HomeMy WebLinkAbout21-165 Resolution No. 21-165
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH DAVEY RESOURCE GROUP,
INC. FOR TREE INVENTORY SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Richard G. Kozal,City Manager,and Kimberly A.Dewis,City Clerk,be and are hereby authorized
and directed to execute an Agreement on behalf of the City of Elgin with Davey Resource Group,
Inc., for tree inventory services, a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: November 17, 2021
Adopted: November 17, 2021
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT,made and entered into this 17th day of November ,2021,by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and Davey Resource
Group,Inc.,295 S.Water Street,Kent,Ohio 44240,a Delaware corporation(hereinafter referred to as"FIRM").
WHEREAS,the CITY desires to engage the FIRM to furnish certain services in relation to Tree Inventory
Services(hereinafter referred to as the"PROJECT"),and whereas,the FIRM represents that it is in compliance with
Illinois Statutes relating to registration of companies and has the necessary expertise and experience to furnish such
services upon the terms and conditions set forth herein below.
NOW, THEREFORE,for and in consideration of the mutual promises and covenants contained herein,the
sufficiency of which is hereby mutually acknowledged,the CITY and the FIRM agree that the CITY hereby retains
the FIRM to act for the CITY in FIRM and provide the services involved in the PROJECT as forth herein,subject to
the following terms,conditions and stipulations:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Parks and Facilities Superintendent
of the CITY,herein after referred to as the"SUPERINTENDENT."
B. FIRM shall perform for the CITY the services for the PROJECT as outlined in the description for
such services in the letter from Davey Resource Group dated October 1, 2021, and the proposal
entitled "Proposal for RFP #21-057 — Tree Inventory," dated October 1, 2021, and consisting
twenty-one(21)pages,attached hereto and made a part hereof as Exhibit A.
II. PROGRESS REPORTS
A. A detailed project schedule for the PROJECT.is attached hereto and made a part hereof as Exhibit
B.
B. Progress will be recorded on the project schedule and submitted monthly as a component of the
Status Report described in Paragraph C below.
C. The FIRM will submit to the Director monthly a Status Report keyed to the Project Schedule. A
brief narrative will be provided identifying progress,findings and outstanding issues.
III. WORK PRODUCTS
All work product prepared by the FIRM pursuant hereto including,but not limited to,reports,plans,designs,
calculations,work drawings,studies,photographs,models and recommendations shall be the property of the
CITY and shall be delivered to the CITY upon request of the SUPERINTENDENT;provided,however,that
the FIRM may retain copies of such work product for its records. FIRM's execution of this Agreement shall
constitute FIRM's conveyance and assignment of all right,title and interest,including but not limited to any
copyright interest,by the FIRM to the CITY of all such work product prepared by the FIRM pursuant to this
Agreement. The CITY shall have the right either on its own or through such other consultants as determined
by the CITY to utilize and/or amend such work product. Any such amendment to such work product by
others shall be at the sole risk of the CITY. Such work product is not intended or represented to be suitable
for reuse by the CITY on any extension to the PROJECT or on any other project,and such reuse shall be at
the sole risk of the CITY without liability or legal exposure to the FIRM.
IV. PAYMENTS TO THE FIRM(Not-to-Exceed Method)
A. For services provided under this Agreement, the FIRM shall be reimbursed at the billing rate of
$3.00 per tree inventoried on this PROJECT,with the total fee not to exceed$50,000 in any single
year for the term of the Agreement,and with the total fee not to exceed$180,000 for the PROJECT,
regardless of the actual costs incurred by the FIRM unless substantial modifications to the scope of
work are authorized in writing by the CITY.
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B. The single year Not-to-Exceed fees of$50,000 and the total Not-to-Exceed fee of$180,000 include
all reimbursable expenses.
C. The CITY shall make periodic payments to the FIRM based upon actual progress within 30 days
after receipt and approval of invoice. Said periodic payments to the FIRM shall not exceed the
amounts set forth herein,and full payments for trees inventoried shall not be made until the task is
completed and accepted by the SUPERINTENDENT.
V. INVOICES
A. The FIRM shall submit invoices in a format approved by the CITY.Progress reports for the project
will be included with all payment requests.
B. The FIRM shall maintain records showing actual time devoted and costs incurred. The FIRM shall
permit the authorized representative of the CITY to inspect and audit all data and records of the
FIRM for work done under this Agreement. The FIRM shall make these records available at
reasonable times during the Agreement period and for a year after termination of this Agreement.
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the City may terminate this Agreement at any time for
convenience or any other reason upon thirty (30)days prior written notice to the FIRM without penalty. In
the event this Agreement is so terminated,the Firm shall be paid for goods provided and/or services actually
performed,and reimbursable expenses actually incurred as may be specifically provided for herein prior to
such termination, except that such payment and/or reimbursement shall not in any event exceed the total
amount set forth for the total contemplated payment provided for herein. Additionally, in the event this
Agreement is so terminated,the FIRM shall immediately cease the expenditure of any funds paid to the FIRM
by the City and shall refund to the City any unearned or unexpended funds.
VII. TERM
This Agreement shall become effective as of the date the FIRM is given a notice to proceed (the"Effective
Date")and,unless terminated for cause or pursuant to Article VI,shall be deemed concluded on the date the
CITY determines that all of the FIRM's work under this agreement is completed. A determination of
completion shall not constitute a waiver of any rights or claims, which the CITY may have or thereafter
acquire with respect to any term or provision of the Agreement. The term of the Agreement is for three years
from the Effective Date with up to seven one-year subsequent renewals, conditioned upon satisfactory
performance by the FIRM in the sole discretion of the CITY and appropriation of funds by the City Council.
If no funds are appropriated for a year of the Agreement,services will not be provided for that year and the
remainder of the Agreement shall remain in full force and effect.
VIII. NOTICE OF CLAIM
If the FIRM wishes to make a claim for additional compensation as a result of action taken by the CITY,the
FIRM shall give written notice of his claim within 15 days after occurrence of such action. No claim for
additional compensation shall be valid unless so made. Any changes in the FIRM's fee shall be valid only to
the extent that such changes are included in writing signed by the CITY and the FIRM. Regardless of the
decision of the SUPERINTENDENT relative to a claim submitted by the FIRM,all work required under this
Agreement as determined by the SUPERINTENDENT shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall be deemed to
constitute a default,and the other party has the right to seek such administrative,contractual or legal remedies
as may be suitable to the violation or breach;and,in addition, if either party,by reason of any default,fails
within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement,
the other party may terminate this Agreement.
X. INDEMNIFICATION
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To the fullest extent permitted by law, FIRM agrees to and shall indemnify, defend and hold harmless the
CITY, its officers, employees, agents, boards and commissions from and against any and all claims,suits,
judgments,costs,attorney's fees,damages or other relief,including but not limited to workers'compensation
claims,in any way resulting from or arising out of negligent actions or omissions of the FIRM in connection
herewith, including negligence or omissions of employees or agents of the FIRM arising out of the
performance of this Agreement. In the event of any action against the CITY,its officers,employees,agents,
boards or commissions,covered by the foregoing duty to indemnify,defend and hold harmless such action
shall be defended by legal counsel of the CITY's choosing.
