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HomeMy WebLinkAbout64-01 RESOLUTION• RESOLUTION NO. 64-01 A RESOLUTION AWARDING A CONTRACT TO BURDITT ASSOCIATES IN AN AMOUNT NOT TO EXCEED TWENTY-FIVE THOUSAND DOLLARS ($25,000.00) TO CONDUCT A CITY-WIDE STREET TREE INVENTORY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby Awards a contract to Burditt Associates in an amount not to exceed Twenty -Five Thousand Dollars ($25,000.00) to conduct a city-wide street tree inventory. Section 2. That the City Council authorizes the Mayor to sign such a contract with Burditt Associates. PASSED AND APPROVED this 15th day of May, 2001. By: eather Woodruff, City Clerk APPROVED: ,a1%By: /O/' DAN COODY, Mayo • EXHIBIT A CONSULTANT AGREEMENT This Agreement is made and entered into the /7 day of 2001, by and between Burditt Associates of Montgomery County, Texas (hereinafter calledth `CONSULTANT"), and CITY OF FAYETTEVILLE (hereinafter called "CLIENT"). The initial addresses of the parties, which one party may change by giving written notice to the other party, are as follows: CONSULTANT CLIENT Burditt Associates P. O. Box 1424 Conroe, TX 77305 City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 That whereas CLIENT has requested services of the CONSULTANT as an independent contractor and not as an employee in relation to: CITY OF FAYETTEVILLE STREET TREE INVENTORY (SEE ATTACHED EXHIBIT A - SCOPE OF WORK) (herein called the "Project") NOW. THEREFORE, CLIENT and the CONSULTANT, in consideration of the mutual covenants set forth, agree as follows: Upon receipt of the executed copy of this Agreement, the CONSULTANT will perform services to provide CLIENT with the data, information, services or opinion proposed by CONSULTANT in Proposal dated February 26, 2001, excepting issues relating to available planting spaces that shall be determined according to terms set forth in the attached Statement of Work CONSULTANT will proceed with the work as expeditiously as practical, and provide CLIENT with Urban Forestry Consulting Services CONSULTANT shall collaborate with CLIENT s agents or representatives in connection with Scope of Work and CONSULTANT shall be bound by the provisions set forth herein. CLIENT will place at CONSULTANT s disposal all available information generated by CLIENT, CLIENT's agents or representatives as may be pertinent to the Project including previous reports, documents, and any relevant data as will be necessary for CONSULTANT to provide the services covered by this Agreement. Component One: Urban Forest Inventory Street Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space Park Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space City of Fayetteville Street Tree Inventory Page 1 Professional Services Agreement Exh Cor mer • • These per unit fees are inclusive of labor described herein. Burditt Associates's unit price is guaranteed for the attached scope of services with a contract and scope of services providing for a minimum of 4,300 units (trees and/or planting spaces). The data collection area and units of data may; however, be increased in scope at the Client's discretion with no increase in per unit prices. The per unit price for the inventory contained herein is a fixed price and shall remain firm throughout the term of this Agreement. Component Two: CityTrce Inventory Software CityTree Software $ 3,000.00 Training (16 hours) $ 1,975.00 Microsoft Access 2000 $ .00 Total $ 4,975.00 Training costs include labor, materials, lodging, and travel expenses. Component Three: Comprehensive Urban Forest Management Plan Management Plan $ 7,900.00 Terms Defined: Planting Space(s) The definition of planting spaces will be determined in a meeting to be held within 15 business days of the execution of an agreement between CONSULTANT and CLIENT. An addendum will provide consultant with guidelines for determining what planting spaces, if any, to collect data from and be attached to this agreement as an addendum to the Statement of Work A "Tree" means any tree with the potential to reach a height of 20' or more. If a tree such as Photinia, Ligustrum, etc., is trimmed as a hedge, it will not be collected as a tree. If it is pruned into a tree form or seems to be allowed to grow unattended it will be collected as a tree Invoices will be submitted monthly and will reflect the actual number of data units collected during that period or the percentage of completion. Payment of CONSULTANT invoices by the CLIENT will be made within 30 days from date of invoice. CLIENT may review invoice expeditiously within 30 days, but may not withhold payment unreasonably. Fees will be due and payable in Conroe, Texas, upon receipt of invoice. Nonpayment to CLIENT by any funding entity or agency will not relieve CLIENT of its financial obligation to CONSULTANT under this Agreement. No additional services, other than those specified in Exhibit A - Scope of Work, have been requested by CLIENT and none shall be provided by CONSULTANT under this Agreement unless mutually agreed upon in writing by both parties. CONSULTANT will have, in full force and effect, the following insurance coverage during the entire project: Worker's Compensation General Liability Professional Errors and Omissions $1,000,000.00 per occurrence $1,000,000.00 per occurrence $ 100.000.00 per occurrence CONSULTANT will provide certificates of insurance coverage to CLIENT prior to commencement of project. City of Fayetteville Stnxi Tree Inventory Page 2 Professional Services Agreanan • • CLIENT and CONSULTANT agree that the date of this Agreement will also be the agreed upon Start Date for CONSULTANT to begin performance. CONSULTANT will collect data and deliver completed deliverables covered by this agreement on or before August 31, 2001. In the event that CLIENT does not provide CONSULTANT the information or materials necessary to initiate or complete the work by the stated deadline, CLIENT will be notified in writing, detailing all information or materials required. In the event that a delay in completion of services results, due to no fault of CONSULTANT, CLIENT agrees to provide additional time to complete the services, commensurate with the type of delay. If CONSULTANT is unable to complete the services by the completion date due to Acts of God, such as natural disaster, additional time commensurate with the extent of delay will be afforded CONSULTANT by CLIENT. If CONSULTANT requests an extension of time for any other reason to complete its performance, the CLIENT may, in its sole discretion, extend the time. Any extension must be in writing but does not require amendment of this Agreement. CONSULTANT is not entitled to damages for delay(s) regardless of the cause of the delay(s). CONSULTANT agrees to indemnify and shall defend and hold harmless CLIENT, Client's agents or representatives from and against any and all liability, claims, damages, losses and expenses, including but not limited to all expenses of litigation, court costs, and attorney's fees, for injury or death of any person, or for damage to any property, or violation of any law, regulation or ordinance, arising out of or in connection with the work done under this Agreement. In the event legal action is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to a reasonable sum for attorney's fees and court costs. CONSULTANT shall not assign this Agreement at law or otherwise without prior written consent of CLIENT. This Agreement represents the entire agreement between CONSULTANT and CLIENT and may be amended only by written instrument signed by both parties. This agreement shall be governed by the laws of the State of Arkansas. CLIENT CONSULTANT CITY OF FAYETTEVILLE City of Fayetteville Street Tree Inventory io Date BURDITT ASSOCIATES e r r, rte %/ By: Charles B. Burditt Date Owner Page 3 Professional Services Agreement • • EXHIBIT 'A' SCOPE OF WORK DUTIES OF CONSULTANT: Burditt Associates will provide all labor, tools, equipment, supplies, products, personnel, and necessary supervision to provide the following: • Component One: Computerized Street Tree Inventory • Component Two: Computerized Tree Management System • Component Three: Urban Forestry Management Plan The project will conducted under the direction of the City of Fayetteville's Public Lands Maintenance Department. Reporting and coordination of the project will be conducted through this department unless otherwise directed. The following services are to be supplied by Burditt Associates per the Proposal for Services dated February 2001 in response to "City of Fayetteville, Arkansas - Request for Proposals - City Wide Tree Inventory". Issues relating to planting spaces will be addressed by Statement of Work Addendum (See duties of Client). COMPONENT ONE: COMPUTERIZED STREET TREE INVENTORY Field Data Collection - All street trees growing on specified City of Fayetteville street ROW and within the following three (3) Parks: • Walker Park (Portion) - 30 Acres • Gulley Park - 27 Acres • Wilson Park - 21 Acres • Data to be Collected - Following is the data and a description of each item: 1. Street Address - Address of tree location including street name and number 2. Tree Identification - Species of each individual tree by genus, species and common name 3. Size - Size of tree by diameter measured 4. Condition of Tree - Rating according to the five condition factors developed by the International Society of Arboriculture including: • Trunk • Scaffold Branches • Smaller Branches and Twigs • Foliage • Roots City of Fayetteville Page I E,inibit A Street Tree Inventory Scope of Work • • EXIIIBIT 'A' SCOPE OF WORK 5. Defects - Identify the defects of each tree including: • Physical Defects • Insect Related Defects • Disease Related Defects 6. Maintenance Requirements - A priority list of work assignments using the following criteria: • Priority One Tree Removal- Trees designated for removal have defects that cannot be cost effectively or practically treated. The majority of trees in this category have a large percentage of dead crown and re potential safety hazards Large dead and dying trees that are high liability risks are included in this Category. These trees are the first ones that should be removed. • Priority Two Tree Removal: Trees that should be removed but do not pose a liability as great as the first priority. • Priority Three Tree Removal: Trees that should be removed, but that pose minimal liability to persons or property, e.g. transplant failure or amenity removal • Priority One Prune: Trees recommended for pruning to remove hazardous deadwood and dead or diseased limbs greater than 4 inches in diameter. • Priority Two Prune: There trees have dead, dying, diseased or weakened branches between two (2) and four (4) inches in diameter and are potential safety hazards • Large Tree Routine Prune: These trees require horticultural pruning to correct structural problems or growth pattems which would eventually obstruct traffic or interfere with utility wires or buildings. Trees in this category are large enough to require bucket tree access or manual climbing. • Small Tree Routine Prune: These trees require routing horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. There trees are small species, mature threes that can be evaluated and pruned from the ground. • Train Prune: Young large trees that are still small 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 runner by a person standing on the ground. • Stump Removal: Stump that should be removed. City of Fayetteville Page 2 Exhibit A Street Tree Inventory Scope of Work EXHIBIT 'A' SCOPE OF WORK • Planting Space: Indicates a vacant planting site. 7. Site Description - Three site description criteria will include: • Land Use: The dominant use of the property adjacent to the right-of-way: Apartment Municipal Boulevard Park Business Residence • Church School Hospital Vacant Lot Island Industrial • Growing Space: The area between the curb and the edge of the right-of-way. • Growing Space is I' to 4' wide • Growing Space is 5' to 9' wide • Growing Space is >9' wide • Sidewalk is integral with curb • No sidewalk • Growing Space is paved • Plant is behind a sidewalk yet within right of way. • Overhead Utilities: Describing the absence of presence of utility lines: • Electric • Communication • No Utilities 8. ** GIS Latitude and Longitude - Latitude and longitude from provided City of Fayetteville GIS base maps and/or GPS unit as necessary. Areas where comprehensive and adequate GIS base maps are available, the maps will be used to collect the GIS points. In parks and areas where the GIS bas maps are nonexistent or inadequate to accurately locate the tree, a GPS backpack unit to collect the tree data to submeter accuracy. City of Fayetteville Page 3 Exhibit A Street Tree Inventory Scope of Work • • EXHIBIT `A' SCOPE OF WORK Additional criteria or items to be provided but not specifically requested: 1. Tree Number - Tree numbering at each address i.e. Ti, T2, etc 2. Technical Memorandums - Provide technical memorandums to Fayetteville, Public Lands Department Director or Designee. 3. Hazard Tree Notification - Timely written notification of obvious eminent hazard trees to City Forestry Department during the inventory process. 4. Detailed and Sequential Files - Provide Detailed and Sequential Files of the Project. COMPONENT TWO: COMPUTERIZED TREE MANAGEMENT SYSTEM The City of Fayetteville will be provided with Burditt Associates' proprietary Tree Database Management Software `CityTree'. This software was developed to be used in the efficient management of City and Municipal trees. `CityTree' allows the user to seamlessly go between ArcView and Access to view and maintain tree inventory data. `CityTree' will perform the following: Enable users to view and search the tree information. • Browse data using Access database functionality • Browse the data in a GIS environment using ArcView functionality Generate and manage Work Orders. • CityTree easily produces work orders that can be printed or saved to file and can be sorted by; • Management Zone • Council District • Dates • Automatically update the maintenance history data upon completion of the work order • Work orders can be developed from either the database or by the selection of trees on a map and then submitted to the database for Work Order generation. Create reports to improve management decisions, crew assignments, or budgeting: • Monthly — Report to monitor tree maintenance work done monthly and to date. • Report monthly Removals, Trims, Plantings, etc. • Display information analytically and graphically regarding the urban forest cover City of Fayetteville Page 4 Street Tree Inventory Exhibit A Scope of Work • • EXHIBIT `A' SCOPE OF WORK • Create and print maps of the City streets that display tree locations Generate a map for the maintenance crew to locate the tree. • CityTree automatically produces a map upon generation of a work order. Tree data can be edited and maintained on a desktop system. • Maintain any tree record in the database based on updated information • Generate (print) a work order and corresponding map based upon a user request • Automatically update a work order record following completion of field work • Track minimal employee information regarding who the maintenance was performed by • Insert new records for public and/or private trees into the system Sort and report tree data by: • Address • Council District • Management Section • Date • Tree diameter class • Tree species - both common and botanical names • Other user defined criteria CityTree Software can also assist in: • Tracking inventory data. • Fieldwork scheduling • Providing a valuation of the City's street trees • Linking data attributes to the geographical information • Providing for easy modification and expansion of the database capabilities as needed (Access and ArcView functionality) Operating System(s): • Windows 98 • Windows 2000 • Windows NT City of Fayetteville Page 5 Street Tree Inventory Exhibit A Scope of Work • • EXHIBIT 'A' SCOPE OF WORK Technical Support CityTree will be warranted for any maintenance concems for a period of one (1) year from date of installation. Burditt Associates will provide prompt technical support to all parties, ensuring minimal downtime for any unforeseen problems. Support will include one year of telephone assistance, revisions and updates to the documentation as they pertain to system operations or debugging as requested. Client requested program revisions or updates not integral to functionality or requested under the RFP could incur additional expense. `CityTree' also includes a users manual and on line contextual help. Upgradability Burditt Associates and our business partners can assist with any necessity to upgrade the system for portability, expansion, and general enhancements. COMPONENT THREE: URBAN FORESTRY MANAGEMENT PLAN Following inventory of city wide tree resources, Burditt Associates will then develop a comprehensive Urban Forest Management Plan. The plan will target and address the needs as determined in the inventory phase as well as based upon interviews with City personnel responsible for tree management and maintenance. It shall also offer recommendations for future tree operations over the next 5 to 10 years. The plan will provide for: • Hazard Management - Risk management is necessary to ensure the safety of the residents of Fayetteville and also to reduce liability of the City and associated organizations. Treatment to mitigate and/or reduce hazard conditions should be a major part of the management criteria for urban forest management. Reducing the risk associated with hazardous trees will include the development of a policy that will protect the City and it's residents, employees, contractors and visitors from potential tragedy or damages. Tree removal operations to reduce hazard conditions will concentrate on trees the are Priority One and Two and then move on to hazard prune operations. • Pruning Scheduling - Pruning operations in the Fayetteville must be cost effective and practical. While pruning every tree in the city would not be a practical approach at this time, a more realistic goal would implement a pruning cycle for all large trees that are growing in close proximity to areas frequented by people with an emphasis placed on those trees designated as Priority One and Two pruning. A schedule could be developed that would adequately address the health of the Urban Forest and the safety of the city residents and visitors. As extensive tree planting occurs, a regulated cycle should be implemented to provide for pruning at regular intervals. • Insect, Disease Treatment and Fertilization - Tree maintenance issues will be necessary when dealing with insects, diseases, pests and nutrient deficiencies. General urban forest protection issues must be anticipated and addressed within the document. City of Fayetteville Page 6 E,thibit A Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK • Resource Allocation and Budgetary Requirements - With the limited resources of money, manpower and equipment that the City of Fayetteville and many other cities are facing, creative approaches are necessary to implement and utilize a comprehensive Urban Forest Management Plan. The approach necessary must be practical and implementable according to the commitment of the residents of Fayetteville. • Park and Cemetery Management - All parks and cemeteries will be inspected and assessed for overall health, canopy cover, species diversity, and management needs. A section of the management plan will address any needs and recommendations for increased tree canopy cover and health. • Canopy Revitalization - Older, more established areas may require revitalization of the canopy cover and/or assessment of the same according to usage and purpose of the tree cover. • Preservation Planning - To preserve the existing trees within the city and enhance value, a preservation plan for site development (both new and redevelopment) and protection of the urban forest environment is essential. Preservation planning will be addressed within the Urban Forest Management Plan. • Community Awareness and Education Program/PIan - The key to any successful resource management program will be a well prepared community awareness plan. Municipal forestry departments, public works departments, parks and recreation departments and community associations all have a public image. This