HomeMy WebLinkAbout28-02 RESOLUTIONRESOLUTION NO. 28-02
A RESOLUTION TO APPROVE AMENDMENT #1 TO
THE CONTRACT WITH BURDI"IT ASSOCIATES "1"O
INCREASE CITY FUNDING IN THE AMOUNT OF
533,000.00 TO COMPLETE THE CITY WIDE STREET"
TREE INVENTORY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby authorizes the Mayor to execute Amendment #1 to the agreement with
Burditt Associates (attached at Exhibit A) in the amount of $33,000.0() to
complete the city wide street tree inventory.
PASSED and APPROVED this the 19th day of February, 2002.
APPROVED:
By:
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Woodruff, City CI
4,,
DAN COODY, Mad r
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NAME OF FILE:
CROSS REFERENCE:
Resolution No. 28-02
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02/19/02
Resolution No. 28-02
02/19/02
Exhibit "B" (Amended Scope of Work)(Addendum to Consultant
Agreement extends the expiration date of the agreement to August 31,
2002)
Unsigned Copy of Amendment No. 1 to the contract with Burditt
Associates to increase city funding to complete the city wide street tree
inventory (the new one is above)
05/15/02
Letter to Kim Hesse, from Wanda Collins, Project Manager, Burditt
Associates
05/14/02
Memo to Mayor Coody and Peggy Vice, Purchasing Director, copy to
Hugh Earnest, Urban Dev. Director, from Kim Hesse, regarding Tree
Inventory Contract Amendment
04/30/02
Memo to Heather Woodruff, City Clerk, copy to Hugh Earnest, Uban
Dev. Director, from Kim Hesse, regarding Tree Inventory Contract
05/14/02
Copy of Purchase Requisition Form
02/19/02
Staff Review Form
01/31/02
Urban Development Department Correspondence to Fayetteville City
Council from Hugh Earnest, Urban Dev. Director, Kim Hesse, Tree and
Landscape Administrator, regarding city-wide tree inventory
02/26/02
Memo to Kim Hesse, Public Lands -Landscape Division, from Heather
Woodruff, City Clerk
04/29/02
Memo to Kim Hesse, Landscape Administrator, from Heather Woodruff,
City Clerk
05/30/02
Memo Kim Hesse, Public Lands-Landscape/Urban Development, from
Heather Woodruff, City Clerk
NOTES:
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`B' MICR
AMENDED SCOPE OF WORK �FILMrD
This Addendum to Consultant Agreement is made and entered into the /9ti day of FeBaAb2002, by
and between Burditt Associates of Montgomery County, Texas (hereinafter called the i/
"CONSULTANT ), and CITY OF FAYETTEVILLE (hereinafter calledCLIENT' ).
This Addendum to Consultant Agreement extends the expiration date of the Consultant Agreement to
August 31, 2002.
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: Filtered Tree Inventory Data (in Access File format) for use in
Hansen Information Technologies System
• Component Three: Urban Forestry Management Plan
The project will be 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. This AMENDED
SCOPE OF WORK supersedes the EXHIBIT 'A' SCOPE OF WORK contained in the original
CONSULTANT AGREEMENT executed on May 15, 2001. CLIENT and CONSULTANT
agree that Exhibit "A" SCOPE OF WORK was in full force and effect from the signing of the
Consultant Agreement until the signing of this Amended Scope of Work, Exhibit "B". After the
date herein, the Fees and Scope of Work will be amended as set forth herein.
COMPONENT ONE: COMPUTERIZED STREET TREE INVENTORY
Field Data Collection - All data collected to date (as of September 10, 2001) will be
supplied to the City of Fayetteville in addition to data for specific street trees growing on City of
Fayetteville maintained street ROW within only areas 1 and 2, as shown on Exhibit "C". Trees
8" in diameter and greater growing in ROW areas considered to be natural and unmaintained will
be inventoried. No trees smaller than 8" in diameter growing in ROW's considered natural or
unmaintained will be inventoried. In accordance with instruction by the City of Fayetteville's
Public Lands Maintenance Department the ROW surrounded by the West Side of Shadow Ridge
Drive and the East Side of Ridgeway will be excluded from the inventory. Tree Count for Areas
1 and 2 will be limited to 6,225 trees. No data will be collected on Planting Space locations. No
data will be collected on Stump Removal locations.