XI. NO PERSONAL LIABILITY
No official,director,officer,agent,or employee of the CITY shall be charged personally or held contractually
liable under any term or provision of this Agreement or because of their execution, approval or attempted
execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The FIRM shall provide,pay for and maintain in effect,during the term of this
Agreement,a policy of comprehensive general liability insurance with limits of at least$2,000,000 aggregate
for bodily injury and$2,000,000 aggregate for property damage.
The FIRM shall deliver to the SUPERINTENDENT a Certificate of Insurance naming the CITY as additional
insured. The policy shall not be modified or terminated without thirty(30)days prior written notice to the
SUPERINTENDENT.
The Certificate of Insurance,which shall include Contractual obligation assumed by the FIRM under Article
X entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or self-insurance
programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it
excess over other available insurance,alternatively,if the insurance states that it is excess or prorate,it shall
be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,
non-owned, and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to
property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto
exposures may be met with a combined single limit of$2,000,000 per occurrence subject to a$2,000,000
aggregate.
D. Professional Liability. The FIRM shall carry FIRM's Professional Liability Insurance covering claims
resulting from error,omissions,or negligent acts with a combined single limit of not less than $2,000,000
per occurrence. A Certificate of Insurance shall be submitted to the SUPERINTENDENT as evidence of
insurance protection. The policy shall not be modified or terminated without thirty (30)days prior written
notice to the SUPERINTENDENT.
XIII. CONSTRUCTION MEANS,METHODS,TECHNIQUES,SEQUENCES,PROCEDURES AND SAFETY
The FIRM shall not have control over or charge of and shall not be responsible for construction means,
methods,techniques, sequences,or procedures,or for safety precautions and programs in connection with
the construction,unless specifically identified in the Scope of Services.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination
against any employee or applicant for employment because of sex, age,race, color, creed,national origin,
marital status, of the presence of any sensory,mental or physical handicap, unless based upon a bona fide
occupational qualification, and this requirement shall apply to, but not be limited to, the following:
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employment advertising,layoff or termination,rates of pay or other forms of compensation and selection for
training,including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities
made possible by or resulting from this Agreement on the grounds of sex,race,color,creed,national origin,
age except minimum age and retirement provisions,marital status or the presence of any sensory,mental or
physical handicap. Any violation of this provision shall be considered a violation of a material provision of
this Agreement and shall be grounds for cancellation,termination,or suspension,in whole or in part,of the
Agreement by the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of
the parties hereto;provided,however,that no assignment shall be made without the prior written consent of
the CITY.
XVI. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions
of this Agreement and the FIRM shall remain liable to the CITY with respect to each and every item,
condition and other provision hereof to the same extent that the FIRM would have been obligated if it had
done the work itself and no assignment,delegation or subcontract had been made.
Any proposed subcontractor shall require the CITY's advanced written approval.
XVII. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture,employment or other agency
relationship between the parties hereto.
XVIII. SEVERABILITY
The parties intend and agreed that,if any paragraph,sub-paragraph,phrase,clause or other provision of this
Agreement,or any portion thereof,shall be held to be void or otherwise unenforceable,all other portions of
this Agreement shall remain in full force and effect.
XIX. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and
for reference and in no way are they intended to define,limit or describe the scope of intent of any provision
of this Agreement,nor shall they be construed to affect in any manner the terms and provisions hereof or the
interpretation or construction thereof.
XX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter
hereof and may not be changed, modified, discharged or extended except by written amendment duly
executed by the parties. Each party agrees that no representations or warranties shall be binding upon the
other party unless expressed in writing herein or in a duly executed amendment hereof,or change order as
herein provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws
of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any rights pursuant to
this agreement shall be in the Circuit Court of Kane County,Illinois.
XXII. NEWS RELEASES
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The FIRM may not issue any news releases without prior approval from the SUPERINTENDENT,nor will
the FIRM make public proposals developed under this Agreement without prior written approval from the
SUPERINTENDENT prior to said documentation becoming matters of public record.
XXIII. COOPERATION WITH OTHER FIRMS
The FIRM shall cooperate with any other FIRMs in the CITY's employ or any work associated with the
PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING
The FIRM certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720
ILCS 5/33E et seq.or any similar state or federal statute regarding bid rigging.
XXV. SEXUAL HARASSMENT
As a condition of this contract, the FIRM shall have written sexual harassment policies that include, at a
minimum,the following information:
A. The illegality of sexual harassment;
B. The definition of sexual harassment under state law;
C. A description of sexual harassment,utilizing examples;
D. The vendor's internal complaint process including penalties;
E. The legal recourse, investigative and complaint process available through the Illinois Department
of Human Rights,and the Illinois Human Rights Commission;
F. Directions on how to contact the department and commission;
G. Protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-
105.
XXVI. COMPLIANCE WITH LAWS
Notwithstanding any other provisions of this Agreement, it is expressly agreed and understood that in
connection with the performance of this Agreement,the FIRM shall comply with all applicable federal,state,
city and other requirements of law, including, but not limited to, any applicable requirements regarding
prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing,the FIRM hereby certifies,represents and warrants to the City that all of the FIRM's employees
and/or agents who will be providing products and/or services with respect to this Agreement shall be legally
authorized to work in the United States.The FIRM shall also,at its expense,secure all permits and licenses,
pay all charges and fees,and give all notices necessary and incident to the due and lawful prosecution of the
work,and/or the products and/or services to be provided for in this Agreement.The City shall have the right
to audit any records in the possession or control of the FIRM to determine the FIRM's compliance with the
provisions of this section. In the event the City proceeds with such an audit,the FIRM shall make available
to the City the FIRM's relevant records at no cost to the City.The FIRM shall pay any and all costs associated
with any such audit.
XXVII.WRITTEN COMMUNICATIONS
All recommendations and other communications by the FIRM to the SUPERINTENDENT and to other
participants which may affect cost or time of completion, shall be made or confirmed in writing. The
SUPERINTENDENT may also require other recommendations and communications by the FIRM be made
or confirmed in writing.
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XXVIII.NOTICES
All notices,reports,and documents required under this Agreement shall be in writing and shall be mailed by
First Class Mail,postage prepaid,addressed as follows:
A. As to CITY:
City of Elgin
Richard Kozal
City Manager
150 Dexter Court
Elgin,Illinois 60120
B. As to FIRM:
Davey Resource Group,Inc.
Joe Gregory,Operations Manager
295 South Water Street,Suite#300
Kent,Ohio 44240
IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement as of the date
and year first written above.
