WIXLIB

specified.PUBLIC RECORDSProposal materials submitted are “public records” pursuant to ORS 192.410 et seq., and are subjectto public disclosure following award of contract, except to the extent the material is exempt fromdisclosure by law. Proprietary information should be segregated on separate page(s) and each pagemarked “confidential / proprietary”. This shall be deemed to be a request for confidentiality of theinformation on the designated page(s). If a request is made for disclosure of the material on thepages marked “confidential / proprietary,” City shall notify the Proposer and provide an opportunityto defend against the request for disclosure, subject to the time limitations imposed upon the Cityfor review and response to requests for disclosure.PUBLIC CONTRACT RULESExcept as modified by the terms of this Request for Proposal, the terms and procedures of the LakeOswego Public Contract Rules (LOPCRs) shall apply. A copy of the LOPCR may be obtained by contactingthe Project Manager or at the Lake Oswego City Attorney’s Office website,http://www.ci.oswego.or.us/cityattorney/, under the “Resources” tab.RFP – On-Call Tree Maintenance & Removal Services7

SECTION 2: PROPOSAL REQUIRMENTSProposal Requirements are used to demonstrate that the Proposer meets Section Three, Evaluationof Proposals. Accordingly, the Proposer should review the criteria during the preparation of proposal.All proposals must be submitted with a 20 single sided page limit, with all exhibits and forms requiredincluded in the proposal length.Proposal ComponentsProposals must contain the following completed components, which are explained in greater detailbelow:1. Title Page2. Firm Background, Similar Work and References3. Key Personnel and Certifications4. Unit Cost Form – Exhibit C5. Situational Cost Estimates and Work Approach – Exhibit DFailure to complete and submit all required forms will result in a non-responsive proposal.Title PageProposer Title Page should identify the RFP subject, name and title of contact person, address,telephone number, email address, and date of submission.Background of the FirmThe Proposal should include a brief history of the firm, culminating in a description of the firm today,how many employees work for the firm, and the primary location of the office that will be dispatchingand managing work in the field. Proposers can also include and areas of expertise which are relevantto the work activities under the scope of the contract.Similar WorkProposals should include background and experience in performing this type of work. This shouldinclude two examples of similar projects completed in the last 5 years. Include projects that bestdemonstrate the Proposer’s abilities to accomplish this Work in a professional, timely, and costeffective manner.ReferencesProposals should include references for similar services from the two examples of similar work. Atleast one reference from each similar work experience is required. Specifically, the referenceinformation shall include the name and address of the customer, and the name, telephone number,and email address (if available) of the project manager for each reference.Key Personnel and CertificationsThis portion of the proposal should include an introduction of key personnel that will be workingunder the contract. Specifically include information about on-site lead workers and supervisors, andemployees that may be working near live wires. Provide a brief background of each person, alongwith a list of relevant certifications and certification numbers. See “Certifications” in Exhibit A for a listof certifications the City is specifically interested in.RFP – On-Call Tree Maintenance & Removal Services8

Cost FormsProposals will be evaluated utilizing the cost estimates provided by each Proposer. Costs will bepresenting in two different forms, to give a comprehensive estimate about how much the differentwork activities will cost. The Unit Cost Form should provide the basis for the Situational CostEstimates and Work Approach information. Both cost forms will be taken into consideration duringproposal evaluation. If either portion is not completed or omitted from the proposal, it will beconsidered a non-responsive bid.o Unit Cost Form, Exhibit B: Proposers shall fill out form with rates for labor and equipmentcosts on an hourly basis. Also, the Proposer is asked to indicate which services, if any, willbe furnished by a subcontractor. The sheet does not include every piece of equipment ormaterial that will be used by the contractor, but provides enough information for proposalpurposes. This sheet should be used as the basis for the Situational Cost Estimates,explained further below.o Situational Cost Estimates and Work Approach, Exhibit C: In addition to providing unitcosts, the Proposer is presented with several scenario-based work assignments, and askedto estimate the cost for the work, as well as answer questions about their approach to thework activity described. Situational cost estimates should include a total for charges by thecontractor to do the work, including labor, equipment, and any materials used. Tocomplete this portion of the proposal, proposers will need to visit hypothetical ‘work sites’at the Foothills Park, George Rogers Park and Millennium Park the location of the HolidayTree lighting. Further information and directions can be found in Exhibit D.SERVICE CONTRACT TERMSThe form of Contract that the successful Contractor will be expected to execute if awarded thecontract is included. The Proposer should include in the proposal any objections to the form or termsof the Contract.SECTION 3: EVALUATION OF PROPOSALSSELECTION EVALUATION COMMITTEEThe Project Manager, or a selection committee comprised of city staff, shall review and select fromresponsive, responsible submitters, up to five on-call contractors. The selected submitters arereferred to as the presumptive Contractors.PROPOSAL EVALUATION CRITERIAWritten Proposals will be evaluated on the basis of the following criteria:Background of Firm [Maximum 5 points]Provide information that is helpful in defining the firm’s key characteristics: history of the firm leadinginto current operations. General information about the firm, number of employees, office/dispatchlocation, areas of expertise, and any other information to highlight the overall strengths of the firmwill be taken into account.Similar Work [Maximum 10 points]RFP – On-Call Tree Maintenance & Removal Services9

