SPECIFICATIONS FOR WEED CUTTING/STREET TREE TRIMMING/REMOVAL RFQ NO MARY ANN MILLER, CPPO PURCHASING AGENT.

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1 RFQ WEED CUTTING/TREE TRIMMING Page 1 of 11 SPECIFICATIONS FOR WEED CUTTING/STREET TREE TRIMMING/REMOVAL RFQ NO MARY ANN MILLER, CPPO PURCHASING AGENT January 28, 2015 WHITEHALL TOWNSHIP 3219 MacArthur Road Whitehall, PA Telephone: (610) FAX: (610) Due by: MARCH 5, 2015 Rev. 1/28/2015MM

2 RFQ WEED CUTTING/TREE TRIMMING Page 2 of 11 TABLE OF CONTENTS PAGE Scope of Work to 4 Instructions to Bidders to 6 Proposal Page Signature Page References Prospective Weed/Tree Cutters Questionnaire DIRECT INQUIRIES BIDDING PROCEDURES: TECHNICAL QUESTIONS: MARY ANN MILLER, CPPO PURCHASING AGENT , EXT. 136 MELISSA WEHR CODE ENFORCEMENT OFFICER , EXT. 155 YOUR BID PACKAGE MUST INCLUDE: PROPOSAL PAGE SIGNATURE PAGE REFERENCE FORM PROSPECTIVE WEED CUTTERS QUESTIONNAIRE DUMPSITE/DISPOSAL FACILITY

3 RFQ WEED CUTTING/TREE TRIMMING Page 3 of PURPOSE: SCOPE OF WORK 1.1 The purpose of this solicitation is to secure the services of a contractor for weed cutting, street tree and bush/bush trimming. The contractor shall be responsible for cutting township properties whose owners have failed to comply with Whitehall Township s property maintenance and street tree ordinances. Repeated cuttings will be required throughout the season for delinquent maintenance properties. 2.0 CONDITIONS: 2.1 The contractor shall supply all equipment and materials required to perform the services requested this scope of work. 2.2 The contractor must supply his own fuel and make repairs to his equipment as necessary at his own expense. The Township will not pay for any down time. 2.3 The contracting of these services shall in no way be construed as creating an employer-employee relationship between the Township and the contractor or between the Township and those hired by the contractor and contractor on behalf of himself and any of his employees waives any claims that may arise because of any alleged employer-employee relationship, including but not limited to such matters as pension rights, social security rights, insurance rights, etc. 2.4 The contractor shall be contacted on an as needed basis by the Whitehall Township Code Enforcement officer(s). 2.5 Weather permitting; the services shall be completed within 48 hours of notification, and on a regular basis throughout the growing season once property is established by the Township as a maintenance property. Any exceptions to this deadline must be approved by the Code Enforcement Officer. 2.6 Mowing equipment shall have a minimum mowing cut of 36 inches. 2.7 Properties shall be cut as stated below or as directed and approved by the Township. Lots greater than 217,800 sq. ft. (5 acres): 100' from all boundaries of tract where tract abuts developed parcels. 50 feet from all boundaries of tract where tract abuts a public street, roadway or right-ofway. All other Lots: Entire parcel Street Trees/Bushes Trees and branches must be trimmed so they do not obstruct traffic control devices, to a clear height of fourteen (14) feet above the surface of the street and eight (8) feet over the sidewalk. No shrubbery or similar growth shall encroach into the right of way area which includes the sidewalks. 2.8 The contractor is responsible for disposing of clippings/trimmings in an approved manner at an approved disposal facility. Documentation of dump site/disposal facility must be submitted with quote. The Township will not provide a dumping site. 2.9 Contractor may be required to provide a dumpster. Code Enforcement Officer/Township representative shall make this determination and notify the contractor if one is required.

4 RFQ WEED CUTTING/TREE TRIMMING Page 4 of ESTIMATING/INVOICING: 3.1 The contractor may be required to submit an estimate to the Township for approval prior to starting work. Services estimated to exceed $1, must be pre-approved by the Township representative. 3.2 Invoices must include location/site, equipment used, and number of hours X cost per hour and a detailed description of work. 4.0 CONTRACT PERIOD: 4.1 Contract period shall be April 1, 2015 to March 31, Whitehall Township reserves the right to extend the contract period for four (4) additional one year terms if the vendor agrees to hold the prevailing prices. Said renewals shall be agreed by both parties and shall be in writing. *** END OF SCOPE OF WORK ***

5 RFQ WEED CUTTING/TREE TRIMMING Page 5 of AWARD CRITERIA: INSTRUCTIONS TO BIDDERS 5.1 Contract of purchase will be awarded to the lowest responsible bidder. The Township reserves the right to reject any and all bids or any part of a bid without making explanation to anyone. 6.0 CLEANUP: 6.1 The Contractor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by his operations. At the completion of the work he shall remove all his waste materials and rubbish from and about the project as well as all his tools, construction equipment, machinery and surplus materials. Brush clippings shall be cleared from all street and sidewalk areas. 6.2 If the Contractor fails to clean up at the completion of the work, the Township may do so and the cost thereof shall be charged to the Contractor. 7.0 CONTRACTOR TREATMENT OF PUBLIC: 7.1 Contractor shall use its best efforts to ensure that its work force is courteous to members of the public encountered during work under this contract. In the event of violation of this provision, the Township shall in its discretion have the right to require the Contractor to remedy the problem and prevent future violations by disciplining the offending employee or employees up to and including removing the employee from work under this contract until such employee or employees have been removed. 8.0 INDEMNIFICATION: 8.1 The Contractor shall assume all risks and responsibilities for casualties of every description in connection with the work, except that he shall not be held liable or responsible for delays or damage to the work caused by acts of God, acts of Public enemy, acts of Government, quarantine restrictions, general strikes throughout the trade, or by freight embargoes not caused or participated in by the Contractor. The Contractor shall have charge and control of the entire work until completion and acceptance of the same by the Township. 8.2 The Contractor shall alone be liable and responsible for, and shall pay, any and all loss or damage sustained by any person or party either during the performance or subsequent to the completion of the work under this agreement, by reason of injuries to persons and damage to property, buildings and adjacent work, that may occur either during the performance of the work covered by this contract or that may be sustained as a result of or in consequence thereof, irrespective of whether or not such injury or damage be due to negligence or the inherent nature of the work. 8.3 The Contractor shall bear all losses resulting from the amount or character of the work being different, or because the nature of the premises on which the work is done is different from what was expected, or on account of the weather, or similar other causes; and he shall assume the defense of and indemnify and hold harmless the Township, its officers and agents, and employees from and against any and all claims, demands, actions, suits, and proceedings by others and against all liability, both negligent and non-negligent, arising directly or indirectly out of the actions of the Contractor in his performance of his contract. 9.0 INSURANCE: 9.1 The Contractor, prior to commencing work, shall provide at his own expense, the following insurance to the Township of Whitehall, evidenced by certificates of insurance. Each certificate shall require that notice be given, thirty (3) days prior to cancellation or material change in the policies.

6 RFQ WEED CUTTING/TREE TRIMMING Page 6 of Workers Compensation including Occupational Disease and Employer s Liability Insurance: Statutory-Amounts and coverage as required by Pennsylvania Workmen s Compensation and Occupational Disease Laws. Employer s Liability - $100,000 each accident, $100,000 each occurrence Liability: The Contractor shall maintain a General Liability policy, which includes the following coverage s: Comprehensive, Premises Operations, Independent Contractor and Sub-Contractor, Products/Completed Operations Hazard Contractual Insurance, Independent Contractor and Sub- Contractor The Comprehensive General Liability policy shall have a bodily injury and property damage combined single limit of liability of $300,000 minimum, per occurrence Automobile Liability Insurance with minimum combined single limits of $300,000 per occurrence. This insurance shall include bodily injury and property damage for the following coverage s: Owned, Non-Owned, Hired Vehicles Liability Insurance must be arranged by Comprehensive General and Automobile Liability policies for full limits required above with additional limits provided by Excess or Umbrella Liability policy in an amount up to $1,000,000 minimum All policies shall name the Township of Whitehall, its officers, agents, and employees as additional insured s. This coverage shall be reflected on the Certificates of Insurance INVOICING: 10.1 Duplicate invoices shall be sent to: WHITEHALL TOWNSHIP, 3219 MacArthur Road, Whitehall, PA Two Invoices are required per property and shall be submitted within 48 hours of cutting, unless other wise approved by the Township Upon completion and acceptance, invoice is to be paid within thirty (30) days PERMITS AND LICENSES: 11.1 The Contractor is responsible for obtaining all necessary permits and licenses required to execute and complete the project. (Including, but not limited to Whitehall Township Business Privilege License.) 11.2 The Township shall waive ONLY the permit fees. *** END OF INSTRUCTIONS TO BIDDERS ***

