RFP #1112-05 Bid Specifications - City of Urbana

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Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 2 of 34 The City reserves the right to waive technicalities or to accept or reject any proposal or combination of proposals based upon the City’s determination of its best interest. STREET AND PUBLIC PROPERTY TREE INVENTORY AND TREE INVENTORY DATA MANAGEMENT SOFTWARE SPECIFICATIONS For the CITY OF URBANA, Illinois SCOPE OF PROJECT GENERAL: The City of Urbana (hereinafter "City"), Illinois, is seeking proposals to procure a STREET AND PUBLIC PROPERTY TREE INVENTORY AND web based TREE INVENTORY DATA MANAGEMENT SOFTWARE SYSTEM that includes the USDA’s i-tree software suite. The City intends to enter into a contract with a qualified and responsible firm for the purchase of such an inventory and software system. Any firm (hereinafter "Contractor" or “Vendor”) desiring to be considered to provide such proposed services shall submit proposals in accordance with the instructions and format of the attached Request For Proposals (RFP) documents. The intent of these specifications is to outline the minimum acceptable requirements for a comprehensive citywide street and park tree inventory for the City. One company must perform all tasks required for the inventory projects; no subcontractors shall be permitted. Proposals must include the performance of a complete, computerized street tree inventory. The inventory must locate, identify, and assess each public tree and provide maintenance and planting data in a spreadsheet and electronic formats. The proposals shall include the installation of tree management software. The tree management software program shall provide inventory data management, work history tracking and analysis, maintenance and planting cost analysis, and a mapping component and visual representation of the inventory data. Proposals shall also include the USDA’s i-tree software suite. Comprehensive training on use of all the software shall be provided. DATA DELIVERY FORMAT All tree inventory data shall be delivered in i-Tree Streets, Microsoft Excel, Access and ESRI shapefile format as well incorporated into a tree management software program. The inventory must be performed using GPS equipment or other GIS-compatible data collection hardware that is no older than 3 years and accurate to within 2 feet of the geographic center of the tree trunk.
Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 3 of 34 All geospatial data shall be delivered in an ESRI-compatible personal or file geodatabase and pdf format. Photography shall be delivered in the JPEG and PDF format. The tree inventory shall be delivered in the following coordinate system: Illinois State Plane Coordinates East Zone 1983 North American Datum (NAD83) 2007 Adjustment. The contractor shall provide a full metadata reference for all delivered data. All accompanying metadata shall be compiled to the current standard endorsed by the Federal Geographic Data Committee (FGDC). MINIMUM QUALIFICATIONS OF CONTRACTOR 1. Contractor must have completed a minimum of six (6) tree inventory projects similar in scope in the last three (3) years. 2. Each person employed to collect tree data for this proposal shall be a Certified Arborist and have the necessary qualifications for completing tree inventory data collection. It is required that the successful contractor have no less than three (3) Certified Arborists as designated by the International Society of Arboriculture on staff, and that these professionals have been employed for the company at least one year. Preference will be given to contractors with staff having a four (4) year degree in urban forestry or a related field of study, or having a combination of knowledge and experience at least equal to such qualifications. 3. Contractor must be able to perform the inventory services without delay from other projects and commitments, and be able to expand the field staff within a two-week period if needed and desired by the City. SCOPE OF WORK Task 1: Tree Inventory Contractor shall inventory all trees located on the public rights-of-way and other public properties in the designated section(s) of the city. At a minimum, the information collected for each tree shall include: 1. Location— Identify the location of each tree and/or site. Street tree locations should be organized by management area number, street address, street name, sequential tree site number, block side, or corner location. Other location information to be included are mini park names and City parking lot numbers in place of street addresses. Parking lot trees are to have locations described in a nine grid system that includes N, NE, E SE, S, SW, W, NW and C for Center area and be numbered in a clockwise fashion from the most northern point of each grid area. 2. Species—Trees are identified by genus and species using both botanical and common names and by cultivars where appropriate. 3. Tree Size—Diameter is measured to the nearest inch in one-inch size classes at 4- 1/2 feet above the ground, or diameter-breast-height (DBH).
Page 1: Request Date 6/24/2012 CITY OF URBA
Page 5 and 6: Street and Public Property Tree Inv

RFP #1112-05 Bid Specifications - City of Urbana

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