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Home My WebLink About2023-10-18 Tree Board Minutes Tree Board Wednesday, October 18, 2023 @ 5:30 p.m. City Council Chambers Meeting Minutes 1. Call to Order(G. Edwards) a. 5:30 pm b. Attendance c. Introduction of guest— David Irving, Shelterwood solutions 2. Urban Forest Management Plan Discussion (G. Edwards) a. Overview of our efforts to date b. Desire to write an RFP for new plan c. David Irving i. Does not have a lot of urban forestry experience ii. Has experience in Missouri managing trees along utility right-of-way iii. A lot of experience managing trees, pests, carbon, shade, aesthetics iv. 20+ years of consulting would allow him to help us put together a plan v. Would draw on other resources available within the state—other foresters, Maine Forest Service, etc. vi. Urban Tree Metrics software—developed in New Hampshire to create inventory model of trees 1. Software package has a base option and lots of add-ons 2. Samples of software output (attached) vii. Street Tree inventory comes first, then the Urban Management Plan is built on that information 1. Time/labor requirement discussion 2. Pricing model —dependent on number of trees that are being managed d. Discussion about how to structure the inventory and the plan i. Separate RFPs or combined? e. Inventory detail i. How much detail do we need to gather when inventorying? ii. How skilled does the person need to be to perform an inventory? iii. QC/review performed on volunteer inventory iv. 300 lane miles, 35 square miles v. %z mile/hr. estimate ^' 75-100 days f. Funding i. Project Canopy grant ii. Versant donation? g. Sample RFP i. Glenville, New York sample RFP (attached) h. The Board should be thinking about what we have for a vision for the City's trees i. Next steps i. Committee meeting to discuss next steps ii. Use Glenville plan to determine how we are going to proceed iii. G. Edwards contacted Glenville and they will send him a copy of the winning bid. iv. David Irving is willing to reach out to Dawn &Tig at Urban Tree Metrics to see if they have an idea of how long it will take to do an inventory v. Loop Will Harper into discussion to integrate with GIS vi. Integrate UFMP into Comprehensive Plan/Ensure our plans meet the requirements of the Comp Plan 3. Tree Board Membership Changes (A. Huotari) a. Erica Cassidy Dubois has resigned her seat b. Adding Dominick Rizzo— has applied and waiting for the approval c. Looking for other people to fill two vacant seats 4. Tropical Storm Tree Damage Review (B. Arruda) a. Overnight crew reported 40 damaged trees i. Trees down and branches down b. 1 serious tree lost leader and hit home c. 1 branch fell on car causing light scratching d. 2 trees, out of 40, were on the removal list e. Majority of trees that failed were Silver Maple, Norway Maple, and Ash f. Discussion about a tree that failed after the storm i. Silver Maple ii. No root system iii. Glacial till, no area for trees to grow good root system 5. Tree Removal Requests (A. Huotari) a. No resident requests or tree removal outside ordinance standards 6. Fall Tree Planting (A. Huotari) a. Specific Tree Request Protocol Discussion i. Can we refer specialty requests to Bangor Beautiful so they can fund? ii. Discuss requests at Tree Board meeting iii. Maximize standard requests with City funds iv. Some residents are offering to buy the trees themselves 1. Can we integrate those donation requests into the Bangor Beautiful donation process b. B. Arruda is working on a tree planting guide for residents i. Will be integrated in plan and posted on website c. Discussion about offers for residents to pay for pruning -concerns 7. Tree Donation @ Center& Park St. Intersection (A. Huotari) a. Bangor Beautiful donation b. Trees look really nice at the corner of Park St. and Center St. c. 6 trees donated and very positive feedback d. Bangor Beautiful would like to do this twice a year 8. Browntail Moth Update (A. Huotari) a. We did a fall survey of treated trees b. The slow acting and fast acting treatments seemed to have similar results with active infestations c. We will complete a winter survey to see if there are more, less, or the same number of winter webs d. We will do a winter clinic for web clipping and initiate a clipper lending program e. Discussion about winter web clipping program —focus on short trees along the arterial streets 9. Winter Pruning (G. Edwards) a. Have we been doing our pruning in the winter when it is better for the trees? i. Not actively b. Will we proactively prune trees this winter? i. Depends on staffing levels c. Aug-Sep-Oct we pruned 25-24-23 trees based on resident service requests d. Would we be able to hear these pruning numbers at each Tree Board meeting? 