FOR THE CITY: FOR THE CONSULTANT:
AA,
By By:
City Manager Its: Joe Gregory,Regional Operations Manager
Att .t: Attest:
414t j'
City Clerk S retary
Erika J. Schoenberger,VP, General Counsel and Secretary
F:\Legal Dept\Agreement\Davey Resource Group-Tree Inventory Agr-Clean-11-2-21.docx
6
RFP 21-057 2021 TREE INVENTORY
EXHIBIT A
PROPOSAL FOR RFP 21-057-TREE INVENTORY
DAVEY .,
Resource Group
Corporate Headquarters October 1,2021
295 S.Water Street
Suite 300 Daina DeNye,Purchasing Director
Kent,Ohio 44240 City of Elgin,Illinois
150 Dexter Court
330.673.5685 Elgin,Illinois 60120
Toll Free 1.800.828.8312 RE: Proposal—Tree Inventory
Fax 330.673.0860 Dear Ms.DeNye;
From regular tree pruning, to the city's previous tree inventory, Davey Resource Group,
Inc. "DRG" and our parent company,The Davey Tree Expert Company, have been pleased to
work alongside the City of Elgin in the management of your urban forest.
Lee Mueller,CF
We are excited to provide you this proposal which describes,in detail,our approach to your
Market Manager
project. Our team has crafted this project scope based on the city's RFP and our understanding,
SAF Certified Forester based on our familiarity with the city's program and your urban forest management goals.We
ISA Certified Arborist414-8A understand that this project is a priority for city staff, leadership, and the residents of your
community, and our proposal has been structured to best meet your community's particular
Tree Risk Assessment Qualified needs and expectations.
MI Registered Forester 46043 DRG has the local experience and industry qualifications to successfully complete this
Celt 248.221.0439 project.We have a full complement of professional arborists and college-educated foresters based
in Illinois—and can expand our complement to meet tight deadlines,if necessary.
Davey Resource Group,Inc."DRG,"formerly known as Davey Resource Group,a division
of The Davey Tree Expert Company,has an unmatched legacy in the tree care business. Since
1992, Davey Resource Group has completed over 1,000 tree inventories across the nation.No
other company has done as many tree inventories or master plans as Davey Resource Group.
If you need any additional information or clarification on the enclosed proposal,please
feel free to contact me directly at 248-221-0439 or lee.mueller@davey.com.
I look forward to working with you,
Lee Mueller,CF
Market Manager
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Proposal for RFP #21 -057
Tree Inventory
Prepared For: Prepared By:
City of Elgin Lee Mueller
150 Dexter Court Market Ala nap.r
Elgin,II,60120 Davey Resource Group,Inc.
910 South Riverside Drive,#5
Elmhurst,IL 60126
Cell:248-221-0439
E-mail:lee.mueller@davev.com
f.
October 1, 221 DAVEY c,
RFP#21-057 Tree Inventory Resource Group
Introduction
Trees are part of everyday life in the City of Elgin.The city's urban forest creates.a sense of place and supplies real
benefits to those who live in Elgin. Trees along streets,in parks, around playgrounds, and in backyards provide
shade and beauty and enhance the quality of life in Elgin by bringing natural elements and wildlife habitats into
urban settings. Trees also moderate temperatures,reduce air pollution and energy use,improve water quality,and
promote human health and well-being.Davey Resource Group,Inc."DRG"understands the benefits trees bring
to your community.We also realize the challenges that come with managing public trees.
About Davey Resource Group, Inc.
For over 29 years, DRG has inventoried trees throughout the United States,including in Elgin.We know that the
data collected during a tree inventory is critical to helping you manage your urban forest proactively and better
mitigate tree-related risk. Since you rely on the inventory data and findings and recommendations to make
important decisions, DRG uses only qualified, experienced staff who are knowledgeable of both industry
standards and the municipal work environment.
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Trees bring natural elements and wildlife habitats into urban settings and they also
moderate temperatures, reduce air pollution and energy use, and improve water quality.
Davey Resource Group
Page 1
Urban Forest Experts
We are pleased to refarniliarize the city with DRG's team of urban forest experts and present our qualifications for
providing tree inventory and planning services.DRG's team will provide you with solutions you can count on for
building and maintaining tree canopy in a manner that not only enhances community aesthetics and public safety
but also improves the community's environmental and social well-being through trees.
Our team consists of International Society of Arboriculture (ISA) Certified Arborists, urban and traditional
foresters, urban planners, Geographic Information Systems(GIS)and Information Technology(IT)specialists,
and ecological scientists. We have experience working with a wide variety of clients, including municipalities,
parks, commercial complexes, and utilities, and have the knowledge, certifications, and training required to
complete Elgin's project on time and budget while exceeding the city's expectations.
We understand that the information in a tree inventory database and summary report helps you to complete your
daily work more efficiently and allows you to:
• Respond to inquiries and requests about trees
• Quickly find trees when you need to schedule work
• Keep maintenance records up to date
• Make data-driven decisions;be accountable for actions and justify decisions
• Showcase the benefits of your urban forest
Natural Resource Management
DRG's Environmental Consulting team is your committed partner for natural resource planning and
management. With 22 local offices and a national footprint,we offer a wide and growing variety of consulting
services (in addition to urban forestry), including wetlands and stream studies, environmental design and
ecosystem restoration,stormwater management and compliance,and invasive species management.
We understand the complex ecosystems, resource challenges, and regulatory concerns that impact the success of
any environmental project. No matter the location—dense city core or a remote rural site—we leverage our
creativity and expertise to deliver reliable, turn-key environmental consulting services. We combine the latest
technologies with time-tested techniques to provide high-quality results in a timely and professional manner.
Davey Resource Group
Page 2
A Trusted Partner and Supporter of Arboriculture
Davey is a trusted partner of the United States Department of Agriculture(USDA)Forest Service and the Arbor
Day Foundation, and a long-time supporter of the ISA and its local chapters.Davey is a founding partner with
the USDA Forest Service of the i-Tree software.
Davey staff helped to develop and revise the American National Standards Institute (ANSI) standards for
arboriculture, including tree risk assessment, and drafted some of ISA's best management practices. Davey also
works with the Tree Care Industry Association (TCIA), as safety is priority one for the Davey Company.
Recently, DRG created the Urban Forest Program Continuum to help our clients gauge and grow their tree
management programs.
URBAN FOREST
PROGRAM CONTINUUM'
STAY ON TRACK FOR SUSTAINABLE GROWTH
Below are the steps that urban forest programs take to create and maintain
the healthiest and newt resilient urban frost pwsibto.Each
component creates a strong foundation of stndegic planning.
program funding,and community support which wolfs ICE.
in tlwinig urban forests. _a
URBAN FO•
MASTER P
FUNDED ❑20-year Vision
PROGRAM ❑Urban Tree Canopy
❑Urban Forest Analysis
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TREE Management Plan Stakeholder Input
INVENTORY ❑Proactive
Maintenance
❑Inventory Updating
❑Goal Sarong
• DEDICATED 5 Year Cycle
COMMITMENT •10 Year Cycle
0 Certified
Arborist Staff
El Annual Level 1
Assessments
TREE CITY USA
❑Tree Board
❑Funding
Ordinance •
Davey Resource Group has proven solutions to help the City of Elgin launch
its program forward along the Urban Forest Continuum.
