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RFP Boilerplate Finance Department General Services Division REQUEST FOR PROPOSALS (RFP) Specification No. 14-10843-C FOR HAZARDOUS VEGETATION REDUCTION SERVICES PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: The City of Berkeley is soliciting written proposals from qualified firms or individuals to provide Hazardous Vegetation Reduction services in high-risk areas of City of Berkeley-owned parks. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration. The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 pm, on Thursday, April 24, 2014. All responses must be in a sealed envelope and have “Hazardous Vegetation Reduction Services” and Specification No.14-10843-C clearly marked on the outer most mailing envelope. Please submit one (1) original and two (2) copies of the proposal as follows: Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA 94704 Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. For questions concerning the anticipated work, or scope of the project, please contact Doug McDonald, Senior Landscape Gardener Supervisor, via email at [email protected] no later than Thursday, April 10, 2014. Answers to questions will not be provided by telephone. Rather, answers to all questions or any addenda will be posted on the City of Berkeley’s site at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. It is the vendor’s responsibility to check this site. For general questions concerning the submittal process, contact purchasing at 510-981-7320. We look forward to receiving and reviewing your proposal. Sincerely, Henry Oyekanmi General Services Manager 2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 E-mail: [email protected] Website: http://www.ci.berkeley.ca.us/finance City of Berkeley Specification No. 14-10843-C Page 2 of 21 Hazardous Vegetation Reduction Services Release Date 04/04/14 I. BACKGROUND The City Council authorized the creation of the Fire Fuel Management Program for public properties on June 9, 1992, in response to the Oakland Hills Firestorm Disaster of October 1991. The program objectives are to remove hazardous vegetation accumulations in high-risk areas of City-owned parks, pathways, and landscaped areas. In order to do this the City requires a contract with a vendor that will provide field crew services as defined in the Scope of Services. The successful vendor must be able to provide for the hiring and training of local young adults (ages 18-24) in the areas of reforestation, landscaping, conservation, and basic employment skills. II. SCOPE OF SERVICES TERM The initial contract term will begin approximately on July 1, 2014 and run through June 30, 2017 with options to extend for up to two (2) additional 12-month periods providing the funds have been appropriated in the future budget years. SERVICES 1. The Contractor will provide one (1) to three (3) crews (as needed to address high risk conditions per the City’s request) for up to 5,052 hours, totaling up to 105 crew days, for each contract year, based on extent of hazardous vegetation growth for the year. 2. All services to be completed for a not to exceed amount of $110,000 per year, and a total not to exceed amount of $550,000 for the five year term should the extensions be exercised. 3. The months of activity will generally be limited to May, June, July, August, and September of each year depending on the weather and amount of hazardous vegetation that needs to be removed. 4. Work Shift: 8:00 a.m. - 5:00 p.m., Monday-Friday, except City holidays (list attached) 5. Work Shift will include one (1) (non-paid) lunch hour and two (2), 15-minute rest breaks 6. City will not pay travel time, absences, late arrivals, or early departures. 7. One-hundred percent attendance is strongly encouraged. 8. Contractor will be responsible for recruiting hiring and training all crew members and crew supervisors, who will be employees of the contractor. 9. Crew supervisors must be experienced in youth leadership and training in conservation work and will provide close supervision of crew members including instruction in job site and equipment safety and in environmental awareness. 10. Crew members must be at least 18 years of age. 11. Contractor will issue each crew member with gloves, hard hat, and other personal and work site safety equipment. 12. Contractor will supply each crew of six (6) with the following fully functioning equipment, as necessary: a. Two (2) gas-powered string trimmers b. Two (2) gas powered reciprocators c. Two (2) gas powered hedge shears d. Other required hand tools as needed 13. Contractor will provide technical assistance as well as all hand tools and basic power tools. Revised March 2014 City of Berkeley Specification No. 14-10843-C Page 3 of 21 Hazardous Vegetation Reduction Services Release Date 04/04/14 14. City will not pay for poor operations due to contractor not having proper tools. Failure to utilize the proper tools will result in prorated payment of labor hours. 15. Contractor will use project management methods that increase production and cost effectiveness Parks Division (specific) 16. Crews will perform fire fuel reduction & vegetation management at designated Berkeley parks and worksites, as prioritized by City of Berkeley Parks staff. 17. City will provide the Contractor with site list to facilitate previewing, estimating, and scheduling of work projects approximately one (1) week of starting work. Parks Supervisors may walk sites with Crew Supervisors, as necessary. 18. Crews may remove dry brush, non-native and invasive plants, soil from drainage swales and culverts from Cesar Chavez Park, medians, and berms within the Marina; clear dead brush, grass and eroded; pull weeds and remove debris throughout the marina. 19. Crew(s) will place debris into piles at specific predetermined site locations and inform Parks Supervisor for Parks pick-up. 20. Crews to report to the Parks Field Office at the start of shift, or to the worksite, if directed by the Parks Supervisor. 21. The Contractor will provide 1-3 crews, as needed, to address high risk conditions for a total of up to 4,332 hours (90 crew work days per year), based on the extent of hazardous vegetation growth. 22. Crews will consist of 5 (five) crew members and one (1) supervisor. 23. Contractor will schedule work crews per established by the Park Supervisor’s priorities 24. Months will generally be limited to May, June, July, August, however may fluctuate. 25. Contractor must submit weekly timesheets to the Parks Field Office, no later than 8:00 a.m. the following Monday at end of work week, in person, by email or FAX each Friday. (1325 Bancroft Way, Berkeley, CA. 94702; FAX: 510 981-6665) Marina (specific) 1. Crews will perform vegetation management in the Berkeley Marina and associated Parks as prioritized by City of Berkeley Marina staff. 2. City will provide the Contractor with site list to facilitate previewing, estimating, and scheduling of work projects approximately one week of starting work. Marina Landscape Supervisor may walk sites with Crew Supervisors, as necessary. 3. Crew(s) will place debris into piles at specific predetermined site locations and inform Marina staff of needed pick-up. 4. The Contractor will provide 1 crew of 5 (five) crew members and one (1) supervisor, for a total of up to 720 hours (15 crew work days per year). 5. Contractor will schedule work crews per established by the Marina landscape Supervisor’s’ priorities 6. Months will generally be limited to April and November, however, may fluctuate. 7. Contractor must submit weekly timesheets to the Marina Office, no later than 8:00 a.m. the following Monday at end of work week, in person, by email or FAX each Friday. Revised March 2014 City of Berkeley Specification No. 14-10843-C Page 4 of 21 Hazardous Vegetation Reduction Services Release Date 04/04/14 III. SUBMISSION REQUIREMENTS All proposals shall include the following information, organized as separate sections of the proposal. The proposal should be concise and to the point. 1. Contractor Identification: Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact person and company tax identification number. 2. Client References: Provide a minimum three (3) client references. References should be California cities or other large public sector entities. Provide the designated person's name, title, organization, address, telephone number, and the project(s) that were completed under that client’s direction. 3. Price Proposal: The proposal shall include pricing for all services. Pricing shall be all inclusive unless indicated otherwise on a separate pricing sheet. The Proposal shall itemize all services, including hourly rates for supervisors and hourly rates for crew members.
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