271-22 Attachment-SUBMISSION.pdf

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 Panaylota Reynolds, Purchasing Agent 973-325-4056 Submission Date: Wednesday, July 6, 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 NJS.A. 19:44A-20.5, qualifications are being solicited by the Township of West Orange for the following professional services for the 2022 calendar year. The submission date is Wednesday, duly 6, 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: New Jersey approved Forester, New Jersey licensed tree expert, or an Intemational Society of Arboriculture approved arborist for Private Property New Jersey approved Forester, New Jersey licensed tree expert, or an International Society of Arboriculture approved arborist for Public Rights of Way and Public Properties Please submit sealed request for qualifications no later than Wednesday, July 6, 2022 at 10:00am to the Township of West Orange, 66 Main Street, West Orange, NJ 07052, Attn: Panayiota Reynolds, 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.JS.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.JS.A. 10:5-31 et seq. and NJAC. 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 N.IS.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.elecstate.nj.us . Panayiota Reynolds Purchasing Agent, R.P.P. S, QPA Page | 2.

| i I i : 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. This Request for Qualification “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 répresenis a ‘Fair and Open: process in which we can secure professional services throughout a 12 month time perlod or through December 31, 2022 whichever is sooner. PERIOD OF CONTRACT In the event respondent's services are chosen during this 12 month contract period or through December 31, 2022 whichever is sooner. The successful respondent shall be required to execute the Townships form contract, which includes the indemnification, insurance, termination and licensing provisions. A complete copy of a draft Township form contract is available 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

TOWNSHIP OF WEST ORANGE GLOSSARY The following definitions shail 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. "RFQ" --- refers to this Request for Qualification, 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. Arbotioulture approved arborist for Eublic Rights of Way, Public Properties and Private Properties PRIVATE PROPERTY © Tree Protection and Rernoval Ordinance * issues or Denies Tree Removal Permits or issues an Exemption from the Ordinance requirements « Determines if trees are viable or non-viable * — inspecis stumps of trees removed on an emergency basis pursuant to the Exemption criteria within 48 hours of notification ¢ Consults with Land Use Board Engineer for all new Land Use Applications for compliance with Ordinance. Consults with Land Use Engineer on Landscaping Plan including selection of species appropriate for the West Orange area and the purpose for which the planting is made « Prepares a monthly report of trees removed by permit or by exemption. Report to include address, species and tree size, and if tree was viable or not viable * — Issues summonses for violation of the Ordinance « Appears in Municipal Court as a Licensed Tree Expert when necessary « Private Property Owners « Advises owners, upon request, of tree conditions on their property « Recommends, based on iree’s condition, actions by property owner * Advises owners on suitability of tree species for planting e Property Maintenance * Consults with Property Maintenance Inspectors on conditions of trees on private property ¢ Determines if trees are dead or hazardous and if removal or pruning is warranted Page | 5

Other TOWNSHIP OF WEST ORANGE Issues written notice to property owners of hazardous or dead trees on private property Issues summonses for failure to correct conditions cited by written notice Appears in Municipal Court as Township's Tree Expert Advisory Boards When directed provides technical expertise to the Open Space and Recreation Committee and the Environmental Commission Ail memos, reports, letters, permits and other documents are to be prepared by the Professional and his/her staff without using the staff of the Public Works Department or the Engineering Division. The Township will provide within the Public Works Bullding 25 Lakeside Avenue, West Orange a work area, a telephone land line and intemet access during regular Department business hours. The Professional is responsible for his/her transportation both to and within West Orange. PUBLIC RIGHTS OF WAY AND PUBLIC PROPERTIES Public Works Conducts Windshield Survey of conditions of trees along Public Rights of Way and provides a quarterly report unless an imminent hazard is observed Conducts a survey of conditions of trees on public properties and provides an annual report for each property unless an imminent hazard is observed Advises the Department including the Director, Superintendent and Shade Tree Supervisor of ‘tree maintenance services including tree removals required on Public Rights of Way and public property Prepares a monthly report of trees removed indicating location, species and size. Prepares a monthly report of tree maintenance Assists in the preparation of specifications and bid documents for tree removal, tree Maintenance and emergency and non-emergency tree services for both public rights of way and public property : Assists in the preparation of specifications and bid documents for tree planting Page | 6

