Notice to Bidders: Request for Bid WCSD-25-016 Tree and Tree Stump Grinding and Removal

Request for Bid
WCSD-25-016 Tree and Tree Stump
Grinding and Removal

Request for Bid WCSD-25-016 Tree and Tree Stump Grinding and Removal
1. Request for Bid
The Waukee Community School District is seeking a Bidder to provide tree and tree
stump services on District-owned property.
Waukee CSD intends to Award one bidder. Waukee CSD reserves the right use multiple
sources to protect The District's overall interests. Waukee CSD does not guarantee any
minimum purchase of requested services after Award.
1.1 Definitions
For the purposes of this RFB and the resulting contract, the following terms shall
mean:
"District" means Waukee Community School District (or Waukee CSD) that is
issuing the RFB and shall utilize and purchase the services of the selected
Respondent.
"Contract" means the Contractual Agreement(s) entered into with the successful
Respondent(s).
"Contractor" means the awarded Respondent(s) to provide the contractual
services agreed upon.
"Deliverable" means the completion of a milestone or accomplishment of a task.
"General Terms and Conditions" means the General Terms and Conditions for
Services Contracts.
"Bid" means the Bidder's Bid submitted in response to the RFB.
"Bidder" means the company, organization or other business entity submitting a
proposal in response to this RFB.
"Responsible Bidder" means a Bidder that has the capability in all material
respects to perform the scope of work and specifications of the Contract. In
determining whether a Bidder is a Responsible Bidder, the District may consider
various factors including, but not limited to, the Bidder's competence and
qualifications to provide the goods or services requested, the Bidder's integrity
and reliability, the past performance of the Bidder's and the best interest of the
Agency and the State.
1 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

"Responsive Bid" means a Bid that complies with the material provisions of this
RFB.
"RFB" means this Request for Bids and any attachments, exhibits, schedules or
addenda hereto.
2. Contract Term
Final award is contingent upon approval by the Waukee CSD Board of Education and the
District's legal counsel.
After selection, Waukee CSD will meet with the Bidder for the purpose of negotiating an
Agreement that is acceptable to both parties. In the event that the parties do not
achieve an acceptable agreement, Waukee CSD reserves the right, at its sole discretion,
to negotiate with other Bidders. Should the above process not result in a contract,
Waukee CSD will re-evaluate relevant issues and take appropriate follow-up action.
The initial contract term shall be one (1) years, beginning on Award Date and ending on
[February 28, 2027], with an option for up to four (4) one-year renewals by mutual
agreement.
3. Notice to Bidders
3.1 RFB Schedule
Event Open: 01/29/2026 8:30 AM CST
Question Submission Close: 02/05/2026 2:00 PM CST
Event Close: 02/13/2026 2:00 PM CST
Board Notification and Approval: 02/23/2026
Contract Finalized and Signed: 02/24/2026
3.2 Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by February 05, 202X 2:00 PM CST. The Waukee
CSD will provide responses to those questions deemed appropriate at:
https://www.waukeeschools.org/WaukeeCSD/departments/business-services/no
tice-to-Bidderss-RFB-rfq. Answers will not be provided on an individual basis.
2 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

