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HomeMy WebLinkAbout2025-01-08 Tree Board Minutes Tree Board Wednesday, January 8@ 5:30 p.m. City Council Chambers, 262 Harlow St. Meeting Minutes In Attendance: Tree Board Members: Greg Edwards,Annette Dodd, Karen Marysdaughter, Dominick Rizzo City Staff: Aaron Huotari—PW Director, Ben Arruda—Forestry Manager,Jefferson Davis 1. Approval of Meeting Minutes a. 10/09/24 - Regular Meeting b. 11/13/24—Workshop c. Motion to approve: Annette Dodd. Seconded: Karen Marysdaughter. Unanimous approval. 2. 2024 Forestry Division Work— By the Numbers a. Ben Arruda -A review of work completed in 2024- attached 3. Bangor Beautiful Spring Planting Proposal a. Proposal attached for May, 2025. 4. Resident Tree Removal Requests a. There are no pending tree removal requests that do not already meet removal criteria. 5. Browntail Moth (BTM) Response Update a. Plan to survey treated trees to count BTM winter webs b. We aren't sure that we will need to do injections for BTM in parks. We will not do injections if they are not warranted. c. We do plan to do another training for residents and offer up our tree pruner loan program. 6. Emerald Ash Borer (EAB) Update a. We are meeting with Sophia Cameron to offer feedback on her EAB Response Plan. b. Forestry Manager, Arruda, and Sophia Cameron are sharing an EAB awareness presentation with the Rotary next week. c. Cameron will present her EAB plan to School of Forest Resources in May, then it will be presented to Tree Board and City Council after that. d. 250 trees identified to be saved are of all sizes and in all neighborhoods. i. We will plan to proactively treat 1/3 of trees with pesticide in spring e. We have already purchased pesticide to be injected into elm trees in spring f. We are purchasing an Arborjet to perform our own pesticide injections g. Discussion about how residents can sponsor public trees to be treated and how residents may be able to join together to get lower rates. 7. Urban Forestry Management Plan a. Draft RFP review/discussion b. Draft RFP attached 8. Other Items a. Proposed Tree Board Meeting Schedule i. April 9, 2025, 5:30p-6:30p ii. July 9, 2025, 5:30p-6:30p iii. October 8, 2025, 5:30p-6:30p iv. January 14, 2026, 5:30p-6:30p b. Tree Nursery Update i. Working with Maine Audubon to create plan to develop tree nursery on Finson Rd. ii. Quotes are coming in for deer fence, water (well and BWD), electricity, gravel beds, etc. iii. Maine Audubon is coordinating with local schools to develop the labor support under a Collaborative Horticulture program. c. Randolph Dr. sewer project discussion i. Trees are being removed for replacement/repair of the sewer lines ii. Sewer takes up most of the right of way and there is ledge preventing the sewer from being moved. d. Tree City, USA Application has been submitted i. Tree City, USA Growth Award application has been submitted. e. "Road Diet" conversation — roads are narrowed and esplanade widened to allow for more successful tree planting. i. Engineering re-writing road standards, traffic calming, etc. 9. Next Meeting a. April 9, 2025, 5:30 pm Tree Board Meeting — Summary of 2024 Forestry Division Activities J a n u a ry 2025 Forestry Division 2024 • Resident Service Requests: 0 184 SCF Requests completed since June'24 go live. o �270 QAlert Requests before it went offline • Preventive Pruning: �550 est. trees pruned. o Corridor, BTM, and fruit tree pruning. • Tree Removals- o Forestry Crew- 19 o Contractor-13 • Stump Grinding- 0 57 stumps ground and filled in. • Planting: o Spring'24-60 trees planted. o Fall '24-74 trees planted. 0 134 Tota I. • Tree Donations 2024 0 45 trees donated and planted by Bangor Beautiful. ■ $6,161 plus labor 0 4 large trees donated by Plant's Unlimited. ■ $2,569 o Maine Forest Service-�80 Seedlings donated for Arbor Day celebration given back to residents. o American Chestnut Foundation-30 Chestnut Seedlings and tree tubes. o University of Maine and Northeastern States Research Cooperative. ■ 105 trees donated 0 264 Trees Donated 2024 • 2025 Arbor Day bare root trees purchased: 0 25 Red oak 0 50 Black walnut 0 50 Black cherry 0 25 American plum 0 50 White oak 0 200Total, remainingto be planted in nursery. � � r ��� � � � ��� ��'�� � ■ Creatin and cultivatin ro"ects to beauti Ban or, Mair�e. � �P 1 