image may be real or imagined, but it exists in the eyes of the general public. Only through an effort to educate the public can many of the necessary management practices be implemented and adequate budgets be set aside with community support. • Tree Planting / Aforestation / Reforestation Initiatives - An assessment should be made of the needs for establishing or reestablishing tree cover throughout Fayetteville. Areas that have no tree cover should be assessed for aforestation (areas previously unforested) efforts. Many of the new areas in the city currently do not have adequate tree cover and will require reforestation efforts utilizing proper species diversity and maintenance procedures favorable to survival. The existing tree cover should be assessed for overall health and longevity or need for reforestation. Goals of canopy cover and ability to maintain these areas must be taken into account during the process. • Urban/Rural or Wildland Interface - The sprawling nature of today's urban areas creates many challenges such as fire suppression, emergency services, and fragmentation of wildlife habitat, ,lust to name a few. Methods to address these considerations should be included in any Urban Forest Management Plan. City of Fayetteville Page 7 Etitibit A Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK • Additional Recommendations for Improved Management - Other recommendations for improvements to the Urban Forest of Fayetteville could include an Urban Ecosystem Analysis to determine the value and benefits of the existing tree cover. Specific assistance in planning future expansion of City services and infrastructure should be included. To be a working document, the plan should encompass the Parks Department's goals, objectives, strategies, administration, budget and overall work program. The plan should describe the day-to-day, short range, and long-range direction of the department METHODOLOGY Burditt Associates will collect the requested data, utilizing the following hardware, software, and methods: • Rugged, field-tested pen -based computers operating in a Windows environment. • Data collection software utilized for field data collection. • Where the City's GIS base maps are comprehensive and adequate to accurately locate the ROW trees, the GIS based street level maps, supplied by the City will be layered on the pen based computer. The collector will tap on the screen to accurately locate the tree using the City's own GIS data. • Where GIS based street maps are not available, adequate or comprehensive or within parks, GIS data will be collected with GPS backpack equipment with sub -meter accuracy. • Data will be collected on a tree by tree basis in the field by trained urban forestry, horticultural, or arboricultural professionals. • Following data collection, the information will then be downloaded into a City of Fayetteville desktop computer running Burditt Associates' proprietary database management software and ArcView GIS software. • The data will then be verified for utilization. Trees will be assessed for hazards by ocular methods. While this is quite effective at identifying obvious needs for hazard removals, many fractures, hollows, etc., may not be identifiable due to the time and budgetary restraints and the methods described above. Burditt Associates makes no warranty for hazard accuracy as applied to Acts of God, the negligence of others, or hazards not obvious from a visual inspection at the time of data collection. City of Fayetteville Page 8 Exhibit A Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK DUTIES OF CLIENT: CLIENT will pay CONSULTANT on the basis of monthly invoices showing the services performed during the preceeding month. CLIENT will pay CONSULTANT within 30 days of receipt of an approved invoice and in accordance with the terms of the Consultant Agreement. CLIENT, client's agents or representatives will supply GIS based street level maps. CLIENT will invite interested parties to attend a meeting to develop consensus on issues relating to the collection of planting space data. The meeting shall be conducted at a mutually agreeable time for CONSULTANT within 15 business days from the date of execution of the agreement. An addendum to the Scope of Work addressing the planting space issue shall be agreed upon within 5 business days of said meeting. City of Fayetteville Page 9 Street Tree Inventory Exhibit A Scope of Work • CONSULTANT AGREEMENT • EXHIBIT.A This Agreement is made and entered into the iS day of /POI— 2001, by and between Burditt Associates of Montgomery County, Texas (hereinafter called the !!CONSULTANT"), and CITY OF FAYETTEVILLE (hereinafter called "CLIENT"). The initial addresses of the parties, which one party may change by giving written notice to the other party, are as follows: CONSULTANT Burditt Associates P. O. Box 1424 Conroe. TX 77305 CLIENT City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 That whereas CLIENT has requested services of the CONSULTANT as an independent contractor and not as an employee in relation to: CITY OF FAYETTEVILLE STREET TREE INVENTORY (SEE ATTACHED EXHIBIT A - SCOPE OF WORK) (herein called the "Project") NOW, THEREFORE, CLIENT and the CONSULTANT, in consideration of the mutual covenants set forth. agree as follows: Upon receipt of the executed copy of this Agreement, the CONSULTANT will perform services to provide CLIENT with the data, information, services or opinion proposed by CONSULTANT in Proposal dated February 26, 2001. excepting issues relating to available planting spaces that shall be determined according to terms set forth in the attached Statement of Work. CONSULTANT will proceed with the work as expeditiously as practical, and provide CLIENT with Urban Forestry Consulting Services. CONSULTANT shall collaborate with CLIENT'S agents or representatives in connection with Scope of Work and CONSULTANT shall be bound by the provisions set forth herein. CLIENT will place at CONSULTANT's disposal all available information generated by CLIENT, CLIENT's agents or representatives as may be pertinent to the Project including previous reports, documents. and any relevant data as will be necessary for CONSULTANT to provide the services covered by this Agreement. Component One: Urban Forest Inventory Street Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space Park Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space City of Fayetteville Stred Tree Inventory Page 1 Professional Services Agreement r m X 2 W • • These per unit foes are inclusive of labor described herein. Burditt Associates's unit price is guaranteed for the attached scope of services with a contract and scope of services providing for a minimum of 4,300 units (trees and/or planting spaces). The data collection area and units of data may; however, be increased in scope at the Client's discretion with no increase in per unit prices. The per unit price for the inventory contained herein is a fixed price and shall remain firm throughout the term of this Agreement. Component Two: CityTree Inventory Software CityTree Software $ 3,000.00 Training (16 hours) $ 1,975.00 Microsoft Access 2000 $ .00 Total $ 4,975.00 Training costs include labor, materials, lodging, and travel expenses. Component Three: Comprehensive Urban Forest Management Plan Management Plan $ 7,900.00 Terms Defined: Planting Space(s) The definition of planting spaces will be determined in a meeting to be held within 15 business days of the execution of an agreement between CONSULTANT and CLIENT. An addendum will provide consultant with guidelines for determining what planting spaces, if any, to collect data from and be attached to this agreement as an addendum to the Statement of Work. A "Tree" mcans any tree with the potential to reach a height of 20' or more. If a tree such as Photinia, Ligustrum, etc., is trimmed as a hedge, it will not be collected as a tree. If it is pruned into a tree form or seems to be allowed to grow unattended, it will be collected as a tree Invoices will be submitted monthly and will reflect the actual number of data units collected during that period or the percentage of completion. Payment of CONSULTANT invoices by the CLIENT will be made within 30 days from date of invoice. CLIENT may review invoice expeditiously within 30 days, but may not withhold payment unreasonably. Fees will be due and payable in Conroe, Texas, upon receipt of invoice. Nonpayment to CLIENT by any funding entity or agency will not relieve CLIENT of its financial obligation to CONSULTANT under this Agreement. No additional services. other than those specified in Exhibit A - Scope of Work, have been requested by CLIENT and none shall be provided by CONSULTANT under this Agreement unless mutually agreed upon in writing by both parties. CONSULTANT will have, in full force and effect, the following insurance coverage during the entire project: Worker's Compensation General Liability Professional Errors and Omissions $1,000,000.00 per occurrence $1,000,000.00 per occurrence $ 100.000.00 per occurrence CONSULTANT will provide certificates of insurance coverage to CLIENT prior to commencement of project. City of Fayetteville Street Tree Inventory Page 2 Professional Servias Agreanent • • CLIENT and CONSULTANT agree that the date of this Agreement will also be the agreed upon Start Date for CONSULTANT to begin performance. CONSULTANT will collect data and deliver completed deliverables covered by this agreement on or before August 31, 2001. In the event that CLIENT does not provide CONSULTANT the information or materials necessary to initiate or complete the work by the stated deadline, CLIENT will be notified in writing, detailing all information or materials required. In the event that a delay in completion of services results. due to no fault of CONSULTANT, CLIENT agrees to provide additional time to complete the services, commensurate with the type of delay. If CONSULTANT is unable to complete the services by the completion date due to Acts of God, such as natural disaster. additional time commensurate with the extent of delay will be afforded CONSULTANT by CLIENT. If CONSULTANT requests an extension of time for any other reason to complete its performance, the CLIENT may, in its sole discretion, extend the time. Any extension must be in writing but does not require amendment of this Agreement. CONSULTANT is not entitled to damages for delay(s) regardless of the cause of the delay(s). CONSULTANT agrees to indemnify and shall defend and hold harmless CLIENT, Client's agents or representatives from and against any and all liability, claims, damages, losses and expenses, including but not limited to all expenses of litigation, court costs, and attorney's fees, for injury or death of any person, or for damage to any property, or violation of any law, regulation or ordinance, arising out of or in connection with the work done under this Agreement. In the event legal action is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to a reasonable sum for attorney's fees and court costs. CONSULTANT shall not assign this Agreement at law or otherwise without prior written consent of CLIENT. This Agreement represents the entire agreement between CONSULTANT and CLIENT and may be amended only by written instrument signed by both parties. This agreement shall be governed by the laws of the State of Arkansas. CLIENT CITY OF FAYETTEVILLE By: City of Fayetteville Sues Tree Inventory Page 3 CONSULTANT BURDITT ASSOCIATES Charles 1. Burditt Owner Professional Services Agreement • • EXHIBIT 'A' SCOPE OF WORK DUTIES OF CONSULTANT: Burditt Associates will provide all labor, tools, equipment, supplies, products, personnel, and necessary supervision to provide the following: • Component One: Computerized Street Tree Inventory • Component Two: Computerized Tree Management System • Component Three: Urban Forestry Management Plan The project will conducted under the direction of the City of Fayetteville's Public Lands Maintenance Department. Reporting and coordination of the project will be conducted through this department unless otherwise directed. The following services are to be supplied by Burditt Associates per the Proposal for Services dated February 2001 in response to "City of Fayetteville, Arkansas - Request for Proposals - City Wide Tree Inventory". Issues relating to planting spaces will be addressed by Statement of Work Addendum (See duties of Client). COMPONENT ONE: COMPUTERIZED STREET TREE INVENTORY Field Data Collection - All street trees growing on specified City of Fayetteville street ROW and within the following three (3) Parks: • Walker Park (Portion) - 30 Acres • Gulley Park - 27 Acres • Wilson Park - 21 Acres • Data to be Collected - Following is the data and a description of each item: 1. Street Address - Address of tree location including street name and number 2. Tree Identification - Species of each individual tree by genus, species and common name 3. Size - Size of tree by diameter measured 4. Condition of Tree - Rating according to the five condition factors developed by the International Society of Arboriculture including: • Trunk • Scaffold Branches • Smaller Branches and Twigs • Foliage • Roots City of Fayetteville Page 1 EAtibitA Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK 5. Defects - Identify the defects of each tree including: • Physical Defects • Insect Related Defects • Disease Related Defects 6. Maintenance Requirements - A priority list of work assignments using the following criteria: • Priority One Tree Removal. Trees designated for removal have defects that cannot be cost effectively or practically treated. The majority of trees in this category have a large percentage of dead crown and re potential safety hazards Large dead and dying trees that are high liability risks are included in this Category. These trees are the first ones that should be removed. • Priority Two Tree Removal: Trees that should be removed but do not pose a liability as great as the first priority. • Priority Three Tree Removal: Trees that should be removed, but that pose minimal liability to persons or property, e.g. transplant failure or amenity removal • Priority One Prune: Trees recommended for pruning to remove hazardous deadwood and dead or diseased limbs greater than 4 inches in diameter. • Priority Two Prune: There trees have dead, dying, diseased or weakened branches between two (2) and four (4) inches in diameter and are potential safety hazards. • Large Tree Routine Prune: These trees require horticultural pruning to correct structural problems or growth pattems which would eventually obstruct traffic or interfere with utility wires or buildings. Trees in this category are large enough to require bucket tree access or manual climbing. • Small Tree Routine Prune: These trees require routing horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. There trees are small species, mature threes that can be evaluated and pruned from the ground. • Train Prune: Young large trees that are still small 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 runner by a person standing on the ground. • Stump Removal: Stump that should be removed. City of Fayetteville Page 2 Exhibit A Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK • Planting Space: Indicates a vacant planting site. 7. Site Description - Three site description criteria will include: • Land Use: The dominant use of the property adjacent to the right-of-way: Apartment Municipal Boulevard Park Business Residence Church School Hospital Vacant Lot Island Industrial • Growing Space: The area between the curb and the edge of the right-of-way. • Growing Space is 1' to 4' wide • Growing Space is 5' to 9' wide • Growing Space is >9' wide • Sidewalk is integral with curb • No sidewalk • Growing Space is paved • Plant is behind a sidewalk yet within right of way. • Overhead Utilities: Describing the absence of presence of utility lines: • Electric • Communication • No Utilities 8. ** GIS Latitude and Longitude - Latitude and longitude from provided City of Fayetteville GIS base maps and/or GPS unit as necessary. .Areas where comprehensive and adequate GIS base maps are available, the maps will be used to collect the GIS points. In parks and areas where the GIS bas maps are nonexistent or inadequate to accurately locate the tree, a GPS backpack unit to collect the tree data to submeter accuracy. City of Fayetteville Page 3 Exhibit A Street Tree Inventory Scope of Work • • EXHIBIT 'A' SCOPE OF WORK Additional criteria or items to be provided but not specifically requested: 1. Tree Number - Tree numbering at each address i.e. Tl, T2, etc. 2. Technical Memorandums - Provide technical memorandums to Fayetteville, Public Lands Department Director or Designee. 3. Hazard Tree Notification - Timely written notification of obvious eminent hazard trees to City Forestry Department during the inventory process. 4. Detailed and Sequential Files - Provide Detailed and Sequential Files of the Project. COMPONENT TWO: COMPUTERIZED TREE MANAGEMENT SYSTEM The City of Fayetteville will be provided with Burditt Associates' proprietary Tree Database Management Software `CityTree'. This software was developed to be used in the efficient management of City and Municipal trees. `CityTree' allows the user to seamlessly go between ArcView and Access to view and maintain tree inventory data. `CityTree' will perform the following: Enable users to view and search the tree information. • Browse data using Access database functionality • Browse the data in a GIS environment using ArcView functionality Generate and manage Work Orders. • CityTree easily produces work orders that can be printed or saved to file and can be sorted by; • Management Zone • Council District • Dates • Automatically update the maintenance history data upon completion of the work order • Work orders can be developed from either the database or by the selection of trees on a map and then submitted to the database for Work Order generation. Create reports to improve management decisions, crew assignments, or budgeting: • Monthly — Report to monitor tree maintenance work done monthly and to date. • Report monthly Removals, Trims, Plantings, etc. • Display information analytically and graphically regarding the urban forest cover City of Fayetteville Page 4 Strew Tree Invartory Exhibit A Scope of Work I C EXHIBIT `A' SCOPE OF WORK • Create and print maps of the City streets that display tree locations Generate a map for the maintenance crew to locate the tree. • CityTree automatically produces a map upon generation of a work order. Tree data can be edited and maintained on a desktop system. • Maintain any tree record in the database based on updated information • Generate (print) a work order and corresponding map based upon a user request • Automatically update a work order record following completion of field work • Track minimal employee information regarding who the maintenance was performed by • Insert new records for public and/or private trees into the system Sort and report tree data by: • Address • Council District • Management Section • Date • Tree diameter class • Tree species - both common and botanical names • Other user defined criteria CityTree Software can also assist in: • Tracking inventory data. • Fieldwork scheduling • Providing a valuation of the City's street trees • Linking data attributes to the geographical information • Providing for easy modification and expansion of the database capabilities as needed (Access and ArcView functionality) Operating System(s): • Windows 98 • Windows 2000 • Windows NT City of Faydteville Page 5 Eibit A Sues Tree Invartory Scope of Work P I Technical Support EXHIBIT `A' SCOPE OF WORK CityTree will be warranted for any maintenance concerns for a period of one (1) year from date of installation. Burditt Associates will provide prompt technical support to all parties, ensuring minimal downtime for any unforeseen problems. Support will include one year of telephone assistance, revisions and updates to the documentation as they pertain to system operations or debugging as requested. Client requested program revisions or updates not integral to functionality or requested under the RFP could incur additional expense. `CityTree' also includes a users manual and on line contextual help. Upgradability Burditt Associates and our business partners can assist with any necessity to upgrade the system for