City of New Rochelle New York REQUEST FOR PROPOSAL Specification No. 4932

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1 Department of Finance Tel (914) North Avenue Fax (914) New Rochelle, NY Writer's Tel (914) Howard Rattner Commissioner City of New Rochelle New York REQUEST FOR PROPOSAL Specification No CITY OWNED TREE INVENTORY AND MANAGEMENT PLAN 1) OBJECTIVE The City of New Rochelle is soliciting qualified firms or individuals to provide a Tree Vacancy Inventory layer to the Department of Public Work s City-Wide Tree Inventory and Management Plan for city-owned trees as detailed herein. It is intended that the inventory and management plan will be completed and operational on or about June 30, ) OVERVIEW Inventory, inspect and provide recommendation of the city-owned tree vacancies in the target area. The target area shall be defined as the City RIGHT OF WAY, which is the area from the edge of the pavement of City streets inward toward the owner s property. An additional target area, Parks, is described below in 12) Scope of Work, Part II. The City will provide maps showing the target areas as necessary. The City of New Rochelle has implemented a geographical information system (GIS). The Arc-view / Arc SDE - current City map is using NAD -83 Coordinate system, that displays edge of pavement, street center line, tax lots, and other utilities. The City currently has a tree inventory Shap-File GIS layer that gives the approximate location for City-owned trees, which can be provided to the awarded vendor. This description is provided to allow for bidders to determine their ability to develop a plan that most conforms to our current system. Preference may be given to candidates that can provide such a plan. However, the potential bidder will not be required to provide a plan that will necessarily conform to our current systems. 3) PROPOSAL DUE DATE Proposals will be accepted up until May 15, 2012 at 3pm in the Purchasing Office, City of New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y and mailed to the attention of Sandi Nunez, Purchasing Specialist. 1

2 4) 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 strongly encourages all firms qualified and certified as Women/Minority Business Enterprises (W/MBE) to submit proposals. 5) 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. B. Proposal Completion (maximum 20 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. C. Financial Terms (maximum 40 points) Consideration will be given to proposals that present minimum costs to the City over the term of the contract. 6) TERMS OF CONTRACT The contract shall be awarded for each individual section of the Scope of Work as funding permits. 7) 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. 2

3 8) 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. 9) 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. 10) ASSIGNMENT The awarded vendor shall not assign the contract or any part thereof without the written approval from the City. 11) BASIS OF PAYMENT Payment will be made upon completion of work as approved by the City s GIS Committee. Alternate payment terms can be proposed and will be considered. 12) SCOPE OF WORK PART I : TREE VACANCY INVENTROY SPECIFICATIONS The final product delivery by the awarded vendor must be an updated Arc-View Shap File that contains the locations identified as potential tree planting sites. A portion of the total number of tree vacancies will be inventoried, contingent upon the unit prices presented in the proposal and the available funding. The awarded vendor will collect attribute data on the existing tree layer (Arc-View SHAP File) in the target area. In addition, the tree management software should store the tree database, and must link to Arc-view / Arc Info for sharing of the database with other city departments. The tree specification will include: all trees sites located within the City right-of-way along the streets of New Rochelle. This will include all of the approximately 179 miles of the City owned roads. Areas of naturalized vegetation will not be inventoried. The data collection will be as follows: 1. Location: tree vacancies will be incorporated into the existing GIS database (arc view/arc SDE format) by obtaining GPS coordinates, ensuring compliance with all NYSDEC requirements and with total integration with existing GIS. Record position information relative to each tree i.e. address and block side providing X.Y.Z. co-ordinates. 3

