RFQ Arborist Services
| Agency: | Napa County |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Mar 14, 2024 |
| Due: | Apr 19, 2024 |
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFQ Arborist Services
|
| Category: | Construction, Roads and Public Works |
| Status: | Open |
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Attachment Preview
Department of Public Works
1195 Third Street, Suite 101
Napa, CA 94559-3092
www.countyofnapa.org/publicworks
Main: (707) 253-4351
Fax: (707) 253-4627
Steven E. Lederer
Director
Napa County
Department of Public Works
REQUEST FOR STATEMENT OF QUALIFICATIONS
FOR
ARBORIST SERVICES
March 14, 2024
Submit Qualifications To:
Jeff Sharp
jeff.sharp@countyofnapa.org
Napa County
Department of Public Works
1195 Third Street, Suite 101
Napa, CA 94559-3092
Submittal Deadline: 5:00 P.M., April 19, 2024
REQUEST FOR STATEMENT OF QUALIFICATIONS
FOR ARBORIST SERVICES
I. SCOPE OF SERVICES
The Napa County Department of Public Works requests statements of qualifications (“SOQs”) from
qualified firms to provide certified arborist services for various County projects, including but not
limited to County construction projects and sites damaged following a disaster event such as a fire,
flood, or earthquake. In addition to assistance and documentation needed in connection with disaster
debris removal and hazard mitigation, the County reserves the right to select from this pool for
Federal Emergency Management Agency (FEMA) categorized permanent work and other County
projects as needed.
The primary service relates to the risk assessment of debris in the public right of way or damaged
trees that are standing but are in the Federal Emergency Management categories for safety hazards
(emergency) work. Safety hazard trees include the following, as described in more detail the FEMA
Public Assistance Program and Policy Guide (https://www.fema.gov/assistance/public): 1. Limbs,
trees, and stumps that are damaged to the extent they pose an immediate threat; 2. Broken limbs or
branches >2” diameter that extend over the public right of way or pose an immediate threat; 3. Trees
>6” diameter at 4.5’ from the ground that have any of a split trunk, a broken canopy, are leaning at
an angle >30 degrees, or have >50% of the root ball exposed; 4. Stumps that have greater than 50%
of the root ball exposed and; 5. Trees that pose an immediate threat of additional damage or
destruction from an incident that can reasonably be expected to occur within 5 years of the declared
incident, including significant additional damage to improved public property.
The scope of services may include, but not be limited to, the following:
1. Certified arborist to mark for removal all trees on or overhanging County facilities, including
public right of ways, that present a safety hazard to the general public.
2. Prepare a mapped inventory of all marked trees consisting of, at a minimum, location, species,
size, description of hazard and recommendation for removal or trimming so that hazards can be
addressed. This information will need to be in a report format that provides global positioning
system (GPS) coordinates, photo documentation, field notes, volumetric estimates, etc.
3. Prepare a map-referenced inventory and categorize all previously felled trees and debris within
the County road right-of-way consisting of, at a minimum, GPS location, description, species,
and size and, if acceptable, FEMA damage assessment details as appropriate.
4. Work with County to assure that only trees or threats within the County right-of-way are
marked as appropriate.
5. Assist County with the production of bid documents for separate contractor work.
6. Assist County with supervision during tree removal as needed.
7. Coordinate work progress and tracking along with other key items with County.
8. Assist County with documentation for reimbursement by the Federal Emergency Management
Agency (FEMA), California Office of Emergency Services (CalOES), and other applicable
agencies for disaster recovery efforts.
9. Other related tasks as requested.
1
The County will enter a separate contract for the physical removal of hazardous trees with a
company who is not the successful arborist consultant for disaster-related services. The County
reserves the ability to select consultants in the future from the pool generated through this process to
provide services for other facilities that in the opinion of the County require similar qualifications.
II. RFQ DISTRIBUTION, SUBMISSION, AND SELECTION PROCESS
The RFQ will be posted on the County website (https://www.countyofnapa.org/bids.aspx) and
posted in the newspaper and sent to organizations (in our database) qualified to do the specified
work, as well as professional societies, and recognized Minority Business Enterprise (MBE) and
Women Business Enterprise (WBE) organizations.
The County will notify the selected firm(s) as well as advertise publicly on the County’s web site.
Replies to questions regarding the RFQ and possible addenda to the RFQ will be posted to the web
site and emailed to consultants who have contacted the County to be included in the RFQ
distribution list.
All questions regarding this RFQ should be directed to Jeff Sharp, at jeff.sharp@countyofnapa.org,
and submitted before 5:00 P.M., April 11, 2024. All interested firms should provide a contact name
and email address in order to be placed on the RFQ distribution list.
Firms that are downloading the RFQ from the County’s web site, or those acquiring it from third
party sources, must send an email to the County in order to be notified of new postings on the
County’s web site regarding the RFQ (e.g. addenda, answers to questions, schedule changes, etc.).
The County will respond to RFQ related questions, via email to all contact persons on the RFQ
distribution list, as well as on County web site by 5:00 pm, April 16, 2024.
