Inventory and Assessment of City Park Trees

The City of Forest Grove is requesting quotes for the development and assessment of all trees in two City parks. The purpose of the project is to provide data that will be used to prioritize tree management activities and identify trees that require immediate attention. The City intends to award all of the work to one Proposer. The City of Forest Grove ("City") is an Oregon municipal corporation with approximately 26,200 residents. The City has a City Manager/Council form of government and is governed by a City Council comprised of six Councilors and the Mayor. The City employs approximately 180 full and part-time staff. Anne Lane, the City's Parks and Recreation Director will be the project manager for the City. Scope and Timeline of Services The City is looking for a qualified individual or firm that can demonstrate the competency and experience to provide an inventory and assessment of all trees for two (2) parks listed below. Rogers Park: 3.7-acre parcel. Rogers Park is a neighborhood park located in Downtown Forest Grove between 17th and 18th Avenues and by Elm and Douglas Streets. The Park is surrounded by single-family residences and several churches, and sidewalks are provided along all four frontage streets. The park's main access point is along 17th Avenue, where a small parking lot with angle-in parking is provided. The Park is characterized by a mature tree canopy, two pickleball courts, one tennis court, one basketball court, restrooms, lawn areas, play structures, horseshoe pits, pathways, two picnic shelters with barbecues. Many people consider Rogers Park their favorite park in the system, and on hot, sunny days it is filled with people playing at Anna & Abby's Yard, a destination play area, and enjoying the cooler temperatures under the park's Oregon White Oak trees. o Reuter Farm Park: 2.1-acre parcel. Reuter Farm Park is located toward the west edge of the city limits by the intersection of Willamina Drive and Farm Way. It is surrounded by residential development to the north and east and agricultural land to the south and the west. The Park is characterized by a sloping hill and a stand of oak trees, providing a lot of shade and giving the park a unique character. There is also an adjacent barn that makes the site feel rural and pastoral. One picnic table and three benches overlook the detention pond and farming properties on the south side of the park's hill. Scope of Services to be provided are: The selected Proposer will provide the City with professional services to realize the successful completion of the scope of work. The Proposer will be responsible for coordinating work with all sub-contractors. The list and order of activities outlined below may be amended and finalized with the Proposer. The scope of work for each site includes, but is not limited to, the following elements: Activity 1. Inventory & Assessment o GPS coordinates on all tagged trees o Inspection of conditions: o Root system o Canopy o Trunk and bark o Insect harboring o Disease presence o Establish and utilize a system to grade trees overall condition o Establish and utilize a system to track information related to each tree that will become property of the City for City staff to utilize in ongoing tracking of tree specific maintenance activities, actions taken, identified vulnerabilities to insects and diseases Activity 2. Maintenance Plan o Pruning and thinning schedules o Care of surroundings o Chemical applications Activity 3. Reforestation Plan o Gantt chart outlining a planting schedule o Species variation o Planting schematic General Requirements of Consultant: The Proposer will: o Provide weekly communications and updates to the Director of Parks & Recreation. o Prepare and make presentations before the Parks & Recreation Commission and City Council as necessary to present findings for, and successful adoption of, recommendations. This may include presentation of draft as well as final documents for approval. For purposes of the quote, plan on 3 presentations. o Provide an electronic draft copy of all reports and findings for review and comment by City staff and Parks & Recreation Commission at least three (3) weeks prior to the presentation of project findings and recommendations. o Provide an electronic copy of the final report and plans. Assistance to be provided by the City: To facilitate the Proposer's effort to successfully complete the project, the City will: o Provide the use of existing maps, aerials and AutoCAD base map for project purposes. o Provide existing studies, reports, ordinances, etc. that may be pertinent to the project. o Schedule and facilitate Parks & Recreation Commission and City Council meetings and prepare agendas as needed. o Perform other tasks related to the scope of work as negotiated with Proposer. Based on the desired services, the consultant is asked to propose a timeline for services that will deliver draft documents by March 31, 2023. The final timeline for services will be determined after the project scope has been finalized. Desired Consultant Qualifications Desired qualifications are: o Demonstrated qualifications to provide the requested services. o Demonstrated recent experience to provide the requested services. o Ability to complete the desired services within the proposed timeframe. Information for Quotes Responses to the RFQ should be limited to as few pages as necessary to provide the following information: o A demonstrated understanding that the Proposer has a clear understanding of the requested project and the related work required. o Services to be provided, how you propose to provide the services, and the proposed timeline for the services. Please provide a detailed narrative specifically describing how the project will be conducted. Describe key work phases and how they will be accomplished within the required time. o Expectations of City staff for this project. o Experience of the firm in providing these types of services. Include how long the firm has been in business. o Staff who will provide the services including qualifications of staff proposed. Include any experience performing these services for other municipalities of similar size. o Proposed cost of services with a breakdown of costs by activities. In no case should a response to the RFQ exceed 10 pages excluding resumes of proposed staff which should be no more than 2 pages per staff person RFQ - General Information For any questions about the scope of work for this engagement, contact Anne Lane, Parks and Recreation Director, at alane@forestgrove-or.gov or at 503-992-3237. The deadline for questions is Friday, December 16, 2022, at 4:00 p.m. Responses to questions will be provided to all known prospective proposers. For questions regarding the RFQ process or contracting, contact Paul Downey, Assistant City Manager/Finance Director at pdowney@forestgrove-or.gov or 503-992-3220. Review Process The City intends to award the project to the consultant the City believes can best deliver the requested services. Cost of the services will be a determining factor in the selection of the consultant. The quotes will be scored by the following criteria with 400 points possible: o Demonstrated Competency and Experience to provide the requested services - 40% (160 points) o History and Qualifications of Firm - 10% (40 points) o Qualifications and Experience of Persons performing Work - 20% (80 points) o Cost - 30% (120 points) The Parks and Recreation Director will appoint a committee to evaluate and score the quotes. Interviews may be conducted with at least the top two scoring firms. The City Manager will approve the final selection of the consultant. Any costs incurred to prepare the quote response or attend the interview, whether in-person or electronically, are the responsibility of the proposer. Even though the RFQ states interviews with the finalists may be conducted, the City does reserve the right to award the contract without interviews. City also reserves the right to reject any and all quotes if in the best interest of the City. City expects the selected consultant to enter into the City's standard Professional Services Agreement which is included as part of this RFQ. Hard-copy proposals will not be considered. Late proposals will not be considered. The City may reject any response not in compliance with all prescribed solicitation procedures and requirements and other applicable law, and may reject any or all responses in whole or in part when the cancelation or rejection is in the best interest of the City, and at no cost to the City.

Division 01 -	General Requirements.
Division 10 -	Specialties.
Division 11 -	Equipment.