As-Needed Tree Planting and Maintenance Services

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
As-Needed Tree Planting and Maintenance Services
ISSUE DATE: September 24, 2026
QUESTIONS DUE: October 9, 2026 AT 1:00 PM
ADDENDUM POSTED (IF NEEDED): October 13, 2026
SUBMITTALS DUE: October 23, 2026 AT 10:00 AM
BID NO. 27-0013
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
PLANNING DEPARTMENT
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City of Hendersonville
Planning Department
PROJECT NAME:
As-Needed Tree Planting and Maintenance Services
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-6
General Conditions 7-12
Specifications 13-17
Bid Proposal Submittal Form 18
Bid Proposal Submittal Pricing Sheet 19-21
Title VI Compliance 22
Exhibits A-D 23-26
Form of Contract Agreement 27-28
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INVITATION TO BID
The City of Hendersonville is accepting sealed bids for the As-Needed Tree Planting and
Maintenance Services.
The City is seeking a qualified contractor to furnish all labor, materials, equipment,
transportation, and incidental services necessary to perform tree planting, tree care, shrub and
perennial installation, and related landscape maintenance services at various locations within the
City of Hendersonville.
Work will be performed on an as-needed, unit-price basis and may include, but is not limited to,
planting and replacement of trees and shrubs, mulching, watering, pruning, fertilization,
straightening and staking, tree removal, vegetation removal, pest control, and restoration of
disturbed areas.
Specifications may be obtained by email request to Timothy Whitten with the Planning
Department at twhitten@hvilletn.org or by paper copy from the Planning Department,
Hendersonville City Hall, 101 Maple Drive North, Hendersonville, TN 37075.
Bids must be submitted by October 23, 2026, for the opening at 10:00 AM (CST), at which
time they will be opened in Conference Room 3 at Hendersonville City Hall, 101 Maple Drive
North, Hendersonville, Tennessee 37075.
The City reserves the right to waive informalities, reject any or all bids, and/or award the contract
in accordance with the provisions of the solicitation and applicable law.
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BID SUBMITTAL CHECKLIST
Project Name: As-Needed Tree Planting and Maintenance Services
Solicitation Number: 27-0013
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed and Signed Bid Submittal Checklist
Contractor and applicable subcontractor license information included on the outside of sealed bid
envelope in accordance with TCA 62-6-119
Completed Bid Proposal Submittal Form
Completed and Signed Bid Proposal Pricing Sheet
Acknowledgment of All Addenda Issued (if any)
Proof of Insurance or Evidence of Insurability (meeting or exceeding bid requirements)
Qualifications and Relevant Equipment Information
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have been
included in the submission. The Bidder understands that submission of this checklist does not relieve the
Bidder of responsibility for complying with all requirements contained in the solicitation.
Authorized Representative:
Title:
Signature: Date:
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all
materials, equipment, labor, and transportation necessary to perform as-needed tree planting and
maintenance work on certain trees and shrubs within the City of Hendersonville city limits.
Copies of the specifications and contract documents may be examined and obtained at the
Planning Department, located at Hendersonville City Hall, 101 Maple Drive North,
Hendersonville, Tennessee 37075.
For further information, contact Timothy Whitten, Assistant Planning Director,
twhitten@hvilletn.org.
BIDDING REQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department,
located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, no later than 10:00 AM on October 23, 2026
Bids must be submitted in the format shown below. Bids received after the stated deadline
or improperly submitted shall be returned to the bidder unopened. Telegraphic bids will
not be accepted.
2) The following information shall be clearly noted on the outside of the bid package:
1.) Project Name: As-Needed Tree Planting and
Maintenance Services
2.) Bid Number: 27-0013
3.) Bidder's Name:
4.) Business Address:
5.) Business Telephone:
6.) Bidder's Email:
7.) Contractor's License No. and
Classification:
8.) License Expiration Date:
Contractor and applicable subcontractor license information shall be provided on the
outside of the sealed bid envelope in accordance with TCA 62-6-119.
3) Bidder shall be a business properly licensed by the State of Tennessee and shall maintain
all licenses required to perform the work included in this solicitation.
4) Bidder shall be properly licensed as a Tennessee Contractor in accordance with Tennessee
Code Annotated 62-6-119 and shall maintain such license in good standing throughout
the duration of the project.
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5) Successful bidder shall obtain a valid City of Hendersonville business license, prior to
beginning any work.
6) The successful Contractor shall provide evidence of required insurance prior to
commencing work. All insurance costs shall be included in the Bidder's unit prices.
