SLED Opportunity · CALIFORNIA · CITY OF SANTA CLARA
AI Summary
The City of Santa Clara seeks proposals for tree maintenance services including pruning, removal, stump grinding, emergency services, and tree planting. The contract starts July 1, 2026, with an estimated annual value of $1.1M. Proposers must hold valid California contractor licenses. Electronic bids due April 9, 2026.
The City of Santa Clara (“City”) Department of Public Works maintains approximately 11,600 trees in the Tree Division and another 2,500 trees in the Parkways and Boulevards and Parks & Recreation Divisions. Trees are located on public property along street corridors, park facilities, open spaces, City-owned facilities and within the City easement on private properties. The City is soliciting proposals from qualified firms (hereinafter “Proposer”) to furnish all labor, tools, equipment, materials, transportation, and supervision necessary to perform the following tree services: Package A - Tree pruning and removal/stump grinding as well as respond to emergency tree services. It is the City’s intent to select one vendor to perform the services under this Package. However, the City reserves the right to make multiple awards for services under this package. Proposer(s) submitting a proposal for Package A must hold a valid State of California C-27, C-49, and/or C-61/D-49 Contractor’s License(s) at the time of proposal submittal. Package B – Tree planting only. Proposer(s) submitting a proposal for Package B must hold a valid State of California C-27, C-49, and/or C-61/D-49 Contractor’s License(s) Contractor’s License at the time of proposal submittal. Proposers are encouraged to submit a proposal on one or both Packages. Please refer to Attachments A1 and A2 for a complete description of the required services. **Solicitation Type**: RFP - Request for Proposal (Formal) **Source ID**: PU.AG.USA.2731083.C18198001 **Piggyback Contract**: No **Question Acceptance Deadline**: 03/30/2026 05:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic Bid Submission **Solicitation Number**: 25-26-71 **Reference Number**: 0000417054 **Pricing**: In attached document **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Bid Documents | Documents defining the proposal | Yes | No | **Questions and Answers**: - Q1 Arrow Right Question: Engineer's Estimate Good morning, is there an engineer's estimate for this bid? Also who is the current contractor, and what is the contract value? Is it same scope of work? Arrow Right Answer: The annual estimate for this RFP is $1,100,000. This may be subject to change at the City’s sole discretion. The current contractors are Richard Smith, an individual doing business as Bay Area Tree Specialist and West Coast Arborists, Inc. The not-to-exceed agreement value for a total five-year term (initial term plus option terms) for Bay Area Tree Specialist is approximately $5,273,323 and the not-to-exceed agreement value for a total five-year term (initial term plus option terms) for West Coast Arborists, Inc. is approximately $1,350,516. The scope of work for the current agreements will differ slightly as that was a result of a previous solicitation. 03/19/2026 12:31 PM EDT 04/02/2026 02:10 PM EDT - Q2 Arrow Right Question: Grid Pruning When was the last time that the city performed grid pruning? What's the current pruning cycle? Arrow Right Answer: The entire City will be completed this year on a 6-year cycle. Next year, the cycle will restart. Zones with faster growing species will be assigned as needed to have additional trims done during the standard 6-year cycle. 03/23/2026 04:00 PM EDT 03/27/2026 01:17 AM EDT - Q3 Arrow Right Question: Green Waste recycling Does the City have any use for green waste generated from tree maintenance operations? Arrow Right Answer: No, the City does not have any use for green waste generated from tree maintenance operations. 03/23/2026 04:02 PM EDT 03/27/2026 01:17 AM EDT - Q4 Arrow Right Question: Local Contractor Are local companies eligible for any incentives or bonus points during the evaluation process? Arrow Right Answer: The City does not offer any incentives or bonus points. 