News : Notice to Bidders: Tree Replanting Program Project

Notice to Bidders

Purpose:

Qualified bidders may submit bids for the Benton County Tree Replanting Program, project located at the Atkins Roundhouse Area (7051 Ben/Ln Rd, Atkins, IA). The Owner of this project is Benton County managed by the Benton County Conservation Board (5718 20th Ave Drive, Vinton, IA 52349).

Project information/Scope:

II. Project Description

1. Benton County Conservation is seeking bids from qualified contractors for the purchase and installation of approximately 255 trees to be planted in the Atkins Roundhouse Area. This planting will occur during the 2025 fall tree planting season.

III. Scope of Work/Description of Services

The Scope of Services to be provided is described below:

1. Bidder is to provide no less than 255 trees for planting at designated locations within the park listed above. Aerial maps of planting locations will be provided with this document, and individual planting locations will be marked with wooden stakes prior to contractor planting. No more than 20% of one species may be planted.

2. Tree planting shall be completed between September 15, 2025, and December 1, 2025, unless written approval from Benton County Conservation staff to work outside of this time period is given.

3. An approved species list will be provided with this document, and any substitutions to desired species must first be discussed with Benton County Conservation staff.

4. All trees must be containerized and grown using the Root Production Method of air pruning and have a well-established fibrous root system with no encircling roots, any encircling roots need to be cut completely before planting. Trees must have a well-formed canopy with a strong intact central leader.

5. Trees shall be in either 3, 5, or 7-gallon containers, with a preference towards 5- and 7-gallon containers as stock allows.

6. Trees shall be planted according to industry best practices. Consultation with Conservation staff on proper tree planting will be required.

* Center tree trunk in planting space. Plant tree at proper depth. This depth is achieved by assuring that the upper most lateral root(s) of the tree are just below the soil surface, and the trunk flare is visible. The hole width needs to be dug twice the width of the rootball.

* Excess soil and sod may remain on site.

* To eliminate air pockets, settle the soil with water and add soil as needed. Create a ridge of soil NO MORE than two inches high around the hole to serve as a reservoir when watering.

7. Each tree shall have deer protection installed with it. Welded wire fencing no thinner than 14 gauge and mesh either 2inch x 2inch or 2inch x 4inch shall be used, dimensions of which are appropriate to the individual trees, being from the ground to a height no lower than 4 ft, and to an average diameter no less than 12 inches of clearance from the edge of the canopy or trunk. Fencing must be supported securely by no less than one metal post per tree, no less than 4 feet above ground (assuming approximately 1 ft is underground).

8. All trees shall be properly mulched with hardwood mulch. Mulch shall be kept 1-2 inches away from the trunk, installed to a 3- to 4-inch depth to the dripline of the tree, or a minimum diameter of 4 feet.

9. Each tree shall receive adequate watering at time of planting; no less than 10 gallons.

10. Each tree will include 1 year of establishment care. This will include weekly watering from time planted to tree dormancy in fall, and picking back up by March 15, or after the ground thaws if later than March 15, with a minimum of 15 gallons per tree per watering. Contractor must provide documentation showing trees were watered weekly. If trees receive a sufficient amount of rain during a week, watering may be suspended for that week with approval from Conservation staff. Trees will need to be watered in weeks where there was less than 2-tenths of precipitation.

11. Each tree shall include a one-year replacement warranty to ensure it possesses vigorous growing conditions. Qualities of a vigorous tree include, but are not limited to, a well-shaped and healthy canopy, minimal deadwood, no tip or central leader dieback, good leaf color and shape, and good twig growth. Warranty begins once all trees are inspected and accepted by Conservation staff. Replacements will be discussed and agreed upon between Contractor and Conservation staff.

12. Some plantings will be taking place near a new trail development, Benton County will coordinate with Contractor on timing for tree planting in this area.

13. The contractor shall be responsible for being informed as to all existing conditions and limitations under which the work is to be performed. No extra allowance will be made because of lack of such examination or knowledge. No pruning will be done by the contractor at time of planting.

A pre-bid meeting will be held on Wednesday, June 11th 2025 at 12:00pm, hosted online, details and link can be found on the county website calendar at bentoncountyia.gov/calendar/ or by requested the link from Cecilia Dirks at cdirks@bentoncountyparks.com. The purpose for this meeting is to give potential bidders the opportunity to ask questions about the project, and Benton County Conservation to explain what they expect to be done.

Sealed bids will be received and accepted (virtually/in paper). Bids will only be accepted from Thursday June 5th, 2025, to Friday, July 11th, 2025. Sealed bids for Benton County Tree Replanting Program will be received by Benton County Conservation Board at Benton County Conservation Nature Center 5718 20th Ave Drive, Vinton, IA until Friday, July 11th, 2025 at 12pm and then at said office publicly opened and read aloud. No bids can be submitted after July 11th 2025 at 12pm. Please ensure each envelope states it is for the 2025 Tree Replanting. Any person with disability requiring special accommodations must contact the Benton County Conservation no later than 7 days prior to the bid opening.