Davey Resource Group
Page 3
DRG's Focused Urban Forestry Services
• - TREE INVENTORY
Whether inventorying one tree or hundreds of thousands of trees, DRG tailors
4 each inventory to meet your specific program needs and project budget.
TREEKEER® SOFTWARE
Developed, maintained, and supported by DRG's in-house IT professionals,
TreeKeeper®is easy-to-use,web-based software used to manage, share, and update
inventory data.
URBAN FOREST PLANNING
Whether City of Elgin needs help managing the city's trees daily or reaching
It.
overarching goals for the urban forest, our team has the experience, tools, and
gt ability to help Elgin achieve both its short- and long-term goals. DRG develops
`� management and master plans as well as storm preparedness, tree protection,
woodlot,and invasive species management plans.
GIS
x.. With GIS specialists in-house,we can map the city's urban tree grow out, analyze
the spatial distribution of available planting space,and predict the impact of threats
;x'',,7 ' ... to the tree canopy.
1 STAFFING
If the City of Elgin does not have an urban forester or needs help with program
management or projects,DRG's experienced ISA Certified Arborists work on-call,
),4664.00 Nut perform project work,or work as part-time or full-time contract staff.
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TREE BENEFITS
As a developer of i-Tree, DRG knows how to use i-Tree Tools to highlight the
benefits of your trees.
.
i-Tree .e
Davey Resource Group
Page 4
Scope of Work
This project is an integral part of Elgin's comprehensive tree care program. The results of this project will help
Elgin better understand the composition, structure, and maintenance needs of its urban forest, allocate
resources, develop risk management strategies,and promote the ecosystem benefits the city's trees provide to the
local community.
The proposed project has the following key components:
1. Tree Inventory. The project is a GIS-based inventory of maintained trees found along public
rights-of-way (ROW) and public properties. The inventory consists of DRG's urban foresters
locating approximately 60,000 sites and recording the specified information about each site in the
inventory database.DRG bases our tree inventory on the ANSIA300 Part 9 standards.
2. Summary Report. Upon completion of the Inventory, Elgin's inventory data will be used to
develop a tree inventory summary report, based on industry standards and best management
practices.
Davey Resource Group
Page 5
Project Approach
The following sections describe DRG's overall approach,or methodology,for accomplishing the city's scope of
, _
work. This section includes a plan of work for the tree inventory and explains the technologies we use to
complete the inventory, and a description of a typical inventory summary report. To illustrate the strength and
experience of the DRG team, a few representative staff resumes, project examples, and references are in
Appendices A and B,respectively.
Dedicated to Safety
Safety is the number one priority of DRG. To ensure the safety of DRG's workers and those traveling nearby,
DRG uses the following Personal Protective Equipment (PPE): ball caps (hard hats where required),
high-visibility safety vests, safety glasses, and over-the-ankle boots. All employees adhere to company COVID
policies as well as local and state guidelines.
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Davey Resource Gioup
Page 6
Task 1 . Tree Inventory
To ensure that the tree inventory meets the city's goals and deadlines,DRG uses the following work plan.
Step 1. Communication
From project beginning to end, DRG staff keep open lines of communication with the City of Elgin via
telephone,e-mail, and,as needed, in-person meetings.DRG answers any questions Elgin has as well as keeps the
city apprised of the project's progress.
Step 2. Contract Phase
Once awarded the project,DRG executes a contract and supplies insurance per project specifications.
Step 3. Data Mining and Hardware Programming
The next step in the inventory process is to obtain the GIS data and imagery needed to accurately identify trees
in the field and set up field data collection devices. DRG's urban foresters typically work with the city's GIS or
planning department to complete this step. If necessary,we can get imagery from other public sources. DRG
uses the data fields defined in this proposal and the imagery, maps, and data files obtained from the city and
various sources to program the data collection software and field computers. At this time,we may contact you
by phone to confirm the data attributes.
Step 4. Kick-Off Meeting
DRG staff will contact the city after contract execution to schedule a kick-off meeting. During the kick-off
meeting, Elgin's staff and the DRG project team discuss inventory safety and communication procedures and
confirm project expectations and milestones. If possible, DRG's urban foresters assess a few trees with city staff
to ensure consistent assessment results.
Step 5. Data Collection and Update
DRG typically begins data collection after the kick-off '''-,.
meeting. Our experienced, qualified urban foresters locate .
trees along maintained street ROWs and public properties,
evaluate those trees and record the data specified by the city.
The collected data, once finalized,are Elgin's tree inventory
database.
,,
Data Recording and Integration
Based on the city's RFP, DRG is prepared to record
and upload data directly via the city's data integration
link.This approach allows for seamless,easy integration with the city's existing database.
However, DRG proposes using DRG's Rover® data collection system, if the city desires. This approach has
several benefits. First and foremost, it gives DRG's arborists access to a full suite of geographic data in the field,
such as right-of-way boundaries,property boundaries,previous tree data,etc.Arborists are able to use these data
to improve situational awareness and ensure all trees are properly collected. Moreover, Rover®has numerous
quality control and assurance processes built in,helping to strengthen the accuracy of the data we provide to the
city.
If the city elects for this route, DRG also provides access to the tree inventory data during data collection in real
time via DRG's TreeKeeper® data management system. City staff are welcome to perform quality checks on
DRG's data.And when complete,DRG will provide final data,after extensive quality control review,to the city
in a standard geographic format that can be easily incorporated into the City's GIS system.
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Location Accuracy
DRG uses field computers and equipment that meet or exceed this project's location accuracy requirements.
Using the city's approach in the RFP,DRG will use our field computer's internal GPS to locate trees.
If the city elects to use DRG's alternative data collection approach, DRG also uses our in-house designed GIS
software tool in conjunction with ruggedized computers with a GPS receiver to collect inventory data. In our
experience, this approach increases accuracy of data point location. Under favorable conditions,the equipment
allows for sub-meter location accuracy of point data.
Individual Tree Inspection Process
During data collection, DRG's urban foresters walk by each tree and inspect the tree from the ground.Existing
data are confirmed and updated based on the tree's current status. Based on the conditions at the time of the
inspection, DRG's staff assess the tree's species and its location,measure tree diameter, and rate its health. All
other data are assessed and collected at this time.When data collection for an individual tree is complete,DRG's
urban foresters walk to the next tree and follow the same steps, in the same order, to ensure consistent data
collection.
DRG formally routes the collection of inventory data to ensure that staff collect all the sites in the project area in
a systematic manner. Throughout the inventory process,DRG maps the streets and properties inventoried and
shares that information with the city.DRG also informs the City of Elgin where staff intend to collect data next.
DRG's urban foresters collect data Monday through Friday and often on weekends with our clients'permission.
Data Fields
For Elgin's inventory, DRG will collect the following data fields specified in the city's Request for Proposal
(RFP):
1. Mapping Coordinate 5. Tree Location
2. Tree Condition 6. Overhead Utilities
3. Tree Diameter 7. Tree Site Number
4. Species(common name and species) 8. Maintenance Recommendation
The data fields listed above give Elgin basic information to manage local trees. However, if Elgin has specific
needs that the above data fields do not address, such as tree risk level or additional maintenance needs,contact
DRG to customize the project's scope of work.