03/23/2026 04:04 PM EDT 03/27/2026 03:34 PM EDT - Q5 Arrow Right Question: ISA Tree Worker Will the individual who holds the ISA Tree Worker certification be required to be on site at all times? Arrow Right Answer: The individual who holds the ISA Tree Worker certification will not be required on site at all times. Upon request, during high risk removals/large tree removals, the City may request an individual who holds the ISA Tree Worker certification. 03/23/2026 04:05 PM EDT 04/02/2026 02:17 PM EDT - Q6 Arrow Right Question: No Parking Signs Under section 2.5.3, the RFP states that the "Contractor shall provide 7 days advance notification for pruning/trimming and 14 days advance notification for removals to property owners and/or business owners when performing work adjacent to private properties. City will provide to Contractor the notification signs which Contractor must post on the trees. No notification is required for emergency call-out work." Will the city provide the contractor with no parking signs or hangers to use? Or both? Arrow Right Answer: The City will provide these materials. 03/23/2026 04:08 PM EDT 03/27/2026 01:17 AM EDT - Q7 Arrow Right Question: Stump Grinding Is the Contractor responsible for purchasing the backfill material that will be added once stump grinding is complete? If so, will the contractor be compensated for this expense? Arrow Right Answer: For Package A, the cost of the backfill material should be factored into the unit price for programmed and on-demand tree removal (which includes stump grinding). For additional backfill material that may be required for emergencies and/or as-needed, please price this out separately. Contractor will be compensated for this expense. For Package B, please see Attachment A2, Section 3.4. 03/23/2026 04:13 PM EDT 04/02/2026 02:17 PM EDT - Q8 Arrow Right Question: Tree Inventory Does the city have a current tree inventory. If so, will it be shared with contractor? Arrow Right Answer: Please see Addendum No. 2 and corresponding Exhibit 2 – City Tree Inventory Per Zone. 03/23/2026 04:16 PM EDT 04/06/2026 03:09 PM EDT - Q9 Arrow Right Question: CSLB-License Package A shows you need to have a C-27 AND a C-49 . Is a C61/D49 acceptable for the C49? Arrow Right Answer: Please see Addendum No. 1. 03/23/2026 09:02 PM EDT 03/27/2026 01:17 AM EDT - Q10 Arrow Right Question: CSLB-License Package A shows you need to have a C-27 AND a C-49 . Can the proposer use a subcontractor who has the C27? Arrow Right Answer: Please see Addendum No. 1. Please see document entitled "First Revised RFP 25-26-71 Tree Maintenance Services” regarding subcontractors. 03/23/2026 09:03 PM EDT 03/27/2026 01:17 AM EDT - Q11 Arrow Right Question: CSLB-License Package B reads the bidder must have a C27 and/or a C49, will a C61/D49 be acceptable for meeting the C49 requirement? Arrow Right Answer: Please see Addendum No. 1. 03/23/2026 09:04 PM EDT 03/27/2026 01:17 AM EDT - Q12 Arrow Right Question: Pre-Bid Confirmation Would you please confirm the correct pre-bid meeting information? Arrow Right Answer: There is no pre-proposal conference. 03/27/2026 11:23 PM EDT 04/02/2026 02:17 PM EDT - Q13 Arrow Right Question: Previous Award Would you please let me know the prior annual award amount for this service contract? Arrow Right Answer: Between the two agreements the City currently has for these services, the estimated combined annual amount is approximately $1,324,769. 03/27/2026 11:23 PM EDT 04/02/2026 02:17 PM EDT - Q14 Arrow Right Question: Proper bid Would you like us to submit a time sheet or is it per tree and by tree diameter my apologies just want to bid it correctly Arrow Right Answer: Please use Attachment D – Cost Proposal Form to submit your cost proposal. 03/28/2026 02:54 PM EDT 04/02/2026 02:17 PM EDT - Q15 Arrow Right Question: Cost form Question - Tree Health + Watering On Package B, should contractor infer that watering and tree health should be factored in on per tree unit price? In other words, immediate + long term health. Arrow Right Answer: Immediate planting costs only. The City manages tree care after planting. 