3.3 Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will
be the Purchasing Agent listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of
any digital files.
3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD's decision to all Bidders.
3.5 Bid Submission:
Bids are due February 13, 2026 at 2:00 PM CST. Bids shall be submitted
electronically via email to jjanssen@waukeeschools.org as outlined below, prior
to the Bid deadline. Bids should be signed by an authorized individual to bind the
firm, and shall be valid for at least sixty (60) days.
Please mark your email bids: "RFB WCSD-25-016 Tree and Tree Stump Grinding
and Removal". The school district reserves the right to reject any and all bids and
to accept the bid deemed to be in the best interest of the school district in its
sole and absolute discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Bidder as public records
unless the Bidder properly requests that specific parts of the Bid be treated as
confidential at the time of submitting the Bid AND the information is confidential
under Iowa or other applicable law. Waukee CSD's release of public records is
governed by Iowa Code Chapter 22. Bidders are encouraged to familiarize
themselves with Chapter 22 before submitting a Bid. Waukee CSD will copy and
produce public records as required to comply with Chapter 22 or other applicable
laws.
3.7 No Minimum Guaranteed
Waukee CSD anticipates that the awarded Bidder will provide services as
requested by Waukee CSD. Waukee CSD will not guarantee any minimum
compensation will be paid to the Respondent or any minimum usage of the
Bidders services.
3 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4. Scope of Work
The Waukee Community School District is seeking a Bidder to provide tree and tree
stump services on District owned property.
Bidder shall remove all known diseased and dead trees and tree stumps identified in
Exhibit A - Stump Locations no later than June 30, 2026.
Any additional tree or stump removals requested by the District shall be completed by
the end of the Contract term.Bidder shall perform any future as needed work at
locations identified by the District on request.
4.1 Tree and Tree Stump Removal and Grinding
4.1.1 The Work shall include, but is not limited to, the following services:
Tree trimming and pruning
Tree removal
Stump removal and stump grinding
Wood waste removal and disposal
Remove dead or dying trees
Prune limbs and elevate branches
Remove and grind stumps
Remove and dispose of all wood chips, grinding debris, brush, and
leaves on a daily basis
4.1.2 Bidder shall not enter private property while performing the Work.
4.1.3 The District may request that non-diseased pruned wood be chipped on
site and left for District use.
4.2 Bidder shall provide all labor, materials, equipment, tools, services, supervision,
and permits necessary to perform the Work.
4.3 Stump Grinding Requirements
4.3.1 The Bidder shall determine the means and methods necessary to
completely remove stumps, including exposed root systems extending
beyond the stump mass.
4.3.2 Stumps and associated roots shall be ground to a minimum depth of
fifteen (15) inches below finished grade, including to the edge of any
finished paving surface.
4 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4.3.3 Wood waste generated from stump grinding shall be used to backfill the
area to six (6) inches below finished grade.
4.3.4 The remaining six (6) inches shall be filled with approved topsoil.
4.3.5 Grass seed shall be applied over the topsoil.
4.3.6 Stumps may be located in parkways, sidewalk tree pits, sidewalks, open
grass areas, medians, parks, or other District-owned property.
4.3.7 The Bidder shall not be responsible for removing roots or stumps
extending beneath sidewalks or finished paving surfaces.
4.3.8 All stump work shall be subject to inspection and acceptance by the
Operations Site Based Administrator or designee prior to final
completion.
4.3.9 The Bidder shall identify and report any locations requiring repair due to
stump removal to the Operations Site Based Administrator.
4.4 Wood Waste and Work Site Condition
4.4.1 Stump grinding shall be performed with minimal disturbance to
surrounding areas.
4.4.2 Upon completion of work at each work site each day, the Bidder shall
immediately remove and properly dispose of all wood waste, debris,
brush, leaves, and excess materials. Each work site shall be left in a clean,
safe, and orderly condition acceptable to the District.
4.4.3 If a work site is left in an unsatisfactory condition, the District may require
the Bidder to return within twenty-four (24) hours to correct the
condition. If the Bidder fails to do so, the District may perform the
cleanup and deduct all associated costs from payments due to the Bidder.
4.5 Work Orders
All work under this Contract shall be performed only after written authorization
by the District through an issued purchase order or work order. Work performed
without authorization shall not be compensated.
5 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4.6 Work Scheduling
4.6.1 All Work shall be scheduled in advance and approved by the Operations
Site Based Administrator prior to commencement.
4.6.2 The Bidder shall notify the Operations Site Based Administrator upon
arrival at the work site and upon completion of the work.
4.7 Work Hours
4.7.1 All Work shall be performed during standard District working hours unless
otherwise approved by the District. Standard hours are Monday through
Friday, 7:30 A.M. to 9:00 P.M. Some projects may require evening work.
4.7.2 For as-needed service calls, the Bidder shall respond within three (3)
working days of notification. The District will initiate emergency requests
directly.
4.7.3 Overtime, defined as Work performed outside standard hours or in excess
of eight (8) hours per day, shall require prior written authorization from
the District. Applicable rates shall be listed in Attachment A.
4.7.4 Double time shall apply to work performed on federally recognized
holidays and shall require prior written authorization from the District.
Applicable rates shall be listed in Attachment A.
4.8 Bidder Personnel
4.8.1 Bidder shall provide skilled personnel capable of completing the work
safely and within required timeframes.
4.8.2 All personnel shall hold all required licenses, certifications, and
classifications. Documentation shall be provided upon request.
4.8.3 Bidder shall assign a project manager or supervisor for the duration of the
Contract. The supervisor shall be present at the work site while Work is in
progress.
4.8.4 The District may reject any worker deemed unqualified or performing
unsatisfactorily.
6 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4.9 Additional Services
The District may add or remove similar services during the Contract term.
4.10 Utility Coordination
Bidder shall coordinate with Iowa One Call to ensure all utilities are properly
marked prior to performing the Work. If utility conflicts are identified, the Bidder
shall notify the District no fewer than five (5) days in advance of scheduled work
at the affected work site.
4.11 Weather Conditions and Delays
4.11.1 Weather-related delays shall be documented in writing and approved by
the Operations Site Based Administrator.
4.11.2 No work shall be performed when conditions are deemed unsuitable by
the Operations Site Based Administrator.
4.12 Acceptance and Defects
4.12.1 All work shall be subject to inspection and acceptance by the Operations
Site Based Administrator or designee.
4.12.2 The Bidder shall correct, at its own expense, all defective, rejected,
incomplete, or nonconforming work.
4.13 Bonding, Insurance, and Compliance
Bidder shall meet all bonding and insurance requirements and shall comply with
all applicable local, state, and federal laws and regulations.
4.14 Pricing
4.14.1 Bidder shall submit all labor rates, material and supply markup
percentages, and an itemized schedule of rates for equipment, trucks, trip
charges, and other reimbursable items in Attachment A - Pricing Sheet.
4.14.2 Bidder shall disclose material markup percentages and shall provide
supplier invoices upon request. The District may furnish materials
required for any project, which shall supersede Bidder-provided
materials.
7 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4.15 Work Rules and Site Safety Conditions
Waukee Community School District buildings have specific security and safety
policies and procedures established which must be adhered to at all times, per
their instructions.
4.15.1 Bidder must perform all work services in a safe and orderly manner and
must protect all existing property and persons from damage and injury.
4.15.2 Bidder must conduct all work operations in strict accordance with all
applicable local, State, Federal, OSHA safety law, statute, code and
regulations.
4.15.3 All labor, parts and materials must be provided in accordance with the
American Society for Testing and Materials (ASTM) and the American
National Standards Institute (ANSI) and the City of Waukee building and
fire codes.
4.15.4 Bidder must at its sole expense immediately correct any dangerous
condition caused by or as a result of the Bidder's work.
4.15.5 If any shutdown of services is required, Bidder must contact the Waukee
CSD Operations Site Administrator prior to shutdown.
4.15.6 Bidder must supply, install and remove all temporary safety and warning
signage, barricades and fencing at Work Service locations as necessary.
Signs and verbiage must be preapproved by Waukee CSD Operations.
Signs must be posted in sufficient quantities in advance to the locations
of scheduled work. (Twenty Four to Forty Eight) 24-48 hours.
Signage must be removed immediately upon final completion of service
work at each location.
4.15.7 Bidder must keep the site clean, and swept on a daily basis, or more often
if required to keep premises clean and safe. The Bidder must remove all
materials, and debris from the work site on a daily basis.
4.15.8 Existing walks, driveways and parking areas are to be kept free and clean
at all times. Parking spaces should be arranged with the District. All
parking costs are the responsibility of the Bidder.
8 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal

4.16 Hazardous Materials
4.16.1 Where the Bidder encounters suspected areas of hazardous materials
such as asbestos, Bidder must immediately cease operations and notify
Waukee CSD Operations Site Administrator.
4.16.2 No work must proceed until Waukee CSD Operations has the areas tested
and has initiated an approved method of neutralizing or removing the
hazard, as per E.P.A. requirements.
4.16.3 Bidder agrees to accept responsibility for notifying his or her employees
of any hazard which exists and to protect all personnel from the same,
holding harmless Waukee CSD, his or her employees, and the Designer
from any claims against them by the Bidder, his or her employees or third
parties.
4.16.4 Waukee CSD must advise the Bidder of any verified hazards.
4.16.5 Waukee CSD will also advise the areas suspected as possible hazards.
4.16.6 If the Bidder is required to work in the suspected hazardous area (but not
in direct contact with the hazard), they will be required to accept
responsibility and cost for notifying and protecting his or her personnel as
though the area is contaminated.
4.16.7 Bidder will not be reimbursed for a reasonable delay in work caused by a
hazard during the job.
4.17 Contract Administrator
The resulting contract administrator will be Julie Janssen, Purchasing Specialist
for Waukee CSD. Any Contract changes must be amended by the Contract
Administrator.
4.18 Site Based Administrator
The site-base administrator is Tyler Puls, Director of Operations. Any Contract or
Service changes during the term of the contract must be approved by the Site
Based Administrator.
9 RFB WCSD-25-016 Tree and Tree Stump Grinding and Removal