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Bid Title: Maintenance of the City of Saratoga Heritage Orchard
Category: City Bids & RFPs
Status: Closed

The City of Saratoga is soliciting proposals from qualified orchard maintenance contractors to care for and maintain the Heritage Orchard. It is acceptable to propose alternate methods of orchard care than are currently being used if they meet the best practices standard of care used in the industry and are cost effective.

Expertise and Experience Sought
  1. Selecting, planting, pruning, and cultivating apricots, prune plums and cherry trees.
  2. The ability to maintain healthy trees through implementation of current best practices, including analysis of leaf and soil samples, soil amendments, watering and cultivating.
  3. Knowledge of fruit harvesting.
  4. The ability to properly remove and replace dead trees.
  5. The City of Saratoga follows an Integrated Pest Management (IPM) Program for weed and pest control. As of 2019 glyphosate (Roundup) is no longer used for weed control. Mechanical methods of weed control are desired. All chemicals used during the year are to be reported to the City and the County Department of Agriculture. A copy of the City’s Integrated Pest Management Plan is included as Attachment 3.
  6. Rodent and deer control are to be humane and non-toxic to humans or pets through secondary poisoning. Chemicals used to control rodents or other animals are be approved by the City prior to use.
  7. The ability to maintain the orchard in a neat and clean condition with well-maintained pathways and weed-free rows of trees.
Proposal Requirements
  1. Provide a statement of the contractor’s approach to orchard care and maintenance. Include information on the disposition of the fruit from the orchard. The proposal may include proposed programs for community involvement and education.
  2. Provide a statement about the contractor that describes experience with similar projects and competencies. Include relevant Department of Pesticide Regulation (DPR) license numbers and resumes of the principals and professionals who will manage work under the contract.
  3. Provide a description of the contractor’s experience with similar projects during the past five years and provide references, including a contact name, address, phone number and email address.
  4. Submit an overall maintenance schedule including the timing of major tasks.
  5. Provide information on how equipment used in maintenance activities will be transported to and from the site and stored.
  6. Include an estimate of the anticipated maintenance costs and provide hourly rates for staff and a proposed billing schedule.
  7. Identify any proposed revisions to the proposed scope of work (included as Attachment 1) and the City’s standard contract (included as Attachment 2). Note that this project is subject to the State of California’s prevailing wage requirements as set forth in the standard contract. Because this is a maintenance contract, no bonds are required. All City contractors must have a City of Saratoga Business License at the time the contract is awarded.
Selection Process
  • Proposals Due: September 23, 2019
  • Consultant Selection: October 2019
  • Council Approval of Contract: November 2019
  • Work Begins: January 1, 2020
Evaluation Criteria
All proposals received will be evaluated utilizing the following criteria:
  • Ability of the respondent to perform the specific tasks outlined in the RFP.
  • The contractor’s clear understanding of the services to be provided.
  • Qualifications and experience caring for an orchard or projects with similar issues.
  • The proposed costs based on the understanding of the scope of work and issues involved.
Submittal Requirements
Respondents shall submit one hard copy and one electronic copy of the proposal no later than Monday, September 23 at 4:00 p.m. Late submittals will not be accepted.

The attached Request for Proposals includes the following: 
  1. Scope of Work
  2. Standard Contract
  3. IPM Protocol
For further information or questions, please contact City Arborist Kate Bear at or 408.868.1276.

Publication Date/Time:
9/4/2019 12:00 AM
Closing Date/Time:
9/23/2019 4:00 PM
Related Documents:

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