Request for Proposals RFP No Tree Inventory, Tree Inventory Data Management Software, and Urban Forest Management Plan

Transcription

1 Request for Proposals RFP No Tree Inventory, Tree Inventory Data Management Software, and Urban Forest Management Plan All Proposals must be submitted to the Parks and Recreation Services Department. Proposals are to be in one sealed envelope or appropriate packaging, containing (1) Original and (2) copies, addressed to: Corporation of the Township of Esquimalt 1151 Esquimalt Road Esquimalt, British Columbia V9A 3N6 Enquiries: Rick Daykin, Manager, Parks & Facilities Services Tel The name and address of the Proponent must appear on the outside of the packaging. The packaging must display the Request for Proposal title, due date and time. Due Date and Time May 20, :00 PM local time Page 1 of 15

2 TABLE OF CONTENTS Page 1.0 PROJECT OVERVIEW PROJECT SCOPE AND DELIVERABLES QUALIFICATIONS SCHEDULE SELECTION PROCESS AND AWARD GENERAL INSTRUCTIONS RFP QUOTATION FORMS LIST OF REFERENCES..15 Page 2 of 15

3 Tree Inventory, Tree Inventory Data Management Software, and Urban Forest Management Plan For the Township of Esquimalt, B.C. 1.0 Project Overview The Township of Esquimalt (hereinafter Township ), B.C., is seeking Proposals to procure a Tree Inventory, a web based Tree Inventory Data Management Software, and an Urban Forest Management Plan based on the tree inventory findings. The Township intends to enter into a contract with a qualified and responsible firm for the purchase of such an inventory, software system and management plan. 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. Proposals must include the performance of a complete, computerized 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 provision 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. Training on use of all the software shall be provided. An optional line item for this request for proposal is to provide an urban forest management plan based on the findings of the tree inventory. Page 3 of 15

4 2.0 Project Scope and Deliverables 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 Township. There are approximately 4,000 trees in the public realm that need to be inventoried. A map of the Township will be provided to identify the street trees involved. 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. 2. Species Trees are identified by genus and species using both botanical and common names and by cultivars where appropriate. 3. Tree Size The largest stem is measured to the nearest cm in size classes at 4-1/2 feet above the ground, or diameter-breast-height (DBH) 4. Stems The number of stems on trunks splitting less than one foot above ground level is recorded. 5. Condition The general condition and health of each tree is rated according to the following categories adapted from the International Society of Arboriculture s rating system: Good Fair Poor Dead 6. Primary Maintenance Need. The following primary maintenance needs will be determined based on the following categories: Removal: Trees designated for removal have defects that cannot be cost effectively or practically treated. The majority of the trees in the category have a large percentage of dead crowns. All trees with safety risks that could be seen as potential threats to persons or property and seen as potential liabilities to the client would be in this category. Large dead and dying trees that are high liability risks as well as those that pose minimal liability to persons or property (such as trees in poor locations or undesirable species) will be identified in the category. Priority of work should depend upon the Risk associated with the individual trees. Large Tree Clean: These trees require selective removal of dead, dying, broken, and/or diseased wood to minimize potential risk. Priority of work Page 4 of 15

5 should be dependent upon the Risk associated with the individual trees. Trees in this category are large enough to require bucket truck access or manual climbing. Includes trees above 45 ft. Medium Tree Clean: These trees require selective removal of dead, dying, broken, and/or diseased wood to minimize potential risk. Priority of work should be dependent upon the Risk associated with the individual trees. Trees in this category may require some manual climbing but are generally not large enough to reserve pruning for bucket truck access. Includes trees above 20ft and below 45 ft. Small Tree Clean: These trees require selective removal of dead, dying, broken, and/or diseased wood to minimize potential risk. Priority of work should be dependent upon the Risk associated with the individual trees. These trees are small growing, mature trees that can be evaluated and pruned from the ground. Young Tree Train: These are young trees that must be pruned to correct or eliminate weak, interfering, or objectionable branches in order to minimize future maintenance requirements. These trees, up to 20 feet in height, can be worked with a pole pruner by the person standing on the ground. 7. Secondary Maintenance Need. The following secondary maintenance needs will be determined based on standard specifications. Raise: Trees requiring pruning to remove low branches that interfere with vehicular, street lights, sidewalks, driveways, pedestrian or bicycle traffic and their respective site lines. The following clearance standards shall be used; 9 feet over sidewalks and public/park turf areas that need grounds maintenance equipment access, 16 feet over roads for Traffic clearance, and 10 feet over driveways and buildings. in Reduce: Selective pruning to decrease height and/or spread of the crown order to provide clearance for special needs such as electrical utilities and lighting. Thin: The selective removal of water sprouts, epicormic branches, and live branches to reduce density. Restoration: Selective pruning to improve the structure, form, and appearance of trees that have been severely pruned, vandalized, or damaged. None: No secondary maintenance is recommended for the tree. 8. Risk Assessment: A risk rating for each tree will be assigned using the Page 5 of 15

