitting
proposals, including bonds, licenses, site visits, meetings, or presentations.
J. CITY RESERVATIONS AND RIGHTS
CITY reserves the right to:
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
1. Postpone the date and time announced for receipt of proposals by issuance of an
addendum at any time prior to the Submission Deadline;
2. Reject any proposal that is conditional in any way or that contains erasures,
items not called for, items not in conformity with applicable law, changes,
additions, alternate proposals, or any other modifications of the Proposal Form
that are not in accordance with the Proposal Documents;
3. Make any investigations deemed necessary to determine if a proposer is
responsive and responsible;
4. In the event that only one proposal is received in response to this invitation,
require the sole proposer to submit cost or pricing data to assist in determining if
the price is reasonable;
5. Reject any or all proposals;
6. Waive minor defects or irregularities in any proposal, provided that the
discrepancy does not affect the proposal amount or give the proposer an
advantage over others;
7. Award a contract to a single proposer for the entire procurement or to multiple
proposers by line item, in groups, or in phases.
8. Select a proposal based on CITY's operational needs and best-value
determination, in its sole discretion.
V. RFP IMPORTANT DATES
Below is the schedule for this RFP process. All dates and times are subject to change at
CITY's discretion, with notice provided to all known interested proposers.
DETAILS DATE TIME
RFP Published April 15, 2026
Mandatory Pre-Submittal Meeting April 22, 2026 1:00 PM
Q&A Deadline May 01 2026 2:00 PM
Proposal Submission Deadline (Local Time) May 15, 2026 2:00 PM
Notice of Intent to Award (NOIA) May 15, 2026 10:00 AM
Deadline to Appeal (from NOIA) May 20, 2026 2:00 PM
Tentative Award of Contract June 09, 2026 10:00 AM
CITY CONTACT
RFP CONTACT:
Contact Person: Audrey Afe-Tuufuli, CS Business Manager
Contact Phone: 650-745-1744
Contact Email: csdcontracts@sanbruno.ca.gov
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
PROJECT MANAGER
Contact Person: Dan Venezia, Parks Manager
Contact Phone: 650-616-7194
Requests Site Visits: dvenezia@sanbruno.ca.gov
MANDATORY PRE-SUBMITTAL MEETING INFORMATION AND AGENDA
Date: April 22, 2026
Time: 1:00 PM
Venue: Zoom ID 872 4398 3010
Attendance:
o Attendance by a representative of each proposing firm is mandatory and will be
verified via the Zoom participant.
o Each attendee must direct message the host the name of their firm, their full
name, their business title, and email address
o Proposals from firms that do not attend the mandatory presubmittal meeting will
be deemed nonresponsive and will not be considered.
Agenda:
o Brief overview of RFP scope, contract term, and performance expectations
o Virtual discussion of service areas, frequencies, (maps/photos will be shared)
o Review of mandatory insurance, licensing, staffing, and backgroundcheck
requirements
Q&A (verbal answers are preliminary; written responses will be issued by addendum)
o Advance Questions prior to Meeting: Submit written questions in advance to
csdcontracts@sanbruno.ca.gov by 4:00 PM on April 21st, 2026.
o Responses and any resulting addenda will be posted to the project webpage and
emailed to all meeting attendees and requestors.
VI. PROPOSAL DELIVERY & CONTENT REQUIREMENTS
Proposers must submit complete, well-organized proposals that comply with all instructions
in this RFP. One (1) Proposal shall be clearly marked "ORIGINAL" and three (3) copies
clearly marked "COPY" of the completed proposal packet, together with any required
attachments or explanatory materials, prior to the time and date set for receiving proposals
as stated on the cover page of this invitation or any modifying addenda. All material should
be printed double-sided on paper.
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COMMUNITY SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
Proposals will be received at the counter of CITY Clerk's Office located at 567 El Camino
Real, San Bruno CA 94066 by or before 2:00 p.m. EXACTLY, Pacific Local Time, on Friday,
May 15, 2026 ("Submission Deadline"), for the services described in this RFP.
A. RFP DELIVERY
1. Hard-Copy Mailing/Deliver (Required)
Provide one (1) copy marked "ORIGINAL"
Provide three (3) copies marked "COPY"
Submit proposals in a sealed envelope clearly marked with the proposers' name,
return address, and the RFP addressed as follows:
TREE PRUNING AND REMOVAL SERVICES RFP
City of San Bruno
Community Services Department
Parks Division
Attn: Dan Venezia, Park Services Manager
c/o City Clerk Office
567 El Camino Real, San Bruno, CA 94066
2. Electronic Copy (Required)
An emailed PDF is required in addition to hard copies. The electronic PDF must be
received by csdcontracts@sanbruno.ca.gov by submission deadline of Friday
May 15, 2026 at 2:00PM. If the file exceeds the normal file size for an email transit,
split into parts and indicate order (e.g., Part 1 of 2) in subject line and body. CITY
recommends a searchable PDF and file name as (i.e.) RFP Pruning and Tree
Removal Part 1
File Format: single PDF
Email Subject: RFP Tree Pruning and Removal Services - Proposal Submission
B. LATE PROPOSALS
Proposers shall be responsible for the timely delivery of their proposals. CITY shall not
accept proposals received after the Submission Deadline and shall return such
proposals unopened, unless necessary to open for identification purposes only.
C. ORGANIZATION AND REQUIRED CONTENTS
Proposals must include all forms and supporting documents listed in the Appendixes. At
minimum, include the following information in the order presented:
1. Proposer Information
Legal Business Name
Mailing Address
Phone Number
Email Address
Primary Contact Person
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REQUEST FOR PROPOSAL
TREE PRUNING AND REMOVAL SERVICES
2. Required Documents (see Appendix B)
D. PROPOSAL OUTLINE
The standardized outline below is established to ensure a fair and efficient evaluation of
proposals. Proposals that do not follow this prescribed sequence may be deemed non-
responsive.
1. Executive Summary
2. Staffing plan - Roles, shift coverage, supervision, percent allocation, key personnel
3. Training & Qualifications - Orientation, Recurrent Training, Certifications,
background checks
4. Pruning and Pollarding Procedures & Schedules Check -
Daily/weekly/monthly/periodic tasks; area-by-area task matrix; checklists
5. Quality Control & Inspections - Inspection Frequency, sample forms, corrective
actions, KPIs, reporting cadence
6. Equipment & Supplies - List of functions, maintenance/replacement plan,
consumables responsibility
7. Transition & Implementation Plan - Mobilization timeline, start-up checklist, site
walk, contingency staffing
8. Innovations & Value-Adds - Technology, process improvements, cost-saving or
sustainability initiatives
9. Experience: List contracts of similar nature and complexity, completed within the
past five (5) years.
10. Resumes of Proposed Key Personnel
11. Certifications: List personnel certifications
E. BALANCED PRICING REQUIREMENTS
CITY requires transparent and balanced pricing to ensure fair competition and mitigate
potential financial or performance risk. Proposal pricing must:
Reflect reasonable and proportionate costs across all service areas
Avoid unbalanced line-item pricing that could disadvantage CITY
Include clear explanations for all cost components
Unbalanced or non-transparent pricing may result in disqualification.
VII. CONTRACTORS' REQUIREMENTS
CITY seeks qualified tree services contractors with demonstrated experience maintaining
urban forest maintenance programs to governmental agencies and/or municipalities that
includes, but is not limited to, the pruning, removal and replacement of trees for at least five
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