Data to be Collected - Items 1 - 7 will be based upon the same criteria established with City of
Fayetteville for previously collected data. Following is the data and a description of each item:
1. Street Address - Address of tree location including street name and number
City ofFaydt villc Page I Exhibit B
Strad True btvanury M a,dcd Same of Work
EXHIBIT `B'
AMENDED SCOPE OF WORK
2. Tree Identification - Species of each individual tree by genus, species and common
name
3. Size - Size of tree by diameter range 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
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: These 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 patterns which would eventually obstruct traffic
Cay of Faydt ville Page 2 Exhibit n
gree Troc btvddory Amonddl Saye of Work
EXHIBIT `B'
AMENDED SCOPE OF WORK
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 pattems which would eventually obstruct
traffic or interfere with utility wires or buildings. There trees are small species,
mature trees that can be evaluated and pruned from the ground.
• Train Prune: Young large trees that are small still 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 saw by a person standing on the ground.
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. Tree Latitude and Longitude - Tree latitude and longitude will be collected from
City of Fayetteville GIS base maps.
9. No data will be collected on available planting spaces .
City of Fayetteville Pare 3 Exhibit B
SYreet Tree invmtory Amended Scope of Work
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EXHIBIT `B'
AMENDED 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 - Maintain Detailed and Sequential Files of the
Project.
COMPONENT TWO: FILTERED TREE INVENTORY DATA ((in Access File format)
for use in Hansen Information Technologies System
The City of Fayetteville has elected to utilize a data management system supplied by
Hansen Information Technologies. Burditt Associates will supply all collected data in an Access
File format that will then be utilized by Hansen to import into their system. Burditt Associates
will filter and cleanup the data prior to transfer. Actual transfer into Hansen /Fayetteville system
will be completed by Hansen staff or City's representative. The Lump Sum Fee for this service is
fixed equal to the original set fee of $4,975.00.
COMPONENT THREE: URBAN FORESTRY MANAGEMENT PLAN
Following inventory of the remaining city wide tree resources applicable to the amended
Scope of Work, Burditt Associates will develop a comprehensive Urban Forest Management
Plan. The plan will target and address the needs as determined in the inventory phase, as well as
be 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 aro 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.
Cny of Fayetteville Patc 4 Exilibit B
Stroa Trot Inventory Amended Soopc of Work
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EXHIBIT 'B'
AMENDED SCOPE OF WORK
• 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.
• 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 Management - All parks 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 Fayetteville Page 5 Exhibit 8
Strocl Tree In 'aitory Amended scoot of Work
EXHIBIT 'B'
AMENDED 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
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.
FEES:
Component One: Urban Forest Inventory
Street Tree Inventory -
• Inventory of individual trees actually collected @ $ 1.95 per tree
• No Planting Spaces will be inventoried after the signing of this Amendment.
• Component One will include trees located in Areas 1 and 2 only (See Exhibit 'C')
and will not exceed a budget of $ 12,139.75
Component Two: Inventory Software
• Data filtering, cleanup, conversion, and preparation of data for import into Hansen
software by Hansen personnel. Lump Sum Fee of $ 4,975.00
Component Three: Comprehensive Urban Forest Management Plan
• Management Plan Lump Sum Fee of S 7,900.00
Outstanding Invoices:
Client and Consultant agree that there is an outstanding invoice balance of $7,985 25
Client (City of Fayetteville) acknowledges the outstanding invoice and agrees to pay Consultant
(Burditt Associates) the full balance owing within 15 days of the signing of this Amendment.
The total of all fees for Components One, Two, and Three and the Outstanding Invoices
will not exceed $ 33,000.00. Fees previously paid by City of Fayetteville are excluded.
City of Frymevillc Page G Et.iba B
Strut Tru: Inventory Ama,dod Scope of Work
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EXHIBIT 'B'
AMENDED 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 expeditiously review Consultant's
invoice. 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 pay all outstanding invoices totaling $ 7,985.25 within 15 days from the date of
execution of this Amended Scope of Work.
Amended Scope of Work is accepted on ,,,,M/ e,Z , 2002 by:
CLIENT CONSULTANT
CITY OF FAYETTEVILLE BURDITT ASSOCIATES
By:
Date By: Charles Burditt
Owner
Date
Coy of Faymailk Pago 7 &art B
Shat Tree Inventory Mnmdod Soopc of Work
AMENDMENT TO THE
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AGREEMENT WITH &d,G11 " /_34,,e64 -1g5
AMENDMENT 4_ 1
This is an amendment to the Agreement for .�,i el'
executed on the (-✓ day of/� /M c5242/ between the City of
Fayetteville, Arkansas and IE tirt���T7 it .5.4 6' lel
I :p' 1J
Additional services required due to
/2•,S411-1Sc-5
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The charge for the additional services shall not exceed
CITY OF FAYETTEVILLE:
Mayor
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Company.
Title
•
Date
Date
•
FOR OFFICE USE ONLY
Existing P.O. #
Contract #
3
•
1 ..
Planning
Design
Management
Nair
PO. Box 1424
Conroe. TX 77305
Conroe:
2040 W. Loop 336
Conroe, TX 77304
936.756.3041
Houston:
261447.2111
Far
936.539.3240
hwwAurdinassociates.com
inlo@Ourdittassociates.com
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BURDITT
ASSOCIATES
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Urban Forest Consultants
May 15, 2002
SENT OVERNIGHT DELIVERY VIA FEDERAL EXPRESS
Ms. Kim 1, Hesse, RLA
City of Fayetteville
113 W. Mountain
Fayetteville, AR 72701
RE' Amended Consultant Agreement for Professional Services;
City of Fayetteville Tree Inventory
Dear Ms. Hesse
Pursuant to your instructions, please find enclosed three (3) executed originals of the
Amended Scope of Work. Please have them executed and return one original to us. Upon receipt
of the executed document, we will schedule this next phase of inventory.
We look forward to continuing this important project.
/wc
Enclosure
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Sincerely,
Vded
Wanda Collins
Project Manager
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
LANDSCAPE ADMINISTRATION
DATE: 5-14-2002
TO: Mayor Dan Coody; Peggy Vice, Purchasing Director
COPY: Hugh Earnest, kkban Development Director
FROM: Kim J. Hesse v\
RE: Tree Inventory Contract Amendment
Included are three original copies of the amendment to the tree inventory contract with
Burditt and Associates. Included for contract review are copies of Resolution No. 28-02
approving the amendment, the Contract Amendment Form, the signed staff review form
and a Purchase Requisition. Please feel free to contact me if you have questions or
comments.
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
LANDSCAPE ADMINISTRATION
DATE: 4-30-2002
TO: Heather•W o odruff.,,City Clerk
COPY: Hugh Earnest, Urban Development Director
FROM: Kim J. Hesse
RE: Tree Inventory Contract
We are reviewing the amendment to the contract as we speak. Peggy Vice and David
Whitaker are reviewing the contract preliminarily. Once their suggestions are included, I
will have Burditt and Associates supply three copies of an original contract, signed by
them. I will send around the contract review form then. Thanks for checking.
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Requester.
Kim Hesse
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Vendor #:
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{ AGENDA REQUEST
x CONTRACT REVIEW
GRANT REVIEW
SOF REVIEW FORM
For the Fayetteville City Council meeting of: 19 -Feb -02
FROM:
Kim J. Hesse
Name
Public Lands - Landscape Urban Development
Division Department
ACTION REQUIRED: Approve a Resolution authorizing a contract change with Burditt Assoc.
in the amount of $33.000.to complete the city wide tree inventory and provide software and management plan.