6 TRAQ system for tree risk assessment. Qualitative ratings of likelihood of part failure, likelihood of impacting a target, and the consequences of impact to produce a risk rating of Low, Moderate, High or Extreme. 9. Observations A check box with a drop down menu for each observation which may include: Cavity/Decay Pest Problem Grate/Guard Improperly planted Girdling/Damage Root System Poor Structure Improperly Pruned Hardware Present Serious Decline Utility Line Contact Nutrient Deficiency Signs of Stress Mechanical Damage * Annual inspection required Hardscape damage Tree roots causing cracking or lifting of sidewalk pavement one inch or more are noted. Categories = ½ 1 = Light (roots just starting to affect sidewalk; 1 2 ½ = Moderate; over 2 ½ = Severe Aboveground Utilities The inventory indicates the presence of overhead utilities at the tree site and defines whether it includes Electricity or is Communications only. Also indicate whether tree is clear cl (>10ft of clearance) of utilities, not clear ncl (< 10ft of clearance) or in contact con with electrical lines. Growing Space Growing space locations are categorized as: parkway, island, median, natural area, open/unrestricted, well/pit/planter, off right of way. Other locations such as private side of sidewalk and others as the Township directs. Data Delivery Format All tree inventory data shall be accessible by Microsoft Internet Explorer 8.0 or higher with support for current web browsers such as Internet Explorer version 11 or higher, Firefox version 37 or higher and Chrome version 41 or higher. 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 1 metre of the geographic centre of the tree trunk. All geospatial data shall be delivered in an ESRI-compatible personal or file geodatabase and PDF format. Page 6 of 15

7 The contractor shall provide a full metadata reference for all delivered data. All accompany metadata shall be compiled to the current standard endorsed by the Federal Geographic Data Committee (FGDC). Task 2: Web Based Tree Inventory Management Software The Tree Inventory Data Management Software program will be provided. The software program required by the Township will be a web based software package, accessible by Microsoft Internet Explorer 8.0 or higher. The inventory software will be capable of supporting a tree inventory that has Geographic Information Systems (GIS) data associated with it, as well as supporting a Tree Inventory that does not have GIS data associated with it. The software program will be specifically designed for ease of use, and consist of any administration centre, query system that supports any combination of available data fields, a calls module, a work order and work history module, and a reporting system that has customizable reports that can be saved. The software shall be sufficiently flexible to allow easy setup of custom data fields not found in the inventory such as routine/preventable pruning and or clearance pruning by management area. The software shall allow customizing a data field and the ability to mass edit the data by management area. For example it is desirable to log the date that routine/preventative pruning has been completed for an entire management area. It would also be desirable to define the next scheduled routine pruning cycle for a management area by adding the preferred cycle time (10 years) to the last date routine pruning was completed for a management area. The software shall be capable of providing more than one customizable data field that can be mass edited without affecting the other data fields. With available GIS data, a mapping window will be used to display and manage the geographically referenced tree inventory data, and to track tree work and maintenance history. On the primary map page, points representing the individual trees contained within the inventory database will be displayed, along with various basemap layers. The map page must provide the user with the basic functions of GIS: zoom, pan, label, and identify. The data must be able to be manipulated directly on the map add, delete, move, edit tree points. The software program must provide the user with a visual representation of the tree inventory. Specify what your minimum software and hardware requirements for client access. If the tree inventory data management solution is cloud hosted, then all data must be hosted in Canada and must not be replicated outside the country. The software should require no additional hardware. The web interface should use standard browser ports and be managed using an Page 7 of 15

