224-22 RFQ-ED Arborists.pdf

i TOWNSHIP OF WEST ORANGE PUBLIC NOTICE FOR THE SOLICITATION OF PROFESSIONAL SERVICES PLEASE INSERT THE FOLLOWING INFORMATION GLOBALLY: Township of West Orange 66 Main Street, West Orange, New Jersey 07052 Essex County 1 Panayiota Reynolds, ' Purchasing Agent 973-325-4056 i Submission Date: Wednesday, August 17, 2022 at 10:00am Page | 1

TOWNSHIP OF WEST ORANGE REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL SERVICES NOTICE IS HEREBY GIVEN that pursuant to a fair and open process in accordance with N.J.S.A. 19:44A-20.5, qualifications are being solicited by the Township of West Orange for the following professional services for the 2022/2023 calendar year 12 month period. The submission date is Wednesday, August 17, 2022 at 10:00am. The Request for Qualifications (RFQ) packages are available via email to: preynolds@westorange.org or online at www.westorange.org. Professional Services Requested: Licensed Tree Expert FOR TOWNSHIP’S URBAN TREE INVENTORY Please submit sealed request for qualifications no later than Wednesday, August 17, 2022 at 10:00am to the Township of West Orange, 66 Main Street, West Orange, NJ 07052, Attn: Panayiota Reynalds, Purchasing Agent. Envelopes should be clearly marked with title, name and address of party submitting, at the address mentioned above and should be mailed or hand delivered. Submissions by Corporations, Partnerships and sole proprietors must include a completed Disclosure of Ownership (N.J.S.A. 52:25-24,2), a valid NJ Business Registration Certificate P.L. 2004, c57, and must comply with the Equal Employment Opportunity requirements of N.J.S.A. 10:5-31 et seq. and NJ.A.C. 17:27. Additional Pay to Play Requirements Contractors are advised of the responsibility to file an annual disclosure statement on political contributions with the New Jersey Election Enforcement Commission, pursuant to NJ.S.A. 19:44-20.13(P.L. 2005, c, 271, s.3), if the contractor receives contracts in excess of $50,000 in the aggregate from public entities during the calendar year. It Is the contractor’s responsibility to determine if filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or at www.elec.state.nj.us . Panayiota Reynolds Purchasing Agent, R.P.P.S, QPA Page | 2

TOWNSHIP OF WEST ORANGE GENERAL INFORMATION SUMMARY ORGANIZATION REQUESTING QUALIFICATIONS Township of West Orange 66 Main St. West Orange, NJ 07052 CONTACT PERSON Panayiota Reynolds, Purchasing Agent, R.P.P.S, QPA preynolds@westorange.org Telephone (973) 325-4056 FAX (973) 736-8380 PURPOSE OF REQUEST The Township of West Orange will be in need of a variety of Professional Service Contracts during the calendar year of 2022/2023. This Request for Qualifications “RFQ” will serve as a source of reference for the Township regarding the hire of an individual and or a company for a particular professional service during this contract period. Submissions will be evaluated in accordance with the criteria set forth in this RFQ, One or more individuals/firms may be selected to provide services. Submission of the RFQ does not guarantee the Township will hire your company during the contract year. The RFQ process allows the Township to be compliant with the "Pay to Play” rules and regulations of the State of New Jersey. This RFQ represents a ‘Fair and Opens process in which we can secure professional services throughout a 12 month time period, PERIOD OF CONTRACT In the event respondent's services are chosen during this 12 month contract period. The successful respondent shall be required ta execute the Township's form contract, which includes the indemnification, insurance, termination and licensing provisions. A complete copy of a draft Township form contract is avallable upon request. The Township Mayor and Council shall approval such contracts through resolution, It Is also agreed and understood that the acceptance of the final payment by a contractor shall be considered a release in full of all claims against the Township arising out of, or by reason of, the work done and material furnished under this contract. Page | 3