10. Other Items a. Dominick Rizzo—can we ask for ARPA money to fund an Urban Forestry Management Plan? 11. Next Meeting a. Jan. 10, 2024, 5:30 pm b. 12. Adjourn c. 6:40 pm In Attendance: Q Greg Edwards—Board Chair Q Annette Dodd—Board Member ❑ VacantSeat ❑ VacantSeat ❑ VacantSeat Q Aaron Huotari—PW Director Q Ben Arruda— PW Forestry Manager Q Guest:Jefferson Davis—City of Bangor Landscape Architect Q Guest: David Irving—Forester/Owner, Shelterwood Solutions Q Guest: Dominick Rizzo - Resident Tree Board Wednesday, October 18, 2023 @ 5:30 p.m. City Council Chambers Agenda 1. Approval of Meeting Minutes 7/17/23 2. Changes to the Agenda 3. Tree Board Membership Changes 4. Tropical Storm Tree Damage Review 5. Tree Removal Requests 6. Fall Tree Planting a. Specific Tree Request Protocol Discussion 7. Tree Donation @ Center& Park St. Intersection 8. Browntail Moth Update 9. Public Works Forestry Division Staffing Update 10. Urban Forestry Plan Update 11. Other Items 12. Next Meeting a. Jan. 10, 2024, 5:30 pm ,°�.w,, �"�,*�W Invento b S ecies DenverCPS ry Y �' info a�7denvercps.ccam Cherry Hills .��1GC1�'�i 1;�1.1''�P1"�1"�I�E;$ 0 10 20 3G7 4C7 50 6Ct 70 $0 90 100 110 120 130 140 i i i � r i i i i r � i i i � Wilic�w White a�2 Weeping Willow,taolden ��3 Tulipt�ee ,2 Spruce �r�glemar�ru ��2 �pruce E3f�re �u��;��12 �pru�e��d�u��,��tTr��f��t25 Secviceberry,,�.ii,,,r;;11 Redbud, �astern��t^�re�1 Ck Pp�l�r,WhiCe .� �. � 63 Pirre, �catch[�u/�1y�8 Pine Por�d�rasa �rliiir�iii;�iefirili�ii��Jni��rri�iiri�i�i�ii�41 f�ine, Pirryc�n i�1 F"in�,AuStr�an �%% �.,;„ „� ..,.. � ;. , .. <�-;��99 �:. ,: ,,,: F"��r, CaHery�1 Pear�^�c�ai�4 C7ak', White ��U�3 C7ak, �wal'T1p GVhlte i�5 fJak,5hinqle IIIIIIIIIIIIIIIIlIu�l�lll�u7 C7ak SCalet 2 �Jc�k, PiCV i/�/,I/�1/,�i%��ai;',,,��r;,23 C?ak, N�r�hern Red ,�r�n�5 C��k Ca�mbel 4 C)a�, English �� , 8 (7ak,Ghinka fn �uuuui�wuui��i�8 (7�k,�Ur�!/111,�lllilurr�ii�12 C7ak�,12 Mapie,5ug�ar 4�� Map1�,�ilver �ab�b��10 Maple, Red Suns�tc��R�d�� M�ple, Fied ��ffViiar��rx��10 Maple, Bigtc�oth�1�u�5 Maple,AfTtUC 'y�;�Ya,�fl�r�ff��(�%dlyUfl�F��Yl�fulll7((GInY1J`�+Y�%�//r4i/!I'�1��%�lr�011lu%�6rd�lf,'y�lG7�e0JJ'r,�llfl58 Llnden, �ilVer�1 Linden, l�ittleleaf !q�r�5 L.inden (Basswaod),American��p��3 L'Inden�rU��'�ri��l"�(4?Wl,a�lm��17 Juniper, Fiocky Mountain iu�4 HOneyIOCUSt,ThrOnlE'.SS , �� ;� ,/l,.<: r%:;;;31 Honeykt�cust, 'Shademast��r"Thornless�u��rd��i��o��1� Fl�neyhoc Haw h�mf,�W�sh�ngtan�,�/j/�� Y�i� 67 Nawtharn, Cc�ckspur�w�u3 H�wthcrrrr ��r��i��u��w��i��,e�2� Flackberry, Comrrrc�n��r��P��u��%�i!�r��r��p��or��t��uir�w��d��'��i�i��6a Fir White,r��i,��11 , Elm Siberian ili i�m�14 Elrn, Rack 6 I� �Im,Ar7reC�Cr�n �%�ll�i////1`////��r%�/�%�'!?�!/�(r�i�/�IirO//////��?%/,/�i/"J'//�II/�1111111(1frr�llr/lll�I///,l'G,'�l/GNJrTJ:Yu/�r'�I;�IFdI//IP,�/ll,tfi��G//,/An/��f!/i/lhll!/'///�"l'//�I�lDJJyi%%/'/%/109 �Im IZ�i///riiiio0%/%i/„'f'18 �r�bCrabappl� uu 1 Grabappfe �echtel ��2 �, �rabappfe�in�ui � 3� � C�ttanwoc�d� Piain� 4�Q��amrr�i��a�r��r��r�d�;��r�r�a��w��i�a��ttii��«a�„��v��at�n��i��m��w�u��r�i?�r�,;��1�0 Ccrttanw€�crd, Nacro�vleaf �r�!��a�6 � Ccsttc�nwocsd, Lanceieaf ;;,;:4 ��ffeetr�e, I�entucky �1 Chokecherry,Cammc�n 7 Cherry, Black �1 Gatalpa, Nc�rthern�i,2 Buekeye, Yellow �1 Buckeye,Qhia 2 Bc�xeld�r�1 Ash Green �i„��,ri��,��trir�/r�,��t��,�/f�,�,a�i,�i�i/a�in%,,46 AS�t B(�ck�1 Ash,Autumn �'urpie 0 i i � i � i i i i r i M i i i a �o �a �a a a �� c� �o �� 0 7 ao i 10 ��r� 1�� 1�o V�umber crf Tre�s � oae�;stzz�zaz� Fieid Work Completed 2/8/2023 �`r�e Assessment 11��trix L�ndscap� Manac��mer�t Cc�r�s�ltants, Inc. wesavefir�es.n�t 25f� 990 511�i � d6H {in} Drip ��t} CRZ {�t} Vigar Structure ftisk Pres. Value Re��mmendation� rry 12.0 12.0 3 fair 2 Pc�or �ow ie�irabE�a�a lawn shade tree due tc�the Wt�olley Hackberry Aphid and the hc�n�ydew prc�ductic�n it creates uvhich makes for a sticicy mess under the drip lir��f the tree. ture with decay present in the main stem. Th�re is a[ang tear c�n the lower trunk extending down to the rt��t flare. Bud sw�ll on seueral br�nch tips and tt�p of tree is mir iecline and dieback have already started. St�il compaction, Ic�ss c�f native tc�p soil to grading have a�f�cted all 3 trees in this group. � x � �� _ � �;_ �� T�� _� , -; � ., -- � � � � �� _ , , � j , � � � :� �; � � �� a� � � � � � � �� ` �� `� � �� `� �a � �� `�'� �. � ' ' � � �� _ ��`�� `� t � � �� -� � � _� � �� _ �� _ � � � �: �� p i_ r - � '� -z� �. 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' _ � �� '��`'�� - , � � � � � � � �, � � .. ~�_ � �� < �" � � � �� _ �: t ��_ � ' �# � � �� : �� _� � `�� §�� y�, � `.,..� � � � : �� a�� a� �� x.'-��,�• �� := �� ; - -- � i . .�� ._ ,. � �.- _ � � — r �a '��. �� ,�� s� �� _ ��__ _�_� �� . - � �` -� �� > ��. � ,.-, � �-�� _,_ �- ' �` � �� _ �� `�_�_ , : � - _ � � � � _ , � , , > < - �. � �. � � �� _.,� � ,,,� t _ ��,�' � �� , � � � , � � -� � e ,M�, �. �r...1� � �. �` ` _� � '.. - � - _ � . �a�__ �� _ '� � ��._ � �� ., v �ti� - � ,. >�� ' „ ,__ � � , �. _w �, _ _� � �. _. � � �� ,�.,�' °`�;��^�. invento Summa b Condition Denver CPS ��,,,,�� `Y r"Y Y infa�denvercps.com Tree Conditi4n 5 Excell�nC I"�1 4 Good II�`�3 Fair V'�2 F'acrr „ ,��(�1(N�. � � � l ��'��FI �� „ �� ;� �,�� , �� ',�� T, �, ��, �� ;�� t ��H, ' �,�� ',� ��y� 1�� d� '� 1 �`�� '� �'� �'�� , i �� ` � , �� " � � a� r � � �, � , �,��, � � � , ,�� ,'.,r, r ' ,' . �� , . .� i � � i. �. � � 1� '� � , „ , � ," ; ,,,,-�,' ,�,' ' �� '� .,,,. - , , ,,,,,,; � , �I( �i � I � � I�� 1� , , ; d,' i� d a�� 1 Date:3/11/2022 Field Wark Compieted:3/1/2p22 Denver CPS ,�°�..,"�„ """�°.�. Inventary Summary by Condition infa(�denvercps.com ��as��m��.W��rY��a�� Condition: �Excenent # of Trees: 8 Cattanwood, Lanceleaf #of Trees: 1 Cottonwood, Nerrawleaf #of Trees: 2 Elm,American #pf Trees: 1 Pear #of Trees: 1 Pine,Austrian #of Trees: 1 Pine,Scotch #of Trees: 2 Condition: 4 Good # af Trees. 44 Buckeye,Yellaw #of 7rees: 1 Cottonwaod, Lanceleaf #of Trees: 7 Cattcrnwood, Narrawleaf #of Trees: 2 Cottonwaad, Plains #of Trees: 2 Elm,American #af Trees: 9 Elm,Siberian #of Trees: 5 Hackberry,Camman #of Tr'ees: 5 Oak, English #of Trees: 1 Pear,Callery #af Trees: 1 (�irre,Aus�trian #of Trees: 5 Pine, Ponderosa #of Trees: 1 Pi��e,5catch #of Trees: 3 Siauxland Cottonwoad #af Trees: 2 Condition; 3 Fair # of Trees: 25 #of Trees: 1 Ash,Green #of Trees: 3 Cottanwapd, Plains #of Trees: 5 Elm,American #of TreeS: 2 Elm, Siberian #of Trees: 3 Hackberry,Camrrron #of Trees: 2 2 Date:3/11/2022 Fieid Work Compieted:3!4/2022 ,�°�. �`w�� ,, Invento Summa b Conditian Denver CPS . rY f"NN Y infa(r�denvercps.cam Mapie,Silver #of Trees: 1 Pine,Austrian #af Trees: 2 Pine, Panderasa #of TreeS: 3 Pine,Scotch #af Trees: 3 Condition: 2 Paor # af Trees: 2 Elm,Siberian #af Trees; 1 Spruc�, Blue #crf Trees: 1 3 Date:3/11/2022 Field Wark Completed:3/4/2p22 i� � V f � q � �� i � � � � �� I � � ,,, %�11�' , �� ; � � , ; � ' , � .,, ... .... 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I, , ��, ,l ��i�� . J�` a;; �i,yliiJ � � i�' p�, ' I�� '�� (il�� ' I'" � II i i�,. li� �i ' ��f' '1': y" �� g,� � i � �..� ,'�� r ��,�� " { , r �� y, , � r � ` /�� , � „ , ;� � �� i � �9 , �,�� i��, � �. , y' u N��u «1yr; TOWN OF GLENVILLE Request for Proposals for Creation of a Tree Inventory & Community Forest Management Plan Town of Glenville NY Proposals Due: March 12, 2021 4pm Melissa Cherubino Town of Glenville 18 Glenridge Road Glenville NEW YORK, 12047 The Town of Glenville,New York has been awarded funds from New York State Department of Environmental Conservation for the completion of a tree inventory survey and community forest management plan for the Town of Glenville right of way streets,parks, and lands. The goal of the project is to create a tree inventory and community forest management plan that can serve as the foundation for increased coininunity investment and the future care of the City's community forest. Background: The overall goal of the Town of Glenville is to determine the types, quantities, location and health of its community forest, and to develop a management plan that will assist the town in expanding its forest, addressing forest health issues and threats, and to secure community involvement in protecting and enhancing the town's forest resources. The Town of Glenville is approximately 50.73 square miles in size, and has approximately 30,000 residents. The town consists of the Hamlet of Alplaus and Village of Scotia, which are surrounded by rolling hills, lakes, woodlands,hiking trails, the Mohawk River, and agricultural operations. Glenville has made a conscious effort to protect its natural resources and farms, and so developing a community forest inventory and management plan meshes well with its environmental goals. The inventory and plan will directly benefit the people that use the town's parks, as well as those properties that are located on the public cul- de-sacs. In addition, residents gain overaii community benefits by assessing the health of the community's trees and working to increase the tree canopy. Better air quality benefits everyone, as does reducing the heat index, sequestering carbon, reducing noise, filtering storm water, increasing property values, and visually enhancing our streets and parks. The Town proposes to hire a firm that will use ISA-certified arborists to conduct an inventory, which will be a GIS-based tree and planting site inventory. Town of Glenville is a Tree City USA since 2020 REQUEST FOR PROPOSALS TO COMPLETE A TREE INVENTORY AND COMMUNITY FOREST MANAGEMENT PLAN FOR TOWN OF GLENVILLE, NEW YORK SECTION 1. GENERAL INFORMATION This document solicits Requests for Proposals (RFP)to complete a Tree Inventory&Community Forest Management Plan(CFMP)for Town of Glenville,New York. The certified arborist chosen for the project will be required to have an Intemational Society of Arboriculture (ISA)professional certification. Contract Administration Address a11 correspondence regarding this RFP to: Melissa Cherubino, Community Development Director Town of Glenville 18 Gienridge Rd Gienviiie,New York 12302 All firms/consultants who receive or download this RFP are requested to register their name and email address by sending an email to Melissa Cherubino, Community Development Director(mcherubino@townofglenville.org). Any revisions or corrections to this RFP after posting will be communicated to those registered. Failure to register your contact information may result in nonparticipation of the RFP process. A proposal will not be considered if it fails to include all requested information as detailed in this original RFP and any subsequent modifications. Any requests for additional information that may be needed for the preparation of the proposal should be directed to Melissa Cherubino, Community Development Director(mcherubino@townofglenville.org).All questions must be received before 4pm,March 5`h, 2021. Questions received after that time will not be addressed. Submittal of Proposal Please provide three (3)paper copies and one (1) electronic pdf copy(at discretion of the municipality) of the Proposal for the evaluation process to: Melissa Cherubino, Community Development Director 18 Gienridge Rd Gienviiie NY 12302 mc�iea�ubIliis�(a��s�wiis�f��eiivIl��e.s�a�� Submittals will be accepted until4pm on Friday March 12,2021 3 Acceptance of Proposal Contents The contents of this RFP will be included as part of the contractual obligations if a contract ensues. SECTION 2: OVERALL SCOPE OF SERVICES Task 1: Co�nplete a t�^ee inventory for the Town of Glenville, 1VY. i Please provide a bid estimate on a per unit, actual number of tree/sites and expected reimbursement based on actual number of trees/sites inventoried. Since the number of trees in the City are yet to be determined, the table below may be used to help determine a per unit rate for the project(data in table is an example,feel free to manipulate numbers to reflect your numbers): Cost per Unit #of Units Total Bid Item for Bid ate ate X#of Units Tree Inventory Startup (enter lump sum price for inventory of up to 2,000 1 trees and stum s i-Tree Eco Inventory Report(to be delivered with 1 tree inventory) Additional Expected Trees (enter price per tree for inventory of 2,001 to 6,000 4,000 trees Additional Expected Trees (enter price per tree for inventory of 6,001 to 4,000 10 000 trees Vacant Planting Spaces,(not to exceed 25%oftotal 500 tree inventory and based on planting goals) Community Forest Management Plan(Basic) 1 Community Forest Management Plan(e.g.Planting Plan,Storm Preparedness and Response�.Add mOYC 1 boxes for each extra plan and price separately or indicate No Char e or Included. 3. Meetings—initial,phone meetings,kickoff,final, 1.COmmunity public presentation—anything expected to be meeting Dr7ft CFMP, charged 2. Final Presentation. 