RFP: Tree Inventory & Sustainable Urban Forestry Management Plan

REQUEST FOR PROPOSAL (RFP)
Tree Inventory & Sustainable Urban Forestry Management Plan
ISSUED: September 10, 2026
DUE: October 8, 2026
Email PDF submission to:
Jared Woolston
Director, Sustainable Community & Economic Planning
53 West South St.
Carlisle, PA 17013
jwoolston@carlislepa.org

Tree Inventory & Sustainable Urban Forestry Management Plan
The Sustainable Community & Economic Planning Department of the Borough of Carlisle, Pennsylvania
is accepting proposals for a one-time contract to perform certain professional services work for the
Borough of Carlisle for a Tree Inventory & Sustainable Urban Forestry Management Plan. Information is
attached outlining requirements for proposal submission, evaluation criteria, and the proposed
contract.
This project is partially funded by a grant from the Community and Watershed Forestry Program
administered by the Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau
of Recreation and Conservation (Bureau). The Bureau has certain requirements and standards that must
be met by the Carlisle Borough and its contracted consultant. This Request for Proposal (RFP) has been
prepared in accordance with Bureau requirements and standards. The Bureau will monitor the project
and certain documents will be subject to Bureau review and approval.
The DCNR Grant Agreement number is BRC-TV-30-200.
Proposals should be delivered digitally and received by Jared Woolston at jwoolston@carlislepa.org no
later than October 8, 2026.
If additional information is needed, please contact Jared Woolston, Director of Sustainable Community
& Economic Planning at jwoolston@carlislepa.org or (717) 636-0805.
The RFP is also posted on the Borough of Carlisle's website: www.carlislepa.org

TABLE OF CONTENTS
RFP for Tree Inventory & Sustainable Urban Forestry Management Plan
Section 1. BACKGROUND
Section 2. DESCRIPTION OF WORK
Section 3. GENERAL TERMS
Section 4. SCHEDULE AND BUDGET
Section 5. SCOPE OF WORK
Section 6. SUBMISSION REQUIREMENTS
Section 7. EVALUATION OF PROPOSALS
Section 8. CONTRACT FOR PROFESSIONAL SERVICES
Section 9. SPECIAL CONDITIONS
Section 10. CONTRACT FOR PROFESSIONAL SERVICES (Form)
APPENDICES TO CONTRACT
Appendix A: Commonwealth of Pennsylvania's Nondiscrimination/Sexual Harassment
Clause
Appendix B: Carlisle Borough's Nondiscrimination/Sexual Harassment Clause
NOTE: The term "proposer" or "firm" in this RFP means the person or firm making a proposal
based on the RFP.

SECTION 1. BACKGROUND
This project is partially funded by a grant from the Community Conservation Partnerships Program
administered by the Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau
of Recreation and Conservation (Bureau). The Bureau has certain requirements and standards that
must be met by the Borough of Carlisle (the Borough) and its contracted consultant. This Request for
Proposal (RFP) has been prepared in accordance with Bureau requirements and standards. The
Bureau will monitor the project and certain documents will be subject to Bureau review and
approval.
SECTION 2: DESCRIPTION OF WORK
Name: Tree Inventory and Sustainable Urban Forestry Management Plan
Location: Carlisle, Pennsylvania
Scope of Services:
A. Tree Inventory: The selected firm shall conduct a comprehensive inventory of all trees along
streets, on traffic islands, and in borough parks within the corporate limits of the Borough
(excluding I-81). The following data shall be collected for each tree:
Geographical coordinates
Street address and relative location
Land Use (i.e. residential, zoning district, natural area, etc.)
Growing space type (i.e. street, traffic island, lawn area, park, etc.)
Growing space dimensions (i.e. length of width of planting spaces; right-of-way strip,
individual wells, traffic island or indicate a lawn area.)
Individual tree well identification (empty or concrete/brick -filled tree wells)
Presence or absence of overhead wires
Species (common and Latin)
Diameter at breast (standard) height (DBH) (standard forestry measurement of a tree's
trunk diameter, typically taken at 4.5' above ground. Used to estimate tree volume,
age, growth and carbon storage).
Single or multi-stem designation
Condition rating including defects (roots, wounds, rot, deadwood, decay, etc.)