TOWNSHIP OF WEST ORANGE * Selects public tree planting locations, selects species, inspects and selects trees at nursery. Provides periodic inspection during planting and one year after planting to identify dead trees for replacement « Applies for Tree City USA Certification * Writes and prepares a Community Forestry Management Plan every five years « Works with the Township’s Grant Writer on grants related to tree conservation, tree maintenance and tree planting « Arranges Arbor Day tree planting and ceremonies ¢ Coordinates with Public Works and private contractors for disaster clean up * Advisory Boards « When directed provides technical expertise to the Open Space and Recreation Committee and ‘the Environmental Commission Other All memos, reports, letters and other documents are to be prepared by the Professional and his/her staff without using the staff of the Public Works Department or the Engineering Division. The Township will provide within the Public Works Building 25 Lakeside Avenue, West Orange a work area, a telephone land line and internet access during regular Department business hours. The Professional is responsible for his/her transportation both to and within West Orange Page | 7

TOWNSHIP OF WEST ORANGE SECTION 2 INTRODUCTION OF GENERAL INFORMATION 2.1 Introduction and Purpose The Township of West Orange is soliciting Qualification Statements from interested persons and/or Firms for the provision of various Professional Services for the Township of West Orange. Through a Request for Qualification (RFQ) process described herein, the Township will create a prequalified list of professionals that can provide such services. The Township will first consider companies for such services that respond to this RFQ. The Qualification Statement submission shall include all the Information required to be include as described herein. The Township intends to qualify respondents professional and administrative capabilities to provide proposed services, and will agree to work under ‘the compensation terms and conditions determined by the Township. 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.S.A. 40A:11-1 et seq. The selection is subject to the New Jersey Local Unit Pay to Play Law, N.JS.A, 19:44A-20.4 et seq. The Township has structured a procurement process to assure that 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 samme manner to each Qualification Statement received, Respondents agree to at all times to abide by all requirements of the NewJersey 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 requirements. 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: This RFQ does not cornmit the Township of West Orange to issue a Request for Proposal. 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. Page | 8

TOWNSHIP OF WEST ORANGE 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 Qualification 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, nor 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 procurement 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 by the Township and will constitute a part of the RFQ. All responses to the RFQ shall be prepared with full consideration of the addenda issued prior to the proposal submission date. SECTION 3 3.1 Standard Requirements of Technical Qualifications Respondents shall submit technical qualifications which contain the following: Business name, the principal place of business, and if different, the place where services will be provided. Respondents must have a minimum of five (5) years’ experience. Page | 9

TOWNSHIP OF WEST ORANGE The education, qualifications, experience, and training of all persons who would be assigned to provide services along with their names and tiles. Alisting of all other engagements where services of the types proposed, were provided in the past. This should include other Township governments, businesses or other government entities. Contact information for references must be provided. Astatement shall be provided by respondent that neither its firm nor any individual assigned to this engagement are disbarred, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency. The attached submission form can be replaced with respondents own prepared resume. All questions must be addressed as requested. 3.2 Mandatory Submission Forms Affirmative Action Certification Non-Collusion Affidavit Stockholder Disclosure Statement Business Registration Certification Political Disclosure Certification lranfan Disclosure Statement Addenda/addendum 3.3 Cost Analysis Respondents should submit a cost proposal which would include any proposed retainer, the services to be provided ata flat rate, if all or any services will be billed through hourly rates and what are the established rates. The Township shall in its discretion, provide a fee schedule with hourly rates depending on the nature of the matter. By submission of a proposal, you acknowledge and agree to adhere to the fee schedule. 3.4 Submission Evaluation When the Township is in need of a particular service, the selection will be the most advantageous submission based on all of the evaluation factors set forth in this RFQ. Each submission must satisfy the objectives and requirements detailed in this RFQ. The successful respondent shall be determined by an evaluation of the total content of the qualifications submitted, The Township reserves the right to: Page | 10