RFQ 2026-16 On-Call Tree Service

RFQ 2026-16 On-Call Tree Service On-Call Tree Service Revised 1/2026 Page 1 _____________________________________________________________________________________________ REQUEST FOR QUOTES (RFQ) #2026-16 Issue Date: March 19, 2026 Project Name: On-Call Tree Service Quote Due Date/Time: April 9, 2026, 2:00 PM PST Procurement Analyst: Juliana Snegireff Email: jsnegireff@clackamas.us 503-742-5447 SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT https://bidlocker.us/a/clackamascounty/BidLocker. PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED. 1. ANNOUNCEMENT AND SPECIAL INFORMATION Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html. RFQ Documents can be downloaded from OregonBuys at the following address: https://oregonbuys.gov/bso/ Document No. S-C01010-00016386. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys. Submitting Quotes: Bid Locker Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted. A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker. B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum. LATE QUOTES WILL NOT BE ACCEPTED. C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker. D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects . All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter. Communication in violation of this restriction may result in rejection of a Quoter. 2. SCOPE The County seeks to contract with qualified vendors to provide services for On-Call Tree Services which may include trimming, removal and stump grinding. The service area includes all of Procurement Division Public Services Building 2051 Kaen Road Oregon City, OR 97045 (503) 742-5444 (Office) Revised 1/2026 Page 2 Clackamas County and may include areas in public right-of-ways, medians, parks, easements, etc. Multiple contracts may be awarded as a result of this RFQ. If multiple contracts are awarded, the number of contracts awarded will be the sole determination of the County based on need. On-Call Contract The resulting Contract will be an “on-call” or “as-needed basis” for Work. Contractor agrees to perform the work on behalf of the County and the following entities: Water Environment Services, North Clackamas Parks and Recreation District, the Development Agency of Clackamas County, the Housing Authority of Clackamas County, and any special district or urban renewal agency that follows the County’s Local Contract Review Board rules and is approved by the County, in writing, to receive the work under the resulting contract. When the County wishes Contractor to perform the Work, the Contractor shall provide a completed quote to the department representative, then the County will submit an official County Task Order form (found at: https://www.clackamas.us/finance/terms.html) detailing the scope of Work, the entity on whose behalf the Work will be performed, and the total compensation. Contractor may not perform Work until the County Task Order form has been fully executed by the parties. In the event a project authorized under the County Task Order extends beyond the expiration of this Contract, the County Task Order shall remain in effect under the terms of the resulting Contract until the completion or expiration of the authorized task. No task order shall modify or amend the terms and conditions of the resulting Contract. The County Contract administrator for this Contract is the County Procurement and Contract Services Division. For each authorized Task Order, a project specific department representative shall be identified for coordination of the work. The County intends to award multiple contracts resulting from this RFQ. The Contract term will be for three (3) years. The maximum contract amount for each contract will not exceed 150,000.00. 3. SCOPE OF SERVICES 3.1 Category of Services:

• Tree Dropping
• Complete Tree Removal
• Tree Trimming (which may include tree topping)
• Tree Climbing and Rigging
• Stump Grinding
• Emergency Response