Present two projects or contracts that the firm has managed and completed within the past five (5)years, to exemplify the capabilities of the firm to work under this contract.References [Max 10 points]For each of the two projects listed as similar work in five (5) years, proposer should providereferences for the City to follow up on. References will be contacted, and their feedback will affectthe scoring of this section.Key Personnel and Certifications [Maximum 20 points]The main employees working under the contract should be identified and introduced. Informationabout their qualifications, prior experience, and expertise may be discussed. A list of each employee’scertifications and certification numbers must be included in the proposal. The number of certifiedindividuals available to work under this contract will determine the number of points awarded.Cost Forms [Maximum 55 points]: Unit Cost maximum 25 points Situational Cost and Approach to Work maximum 30 pointsAll cost forms must be submitted and complete for the proposal to be considered responsive. Theunit cost form should be used by the proposer as a basis for compiling the situational cost estimates.The evaluation committee will reference the Unit Cost Form to check for accuracy between the unitcosts and the situational estimate. In addition to the cost estimates provided in the SituationalEstimates and Approach section, the Evaluation Committee will take the proposer’s answers abouttheir approach to work into account when scoring. These answers inform the City about the firm’sgeneral work practices.METHOD OF SELECTION:The Selection Evaluation Committee will review and evaluate all qualifying and responsive Proposalsreceived in response to this RFP, based upon the above criteria. If awarded, the City will award acontract up to five Contractors whose proposals the selection team deems would be mostadvantageous to the City, subject to resolution of Objections to Proposed Contract.During the evaluation process, the City has the right to request clarifications needed to betterunderstand the proposal. Any clarifications to the proposal of the successful Proposer will be reducedto writing and made a part of the Proposal prior to issuance of Notice of Intent to Award.OBJECTIONS TO PROPOSED CONTRACTAny objections to the form of the Contract shall be considered after a determination of the apparenthighest ranked responsive, responsible Proposal is made, and the terms shall be subject tonegotiation. The Project Manager, in consultation with the City Attorney, shall determine if anyproposed modifications to the form of Contract requested by the apparent successful Proposer areacceptable to the City and do not present material risk to the City or increase the City’s costs. If thefinal negotiated terms are not acceptable to the apparent highest ranked responsive, responsibleProposer, that Proposer shall be declared not to be responsive, and the next apparent highest rankedresponsive, responsible Proposer’s proposal and objections to form of Contract, if any, shall beconsidered, and so forth in order, until a responsive, responsible Proposer agreeable to execution of aform of Contract acceptable to the City and to the Proposer is ascertained.RFP – On-Call Tree Maintenance & Removal Services10

NOTICE OF INTENT TO AWARDNotice of Intent to Award the contract shall be issued by the City’s Project Manager as provided in AGModel Rules OAR 137-047-0610 to each Proposer in the same manner as issuance of Addenda (exceptProposers in the third category must contact the City’s Project Manager not later than the 2 ndbusiness days after the Deadline for Submission of Proposals and each business day thereafter toascertain when the Notice of Intent to Award is issued, or provide a legible email address). Anyprotest of the intended award of contract must be submitted in accordance with AG Model Rules OAR137-047-0740.RFP – On-Call Tree Maintenance & Removal Services11

EXHIBIT A: SCOPE OF WORK[Note: this Exhibit may be made a part of the Contract following Award of Contract] .It is the intent of these Specifications to describe tree pruning, maintenance and removalservices in sufficient detail to achieve a high-quality level of care and maintenance. This projecthas a maximum annual price of 150,000. The amount to be expended to any contractor willvary based on need and respective contractor’s availability.GENERAL REQUIREMENTS & SPECIFICATIONSTree trimming, maintenance and removal services shall be provided throughout the City of LakeOswego Parks for tr

RFP - On-Call Tree Maintenance & Removal Services 1 CITY OF LAKE OSWEGO REQUEST FOR PROPOSALS On-Call Parks Tree Trimming, Maintenance and Removal Services Deadline for Submission of Proposal: Monday, January 10, 2022 by 12:00 p.m. Project Manager Megan Big John mbigjohn@lakeoswego.city or 503-534-5436