fY � I 2025 Sprirrg Tree C�onation � Bangc,r Beautiful wauld like ta dc�na�te twelve (12) native trees ta be planted in t�►e I� public right of way near the intersection of Broad, Washingtan, and Independence , 5treets, which will be the Ic�cation of aur next mural, on the Kenduske�,g Stream Pump Statoar�. Please s��e the map crn page 3 for a full lay�ut. Eight (8) c�f the trees will be along the sidewalk on Independence Street. Seven (7) �f the trees will be American Plum and 5ervic�berry, which are native, understcrry � trees becaus� of privately planted canopy tre�es planted ne�rby. t�r�e (1�tree will be a �ur aak, which is a hardy canopy tree that will fit in the largest sectian af the right of way. �, , ,; „ ,, ,,,,, ,-,,, ,,,,,,,. , f�„��������%%,,,,,;, ; ,;,��,,����, ,, „rr,,,,y,,,,, y, , � , ;��tr,�,,. �y1/�l 19�1+� � /�,r���r%;%%/////%�i,ioi�i;���; >!%�%//Il� ; / �� � �r/�l�%�;�� � �������lr'' �f(,`� �����,//���/,/�ii'�%��; �%;//�� I �11,,; � � /i , ,ii�i /, i i, ,/, ���/r,���//„ o�, �����/,�l �� ������ l/iiy �✓, i „���'��) � � ��� � Ol ,'1, ����%%%//%;; ' �/„ i��;,.. Three (3) will be Black Walnuts, which are native, hardy full sized canopy trees, In the parl�ir�g lat buffer alc,ng Broad Street a�cross from Broad Street Park, CJne (1) will be a Black Cherry, ir► a previ�usly planted space along the sidewall� an Broad Street in frant r�f Broad Street Parl�. M„ Y�,��i �i�,�;,: � i�;%i�//;s .,�/.�i�, � i; � bangcrrbeautiful.org Private Resident Donation A resident af Ban,�or would like ta donate, through Bangar Beautiful, a small understory tree ta be planted in the traffic island an Haward Street. They have requested ane of the follawing species: Serviceberry(Amerlanchier canadensis), Redbud (Cercis canadensis), Beach plum (Prunus maritima). Given the lacation af nearby utilities, we wauld like ta plant a Beach Plum, a large shrub/small tree that is drought talerant, salt resistant, and shallow raated. f r � y, - r l�, ,ib�'�����je����j��j���� , ��� �y'�"���l���li��%ff������u� '�%, ��J�'l �����;,�%t�jJ�/j� ���1w�r ���'` ��f �,r�/I i i�:� /i r�,r,r���/���ilf�d�( ���l�fi/ i%�'.� � B))) ,�.jr � .4 � p��p�!%. i � �Il ���� I�f i �( f/��'/%/�� �;/�+�j i k yi/��i�if�G �� ri�i�r�����rl� � w�,,; /, ���i%/� ' /�/�� r�i/ �� i/%iiltfi�'��%�f9fi�)��//% 1 � hi �/ �� ' � /lf;i/� tl�����/,��lti �� ��� itr ��i�i/�a �%�� " ; � �%�: lr h,� � ,.�.. „ . i �t�, , ia�tl� , . 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Request for Proposals Purchasing Department Project Name 73 Harlow Street Proposal No. P24-XX Bangor, ME 04401 207-992-4282 Issue Date: {ISSUE DATE} I. Introduction Through this Request for Proposals (RFP), the City of Bangor is soliciting qualifications and a price proposal from qualified firms to provide: An urban forest management plan (UFMP) that can serve as the foundation for increased community investment in our urban tree assets and in the future care of the City's urban forest. The UFMP will complement and expand upon the existing efforts of the Planning Department, Parks and Recreation Department, and Public Works Forestry Division to provide long-term arboreal planning for a sustainable resolve to introduce and maintain healthy urban forestry efforts, with a specific focus on equitable distribution of public tree canopy coverage across the City, regardless of location or income levels. Deliverables will include an overview of the current status of street and urban park tree assets in the City of Bangor, a vision for a vibrant, sustainable tree inventory in the next decade, and a strategy for the City of Bangor to achieve this vision. Successful contractor(s) will be required to comply with State of Maine and Federal Inflation Reduction Act Urban and Communit Forestr rant requirements as outlined in the (link?). II. General Information Available on the City's website at the following web address: .b�nqorr��in�. ov/pro�c�s�ls. By submitting a response to this solicitation, the Proposer accepts the responsibility for downloading, reading, and bidding by the terms and conditions set forth in the City's "General Information for Vendors". In your proposal, please specify whether you currently have or are in the process of developing a domestic violence policy. If you do not have such a policy, let us know if you would like to receive a copy of the City