8 SSL connection. If contractor supplied software will be required, port must be configurable to use a proxy server. Tree attributes should be exportable for use in Excel and Access and the tree shapefile should be exportable for use in Arcview and other ESRI products now or in the future. Optional Pricing Item Task 3: Urban Forestry Management Plan Create an Urban Forestry Management Plan that presents a brief overview of inventory findings. It will discuss major trends identified in the inventory, including species composition, maintenance requirements, and conditions. A detail of definitions, information, and data collection methods used to conduct the inventory will be documented. Tree population characteristics that affect management, especially species diversity, urban forest condition, and maintenance requirements, additional specific trends, observations, and concerns noted during data collection will be discussed. An estimated multi-year budget will also be provided for the activities that will constitute a comprehensive urban forest management program. Appendices will be provided that include: 1. A complete set of important references for the future; pruning guidelines; recommended tree species. 2. Sample specifications for tree work. 3. A total tree site listing by alphabetized street address and site number. 4. A tree inventory workbook that includes the recommendation for priority, removal, pruning or training. A field workbook CD will be provided and include the following reports: 1. A listing of all tree removals listed by management area, address and in order or risk rating starting with most severe. 2. A listing of all tree prunes with a risk rating of 7 or higher listed by management area, address and in order of severity. 3. A listing of all young trees needing training by management area and address. 4. A listing of all trees located under primary electric overhead utility lines that are noted as having utility line contact and listed as conflicting (<10 ft of clearance) and organized by address. 5. A listing of trees located under all overhead utility lines by address. 6. A listing of trees recommended for further inspection and monitoring. 7. A listing of significant trees as defined by Esquimalt s criteria. 8. A listing of all trees over 48 in diameter Page 8 of 15

9 9. A listing of all tree species under 1% of the total tree population A listing of all tree planting sites by management area and address 12. A total tree site listing by alphabetized street address and site number. 3.0 Qualifications 1. Contractor must have completed a minimum of three (3) 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 Arborist as designated the International Society of Arboriculture on staff, and that these professionals have been employed by 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. Junior arborists can be utilized for this work. Preference will be given to staffing that has TRAQ or TRACE qualifications. 4.0 Schedule The tree inventory work shall be completed by November 1, Selection Process and Award Request For Proposals is a method of procurement permitting discussions with responsible Contractors and revisions to proposals prior to award of a contract. The Evaluation Committee may conduct discussions with any Contractor who submits an acceptable or potentially acceptable proposal. Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. During the course of such discussions, The Evaluation Committee shall not disclose any information derived from one proposal to any other Contractor. The Township will select a contractor utilizing a Quality Based Selection (QBS) process. Critical factors in that selection will include responsiveness of the proposal to the RFP, description of approach to the services, relevant project experience, qualifications of the responding firms and principal assigned staff, readiness to undertake the required services, ability to execute and acceptable written contract, and client references. The Township reserves the right to reject any or all proposals, and to request written clarification of proposals and supporting materials. Interviews may be conducted with one of more responsible entities that have Page 9 of 15

10 submitted proposals in order to clarify certain elements, if such information cannot be satisfactorily obtained over the telephone or via . Award Proposals will be evaluated by an Evaluation Committee. The Evaluation Committee shall have sole power and discretion to determine the qualifications, responsibility and capabilities of Contractors, the reasonableness of price, and other factors. Any decision in this respect shall be binding. Proposals will be evaluated in a closed session. 6.0 General Instructions 6.1 A Proposal will not be considered if it is deemed to be incomplete in any fashion or unsigned by the appropriate authority. 6.2 Any Proposal received after the hour and date specified will not be considered and will be returned unopened. 6.3 Telephoned, ed and faxed Proposals will not be accepted. 6.4 Modification of a Proposal after RFP closing date will result in the return of the Proposal. 6.5 Any contract that may be entered into as a result of this Proposal will be subject to the laws of the Province of British Columbia. 6.6 It is the responsibility of the Proponent to thoroughly examine these documents and satisfy itself as to the full requirements of this RFP. 6.7 While the Township has used considerable effort to ensure an accurate representation of information in this RFP, the information contained herein is supplied solely as a guideline for Proponents. The information is not guaranteed to be accurate, nor is it necessarily comprehensive or exhaustive. The Township will assume no responsibility for any oral information or suggestion(s). 6.8 Proponents are solely responsible for their own expenses in preparing a response and for subsequent negotiations, if any. If The Township elects to reject all responses, The Township will not be liable to any Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing Page 10 of 15