4 2. Size Classification/ Utilities: The existence of overhead utility lines are to be taken into consideration in determining the mature sizes of the types of trees that can be planted at all locations. Notations are to be made where overhead utility lines exist near all locations identified as potential tree planting sites. The notations are to include the recommended mature size of the tress that should be considered for each location: Small,<35-40 or Large, > Condition Rating: Refer to the attached Exhibits. Attachment of New Rochelle Tree Spacing guide for Vacant Sites. To qualify to be a tree vacancies the locations must match all of the following criteria: A) Not under or within 8 to either side of directly under any line within a full series of overhead utility lines. See Exhibit- scan of Con Ed Everything Pole B) There must be a clear space between the curb and sidewalk of no less than 3. C) A 30 minimum spacing between street trees must be maintained. A 20 minimum distance from any trees on private property must be maintained. D) A minimum tree pit size of 16 Sq. Ft. X 36 Cu. Ft. is required. E) Not within 20 from the corner of any intersecting streets. F) Not within 35 from a stop sign. G) Not within 20 from a street light post. H) Not within 15 from utility poles. I) Not within 10 from hydrants. J) Not within 5 from utility valve boxes and drain lines. K) Not within 10 of driveways. L) Locations where the removal of existing trees, shrubbery, hedges, or fencing would be required for planting are not to be considered acceptable. 4. Notification requirement: Upon identifying tree vacancies, the contractor will be responsible for delivering notification to all of the property owners that are responsible for the grounds maintenance in the vicinity of the potential tree planting. The New Rochelle DPW will prepare and supply the necessary propaganda for delivery. The contractor will be responsible for indicating how many vacancies where indentified at each property. 4

5 PART II: TREE MANAGEMENT PLAN Prepare a Tree Vacancy inventory analysis and recommendation report for the City of New Rochelle. 1. A printout of all Tree Vacancies listed alphabetically by street address. 2. All of the above to be included in a Tree Vacancy Inventory Workbook Report. 3. Merge with the City s Existing Management Program 13) DATA COLLECTION METHODOLOGY Collect data on hand-held microcomputers so that data can be transferred for processing. 1. The hand-held computers must have a complete list of streets to ensure only correct spellings and extensions. 2. Biological quality control checks must be built into the hand-held computer program. 3. All information must have the date and the field crew s name automatically recorded on hand-held computers. 4. All inventories must have the capabilities to transfer information to a personal computer daily. This can be accomplished with a portable computer on-site or the transfer data over phone lines on daily basis. 5. Quality control check within 5%. 6. Experienced personnel must be selected to collect the data. Resumes of personnel to be assigned to the project must be submitted with proposal. 7. Provide the field data collected, including the complete tree inventory and other associated files with a tree manager for windows software. 14) QUALIFICATION REQUIREMENTS The following list is the minimum vendor qualification requirements. 1) At least 5 years 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. 15) PROPOSAL FORMAT Your proposal should include the following: 1) Detailed information on how you or your firm meets the requirements and/or qualification as listed herein. The proposal should address each item as listed in each section and numbered/labeled identical to this RFP. 5

6 2) Names, resumes and references of project executives and personnel to be assigned to the City. 3) Examples of other similar services as detailed in item 13. 4) A completed and signed Exhibit A attached hereto. 5) Cost proposal section including all related charges as outlined in Section 16. 6) Provide a time line for completion of each section of the scope of work from date of award. 7) Provide sample forms exhibiting the type of data/inventory specification in the Scope of Work. 8) Provide one original and 5 copies of your response. 9) Each Bidder is required to submit a Demo CD presenting examples of the software to be utilized in project. 16) COST SUMMARY The cost summary section of your proposal must clearly identify all charges. A unit price must be submitted for the following quantities: Streets- by miles A lump sum price must be submitted for preparation of a Tree Management Plan for each tree quantity indicated above. A lump sum price must be submitted for the Tree Inventory and Management Software package (including training). The cost proposal must be sufficiently detailed to provide for a cost basis for additions or deletions of trees in the target areas. The cost proposal must include a cost basis for adding plots (coordinates) for trees found in the target area that are not include in the tree inventory provided by the City. 17) TIME FRAME Project must be finalized and submitted to the City no later than Aug 31, ) CITY CONTACT PERSON If there are any questions concerning this Request for Proposal, please contact Alex Tergis, Commissioner, Public Works at (914)

7 EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION #4932 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. # 4932 except as identified. Company Name and Address Signature Date Name & Title Phone Number Fax Number 7