of Bangor's policy as a reference. Proposal No. P24-XX Page 1 of 8 Project Name III. Submission For consideration, submit the Proposal Bid Form in an envelope marked "Proposal No. P24-XX: Project Name" by 2:00 P.M. on [SUBMISSION DATE] to the Purchasing Department at City Hall, 262 Harlow Street, Bangor, Maine 04401 . Proposals may also be submitted via email by sending to: bidsC�b�n��rm�in�, �v, If emailing the proposal, please reference "Proposal No. P24-XX: Project Name" in the subject line. Proposals will be publicly opened at the time stated above in Council Chambers, 262 Harlow Street, Bangor, Maine. A tabulation of all received Proposals will be posted on the City's website by 4:30 P.M. on the opening date. Visit .b�n�orr��in�.c�ov/bidt�bs for results. IV. Questions Any questions must be directed in writing to bidsC�b�nqc�rr��in�, c�v no later than 4:30 P.M., Friday, {QUESTIONS DUE}. The City will provide a response by 4:30 P.M. on Friday, [ADDENDUM DUE]. This response will be in the form of an addendum, accessible on the City's website. Notifications will be sent to the Registered Vendor List when new addenda are released. To receive these updates, the City strongly encourages all potential bidders to register as vendors at .b�nqorr��in�.�crv/vendorre�istr�tion. V. Late Proposals It is the responsibility of the Proposer(s) to see that their proposals have sufficient time to be received by the Purchasing Department before the submittal deadline. Any proposal, portion of a proposal, or requested proposal revision received at the City Purchasing Department after the time and date specified, will be returned to the Proposer unopened. VI. Withdrawal of Proposals No Proposer may withdraw their proposal for a period of ninety (90) days from the date of opening. All proposals shall be subject to acceptance by the City during this period. To withdraw a proposal prior to the opening, the Proposer shall request the withdrawal in writing. All costs associated with the withdrawal (i.e. mailing fees) will be borne by the Proposer. Proposal No. P24-XX Page 2 of 8 Project Name VII. Rejection The City reserves the right to reject any proposals, waive any informalities or defects in proposals, or accept a higher cost proposal if it is deemed to be in the best interest of the City. The City also reserves the right to clarify scope and qualifications of the successful proposer. VIII. Information for Proposers A. All Federal and State taxes must be excluded from the proposal price. Upon request, a tax exemption certificate for the City of Bangor shall be furnished to the successful Proposer. B. The Bid Form, included with this request must be completed and returned for a proposal to be considered. C. Proposers are required to maintain the following insurance policies throughout the life of the project and name the City of Bangor as an additional insured where applicable: 1 . Worker's Compensation Insurance Statutory 2. Employer's Liability Insurance $500,000 each accident $500,000 disease — policy unit $500,000 disease — each employee 3. Comprehensive Automobile Liability $1,000,000 combined, single limit per accident 4. Commercial & General Liability $2,000,000 combined single limit $4,000,000 aggregate 5. Professional Liability (Errors & $2,000,000 combined single limit Omissions) $4,000,000 aggregate IX. Background The City of Bangor, which occupies approximately 35 square miles on the western shore of the Penobscot River, was first settled in 1656, incorporated as a town on February 25, 1791, and as a city on February 12, 1834. The City of Bangor is the third largest City in Maine and serves as the County Seat for Penobscot County. As a result, Bangor serves as the major trade, distribution, service, and commercial center for the central, northern, and eastern portions of the State. Bangor has nearly 400 lane miles of streets and over a dozen urban parks containing nearly 9,000 publicly owned trees. Public street right-of- way and urban park property boundaries may be viewed online at Cit �f ��n��r P�r��l �i�vv�r. The City of Bangor has been awarded a grant through the Inflation Reduction Act Urban and Community Forestry (IRA UCF) grant program, administered by the Maine Forest Service (MFS) Project Canopy program. The overall goal of this RFP process is to contract with a