09-244 Resolution No. 09-244
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH DAVEY RESOURCE GROUP, A DIVISION OF THE
DAVEY TREE EXPERT COMPANY
FOR TREE INVENTORY AND MANAGEMENT PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that
Sean R. Stegall, City Manager, and Diane Robertson, City Clerk, be and is hereby authorized and
directed to execute an Agreement with Davey Resource Group,a Division of the Davey Tree Expert
Company, for a tree inventory and management plan on behalf of the City of Elgin,a copy of which
is attached hereto and made a part hereof by reference.
s/ Ed Sehock
Ed Schock, Mayor
Presented: November 18, 2009
Adopted: November 18, 2009
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this /o day of November,2009,by and between the
CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")and DAVEY
RESOURCE GROUP, a division of the Davey Tree Expert Company, an Ohio corporation
(hereinafter referred to as "CONSULTANT").
WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services
in connection with a tree inventory of all CITY owned trees located in rights of way,parks and other
CITY owned properties and a management plan related thereto (hereinafter referred to as the
PROJECT); and
WHEREAS,the CONSULTANT represents that it is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY and the CONSULTANT that the
CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to perform the services
relating to the PROJECT as described herein, subject to the following terms and conditions and
stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the General Services
Director of the CITY, herein after referred to as the "DIRECTOR".
B. CONSULTANT shall perform for the CITY the services for the PROJECT as
outlined in the description of such services prepared by Davey Resource Group,
consisting of fourteen (14) pages, attached hereto and made a part hereof as
Exhibit A.
2. PROGRESS REPORTS
A. A detailed project schedule for the Project is included as Exhibit B, attached hereto.
Progress will be recorded on the project schedule and submitted monthly as a
component of the Status Report described in C below.
B. The CONSULTANT 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.
3. WORK PRODUCTS
All work products prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, inventories, 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 DIRECTOR provided, however, that the
CONSULTANT may retain copies of such work products for its records. Such work
products are 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 CONSULTANT.
4. PAYMENTS TO THE CONSULTANT
A. The CITY shall reimburse the CONSULTANT for services under this Agreement the
total amount not to exceed $303,900 regardless of actual Costs incurred by the
CONSULTANT unless substantial modifications to the project are authorized in
writing by the DIRECTOR and approved pursuant to a written amendment to this
Agreement approved by the City Council of the CITY.
B. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall not exceed the amounts shown in the
following schedule,and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Price for each tree inventoried $3.76 x 80,000
(estimated number of CITY trees) = $300,800
Tree Management Plan and Inventory: 3,100
Software Interface 0
Total cost: $303,900
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (2B above) will be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work done
under this Agreement. The CONSULTANT shall make these records available at
reasonable times during the Agreement period,and for a year after termination of this
Agreement.
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6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen(15)days prior written notice to the CONSULTANT. In the event that this
Agreement is so terminated, the CONSULTANT shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause or pursuant to paragraph 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT'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.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT 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 CONSULTANT'S fee shall be valid only to the extent
that such changes are included in writing signed by the CITY and the CONSULTANT.
Regardless of the decision of the DIRECTOR relative to a claim submitted by the
CONSULTANT,all work required under this Agreement as determined by the DIRECTOR
shall proceed without interruption.
9. 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. Notwithstanding the foregoing,or anything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
CITY has agreed to pay to the CONSULTANT pursuant to paragraph 4 hereof, no action
shall be commenced by the CONSULTANT against the CITY for monetary damages.
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,
10. INDEMNIFICATION
To the fullest extent permitted by law,CONSULTANT 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, attorneys 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 CONSULTANT in connection
herewith,including negligence or omissions of employees or agents of the CONSULTANT
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. The provisions of this paragraph shall survive any expiration,completion
and/or termination of this Agreement.
11. 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.
12. INSURANCE
A. Comprehensive Liability. The CONSULTANT 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 $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certification 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 DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the CONSULTANT under Article 10 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 prorated, 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.
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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
$1,000,000 per occurrence subject to a $1,000,000 aggregate.
D. Professional Liability. The CONSULTANT shall carry CONSULTANT'S
Professional Liability Insurance Covering claims resulting from error, omissions or
negligent acts with a combined single limit of not less than $1,000,000 per
occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as
evidence of insurance protection. The policy shall not be modified or terminated
without thirty (30) days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The CONSULTANT 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.
14. 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: 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.
15. 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.
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16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY
with respect to each and every item,condition and other provision hereof to the same extent
that the CONSULTANT 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.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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
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enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY'S employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT 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.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT 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.
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A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM. As a condition of this agreement, CONSULTANT
shall have in place a written substance abuse prevention program which meets or exceeds the
program requirements in the Substance Abuse Prevention Public Works Project Act at 820
ILCS 265/1 et seq. A copy of such policy shall be provided to the City's Assistant City
Manager prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the DIRECTOR
and to other participants which may affect cost or time of completion shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the CONSULTANT be made or confirmed in writing.
28. 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:
David Lawry
General Services Manager
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to CONSULTANT:
Davey Resource Group
1500 North Mantau Street
P.O. Box 5193
Kent, Ohio 44240-5193
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the CONSULTANT
shall comply with all applicable Federal,State,City and other requirements of law,including,but not
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limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace
safety and legal status of employees. Without limiting the foregoing, CONSULTANT hereby
certifies, represents and warrants to the CITY that all CONSULTANT'S employees and/or agents
who will be providing products and/or services with respect to this AGREEMENT shall be legal
residents of the United States. CONSULTANT 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 CONSULTANT to determine CONSULTANT'S compliance with the provisions of this section.
In the event the CITY proceeds with such an audit the CONSULTANT shall make available to the
CITY the CONSULTANT'S relevant records at no cost to the CITY. CONSULTANT shall pay any
and all costs associated with any such audit.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE CONSULTANT:
By . By: 46.4 _ d/"Ci Manager Its Execute Vice President
Attest: Attest:
City Clerk Secretary
F:\Legal Dept\Agreement\Davey Resource Group-Tree Inventory Agr.docx
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Introduction
The public trees in the City of Elgin, as a major component of the infrastructure,provide
more than the traditional values of aesthetics and shade. They also provide numerous
environmental benefits, including temperature moderation and cooling, reduction of air
pollutants, energy conservation, and overall increases in property values. Thetreescontribute
greatly to the quality of life in Elgin. Unlike the other components ofthe City's
infrastructure, the tree population, with proper care, will actually continue toincrease in
value with each passing year.
The best approach to maintaining an urban forest is to have an organized,proactive
management program including a tree inventory, tree management plan, and software. With
these tools, the City of Elgin can develop a tree management programthat allows staff to
prioritize, schedule, and budget effectively, and that gives citizen vol unteers and residents
accurate information about their urban forest and encourages them to participate in its care.
Scope of Work
The tasks of this proposed project, described in detail in the pages that follow, are a result of
years of development and experience by Davey Resource Group's personnel in working with
communities. Our goal has always been to provide communities with the services that they
need to develop an effective tree management program. We askthatyouconsider this project
with an understanding of the great number of benefits that will come from these services.
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The public trees of Elgin provide more than the traditional
values of aesthetics and shade. They also provide numerous
environmental and economic benefits.
Davey Resource Group 1
EXHIBIT A
Task One: Tree Inventory
Davey Resource Group will conduct a tree inventory of approximately 80,000 trees, stumps
and/or planting sites along all of the City's public streets and parks. Davey's GIS-based tree
inventory will be performed using preprogrammed computers that collect tree data and
various site attributes.
Collection Method
Elgin's priorities for the inventory project arc to be as accurate and efficient as possible in
determining tree locations and tree attributes. To achieve these goals, Davey recommends
that a combination of Geographic Information System(GIS) and Global Positioning System
(GPS) equipment be used.
Generally, pen-based computers, customized with the City's tree attribute fields, aerial
photographs, and other GIS information, will be the primary tools used to collect tree
locations and data. GPS units will be used in conjunction with the pen-based computers to
obtain tree locations in open spaces, where GIS information is limited, and/or as a quality
control measure.
GIS-Based Data Collection
Specifically, Davey Resource Group has found that the most efficient and accurate method
for mapping tree locations is to utilize a three-tiered system: GPS technology, map data on a
hand-held computer, and the arborist's field judgment. The Recon or pen tablet is loaded
with ArcPar and connected to a GPS unit, enabling the seamless functionality between GIS
basemap data, GPS location technology, and Davey's tree/site attribute collection program.
The GPS shows up as a 'bull's-eye' locator on the map serving as the first tier of tree location
during the inventory. The map, ranging from street centerline shapefiles all the way to
various resolutions of color orthophotography from a City GIS program, serves as the second
tier of tree location.The data collector,the third tier,draws from experience and applies field
judgment to make the ultimate decision based on what is seen in the field and often resolving
the inconsistencies that can exist between map data and GPS signals. Used concurrently for
each tree, Davey's inventory arborists utilize the best available GIS maps, information, and
GPS technology to quickly and accurately plot tree/site locations.
Using this approach, the City will gain these advantages:
1. Increased production rates. Location data entry using GIS with accurate basemap
information is nearly twice as fast as using GPS equipment alone. Inventory personnel
are not limited by weather conditions or interference by buildings or other tall
obstructions.
2. High level of location accuracy. Admittedly, GPS location data can be more accurate
than manual GIS location entry. GIS is only limited by the accuracy of the basemap
information provided. However, for urban forest management purposes and for other
city-wide use, such as for public works and public utility projects, the accuracy of GIS
locations is usually more than sufficient.
Davey Resource Group 2
3. Faster project completion. With the increased production rates of this methodology and
the decreased negative effects of weather and satellite factors,the project can be
completed more quickly with less downtime.
The following information briefly describes the use of each technology.
Pen-Based Computer Technology
Davey Resource Group will utilize pen-based •,
computers specifically configured for this tree 5g;
inventory project. During the project, data from these
field units will be uploaded directly to a desktop
computer for processing and storage.
Pen-based computers offer several advantages over -." �
paper-based data collection:
��
v Data entry is quick because collectors use simple ��" IP: `, -
input forms containing pick lists, check boxes, and ► •.'
buttons to save time and money.
..
> The computer only accepts certain entries,
decreasing errors. All information on a particular , mom `
tree must be entered before the collector can • .:
proceed. Crosschecking between fields occurs in t
real-time, as well,to prevent inconsistent results.
GPS Units
Davey Resource Group will use GPS (Global , ,,` `
Positioning System)technology for this tree inventory
project. Combined with post-processing differential ' •-''
correction, this technology provides the most accurate . "
method of locating tree positions under favorable 'i
environmental conditions. Davey Resource Group's
arborists use Trimble®Pathfinder Pro XH'M backpack
units that are capable of sub-meter accuracy to record -
the positions of trees and other infrastructure
components. . at . 441t.
Due to the limitations of current GPS technology, _ �{ `' '
please note that it may not be possible in all cases to get ` .,.°;,,k
exact GPS data for all trees, especially those near very ,
tall buildings,in steep terrain, in the interior of heavily , q` _ ,� 1 .i<'
7 fi
wooded areas, and in situations where several �. t
individual trees are growing closely together. All efforts
will be made to get location data that is as accurate as �
possible,but sub-meter accuracy cannot be guaranteed
in these situations.
The data can be exported in file formats compatible with commercial GIS applications,
including AutoCAD®, ArcViewTM, and ArcInfoTM, or plotted on paper maps.
Davey Resource Group 3
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Tree Inventory Data Fields
Davey Resource Group will collect the following standard data fields. The flexibility of our
software and the expertise of our staff allow us to customize these data fields or add new
ones to suit your needs.
1. Location—Davey Resource Group identifies the location of each tree and/or site. Street
tree locations and planting sites are organized by sequential tree site number and road
name, block side, or comer location. Park and open space trees arc also organized by
sequential tree site number and property name. An X and Y coordinate will be generated
for each tree and site.
2. Species—Trees are identified by genus and species using both botanical and common
names and by cultivars where appropriate.
3. Tree Size—Diameter is measured to the nearest inch in one-inch size classes at 4-1/2 feet
above the ground, or diameter at breast height (DBH).
4. Stems—The number of stems on trunks splitting less than one foot above ground level is
recorded.
5. Condition—The general condition of each tree is rated according to the following
categories adapted from the International Society of Arboriculture's rating system:
Excellent 100%
Very Good 90%
Good 80%
Fair 60%
Poor 40%
Critical 20%
Dead 0%
6. Location Rating—The location rating, along with species, size, and condition ratings, is
used in determining the tree's value. The location rating is based on existing land use of
the site, the functional and aesthetic contributions of the tree to the site, and surrounding
structures or landscapes. Categories for location value include: Excellent, Good, Fair,
and Poor.
7. Primary Maintenance Needs—The following maintenance needs will be determined
based on ANSI A300 standard specifications:
a. Removal. Trees designated for removal have defects that cannot be cost-
effectively or practically treated. The majority of the trees in this category have a
large percentage of dead crown.
b. Large Tree Clean. These trees require selective removal of dead, dying,broken,
and/or diseased wood to minimize potential risk. Trees in this category are large
enough to require bucket truck access or manual climbing.
c. Small Tree Clean. These trees require selective removal of dead, dying, broken,
and/or diseased wood to minimize potential risk. These trees are small-growing,
mature trees that can be evaluated and pruned from the ground.
d. Young Tree Train. These are young trees that must be pruned to correct or
eliminate weak, interfering, or objectionable branches in order to minimize future
maintenance requirements. These trees, up to 20 feet in height, can be worked
with a pole pruner by a person standing on the ground.
Davey Resource Group 4
e • •
e. Stump Removal.This category indicates a stump that should be removed.
f. Plant Tree.During the inventory,vacant planting sites can be identified by park
location and site number. The size of the site is designated as small,medium,or large
(indicating the ultimate size that the tree will attain),depending on the growing space
available and the presence of overhead wires.
8. Secondary Maintenance Needs—The following secondary maintenance needs will be
determined based on ANSI A300 standard specifications:
a. Raise.Trees requiring pruning to remove low branches that interfere with sight and/or
traffic.
b. Reduce. Selective pruning to decrease height and/or spread of the crown in order to
provide clearance for electric utilities and lighting.
c. Thin.The selective removal of water sprouts,epicormic branches,and live branches to
reduce density.
d. Restoration. Selective pruning to improve the structure,form,and appearance of trees
that have been severely headed,vandalized,or damaged.
e. Utility.Selective pruning to prevent the loss of service,comply with mandated
clearance laws,prevent damage to equipment,avoid access impairment,and uphold the
intended usage of the facility/utility space.
f. None.No secondary maintenance is recommended for the tree.
9. Risk Assessment—A risk rating will be assigned using an assessment protocol based on the
USDA Forest Service Community Tree Risk Rating System.
a. Probability of Failure(1-4 points)—Identifies the most likely failure and rates the
likelihood that the structural defect(s)will result in failure based on observed,current
conditions.
b. Size of Defective Part(1-3 points) Rates the size of the part most likely to fail.
c. Probability of Target Impact(1-3 points) Rates the usc and occupancy of the area
that would be struck by the defective part.
d. Other Risk Factors(0-2 points)—This category is used if professional judgment
suggests the need to increase the risk rating. It is especially helpful to use when tree
species growth characteristics become a factor in risk rating.For example,some tree
species have growth patterns that make them more vulnerable to certain defects such as
weak branch unions(silver maple)and branching shedding(beech).
10. Risk Rating—A Risk Rating of each tree is calculated based on the protocol of USDA Forest
Service Community Tree Risk Rating System. Generally,trees with the highest numeric risk
ratings should receive corrective treatment first.The overall risk rating of the tree will be
indicated,based on the sum of above risk assessment field values. See the formula below:
Risk Rating(3-10 points) =probability offailure(1-4 points) +size of defective part
(1-3 points) +probability of target impact(1-3 points) +optional subjective risk
rating(0-2 points)
Assigned risk is meant only to be used as a guideline to make safety-driven maintenance
decisions and to direct normal tree maintenance programs efficiently.All risk ratings are based
on observable defects at the time of assessment. All observations are made from the ground.
Davey Resource Group 5
The following risk ratings will be assigned:
a. None. Used for planting and stump sites only.
b. Low. Trees designated as presenting a Low risk have minor visible structural
defects or wounds in areas with moderate to low public access.
c. Moderate. Trees designated as presenting a Moderate risk have defects that may
be cost-effectively or practically treated. The majority of trees in this category
exhibit several moderate defects affecting<40% of a tree's trunk, crown, or
critical root zone.
d. High. Trees designated as presenting a High risk have defects that cannot be cost-
effectively or practically treated. The majority of the trees in this category have
multiple or significant defects affecting>40% of the trunk, crown, or critical root
zone. Defective trees and/or tree parts are most likely between 4-20 inches in
diameter and can be found in areas of frequent occupation, such as a main
thoroughfare, congested streets, and/or near schools.
e. Severe. Trees designated as presenting a Severe risk have defects that cannot be
cost-effectively or practically treated. The majority of the trees in this category
have multiple and significant defects present in the trunk, crown, or critical root
zone. Defective trees and/or tree parts are most likely larger than 20 inches in
diameter and can be found in areas of frequent occupation, such as a main
thoroughfare, congested streets, and/or near schools.
11. Observations—General observations warranting recognition include the following:
Cavity/Decay Pest Problem
Grate/Guard Poor Location
Improperly Installed Poor Root System
Improperly Mulched Poor Structure
Improperly Pruned Remove Hardware
Mechanical Damage Serious Decline
Memorial Tree Signs of Stress
Nutrient Deficiency
12. Further Inspection—Most trees in this category require an annual inspection for several
years. A healthy tree obviously impacted by recent construction serves as a prime
example. This tree will need annual evaluations to assess the impact of construction on its
root system. Another example would be a tree with a defect requiring additional
equipment for investigation.
13. Clearance Requirements—Pruning, necessary to meet clearance standards over streets
and sidewalks, is noted where branches are considered to be interfering with the
movement of vehicles or pedestrians or where they arc obstructing signs and street or
traffic lights.
14. Hardscape Damage—Where trees are present, damage to curbs and cracking or lifting
of sidewalk pavement one inch or more is noted.
15. Aboveground Utilities—The inventory indicates the presence of overhead utilities at the
tree site as well as current conflicts.
Davey Resource Group 6
•
16. Growing Space Type—Growing space locations are categorized as:
Island Raised Planter
Median Tree Lawn/Parkway
Natural Area Well/Pit
Open/Unrestricted
17. Growing Space Size—The minimum width of the growing space for root development is
recorded.
18. Additional Notes—Additional information of possible importance is noted here.
19. Date of Survey
U.S. Forest Service i-Tree Software Suite Compatibility
Davey Resource Group uniquely has a strong relationship with the U.S. Forest Service, and
has partnered with the Forest Service in the development, distribution, and training of the
i-Tree software suite. Davey has conducted the fieldwork for i-Tree projects, performed data
calculations, and has led many national training workshops since i-Tree's official release in
2006.
Davey's inventory data are compatible with i-Tree applications, such as i-Tree Streets and
i-Tree Storm. All data will be delivered in a format compatible with these benefit and
management models. Should the City require additional assistance to use i-Tree's cost-
benefit models, Davey is fully qualified to perform the analysis and provide a variety of
reports based on the results and analyses,or provide training to City staff.
Quality Control
Davey will provide and assure the City of Elgin an accurate and high-quality inventory
project. Davey can make this assurance through these means:
1. Davey Resource Group's college-educated, professional urban foresters will conduct the
inventory. All of our inventory project managers are Certified Arborists through the
International Society of Arboriculture; we do not use students or temporary employees.
2. During the inventory process, extensive quality control algorithms are applied regularly.
Using Davey's Proprietary Tree Collector Interface Software, quality control checks
verify the accuracy and completeness of the tree inventory data, such as duplicate sites,
proper addressing, consistent data field collection, etc.
3. Davey's Information Technology Department also runs specific analysis software on the
collected data to ensure consistency and accuracy.
4. In addition to computerized quality checks and control, a senior inventory arborist on site
regularly field checks data collected by other staff to assure adherence to city work
specifications and national industry standards.
5. Senior District Managers from local Davey Tree offices will perform periodic site visits
and quality control checks on all inventory arborists throughout the inventory project.
These managers will also attend the kick-off meeting and other priority meetings.
6. Davey invites the City to accompany the site and project managers on periodic quality
control checks throughout the inventory project.
Davey welcomes and encourages the City to periodically perform on-site verification of the
data. Davey staff will cooperate fully with City staff to achieve a high level of confidence in
the accuracy of the data.
Davey Resource Group 7
Task Two: Tree Management Plan
The Tree Management Plan details an action plan for urban forest maintenance based on an
analysis of tree inventory data. Included in the Management Plan are various inventory
reports in a separate bound tree inventory workbook and an analysis of the current tree
population, growing environment, and maintenance needs, as well as long-range management
recommendations.
Management Plan Sections
Executive Summary—This section presents a brief overview of inventory findings. It
discusses major trends identified in the inventory, including species composition,
maintenance requirements, tree values, and conditions.
Methodology—This section details the definitions and data collection methods used to
conduct the inventory. All information collected will be documented.
Tree Population—This section discusses tree population characteristics that affect
management, especially species diversity, urban forest stocking level, potential planting sites,
urban forest condition, and maintenance requirements. Additionally, specific trends,
observations, and concerns noted during data collection will be discussed.
Urban Forest Management Program—This section details the activities that will constitute
a multi-year urban forest management program. Headings in this section will include: priority
maintenance needs; routine pruning program; training and small tree pruning programs;
annual tree planting programs; and public relations. A comprehensive estimated budget will
also be provided for each of the above activities.
Ecosystem Tree Benefits section shall present the dollar value of annual environmental and
aesthetic benefits, including energy conservation, air quality improvement, CO2 reduction,
stormwater control, and property value increase.
Cost-Benefit Analysis section shall discuss the management costs of the urban forest and
calculates the return on the City's invested dollar.
Appendices—Also provided is a complete set of appendices that will be an important
reference for the future. Included are the following: planting and pruning guidelines;
recommended tree species; a sample comprehensive tree ordinance; a sample tree
preservation ordinance; sample specifications for contracting tree work; and sources of
additional information in urban forestry and arboriculture.
Tree Inventory Workbook
The Workbook is provided in electronic format only and includes the following reports:
1. Total Tree and Planting Site Listing—This report consists of an alphabetized street
address and site number printout of all trees and planting sites.
2. Trees recommended for Removal by Risk Rating.
3. Trees recommended for Cleaning by Risk Rating.
4. Trees recommended for Raising by Risk Rating.
5. Trees located under overhead primary utility lines.
6. Future Planting Sites.
Davey Resource Group 8
i-Tree Streets Workbook Sections
The i-Tree Streets Workbook shall provide the following:
1. Population Summary
2. Annual Benefits, Net Benefits, and Costs Summary
3. Annual Benefits by Species and Zone
4. Annual Benefits Carbon Dioxide (by Species and Zone)
5. Annual Benefits Carbon Stored (by Species and Zone)
6. Annual Benefits Air Quality(by Species and Zone)
7. Annual Benefits Energy(by Species and Zone)
8. Annual Benefits Stormwater(by Species and Zone)
9. Annual Benefits Aesthetics and Other(by Species and Zone)
10. Importance Value
11. Relative Performance Index
Davey Resource Group 9
•• •,
Task Three: Tree Management Software
TreeKeeper®7
TreeKeeper®7 software is a All Lai Ciatisst.t1
J
IN, 7 View X
comprehensive and state-of-
the-art approach to urban forest
management operations.
TreeKeeper®7 is Davey
Resource Group's flagship
product and TreeKeeper®7 is
our most robust and well-
rounded tree management
software to date offering unique :1 r's ;4 1
add-ons and data field options. ° ..`'
.1 r*.
What it does: TreeKeeper®7 41.
•
is a web-based software 4 \
package that allows the client
to manage tree inventories
efficiently and effectively, , ; ,
manage calls received from , ,
residents, generate work orders from calls received,create flexible reports, and allow for an
easy-to-use mapping system.
TreeKeeper®7 is flexible
7
'1 enough that it can use GIS
- ;,:t- P r4en* information, if available, or
not use it, if the
On:Bobrsch From:Vargo To:Levan information is not
available.
Bobtich Siae'Font Site:I
A hands-on view of Davey's
TreeKeeper®7 management
software is available at
www.davey.com/tk7. Click on
C3Bow,cti Sic : ow Site1 "TreeKeeper"at the top of the
page. Then, click on"Demo",
page down,and click on
"Login". From here,
OnBennett FromGardner To' frequently asked questions can
: '
be viewed through the
"Sampler"or select one of the
iiiIrdi"e" S.te
four options listed in the upper
left-hand corner which will
place you into a working tree
inventory.
Davey Resource Group 10
*. 4
TreeKeeper®7 Integrated Mapping Component
A recent development in .. ...:,,' , . , . .. _
_
. - ''.°:,:.`.- ' , . *:-- - • ,• --i---i I: +''," :/".'
TreeKeeper®7 makes it r, , " j._ , ,t
141,
t
possible for the user to it
I_ _, . . , t , ..! ,7,..,-r-i .„. .,,p±..,,f , • .
utilize their TreeKeeper®,7
database with a map I. I, ipm --,..„ li
.. •-t • •:-7 -‘' ' ''. f ''..' —,
without placing any extra I -kir!Pk
requirements on the user's
IcnotmerpnuetteEr.xplorer Anyone h(awfirteeE.,-T.,,. .,
web browser provided by i
leiv—,•,..r ' • ' 4!
- i ''''' ' -' l''IR i...oil, • ' i _
Microsoft®) can access
Davey Resource Group's
TreeKeeper"7 \..4.",''- ' ' "-'. 4 1 - .1- -.c•• .,
'N i '<111 '. • 'Ilk ' ' ' *''., i r '''''',,,, ''''4.
management software. This i
feature enables the user to DMEY*• 7:-Telit''111.*., -' ',1'-. 7,40. , i .j
have a system that is
capable of mapping queries, zooming, panning, and moving tree points. And, it supports
multiple, simultaneous users,meaning that more than one user can interact with the database
at the same time and view the changes the other user is making instantly.
The mapping component allows the user to view TreeKeeper®7 sites within a map-based
system while still having all of the reporting and querying power of TreeKeeper®7
management software.
The "map window" is used to access stored GIS map data from the map server either in
ArcView 4 shapefile format or common
image formats (aerial photos or scanned facility
maps). It provides GIS functionality throughits associated mapping tool buttons,
including zoom,pan, identify, label, measure, and print tools. Basemaps can be toggled
on/off and a key map tracks the main map position on a small-scale overview map of the
user's choice.
The mapping component requires a deployment of TreeKeeper®7 and can be used with, 5.5
Microsoft®Windows®2000 or higher in conjunction with Microsoft®Internet Explorer'
or higher. The Integrated Mapping Component is included in all TreeKeeper®7 deployments.
11
Davey Resource Group
. .
.• .
TreeKeeper®7 Reporting Capabilities
Another great feature of the Reports
TreeKeeper®7 management software is its very
Pre Formatted: Usvr FturnatS,3
flexible reporting system which allows the user to
design his own reports and to save report layouts to Soec es Frequency Site Us;rtg
Streets%eh Trees ,i
run again in the future with other data. Work slrg
Wainx Reports Surrws Reverts
Work Freauercy Work svrsart Report
Various reports can be created, including: ,...ork Rer;orts 14. 11
customized site listing reports, customized summary atEet-e-hgQ,131Q,cianr,
reports, tree valuation reports based on the ISA &XVI en:.2010
Guide for Plant Appraisal, 9th Edition, and even pie
'
and bar chart reports. Some simple pre-formatted Pe! rt,
reports have been created by Davey Resource t..,,,,,:ato.,..-,
Group and are provided. —
Not only is the data easy to report on, it is easily
exported to other software applications, such as
, ORO
i•+4,.. , -
Microsoft®Office and other word processing
programs and spreadsheet
1 —
,-, nr.e Va J.Jtha`tc.c art
I
[-le—
TreeKeeper®7 Data Tracking Capabilities
...4....1
The diagram to the right illustrates the types of ,
data that TreeKeeper®7 is capable of tracking. A
key feature of TreeKeeper®7 is its ability to track
Photos Documentsital
various types of data including electronic Dig
documents. This means that not only is A 6' ft) I,......1 .....if
TreeKeeper®7 capable of tracking work histories, ... ,. vhobt doc exthI yI, J.rorytt olt
it can also store digital photos, letters to the
residents,tree hazard evaluation forms, and other
pertinent documents that the user may wish to image!Ipc
keep associated with a given tree or site. \ Work History
Tre,kceper/ ExctInpic
Tree Site Creel redJcbcy prone
All electronic documents are easily accessible /
cit Aug 12th 20J I J.-tn,
by AOC rree ses se
through the "view site screen"of TreeKeeper®7.
From this screen,the user can download
documents to review or upload new documents to
Tree Attributes Call History
file with the site. !Ramble Lxampie:
Species Mr both Roth carea err
05et Apel 2410,,eguesurg
Condition onoce
Davey Resource Group 12
„ .
•• •
TreeKeeper®7 Field Options
Database Synchronization Program
Pen Tablet/Field Laptop Option:
Master DB URL ihttp//www treekeeperonlrne corr"o/thodem
Requirements:TreeKeepere 7(any Master DB LogriN erne rDernouser
deployment)and a Windows®'2000 or , Master DB Password 1....
higher laptop or Pen Tablet computer for Replicated DB URL Ihrtp//127 0 0 1/11,7
field use. Replicated DB LogrnNarne ID ern,U ser
What it does:The user can install Rephcated DB Password
standalone TreeKeeper®7 management Synchronizabon
software on a field computer.This "4:114mation I Son ‘'lls'oxnkrzelion la"d'”'I I
software will synchronize any changes that
user makes to the field database as well as Set up repbcrAed database I DAVE14,
"aba" BE1110110E vigor
rIns,. /De
any changes made to the master database
while in the field.
The key advantage of this option is that the user is actually running TreeKceper®7 in the field. With
this option,anything that can be done in the office can be done in the field.
TreeKeeper®Installation Options
Subscription: Davey Resource Group hosts the data on its web-server. Clients retain full
ownership of all data and can access the data from anywhere in the world that interim access is
available. Davey Resource Group backs up and maintains the data and web-server. Program
upgrades are provided to the client free of charge. Concurrent access is possible.There is a
recurring annual cost for this deployment.
Software Training and Support
Davey Resource Group can provide a six-hour,on-site training seminar specifically designed for
the client.Training will focus on GIS basics and TreeKeeper®7 software capabilities, including
working with the"map screen"and map data as well as introducing users to attribute input and
querying.Other aspects of the software are reviewed with time allotted based on user interest and
skill level.With the on-site training,one full year of unlimited telephone support is included.
Additional five-hour blocks of telephone support may be purchased for following years.
Delivering Data Compatible with Geographic Technologies Group's GeoBlade
In mid-September,2009,Davey Resource Group's Information Technology department spoke with
the City of Elgin's Information Services representative who works closely with the Geoblade
technology,and both experts agreed that there should be no significant challenges if Davey
Resource Group were to be selected as the contractor for this project.
Davey Resource Group has worked with dozens of clients who are running ESRI ArcGIS solutions,
including environments with an enterprise level GIS backend.Prior to any data collection,Davey
Resource Group's GIS/IT group will work closely with the City of Elgin's Information Systems
group to finalize the data schema for the information that Davey Resource Group is tasked to
populate.After this schema is decided,we will deliver a small data set matching this schema as a
draft deliverable—which the City of Elgin's Information Systems group can review and approve.
Upon approval,Davey Resource Group will match any interim and final deliverables to this data
schema. Davey Resource Group can deliver the data in a variety of formats,including: ESRI Shape
File,ESRI Personal Geodatabase,as well as ESRI Geodatabase.Davey Resource Group is quite
certain that the City of Elgin will be able to use the data that we collect given our past experiences
delivering data to clients.We have also converted data into formats compatible with Hansen,as
well as Cartegraph.
Davey Resource Group 13
Davey Resource Group proposes integrating GeoBlade with TreeKeeper® 7 software, which
is a web-based operational tree management tool that is in use by over 130 different
municipalities across the continent, including Schaumburg, Illinois. TreeKeeper® 7 is able to
export its tree data as an ESRI shapefile on demand by the user, for easy integration with a
local enterprise GIS system. This ESRI shapefile is structurally constant, and the data fields
are populated with "real" values rather than codes that require a complex translation process
from our format to Geoblade. It is easy to generate these shapefiles as either a comprehensive
set, or even as partial sets. For example, if the user wants to download from the
TreeKeeper® 7 system only Ash Trees in order to quickly create a presentation quality map
regarding the effects of the Emerald Ash Borer on the City of Elgin's urban forest, utilizing
ArcG1S, TreeKeeper® 7 is capable of generating downloads of subsets of information via
data driven and/or spatial queries.
Finally, we can work with the City of Elgin and/or Geographic Technologies Group in
automating a process of transferring the data out of TreeKeeper® 7 to be read into the
enterprise GIS system. We can schedule this automation to run as frequently as necessary and
it will reduce any GIS Technician/Specialists needs to manually integrate and merge data into
the enterprise GIS. Davey Resource Group is currently working with the City of Charlotte,
North Carolina to set up a very similar system that will integrate TreeKeeper® 7's data with
City Works, a similar ESRI ArcGIS centric, asset management, software package used by
public works agencies across the country.
Davey Resource Group 14
�.0OFE4c.
C 'ti City of Elgin Agenda Item No. e...
i ,_ I §
1 Milt,'
4
October 29, 2009 E't ' ,
TO: Mayor and Members of the City Council F
FROM: Sean R. Stegall, City Manager Q. 4trrartcially Stable
David L. Lawry, General Servi es Group Direct """"",
(JK-
SUBJECT: RFP 09-063, 2009 Tree Inventory and Management an
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider approving a contract with Davey Resource Group to perform a tree
inventory and to develop a management plan for all City owned trees.
RECOMMENDATION
r It is recommended that City Council approve Davey Resource Group to complete the Tree
Inventory and Forest Management Plan for City owned trees in the amount of$303,900.
BACKGROUND
The City's forest consists of a variety of trees that are managed by the City. These trees vary in
types, age and condition. It is important to understand the genus, species and varieties of trees to
ensure proper budgeting, better allocation of resources, minimize liabilities, recognize potential
planting areas and keep the City's urban forest in proper health.
A request for proposal was developed to inventory the City owned trees located in the right of
way, parks and other City owned properties. The number of trees under the City's responsibility
is unknown at this time. It is estimated there are 80,000 trees located within the City's rights of
way, parks and City owned properties. The selected company will utilize GIS data collection
methods to locate the tree, identify the tree and give a condition rating. The collected data will
provide the basis for the creation of a management report that indicates number of trees, types of
trees, suggested removals and areas to be planted.
The inventory and management plan will also identify the effect of the emerald ash borer on the
community. As part of this inventory and management plan, an action plan will be developed to
minimize the effect of the infestation on the community. This will assist the City in identifying
and applying grant opportunities at the State and Federal government level.
„
RFP 09-063 Tree Inventory&Management Plan
October 29,2009
4111)
Page 2
A five year budget detail will be created with estimated costs to provide the tree work and the
data collected will be compatible with the City's current GIS system Geo Blade. The projected
completion time of the inventory is January 2010.
On October 2, 2009, Requests for Proposals (RFP) were advertised in the Courier News and on
the City web site. The RFP was mailed to eight firms, with two firms responding to the request.
Selection of the firm was based upon collection method in the recommended time frame, work
experience of similar size and scope, staffing qualifications and available staffing, proposed
management plan, five year budget ability and compatibility of information with City GIS
system. Davey Resource Group was selected as the most qualified to provide the inventory and
management plan in the allotted time. The price for Davey Resource Group to provide this
service has been negotiated to be the following:
Price each Total
1. Price per site inventoried: $3.76 x 80,000 $ 300,800
2. Tree Management Plan and Inventory $ 3,100
3. Software interface 0
Total cost $ 303,900
The cost initially submitted by Davey Resource Group was $326,800. Arbor Pro was the other
company which submitted a proposal. Their price for providing the service was $284,700.
Arbor Pro's proposal evaluation was scored lower in the number of qualified staff available to
complete the project, their five year budget and they did not address the ability to interface their
software with the City's GIS system. Staff believes the negotiated cost with Davey Resource
Group accurately represents a comparable cost to that submitted by Arbor Pro given the
resources identified to complete the work on schedule.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Sustainable Community Advisory Team has recognized the need for the tree information
and has requested the tree inventory/management plan be completed.
Cijkky'INANCIAL IMPACT
There are sufficient funds budgeted ($320,000) and available ($320,000) in the Riverboat Fund
account number 275-0000-791.45-05, Tree Services, project number 501006, New Tree
Plantings 2009,to award the contract.
1111)
*
RFP 09-063 Tree Inventory& Management Plan
October 29, 2009
Page 3
LEGAL IMPACT
None
ALTERNATIVES
1 The City Council may choose to award the contract to Davey Resource Group as
recommended.
2. The City Council may choose to reject all proposals and not award the purchase at this
time.
Respectfully submitted for Council consideration.
JB:cf
Attachment
2009 Inventory Evaluation Sheet
Data Collection Past Inventory Qualifications&Quantity Management Plan Compatability of software Over all Total Scorg
Vendor Method Work pf Staff and Budge{ w/Geoblade proposal
Arbor Pro Urban forest Management 4.66 3.33 3.33 3 3 3.66 3.49
Davey Resource Group 5 4.33, 4.66 3.66 4.33 4.33 4.38
Scoring:1 lowest to 5 highest
General comments:Davey Resource Group past experience with Inventories of similar size;ie.Ann Arbor,Orlando,Lakeland,Chariette,Schamberg.They have large qualified staff to assign to project
J J f ,
r • 0 •
........._
`� OF Et Ci
Memorandum
-rte City of Elgin
2-., ,_ 1��n %
kATEDV,-
Date: December 4, 2009
To: Jim Bell, Parks Superintendent
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 09-244, Adopted at the November 18, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please retain a copy for your records. If you
have any questions please feel free to contact our office 847-931-5660 and we will do our best to
assist you. Thank you.
• Agreement with Davey Resource Group, Inc., a Division of the Davey Tree
Expert Company for Tree Inventory and Management Plan