1 TOWNSHIP OF WEST ORANGE GLOSSARY The following definitions shall apply to and are used In this Request for Qualification: "Township" - refers to the Township of West Orange. —Qualification Statement? - refers to the complete response to this RFQ submitted by the Respondents. “Qualified Respondent* - refers to those Respondents who (in the sole judgment of the, (Township) has satisfied the qualification criteria set forth in this RFQ. "REQ" -— refers to this Request for Qualifications, including any amendments thereof or supplement thereto. ‘Respondent or ‘Respondents-- refers to the interested party that submitted a Qualification Statement. Page | 4

TOWNSHIP OF WEST ORANGE SECTION 1 The following is a brief description of the professional services needed, including, were appropriate, a description of tasks involved. Services are not limited to what is described here. Licensed Tree Expert - The Engineering Division of the Department of Public Works for the Township of West Orange requests proposals from firms providing forestry services to conduct an Urban Tree Inventory of the entire Township’s trees within the right-of-way and to assist in the implementation of a comprehensive Community Forestry Management Plan (CFMP) in accordance with the requirements stipulated in the grant agreement between the Township and the New Jersey Forest Service Uroan and Community Forestry Program (NJUCF) which is attached. The Township is looking to hire a tree professional who is a Licensed Tree Expert to gather data and establish a detailed tree inventory of approximately 200 miles of curb in the rights of way along the Township’s Street network. The inventory will provide a professional assessment of potentially hazardous tree conditions in order to prioritize tree work. It will assess risk, based on the possibility of failure, impact to property and humankind including assessing conflict of trees with sidewalks, utilities and recommendations for potential planting locations. This will assist the Township and its Department of Public Works in making informed decisions when contemplating maintenance, removal and tree planting. SECTION 2 INTRODUCTION OF GENERAL INFORMATION 2.1 Introduction and Purpose The Township of West Orange is soliciting Request for Qualifications for Professional Tree Services of a Licensed Tree Expert Statements from interested persons and/or Firms. Through this Request for Qualifications (RFQ) for Professional Services, the Township will solicit a person or a firm who is best qualified to provide the tree services requested, is tesponsive to this Request and whose bid price is acceptable to the Township. The Township will select an individual or firm based on the criteria in Section 5 and will agree to work under the compensation terms and conditions determined by the Township. 1. Qualifications The successful tree professional shall be experienced in collecting field data and preparing detailed tree inventories in the State of New Jersey. The forestry professional(s) shall be a

alifications The successful tree professional shall be experienced in collecting field data and preparing detailed tree inventories in the State of New Jersey. The forestry professional(s) shall be a NJ Licensed Tree Expert who abides by the current forestry best management practices and Page | 5

TOWNSHIP OF WEST ORANGE arboricultural industry standards. 2. Scope of Work Tree Consultant(s) shall conduct at a minimum a Level 2 Basic Tree Risk Assessment in accordance with the International Society of Arboriculture’s {ISA) Best Management Practices for Tree Risk Assessment and/or ANS! A300 Tree Risk Assessment Standard for all of the trees within the 200 miles of curb in the rights of way along the Township’s Street network. 3. Data Collection, Database and Requirements: As part of the grant agreement, the Township has obtained an iPad and ArcGIS Online software that is to be utilized for the tree inventory which is to be returned to the Township once the data collection is completed and uploaded to Township’s system database. The following information shall be collected and recorded during the tree inspection: 4, Con: Page | 6 = Street address(es) and GPS location (X and Y coordinates) of trees, stumps, and recommended planting locations; = Health conditions such as good, fair, poor, or deceased; = Species including botanical and common names; = Diameter at Breast Height = Age Class such as new planting, young, semi-mature, mature, over mature; = Identify deformities including but not limited to stress, broken and dead branches, cracks, pests, diseases, root problems; = Identify multi-stem trees in cases where trunk splits less than one foot above ground level; = Risk rating for tree or branch failure such as imminent, probable, possible, improbable; = Target rating for tree or branch failure impacting property and humankind such as high, medium, iow or very low; = Recommendations for Risk Mitigation Actions (RMA) including but not limited to tree removal due to deformities that cannot be treated, pruned to reduce risk (deadwood), prune young trees to improve growth, shape, Install structural support, stump removal; = Recommendations for tree conflicts with sidewalk and utilities (overhead) including mitigation actions to eliminate tripping hazards, risk and target rating of the tree; = New planting lacations and recommendations with suggestions for tree species; = Photos showing tree condition and recommendations; and = Name of personnel collecting data and date. Tr ‘t_and Deliverables: sultant(s) shall prepare a Final Report that includes the following: > An Executive Summary that summarizes the procedure and results of the

rsonnel collecting data and date. Tr ‘t_and Deliverables: sultant(s) shall prepare a Final Report that includes the following: > An Executive Summary that summarizes the procedure and results of the Urban Forest

