CITY OF MILBANK, SOUTH DAKOTA REQUEST FOR BIDS (RFB)
CITY OF MILBANK, SOUTH DAKOTA REQUEST FOR BIDS (RFB)
Emerald Ash Borer (EAB) Tree Removal Services
I. INVITATION TO BID
The City of Milbank, South Dakota, is soliciting sealed bids from qualified and insured contractors for the removal and disposal of designated ash trees as part of the City’s Emerald Ash Borer (EAB) Mitigation Plan (2026–2032).
Sealed bids will be received at the Office of the Finance Officer, City of Milbank, 1001 E. 4th Avenue, Milbank, SD 57252, until April 1, 2026, at 2:00 pm, at which time they will be publicly opened and read.
II. PROJECT DESCRIPTION
This three-year project includes the removal of designated ash trees located in City parks and cemetery properties. Boulevard (right-of-way) trees are private responsibility and are not included in this bid unless specifically identified.
Required work includes:
• Complete removal of designated ash trees
• Removal and disposal of all brush, limbs, and wood debris
• Stump grinding to a minimum depth of 8-12 inches below grade
• Surface restoration with topsoil and seed with sun mixture of appropriate perennial turfgrass species
• Traffic and pedestrian control as necessary
• Compliance with all Z133 Safety Requirements for Arboricultural Operations safety standards and regulations
The City anticipates phased removals consistent with its adopted EAB Mitigation Plan. Initial removals will prioritize high-risk trees as identified through the City’s Removal Prioritization Matrix.
Estimated removals under this bid: 200 trees (quantity subject to change).
III. PRICING REQUIREMENT
Bidders must provide pricing as follows:
Cost per diameter inch (DBH) measured at 4.5 feet above ground level (Diameter at Breast Height – DBH).
• DBH shall be measured at 4.5 feet above grade.
• Pricing shall be stated as:
$_____ per diameter inch (DBH at 4.5)
No lump sum bids will be accepted.
The unit price shall include:
• Labor
• Equipment
• Mobilization
• Documentation and reporting
• Dumping
• Any incidental costs necessary to complete removal
Complexity may be considered on a case-by-case basis but should be the exception when considering bid. However, no tree can be excluded from the project without approval from the City Project Manager.
IV. CONTRACT TERM
The contract covers the calendar removal seasons from April 1, 2026 through May 31, 2029. All trees removed must be destroyed before May 31st the following year.
While it is anticipated that the majority of the removal will be completed by May 31, 2029, the City reserves the right to renew the contract annually for up to two additional years, contingent upon satisfactory performance and budget approval.
V. CONTRACTOR QUALIFICATIONS
Bidders must:
• Be licensed and authorized to conduct business in South Dakota
• Provide proof of liability insurance (minimum $1,000,000 per occurrence)
• Provide proof of workers’ compensation coverage
• Demonstrate experience in large-scale tree removal
VI. BID SUBMITTAL REQUIREMENTS
Bids must include:
1. Unit price per tree removal (by diameter class, if applicable)
2. Unit price for stump grinding
3. Mobilization cost (if any)
4. Hourly rate for additional services (if requested)
5. Proof of insurance and qualifications
6. Estimated timeline for completion
Bids must be clearly marked: “RFB – EAB Tree Removal Services”
VII. AWARD OF CONTRACT
The City reserves the right to:
• Accept or reject any or all bids
• Waive informalities
• Award the contract in the best interest of the City
• Award by diameter class or geographic section if deemed advantageous
Award will be based on cost, qualifications, experience, and ability to meet project timelines.
Final award is subject to approval by the Milbank City Council.
VIII. FUNDING
This project is funded through the City’s EAB Mitigation Plan operating budget. No federal or state funding is currently dedicated to this project.
IX. BID SUBMITTAL
Bids must be clearly marked: “RFB – EAB Tree Removal Services”
Submit to:
City Finance Officer
City of Milbank
1001 E. 4th Avenue
Milbank, SD 57252
X. CONTACT INFORMATION
Questions regarding this RFB should be directed to:
City Administrator
City of Milbank
Phone: (605)432- 9575
Published by Order of the City Council of the City of Milbank, South Dakota.
City of Milbank, South Dakota
Bid Evaluation Score Sheet
Emerald Ash Borer Tree Removal/ Treatment Services
Project: _______________________
Bid Opening Date: _____________
Evaluator Name: _______________
Bidder Name: __________________
Evaluation Criteria
Scoring Guidance
Score Description
10 Excellent/Exceeds
requirements
8 Very good
6 Acceptable
4 Below expectations
2 Poor
0 Non-responsive
Bidder: ___________________________
Bid Price: __________________________
Bid Rank: _____
Evaluator Comments _______________
___________________________________________________________________________________________________________________________________________
Recommendation
☐ Recommend Award
☐ Do Not Recommend
Evaluator Signature: _______________
Date: ___________________
March 18 March 25
