RFP Tree Planting & Watering Services

Town of Oak Island, North Carolina

Request for Proposals (RFP)

Tree Planting and Establishment Watering Services

1. Introduction

The Town of Oak Island, North Carolina ("Town") is soliciting proposals from qualified contractors to provide professional tree planting and establishment watering services in accordance with ANSI A300 standards and coastal best management practices. The goal of this program is to ensure long-term tree survival within a coastal barrier island environment.

2. Project Overview

• Project Name: Oak Island Tree Planting and Watering Program
• Location: Town of Oak Island, NC
• Contract Term: Three (3) years
• Anticipated Start Date: October 1, 2026
• Estimated Quantity: Approximately 100 trees installed annually (subject to budget and program needs)

3. Procurement Schedule

• RFP Issue Date: August 1, 2026
• Deadline for Questions: August 15, 2026
• Proposal Due Date & Time: August 31, 2026 by 2:30 PM
• Anticipated Award: September 30, 2026

Submission Requirements

Proposals must be submitted via:

• Method: Mail or Email
• Address: 4601 E Oak Island Dr, Oak Island NC 28465

Point of Contact

All communications regarding this RFP shall be directed to:

• Name/Title: Todd Tetreault, Parks and Recreation Director
• Email: ttetreault@oakislandnc.gov

Contact with other Town staff may result in disqualification.

Addenda

Any changes to this RFP will be issued as written addenda. Contractors are responsible for acknowledging receipt of all addenda.

4. Environmental Conditions

Contractors must operate under coastal barrier island conditions, including:

• Salt spray exposure
• Sandy, fast-draining soils
• High wind exposure
• Storm and hurricane risks

5. Scope of Work

The Contractor shall furnish all labor, supervision, equipment, and incidental materials necessary to complete the work. Trees will be provided by the Town unless otherwise noted.

5.1 Tree Planting

All planting shall conform to ANSI A300 standards and include:

• Utility verification (811)
• Root inspection and correction
• Hole width 2–3 times root ball
• Root flare at or slightly above grade
• Removal of containers, burlap, and wire
• Installation of 2–3 inch mulch ring (no volcano mulching)
• Initial watering (minimum 20 gallons)
• Site cleanup and debris removal

5.2 Tree Watering

The Contractor shall provide establishment watering using 20-gallon watering bags or approved equivalent.

Watering Schedule:

• Phase 1 (0–2 weeks): Daily to every other day
• Phase 2 (3–12 weeks): 2–3 times per week
• Phase 3 (3–12 months): Weekly to twice weekly
• Phase 4 (1–2 years): Every 10–14 days during drought
• Phase 5: Drought-only watering after establishment

Watering frequency shall be adjusted based on rainfall, soil moisture, and site conditions.

5.3 Water Source

Contractor shall:

• Coordinate hydrant or Town water use
• Include all costs for transport and delivery of water in pricing

5.4 Emergency Services

Emergency services include but are not limited to:

• Post-storm watering
• Drought response
• Tree stabilization watering

Emergency work shall be authorized by the Town.

6. Warranty and Replacement

• Contractor shall provide a 12-month warranty on all planted trees
• Dead or failing trees shall be replaced at no cost within warranty period

Determination of Failure

The Town shall determine tree failure based on:

• Lack of leaf-out or vigor
• Structural decline

Warranty exclusions may include vandalism, vehicle damage, or extreme storm events.

7. Approved Species

• Trees planted on municipal property shall be selected from the species found in Table 1 in Appendix A of chapter 32 (CODE OF ORDINANCES Town of OAK ISLAND, NORTH CAROLINA)

• unless pre-approved by the tree program manager.

(Amend. of 2-13-2024)

8. Mulching

Apply 2–3 inches of mulch, maintaining a mulch-free zone at the trunk base.

9. Reporting Requirements

Contractor shall provide:

• Watering logs (date, tree ID, gallons applied)
• Planting records
• Monthly summary reports (submitted by the 5th of each month)
• Immediate notification of issues or tree stress

Optional enhancements may include GPS tracking and photo documentation.

10. Performance Standards

The Contractor shall meet the following expectations:

• Minimum 90% tree survival rate annually
• Timely completion of watering cycles
• Response to Town requests within 48 hours

11. Qualifications

Contractors shall demonstrate:

• Relevant tree planting and maintenance experience
• Knowledge of ANSI A300 standards
• Experience working in coastal environments
• Proper licensing and insurance
• References (minimum of 3)

12. Insurance Requirements

Contractor shall provide proof of:

• General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
• Workers’ Compensation: As required by NC law
• Automobile Liability: $1,000,000 combined single limit

13. Pricing Proposal

Contractor shall submit pricing as follows:

Contractor may also submit optional hourly rates for additional services.

14. Submission Requirements

Proposals must include:

• Completed pricing sheet
• Company qualifications
• References
• Proof of insurance
• Description of approach and methodology

15. Evaluation Criteria

Proposals will be evaluated based on:

• Cost – 40%
• Experience – 30%
• Project Approach – 20%
• References – 10%

16. General Conditions

• The Town reserves the right to reject any or all proposals
• The Town may waive informalities and minor irregularities
• The Town reserves the right to negotiate with selected proposer

17. Contract Terms

The selected contractor will be required to enter into a formal agreement with the Town. The contract will include:

• Indemnification provisions
• Termination for convenience and cause
• Compliance with all local, state, and federal laws
• Non-discrimination requirements

18. Bid Form

• Vendor Name: ___________________________
• Contact Name: ___________________________
• Phone: ___________________________
• Email: ___________________________
• Signature: ___________________________
• Date: ___________________________