3. Kick off meetin CONTRACT TOTAL(MAX) n/a n/a A GIS-based tree inventory will be performed to collect tree data and various site attributes. It is recommended use of a combination of Geographic Information System(GIS)and Global Positioning System(GPS)equipment.The most efficient and accurate method for mapping tree locations involves a three-tier system: 4 • GPS technology • GIS and map data on a handheld computer • Arborist's fieldjudgment i Certified arborist will compile tree inventory that will include all trees on public property or the described portion of public trees—i.e. all streets trees and trees in public parks.Add in Phase I inventory to Phase II in CFMP. Below are estimates for the Town's proposed Phase II locations: • Off of Glenridge Road — St. Anthony Lane area(. • Off Droms Road—Montclair and Bellaire Rd. area • Off Charlton Road—Rosemere, Rosalyn, Cloverleaf Drive, Clifford,Wheeler area • Off Spring Road—Arcadian, Olde Coach, Homestead area • Off Swaggertown Road—Countryfair Lane; Tieman Public Parks to consider include: • Indian Meadows Park— 156 Droms Road—playground only Tertiary survey area: • To be inventoried if funds remain— Street or Park trees in ROW. Possible Planting Sites: • Up to 25% of the total inventory—list as large,medium, small The tree inventory will include: • Column headings and description of column content • Measurement of tree DBH (diameter at breast height)in inches • Tree species—genus/species AND common names needed • Street address location • GPS coordinates • Location and size of empty and/or potential tree planting sites/stumps appropriate to applicant's current planting and removal patterns • Crown condition and/or percentage of crown dieback(excellent to dead rating) • Maintenance recommendation(prune,train,remove, etc.) • I-Tree ECO Summary report of environmental benefits Piease provide quotes for tree inventory software. i Certified arborist will be required to submit a digital copy of the final tree inventory in a format compatible with Microsoft Office Excel and Shapefile. Inventory will berequired to be inspected and approved by a local DEC forester before final payment and before proceeding with CFMP. Task 2: Create and co�nplete a Co�n�nunity Forest Manage�nent Plan (CFMP)for Town of Glenville approval and adoption. i Certified arborist will work in partnership with the Town of Glenville to collect, analyze and use data 5 to adopt a completed CFMP after fully understanding the findings of the tree inventory. i Certified arborist will work with Town of Glenville partners to organize at least one (1) community or Town Board meeting, share a draft or final version of the CFMP, generally with Power Point and to answer questions. i Submit CFMP— Submit draft version of CFMP to the Town of Glenville and be prepared to include Town submissions including photos,mission statement etc. Submit final version of CFMP to Town Board in pdf and local DEC forester will inspect prior to final payment. The CFMP will include: • A vision for the long-term community forest and a strategy for how to care for the community trees. • The use of the tree inventory which identifies management needs i.e. pruning rotations, removal implementation, and prioritization of workload. • The development of budgets and work plans, including timelines and tasks, to meet that vision. • i-Tree Eco benefit analysis of environmental issues such as: water quality, air quality,reduce urban heat island effect, energy efficiencies, storm water management, and health. • Tree board activities. • Basic in-house training/meeting of responsible staff by the contracted consultant that will provide guidance to all those involved with ongoing maintenance of the Tree Inventory, and implementation of the CFMP. Optional Must be individualized to the project geographic area: • Stonn preparedness and response planning • Invasive species preparedness and response planning—how will the coininunity plan and address threats specific to each species • Planting plan to address the unique characteristics of the project location, such as: species diversity, understory plantings, erosion control, and brownfields that could be impacted with planting and would address local needs • Waste wood utilization plan to reduce costs The Town of Glenville's goal for this project is to create a tree inventory and community forest management plan that can serve as the foundation for increased community investment in and the future care of the Name of Town of Glenville's community urban forest. Desired outcomes for the project include: i The creation of better information database on the location and condition of trees in our community to make more informed decisions about tree planting and tree maintenance for the City and interested residents i Increased community care for and investment in our community forest i Increased collaboration between Town of Glenville and partnering organization for this and future projects i The creation of a community forest management plan that outlines a risk assessment of our trees and an implementable strategy forthe sustainability of our community forest The tree inventory and community forest management plan will apply to the entire Town of Glenville and will be intended to benefit all approximately 29,000 residents. That being said, we recognize that there are some residents that experience adverse environmental impacts to a greater degree than other residents. With this in mind,part of our focus in creating our public engagement strategy and our CFMP will be to ensure that the 6 needs of these underserved residents are heard and addressed to the greatest extent possible. The tree inventory will be conducted by an ISA Certified Arborist hired specifically for this project and will include all trees on public property—i.e. all street trees and trees in public parks. The CFMP will be written by our hired certified arborist with strong input from the Town of Glenville, Tree Board and the community as a whole. Melissa Cherubino, Community Development Director will: J act as the primary point of contact with certified arborist i convene project advisory meetings and final presentation with hired arborist, DEC and projectpartners i provide feedback on the tree inventory and CFMP Partnerships—Tree Board role in this project wi11 involve community engagement,volunteer support, and providing local knowledge where appropriate. The organization will: i advise hired arborist on local conditions i help publicize the project by organizing press events and releases � during the tree inventory,be responsible for working with arborist to take high resolution photos for CFMP—good and poor specimens,utility conflict trees and historic trees; write introduction,mission statement or other lead in for CFMP i work with arborist to organize at least one (1) community meeting,to share a draft or final version of the CFMP i provide feedback on the CFMP (in concert with Town staf� PROJECT TIMELINE: Our project timeline will run from approximately March 315`, 2021 to March 31, 2022. An arborist will be selected by March 19`�2021. On completion of the tree inventory and an analysis provided, final plans will be discussed for the CFMP. This may require an amendment to the contract in order to confirm the contractor price and scope of work.A draft version of our CFMP will be available for DEC and public review by August 2021, and a final draft of our CFMP will be complete before September 2021 for adoption by our Town Board. SECTION 3: PROPOSAL The proposal submitted shall contain only the information requested below. Proposal Format The submittal should follow the Table of Contents below: 1. General Information-Provide information about the company/consultant along with a brief history (not more than 1 page). For the betterment of the New York State economy,points will be given for being a New York resident contractor, hiring New York State crews and buying supplies and products within New York State as a top priority. Where this is not possible,please explain for partial credit. 2. Project Understandin�-Include a summary of the company's/consultant's understanding of what is required(not more than 1 page). 3. Project A�roach-Provide,in detail, specific methods that will be used to complete each of the requested tasks or obtain the information specified in Section 2 of this document. 4. Pro�osed Project Team and Ex�erience- a. Identify person(s)involved in this project and what their specific roles will be. 7 b. Describe three(3)similar projects completed in the last five (5)years. Please provide individuals specific roles in these projects as well as references and contact information for each. c. Include A one-page resume for any individuals to be supervising this project. 5. Schedule-Provide a schedule from start to completion including a list of tasks and milestones along with approximate dates and deliverables of each. 6. Additional Information-Any other relevant information that may be useful for this project 7. Cost-Please provide a breakdown of costs for each specific task and a total cost for the project, not to exceed cost of the project. Proposais that do not include a"Not to Exceed"cost will be disregarded with no further consideration. It is the responsibility of the proposing firm to accurately predict the amount of time that they will need to spend on the project. SECTION 4: CONSULTANT SELECTION Process Town of Glenville staff will