Oceana County Stormwater Trees Project Tree Maintenance Contractor Request For Quotes

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PROJECT DESCRIPTION

Delta Institute seeks quotes from qualified tree maintenance contractor for the Oceana County, Michigan Stormwater Trees Project, a regional tree planting initiative that is funded through a grant from the United States Forest Service’s Great Lakes Restoration Initiative (USFS GLRI). The selected contractor would oversee the maintenance of 268 full trees and 384 seedlings along the Hart Montague Trail, and at specified locations throughout the municipalities of Hart, Shelby, New Era, Rothbury. The contractor’s work will be overseen by project team that includes Delta Institute, the Western Michigan Shoreline Regional Development Commission (WMSRDC), the Michigan Department of Natural Resources (MDNR), and the partnering municipalities. The project team includes Delta Institute, the Western Michigan Shoreline Regional Development Commission (WMSRDC), the Michigan Department of Natural Resources (MDNR), and the partnering municipalities.

SCOPE OF QUOTE

The qualified planting contractor will participate in the production these deliverables, as identified in Scope of Services:

  1. Coordination with all suppliers, vendors, and project team members
  2. Routine maintenance of 268 full trees and 384 tree seedlings

Scope of Services

1.) Seedling Maintenance: Weekly watering trips between May – August 2021, for all 384 seedlings, and corrective measures to any damage or disruption to the planting’s protection that transpires.

  • Full Tree Maintenance: Weekly watering trips between May – August 2021, for up to 268 full trees. Corrective measures to any damage or disruption to the planting’s mulching, staking, or protection that transpires. The contractor will execute the routine maintenance of the project’s full trees in accordance with the following guidelines, to ensure their long term growth and health. These guidelines must be followed by the contractor throughout the duration of the project:
  • Tree Watering Process: Watering bags (i.e., tree gators, either donut-shaped or other types) will have been installed at the time of planting, prior to the maintenance period. Watering bags should be checked weekly, and filled with water as needed during the first growing Beginning in May 2021, the bags should be checked every two weeks, and should be filled as needed.
  • Mulching Trees: Trees will have been mulched by the planting contractor, at a depth of 2-4 inches, at the time of Mulch must be maintained in a level circular area around the base of each tree. Mulch must not be piled or mounded near the tree trunk. Beginning in May 2021, mulch should be evaluated, and if needed, additional mulch must be added to maintain 2-4 inches of depth.
  • Staking and Tying Trees: Trees that are planted near large open areas and are subject to high winds will be staked to improve firmness against the In May 2021, trees must be evaluated for firmness, and if trees are stable, stakes should be removed.
  • Pruning: Newly-planted trees should need little pruning if they were properly cared for in the In the first year after planting, the contractor must remove only dead or broken branches. After Year 2, weakly-attached limbs and co-dominate leaders (a tree that has more than one main trunk that is similar in diameter) should be removed to promote healthy trees with good form.
  • Tree Protection: Tree mulch should help protect the base of newly-planted trees from lawn mower damage, by keeping mowers away from the tree However, to protect the newly-planted trees in areas where wildlife browsing may be an issue, trees must be protected using plastic mesh fencing or other tree guard products (such as tubes). After tree establishment, these structures can be removed.
  • Monitoring Tree Health: A formal tree health inspection will be carried out by the project forester late summer of 2021 to evaluate tree condition. Trees will be inspected for appropriate watering, mulching, security and health. Recommendations for replacement plantings, necessary corrective actions, and any adjustments to maintenance activities will be outlined during this inspection.

2.) Coordination with Project Team and Participating Agencies The contractor will coordinate with the project team of Delta Institute, the Western Michigan Shoreline Regional Development Commission (WMSRDC), the Michigan Department of Natural Resources (MDNR), and the partnering municipalities on all necessary aspects of the project’s tree planting, including but not limited to:

  • Issues with vendors and suppliers
  • Questions regarding planting locations, species,

Requisite Certification

The selected contractor must obtain all necessary state and local licenses and permits to conduct work within the project locations.

Term of Completion

May 1, 2021 – December 31, 2021

Compensation

The following compensation schedule will illustrate the payment milestones for the contractor’s maintenance work.

  1. Installment 1 (June 2021): May Maintenance Payment
    • Billable upon completion of Scope Tasks 1-3 for May 2021
  2. Installment 2 (July 2021): June Maintenance Payment
    • Billable upon completion of Scope Tasks 1-3 for June 2021
  3. Installment 3 (August 2021): July Maintenance Payment
    • Billable upon completion of Scope Tasks 1-3 for July 2021
  4. Installment 4 (September 2021): August Maintenance Payment
    • Billable upon completion of Scope Tasks 1-3 for August 2021

Failure by contractors to complete the maintenance work, as described in final signed agreement with Delta Institute, will result in the withholding of payment by Delta Institute, until full completion of the work.

Due Date for Submission

Friday, August 31, 2020 (6pm ET/5pm CT)

Questions regarding the RFQ process and formal RFQ responses/applications should be sent to careers@delta-institute.org by the due date.

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