7 RFQ WEED CUTTING/TREE TRIMMING Page 7 of 11 PROPOSAL PAGE MARY ANN MILLER, Purchasing Agent Township of Whitehall Municipal Building 3219 MacArthur Road Whitehall, PA DATE: Company The undersigned having become familiar with the Specifications for Weed Cutting and Street Tree Trimming, Standard Requirements and all other documents and being familiar with the various conditions under which these services and/or supplies are to be used, agrees to furnish all labor, material, tools, equipment and services to furnish the requirements called for in the bid specifications. TYPE OF EQUIPMENT: COST PER HOUR:

8 RFQ WEED CUTTING/TREE TRIMMING Page 8 of 11 SIGNATURE PAGE TO: WHITEHALL TOWNSHIP DATE: 3219 MacArthur Road Whitehall, PA The Undersigned having examined the Specifications, Standard Requirements and all other documents and being familiar with the various conditions under which these services and/or supplies are to be used, agrees to furnish all labor, material, tools, equipment and services to furnish the requirements called for in the bid, for the prices stated on Proposal Page. The Undersigned hereby certify that this proposal is genuine and not sham, collusive, or fraudulent or made in the interest of or in behalf of any person, firm or corporation not herein names, and that the undersigned has not, directly or indirectly, induced or solicited any Bidder to submit a sham bid or any other person, firm or corporation from bidding and that the undersigned has not, in any manner, sought by collusion to secure for himself any advantage over any other Bidder. Company Name Address Signature Zip Code Print Name Title Phone Fax Years in Business as ( ) Individual ( ) Partner or ( ) Corporation Federal I.D.# or Social Security # (Seal) ADDENDUM #1 (Date) ADDENDUM #2 (Date) ADDENDUM #3 (Date)

9 RFQ WEED CUTTING/TREE TRIMMING Page 9 of 11 REFERENCES Company 1. Company: Address: Type of Project: Date of Project: Phone Number: Contact Person: 2. Company: Address: Type of Project: Date of Project: Phone Number: Contact Person: 3. Company: Address: Type of Project: Date of Project: Phone Number: Contact Person:

10 RFQ WEED CUTTING/TREE TRIMMING Page 10 of 11 PROSPECTIVE WEED/TREE CUTTERS QUESTIONNAIRE Company PLEASE ANSWER THE FOLLOWING QUESTIONS FOR CONSIDERATION: 1. What is the name and location of your business? 2. What type of work is your primary business in? 3. Do you have equipment capable of cutting properties in excess of 1 acre, large, undeveloped parcels? If so, what type of equipment is this? (Name, brand, size) 4. What is your rate for services (If necessary, attach a separate rate sheet)? Is there an additional charge for rough terrain? If so, what is considered rough terrain, and what is the additional fee? 5. What type of insurance does your business carry?

11 RFQ WEED CUTTING/TREE TRIMMING Page 11 of 11 PROSPECTIVE WEED/TREE CUTTERS QUESTIONNAIRE (Cont.) Company 6. What would be the response time you anticipate, weather permitting, for a parcel to be cut upon notification by the Township? 7. Would you be willing, if the need arose, to perform cutting services for the Township on Township owned property? 8. Are there any specific services you will not perform? Why? 9. Who is the contact person in your firm? 10. Would you be willing to discuss any bills submitted to the Township with the owner of the property cut/trimmed thus providing further explanation of bill, as may be necessary? 11. Where do you dispose of cuttings/waste?

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