URBAN TREE INVENTORY PHASE 2
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NAT~RAL RESOURCE PLANNINGIsERVICES, INC.
Post Office Box 564
San Antonio, FL 32576
(904) 588-2580
FAX (904) 588-2206
2609 Thomas Drive
Suile 110
Panama City, FL 32407
(904) 234-1618
FAX (904) 234-1618
Post Office Box 9272
Fort Myers, FL 33902
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(941) 369-4245
Call before FAX
5700 SW 34 Street
Suite 324
Gainesville, FL 32608
(904) 378-8966
FAX (904) 336-4877
The letter writer is in our Fort Myers office.
June 17, 1997
Mr. Alan Mayberry
City of Clearwater
P.O. Box 4748
Clearwater, FL 34618-4748
RE: Urban Tree Inventory; Phase 2
Dear Alan:
Thank you for selecting Natural Resource Planning Services,
Inc. (NRPS) to conduct your urban tree inventory! We are pleased
to offer the following proposal to complete the Phase 2 of the
project.
I. PROJECT DESCRIPTION - Urban Forestry Services to include
collection of Phase 2 street and park tree data; and merging
of new data with existing tree data.
II. PROJECT SCOPE
Task
Table 1. Summary of Project Tasks
Cost
Description
1.0 Project Start-Up and Planning
2.0 Urban Tree Data Collection
3.0 Data Processing
4.0 Data Installation
LUMP SUM TOTAL
$30,950
Inventory Methods
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NRPS foresters will complete a pedestrian tree survey
of all City-owned street right-of-way within the Phase
2 area. Maintained areas within certain City parks, as
identified on maps given to NRPS, will also be
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Consulting Foresters
Licensed Real Estate Broker
02 :3.2/1-00
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. Individual tree data collected will include: an as-
signed control number, location or address, genus,
species, diameter class, height class, condition class
using ISA standards, up to six tree maintenance recom-
mendations, the width of the growing space, the
presence of overhead wires, and a work priority rating.
Tree locations and control numbers will be noted on
paper maps (preferred scale 1"=100') provided by the
City. These paper maps and our digital database will
form the foundation by which the City can move toward a
GIS application of the data in the future.
. NRPS will collect tree information using hand-held data
recorders. The records can be electronically trans-
ferred directly into a computer without manual re-
entry. Errors are minimized and corrections can be made
quickly. The tree data collected will be in dBASE
(.dbf) database file format which is compatible for
import into most Geographic Information Systems,
spread-sheets, and database software.
Tree data collected will be checked for accuracy and
typographic errors prior to installation on the City
computer.
. A visual assessment of each tree on City property
within the project scope will be made as to the pres-
ence of major structural defects (obvious dead wood,
trunk and branch defects, or disease organisms). In
addition, overhead utility line conflicts and sidewalk
or curb damage will be noted.
. The Phase 2 data will be merged with existing tree data
to form one data set on the City computer.
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It is specifically understood by all parties that the
services to be furnished under this proposal do not include any
outside or additional services. Proposals for any additional
services will be prepared and provided to you, the client, for
approval.
III. METHOD OF COMPENSATION
A. Fees - The total Fee, including reimbursable expenses,
for the services described above will not exceed
$30,950.00
B. Billing - Invoices are sent as milestone tasks are
completed and are payable on receipt. Accounts
delinquent for 30 days or more shall be charged a 1.5%
per month service charge.
. Payment 1: $25,000 at completion of Tasks 1.0, and 2.0;
. Payment 2: $5,950 upon your completion of Tasks 3.0 and
4 .0.
IV. SUPPLEMENTAL CONDI'l'IONS
A. Client's Responsibility:
. Provide NRPS lawful right of entry to City
property for a mutually agreeable time period.
Your notification of citizens and concerned City
employees, such as park employees and public
safety officials, will reduce misunderstandings
and work delays.
. Provide to NRPS two sets of paper 1"=100' plat
maps that show lot addresses and street rights-of-
way prior to start of data collection.
. Provide to NRPS a list of "official" street names
and public area names within the project scope
area prior to start of data collection.
B. 'l'ime Frame - Natural Resource Planning Services, Inc.
can begin this project within 30 days of our official
Notice To Proceed. NRPS can complete all tasks within
120 days of the execution of this contract.
c. Ter.mination - The Client reserves the right to
terminate this agreement at any time with or without
cause, by written notification, but shall be bound to
pay all fees accrued and unpaid as outlined herein.
Natural Resource Planning Services, Inc. reserves the
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right to terminate this agreement for cause by written
notification.
D. Fee for Termination or Suspension of Services - Natural
Resource Planning Services, Inc. will rely upon this
agreement to obtain services of others and to make
commitments in this office to accomplish the tasks set
out above. Should our services be terminated or
suspended for any reason prior to completion, we shall
be compensated for all work performed at the date of
termination or suspension at the hourly rates outlined
in the Fee Schedule plus incurred expenses.
E. Additional Services - If during the progress of the
project, the client wishes us to provide additional
services not described in Section II, either by written
or verbal communication, we will be compensated for our
time and expenses to complete the additional services
at the rates listed in the Fee Schedule.
1. Fee Schedule - Consulting fees for client-
authorized additional services are based on the
time required to perform those services plus any
sub-contractor fees and shall accrue according to
the "Fee Schedule" enclosed.
2. Reimbursable EXpenses - Costs incurred by this
office on behalf of the client for printing,
reproduction, aerial photographs, communication,
travel, and postage are reimbursable expenses and
shall accrue according to the "Fee Schedule"
enclosed.
3. Escalation - All hourly rates and fees listed in
the Fee Schedule shall be binding for a period of
nine months from the date of this proposal.
V. Insurance
Natural Resource Planning Services, Inc. carries a liability
insurance policy, workman's compensation, and automobile
insurance certificates. Proof of insurance is available for
any of these policies upon request from our San Antonio
office.
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VI. Acceptance
Fee and scope of work are subject to change if this
proposal is not accepted within sixty days.
We trust this $30,950 proposal for the Phase 2 urban tree
inventory meets with your approval. If so, please sign this
agreement while keeping a copy for your files. Acceptance of
this proposal constitutes a contract and authorization to
proceed. To initiate our work, please return a signed copy
of this proposal, or official correspondence referencing
this document, for our files .
Thank you for the opportunity of providing this Proposal. We are
looking forward to working with you and I remain,
At your service,
NATURAL RESOURCE PLANNING SERVICES, INC.
avid A. Fox
Consulting Forester
941/369-4245
Accepted by:
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Title: Michael J. Roberto. City Mana~er
Date:
jO/1/r7
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Attest:
~Z.rJi~.Q9CD
E. Goudeau,'City Clerk
Approved as to form:
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John-Carassas, Assistant City Attorney ~
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Natural Resource Planning Services, Inc.
Fee Schedule
position
Hourlv Rates
Principals
$ 90
$ 80
$ 65
Branch Manager .
Senior Foresters, Urban Foresters
& Ecologists
Staff Foresters
$ 55
$ 40
Forestry Technicians &
Environmental Technicians
Office Support
$ 40
$ 25
$ 45
$ 65
Clerical . .
CAD Mapping
GIS Mapping
Expert Witness
Double hourly rate
ExPenses
Cost
Mileage
$ .31/mile
Over-night Travel Meal Per Diem
$ 25/day
Hotel, Printing, and Miscellaneous Expenses
Cost
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