Upgrading the Inventory
In addition to collecting trees,DRG can inventory other infrastructure that the city might be managing,such as
shrub rows, woodlots, natural or environmentally sensitive areas, irrigation boxes,benches,signage, and turf.
DRG's urban foresters can also take and link pictures to tree records.DRG can upgrade the city's inventory by
changing the current scope of work or by further developing the project to have additional phases. If Elgin is
interested in learning more about options for upgrading the inventory,contact DRG for information and fees.
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Step 6. Inventory Close-Out
At the end of the inventory project, DRG supplies a one-to two-page project close-out report which spells out
the number and types of sites collected,provides information about the species composition and diameter size
class distribution, and shows the amount and type of maintenance recommended during the inventory. We
provide the report in PDF format within four weeks of inventory completion.
Task 2. Inventory Summary Report
DRG's inventory summary report includes an analysis of the inventory data and presentation of the ecosystem
benefits provided by community trees.
Report Sections
• Executive Summary—describes the
assignment and provides an overview of
inventory findings. Precipitation
• Inventory Analysis—using charts and
tables and insight from DRG's Transpiration Canopy interception
experienced urban foresters,the inventory & evaporation
analysis section describes the
composition, function, and structure of
the tree population, including its species
distribution and diversity, diameter size
class distribution, general health and
condition distribution, basic
maintenance needs, and planting
opportunities. i . Pervious
• Benefits of the Urban Forest—highlights T{troughfall4 surface
Impervious
the environmental, ecological, and Evapotranspiration * / surface
economic benefits trees provide to the j _L t
community.
Infiltration Runoff
Roots take up soil
moisture, increasing
runoff storage potential
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Project Schedule, Tasks, and Deliverables
The following project schedule lists key tasks along with expected completion dates and deliverables.If the city's
project schedule differs from what DRG projected,use the information for planning purposes.
Project Schedule (months)
Task ON DJ F M Deliverable
Award Insuring,contract
Data Mining and Field Obtain basemaps and GIS data/program software and
Computer Set-Up hardware
Kick-off Meeting Meeting summary as needed
Inventory Data Collection Inventory of 60,000 sites;ongoing field checks;weekly
and QA/QC e-mail updates
Inventory Data Delivery Inventory data in TrecKeeper'and as ESRI°'shapefiles
If scheduled,usually takes place on the last day of data
Inventory Close-Out Meeting collection
Inventory Reporting Close-out reports
Tree Inventory Summit)
Report Data analysis and summary
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Quality Control and Assurance
WE TAKE YOUR DATA SERIOUSLY
From the project's start to its finish, DRG focuses on the experience the city has working with DRG and the
quality of the project's deliverables. To ensure a good working relationship throughout the project, DRG
collaborates with the city early on to schedule fieldwork and meetings at mutually agreeable times and determine
protocols for addressing questions and concerns that arisc during data collection. DRG's staff also stay in
contact with the city's staff during all phases of the project to keep the city informed of the project's status.The
following is an example of an inventory progress update, e-mailed on a set schedule such as weekly or bi-weekly,
from DRG's urban forester to the client.
INVENTORY PROGRESS UPDATE E-MAIL
Dear Valued Client: t -�xw .1.. qti 4,„, f ,...
Below is a recap of last week's inventory progress. So far, we l„ �-� _ !''k`
have inventoried 3,161 sites. The map (right) shows our progress i I'� • t ,1
in Zone C. We also had a chance to do some in-the-field quality III* -"";4,,`, *
assurance last week (bottom). We audited 1% of the data '• ` `'* > :*-7-'In.":.
'2' ? T!
collected last week and found no critical errors. � t �' •.'• ,• •: � . „r'i
r fiti' . ttb1.-
We expect to wrap up data collection later this week.We predict ,"� •#. • ' ` § /
that the remaining streets will have the same tree density, - . '• ' '' ,
although the road running along the train tracks in the northeast ' t i i - 1 l l I ; '" 1
may have slightly more trees. In all, we think that the total site
count will be close to the pre-project estimate of 3,800 sites. We will keep everyone apprised if this
expectation changes.
Katie will be on the ground this week, and Pete may come out to help with collection. If needed, they can
be available for an in-person closing meeting. Otherwise, we can include the final site count and notes in
a close-out e-mail.
As far as data delivery, we expect it will take a few days for GIS quality control checks after data collection
is complete. We will follow up with an e-mail when your final inventory dataset is available in
TreeKeeper®. If you have any questions or concerns, please reach out to me.
Thanks, Your DRG Urban Forester
Inventory Statistics
Site Count to Date Percent Complete Estimated Total Site Count
3,161 83% 3,800
Quality Assurance
Overall Critical Error Overall Non-Critical Error Target Nun-Critical
larger Critical Score Percent Audited
Score Score Score
100% 98% 98.7% 93'% 1%
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In addition to providing an excellent client experience and thorough communication,DRG takes measures to
ensure the delivery of the entire scope of work.DRG's business development staff review the project's scope and
provide a data specification, based on the project's contract, to DRG's in-house development team. DRG's
development team consists of the inventory's project manager, Pete Sorensen,and GIS and IT specialists. Pete
reviews the scope of work again to ensure that the data fields and input codes match Elgin's specifications.Once
Pete approves the data specification, then DRG's GIS and IT staff program the field computers for data
collection. Before the kick-off meeting, Pete checks the field computers to make sure the computers are set up
correctly and work properly. At the kick-off meeting, DRG reviews the project's work plan with the city,
answers questions, and ensures that Elgin and DRG's urban foresters are on the same page concerning the
project's expectations.
Quality control and assurance continues during data collection.DRG's project manager and urban foresters use
hot and cold data checks during fieldwork and encourage the city to do so as well.DRG regularly updates Elgin
on the project's status and makes the city aware of any situations that may need immediate attention.At the end
of the project,DRG's IT specialists run computer diagnostics on the inventory data to make sure the data are
clean. Finally, DRG answers any questions the city has about the data and our TreeKeeper®software and verifies
Elgin's satisfaction with DRG's work.
Client Responsibilities
1. Provide DRG with imagery, maps, and data files. Our request may include the following: digital
orthophotographs, available GIS data layers, other electronic or paper copies of maps for roads,
pavement widths, right-of-way widths,boundaries and utilities,and an electronic file or printed list
of street names and endpoints.
2. Provide daily contact information and directions during the inventory project.
3. Provide a copy of any existing tree inventory databases.
4. Coordinate and host a kick-off meeting before the start of fieldwork.
S. If the city elects to use DRG's standard data collection format,agree to allow DRG to host Elgin's
tree inventory data in TreeKeeper®software for up to one year.Terms and conditions apply.
6. By accepting this proposal, the City of Elgin accepts DRG's Terms and Conditions and Limited
Warranty(listed after the Authorization to Proceed page below)and agrees that, upon award,this
proposal and its attachments will be made a part of the Agreement.