portability, expansion, and general enhancements. COMPONENT THREE: URBAN FORESTRY MANAGEMENT PLAN Following inventory of city wide tree resources, Burditt Associates will then develop a comprehensive Urban Forest Management Plan. The plan will target and address the needs as determined in the inventory phase as well as based upon interviews with City personnel responsible for tree management and maintenance. It shall also offer recommendations for future tree operations over the next 5 to 10 years. The plan will provide for: • Hazard Management - Risk management is necessary to ensure the safety of the residents of Fayetteville and also to reduce liability of the City and associated organizations. Treatment to mitigate and/or reduce hazard conditions should be a major part of the management criteria for urban forest management. Reducing the risk associated with hazardous trees will include the development of a policy that will protect the City and it's residents, employees, contractors and visitors from potential tragedy or damages. Tree removal operations to reduce hazard conditions will concentrate on trees the are Priority One and Two and then move on to hazard prune operations. • Pruning Scheduling - Pruning operations in the Fayetteville must be cost effective and practical. While pruning every tree in the city would not be a practical approach at this time, a more realistic goal would implement a pruning cycle for all large trees that are growing in close proximity to areas frequented by people with an emphasis placed on those trees designated as Priority One and Two pruning. A schedule could be developed that would adequately address the health of the Urban Forest and the safety of the city residents and visitors. As extensive tree planting occurs, a regulated cycle should be implemented to provide for pruning at regular intervals. • Insect, Disease Treatment and Fertilization - Tree maintenance issues will be necessary when dealing with insects, diseases, pests and nutrient deficiencies. General urban forest protection issues must be anticipated and addressed within the document. City of Fayetteville Page 6 Gafiibit A Street Tree Invanory Scope of Work EXHIBIT `A' SCOPE OF WORK • Resource Allocation and Budgetary Requirements - With the limited resources of money, manpower and equipment that the City of Fayetteville and many other cities are facing, creative approaches are necessary to implement and utilize a comprehensive Urban Forest Management Plan. The approach necessary must be practical and implementable according to the commitment of the residents of Fayetteville. • Park and Cemetery Management - All parks and cemeteries will be inspected and assessed for overall health, canopy cover, species diversity, and management needs. A section of the management plan will address any needs and recommendations for increased tree canopy cover and health. • Canopy Revitalization - Older, more established areas may require revitalization of the canopy cover and/or assessment of the same according to usage and purpose of the tree cover. • Preservation Planning - To preserve the existing trees within the city and enhance value, a preservation plan for site development (both new and redevelopment) and protection of the urban forest environment is essential. Preservation planning will be addressed within the Urban Forest Management Plan. • Community Awareness and Education Program/Plan - The key to any successful resource management program will be a well prepared community awareness plan. Municipal forestry departments, public works departments, parks and recreation departments and community associations all have a public image. This image may be real or imagined, but it exists in the eyes of the general public. Only through an effort to educate the public can many of the necessary management practices be implemented and adequate budgets be set aside with community support. • Tree Planting / Aforestation / Reforestation Initiatives - An assessment should be made of the needs for establishing or reestablishing tree cover throughout Fayetteville. Areas that have no tree cover should be assessed for aforestation (areas previously unforested) efforts. Many of the new areas in the city currently do not have adequate tree cover and will require reforestation efforts utilizing proper species diversity and maintenance procedures favorable to survival. The existing tree cover should be assessed for overall health and longevity or need for reforestation. Goals of canopy cover and ability to maintain these areas must be taken into account during the process. • Urban/Rural or Wildland Interface - The sprawling nature of today's urban areas creates many challenges such as fire suppression, emergency services, and fragmentation of wildlife habitat, just to name a few. Methods to address these considerations should be included in any Urban Forest Management Plan. City of Fayeneville Page 7 Exhibit A Street Tree Invemory Scope of Work EXHIBIT `A' SCOPE OF WORK • Additional Recommendations for Improved Management - Other recommendations for improvements to the Urban Forest of Fayetteville could include an Urban Ecosystem Analysis to determine the value and benefits of the existing tree cover. Specific assistance in planning future expansion of City services and infrastructure should be included. To be a working document, the plan should encompass the Parks Department's goals, objectives, strategies, administration, budget and overall work program. The plan should describe the day-to-day, short range, and long-range direction of the department METHODOLOGY Burditt Associates will collect the requested data, utilizing the following hardware, software, and methods: • Rugged, field-tested pen -based computers operating in a Windows environment. • Data collection software utilized for field data collection. • Where the City's GIS base maps are comprehensive and adequate to accurately locate the ROW trees, the GIS based street level maps, supplied by the City will, be layered on the pen based computer. The collector will tap on the screen to accurately locate the tree using the City's own GIS data. • Where GIS based street maps are not available, adequate or comprehensive or within parks, GIS data will be collected with GPS backpack equipment with sub -meter accuracy. • Data will be collected on a tree by tree basis in the field by trained urban forestry, horticultural, or arboricultural professionals. • Following data collection, the information will then be downloaded into a City of Fayetteville desktop computer running ring Burdin Associates' proprietary database management software and ArcView GIS software. • The data will then be verified for utilization. Trees will be assessed for hazards by ocular methods. While this is quite effective at identifying obvious needs for hazard removals, many fractures, hollows, etc., may not be identifiable due to the time and budgetary restraints and the methods described above. Burditt Associates makes no warranty for hazard accuracy as applied to Acts of God, the negligence of others, or hazards not obvious from a visual inspection at the time of data collection. City of Faydteville Page 8 ExhibitA Sued Tree Inventory Scope of Work EXHIBIT `A' SCOPE OF WORK DUTIES OF CLIENT: CLIENT will pay CONSULTANT on the basis of monthly invoices showing the services performed during the preceeding month. CLIENT will pay CONSULTANT within 30 days of receipt of an approved invoice and in accordance with the terms of the Consultant Agreement. CLIENT, client's agents or representatives will supply GIS based street level maps. CLIENT will invite interested parties to attend a meeting to develop consensus on issues relating to the collection of planting space data. The meeting shall be conducted at a mutually agreeable time for CONSULTANT within 15 business days from the date of execution of the agreement. An addendum to the Scope of Work addressing the planting space issue shall be agreed upon within 5 business days of said meeting. City of Fayetteville Page 9 Exhibit A Shed Tree Invanory Scope of Work May -09-01 03:45P Burditt Associates (936 539-3240 P.08 CONSULTANT AGREEMENT This Agreement is made and entered into tie._._. day of 2001, by and between Hardin Associates of Montgomery County, 'texas (hereinafter called the "CONSULTANT"), and CITY OF FAYETTEVILLE (hereinafter called "CLIENT"'). The initial addresses of the parties, which one party may change by giving written notice to the other party. are as follows: Hurditt Associates P. O, Box 1424 Conroe, TX 77305 City of Fayetteville 113 W. Mountain Fayetteville. AR 72701 That whereas CLIENT has requested services of the CONSULTANT as an independent contractor and not as an employee in relation to: CITY OF FAYETTEVILLE STREET TREE INVENTORY (SEE ATTACHED EXHIBIT A - SCOPE OF WORK) (herein called the "Project") NOW, THEREFORE. CLIENT and the CONSULTANT, in consideration of the mutual covenants set forth. agree as follows: Upon noccipt of the executed copy of this Agreement, the CONSULTANT will perform services to provide CLIENT with the data, information, services or opinion proposed by CONSULTANT in Proposal dated February 26, 2001, excepting issues relating to available planting spaces that shall be determined according to terms set forth in the attached Statement of Work CONSULTANT will proceed with the work as expeditiously as practical, and provide CLIENT with Urban Forestry Consulting Scnices. CONSULTANT shall collaborate with CLIENI"s agents or representatives in connection with Scope of Work and CONSULTANT shall be bound by the provisions set forth herein. CLIENT will place at CONSULTANT's disposal all available information generated by CLIENT. CLIENT's agents or representatives as may be pertinent to the Project including previous reports, ducumenls, and any relevant data as will be necessary for CONSULTANT to provide the scniccs covered by this Agreement. Component One: Urban Forest Inventory Street Tree lmveetory - • Imsntory of individual trees S 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space Park Tree Inventory - • Inventory of individual trees S 1.95 per trre • Inventory of individual planting Braces S 1.9(1 per space City aT.ymcvnk P,}: I Prnfawionat Savksn npvarNnc. slime Trvu r rvhdwy May -O9 -O1 O3:46P Burditt Associates (93616539-324O P.09 These per unit fees are inclusive of labor described herein. ffarriirt .1ssociares's unit prim is guaranteed for the attached snore of services with a contract and scope of seMces providing for a minimum of 4,300 units (trees and/or planting spaces). The data collection area and units of data may; however, be increased in scope at the Client's discretion with no increase in per unit prices. The per unit price for the inventory contained herein is a fixed price and shall remain firm throughout the term of this Agreement. Component Two: CityTree Inventory Software CityTree Software S 3,000.00 Training (16 hums) S 1,975.00 Microsoft Access 2000 S .00 Total $ 4,975.00 Training costs include labor, materials, lodging, and travel expenses. Component Three: Comprehensive Urban Forttt Management Plan Management Plan $ 7,900.00 Terms Defined: Planting Space(s) The definition of planting spaces will be determined in a meeting to be held within t 5 business days of the execution of an agreement between CONSULTANT and CLIENT. An addendum will provide consultant with guidelines for determining what planting spaces• if any, to collect data from and be attached to this agreement as an addendum to the Statement of Work A "Tree" means any tree with the potential to reach a height of 20' or more. If a tree such as Photinia. Ligtutntnt, etc., is trimmed as a hedge, it will not be collected as a tree. If it is pntned into a tree form or scans to be allowed to grow unattended, it will be collected as a tree. Invoices will be submitted monthly and will reflect the actual number of data units collected during that period or the percentage of completion. Payment of CONSULT.AXT invoices by the CLIENT will be made within 30 days from date of invoice. CLIENT may review invoice expeditiously within 30 dam but may not withhold payment unreasonably. Foes will be due and payable in Conroe Texas, upon receipt of invoice. Nonpayment to CLIENT by any funding entity or agency will not relieve CLIENT of its financial obligation to CONSULTANT under this Agreement. No additional services, other than those specified in Exhibit A - Scope of Work. have been requested by CLIENT and none shall be provided by CONSULTANT under this Agreement unless mutually agreed upon in writing by both parties. CONSULTANT will have, in full force and effect, the following insurance coverage during the entire project: Worker's Compensation 51,000,04)0.00 per occurrence General Liability S I.000,1X10.tX1 per occurrence Professional Errors and Omissions $ 100,000.00 per occurrence CONSULTANT will provide certificates of insurance coverage to CLIENT prior to commencement of pmt. City ofraytrievilte Pape 2 ttnt'mou,a1 Sarvinvs Ag an u &rte Tr s tn,wuty May -09-01 03:48P Burditt Associates (936) 539-3240 P.10 • • CLIENT and CONSULTANT agree that the date of this Agreement will also be the agree! upon Start Date for CONSULTANT to begin performance. CONSULTANT will collect data and diver completed deliverables covered by this agreement on or before August 31, 2001. In the event that CLIENT does not provide CONSULTANT the information or materials neassuy to initiate or complete the work by the slated deadline, CLIENT will be notified, in writing, detailing all information or materials required In the event that a delay in completion of services results, due to no fault of CONSULTANT, CLIENT agrees to provide additional time to complete the services. conmemar to with the type of eh:lay. If CONSULTANT is unable to complete the services by the completion date due to Acts of God such as natural disaster, additional time commensurate with the extent of delay will be atibrded CONSULTANT by CLIENT. If CONSULTANT requests an extension of time for any other reason to complete its performance, the CLIENT may, in its sole discretion, extend the time. Any extension must be in writing but does not require amendment of this Agreement. CONSULTANT is not entitled to damages for delay(s) regardless of the cause of the delay(s). CONSULTANT agrees to indemnify and shall defend and hold harmless CLIENT, Client's agents or representatives from and against any and all liability, claims, damages, losses and expenses, including but not limited to all espeoscs of litigation, court costs, and anorncVs fees, lbr injury or death of any person. or for damage to any property, or violation of any law, regulation or ordinance. arising out of or in connection with the work done under ibis Agreement. In the event legal action is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to a reasonable sum for attorney's fees and court costs, CONSULTANT shall not assign this Agreement at law or otherwise without prior written consent of CLIENT. This Agreement represents the entire agreement between CONSULTANT and CLIENT and may be amended only by written instrument signed by both parties. This agreement shall be governed by the laws of the State of Arkansas. CLIENT CONSULTANT CITY OF FAYETTEVILLE BURDITT ASSOCIATES By: Date By: Charles B. Burditt Date Owner City &'Fay�Slevilly Page 3 hofr iunul Suvia.,pert Sired 't•rue lnvmlary May -09-01 03:49P Burditt Associates (936) 539-3240 . P.11 EXHIBIT 'A' SCOPE OF WORK DUTIES OF CONSULTANT: Tlurditt Associates will provide all labor, tools, equipment, supplies, products, personnel, and necessary supervision to provide the following: Component One: Computerized Street Tree Inventory Component Two: Computerized Tree Management System Component Three: Urban Forestry Management Plan The project will conducted under the direction of the City of Fayetteville's Public Lands Maintenance Department. Reporting and coordination of the project will be conducted through this department unless otherwise directed. The following services are to be supplied by.Burdiu Associates per the Proposal for Services dated February 2001 in response to "City of Fayetteville, Arkansas - Request for Proposals - City Wide Tree Inventory". Issues relating to planting spaces will be addressed by Statement of Work Addendum (See duties of Client). COMPONENT ONE: COMPUTERIZED STREET TREE INVENTORY Field Data Collection - All street trees growing on specified City of Fayetteville west ROW and within the following three (3) Parks: • Walker Park (Portion) - 30 Acres • Gulley Park - 27 Acres • Wilson Park -2! Acres • Data to be Collected - Following is the data and a description of each itwn: 1. Street Address - Address of tree location including street name and number 2. Tree Identification - Species of each individual tree by genus. species and common name 3. Size - Size of tree by diameter measured 4. Condition of Tree - Rating according to the five condition factors developed by the lidcrnational Society of Arboriculture including: • Trunk • Scaffold Branches • Smaller Branches and Twigs • Foliage • Roots City or Faytitmvlk Paw 1 t'.m{hk A Ylnrf Tnt Eam" &.'upe of Wotr: May -09-01 03:50P Burditt Associates (936) 539-3240 • • P.12 EXHIBIT 'A' SCOPE OF WORK 5. Defects - identify the defects of each tree including: 6. Maintenance Requirements - A priority list of work assignments using the following criteria: • e • •• 1! �e 11! ! I!' . 1 b : • Prior/ty Two 'Tree Remowil: Trees that should be removed but do not pose a liability as great as the first priority. • Priorlry Three Tree Removal: Trees that should be removed, but that pose minimal liability to persons or property, e.g. transplant failure or amenity removal • j'riorfl' O Prurc: Trees recommended for pruning to remove hazardous deadwood and dead or diseased limbs greater than 4 inches in diameter. • Priority Two Prune: There trues have dead, dying, diseased or weakened branches between two (2) and four (4) inches in diameter and are potential safety hazards. • Large Tree &ut/ne Prime: These trees require horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. Trees in this category are large enough to require bucket tree access or manual climbing. • Small Yrum•: These trees require routing horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wirers or buildings. There trees are small species, mature threes that can be evaluated and pruned from the ground. • Train Prune: Young large trees that are still small must be pruned to correct or eliminate weak, interfbmtg, or objectionable branches in order to minimize future maintenance requirements. These trees, up to 20 feat in height, can be worked with a pole runner by a person standing on the ground. • ,Sump Removal: Stump that should be removed qty urFayt e'ilk strat Trop hnufav Par 2 EAiIb .A save of Week May -09-01 03:52P Burditt Associates (936) 539-3240 • • EXHIBIT `A' SCOPE OF WORK. • Planting .V : indicates a vacant planting site. 7. Site Description - Three site descriptim criteria will include: • Lgnd Use: The dominant use of the property adjacent to the right-of-way: Apartment Municipal Boulevard Park Business Residence Church School Hospital Vacant Lot Island Industrial • Grma7na Space: The area between the curb and the edge of the right-of-way. • Growing Space is 1' to 4' wide • Growing Space is 5' to 9' wide • Growing Space is >9' wide • Sidewalk is integral with curb • No sidewalk • Growing Space is paved • Plant is behind a sidewalk yet within right of way. • (,Ivrhead U/ii i{ gs: Describing the absence of presence of utility lines: • Electric • Communication • No Utilities 8. ** GIS Latitude and Longitude - Latitude and longitude from provided City of Fayetteville CIS base maps and/or GPS unit as necessary. Areas where comprehensive and adequate GIS base maps ire available, the maps will be used to collect the GIS points. In parks and areas where the GIS bas maps are nonexistent or inadequate to accurately locate the tree, a GPS backpack unit to collect the tree data to submeter accuracy. P.13 Cay of raycxtatiif e Strttl.Tree hiv ntt Paw3 Exhibit A. Sciq,e or Woek May -09-01 03:53P Burditt Associates (936) 539-3240 P.14 • • EXHIBIT `A' SCOPE OF WORK Additional criteria or items to be provided but nut specifically requested: I, Tree Number - Tree numbering at each address i.e. Ti, T2, etc. 2. Technical Memorandums - Provide technical memorandums to Fayetteville. Public Lands Department Director or Designee. 