RFP 2024-2025 Citywide Tree Management & Planning

Agency:	City of Buffalo
State:	New York
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services
Posted:	Jan 25, 2024
Due:	Feb 23, 2024
Publication URL:	To access bid details, please log in.

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Request for Proposals

CITYWIDE TREE MANAGEMENT &

PLANNING

City of Buffalo

2024-2025

January 23, 2024

RE: Request for Proposals

2024-2025 City of Buffalo

Citywide Tree Management & Planning

The City of Buffalo Department of Public Work, Parks, and Streets, Division of Parks and

Recreation is seeking a qualified firm to provide services necessary for the management of City

owned trees, as defined in Scope of Services. The firm shall have the necessary expertise,

personnel and facilities to perform the services as a consultant for this project, as defined in

Scope of Services.

Any contract resulting from this solicitation will be awarded to that responsive and responsible

firm whose proposal conforms to the solicitation and will most effectively meet the needs of the

City. The City will take into consideration level of effort, technical qualifications, responsiveness

to objectives identified under Scope of Services below, efficiency and cost. Selection of a

proposal that will serve as the basis of negotiation for the award of the contract will be

accomplished in accordance with all State rules and regulations. The resulting contract will be

for the upcoming budget year.

SCOPE OF SERVICES

The selected firm will be responsible for the complete management of all data and inspection

regarding the City of Buffalo Trees. Responsibilities include, but are not limited to, maintaining

and updating the City’s tree GIS database, inspect and respond to citizen concerns regarding

tree issues and manage contractors hired by the City to work on trees throughout contract

execution for quality of work and payment verification.

__________________

Andrew R. Rabb

Deputy Commissioner for Parks and Recreation

The following request for proposals shall be published in the City of Buffalo City Record and on

the City of Buffalo Website on the following date: Thursday, January 25, 2024.

CITY OF BUFFALO

DEPARTMENT OF PUBLIC WORKS, PARKS, AND STREETS

DIVISION OF PARKS AND RECREATION REQUEST FOR PROPOSALS

Sealed proposals for: 2024-2025 CITYWIDE TREE MANAGEMENT AND PLANNING

will be received by the Commissioner of Public Works, Parks and Streets, Room 502

City Hall, Buffalo, New York, 14202, UNTIL FOUR P.M. LOCAL TIME ON:

FRIDAY, February 23, 2024

The following RFP will be made available on the City’s Website. Proposal documents

may be examined and obtained, at no cost, at the Department of Public Works, Parks,

and Streets, City Hall, 65 Niagara Square, Room 505 – City Hall, Buffalo, New York,

14202, from 9:00 a.m. to 4:00 p.m. weekdays from January 25, 2024, through February

23, 2024.

The City of Buffalo is requesting proposals from qualified individuals and firms to

provide necessary services for Citywide Tree Management and Planning. The City’s

objective in soliciting a Request for Proposals is to enable it to select a Respondent that

will provide the greatest value, quality and cost-effective services to the citizens of

Buffalo.

PROPOSERS SHALL COMPLY WITH ALL APPLICABLE LOCAL LAWS AND

ORDINANCES.

The City of Buffalo reserves the right to reject any and all proposals and to waive any

informalities therein.

Any questions on this project should be referred to:

Ross Hassinger, City Forester

Dept. of Public Works, Parks & Streets

Division of Parks and Recreation

65 Niagara Square

Room 505 City Hall

Buffalo, New York

Phone: (716) 851-4170

______________________________

Andrew R. Rabb

Deputy Commissioner for Parks & Recreation

Consulting services shall be described below.

SCOPE OF SERVICES

TASK 1 : DATA MANAGEMENT

1. Maintain the City’s tree inventory database, including tree data, service call records,

contract records, construction inspection records, related electronic documents and site

photographs. All data developed by Consultant under this agreement shall be the

property of the City of Buffalo.

2. Provide ArcGIS Web Mapping Applications (WMA’s) which include the most current City

tree inventory data.

A. Provide one WMA which shall be viewable online by the general public. The

information provided to the general public shall be limited to tree types and sizes,

service calls and work activity history as well as proposed work activities for the

individual tree.

B. Provide one WMA for editing existing or inputting new tree related data. This

application shall be password protected and accessible by the Consultant and

specified City personnel only.

C. Provide an online reservation system for the City’s Community Outreach Planting

Program. The system shall allow authorized users to select and reserve

approved tree species for individually approved planting locations.

3. Maintain construction management online communication tools as developed under

Task 3.1.

4. Provide and maintain (6) existing construction management online communication tools

for active contracts as described under Task 3.1.

5. All work completed under the Tasks 1, 2, 3.1, 3.2 and 4 shall be incorporated into the

GIS databases.

6. Task includes the hosting and maintenance of WMA’s for up to 15 months from award of

contract.

TASK 1.2: INVENTORY MANAGEMENT

1. Perform updates to the tree inventory. There are several areas within the City which

have undergone reconstruction since the inventory was updated and require the data to

be updated to current conditions. Updates to the inventory shall include both updates to

the erroneous existing inventory information as well as adding new inventory locations

where required. All updates and additions shall include a physical inspection of the tree,

and assessment of the tree condition, assignment of risk rating as needed,

recommended maintenance and direction to Contractors and/or Municipal Forestry Crew

to address issues as required.

2. All consultant tree inspectors shall be current Certified Arborists as recognized by the

International Society of Arboriculture or hold current equivalent state arborist license.

3. This task shall include up to 400 inventory updates.

TASK 2 : SERVICE CALLS

1. All consultant tree inspectors shall be current Certified Arborists as recognized by the

International Society of Arboriculture or hold current equivalent state arborist license.

2. As required, Consultant shall receive and review resident concerns regarding trees as

recorded by the Department of Citizen Services.

3. Physically inspect trees and provide maintenance recommendations. The maintenance

recommendations shall be determined from ground level observations of the trunk, large

branches and canopy of each tree and include only a visual inspection of accessible

components. Photographically record conditions. Dates of concern and resolution shall

be recorded. Inspection reports, photographs and recommendations shall be recorded

within the GIS databases. Resolutions shall be transmitted to the Department of

Citizen’s Services.

4. Duplicate calls for same location are not counted separately

5. All issues shall be ranked by the City’s approved risk rating system and prioritized

accordingly.

6. Create work order to appropriately direct Contractors and/or Municipal Crew to address

issues as required.

7. This task shall include up to 50 service calls.

TASK 3.1 : CONSTRUCTION COMMUNICATION MANAGEMENT

1. Develop and provide an online project communications tool including map based

displays and reporting capabilities that is password protected for the Contractor and/or

Municipal Crew to access. Web page(s) shall display work assigned to Contractor

and/or Crew and allow for work to be sorted in a manner so that higher priority work is

displayed first.

2. This task shall include up to (6) online contracts.

TASK 3.2 : CONSTRUCTION MANAGEMENT

1. Construction Inspections

a. Provide general administration of construction contracts by periodic visits to the

project site(s) and inspections by the Consultant and members of his/her staff. All

persons engaged or employed on inspection shall be subject to the approval of the

Commissioner of Public Works, Parks & Streets. The inspection shall be such as to

give proper direction on behalf of the City to the contractors and to observe

compliance with all contract requirements. Upon notification by the Contractor that

the work has been completed, the Consultant shall inspect the execution of work and

materials installed to determine the work was completed strictly in accordance with

the plans and specifications.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	RFP 2024-2025 Citywide Tree Management & Planning
Category:	Public Works, Parks & Streets
Status:	Open

RFP 2024-2025 Citywide Tree Management & Planning

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