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Investment
Tree Inventory
❑ Computerized inventory data collection of up to 60,000 existing
trees for a cost of: $180,000.00
❑ Additional inventory data collection above 60,000 trees/sites at a
unit rate of: $3.00/tree
This proposal is valid for 90 days.
TERMS AND CONDITIONS
• All pricing is valid for three months from the date of this proposal.
• Time and materials(T&M)estimates may fluctuate and will be billed accordingly.Fixed fee contract
prices will be billed as shown.
• Invoicing will be submitted monthly for work performed,unless otherwise agreed upon.
• Payment terms are net 30 days.
• DRG reserves the right to perform a final review and request minor changes to the City's contract or
service agreement upon award.
• If prevailing wage requirements are discovered after the date of this proposal, we reserve the right to
negotiate our fees.
. The client is responsible for any permit fees, taxes,and other related expenses,unless noted as being
included in our proposal.
• The client shall provide 48 hours' notice of any meetings where the consultant's attendance is
required.
. Unless otherwise stated,one round of revisions to deliverables is included in our base fee.Additional
edits or revisions will be billed on a time and material(T&M)basis.
• All reports are provided only to the client unless otherwise directed.
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LIMITED WARRANTY
Davey Resource Group, Inc. "DRG"provides this limited warranty("Limited Warranty")in connection with
the provision of services by DRG (collectively the "Services") under the agreement between the parties,
including any bids,orders,contracts,or understandings between the parties(collectively the"Agreement").
Notwithstanding anything to the contrary in the Agreement, this Limited Warranty will apply to all Services
rendered by DRG and supersedes all other warranties in the Agreement and all other terms and conditions in
the Agreement that conflict with the provisions of this Limited Warranty.Any terms or conditions contained in
any other agreement,instrument,or document between the parties,or any document or communication from
you, that in any way modifies the provisions in this Limited Warranty,will not modify this Limited Warranty
nor be binding on the parties unless such terms and conditions are approved in a writing signed by both parties
that specifically references this Limited Warranty.
Subject to the terms and conditions set forth in this Limited Warranty,for a period of ninety(90)days from the
date Services are performed (the "Warranty Period"), DRG warrants to Customer that the Services will be
performed in a timely,professional and workmanlike manner by qualified personnel.
To the extent the Services involve the evaluation or documentation ("Observational Data") of trees, tree
inventories, natural areas, wetlands and other water features, animal or plant species, or other subjects
(collectively, "Subjects"), the Observational Data will pertain only to the specific point in time it is collected(the
"Time of Collection").DRG will not be responsible nor in any way liable for(a)any conditions not discoverable
using the agreed upon means and methods used to perform the Services, (b) updating any Observational Data,
(c) any changes in the Subjects after the Time of Collection (including,but not limited to,decay or damage by
the elements, persons or implements; insect infestation; deterioration; or acts of God or nature [collectively,
"Changes"]), (d)performing services that are in addition to or different from the originally agreed upon Services
in response to Changes, or (e) any actions or inactions of you or any third party in connection with or in
response to the Observational Data. If a visual inspection is utilized,visual inspection does not include aerial or
subterranean inspection, testing,or analysis unless stated in the scope of work. DRG will not be liable for the
discovery or identification of non-visually observable, latent, dormant, or hidden conditions or hazards, and
does not guarantee that Subjects will be healthy or safe under all circumstances or for a specified period of time,
or that remedial treatments will remedy a defect or condition.
To the extent you request DRG's guidance on your permitting and license requirements, DRG's guidance
represents its recommendations based on its understanding of and experience in the industry and does not
guarantee your compliance with any particular federal,state or local law,code or regulation.
DRG may review information provided by or on behalf of you,including,without limitation,paper and digital
GIS databases, maps, and other information publicly available or other third-party records or conducted
interviews(collectively, "Source Information").DRG assumes the genuineness of all Source Information.DRG
disclaims any liability for errors, omissions, or inaccuracies resulting from or contained in any Source
Information.
If it is determined that DRG has breached this Limited Warranty,DRG will,in its reasonable discretion,either:
(i)re-perform the defective part of the Services or(ii)credit or refund the fees paid for the defective part of the
Services. This remedy will be your sole and exclusive remedy and DRG's entire liability for any breach of this
Limited Warranty. You will be deemed to have accepted all of the Services if written notice of an alleged breach
of this Limited Warranty is not delivered to DRG prior to the expiration of the Warranty Period.
To the greatest extent permitted by law,except for this Limited Warranty,DRG makes no warranty whatsoever,
including, without limitation, any warranty of merchantability or fitness for a particular purpose, whether
express or implied,by law,course of dealing,course of performance,usage of trade or otherwise.
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Appendix A: Experienced Staff
DRG may assign the following team members to the City of Elgin's project. Their experiences and credentials
prove that they have the qualifications needed to work for the city.
Pete Sorensen is a project manager in the Wisconsin-Illinois Region for DRG. Pete performs tree inventories,
hazard tree assessments, and invasive species control. He is trained in proper tree planting and basic pruning
techniques, and has experience in identifying tree and plant species, evaluating tree condition and risk, and
conducting street tree inventories.
Pete joined DRG in 2011,where he worked in support of federal efforts to control the Asian longhorned beetle
in Ohio, New York, and Massachusetts. He managed a team of 60 arborists working in Bethel,Ohio,executing
an Asian longhorned beetle survey and hosted tree removal contracts for the Ohio Department of Agriculture
and the U.S. Department of Agriculture. He also worked to identify hazard trees in New England that may
conflict with overhead utilities.
Pete has a bachelor of science degree in urban forestry from the University of Wisconsin-Stevens Point. He is a
Certified Arborist and Municipal Specialist (#OH-6064AM) through the International Society of
Arboriculture (ISA) and carries an ISA Tree Risk Assessment Qualification. He is also a Certified Arborist
(#MA-2429)through the Massachusetts Arborist Association.
Nathan Paulus is an inventory arborist and works in the urban forestry field to perform tree inventories and
hazard tree assessments. Nathan joined Davey in 2016 with the residential/commercial division in San Diego,
California. He developed skills including tree and pest identification, proper pruning techniques, and pest
management.
Nathan has experience with various GPS and GIS systems,handheld data collection units,and has experience in
identifying tree and plant species,evaluating tree condition and risk,and conducting street tree inventories.
Nathan has a bachelor of science degree in urban forestry and forest recreation from The University of
Wisconsin-Stevens Point. He is Certified Arborist (#WE-11557A) through the International Society of
Arboriculture (ISA) and a Certified Pesticide Applicator in California (#CA-142242) and Wisconsin
(#WI-97257).
Amanda Betancourt-Szymanowska is an environmental specialist with DRG.Amanda has over five years of
experience in the conservation and restoration field and specializes in ecological management including:invasive
species control,habitat restoration,tree and brush clearing,native plant installation,and prescribed burning.
