5670-CITY OWNED TREE INVENTORY AND MANAGEMENT PLAN

Agency: City of New Rochelle
State: New York
Type of Government: State & Local
NAICS Category:
  • 115310 - Support Activities for Forestry
  • 561730 - Landscaping Services
Posted Date: Feb 9, 2024
Due Date: Feb 28, 2024
Solicitation No: 5670
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Bid Number: 5670
Bid Title: 5670-CITY OWNED TREE INVENTORY AND MANAGEMENT PLAN
Category: *Current Bids & RFPs
Status: Open

Description:

The City of New Rochelle is seeking proposals for professional services to conduct a Street Tree Inventory and Community Forest Management Plan. This Request for Proposals (RFP) is intended to help the City select a qualified and experienced Consultant. The overall goal of this project is to identify the types, quantities, locations, and health of the trees within the City’s right-of-way, and to develop a management plan that will assist the City in expanding its urban forest, addressing forest health issues and threats, and to secure community involvement in protecting and enhancing the City’s forest resources.


A pre-proposal meeting will be held on February 14 th , 2024 at 10am at City Hall, 515 North Avenue, New Rochelle NY. Attendance is not mandatory but Consultants are highly encouraged to attend.

Publication Date/Time:
2/8/2024 4:00 PM
Closing Date/Time:
2/28/2024 3:00 PM
Pre-bid Meeting:
2/14/24
Contact Person:
A pre-proposal meeting will be held on February 14th, 2024, at 10am at City Hall, 515 North Avenue, New Rochelle NY. Attendance is not mandatory, but Consultants are highly encouraged to attend.
Related Documents:

