Urban Forest Management Plan 1-2016 Request for Proposalsw1=1=101"NaM- 1=1=1= /1 "No -Vic
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Intro to Kalispell
The City of Kalispell is located in the center of Flathead County in Northwestern Montana, 74
miles south of the Canadian border and 120 miles east of the Idaho line. The population of
Kalispell at last census was 19,927; however Kalispell services a county of approximately
140,000 people.
Kalispell has many wide beautiful tree lined boulevards. Roughly one hundred years ago
William Lawrence, the head of the water department, began a tree planting program that lined
many streets with maple trees (currently 48%). Approximately ten years ago Dutch Elm Disease
was discovered in Kalispell. Since the discovery, five hundred mature elm trees have been
removed. The current population of boulevard and city park trees in Kalispell is 8,353.
In 2009, The City of Kalispell acquired Tree Works, a tree inventory GIS based software
program. A college intern was hired and a tree inventory was completed for the majority of city
right of ways and parks over two summers. Presently this inventory is updated on a day to day
basis as work is completed. A copy of this data will be provided to the selected consultant in an
excel document for analysis.
Goals of the project
Part One (review)
Analyze current urban forest and provide an inventory report. Things to be analyzed shall
include:
A. Analyze tree species make up
B. Analyze diameter of trees as it relates to age of the urban forest
C. Analyze current tree conditions
D. Analyze maintenance needs
E. Analyze insect and disease concerns
F. Develop current maintenance schedule through one full pruning cycle based on current
staffing on a month by month basis, example, June -July 2031 prune 156 large trees on Isr
Ave W and 56 small trees on Cleveland Circle.
G. Utilizing NRCS soil data, analyze soils and identify trees that do well in those soils
H. Analyze hardiness zone and identify trees that would be conducive to Kalispell
L Analyze current staffing levels and equipment
J. Provide cost analysis of the value of the urban forest both monetarily as well as
environmentally utilizing the program I -Tree
Please include in the proposal anything that should be included to define the present condition of
Kalispell's Urban Forest.
Part Two (community engagement)
Engage and facilitate Citizens, City officials, Council, and Tree Board as well as other stake
holders to help develop vision, goals, and recommendations on the future of Urban Forestry in
Kalispell. Considerations to include but not limited to:
A. Host a town hall meeting
B. Develop a web survey to engage citizens
C. Attend a Tree Board meeting
D. Attend a City Council work session
E. Meet with City officials that deal with trees in some facet
Multiple meetings will be scheduled per day to limit number of days needed to complete
community engagement.
Please include resources over looked that may help give a more comprehensive picture of
Kalispell's Urban Forest.
Part Three (community analyzes and presentation)
Utilize information gained through community involvement to complete the UFMP. Prepare and
give a PowerPoint presentation at a City Council work session reporting findings.
A. Analyze community input from meetings
B. Develop community priorities
C. Develop vision, goals, and recommendations
D. Include findings from public engagement as additional components of original report
E. Provide maintenance alternatives and costs associated
F. If any alternatives are selected include in Part III as appendixes
Press Releases
Prepare press releases throughout project to keep citizens, and city informed (at least 3). One
press release at the beginning of the project telling the public about the project, one media
release at the conclusion of Part I inviting the public to be part of Part II, and a final release
summarizing the project and inviting the public to the council work session.
Alternatives:
If funding allows, alternatives may be added to original scope. Alternatives listed below should
be quoted separate from Parts I through III and will be awarded as funding allows.
A. Emerald Ash Borer (EAB) Readiness Plan
This plan will review the current ash population in Kalispell and provide a plan for
preparing for and dealing with EAB once it arrives. The plan should include:
a. Address what needs to be done presently and what will need to be done in the
future.
b. Provide a cost analysis for the management of EAB.
c. Include marketing material to be used for educating the public.
d. Suggest chemicals to be used in protecting trees from EAB.
B. Risk Management Statement
Develop a tree risk management policy for the City of Kalispell. Recommend a hazard
tree protocol for the City of Kalispell based on interactions through the development of
the UFMP.
C. Planting Plan
Through the public involvement process it is believed that uniformity and beauty of
boulevard trees will come to light as a priority of the community. A planting plan will
help guide the city and take advantage of opportunities as they arise. The plan should
provide street by street recommendations for planting. Species diversity should be a
large consideration.