Respondents shall submit, via email, one signed consolidated PDF (portable document format) to:
Jeff Sharp – Supervising Planner
jeff.sharp@countyofnapa.org
Department of Public Works
1195 Third Street, Suite 101
Napa, CA 94559-3092
The signed PDF should be marked as follows:
“On-Call Arborist Services RFQ, Attn: Jeff Sharp”
Submittals received after 5:00 p.m. on April 19, 2024. will not be considered under any
circumstances. It is the responsibility of the submitting party to insure timely delivery.
Statements of Qualifications must be submitted following the format provided in this RFQ.
Qualifications not submitted in the manner prescribed herein will not be considered.
Evaluation will be conducted by County staff with the final selection of firms being recommended by
the County’s Engineering Manager. Interviews of top ranked firms will be conducted on May 1,
2024.
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The short-list of consultants will be maintained by the County for five years. Consultants on the
short-list may be asked to submit a proposal or provide staff services for future projects. The County
reserves the right to solicit services from other consultants not on the list for future projects. The
County will enter into professional services agreements with qualified firms to provide arborist
services on an as-needed basis.
III. ADMINISTRATIVE INSTRUCTIONS
A. General Requirements
Please note the County anticipates most work and projects performed under the resulting agreements
will be available for FEMA reimbursement. Projects financed in whole or in part by Federal funds
are subject to Title 49 of the Code of Federal Regulations, Part 26, “Participation by Disadvantaged
Business Enterprises in Department of Transportation Financial Assistance Programs.” Certified
Disadvantaged Business Enterprises, Minority Owned Business Enterprises, and Women Owned
Business Enterprises are strongly encouraged to apply. The consultant shall make good faith efforts
when procuring services. If subcontracts are to be let, the consultant shall take those affirmative
steps listed in 2 CFR 200.321(b)(1-5).
Consultant shall comply with those requirements set in the sample County PSA (Exhibit A), Federal
Requirements (FEMA), and any other applicable federal, state, or local requirements subsequently
deemed applicable to the work completed in connection with this RFQ and subsequent agreement(s).
For projects funded in whole or in part by FEMA the following is required:
MBE/WBE/SBE Requirements for Subcontractors if proposed if used– complete Disadvantage
Business Enterprise (DBE) certification forms and the following affirmative steps: (required)
2 CFR 200.321
(a) The non–Federal entity must take all necessary affirmative steps to assure that minority
businesses, women's business enterprises, and labor surplus area firms are used when possible.
(b) Affirmative steps must include:
1) Placing qualified small and minority businesses and women's business enterprises on
solicitation lists;
2) Assuring that small and minority businesses, and women's business enterprises are
solicited whenever they are potential sources;
3) Dividing total requirements, when economically feasible, into smaller tasks or quantities
to permit maximum participation by small and minority businesses, and women's
business enterprises;
4) Establishing delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses, and women's business enterprises;
5) Using the services and assistance, as appropriate, of such organizations as the Small
Business Administration and the Minority Business Development Agency of the
Department of Commerce; and
6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps
listed in paragraphs (1) through (5) of this section.
3
This request for qualifications is intended to be explanatory. Should any discrepancy appear, or any
misunderstanding arise as to the intent of anything contained herewith, the interpretation and the
decision of the County shall be final and binding. Any corrections of errors or omissions in the
Statement of Qualifications may be made by the County when such correction is necessary for the
proper fulfillment of their intention as construed by the County.
B. Contents of Statements of Qualifications
To maintain uniformity in the evaluation process, Statement of Qualifications shall be limited to a
maximum of 10 pages printed double-sided.
The proposal shall be justified full preferred on 8½” x 11” paper. The text font (TIMES NEW
ROMAN, ARIAL, or similar) shall not be smaller than size 11. Cover letters, tables of contents,
covers, section dividers, and resumes are excluded from the page count. The Statement of
Qualifications shall include the following sections in order:
1. Cover Letter
Include the primary firm/consultant’s name and business address, as well as the Primary
Contact’s name, telephone number and email address. Summarize your understanding of the
required services and demonstrate how your firm is qualified to provide these services.
Address any exceptions to the attached sample County Professional Services Agreement,
attached as Exhibit A. Please note insurance requirements may change depending on the scope
of service. The cover letter shall be signed by the person authorized to negotiate a contract for
the proposed services with the Napa County on behalf of submitting firm/team.
2. Organization and Qualifications
Clearly identify the Project Manager (who will function as the single point of contact) and the
proposed staff and subconsultants, if any. Provide a one page résumé of each staff as Appendix
1. Provide one reference (name, title, agency, and telephone number) for each staff.
Excluding circumstances beyond the consultant’s control, it is expected that the project team
proposed under this proposal will remain unchanged throughout the duration of the project.
Replacement of key staff without consultation with the County will not be permitted.
3. Relevant Experience and Pricing
Include sample projects that demonstrate experience and expertise for the services requested.
Provide a description of services to be provided, along with consulting fees and other relevant
costs and pricing as applicable.
4. Understanding and Approach
Describe your understanding of the required services and your approach to provide staffing to
support the County.
5. Additional Information
Provide any additional relevant information that may be useful. Please limit this additional
information to not more than two pages.
6. Appendix 1
Include the key team members’ résumés.
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