Risk assessment
Potential for and signs of root girdling
Arborist maintenance recommendations
Comments and notes
B. Sustainable Urban Forestry Management Plan (SUFMP): The selected firm shall provide an
UFMP and shall include, at a minimum, the following components based on the inventory
set forth above.
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Recommended and prioritized sustainable urban forest management action items
based on the inventory including:
A description of the borough's canopy cover and composition
Prioritized planting locations, including replacements and new plantings and if
necessary, a recommendation for engineered soil modification at location.
A cyclical pruning schedule and map
A list of preferred species, prohibited species, and species to be planted in limited
quantities
Short and long-term urban forest goals for a ten-year period sustainable urban forest
management goals and risk mitigation
Canopy cover goals
Climate change response
Tree pruning schedules
A plan for replacement and removals
Mitigation of pests and diseases
Benchmarks to ensure progress towards long-term goals
Specifications for planting, pruning, removals, and protection
Specifications from ANSI, ISA, and/or other nationally recognized standards for tree
care (pruning, planting, etc.)
Removal of invasive species, over-used species, etc.
Planting, information should, consider and include species hardy enough for
borough streets and traffic islands (drought tolerant, pollution tolerant, etc.)
Establish a pruning and maintenance cycle so that care is regularly scheduled.
(same concern as above with street tree pruning)
Protection and standards for trees in construction zones
Required and recommended certifications, qualifications, and training for staff,
contracted labor, and consultants
Formulating these requirements to mitigate risk, including climate impacts
Material and budget projections and considerations
Short- and long-term budget projections and needs
A plan for replacement of equipment and resources
Two (2) public events to educate borough residents on this project and the care of trees
for a total of two (2) hours
Eight (8) hours of training to be supplied to designated borough staff on forestry
The consultant will assist borough staff in updating relevant Borough of Carlisle
committees, boards and commissions with ongoing data collection efforts
Up to three (3) hours of technical assistance to borough staff to assist in understanding
how to use the inventory and Sustainable Urban Forestry Management Plan
SECTION 3: GENERAL TERMS
1. The RFP can be obtained online at: www.carlislepa.org
2. All questions must be submitted in writing to Jared Woolston, Director of Sustainable Community &
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Economic Planning at jwoolston@carlislepa.org or (717) 636-0805. All questions received after
October 1, 2026, at 4:30pm will not be addressed.
3. All data collection must be accomplished by an ISA Certified Arborist (ISA Certification Number) with
local knowledge of Pennsylvania tree species and five years of experience. The successful applicant
shall have at least one Tree Risk Assessment Qualified, Certified Arborist as designated by the
International Society of Arboriculture on the team. The Contractor shall submit proof of certifications
with their proposal.
4. The Borough reserves the right to reject any or all proposals and to select the proposal that it determines
to be in the best interest of the Borough.
5. The contract is subject to the approval of the Council of the Borough and is effective only upon their
approvals.
6. Proposers are bound by the deadline and submittal requirements for submittals in response to this
RFP as stated above.
7. Proposals will remain effective for Borough review and approval for 60 days from the deadline for
submitting proposals.
8. If only one proposal is received by the Borough, it may negotiate with the proposer or seek additional
proposals on an informal or formal basis during the 60-day period that proposals are effective.
9. The proposer is encouraged to add to, modify, or clarify any scope of work items it deems appropriate to
develop a high-quality plan at the lowest possible cost. All changes should be identified with an
explanation. However, the scope of work proposed must accomplish the goals and work stated
below.
SECTION 4: SCHEDULE AND BUDGET
1. It is anticipated that the planning process will be completed by January 21, 2027, after Notice to
Proceed from the Borough. There is a possible but not guaranteed extension to this timeline.
2. Proposals should clearly set forth in detail all expenses for which reimbursement is expected.
Consultant proposals should factor in extra/unforeseen meetings that may arise throughout the
process.
The Borough is open to recommended changes to the scope to better accommodate the budget for the
project and encourages consultants to suggest modifications to the scope that will assist in achieving the goals
and purpose of the project.
SECTION 5: SCOPE OF WORK
INTRODUCTION
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This Request for Proposals ("RFP") is made to qualified interested parties for proposals for a Tree Inventory
and Sustainable Urban Forestry Management Plan. The selected firm will conduct a comprehensive
inventory of the trees located along streets, on traffic islands, and in borough parks within the corporate
limits of the Borough, then create a Sustainable Urban Forest Management Plan. Trees in the parks below
would be inventoried when located in turf, along trails and open space areas. Wooded forests or
woodlands are excluded from this inventory.