Amanda has experience in a variety of ecosystems as well.She spent six months conducting fish diversity surveys
with a private scuba diving company in Australia,and has conducted palm inventories in Peru,and bird surveys
in both Peru and Belize.She also has experience using R-Statistical Analysis as well as ArcGIS for data collection.
As an environmental specialist,Amanda is confident in her ability to identify species and is very thorough and
diligent when leading techs.Amanda is always ready for feedback and is a patient and efficient communicator
when dealing with managers,team leads,clients,and passersby alike.
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Amanda has a bachelor of science degree in environmental science:conservation and restoration ecology.She is a
Certified Arborist (#IL-9828A) through the International Society of Arboriculture (ISA) and is a Certified
Commercial Pesticide Applicator(#CA103429) in the state of Illinois.She is also a Padi Advanced Open Water
and Rescue Diver. In addition to these certifications, Amanda has training in plant identification in the
Midwest,bird identification by calls,R-statistical analysis,field data collection for terrestrial,marine,and aquatic
fields,and various small equipment operations.
Katie Karl is a senior inventory arborist with DRG. Katie is knowledgeable in urban forestry,conservation of
natural areas, and native landscaping. In her role at DRG, Katie performs tree inventories; hazard tree
assessments; on-site tree monitoring; invasive species management; native landscaping and seeding; erosion
control;and prescribed burns.She also writes tree preservation and management plans.
Katie has led multiple tree inventories and works directly with clients to deliver progress reports and educate
them on tree management and health.
Currently, Katie is serving as consulting arborist for the City of Shorewood (MN) Tree Inventory and road
construction project. She is responsible for installing fencing to designate tree protection zones (TPZ), root
cutting following excavation,and managing interface with concerned homeowners.
Katie has experience using DRG's TreeKeeper® software suite for inventory management, and has worked on
urban forestry projects throughout the Upper Midwest.She is a certified Municipal Specialist(#MN-4820AM).
Holly Knox, GISP, M.S., is a senior geospatial analyst with DRG applying GIS technology to environmental
analysis. Ms. Knox currently plays a key role in coordinating municipal inventory projects.She is responsible for
coordinating the set-up, testing, and programming custom input forms for our field inventory projects utilizing
our mobile mapping software solutions, including DRG's Rover, Esri ArcPad, and ArcGIS for Collector
software. Her routine work involves managing and building relationships with our internal urban forestry
project managers and our clients, in addition to coordinating the acquisition,manipulation,interpretation,and
conversion of geospatial data for all three of our market segments. Ms. Knox is also the lead for the creation of
field maps and final cartographic products for our Environmental Consulting services.
Since 2009, Ms. Knox has been involved in all quality assurance and quality control (QA/QC)processes for
urban tree canopy(UTC) analysis projects. She generates statistical reports and final cartographic map outputs
for land cover assessments and i-Tree analyses.Ms.Knox also has experience and knowledge with AutoCAD®,as
well as the utilization and support of mobile mapping hardware and global positioning systems(GPS).
Ms. Knox holds a master of science degree in geographic information systems from American Sentinel
University. She also has a bachelor of arts degree in geography from Kent State University with an emphasis on
natural resource management and conservation,as well as a minor in anthropology.She is a member of the Ohio
Urban Regional System Association(URISA)Ohio Chapter,GIS Users of Northern Ohio(GUONO),and the
Gamma Theta Upsilon, a National Geography Honors Organization.Since January 2015,she has served on the
Ravenna Ohio Shade Tree Commission. She is a volunteer at the Portage County Park District,providing GIS
support.She joined Davey in May of 2008.
Lee S. Mueller, M.S., C.F., is a market manager with DRG. Mr. Mueller is responsible for expanding
environmental consulting services,establishing new regional offices,and strengthening key business partnerships
across the Great Lakes. Throughout his career,Mr. Mueller has demonstrated deep experience in all aspects of
developing and supporting complex, multi-partner projects in urban forestry and ecosystem restoration—from
project visioning and budgeting to implementation strategies and long-term maintenance.Mr.Mueller has also
served as a staff or board member on a variety of professional and nonprofit organizations dedicated to forestry,
arboriculture, and parks and recreation. Mr. Mueller provides a holistic approach to urban forestry, forest
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management, ecosystem restoration, parks and recreation planning, staff and volunteer training, nonprofit
programs, and community outreach and engagement.Additionally,he excels in creating strategic partnerships;
building and evaluating processes and systems; engaging diverse communities; and seeking, writing, and
managing private or government grants. Prior to joining DRG, he was instrumental in establishing an urban
forestry outreach and volunteer program that garnered state and national recognition in Grand Rapids,
Michigan,as well as managing large-scale,volunteer-led tree planting and phytoremediation projects in Detroit.
Mr. Mueller is an International Society of Arboriculture (ISA) Certified Arborist, has an ISA Tree Risk
Assessment Qualification (TRAQ), and is a Certified Forester through the Society of American Foresters, a
Michigan Qualified Forester through the Michigan Department of Agriculture and Rural Development, a
Michigan Registered Forester,and a Certified Plan Writer through the Michigan Forest Stewardship Program.
Mr.Mueller has a master's degree and a bachelor's degree in forestry from Michigan State University.
Josh Behounek is the business development manager for DRG Environmental Consulting.Josh is part of the
Leadership Team focusing on client relationships and strategic partnerships throughout the United States and
Internationally.Josh also oversees the operations for southern and southeastern parts of the U.S.
Josh has worked with Davey for 20 years,beginning his career as an inventory arborist before spending four years
in Chicago working in residential/commercial tree care, then transitioning back to DRG where he has served in
multiple roles,including:
• Tree Inventory Technician
• Business Developer for Midwest and Northeast regions
• Eastern Urban Forestry Coordinator
• National Business Development Manager
Josh has a bachelor's degree in forest resource management from Southern Illinois University and is an
International Society of Arboriculture (ISA) Certified Arborist and Municipal Specialist(#IL-4282AM). He
also has an ISA Tree Risk Assessment Qualification (TRAQ). He has worked with numerous municipalities,
park districts, golf courses, cemeteries, college campuses, and private landowners to help manage and care for
their urban forests. In addition to his professional experience, Josh has held numerous industry volunteer
experiences. He is highly sought after for presentations, having spoken at a wide range of events, including
international presentations in Sweden and Brazil; several keynote speaker presentations;over 100 conferences
throughout North America;and regional,national,and international webinar and virtual events.
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Appendix B: Related Projects and References
DRG lists several projects to demonstrate our ability to complete a similar scope of work to that which Elgin
proposes.These experiences show that DRG can:
• Undertake,manage,and complete an inventory project.
• Accurately inventory trees,planting sites,and stumps.
• Provide data in specified formats.
• Assess tree risk following ANSI standards and industry best management practices.
• Provide qualified staff with proven experience inventorying trees and assessing tree condition and risk.
• Analyze inventory data extracting meaningful information that affects tree management, such as
species diversity,diameter size class distribution,and tree risk.
• Help communities understand the costs associated with long-term tree maintenance.
• Provide solutions that address the needs of our clients.
Contact DRG for more examples of our work.
Client:Village of Woodridge,Illinois
5 Plaza Dr,Woodridge,IL 60517
Contact:Chris Bethel, 630-719-4753
In the spring of 2020, DRG conducted a GIS-based street tree inventory of approximately 11,000 sites within
the Village of Woodridge. Trees,planting sites, and stumps were collected along public rights-of-way.Location,
species,DBH, condition, and primary maintenance recommendations were among the fields DRG collected for
each site.At the conclusion of the inventory and quality control,DRG provided the village with the data as an
ESRI`a geodatabase.
Due to the timing of this inventory, DRG was faced with challenges associated with the Covid-19 pandemic.
DRG's quick response with protocols and policies to protect employees and clients along with the nature of the
work allowed DRG to continue conducting the inventory safely with little to no delays.
Client:Village of Park Ridge,Illinois,2020 Street Tree Re-Inventory
505 Butler Place,Park Ridge,IL 60068
Contact:Brandon Nasser,847-318-5236
DRG completed Park Ridge's original inventory of just over 20,000 trees. As part of an ongoing multi-phase
project, the City of Park Ridge has regular updates done annually on maintenance zones that were created
during the initial inventory. In fall 2020, DRG conducted an inventory update on one of the maintenance
zones.Approximately 3,000 sites were reviewed and updated and 270 sites were added.The City of Park Ridge
actively uses TreeKeeper" 8 so DRG uploads all updated data directly to the program. The city uses the
inventory data to address priorities within the community forest and to support tree maintenance efforts.
Client:City of Racine,Wisconsin
730 Washington Ave,Racine,WI 53403
Contact: Matt Koepnick, 262-636-9131
DRG completed a comprehensive GIS-based inventory of Racine, Wisconsin's tree population. In total, data
were collected on 39,040 street trees using a combination of GIS and GPS technology and DRG's customized
data collection program. The inventory included assessments of tree species,size,condition,maintenance need,
risk,and utility conflicts.
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The inventory database was delivered in DRG's TreeKeeper" inventory management program. Additionally,
Racine is a user of TreeKeeper'Mobile allowing instantaneous field-access to their inventory data.Following the
inventory, DRG completed a customized management plan to guide Racine's future urban forestry
maintenance efforts.
More recently, DRG's urban foresters supported a comprehensive update to Racine's tree ordinance. The
project included several public workshops to understand the goals and challenges in the management of the
city's tree population. These conversations resulted in change to the city's ordinance to better support the city's
goal, as well as a companion tree manual and standards of practice to standardize the care that the city's trees
receive.
Client:City of Ann Arbor,Michigan
301 East Huron Street,Ann Arbor,MI 48104
Contact:Tiffany Giacobazzi,734.794.6356
In 2009, DRG conducted a street and park tree inventory in the City of Ann Arbor,Michigan.Approximately
57,000 trees, stumps, and planting sites were located on all public streets and parks and evaluated on several
attribute categories, including condition and maintenance. The collected data were processed, analyzed, and
incorporated into a tree inventory management plan.The management plan provides important guidelines that
will enable Ann Arbor to manage their urban forestry resources more efficiently.The management plan presents
a comprehensive five-year plan of maintenance activities designed to reduce potential hazards, create a cyclical
pruning program, and establish an annual tree planting program. Upon completion of the inventory, the city
commissioned DRG to complete an i-Tree Streets analysis of the newly created street tree inventory database.
DRG converted the new inventory data into i-Tree Streets format and was able to determine the overall benefits
of Ann Arbor's street trees.The city received a summary report of calculated public tree values and benefits.
DRG was welcomed back to Ann Arbor in 2020 to update the city's tree inventory database.A total of 60,713
trees,stumps, and planting sites were re-assessed along city streets and within public works, accounting for the
majority of public trees. DRG's certified arborists confirmed or updated tree size classes,condition rating, tree
height classes, and tree maintenance need. Any new trees were added to the city's database. Subsequently, the
city's updated data were successfully re-integrated into the city's GIS databases.
Client:City of Detroit,Michigan
2 Woodward Ave,Detroit,MI 48226
Contact:Angel Squalls, 313-224-6391
DRG, in partnership with the Michigan Department of Natural Resources,was awarded several grants from
U.S. Forest Service and Michigan DNR to conduct several phases of a GIS-based street tree inventory in the City
of Detroit,Michigan.
Approximately 60,000 trees, stumps, and planting sites were initially located and assessed utilizing GIS-based
technology that incorporated the U.S. Forest Service's new i-Tree IPED Protocol.DRG is also working with the
Greening of Detroit to share the planting site information in order to maximize tree survivability throughout
the region. To date,DRG has completed five phases of a multi-phase project.Subsequent phases have resulted in
more than 200,000 trees included as part of the Detroit inventory project. The City of Detroit uses DRG's
TreeKeeper'7 software,as well as TreeKeepee Mobile and myTreeKeeper.
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Appendix C: Inventory Data Fields
For each data field, DRG will confirm or update the information in the city's existing tree inventory database.
For any new sites not already in the city's database,DRG will collect all of the specified data fields.
1. Mapping Coordinate—DRG confirms the X and Y coordinates for each site location.
2. Condition—Staff consider signs of stress, poor structure,mechanical damage,soil and root problems,
disease,and pests in the assessment of tree condition.
a. Good.A good tree shows no significant problems.
b. Fair.A fair tree has minor problems that may be corrected with time or corrective action.
c. Poor.A poor tree has significant problems that are irrecoverable.
d. Dead.A dead tree shows no sign of life.
e. Open.A site with no tree;potential planting site.
3. Tree Diameter—DRG's urban foresters measure and update the diameter to the nearest inch in 1-inch
size classes at 4'/Z feet above the ground,or diameter at breast height(DBH).
4. Species—DRG confirms trees by genus and species using both botanical and common names,and by
cultivars where appropriate.
5. Location—DRG indicates the location of the tree relative to the nearest parcel.
a. Front.Tree is located on the front side of the parcel.
b. Side.Tree is located along the side of a parcel.
c. Rear.Tree is located on the rear side of a parcel.
d. Park/Public Space.Tree is within a park or public space.
e. Island/Median.Tree is located in the center of a street in an island or median.
6. Overhead Utilities—For each tree or site,DRG records if overhead utilities are:
a. Present.
b. Not present.
7. Maintenance Recommendation—DRG identifies pruning needs for each tree:
a. Routine Trimming. Trees that require routine pruning to correct form and structure or remove
one or more diseased,dying,decayed,or otherwise broken or damaged limbs to reduce risk.
b. Clearance Trimming. Trees that require pruning of low-hanging branches to meet local sidewalk
or street clearance requirements.
c. Removal. Trees that due to their condition, location, or health require removal. Trees in this
category generally have severe defects or are in a state of decline that cannot be reasonably or cost
effectively treated.
Davey Resource Group
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RFP 21-057 2021 TREE INVENTORY
EXHIBIT B SCHEDULE
Units to be completed Completion Date
16,666 12/31/2021
16,666 12/31/2022
16,666 12/31/2023
10,000 12/31/2024