The Contractor shall furnish all labor, materials, tools and equipment necessary to safely perform the services requested. If permits are necessary, Contractor is responsible for obtaining any permit related to completing the task. Equipment needed may include, but not limited to, dump truck, wood chipper, aerial lift, traffic control devices, chainsaws, personal safety gear, etc. The Contractor shall be solely responsible for traffic control. At a minimum, placement of adequate pre-warning and detour signs to control vehicular and pedestrian traffic. Employees of the Contractor must also be clearly identifiable as employees of Contractor. Contractor must be available for inspections for project work sites to provide quotes to the requesting department for services. 3.2 Contractor must carry out all work according to the following specifications: A. General Conditions 1. Quoters must be actively licensed with the Oregon Landscape Contractors Board at the time of quote submission and throughout the contract term. Revised 1/2026 Page 3 2. Contractor will remove or stage debris daily, based on the scope of work in the task order. Disposal of these materials, chipped or not, is the Contractor’ responsibility and must done in a manner consistent with all applicable Local, State and Federal laws. 3. Following trimming or removal, all streets, driveways, sidewalks and paths must be swept clean. 4. Existing facilities, including grounds, structures, utilities, park amenities, trees, landscaping and so forth shall be protected by the Contractor. Any damage to existing facilities shall be reported to the County on the day such damage occurs. Contractor shall promptly repair damage with like materials when ordered to do so by the County at Contractor’s expense 5. . All repairs of damage to existing facilities shall be made to the satisfaction of the County. Departments may have special conditions applicable to a particular project. B. Safety Requirements 1. The Contractor shall block off work areas from vehicular and pedestrian traffic while conducting work and remove temporary signs and barriers as soon as work is completed. 2. Prior to cutting, the Contractor shall identify all hazards such as but not limited to, overhead wires and guy wires to avoid damage to utilities. 3. Under no circumstances shall a work area be left in unsafe conditions. Before leaving a site unattended for any period of time the following must be addressed: a. The main access road(s) entering and/or exiting a tree removal area must be cleared to allow for access by emergency vehicles. b. All hangers, spring poles, and/or leaners, or any other falling hazard, must be completely felled before the end of each work day. c. All trees which have been cut, even partials or minor cuts, must be felled: not including trimming/pruning/limbing. 4. Only with specific written agreement may logs from trees be left for the public and adjacent homeowners to collect. C. Tree Trimming Specifications Where a tree is marked for trimming, Contractor shall: 1. Cut all dead, diseased or broken limbs greater than 1-1/2 inches in diameter from the marked tree. 2. Pruning cuts shall be clean and smooth; leaving the bark at the edge of the cut firmly attached to the wood. A three-cut process, sometimes known as “jumpcutting”, shall be used to remove larger limbs in order to avoid stripping or tearing of the bark, and to minimize unnecessary wounding 3. All cuts should be made sufficiently close to the parent limb or trunk without cutting into the branch collar or leaving a protruding stub, so that closure can readily start under normal conditions. 4. Remove all trimmed branches and limbs from the site. 5. Climbing harness or aerial lift bucket may be used for tree trimming work. D. Tree Removal Specifications 1. Remove the tree without damaging any surrounding utilities or structures. Any other trees damaged by the falling tree will be pruned or treated to minimize the injury. 2. Remove all trunks, treetops, branches and debris from the site. E. Stump Grinding Specifications 1. Grind the remaining stump to a minimum depth of eight (8) inches from surrounding grade or deeper if necessary to completely sever the roots from the main root mass. 2. All surface roots and / or raised areas from the root flare shall be ground out or leveled and filled to match the surrounding grade. Revised 1/2026 Page 4 3. Grinding debris resulting from the stump grinding process shall be removed from the hole and cannot be used as fill. 4. Holes where stumps have been ground out and any other areas disturbed by Contractor’s activities or equipment shall be backfilled and smoothed to the level of the adjoining grade with pulverized black dirt (topsoil). 5. The Contractor shall supply its own topsoil for backfilling which shall be of sufficient quality to support grass cover and contain no debris (glass, sawdust, large rock etc.) 6. Backfilling of holes shall occur on the same day grindings are removed; otherwise the site shall be properly barricaded overnight to ensure public safety. 7. The topsoil shall be properly leveled and compacted to ensure minimum settlement of the backfill material. F. Scheduling 1. All non-emergency work is to be scheduled at least five (5) business days in advance and coordinated through the department representative that issues a Task Order. 3.3 Additional Quoted and Emergency Tree Services 1. During the term of the Contract, the County may request Contractor to quote and carry out additional tree work and/or provide emergency tree services according to the specifications in Section 3.2. 2. All additional quoted and emergency work carried out by the Contractor for the County shall be provided under the terms and conditions in the resulting contract. 3. Quotes submitted by the Contractor shall include a statement that references the resulting Contract Terms and Conditions and the Scope of Services included in this RFQ. 4. The County does not grant any exclusivity to Contractor for any additional quoted or emergency tree services needed by the County and may solicit and secure these services from other Contractors. 4. SAMPLE CONTRACT Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at: https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the: Goods & Services Contract (unless checked, item does not apply) The following insurance requirements will be applicable. Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage. Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage. 5. QUOTE Quotes should be short and concise with the following information: A. On company letterhead, describe your experience in these types of projects and experience of staff; B. List of Contractor equipment to do the type of work; C. Completed Quote (Attachment 1); D. At least 3 references from within the last 3-years; E. Clackamas County Certifications from; and F. Any additional information that Clackamas County should take into consideration for the project or qualifications. Revised 1/2026 Page 5 6. EVALUATION Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, Contractor’s equipment, and references. Revised 1/2026 Page 6 QUOTE CERTIFICATION FORM RFQ #2026-16 Submitted by: ____________________________________________________________________ (Must be entity’s full legal name) Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following: SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and