Biddle Mission Park
Butcher Family Tot Lot
Carlisle Community Pool
Cave Hill Nature Center (contains all wooded forest)
Fairground Avenue Linear Park
Forbes Path
Goodyear Park
Heberlig Palmer Park
LeTort Park
Lindner Park
Memorial Park
Mooreland Athletic Field
Seven Gables Park
Shaffer Park
Spahr Tot Lot
Stuart Community Center
Thornwald Park
Valley Meadows Park
A tree inventory will help the Borough catalogue and document the public tree population, provide a
better understanding of the Borough's trees, and improve long-term management and growth of the local
tree population. Inventory must be provided in GIS shapefile format, using TreeKeeper and Excel. The
Sustainable Urban Forest Management Plan ("SUFMP") is intended to provide staff with guidance on how
to proceed with the information presented in the inventory. The management plan will also allow for a
more coordinated attempt at improving tree diversity within the Borough, as the plan will outline a list of
preferred species and species that should be prohibited. The selected firm shall also assist the Borough
in hosting public events to inform the residents about the nature of this project and how to care for trees
located in Borough right-of-ways and on private property. The selected applicant shall further provide
training to Borough employees in forestry. The plan should insist that, and describe why, certain
traditional forestry practices should never be used.
SECTION 6: SUBMISSION REQUIREMENTS
All proposals must contain the following:
1. Respondent's Certification Form
2. Respondent's Tax Certification Form
3. Letter of Transmittal
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This letter must include the following:
A statement demonstrating your understanding of the work to be performed.
A statement confirming that the firm meets the Consultant Qualifications (see Section 5 above).
The firm's contact person and telephone number.
4. Profile of Firm
This consists of the following:
A statement of the firm's experience in conducting work of the nature sought by this RFP;
advertising brochures may be included in support of this statement.
The location of the firm's office that will perform the work.
Resumes of individuals (consultants, employees) proposed to conduct the work and the specific
duties of each in relation to the work. DCNR requires that the project consulting team have the
minimum qualifications outlined in Section 4 Consultant Qualifications.
A reference list of other municipal clients of the firm with contact information.
Any other information relating to the capabilities and expertise of the firm in doing comparable
work.
5. Methods and Procedures
The proposal must include a detailed description of the methods and procedures the firm will use to
perform the work. Inclusion of examples of similar work is encouraged.
6. Work Schedule
The schedule must include time frames for each major work element, target dates for public meetings,
and dates for completion of draft and final documents. Additionally, ongoing coordination with the
Borough staff lead shall occur regularly throughout the process.
7. Cost
For each major work element, the costs must be itemized showing:
For each person assigned to the work, the title/rank (organizational level) of the person in the
organization, the hourly rate, and the number of hours to be worked.
The reimbursable expenses to be claimed.
The itemized costs must be totaled to produce a contract price. If awarded a contract, a proposer is
bound by this price in performing the work. The contract price may not be exceeded unless the
contract is amended to allow for additional costs.
If awarded a contract, the firm may not change the staffing assigned to the project without approval by
the Borough. However, approval will not be denied if the staff replacement is determined by the Borough
to be of equal ability or experience to the predecessor.
The method of billing must be stated. The preferred practice of the Borough is to pay upon completion
of the work and receipt of the required report. However, the Borough will consider paying on a periodic
basis as substantial portions of the work are completed. Regardless of the billing method used, a
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minimum of 10% of the DCNR Grant Award will be withheld until the final product is approved by DCNR
and all project costs are paid in full.
8. Contract
The contract form and DCNR "Nondiscrimination/Sexual Harassment Clause" is provided in Section 8.
DCNR requires that the "Nondiscrimination/Sexual Harassment Clause" be incorporated and/or
attached to the contract in its entirety.
SECTION 7: EVALUATION OF PROPOSALS
Borough staff will review all proposals to determine compliance with the Submission Requirements
listed in Section 3 of this RFP. Only proposals that comply with these requirements will be considered for
further evaluation and the Borough reserves the right to request additional information from any
applicant.
