AGENDA MEMORANDUM

Meeting Date: August 14, 2006

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution Authorizing Execution of an Agreement with Davey Resource Group to conduct a comprehensive tree inventory for the City of Leesburg pursuant to RFP-06-05.

Staff Recommendation:

Staff recommends adoption of the resolution authorizing execution of the agreement with Davey Resource Group to conduct a comprehensive tree inventory for $37,400.00, pursuant to RFP-06-05.

Analysis:

The purpose of this request for proposal was to solicit vendors to provide a City-wide comprehensive tree inventory of those trees located on City property and in rights-of-way.  Davey Resource Group will provide to the City, in electronic format, information related to these trees and will include such items as tree location in GIS compatible coordinates.  The vendor will also collect tree species, size, condition, and above ground utility locations information.  The City of Leesburg has never had a comprehensive tree inventory.  This inventory will allow the City to plan future plantings and proactively maintain the existing trees and will provide data for use in an electronic tree maintenance program.  The data collected will allow the City to provide accurate information such as storm damage to City trees.

The Purchasing Department issued RFP-06-05 and on May 9, 2006, received six responses.  Staff  evaluated the responses and selected Davey Resource Group as the successful vendor.  All proposals submitted had costs higher than the City’s budgeted amount.  Purchasing renegotiated some items of the proposal with Davey Resource Group to reduce the cost of the project.  This reduction allowed for more of the project cost to be funded by state grant funds.

Options:

1.   Approve the resolution authorizing execution of the agreement with Davey Resource Group for $37,400.00, or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The State grant of $30,000 will be used for the majority of this project.  The City will contribute $7,400 which has been budgeted and is available.  The funds will be transferred to the Professional Services account listed upon receipt of the grant money from the State of Florida.

Submission Date and Time:    8/9/2006 1:10 PM____

Department: _Recreation & Parks________ Prepared by:  _Mike Thornton_______                      Attachments:         Yes_X__   No ______ Advertised:   _X__Not Required ______ Dates:   ___April 16, 2006_____________                      Attorney Review :       Yes_X_  No ____ _________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ________RS___________

Account No. _001-8124-572.31-10__ Project No. __NA______________ WF No. _____NA_________________ Budget  _____$10,000____________ Available ____$10,000______________