11 the response, loss of any anticipated profit in connection with any final contract, or any other matter whatsoever. 6.9 All documents, reports, proposal submissions, working papers or other materials submitted to The Township shall become the sole and exclusive property of The Township and as such, are subject to Freedom of Information Legislation. To request documentation confidentiality, proponents must submit a covering letter, with their proposal, detailing the specifics of their request Except as expressly and specifically permitted in these General Instructions to Proponents, no Proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the RFP, and by submitting a proposal each Proponent shall be deemed to have agreed that it has no claim The Proponent warrants that the Proponent is not employed by The Township, nor is an immediate relative of such an employee, if the goods or services to be supplied under this Proposal are intended to be supplied to the department in which such employee works If the Proponent is a company, the Proponent warrants that none of its officers, directors or employees with authority to bind the company is an immediate relative of employees of The Township, if the goods or services to be supplied under this proposal are intended to be supplied to the department in which such employee works In this section Immediate Relative means a spouse, parent, child, brother, sister, brother-in-law, or sister-in-law or a municipal employee If any director, officer, employee, agent or other representative of a Proponent makes any representation or solicitation to any Mayor, Councillor, officer or employee of The Township with respect to the Proposal, whether before or after the submission of the Proposal, The Township shall be entitled to reject or not accept the Proposal The key personnel named in the Proponents RFP response, shall remain in these key positions throughout the project. In the event that key personnel leave the firm, or for any unknown reason are unable to continue fulfilling their role, the Proponent must propose a suitable replacement, and obtain written consent from Page 11 of 15

12 The Township. Acceptance of the proposed replacement is at the sole discretion of The Township Any and all addendums to this RFP opportunity will be forwarded to all prospective Proponents. It is the sole responsibility of participants to ensure they have provided accurate contact information to receive all addendums prior to RFP closing Proponents responding to this competitive process agree to the terms and conditions of the Proposal opportunity as issued by The Township. Submissions shall not contain any alterations to the posted document other then entering data in the spaces provided or including attachments as necessary. Participants who alter the document as issued may be disqualified from this competition The Proponent shall indemnify and save harmless The Township and its officials, officers, employees and agents from any claim, lawsuit, liability, debt, demand, loss or judgment (including costs, defence expense and interest) whatsoever and howsoever arising either directly or indirectly as a result of the granting of this contract or the use of The Township s property or facilities The Proponent shall waive all rights or subrogation or recourse against The Township as a result of the granting of this contract or the use of The Township s property or facilities The Proponent shall indemnify and pay The Township promptly, on demand for any loss or damage to The Township s property and facilities arising either directly or indirectly as a result of the use of the property or facilities under the terms of this contract The successful proponent must possess an inter-municipal or non-resident business licence and will be required to provide evidence of same The Proponent must be registered and remain in good standing, throughout the terms of this contract with the WorkSafe BC and will be required to provide evidence of same INSURANCE The Proponent shall, at their own expense, provide and maintain until the completion of the Project the following insurance in a form acceptable to The Township with an insurer licensed in British Columbia: Comprehensive General Liability Insurance $2,000, Page 12 of 15

13 Professional Liability $1,000, The Proponent shall provide and maintain Comprehensive General Liability Insurance with a minimum limit of $2,000,000 and Professional Liability with a minimum limit of $1,000,000 inclusive per occurrence, for bodily injury, death and property damage. Such policy shall include: The Township and its officers, employees, officials, agents, representatives and volunteers as Additional Insured Cross liability and a waiver of subrogation or recourse against The Township Thirty (30) days prior written notice of cancellation or reduction in coverage in favour of The Township, to be delivered by registered mail to the attention of the Risk Manager at the address of Municipal Hall. The Proponent shall be responsible for any deductibles or reimbursement clauses within the policy. The Proponent shall provide The Township with a Certificate of Insurance prior to the commencement of the Proponent programs and within two weeks of the expiry date of the policy to evidence renewal of the policy and continuous coverage. The Township shall be under no obligation to verify that the coverage outlined in Clause is adequate for the needs of the Proponent All Proposals shall be irrevocable to remain open for acceptance for at least (60) sixty days after closing time, whether or not another Proposal has been accepted BEST OFFER The Township will notify the successful Proponent that its Proposal has been selected as the Best Offer A contract is formed only when the owner issues a purchase order to the selected Proponent who has submitted the Best Offer. Page 13 of 15

14 7.0 RFP Quotation Form Item Amount Task 1 Tree Inventory: unit cost per tree $ Task 1 GST $ Task 2 Web Based Tree Inventory Data Management Software $ Task 2 GST $ Optional Pricing Item Task 3 Urban Forest Management Plan $ Task 3 GST $ Page 14 of 15

15 8.0 References All bidders shall supply 3 (three) names, addresses, telephone numbers and names of municipalities to contact as performance references or current accounts. Municipality Name: Address: City: Telephone Number: Person to Contact: Municipality Name: Address: City: Telephone Number: Person to Contact: Municipality Name: Address: City: Telephone Number: Person to Contact: Page 15 of 15