Borough staff may contact any party submitting a proposal after proposal opening and arrange an
interview with the appropriate representatives of the applicant. As part of any interview, the applicant
will be expected to make a 10-minute presentation on the applicant's credentials and planned approach
to the Project. The applicant should also be prepared to answer questions at any such interview. The
selection criteria and weightings for project selection (out of a total maximum score of 100) are as
indicated below.
Firm Experience (40 points maximum). Qualifications, familiarity, and experience of the firm and
proposed team members.
Technical Approach (20 points maximum). Project understanding and the consultant's approach to
the planning, organizing, and execution and management of the project effort.
Budget and Project Timeline (10 points maximum). Cost of services proposed, average hourly labor
costs, and identified cost control.
Project timeline (10 points maximum).
Understanding of the overall project and completeness of the proposal (20 points maximum).
SECTION 8: CONTRACT FOR PROFESSIONAL SERVICES
The selected consultant will be required to execute a contract with the Borough. The Borough will have
the right to terminate the contract at any time, with or without cause, upon (30) thirty days written
notice. The contract period for the services contemplated by this Request for Proposals will commence
upon awarding of the contract.
Terms & Conditions The Borough reserves the right to reject any or all proposals or to award the
contract to the next most qualified firm if the successful firm does not execute a contract within (30)
thirty days after the award of the proposal. The Borough shall not pay for any information contained in
proposals obtained from participating firms. The Borough reserves the right to request clarification on
any information submitted and additionally reserves the right to request additional information of one
(1) or more applicants.
If, through any cause, the consultant shall fail to fulfill in a timely and proper manner the obligations
agreed to, the Borough shall have the right to terminate its contract by specifying the date of
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termination in a written notice to the firm at least ninety (90) working days before the termination date.
In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work
completed. All documents submitted as part of the consultant's offering will be deemed confidential
during the evaluation process.
Execution of the Work and Payments Upon evaluation of proposals received in accordance with the
criteria outlined above, the selection of consultant by the Borough, and following the concurrence in the
award of contract by the Borough of Carlisle Council, a written contract will be executed.
Upon execution of the contract, the selected firm shall immediately begin the work and shall
continuously execute the work through project completion and closeout.
The selected consultant shall submit invoices for work completed to the Borough. Payments shall be
made to the consultant by the Borough in accordance with the contract after all required services and
tasks have been completed to the satisfaction of the Borough.
Equal Opportunity Employment Statement Any business that enters into a contract for goods or
services with the Borough shall:
(a) Implement an employment nondiscrimination policy prohibiting discrimination in hiring,
discharging, promoting or demoting, matters of compensation, or any other employment related
decision or benefit on account of actual or perceived race, color, religion, national origin, gender,
physical or mental disability, age, military status, sexual orientation, gender identity, gender
expression, or marital or familial status.
(b) Not discriminate in the performance of the contract on account of actual or perceived race, color,
religion, national origin, gender, physical or mental disability, age, military status, sexual
orientation, gender identity, gender expression, or marital or familial status.
(c) Comply with all applicable ordinances, statutes and regulations of the Borough, Commonwealth of
Pennsylvania or Federal Government relating to Equal Employment Opportunity.
SECTION 9: SPECIAL CONDITIONS
(a) The selected firm shall have prior municipal experience in tree inventory data collection and
analysis and shall provide a minimum of three (3) municipalities as references.
(b) All data collection must be accomplished by ISA Certified Arborists (ISA Certification Number) with
local knowledge of Pennsylvania, Ohio, and New York tree species and five years of experience. The
successful applicant shall have at least one Tree Risk Assessment Qualified, Certified Arborist as
designated by the International Society of Arboriculture on the team. The Contractor shall submit
proof of certifications with their proposal.
(c) No subcontractors will be allowed to work on this project. A list of degrees, Certifications or other
documentation must be submitted by the applicant as competent data collection experts.
(d) The applicant must be licensed and bonded in the Borough prior to starting the project.
(e) All inventory data and draft SUFMP should be submitted to the Borough by December 21, 2026, for
review and comment, and final deliverables shall be delivered no later than January 21, 2027. The
Borough will communicate any grant extensions with consultants to determine an amended project
schedule.
(f) Applicants must submit proposals for both the tree inventory and the SUFMP. Failure to do so
shall disqualify an applicant.
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