vendor who will help us develop a management plan Proposal No. P24-XX Page 3 of 8 Project Name that will assist the town in the expansion and appropriate maintenance of its urban tree assets, addressing urban forest health issues and threats, and to encourage community involvement in protecting and enhancing these same urban forest resources. The City of Bangor has received Tree City, USA designation from the Arbor Day Foundation and the Maine Forest Service for 20 years. Street and urban park tree planting, maintenance, and removals are managed by the Public Works Forestry Division. A street and urban park tree inventory was com leted durin the summer of 2024. A sample of the tree inventory data collected is IIIIIIIII II,�II II Forest management plans have already been developed, or are being developed, for forested/wooded parks. No forest management plant currently exists for urban areas. The City of Bangor has a tree ordinance, https;//���d�360,��m/6�94960#6�94960, convenes a Tree Board each quarter, maintains a defined budget for the Public Works Forestry Division, and collaborates with non-profits, educational institutions, businesses, and individuals to maintain and improve our current tree program. The City of Bangor makes a conscious effort to protect its natural resources. Developing an urban forest management plan supports our environmental goals. This effort will also directly benefit residents and visitors who use our parks and walk, ride, and drive along our streets. A management plan will increase tree canopy, provide better air quality, help reduce the heat island effect, sequester carbon, reduce urban noise, filter stormwater, increase property values, and visually enhance our streets and urban parks. X. Scope of Services A. The following items have been identified by the City as a desired Scope of Services: 1 . Qualifications: International Society of Arborists (ISA) certified arborist, or team of arborists, will work with City of Bangor staff to utilize existing tree inventory to develop a plan. 2. Project Schedule: The Consultant shall prepare and maintain a project schedule that includes public input, reviews, and approvals. 3. Maintenance and Planting Specifications: Recommendations for tree care, lantin , and mana�ement s„�,ecifications must comply with Rider p of the �������������,���������������������������������������������������������������������������������������� ����������������������������������������������������������������������������������������� including: a. Maintenance Specifications: Pruning standards will adhere to the guidelines put forth in "How To Prune Trees", USDA Forest Service publication NA-FR-01-95, https;//www,fs,�sd�,�c�v/r�s��r�h/tr��r�s��r�h/12602 , and ANSI A300 Proposal No. P24-XX Page 4 of 8 Project Name Tree Care Standards, https;//tr����r�ind�stry�ssc��i�tic�n,c�rq/b�sin�ss- s��pc�rt/�nsi-�300-st�nd�rds/ . b. Planting Specifications: Planting standards will adhere to guidelines put forth in "Tree Owner's Manual for the Northeastern and Midwestern United States", https;//www,tr��s�r� c�c�d,c�rq/tr��c�wn�r/tr��c�wn�rsr��n��l and ANSI A300 Tree Care Standards, https;//tr����r�ind�stry�ssc��i�tic�n,c�r�/b�sin�ss-s�ppc�rt/�nsi-�300- st�nd�rds/. c. Recommendation for planting of materials classified as invasive species by the Maine Department of Agriculture, Conservation, and forestry is not allowed, https;//vvvvvv,rr��in�,qc�v/d��ff�hp/hc�rti��lt�re�ir�v�siv�pl�nts,shtrr�l#list d. Forest Management Plan Specifications: Where applicable, forest management guidelines will adhere to the guidelines put forth in the "Maine Forest Service Stewardship Program: Guidelines for Forest Management Plans". 