Street and Public Tree Inventory and Software System

The Vendor is required to provide street and public property tree inventory and a web-based tree inventory data management software system.
- Include the costs for the performance of a computerized public tree inventory of public trees of the listed locations and delivery and installation of tree management software; comprehensive training on use of the software shall also be provided.
- Provide many benefits in the form of shade for cooling and reduced energy consumption, reduction of air pollutants, storm water regulation, water quality improvement, wildlife habitat, increases in property value, and aesthetics linked to mental and physical health, but these benefits come at a cost towards their maintenance and management and the liability they may present as they age and die amongst our many pedestrians, motorists, structures and other potential targets in developed areas.
- The Town is committed to increasing its understanding and management of the current public tree population and preparing for the future.
- Public tree inventory in selected street rights-of-ways in the Town limits, selected parks, public facility grounds, and other public property.
- At a minimum, the following data fields will be included in the per-tree bid price:
Tree inventory data fields for all trees must include, but are not limited to:
•Location: street address, GPS coordinates
•Unique number/identifier
•Date Assessed: date of each tree inventoried will be documented
•Tree Common Name and Latin Name and variety name if known
•Trunk Diameter at Breast Height
•Tree Height estimate
•Tree Spread estimate
•Stems: number of stems at DBH
•Overall Condition: excellent, good, fair, poor, or dead
•Primary Maintenance Need: The following primary maintenance needs will be determined based on ANSI A300 standard specifications: Removal, Prune, Young Tree Train, Stump Removal.
•Pruning priority: low, medium, or high (if applicable)
•Removal priority: low, medium or high (if applicable)
•Growing Space Type: tree pit, verge, right of way, median or park/open
•Tree pit dimension estimate (if applicable)
•Overhead utilities (if applicable) and form, whether under line(s) (typically Y shaped canopy), line street side of line(s) or backside of line(s) (typically L shaped or side walled)
•Open planting site (if applicable)
•Abandoned/unusable planting site (to be defined pre-inventory)
•Stump location (if applicable)
•Hardscape damage/root conflicts (if applicable): sidewalk, curb, road, storm water drain, water meter, private property, manhole, transfer, or other.
•Any other observed notable items such staking, irrigation bags or root ball straps remaining on tree, ground or leader staking remaining, bee nest in tree, sign/banner attached to tree, nails in trunk, termite tubes present, etc.
- Pre-Inventory meeting: The successful offeror project management staff will coordinate and meet with the Town’s Planning Department staff and additional departmental staff to confirm the products, methods, project areas, approve data fields, establish contacts, roles, communications methods, project areas, approve data fields, establish contacts, roles, communications methods, timelines, software introduction and other vital information for efficient project completion.
- Inventory Efficiency Briefing: After the first week of field data collection, the successful offeror will facilitate a meeting between their inventory crew managers/staff and the Town’s Planning Department staff to determine process efficiency, predict future needs and any challenges to timely project completion. The successful offeror project management and Town staff will discuss strategy for maintaining or increasing efficiency.
- Quarterly Project Progress Meetings: The successful offeror will coordinate progress meetings that will be conducted when 25%, 50% and 75% of the inventory and the mapping is completed to chart progress and discuss timely project completion goals and strategies.
- Delivery of Finalized Inventory Data: This meeting will be the final review and delivery of tree population data, maps, GIS data, Excel, and other products & deliverables. This meeting should include a live demonstration of the software provided by the successful offeror for the purposes of tree population tracking/management and may include more advanced software training.

- Contract Period/Term: 3 years