! i | TOWNSHIP OF WEST ORANGE Inventory, > Tree Monagement Report that provides the narrative including charts, graphs, inventory including species, condition ratings, age distribution, risk ratings, target ratings, recommendations for priorities with tree maintenance; > Urban Tree Inventory Spreadsheets are to be provided unlocked Excel spreadsheets and as an exhibit to the report. The following deliverables are to be provided upon completion: ¢ Three (3) hard color copies and one (1) electronic PDF format of the Final Report; * One (1) electronic copy of the unlocked Excel Spreadsheet of the Urban Tree Inventory; « One (1) electronic copy of Urban Tree Inventory in GIS format shapefiles, Our office is to be provided with progress of the work for review and payment shall be made as follows: Payment 1 when 25% of the work is completed; Payment 2 when 50% of the work is completed; Payment 3 when 75% of the work is completed; and Payment 4 when 100% of the project is completed. During the data collection, the Township anticipates that during the course and at the end of this project that the prospective bidder is to provide assistance to complete the initial and final reimbursements of funds from the NJDEP. Please refer to the following attachments from the grant agreement: « Attachment D- Scope of services * Attachment D-1 Project Requirements; and « Attachment D-2 Grantee’s Proposal. The cost of services shall be for the scope of services, project requirements, grantee’s proposal and data collection requirements to complete all of the deliverables by July 3, 2023 prior to September 3, 2023 submission as required by the NJUCF grant agreement including assistance for completing the initial and final reimbursement procedures, Proposals shall be on a per tree basis, Hourly rates shall be submitted with all proposals for any additional work. 2.2 Procurement Process and Schedule The selection of Qualified Respondents is not subject to the bidding provisions of the Local Public Contracts Law, N.J.S.A. 404:11-1 et seq. The selection is subject to the New Jersey Local Unit Pay to Play Law, N.J.S.A. 19:44A4-20.4 et seq. The Township has structured a procurement process to assure that Page |7

i i TOWNSHIP OF WEST ORANGE each person and/or firm is provided an equal opportunity to submit a Qualification Statement In response to the RFQ, Qualification statements will be evaluated in accordance with criteria set forth in section 2 of this RFQ, which will be applied in the same manner to each Qualification Statement received. Respondents agree to at all times to abide by all requirements of the New Jersey law, including, but not limited to the aforementioned “Pay to Play” laws, as well as any and all relevant Executive Orders and the New Jersey Election Law Enforcement Commission disclosure reauirements, 2.3 Conditions Applicable to RFQ Upon submission of a Qualification Statement in response to this RFQ, the Respondent acknowledges and consents to the following conditions: The Township reserves the right to exercise its judgment to weigh the relative merit and deficiencies, if any, in all responses and commits. The Township reserves the right to reject for any reason, all responses and components thereof and eliminate any and all Respondents submitting this RFQ from consideration, The Township reserves the right (in its sole judgment} to reject any Respondent that submits incomplete responses to this RFQ or a Qualification Statement that is not responsive to this RFQ. The Township reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFQ, or otherwise request additional information, All Qualification Statements shall become the property of the Township and will not be returned. All Quallfication Statements will be made available to the public at the appropriate time, as determined by the Township {in the exercise of its sole discretion) in accordance with law. The Township may request Respondents to send representatives to the Township for interviews. Neither the Township, nar its respective staff, consultants nor advisors shall be liable for any claims for damages resulting from the solicitation or preparation of the Qualification Statement. There shall be no reimbursement to Respondents for the cost of preparing and submitting a Qualification Statement for participating in this pracurement process. 2.4 Addenda or Amendments to RFQ During the period provided for the preparation of responses to the RFQ, the Township may Issue addenda, amendments or answers to written inquiries. Those addenda will be noticed