4. The desired deliverables for the plan include: a. A vision for a vibrant, healthy, and sustainable urban forest in the City of Bangor that supports the environmental needs of residents and visitors, assuring equitable access, and inspiring community involvement. b. Development of industry-accepted standards for urban tree selection, planting, and maintenance. This should include guidelines for selection of standard, ornamental, and edible fruit-bearing trees, as well as understory trees and shrubs. Should include specific guidelines for the use of shrub/small tree plantings on esplanades and areas at risk of stormwater run-off/erosion for short- and long-term benefits. Outline best-practices for preservation of existing tree stock during infrastructure maintenance activities by municipal staff and private enterprises, e.g. sidewalk, sewer line, water line maintenance, natural gas lines, communications poles, etc. c. Recommendations for alternative end-of-life utilization of tree stock for municipality and residents, e.g. trail restoration, firewood (community fire wood) bank, identification of culturally significant trees and wood, etc. Proposal No. P24-XX Page 5 of 8 Project Name d. Recommendations for appropriate organizational structure and qualifications necessary for the support of proposed strategy for expansion and maintenance of the urban tree forest. e. A canopy coverage analysis, including an equity analysis of current canopy coverage overlaid with City of Bangor socio-economic tract data, and recommendations for equitable distribution of canopy across the City. f. A public tree education component to engage residents in public planting and maintenance, as well as enable sustainable private tree planting. g. A public outreach plan to involve the public in the development of the UFMP. h. A schedule of ineetings with staff and/or Tree Board members to review drafts, discuss progress, offer feedback, etc. i. A comprehensive urban tree management plan suitable for adoption by the City Council of the City of Bangor, including an executive summary, table of contents, appropriate addendums, and maps. Digital copy of plan should include appropriate shapefiles for use in operational planning. B. Content of Proposal and Statement of Qualifications: 1 . Include a detailed estimate and description of each appropriate component of the project and how each task will be completed. 2. Include a description of the company profile, including the range of the firm's capabilities and services. 3. Provide references for similar projects, including the telephone number and name of each reference. 4. Provide a schedule showing the time required for completion of each proposed option. C. Deliverables include the items listed in "Section X - Scope of Services" section, as applicable. In addition to all draft and final documents, the Proposer shall provide all documents and materials in Microsoft Office Word format, except for mapping, which should include shapefile format, and external reference materials, which may be in PDF. All changes between versions shall be noted in underscore and strikeout, "track changes", or through cloud revisions when appropriate. Proposal No. P24-XX Page 6 of 8 Project Name XI. Qualification Statement Requirements The statement shall include the following: A. Information demonstrating the Proposer's understanding of an approach to the project. B. Information that demonstrated the Proposer's experience with the preparation of similar projects for other cities or counties. C. Identification of the personnel proposed on this project including the project manager, qualifications, and experience on similar projects. D. A detailed project schedule for the project including milestones and deliverables. XII. Selection Process Written proposals, with Qualification Statements, will be evaluated by the City of Bangor and may include an interview. Staff will make a recommendation on a Proposer to the Finance Committee for approval and authorization to negotiate and execute an Agreement to provide the requested services. , ��� � Bid Form ��� � fj ��,� � F. �.��'� ���, �.�����. Proposal No. P24-XX Page 7 of 8 Project Name Project Name Bid Deadline: Proposal No. P24-XX 2:00 P.M., Wednesday, Month, Day, 2024 Business Name: Address: Telephone Number: Email Address: Item Description Total Urban Forest Operational Plan (Generally accepted urban forestry operational 1 uidelines to direct work over the next 3-5 ears) $ Urban Forest Management Plan (Generally accepted urban forestry management guidelines to direct City's efforts over the next 10- 2 20 ears $ Meetings (Initial, phone meetings, kickoff, final, public engagement, City Council/Committee 3 resentations, etc. that aren't included reviousl ) $ Additional Services Offered 4 (include a breakdown of each service and ricin ) $ Not to Exceed Price 5 (Ma be tiered based on the services ro osed) $ Proposal No. P24-XX Page 8 of 8 Project Name