7) Bidders shall submit information regarding their qualifications and relevant equipment
available to perform the work. Bidder shall demonstrate a minimum of three (3) years
experience performing commercial and/or municipal tree planting and arboricultural
work.
8) The successful Bidder agrees, if awarded the contract to:
a. Maintain the submitted bid prices for sixty (60) days following the bid opening;
and
b. Commence work within ten (10) days of the issuance of a Notice to Proceed.
9) Contract/Project Administration: The Planning Director or designated representative,
shall serve as the City's representative for administration of the technical requirements of
the contract. All requests, correspondence and submittals pertaining to this contract shall
be addressed, in writing, to the attention of:
Timothy Whitten, Assistant Planning Director
Planning Department
101 Maple Drive North
Hendersonville TN 37075
10) The City reserves the following rights:
Waive any informalities;
Reject any or all bids;
Award the contract to the bidder that best meets the needs of the City of
Hendersonville in accordance with the solicitation and applicable law; and
11) The cost of required insurance is not a separate bid item and shall be included within the
applicable unit prices.
12) All addenda issued prior to bid opening shall become part of the contract documents. It is
the bidder's responsibility to confirm receipt of all addenda.
13) A voluntary pre-bid conference will be held at the office of the Hendersonville Planning
Department, 101 Maple Drive North, Hendersonville, TN 37075 at 10:00am, Tuesday,
October 6, 2026. Questions concerning the bid proposal may be heard at this time.
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GENERAL CONDITIONS
A. CONTRACTOR'S DUTIES
All work performed under this contract shall be performed in accordance with all
provisions of the specifications. Any deviations from the specifications must be approved
in writing by the owner or his representative, prior to performance. The contractor in
writing shall, immediately upon discovery, bring to the attention of the owner any
conflicts which May occur among the various provisions of the specifications. The owner
shall resolve such conflicts as soon as possible. Failure of the contractor to bring conflicts
or exceptions to the attention of the owner shall allow the owner to require any changes
deemed necessary, before acceptance by the owner.
B. MATERIALS
All materials supplied by the Contractor under the provisions of these plans and
specifications shall be new materials of the kind and character called for by the
specifications. Defective equipment, materials damaged in the course of installation or
additional testing shall be replaced, repaired or tested, in a manner satisfactory to the
Owner, at the Contractor's sole cost. All materials and equipment to be furnished under
these specifications shall be the standard product of a manufacturer regularly engaged in
the production of such material and shall be delivered to the site in the manufacturer's
unopened containers with labels affixed.
All plant material shall conform to American Standard for Nursery Stock, latest edition.
Plants shall be true to species and cultivar specified and nursery grown in accordance with
good horticultural practices under climatic conditions similar to those in the locality of
the project for at least 2 years. Ball and burlap material shall have been freshly dug (during
the most recent favorable harvest season). Plants shall be so trained in development and
appearance as to be unquestionably superior in form, compactness and symmetry. They
shall be sound, healthy, vigorous, well branched and densely foliated when in leaf, and free
of disease and insect adult eggs, pupae or larvae. They shall have healthy, well-developed
root systems and shall be free from physical damage or other conditions that would
prevent thriving growth.
Trees with multiple leaders, unless specified, will be rejected. Trees with a damaged, cut,
or crooked leader, included bark, abrasion of bark, sunscald, disfiguring knots, insect
damage, mold, prematurely opened buds, or cuts of limbs over 3/4 inch (2 cm) diameter
that are not completely calloused are cause for rejection.
Balled and burlapped plants shall be dug with solid balls of standard size as specified by
the American Standard for Nursery Stock, latest edition. Plants shall be well-rooted into
the entirety of the ball. Any tree loose in the ball or with broken ball at time of planting
will be rejected. The root collar shall be apparent at surface of ball and not buried within
the ball. The balls shall be securely wrapped with non-synthetic, untreated, biodegradable
burlap, and tightly bound with non-synthetic, biodegradable rope or twine.
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Containerized plants shall be well established in the container with a root system
sufficiently developed to retain its shape and hold together when removed from the
container. Plants shall not be pot bound, nor have kinked, circling, or bent roots.
Container sizes shall be appropriate to the caliper size of the tree as specified by the
American Standard for Nursery Stock, latest edition.
Caliper measurements shall be taken on the trunk 6 inches above the root collar for trees
up to 4 inches in caliper, and 12 inches above the root collar for trees over 4 inches (10 cm)
in caliper. Height and spread dimensions specified refer to the main body of the plant and
not from branch tip to branch tip. Plants shall be measured when branches are in their
normal position. If a range of size is given, no plant shall be less than the minimum size,
and no less than 50 percent of the plants shall be as large as the maximum size specified.
