Dix Park On-Call Arborist Services

(v.12/06/2021) Request for Proposals # 274-PRCR-DixParkArborist-R Title: Dix Park On-Call Arborist Services Issue Date: Thursday, September 15, 2022 Due Date: Friday, September 30, 2022 not later than 5:00pm ET *LATE PROPOSALS WILL NOT BE ACCEPTED* Issuing Department: Parks, Recreation and Cultural Resources Direct all inquiries concerning this RFP to: Kate Pearce, AICP Planning Supervisor Email: kate.pearce@raleighnc.gov Table of Contents 1. Introduction .............................................................................................. 2 1.1 Purpose ............................................................................................. 2 1.2 Background ........................................................................................ 2 1.3 RFP Timeline ..................................................................................... 3 1.4 Pre-Proposal Conference

.................................................................. 3 1.5 Proposal Question ............................................................................. 3 1.6 Proposal Submission Requirements & Contact Information .............. 4 1.7 MWBE Participation Form ................................................................. 5 1.8 Rights to Submitted Material .............................................................. 5 1.9 Communications ................................................................................ 6 1.10 Lobbying ............................................................................................ 6 1.11 Conflicts of Interest ............................................................................ 6 1.12 Proposer Expenses ........................................................................... 7 1.13 Proposer Acceptance ........................................................................ 7 2. Proposals ................................................................................................. 7 2.1 Request for Proposals Required Document Format .......................... 8 2.2 RFP Documents .............................................................................. 10 3. Proposal Evaluation .............................................................................. 10 3.1 Proposal Evaluation Criteria (Stage 1) ............................................. 10 3.2 Final Selection ................................................................................. 11 3.3 Notice to Proposers Regarding RFP Terms & Conditions ............... 12 3.4 Contract Term......................................................................12 4. Scope of Services .................................................................................. 12 Appendix I – Proposal Cost Form ................................................................... 13 Appendix II – Proposer Questionnaire ........................................................... 14 Appendix III – Reference Questionnaire (Instructions) ................................. 15 Appendix III – Reference Questionnaire Form ............................................... 16 Appendix IV – MWBE Participation Form ....................................................... 18 Appendix V – Contract Standard Terms & Conditions .................................. 19 Appendix VI – Exceptions to RFP ................................................................... 26 2 1 INTRODUCTION 1.1 Purpose The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services: The City of Raleigh Parks, Recreation and Cultural Resources Department (PRCR) seeks to enter a contract for on-call tree pruning, tree removal, tree care, and vegetation cutting services at Dorothea Dix Park for labor and equipment costs on an hourly basis. Work conducted under this contract shall be directed by the PRCR Director or their designee. A detailed scope of services is provided in Section 4 of this document. All information related to this solicitation, including any addenda, will be posted to the North Carolina Interactive Purchasing System (IPS) at: https://www.ips.state.nc.us/IPS/. All questions related to this solicitation must be submitted in writing (via email) to the following individual: Contact Name Email Address Kate Pearce, Planning Supervisor kate.pearce@raleighnc.gov Questions submitted via telephone will not be answered. 1.2 Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live. Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens. The nationally recognized City of Raleigh park system consists of nearly ten thousand acres of park and greenway properties, over 200 parks and more than one hundred miles of greenway trails. These park facilities offer a wide range of education and https://www.ips.state.nc.us/IPS/ mailto:kate.pearce@raleighnc.gov 3 recreation programs serving tens of thousands registered patrons as well as of untracked users annually. Dorothea Dix Park was purchased by the City of Raleigh in 2015 adding 308 acres of park land adjacent to downtown Raleigh. In 2019, the park’s master plan was approved by Raleigh City Council and since then, the park has begun multiple capital improvement projects which contribute to the park serving as a regional destination for active and passive recreation. 1.3 Request for Proposal (RFP) Timeline Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST): 1.4 Pre-Proposal Conference No Pre-Proposal Conference for this RFP. 1.5 Proposal Questions Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina Interactive Purchasing System (IPS). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP. RFP Process Date and Time RFP Advertisement Date Thursday, September 15, 2022 Deadline for Written Questions Thursday, September 22, 2022, 5:00 pm City Response to Questions (anticipated) Monday, September 26, 2022 Proposal Due Date and Time Friday, September 30, 2022, 5:00 pm Evaluation Meeting (anticipated) Week of October 3rd, 2022 Selection Announced (tentative) Week of October 10th, 2022 4 It is important that all Respondents submitting to this RFP periodically check the North Carolina Interactive Purchasing System (IPS) for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required signed and returned. All questions related to this solicitation must be submitted in writing (via email) to the following individual: Contact Name Email Address Kate Pearce, Planning Supervisor kate.pearce@raleighnc.gov Questions submitted via telephone will not be answered. 1.6 Proposal Submission Requirements and Contact Information Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows: Proposals must be clearly described in the e-mail subject with the name of the submitting company, the RFP number and the RFP Title. Proposals are to be sent via email to the contact provided in Section 1.5 above. Proposers must submit: A. One (1) electronic version (PDF) of the signed original, only. B. File size cannot exceed eighteen (18) megabytes. The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF). Electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered. Any requirements in the RFP that cannot be met must be indicated on Appendix VI: Exceptions to the RFP and submitted with the proposal. Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3). 1.7 MWBE Participation Form The City of Raleigh prohibits discrimination in any manner against any person based on actual or perceived age, race, color, creed, national origin, sex, mental or physical mailto:kate.pearce@raleighnc.gov 5 disability, sexual orientation, gender identity or expression, familial or marital status, religion, economic status, or veteran status. The City maintains an affirmative policy of fostering, promoting, and conducting business with women and minority owned business enterprises. Complete and submit the MWBE Participation Form (Appendix IV) with your proposal. 1.8 Rights to Submitted Material All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained in this Request for Proposals. Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process. 1.9 Communications All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration. 1.10 Lobbying By responding to this solicitation, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP. 1.11 Conflicts of Interest City of Raleigh contracts are controlled by three conflict of interest provisions. First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest