HomeMy WebLinkAbout98-111 Resolution No. 98-111
RESOLUTION
AUTHORIZING EXECUTION OF A TREE INVENTORY SOFTWARE
SERVICES AGREEMENT WITH DAVEY RESOURCE GROUP
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute an agreement on behalf of the City of Elgin with Davey
Resource Group for the inventory and regulation of trees , a
copy of which is attached hereto and made a part hereof by
reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: May 13, 1998
Adopted: May 13, 1998
Omnibus Vote: Yeas 5 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
RAGREE/TREEINV
Draft 4/27/98
TREE INVENTORY SOFTWARE AND SERVICES AGREEMENT
THIS AGREEMEN is hereby made and entered into this
I:3. . day of ccz�jj , 1998, by and between the City of
Elgin, Illinois , a mun,Lcipal corporation (hereinafter referred
to as "City" ) and the ffjjavey Resource Group, a a division of the
Davey Tree Expert Co. (hereinafter referred to as "Davey" ) .
WHEREAS, City has determined it to be in its best
interests to provide for the inventory and regulation of trees
within its jurisdiction; and
WHEREAS, City has determined it to be in its best
interests to purchase certain software and services from Davey
to facilitate in such inventory and regulation;
NOW, THEREFORE, in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is
hereby acknowledged, the parties hereto hereby agree as
follows :
teen
1. City shall pay the sum of SeverX Thousand Five Hundred and
no/100ths ( $ 1 , 500 . 00) to Davey within thirty ( 30) days of
written acceptance by City of all work and delivery of all
goods, as and for full consideration. ( of which $7,500 shall be
in payment for software provide and $10,000 shall be in payment for **
2 . Davey shall provide to City a Street Tree Inventory (see
Attachment A) .
3 . Davey shall provide to City the TreeKeeper 6 . 0 for Windows
Software, Network Version, for a price of $7 , 500, which
price includes assembling of tree inventory database into
software, on-site installation, eight hours of training
for City personnel and one year of technical support (see
Attachment B) .
4 . This agreement shall be subject to and governed by the
laws of the State of Illinois . Venue for the resolution
of any disputes or the enforcement of any rights arising
out of or in connection with this agreement shall be in
the Circuit Court of Kane County, Illinois .
5 . This agreement shall not be construed so as to create a
joint venture, partnership, employment or other agency
relationship between the parties hereto.
6 . This agreement represents the sole agreement between the
parties hereto . No amendment to this agreement shall be
binding unless in writing and signed by the parties
hereto.
**the tree inventory provided for herein)
7 . The terms of this agreement shall be severable. In the
event any of the terms or provisions of this agreement are
deemed to be void or otherwise unenforceable for any
reason, the remainder of this agreement shall remain in
full force and effect.
8 . Davey hereby warrants and represents that it has paid any
and all applicable fees or royalties of any kind and
otherwise has obtained all legal rights to provide any
software to City pursuant to this agreement. Davey shall
hold harmless and indemnify City from and against any
causes of action, suits or other liability, including but
not limited to attorney' s fees arising out of or in
connection with Davey' s negligent performance of the terms
of this agreement or in connection to the provision of
software to City pursuant to this agreement.
9 . Notices . All notices delivered hereunder shall be in
writing and shall be served upon the parties at the
following addresses :
To: Davey Resource Group
1500 North Mantua Street
Kent, Ohio 44240
To: City of Elgin
Attn: David Osborne
31 S. Grove Avenue
Elgin, Illinois 60120
The mailing of notice by registered or certified mail, return
receipt requested, shall be sufficient service.
DAVEY RESOURCE GROUP `` CI • ELGIN
By G!� iu�/C� By /,,r, .
Cry 7 anager
Vice-
Its President & General Manager Attest:
City Clerk
-2-
Attachment A
DATA COLLECTION
Street Tree Inventory
Davey Arborists shal nventory all street trees, planting sites and stumps within the Public
Right-of-Way in the City of Elgin up to a tree/site limit set by the City .
Materials Needed for the Inventory
The City of Elgin 51141rovide Davey arborists with maps of the city in order to track the
area inventoried. The rights-of-way of each street in the City will also be supplied. The
City of Elgin will also provide Davey with a street list of all streets to be included in the
inventory as well as identifying areas of the city not maintained by the city and thus, not
included in the inventory.
Time Frame
Barring unforeseen difficulties and assuming the above information is received in a
timely manner, the street tree inventory data collection phase will take approximately
three weeks depending on weather conditions.
The following informationshalbe collected for each tree:
• Locatwn. 5hal4e identified as street name, address, block side and site number.
• Species. TreesPadentified by genus and species and variety if possible. Stumps
and planting sites are included in this field..
• Diameter.. Diameter 01.rilaeasured in size classes at 4-1/2 feet above the ground, or
diameter-breast-height (DBH).
• Condition. In general, the condition of each tree is recorded in one of the
following categories adapted from the rating system established by the
International Society of Arboriculture:
Good 75%
Fair 50%
Poor 25%
Dead 0%
3
shall
• Maintenance need.. The following maintenance categories / be collected:
1. Immediate Removal. Trees designated as immediate removals are dead or
have one or more defects that cannot be cost-effectively remedied.
2. Removal. Trees designated as removals should be removed, but do not pose a
liability as great as the immediate priority or pose minimal liability.
3. Immediate priority pruning. Trees in this category require pruning to remove
deadwood and/or broken branches that pose a potential risk to people or
property. These trees have broken or hanging limbs, hazardous deadwood and
dead, dying, or diseased limbs or leaders greater that four inches in diameter.
4. High priority pruning. Trees in this category require pruning to remove
deadwood and/or broken branches that pose a potential risk to people or
property. These trees have broken or hanging limbs, hazardous deadwood and
dead, dying, or diseased limbs or leaders greater that four inches in diameter.
5. Routine pruning. Trees in this category have characteristics that could become
risks if not corrected. Deadwood is less than two inches in diameter.
6. Training pruning. This category includes trees less than 20 feet in height with
correctable structural problems or minor amounts of deadwood that pose little
or no threat of personal injury or property damage. Pruning at this stage is
relatively inexpensive but can have significant effects in the future.
7. Stump removal. Tree stumps which are recommended for grinding to allow
for a future planting, or to improve the appearance of the site.
• Grow Space. The area within the growing space is categorized as:
T Treelawn
W Well/Pit
M Median
R Raised Planter
O Open/Unrestricted
• Space Size. The shortest dimension in feet of the grow space
• Utilities. The inventory indicates whether overhead conductors or other utilities
are present at the tree site.
• Potential planting sites. During the inventory, vacant planting sited shalalso be
identified by street and address. The size of the site is designated as small,
medium or large, depending on the growing space available and the presence of
overhead wires. Planting sites are determined based on standard specifications set
forth in accepted technical journals and by the arboriculture industry as well as
DRG's experience. Tree spacingshalie 20, 30, and 40 feet for small, medium,
and large planting sites. Planting sitesshalienerally be at least 10 feet from
identifiable underground utilities, fire hydrants, utility poles, driveways or other
4
components of the infrastructure. Only small planting sitesishal be located
beneath utility lines.
• Clearance Requirements. Indicates the need for clearance from traffic control
devices, pedestrians and vehicles.
• Additional Notes.
5
Attachment B
TREEKEEPER 6.0 SOFTWARE
Data Field Description
The following data fields and input/collection code formats will be in The City of
Elgin's copy of TreeKeeper 6.0:
Permitted
Data Field Name Field Format Input Codes Definition
Address Input Fields
Address 5 character none none: property address
Ext I character X none: fictitious address
Street 20 character numeric street code street name: master file
or alpha string
Side 1 character F or blank Front(location of tree)
S Side
R Rear
M Median
Site 4 character none none
Blockside Input Fields
On 20 character numeric street code or street name: master file
alpha string
From 20 character same as above street name: master file
To 20 character same as above street name: master file
Site Input Fields
Species 3 character 1 -999 species: master file
6
,00F„.
f '
s — City of Elgin Agenda Item No.
t\i
.7 UII
°11Ic1)\c�.
April 10, 1998
TO: Mayor and Members of the City Council
FROM: Joyce Parker, City Manager
SUBJECT: Grant Agreement for Forestry Software
and Tree Inventory
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider entering
into a contract with Davey Resource Group for the purchase of
Forestry Management Software and Tree Inventory Services .
BACKGROUND
In 1997, the City entered into a Forestry Tree Inventory and
Software grant agreement with the Illinois Department of Natural
Resources. The grant is a 50/50 matching grant totalling $17, 500 .
At the end of the project, the City will be reimbursed $8, 750 .
From a 10 percent street tree sampling inventory conducted during
the spring of 1990, it was estimated that approximately 40, 000
street trees are under City responsibility, including all trees
located in the public right-of-way, parks, cemetery and golf
courses . The large number of trees in Elgin' s Urban Forest would
be better managed by completing a street tree inventory.
Currently, the Forestry Division receives approximately 2 , 100
tree requests per year. The new forestry software will enable
tree requests to be recorded and tracked to improve the response
standard and data tracking.
A portion of the grant dollars will be utilized for inventorying
as many street trees as funds will allow (approximately 5, 500
trees) . Additionally, staff will be trained in proper tree
inventory techniques to continue inventorying trees in-house .
The data collected during the inventory will include location
information, treebank and utility configuration, species,
diameter, spread, height, International Society of Arboriculture
condition ratings, planting space, defects and maintenance
actions . The database structure will be compatible with the
City' s current Arcview GIS system.
. Forestry Grant
April 10, 1998
Page 2
rThree proposals were received from the consulting firms of Davey
Resource Group, A. C.R.T. Environmental Specialists and Natural
Path Forestry Consultants . Davey Resource Group' s total fee for
the purchase of the TreeKeeper forestry software and inventory
services is $17, 500 (software $7, 500 and tree inventory $10, 000) .
Staff contacted several Chicagoland communities using forestry
software and has determined TreeKeeper will meet our inventory
needs.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Management Information Services Committee.
Parks and Recreation Board.
27VFINANCIAL IMPACT
There is $17, 500 available in the Forestry budget, Account No.
010-5021-763 .45-05, Tree Service, for this expenditure . At the
completion of the project, the City will be reimbursed $8, 750 .
LEGAL IMPACT
/ /' None.
ALTERNATIVES
r None.
RECOMMENDATION
The recommendation is to award a contract to the overall low
bidder, Davey Resource Group, for a total of $17, 500 .
Respectfully submitted,
(;)64/4 - a ' aitAL--
oyce
A. Parker
City Manager
r
em-
TABULATION OF PROPOSALS
CITY OF ELGIN
Davey
Resource Natural
Item NO. Description Group ACRT Path
1. Forestry $7,500 $9,500 $6,600
Software
2 . Tree
Inventory
(7,000 trees) $9,590 $10,500 $12,210
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Totals $17, 090 $20,000 $18,810
r
r