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HomeMy WebLinkAbout1995-05-09 - AGENDA REPORTS - COMPUTERIZED TREE INVENTORY (2)AGENDA REPORT City Manager Approval Item to be presented y: Rick Putnam # t4 CONSENT CALENDAR DATE: May 9, 1995 SUBJECT: Award Contract for Computerized Tree Inventory Service DEPARTMENT: Parks, Recreation, and Community Services The Parks, Recreation, and Community Services Department recently accepted proposals for contract computerized tree inventory service. The Department is seeking a qualified company to inventory the City's estimated 35,000 street, park, and facility trees. The comprehensive inventory data will then be down -loaded into the Department's ..Tree Keeper" program. The Request for Proposals (RFP) was advertised for public response. In addition to local newspaper advertisement, twelve RFP notices were mailed out; four of these were mailed to local companies. Two proposals were submitted for the project: one from Integrated Urban Forestry, Inc. of Laguna Hills, California; and one from Davey Resource Group of Irvine, California. The project falls under the category of professional service, and award of contract is primarily based on hiring the most qualified company to perform the inventory. The award of contract is not necessarily based on low bid. Both proposals were reviewed by two Parks Division supervisors and by Information Resources staff. Even though both companies provide similar services for similar cost, it is staffs recommendation to award the contract to Davey Resource Group. Davey Resource Group's proposal demonstrates a company with ample experience, a long list of impressive references, and a good track record. The attachment summarizes the review process. Funds for this project have been budgeted in account no. 01-9230-227,, Contractor Davey Resource Group Integrated Urban Forestry, Inc. Location Irvine Laguna Hills Cost $39,360.00 $38,480.00 Agen3 Item: RECOMMENDATION The City Council award the contract for computerized tree inventory service to Davey Resource Group in the amount of $39,360.00, and that an additional $5,904.00 be approved should any change orders become necessary, for a grand total of $45,264.00. Summary proposal reviews. council /in oawd.rlm IN'T'EGRATED URBAN FORESTRY TREE INVENTORY PROPOSAL REVIEW • Proposed upgrade City's Treekeeper program to Tree Master and Windows for additional cost • Offers many different upgrades such as GIS mapping, written analysis of Urban Forest master plans • Located in California • Provides grant writing • Tree planting projects • Ordinance writing • Green waste programs • Contract specification • Feasibility studies • Tree diagnosis • Guarantee initial data base accuracy, and will correct free of charge, any errors • All field specialists have 10 to 25 years of experienc. • Field staff comprised of experienced certified arborists • Methodology in data collection tested and refined over the last ten years • As additional service, at an additional cost, IUF proposes to contract with the City on a year -by -year basis service to maintain the database via modem links with field or in-house computer • Twenty-nine weeks for project • Cost $1.22 per 30,000 street trees, and $1.00 per 2,000 park trees; total $38,480 • Listed IUF, TCLA or other subcontractors • IUF will lead contract and project coordination. Their team will perform most data collection task • IUF will combine its efforts with a Santa Clarita landscape architecture firm Total Concept Landscape Architecture, Inc. • Tom Pherson, author of "Tree Master" software, will be principal computer applications expert. Tom is a former developer and programer of Treekeeper • Karen Fraser, Project Manager • Nancy McCurdy, Consulting Certified Arborist • Wendy Wilkins, Associate Data Collector • IUF has never failed to satisfactorily perform a contract award • Tree inventory contract satisfactorily performed over past 5 years. Twelve projects, 111,240 trees inventoried urbanforMuErbn DAVEY RESOURCE GROUP TREE INVENTORY PROPOSAL REVIEW • Incorporated 1909 • Arborculture horticulture divisions Patented tree management software (Treekeeper) • GIS programs • Management plans/recommendations for Urban Forest management • Arborculture and horticulture research scientists • Diagnostic services • Videograph, training, and information videos • Writing services • Public relations campaigns, education program • Utility line cleaning • Nursery • National landscape • Lawn care • Residential/commercial services • 5000 employees and 120 separate operation units throughout 40 states and four Canadian provinces • Employee owned • Extensive safety training program • Interior plant care • Urban Forestry consultants • Completed over 90 urban tree inventories in the past ten .years • Project Manager - Steve Brown -Resource Group • Project Advisor - Roger Funk, Vice President -Resource Group • Manager Production - Roelof de Vries • Technical Advisor - Steve Holcomb • Inventory Production and Quality Control - Ken Greby • Lead Data Collector - Brian Koch • Cost per tree $1.23 - total $39,360 • Davey Resource Group since 1987 • Has never failed to satisfactorily perform a contract award • Has satisfactorily completed similar tree inventory contracts in the last five years • Six projects - over 528,700 trees • City of Los Angeles project over 405,000 trees - considered the largest street tree inventory in the United States • Reference check • City of Santa Clarita project can be performed within 15 weeks • Tree inventory client list of 99 cities urba for\davey.rl IUF Point DAVEY Point In business since 1982 - 13 years In business since 1909- 86 years 1 Performed 12 similar services over the last 10 years Performed 90 similar services over the last 10 years 1 111,240 trees inventoried over the past 5 years, 528,700 trees inventoried over the past 5 years 1 $1.22 per tree 1 $1.23 per tree Good reference 1 Good reference 1 26 weeks to perform job 15 weeks to perform job 1 Has always satisfactorily performed contracts awarded 1 Has always satisfactorily performed contracts awarded 1 Has performed tree inventory for 20 other cities Has performed tree inventory for 99 other cities 1 TOTAL IUF POINTS 3 TOTAL DAVEY POINTS 7 The above comparison shows Davey Resource Group's score to be substantially higher than Integrated Urban Forestry's score. Staff recommends that the City Council award the contract to Davey Resource Group. This company has demonstrated considerably more experience and is viewed by staff to be well qualified for the tree inventory project. urbanibr\davey.la.