3. Hazard Tree Notification - Timely written notification of obvious eminent hazard trees to City Forestry Department during the inventory process. 4. Detailed and Sequential Fetes - Provide Detailed and Sequential Files of the Project. COMPONENT TWO: COMPUTERIZED TREE MANAGEMENT SYSTEM The City of Fayetteville will be provided with BurdittAssociates' proprietary Tree Database Management Software `CityTree'. This software was developed to be used in the efficient management of City and Municipal trees. 'CityTree' allows the user to seamlessly go between Arc View and Access to view and maintain tree inventory data. `CityTree' will perform the following: Enable users to view and search the tree information. • Browse data using Access database functionality • Browse the data in a GIS environment using AfView fiurctionality Generate and manage Work Orders. • CityTree easily produces work orders that can be printed or saved to file and can be sorted by; • Management Zane • Council District • Dates • Automatically update the maintenance history data upon completion of the work order t Create reports to improve management decisions, crew assignments, or budgeting: Report monthly Removals, Trims, Plantings, etc. • Display information analytically and graphically regarding the urban forest cover City orl3yorhviac Pagc 4 1:,xiU t A SVw Trn tnvadon %Xpd of Work May -09-01 03:54P Burditt Associates (936) 539-3240 P.15 • • EXHIBIT `A' SCOPE OF WORK. • Create and print maps of the City streets that display tree locations Generate a map for the maintenance crew to locate the tree. • CityTree automatically produces a map upon generation of a work order. Tree data can be edited and maintained on a desktop system. • Mainntam any tree record in the database based on updated information • Generate (print) a work order and corresponding map based upon a user request • Automatically update a work order record following completion of field work • Track minimal employee information regarding who the maintenance was performed by • Insert new records for public and/or private trees into the system Sort and report tree data by: • Address • Council District • Management Section • Date • Tree diameter class • True species - both common n and botanical names • Other user defined criteria CityTree Software can also assist in: • Tracking inveitory data. • Fieldwork scheduling • Providing a valuation of the City's street trees • Linking data attributes to the geographical information • Providing for easy modification and expansion of the database capabilities as needed (Access and ArcView functionality) Operating System(s): • Windows 98 • Windows 2000 • Windows NT City of FaytvuMlk pW steer Tr m nn adory EAfiibd A scope e Wnck May -09-01 03:55P Burditt Associates (936) 539-3240 • • P.16 EXHIBIT 'A' SCOPE OF WORK Technical Support CityTree will be warranted for any maintenance concerns for a period of one (1) year from date of installation. Hurdirt Associates will provide prompt technical support to all parties, ensuring minimal downtime for any unforeseen problans. Support will include one year of telephone assistance, revisions and updates to the documentation as they pertain to system operations or debugging as requested. Client requested program revisiats or updates not integral to functionality or requested under the RFP could incur additional expense. 'CityTree' also includes a users manual and on line contextual help. Upgradability Burdiir Associates and our business partners ran assist with any necessity to upgrade the system for portability, expansion, and general enhancements. COMPONENT THREE: URBAN FORESTRY MANAGEMENT PLAN Following inventory of city wide tree resources, Dualist Associates will then develop a comprehensive Urban Forest Management Plan. The plan will target and address the needs as determined in the inventory phase as well as based upon interviews with City personnel responsible for tree management and maintenance. It shall also offer recommendations for future tree operations over the nerd S to 10 years. The plan will provide for: Hazard Management - Risk management is necessary to ensure the safety of the residents of Fayetteville and also to reduce liability of the City and associated organizations. Treatment to mitigate and/or reduce hazard conditions should be a major part of the management criteria for urban forest management. Reducing the risk associated with hazardous trees will include the development of a policy that will protect the City and it's residents, employees, contractors and visitors from potential tragedy or damages. Tree removal operations to reduce hazard conditions will concentrate on trees the are Priority One and Two and then move on to hazard prune operations. Pruning Scheduling - Pruning operations in the Fayetteville must be cost effective and practical. While peening every tree in the city would not be a practical approach at this time, a more realistic goal would irtgtlement a pruning cycle for all large trees that are growing in close proximity to areas frequented by people with an emphasis placed on those trees designated as Priority One and Two pruning. A. schedule could be developed that would adequately address the health of the Urban Forest and the safety of the city residents and visitors. As extensive tree planting occurs, a regulated cycle should be impleincited to provide for pruning at regular intervals. • Insect, Disease Treatment and Fertilization - Tree maintenance issues will be necessary when dealing with insects, diseases, pests and nutrient deficiencies. General urban forest protection issues must be anticipated and addressed within the document. Cady ofWa sli iec Pegs6 E thibtA Sb rmin%wery Swioeof Wwk May -09-01 03:57P Burditt Associates (936) 539-3240 P.17 . EXHIBIT `A' SCOPE OF WORK • Resource Allocation and Budgetary Requirements - With the limited resources of money, manpower and equipment that the City of Fayetteville and many other cities are facing, creative approaches are necessary to innplement and utilize a comprehensive Urban Forest Management Plan. The approach necessary must be practical and implcmentable according to the commitment of the residents of Fayetteville. 'I I • a 'l4'Pth1T'Sth'"th • Canopy Revitalization - Older, more established areas may require revitalization of the canopy cover and/or assessment of the same according to usage and purpose of the tree cover. • Community Awareness and Education Program/Plan - The key to any successful resource management program will be a well prepared community awareness plan. Municipal forestry departments, public works departments, parks and recreation departments and community associations all have a public image. This image may be real or imagined, but it exists in the eyes of the general public. Only through an effort to educate the public can many of the necessary management practices be implemented and adequate budgets be set aside with community support. Tree Planting / Afarestation / Reforestation Initiatives - An assessment should be made of the needs for establishing or reestablishing tree cover throughout Fayetteville. Areas that have no tree cover should be assessed for aforestatien (areas previously unforested) efforts. Many of the new areas in the city currently do not have adequate tree cover and will require reforestation etforts utilizing proper species diversity and maintenance procedures favorable to survival. The existing tree cover should be assessed for overall health and longevity or need for reforestation. Goals of canopy cover and ability to maintain these areas must be taken into account during the process. • Urban/Rural or Wildland Interface - The sprawling nature of today's urban areas creates many challenges such as fire suppression, emergency services, and fragmentation of wildlife habitat, just to name a few. Methods to address those considerations should be included in any Urban Forest Management Plan. City of fM VMKnao Pap 7 'P-ehinrit A stroll nu: Inv ct S0000 or wcnk May -09-01 03:59P Burditt Associates (936) 539-3240 • • P.18 EXHIBIT `A' SCOPE OF WORK • Additional Recommendations for Improved Management - Other recommendations far improvements to the Urban Forest of.Fayetteville could include an Urban Ecosystem Analysis to determine the value and benefits of the existing tree caner. Specific assistance in planning future expansion of City services and infrastructure should be included. To be a working document, the plan should encompass the Parks Department's goals, objectives, strategies, administration, budget and overall work program. The plan should describe the day-to-day, short range, and long-range direction of tho department METHODOLOGY Bunhtt Associates will collect the requested data, utilizing the following hardware, software, and methods: • Rugged, field-tested pen -based computers operating in a Windows environment. • Data collection software utilized for field data collection, • Where the City's GIS base maps are comprehensive and adequate to accurately locate the ROW trees, the GIS based street level maps, supplied by the City will be layered ai the pan based computer. The collector will tap on the screen to accurately locate the tree using the City's own GIS data. • Where GIS based street maps are not available, adequate or comprehensive or within parks, GIS data will be collected with GPS backpack equipment with sub -meter accuracy. • Data will be collected on a tree by tree basis in the field by trained urban forestry, horticultural, or arboricultural professionals. • Following data collection, the information will then be downloaded into a City of Fayetteville desktop computer running Burditt Associatesproprietary database management software and AreView GIS software. • The data will then be verified for utilization. Trees will be assessed for hazards by ocular methods. While this is quite effective at identifying obvious needs far hazard removals, many fractures, hollows, etc., may not be identifiable due to the time and budgetary restraints and the methods described above. Burdal Associates makes no warranty for hazard accuracy as applied to Acts of God, the negligence of others, or hazards not obvious from a visual inspection at the time of data collection. City vrfaydwvinc Pc, N N:,ahetxl A ;ptN Tr rnvmluy Sow'd Wok May -09-01 04:OOP Burditt Associates (936 539-3240 P.19 DUTIES OF CLIENT: CLIENT will pay CONSULTANT on the basis of monthly invoices showing the services performed during the precoeding month. CLIENT will pay CONSULTANT within 30 days of receipt of an approved invoice and in accordance with the terms of the Consultant Agreement. CLIENT, client's agents or representatives will supply GIS based street level maps. CLIENT will invite interested parties to attend a meeting to develop consensus on issues relating to the collection of planting space data. The meeting shall be conducted at a mutually agreeable time for CONSULTANT within 15 business days from the date of execution of the agreement. An addendum to the Scope of Work addressing the planting space issue shall be agreed upon within 5 business days of said meeting. PROPOSAL TREE INVENTORY SERVICES CITY WIDE TREE INVENTORY .................................................................................................................................. Prepared For: ii+-sratr City of Fayetteville CITY OF FAYETTEVILLE, ARKANSAS February 2001 Prepared by: CONROE OFFICE: 2040 W LOOP 336 CONROE, TEXAS 77304 (281) 447-2111 (936) 756-3041 (936) 539-3 MAILING ADDRESS: P. O. BOX 1424 CONROE, TEXAS 77305 HOUSTON CONROE 240 FAX www.BurdittAssociates.com - info@burdittassociates.com Mailing Address: B URDITT P.O. Box 1424 Conroe, Texas 77305 ASSOCIATES info@burdittassociates.com Urban Foresucs mid Natural R�sourcc ConsultmuLs Conroe Office: 2040W. Loop 336 Conroe, Texas 77304 936.756.3041 Conroe 281.447.2111 Houston 936.539.3240 Fax February 26, 2001 Ms. Kim J, Hesse, RLA City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 RE: Fayetteville, Arkansas - City Wide Tree Inventory Proposal for Services Dear Ms. Hesse: Please find attached our proposal for services for the City of Fayetteville, City Wide Tree Inventory. This proposal responds to the written RFP provided by the City of Fayetteville Purchasing Department. Burditt Associates will provide all consulting, labor, and materials necessary to complete the project. Burditt Associates will conduct the requested tree inventory in a manner that is best suited to the needs of The City of Fayetteville according to the RFP and per teleconference or meetings with members of City government. Burditt Associates's unit price is guaranteed for the attached scope of services. The price for the inventory, software, and comprehensive urban forest management plan contained herein is a fixed price and shall remain firm for a period of thirty (30) days from the date herein specified. Our price includes all labor, expenses, equipment and insurance. Burditt Associates carries one (1) million dollars in General Liability Insurance, Workers Compensation Insurance, and $100,000 Professional Liability Insurance. Please advise with any questions you may have about our proposal or Burditt Associates. We are available to present additional information, including software demonstration, in an interview or to revise our proposal to fit the needs of the City. We greatly appreciate the opportunity to have visited your City and to submit our proposal, recommendations, and fee schedule. Very sincerely, Charles Burditt CB/wc Attachment Ten (10) Copies I. BURDITT ASSOCIATES Urban Foratcs it 0 TABLE OF CONTENTS Title Page .................................... 1 Letter of Transmittal ........................... 2 Table of Contents .............................. 3 Executive Summary ............................ 4 Scope of Services .............................Ii Personnel....................................23 Methodology..................................28 Task Sequencing .............................. 29 References...................................30 Fee Proposal and Invoicing ...................... 31 Certification..................................33 Attachments Company Summary ............................ 35 Urban ForestryProjects ......................... 36 Client List....................................41 Original RFP Insurance Certificate Sample Reports Tree Inventory Services Proposal - City of Fayetteville Page 3 BURDITT 1 ASSOCIATES Urban Foreacrs BASIC PREMISES 40 EXECUTIVE SUMMARY The City of Fayetteville conducted a sample street tree inventory to obtain an estimate of the number of street trees that the City must maintain. Approximately 4,300 street trees were estimated to be located on City maintained right-of-ways. The City now seeks an urban forest consulting firm to provide a citywide computerized street tree inventory. The goal of the inventory is to accurately locate and identify all trees, stumps, shrubs and potential planting sites located within City right-of-ways and the trees located within Wilson Park, Gulley Park, and a portion of Walker Park. The collected data is to be managed with a computerized database program provided by the selected firm. The tree inventory will then be used as the base information for the development of a comprehensive urban forest management plan for the City. The plan will be developed by the successful consulting firm chosen. Preliminary inspections of the City urban forest and interviews with the City Landscape Administrator revealed the many opportunities or needs for planting, hazard tree takedowns, and pruning. The proposed project will provide powerful information for planning purposes in addressing these opportunities. Critical "decision data" is not currently available to assist managers in strategic planning efforts. This often relegates daily management responses to crisis rather than more proactive long-term urban forest decision making from a position of knowledge. The inventory will make it possible to see exactly where tree opportunities or challenges exist and assist in management and budgeting of appropriate dollars necessary for implementation of a proactive urban forestry program. Gathered information gives the City the power to make informed decisions in management. The data resulting from a Tree Inventory Program is necessary to critical management, planning, and budgetary decision making. This would include: • Setup of Pruning Cycles • Schedule of Hazard Removals • Anticipate Annual Tree Care Expenses • Determine Reforestation Needs and Opportunities • Demonstrate the Economic Benefits of the Urban Forest • Establish Valuation of the Community Forest Tree Inventory Services Proposal - Page 4 NOTES City of Fayetteville, Arkansas BURDITT • ASSOCIATES Urban Foroam, Past efforts of urban forest management included cleanup operations after storm damages and the planting of trees throughout the City. Little or no opportunity for consideration of general maintenance has been feasible in the past. Fayetteville is now committed to not only planting new trees but also supplying the aftercare necessary for successful establishment and maintenance of the mature trees located throughout the city. The inventory information gathered will be used to monitor the status of the urban forest and to make meaningful progress towards it's essential organizational goals. That being, to plant and maintain trees and encourage tree health within Fayetteville. The GIS capability will allow City or contract crews to more efficiently and economically conduct tree maintenance. This will greatly reduce long term risk of injury, liability, and department operating costs. The management plan will provide valuable direction in species selection and planning for the expanded urban forest. Community involvement is essential to the success of this project. Therefore, the plan should address matters such as marketing and public relations in addition to the maintenance and physiology of urban trees. TOTAL COMPLIANCE Burditt Associates affirms that this proposal response is in total compliance with The City of Fayetteville's RFP. Similarly, our company will be in total compliance in performance throughout the project duration. Please see the compliance matrix on the following page as a reference. Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 5 • BURDITT W• • ASSOCIATES Urban Foruclm. • . MATRIX TABLE SHOWING COMPLIANCE WITH CITY OF FAYETTEVILLE, ARKANSAS • REQUEST FOR PROPOSALS • CITY WIDE TREE INVENTORY Requirement Compliance Exceeds Proposal Notes Page # • RFP Section Description Proposal Submission: a. name, address and telephone number of the YES - 32 firm • b. references of past work. YES - 8, 9, 30, & 36 c. names and qualifications of person(s) who • will be specifically working on this type YES - 23-27 project... • d. Statement of 7-10, 23-27, Qualifications YES - & 35A2 Scope of Services: Component One: Computerized Street Tree Inventory . ✓ All Data Criteria YES YES 11-14 • Component Two: Computerized Tree Management System • ✓ Software specifically designed for urban YES - 15-19 • tree management. ✓ All modules integrated, on-line • contextual help, menu driven Win NT, YES YES 7' 15, 18 Win 2000 and ArcView Compatible. & 19 • ✓ User manual YES - 19 • ✓ Demonstration disk On site demonstration available • ✓ Report Samples YES - Attached ✓ Warranty YES - 19 • "' Optional GPS YES YES 14 • Component Three: Urban Forestry Management Plan ✓ Long Term Management Strategy YES YES 20 • ✓ Environmental Concerns YES - 21 • ✓ Potential Problems YES - 20 ✓ Special Care Needs YES YES 20 • ✓ Reduction in Future Maintenance Costs YES - 20 • Selection: (1) Qualification in Relation to Specific YES 7-10, 23-27, • Project to be Performed: & 35-42 (2) Experience, Competence, and Capacity for YES - 23-27 Performance: • (3) Proposed Method of Doing Work: YES 28-29 • (4) Past Performance: YES - 30, 36-42 (5) Price: YES - 31 • Tree Inventory Services Proposal - City of Fayetteville, Arkansas • Page 6 BURDITT ASSOCIATES Urban Foresters LOGICAL CONCLUSION, SOLUTION, AND ADVANCED DESIGN Collection of the data should be timely, precise, and conducted by professionals knowledgeable of the information that is to be obtained. The prime requirement is the effective collection of street and park tree data with accurate location information, that can be incorporated into existing ArcView GIS systems. Burditt Associates collects the data on durable pen -based computers utilizing specialized software for field data collection. This software enables the data collector to display both GIS based street level maps and digital aerial photographs on the computer. Attributes that are collected are linked to the geographical information. Tree locations identified in this manner are more accurate for street tree locations than by utilizing backpack GPS data collection equipment. Data collection is conducted on a tree -by -tree basis, with trained urban forestry, horticultural, or aboricultural professionals. Following the data collection, the information is downloaded into `CityTree' Burditt Associates' proprietary database management application and ArcView GIS software. The data is verified for accuracy and then made ready for utilization. Utilizing our customized software `CityTree' as proposed, Burditt Associates can provide precise information in a format that is flexible and productive for the City. Our experience and research indicates that to bridge other existing off -the -shelf software with a GIS system often requires modification of the software utilizing a Band-Aid approach. With `CityTree', Fayetteville will be provided the most up-to-date software available that will supply the information, reports and management tools necessary to assist in developing a nationally recognized urban forestry program. STATEMENT OF QUALIFICATIONS Burditt Associates is an urban forest and natural resource consulting company offering expertise in natural resource and tree preservation, site development, urban forest inventory, computerized inventory systems, GPS and GIS applications, resource management, resource planning, forest and wildlife management, and protection. With professionals in the fields of forestry, urban forestry, horticulture and wildlife management, clients are assisted in the identification of alternatives to ensure successful projects. Burditt Associates' staff has extensive experience with tree species, soil structures, insects, and disease issues. We Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 7 BURDITT • • ASSOCIATES Urban Voreacrs collect accurate data and develop successful resource plans that best serve the needs and budget of our clients. Our staff is experienced in working with numerous government, commercial and institutional projects. A close working relationship has been established with city, county, business, and nonprofit organizations over the years of offering professional consulting services. We are committed to provide sound consultation to our clients and to ensure that the highest level of technology, cost effectiveness, and integrity are offered. A few of our most recent projects include: • City of Houston Tree Inventory - Project I (60,000 + trees/planting spaces inventoried) • Prairie View A & M University - Campus Tree Inventory • City of San Antonio Public Works Dept. - Tree Preservation Seminar for Professionals and Contractors • City of Helotes, Texas - Tree Inventory • American Forests', et al, Urban Ecosystem Analysis - Houston • Ordinance Review and Recommendations - Citizens Tree Coalition, San Antonio, Texas • Midtown Redevelopment Projects, Houston, Texas • Allen Parkway Village Inner City Redevelopment - Houston, Texas • Metropolitan Transit Authority - Light Rail • Clear Lake Shores - Tree Inventory Training, USFS Grant • Harris County, Texas, Park - Precinct 4 • Hermann Park Golf Course - Tree Preservation A sample of past tree inventory projects include: • Houston Tree Inventory - Project 1 (60,000 + trees/planting spaces inventoried) Project II is to start later this year. • Prairie View A & M University. • City of Helotes, Texas - Tree Inventory Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 8 BURDITT • • ASSOCIATES Urban Foran • Woodlands Community Service Corporation - Urban Forest Assessment and Management Plan - The Woodlands, Texas • American Forests', et al, Urban Ecosystem Analysis - Houston • Houston Metropolitan Transit Authority - Light Rail Project • City of Meadows - Meadows, Texas • Fort Worth Botanic Gardens - Tree Inventory • City of New Braunfels, Texas - Landa Park Tree Inventory • City of Pearland, Texas - Street and Park Tree Inventory We have extensive experience in: • City Tree Ordinances • Utility Company Methodologies • Infrastructure Improvements • Community Redevelopment • Influences of Weather (historically) on Tree Assessment MANAGEMENT & SUPPLIERS COMMITMENT The success of any tree inventory project depends on a well designed series of steps to collect data, transfer the data, and provide interpretation of the information obtained. Qualified personnel utilized for collection is an important aspect of operations, as is the management of this personnel. hi the case of Fayetteville's Tree Inventory Project, our management and field team will collect accurate and conclusive data in the most efficient manner possible. We pledge our total commitment to the goals of the Project for the City of Fayetteville. Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 9 BURDITT • • ASSOCIATES Urban Formers WHY BURDITTASSOCIATES SHOULD BE AWARDED THE CITY OF FAYETTEVILLE TREE INVENTORY • At Burditt Associates we strive to be competitive in price while excelling in the quality of work product delivered. • Burditt Associates will only use degreed professionals in the collection of the important tree inventory data. • The on -site inspection by our Project Manager has provided firsthand knowledge of existing tree and site conditions as well as a clear vision of City goals and objectives. • We offer an advanced inventory software design that is the highest level of current and anticipated future industry standard. Database management capabilities including integration with ArcView creating a powerful management tool. Our database and work order system allows for seamless integration between GIS maps and the database system. • Burditt Associates is committed to providing Fayetteville with responsive project management and timely status reports. We will respond to all project requirements to deliver the product on time. • Burditt Associates will work effectively with all facets of City government, neighborhoods, and interested parties. • We will be effective advocates for the trees inventoried. This advocacy will build our relationship with The City of Fayetteville in developing community awareness and support for the urban forest program. • Burditt Associates has developed state of the art software that can be updated to fit the needs of the community now and in the future. • Our staff is committed to accurate and up-to-date tree information and management practices. They are all well experienced, and qualified to provide deliverables for a successful project. • Regional advantage for knowledgeable and accurate assessment of growing conditions and species identification. Tree Inventory Services Proposal - • Page 10 City of Fayetteville, Arkansas BURDUFT • • ASSOCIATES Urban Fon aas SCOPE OF SERVICES In response to the City of Fayetteville's RFP, Burditt Associates will provide all labor, tools, equipment, supplies, products, personnel, and necessary supervision to provide the following: • Component One: Computerized Street Tree Inventory • Component Two: Computerized Tree Management System • Component Three: Urban Forestry Management Plan The project will conducted under the direction of the City of Fayetteville's Public Lands Maintenance Department . Reporting and coordination of the project will be conducted through this department unless otherwise directed. The following services are to be supplied by Burditt Associates per "City of Fayetteville, Arkansas - Request for Proposals - City Wide Tree Inventory" and interviews with management personnel of both grant partners: COMPONENT ONE: COMPUTERIZED STREET TREE INVENTORY Field Data Collection - All street trees growing on specified City of Fayetteville street ROW and within the following three (3) Parks: • Walker Park (Portion) - 30 Acres • Gulley Park - 27 Acres • Wilson Park - 21 Acres • Data to be Collected - Following is the data and a description of each item: 1. Street Address - Address of tree location including street name and number 2. Tree Identification - Species of each individual tree by genus, species and common name 3. Size - Size of tree by diameter measured Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 11 BURDITT • ASSOCIATES Urban Fore 4. Condition of Tree - Rating according to the five condition factors developed by the International Society of Arboriculture including: • Trunk • Scaffold Branches • Smaller Branches and Twigs • Foliage • Roots 5. Defects - Identify the defects of each tree including: • Physical Defects • Insect Related Defects • Disease Related Defects 6. Maintenance Requirements - A priority list of work assignments using the following criteria: • Priority One Tree Removal: Trees designated for removal have defects that cannot be cost effectively or practically treated. The majority of trees in this category have a large percentage of dead crown and re potential safety hazards. Large dead and dying trees that are high liability risks are included in this Category. These trees are the first ones that should be removed. • Priority Two Tree Removal: Trees that should be removed but do not pose a liability as great as the first priority. • Priority Three Tree Removal: Trees that should be removed, but that pose minimal liability to persons or property, e.g. transplant failure or amenity removal • Priority One Prune: Trees recommended for pruning to remove hazardous deadwood and dead or diseased limbs greater than 4 inches in diameter. • Priority Two Prune: There trees have dead, dying, diseased or weakened branches between two (2) and four (4) inches in diameter and are potential safety hazards. • Large Tree Routine Prune: These trees require horticultural pruning to correct structural problems or Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 12 BURDITT • • ASSOCIATES Urban Forctiu s growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. Trees in this NOTES i category are large enough to require bucket tree access or manual climbing. • Small Tree Routine Prune: These trees require routing horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. There trees are small species, mature threes that can be evaluated and pruned from the ground. • Train Prune: Young large trees that are still small must be pruned to correct or eliminate weak, interfering, or objectionable branches in order to minimize future maintenance requirements. These trees, up to 209 feet in height, can be worked with a pole runner by a person standing on the ground. • Stump Removal: Stump that should be removed. • Planting Space: Indicates a vacant planting site. 7. Site Description - Three site description criteria will include: • Land Use: The dominant use of the property adjacent to the right-of-way: Apartment Municipal Boulevard Park Business Residence Church School Hospital Vacant Lot Island Industrial • Growing Space: The area between the curb and the edge of the right-of-way. • Growing Space is 1' to 4' wide • Growing Space is 5' to 9' wide • Growing Space is >9' wide • Sidewalk is integral with curb Tree Inventory Services Proposal - Page 13 City of Fayetteville, Arkansas BURDITT • • ASSOCIATES Urban Forole • No sidewalk • Growing Space is pavedNOTES • Plant is behind a sidewalk yet within right of way. • Overhead Utilities: Describing the absence of presence of utility lines: ■ Electric • Communication • No Utilities 8. ** GIS Latitude and Longitude - Latitude and longitude from provided City of Fayetteville GIS base maps and/or GPS unit as necessary. Areas where comprehensive and adequate GIS base maps are available, the maps will be used to collect the GIS points. In parks and areas where the GIS bas maps are nonexistent or inadequate to accurately locate the tree, a GPS backpack unit to collect the tree data to submeter accuracy. Additional criteria or items to be provided but not specifically requested: 1. Tree Number - Tree numbering at each address i.e. TI, T2, etc. 2. Technical Memorandums - Provide technical memorandums to Fayetteville, Public Lands Department Director or Designee. 3. Hazard Tree Notification - Timely written notification of obvious eminent hazard trees to City Forestry Department during the inventory process. 4. Detailed and Sequential Files - Provide Detailed and Sequential Files of the Project. Tree Inventory Services Proposal - Page 14 City of Fayetteville, Arkansas • BURDITT • • • ASSOCIATES Urban Forcters COMPONENT TWO: COMPUTERIZED TREE MANAGEMENT SYSTEM The City of Fayetteville will be provided with Burditt Associates' proprietary Tree Database Management Software `CityTree'. This software was developed to be used in the efficient management of City and Municipal trees. `CityTree' allows the user to seamlessly go between ArcView and Access to view and maintain tree inventory data. `CityTree' will perform the following: Enable users to view and search the tree information. • Browse data using Access database functionality • Browse the data in a GIS environment using ArcView functionality Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 15 BURDITT • ASSOCIATES Urban Foreaac Generate and manage Work Orders. • CityTree easily produces work orders that can be printed or saved to file and can be sorted by; • Management Zone • Council District • Dates • Automatically update the maintenance history data upon completion of the work order • Work orders can be developed from either the database or by the selection of trees on a map and then submitted to the database for Work Order generation. Create reports to improve management decisions, crew assignments, or budgeting: (See Report Examples in Attachments) • Monthly — Report to monitor tree maintenance work done monthly and to date. • Report monthly Removals, Trims, Plantings, etc. • Display information analytically and graphically regarding the urban forest cover Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 16 • BURDITT • • • ASSOCIATES Urban For, t,s • • • • • Create and print maps of the City streets that display tree • locations NOTES • Generate a map for the maintenance crew to locate the tree. • • CityTree automatically produces a map upon generation of a • work order. • • <TITLEHOLDER> • RnLEHOLDER> • • 713 • II • IL' fl • ,� P, — —�— — _ • • • II • { I 2411 ROZAMOND 242 ROSAMOND 24 7 ROSAMOND • • i • �ti • • • Trees • Tree " • Stump • ■ Planting Space • • • • Tree Inventory Services Proposal - City of • Fayetteville, Arkansas • Page 17 • BURDITT • • ASSOCIATES Urban Foreacrs Tree data can be edited and maintained on a desktop system. NOTES • Maintain any tree record in the database based on updated information • Generate (print) a work order and corresponding map based upon a user request • Automatically update a work order record following completion of field work • Track minimal employee information regarding who the maintenance was performed by • Insert new records for public and/or private trees into the system Sort and report tree data by: • Address • Council District • Management Section • Date • Tree diameter class • Tree species - both common and botanical names • Other user defined criteria CityTree Software can also assist in: • Tracking inventory data. • Fieldwork scheduling • Providing a valuation of the City's street trees • Linking data attributes to the geographical information • Providing for easy modification and expansion of the database capabilities as needed (Access and ArcView functionality) Operating System(s): • Windows 98 • Windows 2000 • Windows NT Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 18 BURDITT • • ASSOCIATES Urban Porcctac Technical Support NOTES CityTree will be warranted for any maintenance concerns for a period of one (1) year from date of installation. Burditt Associates will provide prompt technical support to all parties, ensuring minimal downtime for any unforeseen problems. Support will include one year of telephone assistance, revisions and updates to the documentation as they pertain to system operations or debugging as requested. Client requested program revisions or updates not integral to functionality or requested under the RFP could incur additional expense. `CityTree' also includes a users manual and on line contextual help. Upgradability Burditt Associates and our business partners can assist with any necessity to upgrade the system for portability, expansion, and general enhancements. Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 19 BURDITT • • ASSOCIATES Urban Forcazs COMPONENT THREE: URBAN FORESTRY MANAGEMENT PLAN Following inventory of city wide tree resources, Burditt Associates will then develop a comprehensive Urban Forest Management Plan. The plan will target and address the needs as determined in the inventory phase as well as based upon interviews with City personnel responsible for tree management and maintenance. It shall also offer recommendations for future tree operations over the next 5 to 10 years. The plan will provide for: • Hazard Management - Risk management is necessary to ensure the safety of the residents of Fayetteville and also to reduce liability of the City and associated organizations. Treatment to mitigate and/or reduce hazard conditions should be a major part of the management criteria for urban forest management. Reducing the risk associated with hazardous trees will include the development of a policy that will protect the City and it's residents, employees, contractors and visitors from potential tragedy or damages. Tree removal operations to reduce hazard conditions will concentrate on trees the are Priority One and Two and then move on to hazard prune operations. • Pruning Scheduling - Pruning operations in the Fayetteville must be cost effective and practical. While pruning every tree in the city would not be a practical approach at this time, a more realistic goal would implement a pruning cycle for all large trees that are growing in close proximity to areas frequented by people with an emphasis placed on those trees designated as Priority One and Two pruning. A schedule could be developed that would adequately address the health of the Urban Forest and the safety of the city residents and visitors. As extensive tree planting occurs, a regulated cycle should be implemented to provide for pruning at regular intervals. • Insect, Disease Treatment and Fertilization - Tree maintenance issues will be necessary when dealing with insects, diseases, pests (ball moss) and nutrient deficiencies. General urban forest protection issues must be anticipated and addressed within the document. • Resource Allocation and Budgetary Requirements - With the limited resources of money, manpower and equipment that the City of Fayetteville and many other cities are facing, creative approaches are necessary to implement and utilize a comprehensive Urban Forest Management Plan. The approach necessary must be Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 20 BURDITT • ASSOCIATES Urban ForWm. practical and implementable according to the commitment of the residents of Fayetteville. • Park and Cemetery Management - All parks and cemeteries will be inspected and assessed for overall health, canopy cover, species diversity, and management needs. A section of the management plan will address any needs and recommendations for increased tree canopy cover and health. • Canopy Revitalization - Older, more established areas may require revitalization of the canopy cover and/or assessment of the same according to usage and purpose of the tree cover. • Preservation Planning - To preserve the existing trees within the city and enhance value, a preservation plan for site development (both new and redevelopment) and protection of the urban forest environment is essential. Preservation planning will be addressed within the Urban Forest Management Plan. • Community Awareness and Education Program/Plan - The key to any successful resource management program will be a well prepared community awareness plan. Municipal forestry departments, public works departments, parks and recreation departments and community associations all have a public image. This image may be real or imagined, but it exists in the eyes of the general public. Only through an effort to educate the public can many of the necessary management practices be implemented and adequate budgets be set aside with community support. • Tree Planting / Aforestation / Reforestation Initiatives - An assessment should be made of the needs for establishing or reestablishing tree cover throughout Fayetteville. Areas that have no tree cover should be assessed for aforestation (areas previously unforested) efforts. Many of the new areas in the city currently do not have adequate tree cover and will require reforestation efforts utilizing proper species diversity and maintenance procedures favorable to survival. The existing tree cover should be assessed for overall health and longevity or need for reforestation. Goals of canopy cover and ability to maintain these areas must be taken into account during the process. • Urban/Rural or Wildland Interface - The sprawling nature of today's urban areas creates many challenges such as fire suppression, emergency services, and fragmentation of wildlife Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 21 BURDITT • • ASSOCIATES Urban Foresters habitat, just to name a few. Methods to address these considerations should be included in any Urban Forest Management Plan. • Additional Recommendations for Improved Management - Other recommendations for improvements to the Urban Forest of Fayetteville could include an Urban Ecosystem Analysis to determine the value and benefits of the existing tree cover. Specific assistance in planning future expansion of City services and infrastructure should be included. To be a working document, the plan should encompass the Parks Department's goals, objectives, strategies, administration, budget and overall work program. The plan should describe the day-to-day, short range, and long-range direction of the department. Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 22 BURDITT • • ASSOCIATES Urban Form PERSONNEL EXPERIENCE, COMPETENCE, AND CAPACITY FOR PERFORMANCE Name: Charles B. Burditt Title: Forester/Owner of Burditt Associates Qualifications: Charles B. Burditt began his professional career in 1976 with the Texas Forest Service in Conroe as Management and Urban Forester. He was the first Forester with the TFS working extensively in the Houston area in matters relating to urban development and the interface between urban and rural forest use. A consultant since 1979, Mr. Burditt has held offices in The Society of American Foresters and Consulting Foresters of Texas, he has been on the Board of Directors of The Texas I Forestry Association and Conroe Beautification Association. He has served on the Texas State Board of the International Society of Arboriculture and has served on numerous committees for professional associations, state agencies, appraisal districts, etc. Receiving a B. S. in Forestry from Texas A & M University in 1976, he was named by the Faculty as the Most I Outstanding Senior Forestry Student. In addition to the previous memberships mentioned, he is a member of the nationally prestigious Association of Consulting Foresters. He was chosen by the Texas A & M System to serve in 1995 on the Selection Committee to select a new State Forester. Charles is also a member of both Texas and Florida Urban Forest Councils. Name: Billy L. Drum Title: Horticulturist / Project Administrator Qualifications: Billy L. Drum received his Bachelor of Science in Horticulture in 1988 from Texas A&M University. Billy has enhanced his knowledge of tree and plant materials while working in the landscaping and nursery fields from 1985 to 1990 serving as landscape contractor, retail Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 23 BURDITT • • ASSOCIATES Urban Foresters manager, and landscape division department head . He was a golf course superintendent at Del Lago Resort and Conference Center during 1990 and 1991. Various projects included landscape design, wetlands mitigation, plant selection, plant injury and disease diagnosis, and plant establishment. Billy joined Burditt Associates in 1991 and has continued in horticultural consulting, landscape consultations, extensive tree planting projects, traditional forest management, and urban tree protection. His knowledge of GIS and Database systems has been important in the development of the `CityTree' software application for urban tree data collection and management. He directed the development of software for the City of Helotes, City of Pearland, and the City of Houston for tree inventory information. He served on the board of directors for The Organic Plant Institute in Washington County Texas and is a member of the International Society of Arboriculture, the Society of American Foresters and other professional organizations. Name: Jack L. Hill Title: Senior Urban Forester Qualifications: Jack L. Hill received a B. S. in Forestry from Stephen F. Austin State University in 1974. He began his professional work with the City of Houston as Assistant City Forester in 1975 and remained until 1979. Between 1979 and 1981 he served as Production Manager for Stacy Environmental before joining Steve Clark and Associates as the Houston Area Manager and Senior Consultant. Jack followed the firm's move to Nashville where he remained until his return to Houston in 1992 as Manager of the Houston Office for Forestry Associates. He joined the staff of Burditt Associates in 1996. He has participated in many award winning urban forest projects throughout the Southern and Eastern United States, including both the Texas Urban Forestry and National Arbor Day Project Awards. He is past President of the Houston Area Urban Forestry Council, Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 24 BURDITT • • ASSOCIATES Urban FOrcn a charter member of the Texas International Society of Arboriculture, member of the Park People, Trees for Houston, Society of American Foresters and the National Arbor Day Foundation. Jack has developed extensive tree preservation techniques and specifications now routinely used by other consulting firms engaged in infrastructure development and tree preservation. Jack has extensive experience in data collection and analysis and has been involved in many inventory projects before joining Burditt Associates. These include projects throughout the Central and Eastern United States. Name: Ronnie Bane Title: Forester and Wildlife Biologist Qualifications: Ronnie Bane received a B. S. in Forestry in 1988 and a M. S. in Forest Game Management in 1992 from Stephen F. Austin State University. He has extensive education in the life history, ecology and management needs of wildlife species indigenous to the south. He is certified as a wildlife biologist from The Wildlife Society. Ronnie joined Burdittt Associates in 1995 as a forester and wildlife biologist consultant. He has extensive experience in writing and implementing forest, wildlife, urban wildlife, and fisheries management plans. He is also a member of the Society of American Foresters (currently serving as Chairman of the Brazos -Trinity Texas Chapter), The Wildlife Society, Texas Forestry Association, Texas Wildlife Association and the National Wild Turkey Federation. Name: Chris Adams Title: Forester/Tree Data Collection Qualifications: Chris Adams received a B. S. in Forestry from Texas A&M University in 1999. He began his professional work with Burditt Associates as a field forester in 2000. His scope of work include tree Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 25 BURDITT • • ASSOCIATES Urban Forcvcn assessment, tree preservation, public works infrastructure projects, tree r- health analysis, tree inventory, site supervision, urban tree inventory data NOTES collection, tree assessment, property tax research, aerial detection flights and boundary line posting Name: Mary Caroll Swearingen Title: Data Collection/Tree Health Evaluation Qualifications: Mary Caroll Swearingen received her B. S. degree in Natural Resources Development - Forestry from Texas A&M University in 1968, she also received her Masters Degree in Agriculture in 1996. She began her forestry career in 1996 as an Arborist for Trees, Inc. In 1998 she was employed by Davey Tree Expert Co. as an Arborist. She joined Burditt Associates in 1999 as a Tree Inventory Forester. Her extensive inventory experience and tree health evaluation in conjunction with her attention to detail have been assets to our company. She is a Certified Arborist with the International Society of Arboriculture. She has been involved with the publication of Woody Vegetation at Birch Creek Unit Lake Somerville State Park - 1995. Texas Parks and Wildlife Department 1995. She was a major contributor to The Harris County Tree Registry. The Park People, Houston, TX 1992 . Name: Wanda Collins Title: Administrative Director Qualifications: Wanda Collins became a Legal Assistant in 1988, licensed by the State Bar of Texas, Legal Assistant Division. She has knowledge of legal procedures, contract preparation, courthouse document research and real estate closings. She has served as a committee member of the State Bar of Texas Ethics Committee for Legal Assistants. In 1991 she became a Master Gardener of Montgomery County and worked with Montgomery County Historical Society in planning and planting gardens for local Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 26 BURDITT • • ASSOCIATES Urban rorwtm historical sites. Wanda joined Burditt Associates in 1993 as an Administrative Assistant to provide office organization. Over the years, she has expanded her expertise to every area of office work for Burditt Associates including the preparation of proposals, reports, inventories and professional services contracts. She works closely with clients and provides detailed accountings of data and time records. She also manages accounts payable and accounts receivable for Burditt Associates. Name: Douglas Powell Title: CAD Operator Qualifications: Douglas Powell joined Burditt Associates in 2000. He prepares our computer -generated tree preservation plans. His expertise in computer -aided drafting (CAD) allows us to prepare professionally designed CAD Tree Preservation Plans for Urban projects. Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 27 BURDITT • ASSOCIATES Urban Formers METHODOLOGY Burditt Associates will collect the requested data, utilizing the following hardware, software, and methods: • Rugged, field-tested pen -based computers operating in a Windows environment. • Data collection software utilized for field data collection. • Where the City's GIS base maps are comprehensive and adequate to accurately locate the ROW trees, the GIS based street level maps, supplied by the City will be layered on the pen based computer. The collector will tap on the screen to accurately locate the tree using the City's own GIS data. • Where GIS based street maps are not available, adequate or comprehensive or within parks, GIS data will be collected with GPS backpack equipment with sub -meter accuracy. • Data will be collected on a tree by tree basis in the field by trained urban forestry, horticultural, or arboricultural professionals. Following data collection, the information will then be downloaded into a City of Fayetteville desktop computer running Burditt Associates' proprietary database management software and ArcView GIS software. • The data will then be verified for utilization. Trees will be assessed for hazards by ocular methods. While this is quite effective at identifying obvious needs for hazard removals, many fractures, hollows, etc., may not be identifiable due to the time and budgetary restraints and the methods described above. Burditt Associates makes no warranty for hazard accuracy as applied to Acts of God, the negligence of others, or hazards not obvious from a visual inspection at the time of data collection. Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 28 BURDITT • ASSOCIATES Urban Forvas TASK SEQUENCING Following is an example of a Task Sequencing Chart for the project. This chart is flexible and can be revised to accommodate the City for any number of tasks and monthly schedule. The time frame will be dependent on project approval and contract negotiation. NOTES TASK SEQUENCING CHART (Example Only) City of Fayetteville Tree Inventory MONTH TASK 1 2 3 Monthly Meetings with the City or Designee Detailed and Sequential Files of the Project Field Data Collection Data Compilation Technical Memorandums Software Delive /Setu Software Training Urban Forest Management Plan Development NOTES: Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 29 BURDTTT • ASSOCIATES Urban Forayers REFERENCES Mr. Jim Hull, Director Texas Forest Service The Texas A & M System Administration Building College Station, TX 77840 (979) 845-2641 Mr. Ed Barron Head - Forest Resources Texas Forest Service College Station, TX 77840 (979) 845-2641 Mr. Alan D. Dreesen Texas Ag. Extension Service 4328 FM 1488 Conroe, TX 77384 (936) 273-2120 Mr. John Ross District Forester Texas Forest Service 4328 FM 1488 Conroe, TX 77384 (936) 273-2261 Mr. Pete Smith StalfForester Texas Forest Service College Station, TX 77840 (979) 845-2641 Mr. Jeff Beattie American Forests P. O. Box 2000 Washington, DC 20013 (202) 955-0500 Mr. Mike Williams Landscape Arch. / Urban Designer Metropolitan Transit Authority P.O. Box 61429 Houston, Texas 77208-1429 (713)739-4661 Mr. Ray Viada Huntsman Corporation P.O. Box 219 Conroe, Texas 77305 (936) 760-6282 Mr. Robert Merrifield Deputy Director - TAES Texas A & M System Administration Building College Station, TX 77843 (979) 845-5000 Dr. Robert Baker Department of Forestry Texas A & M University College Station, TX 77840 (979) 845-5033 Mr. Keiji Asakura, ASLA Senior Principal SLA Studio Land Inc. 10260 Westheimer, Suite 770 Houston, Texas 77042 (713) 787-0719 Mr. Glen Rosenbaum Vinson and Elkins, L.L.P. 2300 First City Tower Houston, TX 77002 (713) 758-2594 Mr. Doug Belin Bentwater Development Route 1, Box 246 Montgomery, TX 77356 (936) 597-6999 Mr. Steven R. Peterson Executive Director Conroe YMCA 10245 Owen Drive Conroe, TX 77304 (936) 756-9345 Mrs. Neslihan Bilir Tesno City of West University Place 3800 University Blvd. Houston, TX 77005 (713) 662-5893 Mr. F. Charles LeBlanc Executive Director Midtown Redevelopment Authority 3401 Louisiana, Suite 355 Tree Inventory Services Proposal - Houston, TX 77002 (713) 526-7577 Mr. Calvin Morgan, P.E. Carter and Burgess 55 Waugh Drive, Suite 300 P.O. Box 131487 Houston, TX 77219-1487 (713) 869-7900 Mr. Victor Cordova Houston City Forester City of Houston 6501 Memorial Dr. Houston, TX 77007 (713) 867-0378 Mrs. Glenda Barrett Executive Director Park People 3015 Richmond, Suite 210 Houston, TX 77098 (713) 942-7275 Mr. Epi Salazar, P.E. SES Horizon Consulting Engineers 10101 Southwest Freeway, Suite 400 Houston, TX 77074 (713) 988-5504 Mr. Don Williams Prairie View A & M University P.O. Box 519 Prairie View, Texas 77446-0519 (409) 857-2416 Ms. Vicki Graham City of Helotes P. O. Box 507 Helotes, Texas 78023 (210) 695-8877 Mr. Horace Allison, A.LA Housing Authority of the City of Houston P.O. Box 2971 Houston, Texas 772 52-2 971 (713) 552-0611 Ms. Kathleen Cook Educational Horticulturist Fort Worth Botanic Society 3220 Botanic Garden Boulevard Fort Worth, 1X 76107-3420 (817) 871-7686 Mr. Dick Arthur Enviro Design Landscape Architecture 7424 Greenville Avenue, Ste 200 Dallas, TX 75231 (214) 987-3010 Nydia Rafols-Blair City of Pearland 3519 Liberty Drive Pearland, TX 77581-5416 (713)485-2411 Ms. Katherine C. Lord Executive Director Trees For Houston P.O. Box 13096 Houston, Texas 77219 (713)840-8733 City of Fayetteville, Arkansas Page 30 BURDITT • ASSOCIATES Urban Forcvta,, FEE PROPOSAL FEE PROPOSAL AND INVOICING Burditt Associates proposes the following fee for completing the requested work: Component One: Urban Forest Inventory Street Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space Park Tree Inventory - • Inventory of individual trees $ 1.95 per tree • Inventory of individual planting spaces $ 1.90 per space These per unit fees are inclusive of labor described herein. Burditt Associates's unit price is guaranteed for the attached scope of services with a contract and scope of services providing for a minimum of 4,300 units (trees, spaces, stumps). The data collection area and units of data may; however, be increased in scope at the Client's discretion with no increase in per unit prices. The per unit price for the inventory contained herein is a fixed price and shall remain firm for a period of thirty (30) days from the date herein specified. Component Two: CityTree Inventory Software - CityTree Software $ 3,000.00 Training (16 hours) $ 1,975.00 Microsoft Access 2000 $ nc Total $ 4,975.00 Training costs include labor, materials, lodging, and travel expenses. Component Three: Comprehensive Urban Forest Management Plan - Management Plan $ 7,900.00 Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 31 BURDITT • • ASSOCIATES Urban Foresters INVOICING NOTES Invoices will be submitted monthly and will reflect the percentage of the project completed or the actual number of unit data collected during that period. Payment of Burditt Associates invoices by the City of Fayetteville will be made within 30 days from date of invoice. The City of Fayetteville may reasonably inspect for quality assurance prior to approval of invoice. A suitable fee schedule and professional services agreement can be developed prior to Project commencement if Burditt Associates is selected successful contractor. CONTACT INFORMATION Charles B. Burditt Owner Burditt Associates Mailing Address: P. O. Box 1424 Conroe, TX 77305 Phone/Fax: (936) 756-3041 Voice (936) 539-3240 Fax E-mail Address: cburditt@burdittassociates.com Or: Billy L. Drum Project Manager Burditt Associates Mailing Address: P. O. Box 1424 Conroe, TX 77305 Phone/Fax: (936) 756-3041 Voice (936) 539-3240 Fax E-mail Address: bdrum@burdittassociates.com Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 32 BURDITT • ASSOCIATES Urban Foy CERTIFICATION CERTIFICATION I certify that Charles B. Burditt has carefully reviewed the RFP. I further certify that the enclosed information is accurate, and verifiable by The City of Fayetteville, and that the below named signatory is fully authorized to bind the firm to the provisions of this proposal. CHARLES B. BURDITT OWNER BURDIII ASSOCIATES c3 —/a-7/0 / DATE Tree Inventory Services Proposal - NOTES City of Fayetteville, Arkansas Page 33 BURDITT ASSOCIATES Urban Forwm. COMPANY SUMMARY BURDITT ASSOCIATES is an urban forest and natural resource consulting company offering expertise in natural resource and tree preservation, site development, resource management, resource planning, forest management and protection. With professionals in the fields of forestry, urban forestry, horticulture and wildlife management, clients are assisted in the identification of alternatives to ensure successful projects. We develop successful resource plans that best serve the needs and budget of our clients. It is our commitment to provide sound consultation to our clients and to ensure that the highest level of technology, cost effectiveness, and integrity are offered. URBAN FORESTRY Tree Preservation Plans Hazard Tree Assessment Construction Site Tree Protection GIS and UPS Applications Tree Appraisals Site Development Street Tree Survey Insect & Disease Diagnosis Urban Forest Management Plans Tree Inventory Services Proposal - Page 35 Natural Resource Planning Tree Inventories Horticultural Consultation Golf Course Consultation Expert Witness Testimony Construction Site Supervision Landscape Architecture Urban Wildlife Management City Park Master plans City of Fayetteville URBAN FORESTRY PROJECTS ** Management of natural resources in the urban environment is essential. Burditt Associates has assisted Municipalities, Golf Courses, Engineers, Architects, Builders, and Developers by providing information that is necessary to manage these resources in spite of the continued urban impact. Following is a partial listing of the tree projects the staff of Burditt Associates has been involved with: CITY OF HEWTES - I • Collection of GPS location and HEWTES, TExAs tree data to present to the city for use in future tree preservation and a current Oak Wilt Study that will be conducted over the next few years. Aerial Photography is being used for remote sensing and location of existing and potential Oak