evaluate and rank all submitted proposals. Following this review,the consultant may be asked for an oral presentation or telephone interview. The certified arborist chosen for the project will be required to have an Intemational Society of Arboriculture (ISA)professional certification. Proposals shall include, and will be evaluated based upon, the following items/criteria and numerical point values. - Successful provision of Certified Arborist services for similar projects 30 points - Ability to provide comprehensive scope of services 30 points - Availability of services as per program schedule 10 points - Ability to maintain budgeted cost for Certified Arborist services 20 points - New York State firm/consultant and crew 10�oints Total 100 points After conclusion of this review and oral presentation, staff will recommend the most qualified consulting teams or firms to the Town Board. The decision will be based on a combination including,but not limited to: ranking, presentation of materials, and other qualifications. The Board may review the recommendations and invite the top candidates to conduct a presentation before the Board and members of Town staf£ Once authorized to proceed, the selected firm/consultant will be expected to immediately assist in developing a final scope of services and contractual agreement. If, for any reason, the selected firm/consultant is not able to move forward with their proposal within 90 days, Town of Glenville reserves the right to contract with another qualified firm/individual. However, firm/consultant extended timetables will be considered, within the DEC Urban and Community Forestry Contract dates. The Town of Glenville shall not be liable for any expenses incurred prior to the contract being signed including the proposal preparation, attendance at interviews or time spent on the oral presentation and/or final contract negotiations. 8 The Town of Glenville reserves the right to reject any and all proposals or to request more information from any or all of the firms/individuals. SECTION 5: CONTRACT TERMS AND CONDITIONS Upon selection of a firm/consultant, an agreement or contract for services shall be entered into by the Town of Glenville and Consultant. It is expected that the contract will provide for compensation for actual work completed on a not to exceed basis with the following conditions. The contract will be amended as appropriate for each successive phase: L Deletion of specific components, such as individual project meetings, will be at the discretion of the City. Payment or reimbursement shall be made based on the actual hours worked on the various tasks required for the project plus necessary subcontractor work(as applicable) and out of pocket expenses. Billing in excess of`not to exceed' amount will not be compensated unless a contract extension has been approved in advance. . IL The Town of Glenville shall retain ownership of all documents,plans,maps,reports and data prepared under this proposal. In addition to being provided a hard copy and digital documents throughout the project,the consultant shall supply the Town of Glenville with a fully scanned file upon project completion. III. If, for any reason, the consultant is unable to fulfill the obligations under the contract in a timely and proper manner, the Town of Glenville reserved the right to terminate the contract by written notice. In this event, the firm/consultant shall be entitled to just and equitable compensation for any satisfactory work completed to that point at the discretion of the Town Board. IV. The consultant shall not assign or transfer any interest in the contract without priorwritten consent of the Town of Glenville. V. The consultant contract shall be govemed by the laws of the State of New York. VL Project summaries shall be submitted with each invoice during the course of the project. Each summary shall detail the unit amounts of trees inventoried for the amount billed to date, work items that need to be completed, the estimated costs to complete these tasks and the projected timelines for the completion of the project. SECTION 6: COMMUNITY BACKGROUND The project goal is to inventory 3-4,000 trees within the Town of Glenville public ROW urban areas, evaluating health condition,risk assessment, and needed maintenance; and develop a management plan based on the inventory. A partial inventory was completed through a Comell Cooperative led effort using Round 13 funds. Gap locations include along Route 5,Maple