03/30/2026 12:57 PM EDT 04/02/2026 02:17 PM EDT - Q16 Arrow Right Question: Tree Re-Planting Is contractor replanting where existing trees were or is contractor expected to stump grind and perform fresh installation? Arrow Right Answer: In situations where an existing City tree is being removed and a replacement tree is being planted, the stump will be ground down and a replacement tree planted either in the same location or as near as possible inside the right of way and an appropriate distance from any existing infrastructure. Fresh/new tree planting may be required. 03/30/2026 01:07 PM EDT 04/02/2026 02:20 PM EDT - Q17 Arrow Right Question: Package A - Cost Form Clarification Confirming that on Table #8, Row #79, "Emergency Tree Services," the unit price is supposed to reflect (3) person crew? Also, want to confirm that Table 8 pricing is after 5pm? Arrow Right Answer: Package A, Table 8, Row 79 unit pricing is to reflect a three-person crew with one chipper truck, one chipper, one aerial lift, and including all necessary hand tools, equipment, and related items. Yes, Table 8 pricing is for weekdays after 5pm and weekends/holidays. 03/30/2026 01:14 PM EDT 04/02/2026 02:20 PM EDT - Q18 Arrow Right Question: Cost Form - Additional / Supplemental Services Is this the section that we should be adding after hours hourly rates? Arrow Right Answer: If Attachment D – Cost Proposal Form does not capture all rates, please add them under “Additional/Supplemental Services” of each package accordingly. 03/30/2026 01:16 PM EDT 04/02/2026 02:17 PM EDT - Q19 Arrow Right Question: Crane Size + Required Crew Regarding Package A, Table #9, can you please specify the desired crane size required for the specifications? Additionally, when crane services are required, how many crews are factored in for the unit price? IE, 2 operators + other equipment or just crane + (1) operator? Arrow Right Answer: This will be determined at the discretion of the contractor based on the scope of the specific work being conducted. This is dependent on tree size, conditions, etc. Please include the costs of different crane sizes offered in your fleet and the appropriate staff needed in your cost proposal. If you don’t have job specific equipment in your fleet, equipment rentals are acceptable. 03/30/2026 01:27 PM EDT 04/02/2026 02:20 PM EDT - Q20 Arrow Right Question: Palm Pruning For Package A, Table #5, does the City require brand new, unopened blades for each palm, or are pre sterilized (24 hrs prior) blades acceptable? Arrow Right Answer: Sterilized or new are acceptable. 03/30/2026 01:29 PM EDT 04/02/2026 02:17 PM EDT - Q21 Arrow Right Question: Work Start Do you have an approximate Work start date? Arrow Right Answer: July 1st 2026. 03/30/2026 01:45 PM EDT 04/02/2026 02:17 PM EDT - Q22 Arrow Right Question: Fixed Price Is this fixed price for 5 year term? Arrow Right Answer: Prices shall remain fixed for the initial one (1) year term. After the initial term, the City reserves the right to exercise six (6) additional one-year period extensions for a total of seven (7) years. In the event the City elects to exercise options after the initial term, price adjustments may be considered by the City. Contractor may request adjustments to the rates at least ninety (90) days prior to any one-year option during the term of the agreement. Contractor shall provide information justifying reasons for any increase. Increases may not exceed the percentage increase of the prevailing wage or Consumer Price Index in any year, whichever is greater, and are subject to the City's approval. 03/30/2026 01:45 PM EDT 04/02/2026 02:17 PM EDT - Q23 Arrow Right Question: Contract Bonds Will the city require Payment and Performance bonds from the awarded contractor. If so, Our Surety will not issue 5 year contract bonds. Will the city accept annual renewable contract bonds? Arrow Right Answer: The City is not requiring payment and performance bonds for this RFP. 03/30/2026 01:46 PM EDT 04/02/2026 02:17 PM EDT - Q24 Arrow Right Question: Current contractor Who is the contractor and what is the current monthly amount paid for routine services? Arrow Right Answer: The current contractors are Richard Smith, an individual doing business as Bay Area Tree Specialist and West Coast Arborists, Inc. There is no set amount billed/paid monthly. The amount billed/paid monthly is determined by the volume of work conducted. 03/30/2026 01:46 PM EDT 04/02/2026 02:20 PM EDT
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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