Wilt Centers throughout the city. CITY OF HOUSTON • Burditt Associates was selected - HousroN, TEXAS from a nationwide search to provide the City of Houston with a street tree inventory that included working with GIS data and the collection of GPS data for the exact location of street trees in the city. METROPOLITAN • Burditt Associates is on the TRANsrr design team in tree preservation AUTHORITY - efforts for the METRO light rail HOUSTON, TExAs project. • Development of a community WOODLANDS Natural Resource Master Plan. COMMUMI7Y This included inventorying SERVICE CORPORATION- THE reserves and common areas throughout this 25,000 acre WOODLANDS TEXAS master planned community and integrating it into a plan that involved natural resources and their management. Tree Inventory Services Proposal - Urban Forestry Services Provided to Clients Tree Assessment Data collection Data analysis Site Monitoring Construction Administration Development of a Tree Preservation Planning Urban Forest and Natural Resource Master Planning Tree Disposition Plans City of Fayetteville, Arkansas Page 36 L,NDA PARK — • Tree Inventory and Management NEW BRAUNFELS, Plan development for Landa TEXAS Park. Project included data collection of historically significant trees and implementation of a computerized data management system. FORT WORTH • Inventory of 1,400 park trees for BOTANIC GARDENS, the Fort Worth Botanic Society. Burditt Associates FORT WORTH, Project included data collection TEXAS and presentation of data in a assists book form. municipalities ALLEN PARKWAY • Site tree preservation of historic VILLAGE - trees for the Houston Housing In HoucrON, os, TEXAS Authority, City of Houston and preservation monitoring , establishing throughout the project. and FOREST PARK THE • Development of a Tree maintaining WOODLANDS - THE Preservation Plan funeral home WOODLANDS, and cemetery development. TEXAS Included site assessment and urban decisions as to the ability of trees to survive construction, trees for MIDTOWN • Street Tree Preservation of REDEVELOPMENT - historic trees for development Future HOUSTON, TEXAS preservation during infrastructure improvements. Data collection, site assessment, Generations and tree preservation plan development. • Site assessments of multiple sites CITY OF CONROE, including 1,200 trees throughout TE''s the City. Included tree location, inventory data collection and Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 37 tree assessment for condition for Tree Preservation Ordinance compliance. • Reforestation plan development, HERMANN PARK Gory COURSE - tree preservation during HOUSTON TEXAS construction and assistance with BSL and the City of Houston's Parks and Recreation Department SPRINGIAKES • Preservation of trees for DEVELOPMENT - subdivision development. SPRING, TE.cts Included site analysis and tree preservation plan implementation in conjunction with SLA. LONGMIRE ON • Tree preservation monitoring LAKE CONROE — and assessment during CONROE, TEXAS development. BENTWATER • Tree preservation monitoring DEVELOPMENT and assessment during —MONTGOMERY, development. TEXAS • Preservation of 90 historically CANYON GATES significant trees for subdivision SUBDIVISION - CITY, design. Included data collection, TE.XAs data analysis, tree preservation plan development. GRAND PARK • Preservation of Street trees SUBDIVISION, along over 10,000 linear feet of a WATER MAIN water main replacement project. REPLACEMENT Participation included data PROJECT - collection, data analysis, Redline HousTON, TPxAS markup of engineering plans, tree preservation specification development. Tree Inventory Services Proposal - Page 38 City of Fayetteville, Arkansas 0 PAmc AT • Street and site tree preservation GREENWAY - for development. Participation HousTON, TE.xns included data collection, data analysis, design review, and development of a Tree Preservation Plan for Camden Development. GATES AT • Site Tree preservation for HERMANN PARK - redevelopment. Included data HousroN, TEXAS collection, data analysis, design review, and development of a Tree Preservation Plan. • Tree Preservation of 3,500 trees 3M - AUSTIN, for development preservation. TExAs Included data collection, data analysis, data entry into customized software, design review, and development of a Tree Preservation Plan for the 3M Corporation's Corporate Campus. Project was initiated and completed in 1986. • Street Tree Preservation Crry OF WEST development during UNIVERSITY PLACE, infrastructure improvements. TE.xAs Included data collection, data analysis, design review, and development of a Tree Preservation Plans for City Infrastructure Projects. Project started in 1994. • Preservation of 4,000 trees for COMPAQ - development design. Included HOUSTON, TEXAS data collection, data analysis. Project conducted in 1994. Tree Inventory Services Proposal - Page 39 City of Fayetteville, Arkansas WEST ORANGE, • Preservation of 500 site trees. NEw JERSEv Included data collection, data analysis and development of a Tree Preservation Plan for Trammell Crow. Project conducted in 1985. SAINT CHARLES • Assessment and preservation of STREET CAR trees during the reconstruction PROJECT — Crry OF of the New Orleans Street Car NEw ORLEANS, LA Project. • Preservation of site trees BELLAIRE TRANSIT including data collection, STATION — METRO, analysis of site trees and HOUSTON, TE.xAs preservation plan development. ** All projects were completed within budget and in a timely fashion. Tree Inventory Services Proposal - City of Fayetteville, Arkansas Page 40 BURDITT ASSOCIATES Urban Foratus American Forest Amerisure Companies Anglia Development Corporation Arrowwood Conference Center and G. C., Rye, NY Guy Barnett, AIA Bastrop County Appraisal District Bentwater Golf and Country Club Briarmeadows Subdivision BSL Golf Corporation Calame, Linebarger, Graham,& Pena, Attorneys at Law Camden Development Carter and Burgess Engineers Chevron Chemical Company Citadel Bank Clark, West, Keller, Butler & Ellis, Attorneys at Law Conroe, City of Dallas Central Appraisal District Dalmac Construction Del Lago Golf and Resort Center Dietze & Reese, Attorneys at Law Doucet & Associates Engineers Engineered Carbons Estate of Percy Foreman Estate of Sam Field Farmers Insurance Company Farm Bureau Insurance Company First United Methodist Church of Conroe Flynn & Holker, Attorneys at Law Forest Park - The Woodlands Fort Worth Botanic Gardens Gensler Architects George Mitchell Grant & Associates, Attorneys at Law Gray Construction Tree Inventory Services Proposal - Page 41 CLIENT LIST Gulf States Utilities Company Harris County Harris County Engineering Department Hedwig Village Helotes, City of Hermann Park Golf Course Hewitt Associates Housing Authority City of Houston Houston Arts Combined Endowment Foundation Houston Lighting and Power Company Houston Midtown Redevelopment Authority Houston, City of Huntsman Corporation J. M. Huber Corporation Jersey Meadows Golf Course JMG Builders, Ltd. Joseph Hornberger Estate Lakeside Country Club Land Tejas/Canyon Gates Lands Park and Golf Course Lochinvar Country Club Mayor Bob Lanier Hope Center For Youth METRO/Metropolitan Transit Authority - City of Houston New Braunfels, City of Panorama Golf Course and Country Club Pearland, City of PrairieView A&M University Professional Design Group Rey de Ia Reza Architects San Antonio, City of Service Corporation International ShreveLand Construction SIR, Inc. SLA - Studio Land City of Fayetteville, Arkansas BURDITT • • ASSOCIATES Urban Foresters Sparks and Barlow, Inc. State Farm Insurance Company Stoecker Corporation Sunland Engineering Company Texas Eastern Pipeline Company Tise, Herwitz, and Diamond Architects Titus County Appraisal District Trees for Houston Trees Incorporated United States Department of Justice United States Marshall Service Vinson & Elkins, Attorneys at Law Waller County Appraisal District WCF Development Wedgewood Golf Course White Oak Studios Landscape Architects Windsor Residential Woodlands Community Service Corporation YMCA of Greater Houston Tree Inventory Services Proposal - City of Page 42 Fayetteville, Arkansas REQUEST FOR PROPOSAL I• 1•° CITY OF FAYETTEVILLE, ARKANSAS REQUEST FOR PROPOSALS CITY WIDE TREE INVENTORY Location The City of Fayetteville, Arkansas is located in the northwest corner of the state. Situated among the hills of the Ozark mountain range, Fayetteville is blessed with a plentiful urban forest with several individual plant communities such as Upland, Mesic and Dry Oak -Hickory -Pine Forests Demographics Fayetteville is the home to a population of approximately 53,000 citizens with a regional population of over 250,000. The University of Arkansas is based here with a student population of approximately 15,000. Much of the community are behind the welfare of the forest with many new residents claiming the trees as their draw to the area. Public Lands Maintenance The Public Lands Maintenance Department was formed to house the Tree and Landscape Department, the Square Gardens program, and the Sidewalk and Trails Department. The Tree and Landscape department is managed by the Landscape Administrator, whom administers tree preservation ordinance and all landscape ordinances. The department includes three full time crew members to maintain public parking lots, trees within some 340 miles of public streets and various beautification projects. Urban Forestry Program The city of Fayetteville has been a Tree City USA for five consecutive years. Currently our program administers ordinances for the protection and replacement of trees and manages funding for tree planting and maintenance on public lands. Although ordinances and funding have been in place for several years, the development of a plan for the overall needs of the urban forest has yet to be pursued. An inventory of the trees within our public rights -of -way, our public landscape areas, and within our more populated parks is necessary for the city to assess it's maintenance and planting needs. This inventory will be the base information needed to develop a comprehensive urban forestry plan for the city. Issuing Office: City of Fayetteville Peggy Vice, Purchasing Manager 113 W. Mountain Fayetteville, AR 72701, 501-575-8256 I.' • • • Contact for Information on Scope of Services: • ' Kim J. Hesse, RLA GIS Option • 113 W. Mountain John Goddard • Fayetteville, AR 72701 113 W. Mountain • 501-575-8308 Fayetteville, AR 72701 501-575-8219 Deadline: Receipt of Proposals: February 28`h, 2001 Proposal Submission: All proposals must be submitted in an appropriately marked and sealed envelope to the Purchasing Agent at the above mentioned address. Ten (10) copies of each proposal must be supplied. All submissions should include the following: a. name, address and telephone number of the firm; b. give references of past work. Include client's name, address, and telephone number; c. state the name(s) and qualifications of the person(s) who will be specifically working on this project and any related experience applicable to this type of project. d. Include a statement of qualifications Reservations 1) The City reserves the right to reject any or all responses to this RFP in whole or in part; 2) The City reserves the right to request interviews with any consultant submitting a proposal to assist the professional selection committee in making a determination of qualifications and capability. Length of Contract All work completed under this contract must be completed no later than June 15, 2001. Scope of Services The following describes the services the City feels are required to complete the project. Your proposal need not be bound by the limits of this list. In fact, we intend that this list is only preliminary and your proposal will fully describe services that you propose to provide so that the project can be completed in a competent and professional manner. The project shall consist of, but not be limited to, the following three components: F; • Component One : Computerized Street Tree Inventory • Objective - To acquire an inventory of all trees, stumps, shrubs, and potential planting • sites in the public right-of-way and within specifically mentioned park land. There are • approximately 340 miles of public streets in the city with an estimated 4,200 street trees • along with approximately 80 acres of high use park land consisting of scattered trees. Park Land selected for inventory: A portion of Walker Park - 30 acres • Gulley Park - 27 acres • Wilson Park - 21 acres The bidders will be required to collect, at a minimum, the information below for each tree, shrub or planting space. • Inventory Criteria • 1. Street Address - Address of tree with a system to differentiate • between multiple trees at one address. • 2. Tree identification - by genus, species and common name. 3. Size - Size of trees by diameter measured • 4. Condition of Tree - Each tree shall be rated according to the five • conditions factors developed by the International Society of • Arboriculture (ISA). The factors are trunk, scaffold branches, • smaller branches and twigs, foliage and. roots. Based on the sum of all the conditions ratings, each tree inventoried shall receive an • overall condition classification. • • 5. Defects - Log the defects of each tree from a comprehensive list of physical, insect related, and disease related problems. • • 6. Maintenance Requirements - include a priority list of work • assignments,using the following criteria: • 1. Priority One Tree Removal: Trees designated for removal have defects that cannot be cost effectively or practically • treated. The majority of trees in this category have a large • percentage of dead crown and are potential safety hazards. Large Dead and dying trees that are high liability risks are included in this Category. These trees are the first ones that • should be removed. • 2. Priority Two Tree Removal: Trees that should be removed • but do not pose a liability as great as the first priority. • 3. Priority Three Tree Removal: Trees that should be removed, but that pose minimal liability to persons or property • (example: transplant failure, amenity removal). • 4. Priority One Prune: Trees recommended for pruning to • remove hazardous deadwood, hangers or broken branches. These trees have broken or hanging limbs, hazardous • deadwood and dead or diseased limbs greater than four (4) • inches in diameter. • 5. Priority Two Prune: These trees have dead, dying, diseased or weakened branches between two (2) and four (4) inches • in diameter and are potential safety hazards. • 6. Large Tree Routine Prune: These trees require horticulture • pruning to correct structural problems or growth patterns • which would eventually obstruct. traffic or interfere with utility • wires or buildings. Trees in this category are large enough to require bucket tree access or manual climbing. 7. Small Tree Routine Prune: These trees require routine horticultural pruning to correct structural problems or growth patterns which would eventually obstruct traffic or interfere with utility wires or buildings. These trees are small species, mature trees that can be evaluated and pruned from the ground. 8. Train: Young large species trees that are still small 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 runner by a person standing on the ground. 9. Stump: Stump that should be removed. 10. Plant: Indicates a vacant planting site. Site Description - There should be three site descriptions assigned to each tree or planting space: land use, parkway configuration and utility configuration. a.) Land use describes the dominant use of the property adjacent to the right-of-way. Apartment Municipal Boulevard Park Business Residence Church School Hospital Vacant Lot Island Industrial b.) The parkway refers to the area between the curb and the edge of the right-of-way. This information assists the City in choosing appropriate species for size -limited growth areas. 1. Parkway is 1' to 4' wide .2. Parkway is 5to 9' wide 3. Parkway is> 9' wide 4. Sidewalk integral with curb 5. No sidewalk 6. Parkway is paved 7. Plant is behind a sidewalk yet within right of way. c.) The utility configuration describes the presence or absence of overhead utility lines. 1. Electric 2. Communication This detail also helps the Arborist in selecting appropriate species for planting or replacements. • • • • Component Two - Computerized Tree Management System • ' Objective To develop a computerized record -keeping system that will allow the City to • electronically maintain a complete and up-to-date record of its urban forest resources. It • should include a perpetual tree inventory as well as a record of the work performed on • each tree, service requests received, inspection forms completed, etc. • Scope: The successful firm will be required to provide and install a computerized tree • management system in the City of Fayetteville. All data generated from the tree • inventory shall be entered into the system by the successful firm and shall provide all • necessary reference manuals and documentation, a minimum of 16 hours of on -site training for designated City staff and at least twelve months of ongoing technical • support. • • Specifications: The software proposed for this project must meet the following • specifications: 1. Supply a software package specifically designed for urban tree • management • 2. All modules must be integrated, provide on-line contextual help, be • menu driven with Windows NT and Windows 2000 compatibility, and also be compatible with ArcView. • 3. Documentation must include user manuals, which explain the step • by step use of the system • 4. Firm must provide a demonstration disk with the proposal • 5. Firm must provide an example of each report that is generated by the software. • 6. All software must be warranted by the firm for any maintenance • concerns for one year from the date of installation. The warranty • shall include telephone support, revisions, and updates to documentation. • • ** Option GPS - Proposals must be submitted with a cost estimate to provide Global • Positioning System locations for each tree inventoried in order to provide exact point • information for ArcVeiw compatibility and use. The inventory shall be performed using GPS technology capable of achieving sub -meter accuracy. The Location all trees shall • be delivered in ESRI's Shape file format which shall include all associated attributes. • This Shape file shall be delivered in State Planes Coordinates, Arkansas, North Zone; • North American Datum of 1983 (NAD 83). Each tree shall be located to within 2 to 3 meters of its actual location. Firms not capable of providing this option shall specifically • state so in their proposal. Firms with the capability of supplying GPS data shall be rated • appropriately higher based on the proposed cost increase to the overall proposal. • Contact person concerning GPS option, please call John Goddard, GIS Technician 501- • 575-8219. • • • • • • • • • • Component Three : Urban Forestry Management Plan • Objective - Provide a long term management strategy encompassing trend • identification, environmental concerns, potential problems, special care needs, and • recommendations to reduce future maintenance costs. • Selection: • The City will utilize a professional selection committee to select a consultant from • among the proposals submitted with which to negotiate a contract. The selected • professional will be expected to have a demonstrated ability to provide the scope of services defined above. The selection committee, utilizing the City's professional • selection policy (PUR-13), will select the most qualified professional for this contract • based on the following: • • 30pts (1) Qualifications in Relation to Specific Project to be Performed: Information • reflecting qualifications of the firm. Indicated specialized experience and • technical competence of the firm in connection with the type and • complexity of the service required. Subcontractors, if used, must be listed with information on their organization. • • 15pts (2) Experience1 Competence and Capacity for Performance: Information • reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific • project. Provide detailed breakdown of subcontractor's staff to be used • and how they are to be used and how they are to be used to supplement • your staff. • 25pts (3) Proposed Method of Doing Work: A proposed work plan (description of • how the project would be conducted as well as other facts concerning • approach to scope you wish to present) indicating methods and • schedules for accomplishing each phase of the work. Include with this the amount of work presently underway. • • 20pts (4) Past Performance: Previous evaluations (as set forth in PUR-13.08) shall • be considered a significant factor. If previous evaluations with this City • are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, • diligence, ability to meet past budgets, and any other pertinent • information. Firm will provide a list of similar jobs performed and person • whom we can contact for information. • 10pts (5) Price • • • The City intends to award the Contract as soon as practical after receipt and review of • all proposals. • • • • I INSURANCE CERTIFICATES FEB.