Ave,Alplaus, Bancker Ave and Dutch Meadows, around the airport and Indian Meadows'trails. Tasks that the project partners will undertake include:providing education to the community about the inventory and tree management issues, and creating the inventory as a map layer. The inventory will provide a base of information on existing tree species in order to plan for future maintenance, management, and tracking of issues such as invasive species. The urban forests in the Town have recently been threatened by several invasive insect species including the hemlock woolly adelgid(HWA), emerald ash borer(EAB),Asian long-homed beetle, Spotted Lantemfly and the oak wilt fungus. These diseases have the potential to kill many trees that are important components of northeast forest ecosystems. The first discovery of oak wilt in NY State was in Schenectady County in 2008. That outbreak, and a recurrence in 2013 were eradicated because of early detection and swift action; however,it has since been 9 found in several other locations in the State. Oak trees are commonly used in city streetscapes, and the transmission of oak wilt virus is made easier when oak trees are planted in close proximity. Dead trees in public areas are unsightly and unsafe and discourage people from visiting parks and preserves and walking along streets. Loss of oak and other urban trees would result in economic losses through reduced property values and increased municipal budgets for tree removal. Ecological impacts would be loss of shade,habitat,water absorption and tree diversity. Another important tree species most likely to be affected by invasives along right-of-ways and urban streets are the ashes. Ash trees are commonly planted in street lawns and public parks in urban areas because they are easy to grow and add to property value, storm water mitigation and energy use reduction. The EAB has already killed millions of trees in urban areas, and numerous municipalities have faced severe economic burdens imposed by having to remove diseased and dying ash trees. According to NYSDEC, ash comprise approximately 8% of the trees in Schenectady County. These threats to the area's trees by invasive species will have both economic and ecological impacts. Ash trees killed by EAB pose a different scenario for safe removal, as the pattem of destruction within the ash can result in an extremely unstable and dangerous tree that may require expenditures of thousands of dollars per tree. This is perhaps the most persuasive argument for conducting an inventory of community trees, as removal of ash trees killed by EAB will significantly affect community budgets. A professional tree survey is necessary in order to develop appropriate management strategies that would include ongoing monitoring and sustained treatment and,if necessary, selective removal and replanting. The goal would be to provide potential control of these insects and diseases to maintain environmentally sustainable and aesthetically pleasing urban treescapes. Without an adequate tree survey,municipalities Glenville will be at a severe disadvantage in responding to widespread losses of important tree species. The workplan performance measures include key health and risk assessments measures that will help assess the Town's trees. Schenectady County is considered part of a contiguous forest between the Catskills and the Adirondacks; appropriate measures taken in the County can benefit other parts of New York State. Through well-designed tree management programs,based on comprehensive tree surveys, the advancement of invasive tree insects can perhaps be slowed, allowing time for the development of bio-controls that would provide a more widespread and permanent barrier to insects such as the hemlock woolly adelgid that could devastate the treasured hemlock stands of the Adirondacks. The Town leamed during the first inventory that too high a percentage of Norway Maples are planted throughout the town, indicating a possible 40%loss of the town's tree inventory as the species dies within a relatively short time-frame (20 years). The rapid loss of trees will have economic, ecological and health impacts. Lost ecosystems, energy savings from tree lined buffers and shade, aesthetics, clean air, costs of replacement and possible damage from falling trees will constitute a crisis that the town wants to prepare for with professional guidance. PROPOSALS MUST BE RECEIVED PRIOR TO 4pm on Friday March 12,2021 LATE SUBMITTALS WILL NOT BE CONSIDERED. 1(