Attachment Preview

Department of Finance
(914) 654-2069
515 North Avenue
New Rochelle, NY 10801
Edward Ritter
Commissioner
City of New Rochelle
New York
Karin Conca
Purchasing
REQUEST FOR PROPOSAL
Specification No. 5670
CITY OWNED STREET TREE INVENTORY
AND MANAGEMENT PLAN
1) OVERVIEW
The City of New Rochelle is seeking proposals for professional services to conduct a Street Tree
Inventory and Community Forest Management Plan. This Request for Proposals (RFP) is intended to help
the City select a qualified and experienced Consultant. The overall goal of this project is to identify the
types, quantities, locations, and health of the trees within the City’s right-of-way, and to develop a
management plan that will assist the City in expanding its urban forest, addressing forest health issues and
threats, and to secure community involvement in protecting and enhancing the City’s forest resources.
As part of this initiative, the City intends to hire a Consultant that is an ISA certified arborist (or ISA
arborist supervised company) to conduct a street tree inventory which will be a GIS-based tree and
vacancy inventory of the City’s trees. The tree inventory will be located along all City of New Rochelle
streets and within City rights-of-way. It is estimated that 20,000-25,000 trees will be analyzed, and
information about each tree will be recorded in the tree inventory database.
Due to the size of the City, New Rochelle wishes the Consultant to complete the Citywide Street Tree
Inventory continuously in three sections of work, based on the geographic location – refer to attached
map for the sectioning plan, and provide the City with a deliverable after each section is inventoried. The
deliverable will be a list of high and medium hazards for prune and/or removal.
The City of New Rochelle received funding for this project from an award from the New York State
Department of Environmental Conservation’s 2023 Urban and Community Forest Grants Program. A
requirement of the grant is the minimum accuracy rate of the tree inventory is 95%. Therefore, the local
DEC urban forester will inspect and approve the inventory prior to completion.
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2) SCOPE OF WORK
2.1 Tree Inventory
The selected Consultant shall perform a Street Tree Inventory, including a tree vacancy inventory
(maximum of 1,000 locations), followed by the preparation of a Community Forest Management Plan.
The City requires the Consultant to complete the Inventory in three (3) continuous sections as shown on
the attached Diagram. After each section of the Inventory, the City requires a deliverable of a list of any
and all high and medium hazard locations for pruning and/or removal.
Detailed geographic limits and priority target areas will be reviewed once the successful vendor is
selected. Tree Inventory work shall begin within 30 days of Contract execution following a kick-off
meeting with City staff.
Tree Inventory data fields shall include, but not be limited to:
1. Column headings and description of column content
2. Tree ID number – sequential numbering
3. GPS Coordinates
4. Street address location
5. Tree Species – genus AND species (Latin AND common names)
6. Height
7. Diameter at Breast Height (inches)
8. Crown width or canopy radius from main truck/stem to drip line
9. Crown condition and/or percentage of crown dieback (excellent to dead rating)
10. Number of stems (if multi-stemmed)
11. Location of stumps
12. Tree Condition
13. Damages or Defects
14. Pest/Disease Detection
15. Primary Maintenance Recommendations (prune, train, remove, etc.)
16. Observations (e.g. poor location, pruning, etc.)
17. Overhead utilities/wires and sidewalk conflicts
18. Potential tree planting spaces (maximum of 1,000 spaces) – including recommendation on
suitable tree size (small, medium, large) for each space
19. Level 2 Tree Risk Assessment - ground based, walk-by, with 360 visual inspection and in
accordance with ISA Best Management Practices for Tree Risk Assessment
20. Risk Rating
21. I-Tree ECO benefits analysis report (pollution removal, carbon storage, hydrogen effects,
ultraviolet (UV) effects, etc.)
2.2 Management Plan
A Community Forest Management Plan (CFMP) shall be completed, after the tree inventory is complete.
The CFMP shall include the following:
a) An executive summary providing a brief overview of inventory results, including the current state
of the urban forest and recommended tree maintenance needs.
b) A vision, goals and objectives for the long-term community forest and a strategy for how to care
for the community/street trees.
c) The development of budgets and work plans, including timelines and tasks, to meet the City’s
vision (assume a 5-year plan).
d) The use of the Tree Inventory which identifies management needs, i.e. pruning rotations, removal
implementation, and prioritization of workload.
e) Recommended plantings to address the unique characteristics of the project location, such as:
species diversity, understory plantings, erosion control, and other areas that could be impacted
with planting and would address local needs.
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f) Urban forest environmental benefit analysis of environmental issues including, but not limited to:
water quality, air quality, reduce urban heat island effect, energy savings/efficiencies, stormwater
management, carbon sequestration, and human health.
g) An i-Tree ECO benefits analysis of environmental issues such as: pollution removal, carbon
storage, hydrology effects, ultraviolet effects, etc.
h) I Basic in-house training of responsible staff by the Consultant, for those responsible for the
ongoing maintenance of the Tree Inventory and the implementation of the Management Plan.
i) The Consultant shall recommend software for management of the City Tree Inventory and
provide training to City Staff on the use of this software. Firms shall estimate the training effort
based on a single training event at the City’s premises.
3) DELIVERABLES
3.1 Tree Inventory
As part of the Tree Inventory effort, the City shall be provided with the following deliverables:
a) After each section of the Tree Inventory is completed, a list of potentially high and medium
hazard locations for trim and/or removal, within two (2) weeks of the Phase being completed.
b) A digital copy of the Final Tree Inventory shall be provided to the City in Excel and in formats
that are compatible with the City’s current ArcGIS software, as well as the proposed tree
software.
c) Tree Risk Assessment summary to facilitate the City’s development of a prioritized list of high-
risk or hazardous trees.
d) Inventory closeout report, which lists the results of the tree inventory and a summary of
environmental benefits, for the City to share with the public on its website and/or as part of a
press release.
e) Tree Software, for a minimum of 2 years, for the City to manage the inventory.
3.2 Management Plan
The City shall be provided with the following deliverables:
a) A digital copy of the completed Community Forest Management Plan (CFMP).
b) PowerPoint presentation of the results of the Citywide Street Tree Inventory and Community
Forest Management Plan – which the consultant will be required to present to the members of the
City Council and the public.
As stated above, the City intends to use DEC Urban Forestry Grant money to complete the project.
Deliverables will be forwarded to the NYSDEC and used to support the Grant documentation.
4) REQUIREMENTS
The following list is the minimum vendor qualification requirements:
1. At least 5 years of experience providing similar service to a firm or City of similar size.
2. At least 3 references for clients currently/previously served.
3. At least one of the references to be a city/county/state/federal client.
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5) PROPOSAL REQUIREMENTS
This RFP is intended to provide interested Consultants with an opportunity to demonstrate their
ability to perform the required tasks. The content of the proposal should respond to information presented
in this RFP, and should adhere to the following format:
1. A brief understanding of project objectives and scope of work. This shall include a proposed timeline
for the project. Detail procedures to be used.
2. A list of recent and relevant experience in similar-type projects. Please include information such as
total project cost, size, etc. Also provide reference information including project contact name, telephone
number and address.
3. Identification and qualification of the personnel that will be assigned to the project. Resumes should
indicate how long the employee has been with the firm, as well as proposed project responsibilities.
4. At least one member of the field crew, shall be an ISA Certified Arborist. At least one member of the
crew shall have ISA Tree Risk Assessment Qualification (TRAQ).
5. Compensation for Consultant services shall be presented in the Cost Summary Sheet format provided.
Proposed unit prices shall include all direct and indirect costs (i.e. overhead, travel, expenses, etc.).
Standard billing rates by staff title must also be included with the proposal.
6. A duly authorized official of the proposer should sign each proposal. The proposal should also
state that it is valid for at least 1 year from the date of submission.
7. Provide one original and one digital copy of your response.
6) PROPOSAL DUE DATE
A pre-proposal meeting will be held on February 14th, 2024 at 10am at City Hall, 515 North Avenue, New
Rochelle NY. Attendance is not mandatory but Consultants are highly encouraged to attend.
Proposals will be accepted up until February 28, 2024 at 3pm in the Purchasing Office, City of New
Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and e-mailed to the
purchasing@newrochelleny.com
7) POLICY STATEMENT
It is the policy of the City of New Rochelle to provide equal employment opportunities without regard to
race, color, religion sex, age, national origin, handicapped condition or status as a disabled and/or
Vietnam Era veteran, and to advance the principles of equal employment opportunity and
nondiscrimination within all facets of City employment and contracting.
The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority
Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit
bids.
8) AWARD CRITERIA
The award of a contract for the described services will be made by the City’s RFP Evaluation Committee
and shall be based on the respondents’ qualifications including, but not limited to the following: cost of
service, references, knowledge and interpretation of the City’s needs, experience.
Respondents may be required to make a presentation of their qualifications to the committee.
Proposals will be evaluated and scored on the basis of the following criteria:
A. Experience and Qualifications of the Proposer
(maximum 40 points)
Consideration will be given to proposers demonstrating strong capabilities, experience and reputation in
undertakings similar to those described in this RFP, and providing authoritative documentation of their
financial soundness and stability. Similar experience will be understood to include providing similar
services to major public and private sector corporations.
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B. Proposal Completion (maximum 30 points)
Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and
proposal presentation.
C. Financial Terms (maximum 30 points)
Consideration will be given to proposals that present minimum costs to the City over the term of the
contract.
9) RIGHT TO REJECT PROPOSALS
This RFP does not commit the City to award a contract, pay any cost incurred in the preparation of a
proposal in response to this RFP or to procure or contract for services. The City intends to award a
contract on the basis of the best interest and advantage to the City, and reserves the right to accept or
reject any or all proposals received as a result of this request, to negotiate with all qualified proposers or
to cancel this RFP in part or in its entirety, if it is in the best interest of the City to do so.
10) PROPRIETY INFORMATION
The New York State Freedom of Information Law, Public Officers Law, Article 6, provides for public
access to information. Public Officers Law, Section 87(d)(2) provides for exceptions to disclosure for
records or portions thereof that are "trade secrets or are submitted to an agency by a commercial
enterprise or derived from information obtained from a commercial enterprise and which if disclosed
would cause substantial injury to the competitive position of the subject enterprise." Information that the
proposer wishes to have treated as proprietary and confidential trade information should be identified and
labeled "Confidential" or "Proprietary" on each page at the time of submittal. This information should
include a written request to except it from disclosure, including a written statement of the reasons why the
information should be excepted.
11) CANCELLATION CLAUSES
Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting
from this RFP shall result in immediate cancellation. The agreement may be cancelled by the City for
any other reason(s) upon sixty (60) days written notice.
12) ASSIGNMENT
The awarded vendor shall not assign the contract or any part thereof without the written approval from the
City.
13) BASIS OF PAYMENT
Payment will be made upon completion of work as approved by the City’s DPW Department. Alternate
payment terms can be proposed and will be considered.
14) REQUIRED SCHEDULE
The City anticipates the selection of a successful firm for this initiative on or before March 6,2024 The
tree inventory and management plan must be completed on or before October 15, 2024.
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