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File #: 20-0629    Version: 1 Name: 6/15/20 Resolution to Approve PSA with DRG for the GIS-Based Inventory Update of City-Owned Trees
Type: Resolution Status: Passed
File created: 6/15/2020 In control: City Council
On agenda: 6/15/2020 Final action: 6/15/2020
Enactment date: 6/15/2020 Enactment #: R-20-202
Title: Resolution to Approve a Professional Services Agreement with Davey Resource Group, Inc. for the GIS-Based Inventory Update of City-Owned Trees and Appropriate Funding from the Stormwater Fund ($152,680.00) and Parks Maintenance and Capital Improvements Millage Fund ($22,330.00) (8 Votes Required)
Attachments: 1. PROPOSAL_DRG.pdf, 2. Davey Resource Group Fee Proposal.pdf, 3. RFP20-14 Evaluation Summary.pdf

Title

Resolution to Approve a Professional Services Agreement with Davey Resource Group, Inc. for the GIS-Based Inventory Update of City-Owned Trees and Appropriate Funding from the Stormwater Fund ($152,680.00) and Parks Maintenance and Capital Improvements Millage Fund ($22,330.00) (8 Votes Required)

Memorandum

Your approval is requested to authorize a Professional Services Agreement with the Davey Resource Group, Inc. in the amount of $159,100.00 for the GIS based inventory of City-owned trees and appropriate funds from the FY20 Stormwater Sewer System Fund Operations and Maintenance Budget; as well as, the Parks Maintenance and Capital Improvement Millage Fund Operations and Maintenance budgets for this project. The goal of this project is to update the 2009 street and park tree inventory.

 

In 2009, the City conducted a GIS-based inventory of all city-owned trees. The inventory has been a useful tool for managing the City’s tree resource. However, the inventory must be updated periodically to ensure the inventory is current and up to date.  Additionally, in FY21, the City will update its Urban Forest Management Plan, and completing a tree inventory update is a necessary pre-requisite for plan development. Understanding the latest composition and condition of the city-owned tree resource will lead to the development of sound urban forestry goals, objectives, and recommendations.

 

The proposed inventory will update each street and park tree, stump, and potential planting site, while at the same time collect current information about the tree including species, size, condition, and maintenance needs. The data will be integrated with CityWorks, the City’s GIS-based work order management software.

 

The City received seven proposals in response to the RFP #20-14. The proposals were evaluated by a committee and two firms were selected to be interviewed. Davey Resource Group, Inc. is recommended because of their extensive experience in conducting municipal tree inventories, their staff’s professional and technical knowledge and certifications, and knowledge of Ann Arbor’s urban forest.

 

Davey Resource Group, Inc. complies with the City’s Non-Discrimination and Living Wage ordinances.

 

Budget/Fiscal Impact: The total cost of the inventory is $175,010.00. This includes a base inventory fee of $159,100.00 and a contingency funding of  $15,910.00 for any unanticipated changes necessary for the completion of the inventory The work was included in the FY20 Stormwater Sewer System Fund Operations and Maintenance Budget ($152,680.00); as well as, the Parks Maintenance and Capital Improvement Millage Fund Operations and Maintenance Budget ($22,330.00).  However, the project was delayed because of the COVID-19 pandemic and so work will not begin until FY21. Therefore it is requested that funding be appropriated to the FY21 Public Works and Park Maintenance Units’ Operation and Maintenance Budgets for this project.

Staff

 

Prepared by:   Tiffany Giacobazzi, Urban Forestry & Natural Resources Planning Coordinator

Reviewed by:   Craig Hupy, Public Services Area Administrator

Approved by:   Tom Crawford, Interim City Administrator

Body

Whereas, Public Services staff have identified a need to conduct a comprehensive GIS based tree inventory update that will enable the City to maintain an acceptable level of service;

 

Whereas, RFP #20-14 was issued for this project and seven proposals were received;

 

Whereas, Davey Resource Group, Inc., is recommended because of their extensive experience in conducting municipal tree inventories, their staff’s professional and technical knowledge and certifications, and knowledge of Ann Arbor’s urban forest;

 

Whereas, Davey Resource Group, Inc. complies with the City’s Non-Discrimination and Living Wage Ordinances; and

 

Whereas, Funds are available in the approved FY20 Stormwater Sewer System Operations and Maintenance Budget, and FY21 Parks Maintenance and Capital Improvements Millage Fund Operations and Maintenance Budget;

 

RESOLVED, That Council approves the Professional Services Agreement with Davey Resource Group, Inc., for conducting a GIS based inventory of City-owned trees in the amount of $159,100.00;

 

RESOLVED, That Council approves a contingency of $15,910.00 to fund change orders necessary for the completion of the inventory as approved by the City Administrator;

 

RESOLVED, That City Council authorize funding without regard to fiscal year;

 

RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the agreement after approval as to substance by the City Administrator, and approval as to form by the City Attorney; and

 

RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.