COST TO CITY:
$33.000.00
Cost of this request
4470-9470-5315-00
Account Number
96084
Project Number
6--,C), nine') Forestry Program
Category/Project Budget Category/Project Name
— 0—
Other CIP
Funds Used to Date Program Name
%O, (>00 Sales Tax Capital
Remaining Balance Fund
BUDGET REVIEW:
udget Coordinator
Budgeted Item
II o'r
Administrative Services Director
Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
A (
GRANTING AGENCY:
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ADA Coordinator
1 RAJ (1
Cary Ao� Date Internal Au itor
Y1j �or
Date
Purchasing Officer
Grants Coordinator
Date
Date
Date
STAFF RECO MEND ION:
gepa, ent lirector
Adm' strative Services Director
ayor
/ c3/-OaCross Reference
Date
New Item:
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Date Prev Ord/Res #:
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YES NO
Orig. Contract Date:
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Description:
•
STAFF REVIEW FORM
Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
Grants Coordinator
•Page 2
Meeting Date:
Reference Comments:
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
1 I3 W. Mountain St.
Fayetteville, AR 72701
'Telephone: (50 I ) 575-8330
URBAN DEVELOPMENT DEPARTMENT CORRESPONDENCE
To:
FROM:
DATE:
SUBJECT:
Fayetteville City Council
Hugh Earnest, Urban Development Director
Kim Hesse, Tree and Landscape Administrator
January 31, 2002
City-wide Tree Inventory
Back round
On May 15th, 2001 the Council approved a resolution to award a contract to Burditt
Association not to exceed $25,000.00, to conduct a City-wide street tree inventory. That
contract amount was based on a per tree basis assuming that the city had approximately
4500 trees within the rights-of-way. The number of trees used in calculating the cost
came from an earlier inventory done by Natural Path Forestry Consultants. The contract
also included inventory of appropriate locations for future tree planting projects, a
management plan for existing trees, and a software package that could combine with our
GIS system. Work began on this effort in July of last year and continued until September
10, 2001, when the contractor was told to stop any work. The reason for the stoppage
was the receipt of an invoice in excess of the amount authorized by council. No payment
over the authorized amount has been made. A principal factor in this overage is that the
number of trees inventoried by the consultant is now over 9,000 with slightly more than
60% of the city inventoried Simply put, we made an error in our original estimate of our
tree inventory. That inventory has been ongoing and we find that the city contains
possibly three times the trees originally assumed. Monthly statements should have been
requested from the contractor, which would have enabled us to better manage the
contract. We have corrected this situation.
In our original presentaion to the Council for this project, we pointed out that this
inventory and management plan will provide us with a guide as to which areas of town
we should concentrate efforts for tree maintenance The CIP affords $60,000 yearly
toward the Urban Forestry program, which includes tree pruning and removal of
hazardous trees. Currently we respond to complaints and concerns about dead or
hazardous trees. The crews for the Street Department spend several hours after each
storm, sometime during the night and on weekends, removing tree limbs from roadways.
The City should be pruning dead limbs and removing hazardous trees before problems
• •
occur. This inventory and the accompanying software and management plan will details
key areas of concern and guide us towards determining how much of our funds should go
towards maintenance and how much toward tree planting projects. In summary, this
effort will enable us to do some level of pre -planning for tree maintenance and
replacement.
Current Status
We are requesting that the Council approve additional funds to continue the inventory
and complete the contract. In order to reduce the size and cost of the project, we are
suggesting the remaining inventory include only the existing trees and discontinue the
inventory of potential planting spaces. We will attempt to complete the planting space
inventory through use of interns or as part of a college project. We do have several parts
of town that are heavily tree covered and that need to be counted including Mt. Sequoia
and the area west of the University of Arkansas. We also will need the software and
management plan to implement a maintenance program for the trees.
Recommendation
We believe that this project is important in our overall effort to maintain Fayetteville's
deserved reputation as a Tree City. In order to ensure that both staff and council are
comfortable with the direction and scope of this project, we have requested that the
principal in Burditt Association be present at the Council meeting to make a brief
presentation and answer any questions that the Council may have. In order to complete
this effort we are recommending that an additional $33,000 be added to the contract. In
the event that a decision is made to discontinue this effort, we would ask that the council
authorize the payment of the $8,000 that is in excess of the original amount.
FAYETTEVhLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
. To: Kim J. Hesse, Public Lands -Landscape Division
From: Heather Woodruff, City Clerk
Date: February 26, 2002
Please find attached a copy of Resolution No. 28-02 approving Amendment No. 1 to the contract
with Burditt Associates to increase city funding to complete the city wide street tree inventory.
As of February 25, 2002, we are waiting for Burditt Associates to send Ms. Hesse an original
amendment for signatures. The original will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Audit
Hugh Earnest, Urban Development