Plants that meet measurements but do not possess a normal proportion between height
and spread shall be rejected.
C. ALTERNATE MATERIALS
The materials specified have been determined to have characteristics appropriate for the
purposes of this project. For the use of alternate materials of equal or greater quality, a
written request for approval must be submitted to and approved by the Owner. Plants
shall conform to the measurements specified, except that plants larger than those specified
may be used if approved by the Owner. Use of larger plants shall not increase the contract
price. If larger plants are approved, the root ball, root spread, or container shall be
increased in proportion to the size of the plant. Species that are out-of-stock at the
specified size and not readily obtainable may be substituted for similar species or a smaller
size at the discretion of the owner. The Owner shall respond in writing, as soon as
practical, regarding acceptability.
D. PLANT SPECIES NOT SPECIFIED
Other plant species and cultivars not listed on the bid submittal form may be provided at
extra cost upon request of the owner.
E. CODES, PERMITS, LICENSES, AND INSPECTIONS
a. All work shall comply with the applicable rules of the State of Tennessee and local
codes and ordinances, and the terms and conditions of any other authorities that
may have lawful jurisdiction pertaining to the work specified. None of the terms
or provisions of this specification shall be construed as waiving any of the rules,
regulations, or requirements of these authorities. The Contractor shall procure all
necessary permits or licenses to carry out his work, and shall pay the lawful fee
therefore, as well as for any inspection fee or the cost of any certificate of approval.
b. In any instance where these specifications call for materials of a better quality or
more appropriate type than required by the codes, the provisions of these
specifications shall take precedence. The codes shall govern in the case of a direct
conflict between the codes and the plans and/or specifications.
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c. All employees working in the City right-of-way shall wear clothing identifying the
company and all appropriate safety equipment for working in the public right-of-
way.
F. CONTRACT DURATION
The initial contract term shall be two (2) years, with up to three (3) additional one-year
renewal terms upon mutual agreement of the City and Contractor. Unit prices submitted by
the Contractor shall remain firm for the initial term of the Contract.
Extension Clause: The extension option shall be exercised, at least, thirty (30) days prior
to the expiration of the Contract. Such extension shall only be valid if effectuated in
writing by the City.
The contractor may request an adjustment to the unit prices for the applicable renewal
term. Any requested price adjustment shall be submitted in writing no less than sixty (60)
calendar days prior to the expiration of the then-current Contract term.
The requested adjustment shall not exceed the percentage increase in the Consumer Price
Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, Not Seasonally
Adjusted, as published by the U.S. Department of Labor, Bureau of Labor Statistics, during
the applicable twelve-month period, and in no event shall any annual increase exceed five
percent (5%).
The applicable percentage change shall be determined by comparing the most recently
published CPI-U available sixty (60) days prior to expiration of the current Contract term
with the CPI-U for the corresponding month of the preceding year.
The Contractor shall provide with its request the applicable CPI-U data and calculation
supporting the requested adjustment.
A request for a price adjustment shall not obligate the City to renew the Contract.
Renewal of the Contract shall remain at the sole discretion of the City.
G. DISPUTES
For the purpose of this contract, all disputes arising from this contract, or its
interpretation shall be in writing address to the Planning Director. The Planning Director's
decision shall be final.
H. UNIT PRICES
Unit prices shall include all labor, materials, equipment, transportation, overhead, profit,
insurance, disposal, and incidental costs necessary to complete the applicable item.
Actual quantities may vary based upon the City's needs.
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The City does not guarantee any minimum quantity of work.
No additional compensation shall be provided for costs that should reasonably have been
included in the submitted unit prices.
I. ROCK
Removal of rock other than incidental, loose rock during excavation of tree pits shall be
provided at extra cost. Prior to tree pit excavation, each proposed tree location shall be
probed for the presence of rock to the bottom depth of the tree pit. If rock is encountered,
the Owner shall be immediately notified. The Owner shall within 24 hours of notification
indicate either a new location for the tree or, shall request a cost of rock removal be
provided. Cost or removal shall include off-site disposal.
J. INSURANCE REQUIREMENTS
Contractors must possess the following insurance to be considered as a responsive bidder:
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability: (For professional services only, if applicable)
Each claim: $1,000,000
Aggregate: $2,000,000
K. PAYMENT TO THE CONTRACTOR
Contractor shall as soon as practical, after final acceptance by the City, submit an invoice
for the amount of work done and the value thereof. The invoice shall contain the following
information: Purchase order number, location of work, quantities of each item in place,
cost of each unit of work, and total amount due, on the Contractor's invoice form. Final
quantities for each individual work assignment shall be checked, approved, and signed by
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