Materials Distribution Services

TREE TRIMMING AND REMOVAL SERVICES

SCOPE:The University currently contracts with a tree service company to provide for tree trimming and removal activities as well as the installation of tree support systems. The Contractor also collects branch samples for disease diagnostics.

The Contractor responds to specific requests for tree work from the University and must receive authorization for additional work that may come to the Contractor’s attention not previously requested by the University.

Non-UW-Madison users contact: Vendor Representative

Reminder per Section 5. FIRM PRICES:  Prices must remain firm for the initial contract term. Prices established may be lowered due to general market conditions.

1      Performance Standards
1.1         All activities performed under this contract shall conform to the most current published ANSI (American National Standards Institute) A 300 standards for pruning, and tree support systems.

1.2         All activities performed under this contract shall conform to the most current published ANSI (American National Standards Institute) Z133.1 standards for safe arboricultural operations.

3.     Contractors shall provide, at Contractor’s expense, all tools of the trade and equipment necessary to perform the work to University specifications.

4.     Notifications Prior to Start of Work
4.1         Contractor should notify CARS by calling 608-263-3333 or via fax at 608-265-3510 each day prior to starting work on campus to advise of work location.  Contractor may presume that job site entry is permitted as soon as it has given its phone or fax notice.  No confirmation by Physical Plant CARS will be made.

4.2         Contractor will schedule and perform requested tree service work within a time period specified by the Ordering Department.  The Ordering Department will prioritize tree service requests so as to provide a reasonable scheduling window for the Contractor.

5.     Completion of Work (Check out)
Contractor should notify CARS by calling 608-263-3333 each day after completion of work on campus.

6.     Regular Work Hours
6.1         When a starting date has been determined by the Ordering Department, the Contractor shall be on the job site on that day and ready to perform work.

6.2         The Contractor may be provided with a project timeframe (start date/end date) under which the tree trimming work must be performed.  If the work cannot be completed within the established timeframe, the Contractor needs to decline the work when it is offered.  If a project with a timeframe is accepted, the Contractor must complete the work as scheduled.

6.3         All work at the site shall be performed during Regular Hours.  Work performed after Regular Hours must have prior approval of the Ordering Department.  Work required to be performed after Regular Hours, on weekends or Legal Holidays, shall be performed at the Regular Single Hourly Wage unless it meets the overtime criteria.

6.4         Overtime shall be paid only for work that meets BOTH of the following criteria and shall not exceed 150% of single hourly rate :
              6.4.1        Requested and pre-approved by the Ordering Department
              6.4.2        Exceeds 40 hours per individual against this Contract in a one-week period, Monday through Sunday.

7.     Special Work Time
Some projects may require work to be conducted outside Regular Hours and/or on weekends.  The Ordering Department will communicate such special work times along with the project timeframe.  If the work cannot be completed during the established times, the Contractor needs to decline the work when it is offered.  If a project with special work hours is accepted, the Contractor must complete the work according to the special work schedule.

8.     Tree Care Services
8.1         Contractor shall have under their employ at least one employee who holds an ISA (International Society of Arboriculture) Certification, and Contractor shall ensure that ISA Certification is maintained throughout the contract period.  All work shall be performed or supervised on-site by an ISA Certified Arborist.

8.2         The Contractor shall employ only such workers as are skilled in the tasks to which they are assigned.  The University reserves the right to require the Contractor to remove and/or not to assign any employee the University deems incompetent, careless, insubordinate, or otherwise objectionable to working on University jobs.

8.3         Contractor is required to provide an aerial lift with a minimum reach (working height) of 50 feet when necessary and requested by the Ordering Department.

8.4         Vehicles and equipment used to perform tree care services (e.g., aerial lift, wood chipper, support vehicles) will, to the extent feasible, be positioned on paved or gravel surfaces.  When it is necessary to operate vehicles or equipment on turf or on tree root zones the Contractor shall use ground protection equipment to protect soil from compaction and turf damage.

8.5         The University may require that work performed under this Contract be conducted by a trained climber without the use of an aerial lift.

8.6         When arbor culturally appropriate, the Contractor will use disinfectant on tree cutting equipment to prevent the spread of pathogens.  When arboriculturally appropriate, tree wound paint (specially formulated for this application) will be used to protect trees from the spread of pathogens.

8.7         Where requested, the Contractor shall install tree support systems (cables and braces) to reduce the possibility of tree failure. Installation methods and materials shall reflect the most current arboricultural practices.

9.    Waste Removal
9.1         All wood waste and/or nonhazardous debris produced under this contract shall be removed from the job site by the Contractor the same day it is produced, unless specific alternative arrangements are made with the University.  The Contractor shall collect and remove all waste twigs, sawdust and leaves that have been produced as a result of a tree service activity.  The Contractor shall not leave debris in University dumpsters or in any non-Contractor owned dumpster.  The contractor shall not incinerate debris, and/or dump waste by/in the street or road.

9.2         Stump grinding will be performed by the Contractor; however the University will be responsible for removal of wood chip debris and filling the hole created by the stump removal.

9.3         Tree waste appropriate for firewood generated by this contract may be deposited at the designated firewood distribution site on campus.  Wood sections left at this site must be in lengths no greater than 4 feet and weigh no more than 75 pounds.  Wood infected with pathogens shall be disposed of off-campus in a manner that will not result in the survival of the disease organism.

9.4         Wood waste generated from campus tree operations that cannot be disposed of at no cost to the University, will be taken to the City of Madison Transfer Station on Olin Avenue.

9.5         If debris could be identified as hazardous waste, Contractor must contact the University’s Safety Department at 608-262-8769 for proper hazardous waste disposal procedures.

9.6         No materials shall be salvaged by the Contractor or any party or given to any third party without the approval of the FP&M Purchasing Office.

10.   Site Restoration
Inspections of work areas may be done by the University after work completion.  The University may inspect work area within 40 hours of work completion.  Contractor shall be responsible for and will be notified by the University of all damage to turf and soil depressions on non-frozen soil, and damage to surrounding trees, shrubs and grassy areas.

Damage to turf or soil depressions caused by improper operation of vehicles on non-frozen soil will be repaired by the University, with costs charged back to the Contractor based on the UW Environmental Services Department annual hourly labor billing rates plus cost of materials.

11.   Subcontracting
11.1       Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any other Contractor without prior written approval by Purchasing.

11.2       If subcontractors are to be used, the Contractor must clearly explain their participation.

11.3       The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job.

11.4       Subcontractors must abide by all terms and conditions under this Contract.

11.5       Costs for subcontracted work is to be shown on the invoice as only pass through costs without additional markup charges.

12.   Reporting to Job Site
12.1       Employee Identification:  All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented.  Any identification must be provided by the Contractor at the Contractor’s cost.  Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

12.2       When a job start date and time has been determined with the Contractor, the Contractor shall be on the job site with adequate tools, be mobilized and ready to perform work at the agreed upon time and date immediately upon arrival.

12.3       Upon request, the Contractor must notify the Ordering Department Contact each day when the Contractor’s staff arrives and departs.

12.4       Contractor shall ensure that a minimum of one ISA Certified Arborist is on the work site at all times to oversee work.

12.5       Contractor shall maintain a daily time sheet for every job.

13.   In the event of a major catastrophic emergency, Contractor must be able to provide the University with services on this bid.

14.   Purchasing shall have the option to contract with another vendor if Contractor is unable to provide service for any reason or on a timely basis.

Revision History