REQUEST FOR PROPOSALS
Tree Inventory, Tree Inventory Software, and Management Plan
Issued on October 11th, 2024
City of Shelbyville Planning & Building Department
44 W. Washington Street
Shelbyville, IN 46176
317-392-5102
WWWW.SHELBYVILLE.IN.GOV
Issuing Agency: City of Shelbyville, IN
Planning Department
44 W. Washington Street
Shelbyville, IN 46176
All Inquiries: Maria Henriquez
mhenriquez@cityofshelbyvillein.com
317-392-5102 x 315
Submittal Deadline: November 1st, 2024, by 4:00 PM, local time
Submit proposals, as a PDF, to Adam Rude
arude@cityofshelbyvillein.com
Project Description
The City of Shelbyville is seeking proposals from qualified companies with experience in street tree inventory data collection and urban forest management plan preparation to procure a Street and Public Property Tree Inventory, a web based Tree Inventory Data Management Software System, and an Urban Forestry Maintenance Plan.
General
The City of Shelbyville currently has a very outdated tree inventory from 2001, and desires to inventory and assess public trees within the city to inform both short and long-term resource allocation and management strategies. Proposals must include the performance of a computerized and complete street tree inventory, installation of tree management software and development of an urban forestry maintenance plan. Comprehensive training on use of all the software shall also be provided. This project is being funded by the “Community & Urban Forestry IRA Grant” administered by the Indiana Department of Natural Resources, and all activities will be subject to the guidelines and regulations of this grant program.
Project Location
The planning area includes the street rights-of-way, street tree easements, parks, public facilities grounds, and other public property within the City of Shelbyville. Maps showing the location of work to be done will be provided to the Contractor before work begins.
Timing
All work shall be performed between 8:00 a.m. and 5:00 p.m., Monday through Friday, unless prior approval is given.
All work is to be completed by August 31, 2025
Discontinuance of Work:
The Planning Director shall have the authority to suspend the work, wholly or in part by written order for such period as the Planning Director may deem necessary due to unsuitable weather, or due to failure on the part of the Contractor to carry out orders given or to comply with any provisions of the contract documents. Any practice obviously hazardous, as determined by the Planning Director or his/her representative, shall be immediately discontinued by the Contractor upon receipt of either written or oral notice to discontinue such practice.
Scope of Work:
Street Tree Inventory: Conduct a tree inventory in all street rights-of-way, street tree easements, parks, public facilities grounds, and other public property located within the City’s corporate limits. Contractor may use a GPS-based data collection system and must provide the data to the City in Microsoft Excel and GIS shapefile formats.
Tree inventory data fields must include, but are not limited to:
Unique Tree Identification Number
Location – street address, GPS coordinates
Tree Common Name
Tree Latin Name
Trunk Diameter
Tree Height (Estimated)
Stems – number of stems
Condition (Overall) – good, fair, poor, dead
Observations – general observations warranting recognition, including damage to surrounding infrastructure or utilities
Primary Maintenance Needed
Urban Forest Maintenance Plan: The contractor will support the City in developing a
comprehensive urban forest maintenance plan. The plan shall be based on inventory data and discuss major trends, such as species composition and tree conditions, as identified in the inventory. Tree characteristics that affect management, such as species diversity, condition, and maintenance requirements, should also be discussed. Provide a multi-year budget and management recommendations. Additional content may include, but are not limited to:
Trends – species diversity, size distribution, condition, primary maintenance needs, etc.
Ecosystem Benefits – using the Tree Plotter report or generating report through i-Tree Eco.
5 and 10 year strategies for maintenance schedules.
Annual, 5-year and 10-year budgets for maintenance activities.
Potential pest and disease management
General recommendations
Applicable charts and graphs
Appendices
Project Pricing
Proposals shall include a lump-sum price for all work described in this RFP. Prices may be broken down into the three elements described above (1) Street and Public Property Tree Inventory, (2) Urban Forestry Maintenance Plan, and (3) Tree Inventory Data Management Software System.
Sample Work
At least one (1) reference relevant to the professional performance of work for consideration shall be provided. Additionally, at least one example of previous work shall be provided which demonstrates the firm’s qualifications to perform the Scope of Work for this project.
Administrative Information
Standard Terms and Conditions of Request for Proposals
All submittals must be valid for a minimum period of ninety (90) days after the date of the submission.
The City of Shelbyville makes no guarantees to any offering company until such time the City approves the contract.
The City of Shelbyville reserves the right to reject any or all proposals and to make the award as deemed in the best interest of the City.
Project Contact
The City’s contact for this project is Maria Henriquez. Prospective applicants may make inquiries concerning the Request for Proposals to obtain clarification of the requirements.
Direct all inquiries to:
Maria Henriquez
Deputy Planning Director
mhenriquez@cityofshelbyvillein.com
317-392-5102 x 315
Submittal
The offering shall be submitted to the attention of Adam Rude, via email by 4:00 PM on November 1st, 2024. Electronic copies shall be submitted to arude@cityofshelbyvillein.com. Late offerings will not be accepted. It is the responsibility of each firm submitting a proposal to ensure that the documents arrive at the by the submittal deadline. For larger files, the submitting firm should utilize a file sharing service to provide the City with a link to the files for download. The City shall provide confirmation once they have received your submission.
Incurring Costs
The City is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed contract.
Acceptance Time
The City intends to make a selection by 11/8/2024.
Proposal Evaluation and Consultation Selection
The City shall establish a selection committee to review and vote on the submitted proposals. Applicants shall demonstrate their qualifications to satisfy the Scope of Services. The company’s submittal shall address all aspects of the RFP and clearly express the company’s understanding of the City’s specific requirements, indicating the company’s personnel qualifications to conduct these services in a thorough and efficient manner.
Selection will be based on:
Company qualifications,
Relevant municipal street tree inventory and management plan experience,
Relevant certifications and qualifications,
Demonstration of understanding of the project description, scope of services and work to be
performed,
Schedule and cost estimated for identical tasks in the scope of services,
Other relevant experience,
Current or prior work in the City of Shelbyville.
