B2. Urban Forestry Sub Award AgreementCity of Kalispell
201 1' Ave E. P.O. Box 1997
Kalispell, Montana 59903-1997
(406) 758-7757 Fax (406) 758-7758
MEMORANDUM
To: Doug Russell, City Manager -9`Z
From: Chad Fincher, Director, Parks and Recreation
Re: 2016 Urban and Community Forestry Sub Award Agreement
Meeting Date: January 4, 2016
BACKGROUND: The Kalispell Parks and Recreation Department submitted a successful
program grant application to the Montana Department of Natural Resources and Conservation
and has been awarded $15,000 for the Urban Forestry Program Development Grant. Grant
funds will be utilized in two ways; the first part of the grant is centered around "Safe Schools"
that entail contracted pruning and removal of hazardous trees around prioritized elementary
schools within Kalispell. The second portion of the grant identifies funds for hiring a consultant
to write an Urban Forest Management Plan for Kalispell. These grant funds require a 50150 local
match, and the match will be met with both in -kind tree removal labor and current funding from
the Fiscal Year 15/16 urban forestry budget.
FISCAL IMPACT: $15,000 in additional funding for the urban forestry program will be made
available through this grant. Matching funds expended from the urban forestry budget will be
approximately $6,000.00 of authorized budget for grant funding match and approximately
$11,000.00 in kind labor services.
RECOMMENDATION: It is recommended the City Council move to authorize the City
Manager to enter into the grant agreement with Montana Department of Natural Resources.
ATTACHMENT: 2016 Urban and Community Forestry Sub Award Agreement
FOR DNRC USE ONLY
Subaward # UCF-16-101
Maximum amount under this Subaward Agreement: $15,000.00 Amendment # N/A
Source(s) of Funds Approved by
USDA FS Grant # 15-DG-11010000-008; CFDA # 10.664 FD - Fiscal
Legal
Project Manager
Fund Subclass Ory Percent Amount Expiration Amendment
03564 555UR 5114616 100% $15,000.00 12/30/2016 N/A
Workers Comp X N/A Attached Exempt Will be forwarded
2016 URBAN AND COMMUNITY FORESTRY SUBAWARD AGREEMENT
CITY OF KALISPELL PROGRAM DEVELOPMENT PROJECT
This Subaward Agreement (Subaward) is accepted by City of Kalispell, hereinafter referred to
as the "Subrecipient," Federal ID No. 81-6001281, DUNS# 021996665, and represented by
Fred Bicha, Parks Superintendent, PO Box 1997, Kalispell, MT 59903-1997, telephone
(406) 758-7716, according to the following terms and conditions.
This Subaward, awarded and administered by the Montana Department of Natural Resources
and Conservation (DNRC), is consistent with the policies, procedures and objectives of the
Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended. This Subaward
is awarded under federal grant #1 5-DG-1 1010000-008, executed on 06/26/2015, in the amount
of $4,030,300.00, from the United States Department of Agriculture — Forest Service (USFS)
and Catalog of Federal Domestic Assistance (CFDA) number 10.664 "Cooperative Forestry
Assistance."
SECTION 1. PURPOSE. The purpose of this Subaward is to establish mutually agreeable terms
and conditions, specifications, and requirements to grant funds to the Subrecipient for an Urban and
Community Forestry (UCF) Program Development project in or near, the City of Kalispell, Montana.
Basis for this subaward is the UCF Program, which is administered through a partnership with the
United States Department of Agriculture, Forest Service (USFS) and the DNRC. The Program
FY 2016 — UCF Program Development Subaward Page 1 of 8
Development Project Proposal for this Subaward to the Subrecipient is attached hereto as Appendix
"A" and is incorporated herein by reference.
SECTION 2. TERM. This Subaward is effective on the date of last signature. The Subrecipient
shall have until December 30, 2016, to complete the project and work described in Section 4,
Project Scope. The DNRC may, pursuant to Section 19, Agreement Renewal, grant an
extension for completion upon request and showing of good cause by the Subrecipient. Good
cause is defined as external factors preventing the Subrecipient from completing the work,
including but not limited to, inadequate staff, construction, hazard trees or other barriers on
project site(s), and extensive and prolonged inoperable weather conditions. A request for
extension must be submitted in writing no less than thirty (30) days prior to the termination date
if an extension is to be considered by DNRC.
SECTION 3. DNRC's ROLE. The DNRC is administering grant funds awarded by the USFS to
ensure that the funds are used according to the intent and procedures of the UCF Program
Development Grant Program. The DNRC will monitor project expenditures to assure payment
eligibility. DNRC assumes no responsibility for the Subrecipient's obligation to faithfully perform
the tasks and activities required by this Subaward. The Subrecipient may contact the DNRC's
liaison Jamie Kirby, at (406) 542-4288, jam iekirby(a)mt.gov, 2705 Spurgin Road, Missoula,
Montana 59804 for guidance related to administration of the terms of this Subaward. All
requests for information and assistance shall be submitted to the DNRC liaison, or her
designee.
SECTION 4. PROJECT SCOPE. (a) The Subrecipient must use the proceeds provided
pursuant to this Subaward to perform allowable activities under the Program. The key
outcomes of the project are the development of an Urban Forest Management Plan,
hazardous tree removals and tree replacements. (b) Supporting Documents/attachments.
The Program Development Project Proposal submitted by the Subrecipient, attached hereto as
Appendix "A" describes the projects and activities to be performed upon municipal lands by
Subrecipient and the required dates of completion. In addition, Subrecipient must fulfill the terms
specified in Appendix "B" "Additional Requirements to Proposal", which is attached hereto and
incorporated herein by reference. Funding will not be provided if the requirements outlined in
Appendices "A" and "B" are not fulfilled.
SECTION 5. PROJECT BUDGET. Subaward funds are allocated to the following budget
categories:
Project Funding Summary.
Direct Costs
Operating Expenses
$ 880.00
Payments to Beneficiaries (Cost Share)
$ 0.00
Contracted Services
$ 14,120.00
Subtotal - Direct Costs
$ 15,000.00
Total Subaward Amount
$ 15,000.00
Match Required 1:1
$ 15,000.00
Total Project Funding:
$ 30,000.00
This Subaward requires a match of 1:1 of federal to non-federal funds. No federal funds may
be used to satisfy the match requirement of this Subaward.
FY 2016 — UCF Program Development Subaward Page 2 of 8
The Subrecipient may transfer up to twenty percent (20%) of the total Subaward amount
between budget categories as needed to complete the project. The Subrecipient must notify
DNRC of such transfers. Transfers between budget categories in excess of twenty percent
(20%) of the Subaward amount must be requested by the Subrecipient, approved by DNRC,
and documented in an amendment to the Subaward.
SECTION 6. AVAILABILITY OF SUBAWARD FUNDS. The Subrecipient acknowledges and
understands that Subaward funds become available based on federal awards to DNRC. Costs
incurred by the Subrecipient no more than forty-five (45) days prior to the last signature on this
Agreement may be, upon approval by the DNRC, eligible for reimbursement or may be counted
as match funds.
The commitment by DNRC to expend money is contingent upon the DNRC receiving funds
under the Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended. No
liability shall accrue to the DNRC or its officials in the event such funds are not appropriated or
allotted as authorized under this legislation. Until DNRC notifies Subrecipient that obligated
funds are unavailable, DNRC will continue to comply with the terms of this Subaward, including
the disbursement of funds.
SECTION 7. BIDDING REQUIREMENTS. Upon acquiring products and/or services with funds
awarded pursuant to this Subaward, Subrecipient must submit a UCF Bid Solicitation
Verification Form attached as Appendix "C" and incorporated herein by reference to DNRC
establishing that Subrecipient has solicited a minimum of three (3) bids for every contract or
purchase issued by the Subrecipient over One Thousand and no/100 Dollars ($1,000.00) for
which subaward funds will be disbursed. Subrecipient shall follow all applicable procurement
procedures as required in Section 13, Compliance with Applicable Laws, and the applicable
OMB Circular 2 CFR 200 §§ 200.317 — 200.326.
SECTION 8. DISBURSEMENTS. The Subrecipient shall submit claims for disbursement of
Subaward funds to the DNRC liaison. Documentation of reimbursable costs incurred must be
submitted with the disbursement requests. Documentation may include but is not limited to
itemized receipts, vendor invoices, inspection certificates, financial reports that clearly show
expenditures, payroll records, copies of checks, bank statements, and other forms of proof of
payment. DNRC will determine whether documentation submitted adequately supports the
disbursement request and may require additional documentation before approving payment.
The DNRC will verify the claims and check them against the Reports required in Section 9 and
the Project Budget provided in Section 5. The DNRC will disburse Subaward funds to the
Subrecipient only upon DNRC's review and approval of the documentation submitted by the
Subrecipient. DNRC may withhold reimbursement for costs that are not allowed under this
Subaward and may require Subrecipient to provide adequate documentation to substantiate the
expenditures as allowable costs. Reimbursement of Subrecipient's expenditures will only be
made for expenses included in the Project Budget provided in Section 5 that are clearly and
accurately supported by the Subrecipient's records.
The Subrecipient must, prior to any funds being disbursed under this Subaward, provide
documentation of the one hundred percent (100%) match requirement for every disbursement
request sent to the DNRC for approval and payment. The match requirement may be met by
contributing cash, in -kind and/or donated contributions committed to the project. Before final
disbursement will be made by the DNRC to the Subrecipient, the DNRC Regional Urban
Forester must approve the completed project on the Project Inspection Form and must submit
FY 2016 — UCF Program Development Subaward Page 3 of 8
the said form along with the Project Report Form, to the DNRC Liaison, pursuant to Section 9,
Reports.
The DNRC will withhold ten percent (10%) of the total authorized subaward amount until the
project tasks outlined in Section 4, Project Scope and the Final Report required by Section 9 are
completed by the Subrecipient and approved by the DNRC.
Total payment for all purposes under this Subaward shall not exceed Fifteen Thousand and
no/100 Dollars ($15,000.00).
DNRC may, at its sole discretion, terminate or reduce the scope of this Subaward if available
funding is reduced for any reason. DNRC will provide Subrecipient at least 30 days' notice if
termination of this Subaward is determined to be necessary due to unavailability of funds.
Eligible expenses incurred by Subrecipient up to the specified date and time of termination will
be covered under the terms of the Subaward.
SECTION 9. REPORTS. A final Report that details the project status, results,
accomplishments and financial status will be submitted to DNRC liaison by the
Subrecipient for approval upon project completion. Final disbursement of Subaward
funds is contingent upon DNRC's receipt and approval of the following documents: 1)
Final Report, 2) DNRC Regional Urban Forester Project Inspection Form, and 3)
Completed Project Report Form, which is available to download from the DNRC Urban
Forestry website.
The deadline for submitting the Project Report Form is thirty (30) days after the
termination date provided for in Section 2, Term. Subrecipient understands that if the
Project Report Form is not provided to DNRC within thirty (30) days after the termination
date provided in Section 2, Term, that DNRC may elect to not make payment under the
terms of this Subaward. Furthermore, failure by Subrecipient to provide the Project Report
Form(s) to the DNRC liaison as required herein may cause the DNRC to terminate this
Subaward.
The DNRC shall, if necessary, provide the Subrecipient with further instructions regarding the
required reporting format and other specific reporting requirements when such requirements are
mandated by the Federal and/or State government(s). These new reporting requirements will
be provided in writing to Subrecipient and will be added to the terms of this Subaward via an
amendment should Subrecipient and the DNRC agree to those terms. The foregoing
notwithstanding, Subrecipient must comply with the terms of any future reporting requirements
that do not differ materially from those required by this Subaward.
SECTION 10. RECORDS AND AUDITS. The Subrecipient must maintain appropriate and
adequate records showing complete entries of all receipts, disbursements and other
transactions relating to this Subaward for three (3) years after the later of either the final
Subaward payment, or the termination or the expiration of this Subaward. The DNRC, the
Montana Legislative Audit Division or the Montana Legislative Fiscal Division may, at any
reasonable time, audit all records, reports and other documents that the Subrecipient maintains
under or during the course of this Subaward to ensure compliance with its terms and conditions.
FY 2016 — UCF Program Development Subaward Page 4 of 8
SECTION 11. PROJECT MONITORING AND ACCESS FOR INSPECTION AND
MONITORING. The DNRC or its agents may monitor and inspect all phases and aspects of the
Subrecipient's performance to determine compliance with this Subaward, including the
adequacy of records and accounts.
Because the funds awarded under this Subaward come from public funds, public access to the
project site and project records must be available. The Subrecipient shall accommodate
requests for public access to the site and records with due consideration for safety, private
property rights, and convenience of everyone involved.
SECTION 12. EMPLOYMENT STATUS AND WORKER'S COMPENSATION. The DNRC is
not an owner or general contractor for the project and the DNRC does not control the work
activities or work -site of the Subrecipient or any contractors that might be engaged by the
Subrecipient for completion of the project. The Subrecipient is independent from and is not an
employee, officer or agent of the DNRC. The Subrecipient, its employees and contractors, are
not covered by the Workers' Compensation laws applicable to the DNRC as an employer. The
Subrecipient is responsible for making sure that it and its employees are covered by Workers'
Compensation Insurance and that its contractors are in compliance with the coverage provisions
of the Workers' Compensation Act.
SECTION 13. COMPLIANCE WITH APPLICABLE LAWS.
The Subrecipient must comply with the requirements of the Federal Office of Management and
Budget (OMB) guidance in subparts A through F of Circular 2 CFR 200 "UNIFORM
ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS
FOR FEDERAL AWARDS" as adopted and supplemented by the USDA in 2 CFR part 400.
These regulations are available online at the following website: www.ecfr.gov.
Subrecipient certifies -that it will abide by all certifications and assurances set forth in Federal
Form AD-1048, "Certification Regarding Debarment, Suspension, Ineligibility & Voluntary
Exclusion — Lower Tier Covered Transactions," this form having been signed, attached hereto
as Appendix "D", and incorporated herein by reference. Per the terms of the federal award, the
Subrecipient shall also require all second -tier subrecipients and contractors to sign form AD-
1048, and shall keep completed forms on file. Subrecipient shall utilize www.sam.gov to verify
entities' status.
All work performed under this Subaward must fully comply with all applicable federal, state, and
local laws, rules, and regulations, including but not limited to, the Montana Human Rights Act,
the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities
Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting
by the Subrecipient subjects subcontractors to the same provision. In accordance with 49-3-
207, MCA, the Subrecipient agrees that the hiring of persons to perform this Subaward will be
made on the basis of merit and qualifications and without discrimination based upon race, color,
religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national
origin of the persons performing this Subaward. It shall be the Subrecipient's responsibility to
obtain all permits, licenses or authorizations that might be required from government authorities
for completion of the project. Procurement of labor, services, supplies, materials and equipment
shall be conducted according to applicable federal, state and local statutes. DNRC's signature
on this Subaward does not guarantee the approval or issuance of any permits, licenses or any
other form of authorization to take action for which Subrecipient must apply with DNRC or any
other government entity and submit to DNRC to fulfill the terms of this Subaward.
FY 2016 — UCF Program Development Subaward Page 5 of 8
NONDISCRIMINATION STATEMENT — PRINTED, ELECTRONIC, OR AUDIOVISUAL
MATERIAL. The Subrecipient shall include the following statement, in full, in any printed
audiovisual material, or electronic media for public distribution developed or printed with any
Federal funding.
In accordance with Federal law and U.S. Department of Agriculture policy, this
institution is prohibited from discriminating on the basis of race, color, national origin,
sex, age, or disability. (Not all prohibited bases apply to all programs.)
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights,
Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC
20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity
provider and employer.
If the material is too small to permit the full statement to be included, the material must at
minimum, include the following statement, in print size no smaller than the text:
"This institution is an equal opportunity provider. "
SECTION 14. AGENCY RECOGNITION REQUIREMENTS
Use of Agency Insignia. Subrecipient shall request in writing permission from the U.S. Forest
Service Northern Region and receive written permission from the USFS before using the USFS
insignia on any published media, such as a webpage, printed publication, or audiovisual
production. Subrecipient shall request in writing and receive written permission from DNRC
before using the DNRC insignia on any published media, such as a webpage, printed
publication, or audiovisual production.
Public Notices. Subrecipient is encouraged to give public notice of the receipt of this subaward
of federal grant funds and, from time to time, to announce progress and accomplishments.
Press releases or other public notices should include a statement substantially as follows: "The
funding for this project is derived in full or in part from a federal award of the U.S. Forest
Service, Department of Agriculture, subawarded by the Montana Department of Natural
Resources and Conservation, Forestry Division."
Acknowledgment in Publications, Audiovisuals, and Electronic Media. Subrecipient shall
acknowledge USFS and DNRC support as appropriate in any publications, audiovisuals, and
electronic media developed as a result of this subaward of USFS grant funds.
SECTION 15. INTELLECTUAL PROPERTY — GOVERNMENT RIGHT TO USE. Any graphic
material developed under this Subaward may be copyrighted with the proviso that the State of
Montana and the USFS will have a royalty -free, nonexclusive, and irrevocable right to produce,
publish or otherwise use, and authorize others to use the work for government purposes. The
Subrecipient must notify DNRC in writing when any patent rights arise from, or are purchased
with, funds awarded under this Subaward.
FY 2016 — UCF Program Development Subaward Page 6 of 8
SECTION 16. FAILURE TO COMPLY. If the Subrecipient fails to comply with the terms and
conditions of this Subaward, the DNRC may terminate this Subaward and refuse additional
disbursements of subaward funds, and take legal action to recover disbursed subaward funds.
Such termination will become a consideration in any future application for subawards under the
authority of the Cooperative Forestry Assistance Act of 1978, Public Law 95-313, as amended.
SECTION 17. ASSIGNMENT AND AMENDMENT. The Subrecipient may not assign or
transfer any portion of this Subaward without DNRC's express written consent. Amendments
will be attached as an integral component of this Subaward. This Subaward may be terminated
by the mutual written consent of both parties. If this Subaward is terminated, the Subrecipient
may not submit claims for reimbursement beyond the mutually agreed to termination date.
SECTION 18. MONTANA LAW AND VENUE. Any action orjudicial proceeding for
enforcement of the terms of this Subaward shall be instituted only in the courts of Montana and
shall be governed by the laws of Montana. Venue shall be in the First Judicial District, Lewis
and Clark County, Montana.
SECTION 19. AGREEMENT RENEWAL. This Subaward may, upon mutual agreement
between the parties and according to its terms, be extended.
SECTION 20. INDEMNITY AND LIABILITY (HOLD HARMLESS/INDEMNIFICATION).
Subrecipient agrees to be financially responsible for any audit exception or other financial
loss to the DNRC and the State of Montana which occurs due to the negligence,
intentional acts, or failure by Subrecipient and/or its agents, employees, subcontractors, or
representatives to comply with the terms of this Subaward.
Subrecipient hereby agrees to defend, indemnify and hold harmless the DNRC and the
State of Montana and its agents from and against any and all claims, demands, or actions
for damages to property or injury to persons or other damage to persons or entities arising
out of, or resulting from the performance of this Subaward or the results of this Subaward,
provided such damage to property or injury to persons is due to the negligent act or
omission, recklessness, or intentional misconduct of Subrecipient or any of its employees.
This Subaward is not intended to relieve a liable party of financial or legal responsibility.
SECTION 21. INSURANCE REQUIREMENTS. General Requirements: The Subrecipient
shall maintain for the duration of this Subaward, at its cost and expense, insurance against
claims for injuries to persons or damages to property, including liability, which may arise from or
in connection with the performance of the work by the Subrecipient, agents, employees,
representatives, assigns, or contractors. This insurance shall cover such claims as may be
caused by any negligent act or omission.
Specific Requirements for Commercial General Liability: The Subrecipient shall purchase
and maintain occurrence coverage with combined single limits for bodily injury, personal injury,
and property damage of $750,000 per occurrence and $1,500,000 aggregate per year to cover
such claims as may be caused by any act, omission, or negligence of the Subrecipient or its
officers, agents, representatives, assigns or contractors.
FY 2016 — UCF Program Development Subaward Page 7 of 8
This Subaward consists of pages 1 — 8, plus Appendix "A" - Program Development Project
Proposal, Appendix "B" - Additional Requirements to Proposal, Appendix "C" - UCF Bid
Solicitation Verification Form, and Appendix "D" - Federal Form AD-1 Q48.
The Subrecipient hereby accepts this Subaward according to the above terms and conditions.
Date
Date
By:
Subrecipient or Subrecipient's Authorized Representative
By:
Printed Name
DNRC Authorized Representative
Printed Name
FY 2016 — UCF Program Development Subaward Page 8 of 8
Montana Department of NatciPctl Red uc es and Conservation (DNRC)
2016 Urban Forestry Grant Application
COMMUNITY
DUNS NUMBER
FEDERAL TAX ID NUMBER
City of Kalispell
02199663
816001281
COMMUNITY ADDRESS CITY/TOWN STATE ZIP
P 0 Box 1997 Kalispell MT 59903-1997
PRINCIPAL REPRESENTATIVE (person DNRC will utilize as
TITLE
primary contact)
Fred Bicha
Parks Superintendent
PRINCIPAL REP ADDRESS (if same as above, leave blank) CITY/TOWN STATE ZIP
PHONE (DAYTIME)
FAX
EMAIL
406-758-7716
406-758-7719
fbicha@kalispell.com
OTHER IMPORTANT CONTACTS: List by name, title, and contact information (phone, email)
Chad Fincher, Director, 406-758-7960, cfincher@kalispell.com
Lisa Simmer, Administrative Specialist, 406-758-7715, (simmer@kalispell.com
TOTAL REQUEST AMOUNT (maximum request $15,000)
ARE YOU A CURRENT TREE CITY USA? (YIN)
$15,000
Yes
Use this page as the cover sheet and include separate paper for the Project Narrative. Please use the Budget Calculation sheets
provided. This document must be signed and dated by an individual that is legally authorized to act on the community's behalf. Please
answer clearly and concisely, and be sure to include all required attachments. Failure to do so will result in disqualification.
Parks and Recreation Dept
October 23, 2015
Jamie Kirby
Montana DNRC — Urban Forestry Program
2705 Spurgin Road
Missoula, Montana 59804-3199
MON TA NA
Re: Kalispell FY 2016 Urban Forestry Program Development Grant
Dear Jamie and Selection Committee:
The City of Kalispell Parks and Recreation is pleased to submit the enclosed FY 2016 Urban Forestry
Program Development Grant application. This grant application includes two projects: an Urban Forestry
Management Plan and a "Safe Schools" project.
A management plan identifying Kalispell's urban forestry needs and goals would help to educate both the
community leaders and the public of current concerns, funding needs and steps needed to maintain and
improve a sustainable urban forest.
While an urban forestry management plan is crucial, the city realizes we have an obvious issue of
hazardous trees that require immediate attention. The "Safe Schools" project focuses on the importance
of a healthy and safe urban forest in and around the immediate vicinity of schools. In addition to
educating our youth, schools serve a community in a variety of ways, often hosting functions such as:
voter poling locations, free lunch/food programs and emergency shelters in the event of major
catastrophes. In this time of unpredictable weather events there is a real possibility of natural disasters,
and schools may be looked to for emergency accommodations. The sites should not hinder or add to an
occurrence. Ensuring that school sites are the safest possible and do not pose additional threats to the
public.
The "Safe Schools" project will not only address hazard trees, but will also provide essential urban
forestry education and tree planting components. Our schools are community hubs, connecting residents
and families to resources in their neighborhoods, while providing playgrounds and greenspaces to
citizens.
Thank you for providing Kalispell this opportunity.
Sincerely,
Fred Bicha, Parks Superintendent
Kalispell Parks & Recreation
Appendix A
Safe Schools & Community Livability
Sustaining while improving Kalispell°s Urban Forest
The biophilia hypothesise describes an innate attraction that humans have for nature due to a long history of being
directly dependent on living things for basic needs. This deep connection persists, and may explain why the
experience of nearby nature may help people perform better in the office or at school.
Kellert, S.R., and E.O. Wilson. 1993. The Biophilia Hypothesis. Washington D.C., Island Press.
ION
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The Montana Urban Forestry Program is made possible through state funds and a grant from the USDA Forest Service.
Appendix A
PROJECT NARRATIVE
All of the following elements must be addressed in application. Try to limit responses to 500 words per section.
1. PROJECT ABSTRACT: Describe the type of project and clearly outline its purpose and goals. Are they in line with federal and
state program goals? Does the project address a strategic urban forestry objective? Describe how this project fits into the 'Big
Picture' of urban forestry in your community.
Urban Forest Management Plan
An Urban Forest Management Plan (UFMP) will be developed for Kalispell through hiring a consultant.
The UFMP will first provide analysis of the current urban forest inventory. Through working with stake
holders and citizens a plan will be developed and findings reported to City Council and community leaders.
Other key components of the plan:
❖ Suggest direction and priorities
❖ Survey of citizens & community leaders views and goals for Kalispell's urban forest
❖Review of current city right of way tree management and make suggestions
❖Analysis of Kalispell's urban forestry program in comparison with other communities of equal size
across America
❖Develop a current maintenance schedule and provide alternatives
❖Develop a risk management plan for Kalispell public trees
Kalispell continually explores ways to improve community livability and this project will assist to achieve
that goal. The development and adoption of a UFMP will provide factual and tangible information,
identifying the necessary steps to guarantee future sustainability.
Safe Schools, Education and Tree Planting
Studies have shown that students learning in areas with visual or
physical access to green spaces, trees and natural settings perform
consistently better than students without. Kalispell recognizes the
importance of providing a sustainable urban forest and thriving
green spaces adjacent to its schools to foster the education of our
youth — the leaders of tomorrow.
The removal of trees killed by Dutch Elm Disease (DED)
throughout Kalispell continues and will require all of Kalispell's
UCF resources to complete removals this winter. Looking past
DED, the next major hurtle is addressing hazardous trees. A recent
site visit to the schools identified four schools in dire need of both
tree removal and pruning of hazardous trees to achieve safer schools
and neighborhoods. Kalispell's "Safe Schools" project will include
both contract and in-house removal and pruning of hazardous trees
that are located in close proximity to playgrounds, crosswalks and
sidewalks used daily by children, families and faculty. This project
will increase the safety to students and users of the facilities. Eleven
trees have been identified to be removed while up to fifteen trees are
in need of deadwood pruning.
Once hazardous trees are removed, eight new trees will be planted utilizing the Montana Conservation
Core (MCC) and 5tb grade students. Forestry staff will work with MCC to develop a curriculum that
teaches students about tree planting and theAiiior adnce A trees; emphasizing the benefits to human health
and well-being, climate mitigation and improvements to air and water quality.
Many of the goals shared between The City of Kalispell, The United States Forest Service, and the DNRC
regarding urban forestry will be accomplished. Mutual goals to build forest resilience and lessen the
impact of invasive pests will be furthered through the removal of declining ash trees within the project
area. The Kalispell objective to diversify its urban forest would be furthered by planting trees of diverse
species. Focusing this project around schools will reduce the threats of urban forest fragmentation and
urbanization, which frequently occur around public and commercial buildings.
The "Safe Schools" portion of the project will accomplish improved livability by providing safer school
sites. Planting trees will be an investment in the future of the urban forest, enhancing schools and
neighborhoods, while meeting the goals of climate mitigation, energy conservation and positive human
mental well-being. The planting project will strengthen partnerships with students, volunteers and the
school district, who will experience hands on positive mental and physical connection.
2. PROGRAM DEVELOPMENT: How will this project help your community develop or improve a sustainable urban forestry
program? Is the project drawn from utilizing existing resources (i.e. inventory, management plan)? Refer to any existing &
current annual work plan, strategy, list of 3-5 year goals, or items in a long-term management plan.
A completed City of Kalispell Urban Forest Management Plan (UFMP) would greatly improve Kalispell's
urban forest, helping to justify and support city leaders and staff when making funding and maintenance
decisions. The management plan would identify all facets of the urban forest, outlining 3 -5 year goals and
the long-term strategic management plan necessary to increase sustainability and protect this valuable
resource for future generations. The Management Plan portion of the project will provide the necessary
tool to secure "buy in" from city leaders and citizens, by delineating all aspects of what is needed to keep
Kalispell's Urban Forest sustainable.
The "Safe Schools" portion of the project, identified through our forestry inventory, will help our
community advance a sustainable urban forestry program by proactively reducing forestry safety issues and
concerns at local schools, where trees are dead and dying or in need of maintenance and management.
Included in this project are the removals of ash trees that are in decline. Removal of the ash trees will also
be a proactive Emerald Ash Borer measure; eliminating trees prior to EAB infestation, slowing the spread,
while allowing for replanting with more diverse species.
3. PROJECT PERSONNEL: The personnel should possess the necessary qualifications or expertise to carry out project & program
goals. Please include name, title/qualification, project role, and level of involvement. A community representative will also be
required to view a presentation on grants administration led by DNRC. Please identify this person in this section.
❖Chad Fincher, Director, Kalispell Parks & Recreation, will provide oversite and serve as a liaison
between council, city manager, and forestry staff.
❖Fred Bicha, Parks Superintendent & Certified Municipal Arborist, will provide general oversite of the
grant project including coordinating on the ground operations.
❖Lisa Simmer, Administrative Specialist, will maintain files and records, track employee hours, and
process bills.
❖Kalispell Street Tree Board, will act as a liaison between the project and the public. The board will be
encouraged to write articles concerning the project. During the development of the UFMP the
board will provide input.
-*.*Montana Conservation Corp, will be ta��edtio assist with tree planting and the educational
component with 5t1' grade students.
❖ School District #5 Administration & Faculty, will be included in the planning of removal and pruning
work and will be invited to participate in the planting.
❖Flathead Industries, will be approached about assisting in watering of trees from June- August.
4. LEVERAGING LOCAL SUPPORT & OUTREACH: Please include any planned activities with partners, volunteers and/or public
education related to this project. Identify any other agencies, groups, etc. that will be involved.
Kalispell Street Tree Committee volunteers will be briefed and educated on this grant project. Street Tree
Members are routinely kept well informed and knowledgeable regarding forestry projects to allow them to
answer any questions or concerns they may field from the public regarding the cities ongoing
improvements to the urban forest. Committee members will review and provide input on the development
of the management plan. Committee members will participate in working with School District #5
administers to inform them of planned tree removals and maintenance around schools and to organize
educational and planting programs with 5tn grade students.
The Kalispell UFMP will require outreach to various stakeholders and citizens, raising awareness and
education of the urban forest.
Volunteers such as Montana Conservation Corp will be partnered with to facilitate educational
programming and to lead and assist students with tree plantings at or near schools. Partners Flathead
Industries (501 (c)(3) non-profit corporation) will be utilized to water and maintain mulch rings on newly
planted trees.
These projects will be promoted through all media available (t.v., radio, city social media, community
calendars, MailChimp — 2,000 residents) and will be included in reports to the City Manager and council
which are frequently noted in two local newspapers.
5. PROJECT WORK PLAN AND SCHEDULE: Provide a work plan/schedule for completing each activity and timetable for
completion with start and finish dates. Assume that tree planting & maintenance projects have until June 151h, 2016; other
projects have until September 30th, 2016.
Project Work Plan & Schedule:
❖December 2015 — Council approval & budget amendment, contract signing
4-January 2016 —Advertise RFP's for UFMP
❖January 2016 — Solicit bids for tree removal and pruning
❖February 2016 — RFP review and selection of consultant, contract signing
❖February 2016 — Street Tree Committee contacts and informs school administration of removals &
pruning projects
❖March 28 — 31, 2016 — School District Spring break — Contacted removal of 9 trees and pruning up to
10 trees
❖March 28 — 31, 2016 — School District Spring break — In house removal of 2 trees and pruning of 5
trees.
❖April 2016 — Completion of analysis for UFMP
**.*April 2016 — 8 Tree plantings with stu"dRM A volunteers including educational program with
students
❖May 2016 — UFMP public meeting/open house — council chambers
❖June 2016 — UFMP completion of citizen and council surveys
❖August 2016 — UFMP presentation to council
4-September 2016 —Project reporting and completion
6. PROJECT MONITORING & EFFECTIVENESS: How will you measure this project's success and accomplishments? Note that tree
planting and maintenance projects require a 3-year establishment plan (example at
http://dnrc.mt.gov/Forestry/Assistance/Urban/Grants.asp).
An UFMP would be a major accomplishment for the City of Kalispell. The ability to produce a written
document addressing all aspects of the existing conditions and plans for the future of the urban forest would
substantially improve the city's ability to succeed at forest sustainability. Effectiveness would be measured
by the completion and acceptance of a plan by City Council.
The Safe Schools project's success would be evident upon the completion of the removal and pruning of
hazard trees surrounding the schools, with measurable safety concerns minimized and liability lessened.
The part that will be impossible to track is the number of diverted property claims and human lives that
may be saved by this grant money being used on hazard tree removals.
Tree planting accomplishes the continued effort put forth by Kalispell to expand the urban forest and the
benefits that are associated with trees. All boulevard tree maintenance completed and trees planted through
this grant will be entered into the cities tree inventory database and tracked accordingly for the life of the
trees. Trees planted during this project will be monitored and/or watered as in accordance with the attached
tree maintenance schedule and will be trained pruned in years two and three following planting by park
staff.
I certify that the community/organization listed above has the approval of the local government to conduct this project.
PRINCIPAL REPRESENTATIVE: Name, Signature Fred Bicha,
AUTHORIZED COMMUNITY OFFICIAL: Name, Title, Signature _Fred Bicha, Parks Superintendent
Remove co -dominant ----�
leaders
Prune r�big or �
crossig banchcs
alter first year.
DO NOT stake or wrap trunk
urJess necessary
Remove tags and labels-0. (�
Remove all balling ropes
Remove "a basket
den and scone We w > a � t.
-- DO NOT prune terminal leader or
branch tips
Prune narrow crotch angles and
7� water sprouts after fist year.
Prune broken branches
Prune suckers
2" - 4"match kept away from truM:
Sol well to contan water
'
INAMEND® batkfa sd
Remove mritaher and cut circling roots it
container -grown, or as much burlap as
possible d field grown
Dug hole 2-3 times root bail width
Appendix A
Tree Maintenance Schedule
Year 1
Activity
Description of
Service
Material
J
F
M
A
M
J
J
A
S
O
N
D
Mulching
Wheelbarrow
each tree
X
Watering
Water truck
X
X
X
Inspection
Inspect while
mulching
X
Update Inventory
Map when
mulching
X
Year 2
Activity
Description of
Service
Material
J
F
MA
M
J
J
A
S
O
N
D
Small Tree
training
X
Mulching
Wheelbarrow
each tree
X
X
Watering
Water truck
X
X
X
Inspection
Inspect while
rump
X
Remove tree
hardware
Remove while
watering
X
Year 3
Activity
Description of
Service
Material
J
F
MA
M
J
J
A
S
O
N
D
Small Tree
training
X
Mulching
Wheelbarrow
each tree
X
X
Watering
Water truck
X
X
X
Inspection
Inspect while
pruning
X
List of Schools
Russel Elementary
Elrod Elementary
➢ 1 prune
➢ 3 remove
➢ 4 prune
Hedges
Linderman
➢ 6 remove
A 2 remove
A 6 prune
➢ 4 prune
BUDGET CAMNION FORM
PROJECT EXPENSES
QUANTITY/HOURLY RATE OR
PIECE RATE
GRANT
FUNDS
REQUESTED
(A) *
APPLICANT
CASH MATCH
(B)
$ VALUE OF
DONATED
AND IN -KIND
(C)
TOTAL
A + B + C
PERSONNEL EXPENSES (SALARIES/WAGES/BENEFITS)
*Requested grant funds cannot be used for regular personnel costs of city/town employees. However, forestry student interns or
summer forestry apprentice costs can be included as grant funds.
Chad Fincher, Director
16 hrs @ $56.36/hr
$901.76
$901.76
Fred Bicha, Parks
Superintendent
85 hrs @$43.69/hr
$3,713.65
$3,713.65
Lisa Simmer, Admin
30 hrs @ $33.70/hr
$1,011.00
$1,011.00
Parks Foreman supporting staff
20 hrs @$44.59/hr
$891.80
$891.80
MCC
7 people x 8 hrs x $19.89
$1,113.84
$1,113.84
Crew tree removals &pruning
2 — 4 person crews 84hrs @
benefitted wage remove 2, prune 5
$2,226.44
$2 226 44
Street Tree Committee
6 people @ $19.89 hr 10 hrs each
$1,193.40
$1,193.40
TOTAL PERSONNEL EXPENSES
$11,051.89
$11,051.89
OPERATING EXPENDITURES (TRAVEL, SUPPLIES, RENTALS, ETC.)
Trees @ wholesale
8 trees x$110/tree
$880.00
$880,00
Fencing
$5/tree x 8 trees
$40.00
$40.00
Rope/Tree Straps
.66/tree x 8 trees
$5.28
$5.28
Mulch
$5/tree x 8 trees
$40.00
$40.00
T-post for trees
4 per tree @ $5 each x 8 trees
$160.00
$160.00
TOTAL OPERATING EXPENSES
$880.00
$45.28
$200.00
$1,125.28
CONTRACTED PROFESSIONAL SERVICES
Management plan
Based on other plans around the
state
$8 000.00
$5,000.00
$13,000.00
Contract Tree Removal &
Pruning
Remove 9 trees @ $500/tree
Prune up to 10 trees based on
funding and removal costs.
$6,120.00
$6,120.00
Contracted Watering of trees
$450.00
$450.00
TOTAL CONTRACTED SERVICES
TOTAL PROJECT EXPENDITURES $15,000.00 $5,495.28 $11,251.89 $31,747.17
IMPORTANT NOTE:
UPON REQUESTING REIMBURSEMENT, ALL EXPENDITURES (INCLUDING CASH, DONATIONS AND IN -KIND CONTRIBUTIONS TO BE
APPLIED TO 100% MATCH) MUST BE SUBSTANTIATED WITH PROOF OF PAYMENT.
FEDERAL FUNDS MAY NOT BE USED FOR APPLICANT CASH, DONATED AND/OR IN -KIND CONTRIBUTIONS.
Appendix A
�> Elrod School Map created
s 1W16115
0 25 50 100 150 200 By FB_ KPR
Feet Projected Nad 83
op
i
Nk
0
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s
ow"
I p
lip Vol
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P, J
N
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A 'no
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1 11II
Appendix A
From: Fred Bicha
To: Palm, Lorie
Cc: Kirby, Jamie; Lisa Simmer
Subject: Kalispell 2016 PD grant application
Date: Thursday, November 05, 2015 12:57:48 PM
Attachments: image001.Dna
2016 Program Development Agplication.odf
Please find attached Kalispell's 2016 PD grant application.
If you have any questions or if something is missing please do not hesitate to call.
Thanks,
5;7e( ,Mek,1
Parks Superintendent
Kalispell Parks and Recreation
P.O. Box 1997
Kalispell, MT 59903
(406) 758-7716 Office
(406) 758-7719 Fax
http://www.lqalispell.com/pgrks-and recr
�a fis' e
J Porkt d Recreation
Appendix B
Additional Requirements to Proposal
In addition to the specifications provided in Appendix A, the following must be completed:
1) Tree planting specifications - Part (A)
2) Final Work Inspection Form -Part (B)
Part (A) — Tree Planting
All tree planting projects must follow the Best Management Practices for Tree Planting, a special companion
publication to the ANSI A300 Part 6: Tree, Shrub, and Other Woody Plant Maintenance — Standard Practices
(Transplanting). This booklet covers bare root, containerized, and balled and burlap tree stock. Specifications are
summarized here:
❑ Time of Year - The ideal time to plant a tree is when it is in a dormant
condition, either in early spring before bud -break, or in the fall, after
leaves have dropped. Weather conditions at these times are generally
cool, allowing plants to establish new roots before the onset of harsh
temperatures.
❑ Location — Visualize the tree in 20 years. Consider site restrictions
(available growing space, soil, pavement, overhead/underground
utilities, etc.) Call local utility services at least 2 days prior to digging
to locate underground utilities. (Usually 811 or 1-800-424-5555 in MT)
❑ Tree selection —Carefully inspect trees and only purchase those that
have a strong stem and no physical damage. Avoid trees with circling
roots, severe pruning cuts, dead bark or signs of insects and disease.
❑ Site preparation — Dig a hole three times as wide as the root ball, but not deeper. Amending soil is not
necessary unless planting in disturbed sites or poor soil quality. Break up compacted soil on sides of the
hole, and leave bottom firm.
❑ Tree preparation —1) Identify root flare - part of the trunk where the roots spread out at the base of the
tree. Root flare should be visible after the tree has been planted. You may have to remove some soil from
the top of the root ball to find the flare. 2) Cut away strings and burlap or plastic from around the trunk. If tree
is container grown, carefully remove container.
❑ Tree placement — Lift tree into planting space by the root ball, not the
trunk. Ensure tree is at proper depth and never plant too deep. Trunk
flare and top of root ball should be at grade. Balance tree upright at
center of planting space. Pull back burlap as much as possible without
removing soil from the root ball.
❑ Fill with soil — Fill the hole while watering, periodically pausing to gently
tamp base, ensuring the tree is firmly settling in the planting space.
Finish filling soil just below the trunk flare.
❑ Mulch — Apply 2 inches of organic material i.e. wood chips or similar
composted material. Leave bare soil around the trunk. Remove any tags,
wrap, flagging, etc. from the tree. Such items were only meant as
protection during transportation and installation.
❑ Only stake if necessary - Trees will establish more quickly and develop
stronger trunk and root systems if they are not staked at the time of
planting. However, protective staking may be required on sites where
equipment, animal damage, vandalism or windy conditions are concerns.
Use a wide, flexible tying material to avoid injuring trunk and allow the
Diagram courtesy of San Antonio
Parks and Recreation
Appendix B
tree to move or sway. Remove staking and ties after one year.
❑ Establishment — Do not fertilize at planting time. Water regularly throughout the first growing season (about
once a week unless significant rainfall is received), but do not overwater. Keep lawn mowers and string
trimmers away from tree to avoid wounding bark. Only prune dead or injured branches at time of planting.
Long term care & protection — Have a 3-year annual inspection program to replace mulch, provide small
tree training (light pruning cuts), and check for signs of stress, insects, disease, or vandalism. Keep trunk
area free and clear of weeds and other competing vegetation. Put a fence around tree if site is a feeding
ground for rabbits, deer, or other wildlife.
Part (B) — Project Inspection Form
Once the Subaward Project is complete, the Subrecipient must contact the DNRC regional urban forester to
schedule a final project inspection. The inspection will verify that all required work has been completed and
performed in accordance with state and program specifications. The Project Inspection Form must be completed by
the DNRC regional urban forester or duly designated DNRC representative. Upon completion and submittal of the
Project Inspection Form, a final payment of subaward agreement funds, including any funds that may have been
withheld from earlier payment requests, is made to the Subrecipient. If the project is not inspected and approved
by the DNRC regional urban forester, or deficiencies are found during inspection and not corrected, funds may be
withheld from the Subrecipient.
Appendix C
MONTANA URBAN & COMMUNITY
FORESTRY SUBAWARD
BID SOLICITATION VERIFICATION FORM
SUBAWARD PROGRAM:
SUBAWARD AGREEMENT #:
COMMUNITY/ORGANIZATION NAME
COMMUNITY/ORGANIZATION ADDRESS
CITY/TOWN STATE ZIP
PHONE
EMAIL
SUBAWARD 'S PRINCIPAL CONTACT NAME AND TITLE
PRINCIPAL CONTACT EMAIL & PHONE NUMBER
SERVICES BEING PROVIDED BY CONTRACTOR OR VENDOR:
CONTRACTOR OR VENDOR NAME Just list top 3 bid requests
BID AMOUNT
A
B
C
SELECTED CONTRACTOR
or VENDOR
1) Please describe the bid solicitation process:
2) Please explain why you chose the selected contractor or vendor:
3) If three bids are unavailable for submission please also describe the issue(s):
Appendix D
Form AD-1048 (iisg)
U. S. DEPARTMENT OF A GRIC UL TURE
Certification Regarding Debarment, Suspension, Ineligibility
and Voluntary Exclusion - Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment
and Suspension, 7 CFR Part 3017, Section 3017.510, Participants' responsibilities. The
regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733).
Copies of the regulations may be obtained by contacting the Department of Agriculture agency
with which this transaction originated.
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it
nor its principals is presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in
this certification, such prospective participant shall attach an explanation to this proposal.
ORGANIZATIONNAME PR1AWARD NUAMER OR PROJECT NAME
NAME(S) AND TITLE(S) OFAUTHORIZED REPRESENTATIVE
SIGNATURE(S) DATE
1 of 2
Appendix D
Form AD-1048 (REvERsE)
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this form, the prospective lower tier participant is providing the certification set
out on the reverse side in accordance with these instructions.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that the prospective lower tier participant knowingly
rendered an erroneous certification, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available remedies, including
suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this
proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as
used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing
Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person
who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant finiher agrees by submitting this form that it will include this clause
titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier
Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for
lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier
covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered
transaction, unless it knows that the certification is erroneous. A participant may decide the method and
frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,
check the Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order
to render in good faith the certification required by this clause. The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the ordinary
course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,
ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies
available to the Federal Government, the department or agency with which this transaction originated may
pursue available remedies, including suspension and/or debarment.
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