Bid Requirements and Submission Information:

Bids will be considered by the Benton County Conservation Board at its meeting on July 14th 2025 at 5:40pm at the Benton County Conservation Nature Center (5718 20th Ave Drive, Vinton, IA 52349).

All bid documents may be examined at Benton County Nature Center, 5718 20th Ave Drive, Vinton, IA 52349 until July 10th, 2025, at 3:30pm. To obtain DIGITAL Plans and Specifications, please email Cecilia Dirks at cdirks@bentoncountyparks.com.

Benton County Conservation Board hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award. Benton County is an Equal Opportunity Employer. We encourage all small and minority owned firms and women's business enterprises to participate.

This project is being supported with U.S. Department of Housing and Urban Development, Community

Development Block Grant, Disaster Recovery grant funding. Therefore, certain restrictions and other federal requirements attach to this opportunity. Award of contract is subject to the requirements of the Iowa Economic Development Authority.

Pursuant to the requirements of the Community Development Block Grant, Davis-Bacon wage rates are to be used on this project. Current wage rates are available, and it is the Contractor's responsibility to make sure that they are using the most current rates at the time of bid opening. Wage rates should be reviewed prior to submitting a proposal the day of bid opening. Contractors must not appear on Sam.gov disbarment list, including any subcontractors. A detailed listing of all subcontractors shall be provided by the Bidder. In accordance with the Contract Documents, documentation that the prospective General Contractor and its subcontractors meet minimum qualifications shall be provided and submitted.

A detailed listing of all subcontractors shall be provided by the Bidder. In accordance with the Contract Documents, documentation that the prospective General Contractor and its subcontractors meet minimum qualifications shall be provided and submitted.

Current Davis Bacon wage specifications are with additional documents.

The contract will require incorporation of provisions required by the CDBG Program.

This bidding process follows Iowa Code Ch. 26, Iowa Construction Bidding Procedures. Each bidder shall accompany the bid with a bid security as defined in section 26.8.

Benton County Conservation, does hereby reserve the right to reject any or all bids, to waive informalities, and to enter into such contract, or contracts, as it shall deem to be in the best interest of the jurisdiction.

Please contact Cecilia Dirks at cdirks@bentoncountyparks.com with any questions.

SECTION 3 LANGUAGE FOR PROCUREMENT DOCUMENTS AND CONTRACTS

A. The work to be performed under this contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

B. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 75, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 75 regulations.

C. The contractor agrees to post copies of a notice advising workers of the Contractor's commitments under Section 3 in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

D. The contractor agrees to provide written notice of employment and contracting opportunities to all known Section 3 Workers and Section 3 Businesses.

E. The contractor agrees to employ, to the greatest extent feasible, Section 3 workers or provide written

justification to the recipient that is consistent with 24 CFR Part 75, describing why it was unable to meet minimum numerical Section 3 Worker hours goals, despite its efforts to comply with the provisions of this clause.

F. The contractor agrees to maintain records documenting Section 3 Workers that were hired to work on previous Section 3 covered projects or activities that were retained by the contractor for subsequent Section 3 covered projects or activities.

G. The contractor agrees to post contract and job opportunities to the Opportunity Portal and will check the Business Registry for businesses located in the project area.

H. The contractor agrees to include compliance with Section 3 requirements in every subcontract for Section 3 projects as defined in 24 CFR part 75, and agrees to take appropriate action, as provided in an applicable provision of the subcontract upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 75. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 75.

I. The contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 75 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR part 75.

J. The contractor will certify that they have followed prioritization of effort in 24 CFR part 75.19 for all employment and training opportunities. The contractor will further certify that it meets or exceeds the applicable Section 3 benchmarks, defined in 24 CFR Part 75.23, and if not, shall describe in detail the qualitative efforts it has taken to pursue low- and very low-income persons for economic opportunities.

K. Noncompliance with HUD's regulations in 24 CFR part 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

Section 3 Business Concerns are encouraged to respond to this proposal. A Section 3 Business Concern is one that satisfies one of the following requirements:

1. It is at least 51 percent owned and controlled by low- or very low-income persons;

2. Over 75 percent of the labor hours performed for the business over the prior three-month period are performed by Section 3 Workers*; or

3. It is a business at least 51 percent owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

* A Section 3 Worker is defined as any worker who currently fits or when hired within the past five years fit at least one of the following categories, as documented:

1. The worker's income for the previous or annualized calendar year is below the applicable income limit established by HUD;

2. The worker is employed by a Section 3 business concern; or

3. The worker is a YouthBuild participant.

Businesses that believe they meet the Section 3 criteria are encouraged to register as a Section 3 Business through HUD's website: https://portalapps.hud.gov/Sec3BusReg/BRegistry/RegisterBusiness