D. Sample Inventory
Complete a 10% (-900 tree) inventory audit/update utilizing the cities current tree
inventory program, Tree Works utilizing hand held Trimble's. Include in the audit the
accuracy of the current inventory.
Review Period
Thirty days prior to the submission deadlines of the inventory report and final report electronic
copies of the documents will be made available to both DNRC and KPR in order to provide an
opportunity to review and provide comments prior to completion. Reviews will be completed
and returned to consultant at least fourteen days prior to final project deadlines. Comments
provided by DNRC and KPR should be addressed at final submission of inventory report and
final report.
Submission of Reports
At the end of Part I & Part III, three (3) printed copies of the inventory report will be provided to
KPR.
Reports will be spiral bound with hard cover and back on double -sided standard 8.5" x 11" non -
glossy white paper. The use of 11" x 17" fold out sheets for large tables, charts, diagrams, and
maps will be permissible but should be limited. Font type and size should be, "Times New
Roman", size 12.
At the conclusion of Part III a disk or flash drive will be provided to KPR with digital copies of
all PowerPoints, data, reports, pictures, and anything produced through the completion of this
project.
All elements produced either written or data will be the property of the City of Kalispell at the
completion of the project.
Project Time Frame
Feb 22, 2016 RFP due to KPR Office by 5:00 P.M.
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❖ Feb 29, 2016 Anticipated signing of a contract by City and Contractor
❖ April 2, 2016 Rough draft provided to KPR and DNRC for review of Part I
❖ April 17, 2016 Comments provided back to contractor concerning Part I
❖ May 2, 2016 Completion of Part I
❖ May 9, 2016 @ 7:00 P.M. Attend work session with City Council
❖ May 11, 2016 @ 4:00 P.M. Attend Tree Board meeting
❖ July 22, 2016 Rough draft of the completion of Part III & PowerPoint rough draft
provided to KPR and DNRC for review
❖ August 8, 2016 Rough draft of Part III & PowerPoint comments provided back to
contractor
❖ August 22, 2016 @ 7:00 P.M. Present findings at City Council work session, completion
of Part III
Insurance
If selected consultant shall provide City with proof of Consultant's liability insurance issued by a
reliable company or companies for personal injury and property damage in amounts not less than
as follows:
• Workers' Compensation - statutory
• Employers' Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual
aggregate
• Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate
The City shall be included or named as an additional or named insured on the Commercial
General and Automobile Liability policies. The insurance must be in a form suitable to City.
Contract
If selected consultant will be asked to enter into a Professional Services Agreement contract with
the City of Kalispell.
Payment
Payment will be made in two distributions. A payment equaling half the quoted amount will be
paid at the conclusion of Part I and the second half will be made at the completion of Part III. It
will be the contractor's responsibility to invoice the city for payment. Once an invoice is
submitted for payment the city requires 30 days to complete payment.
Formal Quotes
❖ Provide formal quotes to the Kalispell Park and Recreation Department on company
letterhead.
❖ Quote must be received by Feb 22, 2016 @ 5:00 pm.
❖ Quote should list prices individually for Parts I, II, and III with a total. In addition list
alternatives and the price for each.
❖ Proposals should clearly address each component and emphasis to be placed upon
providing information on project approach, similar projects recently performed, and
availability and qualifications of staff. Clarity, brevity, and precision in the proposal are
required.
❖ Please submit at least two examples of tree management type reports you have written in
the past either electronic or printed.
❖ Montana prevailing wage rates shall not apply as award shall not exceed $13,000.00.
A committee will review proposals, examples of past management plans/reports, prices quoted
and make the selection based on what is in the best interest of the City of Kalispell.
The City of Kalispell reserves the right in its sole discretion to reject all submissions, negotiate,
reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time
Submit to:
Fred Bicha
306 1" Ave E
Kalispell, MT 59901
fbicha@kalispell.com
406-758-7716
Project Funding
Funding for this project is made possible through the City's forestry budget as well a Program
Development grant from the DNRC and USFS. State and Federal reporting requirements will be
followed.
RFP Publish Dates
Sunday, February 7, and Sunday, February 14, 2016
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