-27'O1(TUE) 14:57 SOULES INSURANCE JAN -02-2001 TUE 03:04 Ph O,INGHAN ASSOC CEIITIFICATE OF INSURANCE; TEL:409 756 6877 P.006 FAX NO, 3030900 P. 02/04 FORESTER N: 0028 ISSUE DALE: August 16, 2000 TIRc CCMTIFICATE IS ISSUDD AI A MATTDA DO IN)VI(MATION ONLY AND CONi flS NO RIGHTS UPON THR CERTIPICATD IIDLDCR. T1119 CImfPICATO DOLLS NOT AMOND. UXTCNO W ALTaa T,IS COVCpAOR AKIDRDSD DY THE POI.ICIN MLOW. THR OUi'OOORSMAN ACIENCY 84i1 'TURNPIKE DRIVE 0110 WLSTMINSILR, CO 80031) 1NdURPf4 ASSOCIATION OF CONSULTING FORESTERS OF AMERICA, INC C/O THE OUTDOORSMAIi AGENCY 8401 TURNPUCB DRIVE, 8710 WESTMINSTER, CO S0030 CO AOB91 7111 1')[WTI YTIIAT Tilt I OIXITf OF INMIRANCE 09TE0 KNOW IIAVPDLTM INDICATIm. NOTWTRTANDUIO ANY RDOUIRUMPNT, TERM DD CANDITON or AM caTIFICAT@ MAY CC DSUgo 0A MAY PeuYAIN. Ilse IN3DNAMh, AFFONINID NY TH CXCLUS,f5, AND CONOSIafNS OF SOCK MR.ICIR9. I.OIRi SHOWN WAY NAVE ECU POLICY TYFPS OF INSUkANCE NUMBER EPPDATh EXP DATE COMPANIES AMFORDING COVERAGE' COMPANY LETTER A: GULF UNDBRWI JTMS INSURANCE COMPANY INSURED DY PAID CLAIWA. it 1 OtiN&4AL L(ASJLITY 011 04) 36 61 I/MOOD 07-Cf-Cl ammi ARprouIc S1,UXI,UNU (X) Cal_ Prodv&b.Cul'R/OF ALE $I.MD,OW ( X) (knurmca Personal A Adu. Thy SI.OOD.DOD ( ) ( Doll Oaaarm a SI,a00,DC0 1 Fur DenNM (Any roe (Dd) 3100,000 AU(OMOaILB MADIUTY Mcd eapcAM RAW one pcwD) 55.000 ( ) Arp Ama CDNa41le05ROb Ihvu SI,(ID)AW ( ) All OWNd AW, ( ) SahWuled Amon (X) llirsdAeau (X) N0IWwad ARID EXCESS LtABIMTY ( ) Umtgrlb Farm Each Occurrurx S N/A ( ) (Ahcr Then Umhralla Bich Occurrda:e S N/A ERRORS & OMISSIONS EIIDORSEMLNT: ioreatere Spacial Liahillry Cnverape/Errcre & Omirlinni Endorsement ERch Occurrenco 100,000 General ABgreg3w 5100.000 DESCRIPTION OR OPSR.LTIONC/t.00ATIONB/VBH1CLt?S/RPRCIAL ITEM9r FORESTER ADDITIONAL NAMED NAMED INSURED/CERIRFICA1i31(OLDER: Charles Burdi(t UBA: Burdll AR3o[ia(e5 P.O, Box 1424 Conran, TX 77305 CANCELLATION: SHOULD ANY OF THE ABOVE DESCRIBED POLICIPS I3 CANCELED BEFORE THE E(P(RATtoN DATE THEREOF, THE ISSUING COMPANY WILL MAD. 30 DAYS WRTITEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. AUTHORIZED RBPRISRN'1'ATIVE: 'IRS a.raarann Ap,VY. nnrMrhw INpf1rnlal.a FEB.-27'01(TUE) 14:57 SOULES INSURANCE JAN -02-2001 TUE 03:05 PM GINGHAM ASSOC W TEL:409 756 6877 FAX NO, 3030900 r^. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies Insurance provided under the following. COMMERCIAL LIABILITY COVERAGE PART NAMED INSURED; Charles Burditt DRA: Burditt Aaaoclata POLICY NUMBER: GU 043 56 65 EFFECTIVE DATE: 8/8/2000 bORESTBRS SPF.CT,�L LIABILITY COVERAGE RNDOR.StUMKNT It is hereby agreed and understood that the following additional coverage Is added to this policy, subject to the special Llmit28s of Insurance stated in Item B below. Coverage provider] under this endorsement applies only to the duties and/or actions of the Named Insured arising from the business or operations as a Professional Forester. A. Additional Coverugra 1. Fire Damage Liability- Exclusion (2)(j)(5)(6) of Coverage A (Section 1) are deleted and replaced by the following for purposes of this endorsement only: • (5) That particular part of real property on which you or any contractors or subcontractors working directly or indirectly on your behalf are performing • operations, if the "property damage" arises out of these operations; however, • this exclusion does not apply m damage caused by fire including damage to • timber outside the prescribed or controlled burn. • 2. Pesticide or Herbicide Applicators Paragraph (1)(d)(1) of Exclusion f of • Coverage A, (Section 1) does not apply to the application of pesticides or • herbicides If such application is performed by the Named Insured, as defined In Section II- Who Is An Insured, in accordance with all standards and • requirements of all statutes, ordinances, regulations or licenses, whether state, • federal, local or otherwise which apply to such pesticide or herbicide applications. • 3. Smoke Damage uablllty- Subparagraphs (1)(d)(Nl) of Exclusion (f) Pollution of • Coverage A (Section 1) are amended to read as follows for the purposes of this • endorsement only: • "Bodily Injury" or "Property Damage" arising out of heat, smoke or • fumes from a "hostile fire" or a "friendly fire," • "friendly fire" is defined as a fire that is intentionally set, by a consulting forester, pursuant to.a contract, for the sole purpose of a controlled bum, • • tFSLE-I (Ed. OS/CC') • • • • • • P. 001 P. 03/04 FEB. -27'01(TUE) 14:58 SOULES INSURANCE JAN -02-2001 TUE 03:05 PM G•INGHAN ASSOC TEL:409 756 6877 FAX NO, 303.900 P. 008 P. 04/04 4. Limited Testing or Consulting Errors and Omissions- We will pay those Sums which the Insured shall become legally obligated to pay as damages by reason of any negligent act, error, omission, defect or deficiency in any test performed, or an evaluation, consultation or advise given, by an Insured as defined In Section U- Who Is An Insured, while acting within the scope of their duties In the conduct of the Named Insured's business, or operations as a Professional Forester. However, this Additional Coverage 4 does not apply to any daims or suits against the Namec Insured which seeks damages for any negligent act, error, or omission, committed or allegedly to have been committed In monetary valuations of land or limber, timberlands or tracts of timber whether or not marketable, or saleable, or in real estate transactions, appraisals or purchasing of forest land, computer programming for forest applications, environmental Impact studies, economic studies used to estimate timber vc4umes, or tax counseling for forestry situations; nor does this Additional Coverages 4 apply to claims or suits seeking damages for "personal Injury" or "advertising Injury." B. Limits of Insurance: Coverage A 1., 2., 3. and 4. above, are subject to the following Limits of Insurance which replace the Limits stated in the Policy Declarations or as stated elsewhere In this policy: $ 100,000 Each Occurrence $ 100,000 General Aggregate Limit C. Premium: $ Included ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED. PSLE-I (Ed. osioo) REPORT SAMPLES I. C Find WO Exit WO Phone 1€Whli1BeqUestUF.iiNtqJohn 1 Last, Doe Requested 2/26/01 ii StrieeIJAUGUSTA IfE1ThesIJ49O6 City Houston ISttJ TX Hom (999) 99-9999 ( Work (999) 999-99911 More (999) 999-99 ISoQeIICOUNcIL Mt5C Gounal J Section FCey Map Pg: 492 •KeyMap Blk: LI srSlllMemorial Par 1 Location The Elm is located near the comer of the lot. Descriptio Notes This tree is causing visibility problems and needs to be trimmed. Mr. Doe also wants a tree planted in the available planting space and the Hackberry taken down. ark/PIC WO Trees 1 Request Typ Trims I HazardStatu I Emergent Noj UT EMIREETa ES1Tj� ITIRu DTI eworCfl;COMM_ONINAME �D.IAM INHa LCA UGUSTA '4906 P1 !TREE PLANTING Planting Space UGUSTA ,4906 1T1 ;CLEAR OBSTRUCTION American Elm 10-14.99O-60 UGUS�06 ;30 IT2 ;!PRUNE 10 FT ABOVE SIDEWA Sugar Hackberry 0-9.99 ;0-10 10 WO Equipment Crew/Hours Crew I Crew/Loads �E ui em nth No ru s <Crew IP.erson �FIOUfS CHAINSAW MEDIU _ 0 jWest _Bob 0 SHOVEL ROUND PO 0 West Jim 0 Inspected By First: Betty Work Order Dates Las Johnson I Approved 2/26/011 Inspection 2/27/011 Contractor/Inhous I Complete 1 Map for V*brk Order Nd!32 4906 AUGUSTA ----- Key Map Page 492, Block L 215 BETHUE 4913 DICKSON T T T1 • 2 03 BETHUE 4 4506 AUGUSTA 200 SANDMAN 2T1 ■ P2 IL T20 TI • T11>� T13 114 12 4911 AUGUSTA 100 SANDMAN T10 • T9 2 • • rees • • Tree • A Stump • ■ Planting Space • • CityTree Community Inventory Software {c ! E d u w I { 3 ''IIIIIIII UYl U ,. Q N N p N O Yl N M . dal v N �O e. > Z > r ' Q In. •., 0 a am I z Lc ccLO7 OS �LLaaa bJ 0 $ m Q m > a o v l -'1 - — Q N �+N? M l d � I r r r — — 00000 E N N t. Ill N N o .-, .w r .r ti 9 � O �� o ��0- 0 m, M O Q Q Q u N N b C N .-1 .n .n .-. r LO l3 I3 0a 3f Ida` b--$� S 13 co m '0 CO N N N ti V 8 '- � c sA4 d � C ` � V U � IN H F H U U U Y o m m a m a m 3 3 0 o 3 3 0 0 < o a o i%� i•i I 5 �I O m m 1- m m N V � % \ � I. _ § 0 ) I \ \ $ G , 2 % § ` A a § O k 0 9 $ $ $ § ) $ $ ) ) § § § z a « _ 2 w (0 S § S § § § § o) k § O w § Ui >- ( C,) \ ) Ui ) z ) 0 k 0 k } } § § § 2 § § 2 § § § Cl ) $ § § $ ) § § $ 2 $ $ $ % § { ,N , , , CD , O , 0 \ CM tc { 0 2 Z Z I- (0 N (0 0) w N N v d R ''a' O U U U tc C \ ¢ 4 o w w E ¢ ¢ Q a m G N o ¢ ¢ o 0 0 m w a m m ¢ a m m ¢ �0yo is z o o w a a 5 5 0 5 5 0 O 5 5 0 tJ W Q ¢ ¢ ¢ ¢ ¢ ¢ a a a �J I •� W O O N N 0 O l7 m a St y A r � QR �" IC O O I n m m a N N m m 0) N N �� yam• f f Eli Cta Z 1- CO CO fq CO CO N V V V V V V V g • q • • • F I- C_) U z U• m m Y m m o a 3 5 v 5 0 5 5 0 Q LL ¢ Q Q Q T• ¢ Q Q Q L. O N O' N OI V 9 V 00 N - N v m co m p r- - N •i w 0 N 41 fn N > 2 CO N V is V is 1I V V g • • • • • • • • •� I— C.) C m ¢ m Q m ¢ ¢ ¢ a < w Y Q m Q Q N N N N O N 0 0 c' O = U o U �' ti N � o U 0 U U m N• V. U II N N U �' 1"J N N N N N N I- 2 t. '^ E E h N C Q ti N a a -o F` N CJ I. 0 0 rj n q Ia I t 9 0 City of Houston Parks & Recreation Department Trees Services By Work Orders Trees Services a I REMOVE TREE 2 2W1 1 TRIM TREE 2 2001 1 City Tree © Burditt Associates Tuesday, February 27, 2001 Page I of 1 City of Houston Parks & Recreation Department Work Order Report (Completed) Work Orders Completed l7 Plant ■ Remove ❑Trim Plant 6 2001 Remove 3 2001 Trim 4 2001 CityTree C Burditt Associates i/®WcuWY,fMY@{\a.Yw1:LNUT�.. •.."-•�-'_.�u �waMnW�:Yr•a tat S •••�••y ••� •.•••• . Tuesday, February 27, 2001 Page 1 of 1 City of Houston Parks & Recreation Department Work Order Report (Requests) Work Order Requests Work Order Requests MID Year Month Trim 4 2001 1 Remove 3 2001 Plant 3 2001 City Tree © Burditt Associates L Tuesday, February 27. 2001 Page 1 of] N 04 a 000 (N V) In ' .- N N } W o g Q m g a m O (7 O (7 Z W Q Q Q LL LL 0. r r r r C C C C C C N N N N N N a a a a a ti OU 411 y o d �° pry pN_o ��Q$ N N N N Q� 0 O O U Q 0 y O } O U W O U C W Z Q LL d is Q Q Q Q r r e.y e- — . - VIIIIILW cow E E E E E E E � I- n p �'� y > ♦ �1�f !+= is \ ♦ J ii _ •,'i g��•JA�A�' p C i y -x. • • • gryHistoryRepSN • 2/27/01 • Si r�Nei`�fibo7FPoodi 00MMON!NAME BOTAN1CAMNAME STREET 'Addle i E'T,[eeIF] Binz !Althaea Hybiscus syriacus (AUSTIN 4407 151931 • Binz Althaea !Hybiscus syriacus AUSTIN __j4407 _ 151931 • ---- Binz Althaea_ ;Hybiscus syriacus AUSTIN 4407 212744 • Binz merican Elm Ulmus americana ALMEDA 5716 214705 Binz 'American Elm Ulmus americana !ALMEDA 15716 153892 • Binz —_____American Elm Ulmus americana ___ALMEDA 5716 153892 • Binz _ _ 'American Elm jUlmus americana AUSTIN 14301 151240 • Binz American Elm jUlmus americana AUSTIN 14301 151240 Binz American Elm Ulmus americana AUSTIN 14301 212053 • Binz __ American Elm Ulmus americana AUSTIN 4402 151241 • Binz _ American Elm iUlmus americana _AUSTIN _(4402 151241 • Binz American Elm Ulmus americana AUSTIN 14402- 212054 Binz _rAmerican Elm Ulmus americana AUSTIN 4500 151690 • Binz American Elm Ulmus americana AUSTIN 14500 151690 • Binz American Elm Ulmus americana AUSTIN 4500 212503 • Binz _ Ames rican Elm Ulmus americana A USTIN4500 151700 Binz American Elm Ulmus americana AUSTIN 450 0 151700 • Binz (American Elm'Ulmus americana AUSTIN 4500 212513 • Binz —American Elm Ulmusamericana A S N4600 151681 • Binz _____American Elm !Ulmus americana AUSTIN _.4600_ 151681 Binz 1American Elm Ulmus americana AUSTIN -4600 212494 Binz American Elm 'Ulmus americana AUSTIN '4712 151680 • Binz American Elm Ulmus americana _ AUSTIN 4712 151680 • Binz American Elm Ulmus americana AUST IN 4712 212493 Binz American Elm Ulmus americana AUSTIN 4825 151682 • Binz American Elm Ulmus americana AUSTIN 4825 151682 • Binz — American Elm Ulmus americana AUSTIN 4825 212495 • Binz American Elm Ulmus americana _CALUMET 1300E 153444 • Binz American Elm Ulmus americana CALUMET 1300E 153444 Binz American Elm Ulmus americana CALUMET 1300E 214257 • Binz American Elm Ulmus americana CALUMET 1709 153081 • Binz 'American Elm Ulmus americana (CALUMET 1709 213894 Binz American n Elm Ulmus americana CALUMET 1709 153081 • Binz .American Elm Ulmus americana CAROLINE 4710 151718 • Binz __ American Elm Ulmus americana _ CAROLINE 14710 151718 Binz (American Elm :Ulmus americana CAROLINE '4710 212531 • Binz ____ 1American Elm Ulmus americana CARS OLINE !4715 151725 Binz 1American Elm Ulmus americana CAROLINE 4715 151725 • Binz American Elm jUlmus americana CAROLINE 14715 212538 • Binz American Elm Ulmus americana CHENEVERT 5319 153042 • Binz American Elm Ulmus americana CHENEVERT 5319 153042 Binz American Elm Ulmus americana_ CHENEVERT 5319 213855 • _ Binz American Elm jUlmus americana !CRA WFORD 4301 151248 • _ Binz American Elm Ulmus americana ___CRAWFORD ,4301 151248 • Binz _!American Elm ;UImus americana CRAWFOR_D 14301 __ 212061 Binz American Elm _ • ;Ulmus americana ;CRAWFORD 4900 152279 • Page 1 City of Houston Parks & Recreation Department Tree Inventory Report - Tree Properties Tree Name: P1 ( TreeID 143121 DATE IN KeyPage KeyBlock SN Super Neighborhood Address STREET Sc COMMON NAME DIA HT CAN CON HAZARD Under Utility XY YX NOTE Multi -trunk Council Distric Section RECNO DateRec DateLoad Treetype City Tree 03092000 MC 492 U 87 Greenway Upper Kirby 2421 ROSAMOND 000 Planting Space No 3136834 710894 S 20619 3/9100 12/29100 10:21:48 AM 27, 2001 2 hradiag ndde.,s: BURDITT P.O. Box 1424 Conroe, Texas 77305 ASSOCIATES into@burdittassociates.com Urban Forest Consultants Planning Design • Management con oe Offwe: 2040W. Loop 336 Conroe, Texas 77304 936.756.3041 Conroe 281.447.2111 Houston 936.539.3240 Fax May 11, 2001 Ms. Kim ), Hesse, RLA City of Fayetteville 113 W. Mountain Fayetteville, AR 72701 RE: ' Consultant Agreement for Professional Services; City of Fayetteville Tree Inventory Dear Ms. Hesse: Please find enclosed two original copies of the Agreement for Professional Services. Please have them signed and return one copy to our office for our records. We are proceeding with transportation arrangements and will contact you later to discuss our schedule. Thank you for your assistance in working out the contract issues. We look forward to working with you on this important project. Sincerely, Billy L. Drum Project Manager BLD/wc Enclosure May -O9 -O1 O3:38P Burclitt Associates (936) 539-324O P.02 • • jr�ji ,1lai(inr;;Iddrnr: r�Qnroc, TexRs 7 i ASSOCIATES infoL`iburiivassocimts con; _�. �__......... Urban f erc51 ('q n5u It;lnfs Planning Design NanagemCr9 Cvnrnr Office 2040W. Loop 330^ Connie. 1eaas 77t4 ')31711Y41 41 Conroe 2514472111 Houston 936&%.3240 Fax May 9, 2001 Ms. Kim J, Hesse, RLA City of Fayetteville 113W. Mountain Fayetteville, AR 72701 RE: Consultant Agreement for Professional Services; City of Fayetteville Tree Inventory Dear Ms. Hesse: Please find attached revised contracts for the City of Fayetteville Tree liweitory and sheets showing the revisions for your review..Revisions are indicated with additions underlined and omissions struck through. Sincerely. } fj Billy L. Drum Project Manager OLD/we Enclosure FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS TO: Mayor Dan Coody FROM: Kim J. Hesse, Landscape Administrator DATE: May 4, 2001 SUBJECT: City Wide Street Tree Inventory - Contract Review Please review the included contract by Burditt Associates for the city wide street tree inventory and management system. I have referenced the contract to our Request for Proposals and to the proposal Burditt Associates submitted in response. I feel that the contract covers and exceeds the scoop of work requested by the city. Since the final cost of the project will vary due to the true number of street trees and planting spaces inventoried, I suggest we request a "not to exceed" amount of $25,000.00. The RFP was based on an estimated 4200 street trees that was determined by a sample inventory performed last year by Natural Path Forestry. I also requested in the RFP that trees in Gully Park, Wilson Park, and Walker Park be inventoried along with possible planting spaces along our city streets. The amount on the review form allows for an additional 2000 items to be inventoried which I believe should cover our needs. If you have any questions about the project, please feel free to call. I will include a copy of the RFP and the original proposal submitted by Burditt for your reference. • STAFF REVIEW FORM • x AGENDA REQUEST _CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of: May_1.5th,2001. FROM: Kim J. Hesse [k71iiD] Public Lands - Landscape Public Works Division Department ACTION REQUIRED: Review and acceptance by the City Council and staff for a contract by Burditt Associates for a city wide street tree inventory. COST TO CITY: Not to exceed $25,000.00 Cost of this request 4470-9470-5315-00 Account Number 96084 Project Number $140,863.00 Category/Project Budget $47,104.00 Funds Used to Date $93,759.00 Remaining Balance Forestry Program Category/Project Name Other CIP Program Name Sales Tax Capital Fund BUDGET REVIEW: _Budgeted Item _Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Accounting Manager Date ADA Coordinator Date City Attorney Date Internal Auditor Date Purchasing Officer Date Grants Coordinator Date \FF RECO EN ATION: 3 y o7 Cross Reference bivisi9�i�ad Date New Item: YES NO Department Director Date Prev Ord/Res #: Orig. Contract Date: Administrative Services Director Date Mayor Date • STAFF REVIEW FORM • AGENDA REQUEST x CONTRACT REVIEW _GRANT REVIEW For the Fayetteville City Council meeting of: N/A FROM: Kim J. Hesse Public Lands - Landscape Public Works Name Division Department ACTION REQUIRED: Review of a contract by Burditt Associates for a city wide street tree inventory. COST TO CITY: Not to exceed $25,000.00 $140,863.00 Forestry Program Cost of this request Category/Project Budget Category/Project Name 4470-9470-5315-00 Account Number 96084 Project Number S -y -o( $47,104.00 Funds Used to Date $93,759.00 Remaining Balance Coordinator Administrative Services Director Other CIP Program Name Sales Tax Capital Fund CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: S Accounting Manager Date ADA Coordinator Date pity Attorn y ffat Internal Auditor Date Purchasing Officer Date Grants Coordinator Date S- y -o/ Date Cross Reference New Item: YES NO Department Director Date Prev Ord/Res #: Orig. Contract Date: Administrative Services Director Date Mayor Date FAYETTEVILE � THE CITY OF FAYETTEVIIIE, ARKANSAS DEPARTMENTAL CORRESPONDEN To: Kim Hesse, Landscape Administrator From: Heather Woodruff, City Clerk Date: May 24, 2001 Attached is a copy of the resolution awarding a contract to Burditt for a city-wide street tree inventory. One original has already been returned to you. One original will be microfilmed and filed with the City Clerk. Your purchase requisition has been forwarded to the Internal Auditor. cc: Nancy Smith, Internal Auditor r NAME OF FILE: Resolution No. 64-01 CROSS REFERENCE: 05/15/01 Resolution No. 64-01 05/15/01 Exhibit "A" (Consultant Agreement with Burditt Associates of Montgomery County, Texas) Proposal Tree Inventory Services City Wide Tree Inventory for City of Fayetteville by Burditt Associates 05/11/01 Letter to Kim Hesse, RLA, from Billy L. Drum, Project Manager, Burditt Associates regarding two original copies of the Agreement for Professional Services 05/09/01 Letter to Kim Hesse, RLA, from Billy L. Drum, Project Manager, Burditt Associates regarding revised contracts for the City of Fayetteville Tree Inventory 05/04/01 Memo to Mayor Dan Coody from Kim Hesse, Landscape Administrator, regarding City Wide Street Tree Inventory - Contract Review 05/15/01 Staff Review Form (agenda request) Staff Review Form (contract review) 05/24/01 Departmental Correspondence to Kim Hesse, Landscape Administrator, from Heather Woodruff, City Clerk NOTES: