Administrative Services

The vendor is required to provide administrative services team will provide comprehensive project management and administrative support for the city’s tree planting grant project.
1. Project planning and coordination
•    Coordinate with city staff and the dec-assigned arborist.
•    Finalize tree planting zones, confirm species mix (minimum of four species), and develop a phased implementation plan.
•    Ensure all project activities (tree procurement, planting locations, and maintenance requirements) comply with dec and grant parameters.
2. Procurement of tree planting and maintenance services
•    Develop and issue for tree planting and maintenance services in accordance with city procurement policy and grant requirements.
•    Oversee the competitive procurement process, including pre-bid communications, bid review, and contract award recommendations.
•    Coordinate with the selected contractor to ensure compliance with all grant and city requirements, including 811 notifications before planting.
3. Tree procurement coordination
•    Work with the selected tree services contractor to procure all required trees (total of 800) in compliance with dec and grant specifications. 
•    150 of the trees will be planted by city department staff.
•    Confirm that the contractor purchases, receives, and delivers trees on schedule for both contractor- and department -planted sites.
•    Ensure proper documentation of tree purchases for grant reporting.
4. Planting location designation
•    Designate and approve planting locations within the defined planting zone, in consultation with city staff and the dec-assigned arborist.
•    Maintain a master planting plan with assigned locations for contractor- and department -planted trees.
5. Grant administration and reporting
•    Complete all grant administration tasks for the project, including submission of payment requests, progress reports, and final reports to the funding agency.
•    Maintain all required project records for potential audit or inspection.
•    Ensure contractor compliance with dec and grant requirements for tree planting and maintenance.
6. Inventory updates
•    Coordinate with the contractor to collect detailed data for all trees planted or removed under the project.
•    The city’s tree inventory for the planting zones, based on the 2017 tree management plan.
7. Community outreach and public engagement
•    Manage social media content and press releases related to the project, including announcements, progress updates, and educational materials.
•    Serve as the primary point of contact for public inquiries about the project.
8. Tree board reestablishment
•    Lead efforts to reestablish the city’s tree board, including recruitment of members, scheduling and coordinating meetings, and providing administrative support for board activities.
•    Prepare meeting agendas, minutes, and public notices in compliance with applicable open meeting requirements.
9. Project close-out
•    Verify that all work, documentation, and reporting are complete and compliant with grant requirements.
•    A final close-out package to the city, including all records, maps, and reports.