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1993-25 ..... 8 8 FORESTRY and ENVIRONMENTAL CONSULTANTS July 30, 1993 Mr. Wayne Saunders City of Clermont 1 Westgate Plaza P.O. Box 120219 Clermont, FL 34712-0219 Re: City Street Tree Inventory For Clermont, Florida. Dear Wayne: Pursuant to our meeting, we are pleased to submit this Letter of Proposal to carry out the services for the above referenced project. The scope of services and fees are outlined within. I . PROJECT DESCRIPTION - Urban Forestry Consulting Services To Develop A Street Tree Inventory and Urban Forest Management Plan For The City Of Clermont, Florida. II. PROJECT SCOPE A. Conduct a Street Tree Inventory for the City of Clermont, including all street Right of Way trees within the corporate limits to include: l. 2. 3. 4 . 5. 6. 7. Species names (common and scientific) Serial numbers Location of trees Condition rating of trees Age estimation of trees Tree size (Dbh, canopy width, and height) Recommendations 4340 LAKE STREET . LEESBURG. FLORIDA 34748 . (904) 365.6005 URBAN FORESTRY . Tree Appraisals . Insect and Disease Diagnoses . Tree Canopy Analyses . SlIeot Tree SuNeys . Hazardous Tree Assessments . Urban Troe Managemenl Plans . Troo In~bnlolles DEVELOPMENT . De~elopm8nt Suitability Studies . Environmental Assessments . Wetland Delineation . Tree Protection During ConstructIon . Protected Species Assessmenls . MItigation Design & Planting . Habltdt Management FOREST MANAGEMENT . Management Plans . Tree Planting . Timber Appraisals . TImber Sales . Timber CrUISing . Prescribed Burnlnç . E.otoc Vegelatlon Control ?/ID/93 . I 8 Urban Forestry Services Proposal 8 July 30, 1993 B. Provide a paper copy of all inventory information on tally sheets. C. Prepare a maps identifying the location of each of these trees. Utilizing enlarged maps of the city (provided by Clermont), we will plot the location of each tree and digitize each tree location in AutoCAD with it's serial number. The AutoCAD layer with all city streets digitized, will be provided by the city of Clermont. Final maps will be included in the Urban Forest Management Plan. D. Inventory up to 1,500 planting spaces with information on location, tree lawn width, and overhead wires, and include in computer database. The location of the planting space inventory will be determined by the city manager, beautification committee chair, and the urban forestry consultant. E. All inventory data will be included in an Urban Tree Management System called SilviBASE. FRM will deliver SilviBASE for installation on your computer. We will install all inventory data on SilviBASE, and our company will train you to update and manage your database, however, you will be responsible for general software (dBASE) training. F. Prepare Urban Forest Management Plan to include: 1. Interpretation of condition, size, age, species, and recommendation graphs, to describe the existing needs in your urban forest. 2. Recommendations for correcting problems found in the street tree inventory, with a suggested schedule for implementation. 3. Ideas on how to improve your urban forestry program. 4. A list of proper sized trees for small, medium, and large sized spaces, to correspond with planting space inventory. Page 2 c. I 8 Urban Forestry Services Proposal 8 July 3D, 1993 Two copies of the Urban Forest Management Plan and inventory report including methods and materials will be delivered to the client at the time of installation of SilviBASE. The report will be 8~" x 11" spiral-bound with appropriate black and white text, tables, graphs, and inventory area map. As much of the report as possible will be printed on a laser printer so that good quality reproductions may be made. 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 Fee for the services described herein will not exceed $12,200.00. The following table outlines costs needed to complete the job. Table 1. Summary of Costs by Task 1.0 Initial Meeting and Project Set-up 2.0 Data Collection (Tree and Planting Space) 3.0 Data Checking 4.0 Mapping 5.0 Urban Forest Management Plan $ 234.00 $7,628.00 $ 715.00 $1,008.00 $2,615.00 TOTAL: $12,200.00 Page 3 8 8 Urban Forestry services Proposal . .. B. C. July 3D, 1993 Billinq - You will not be billed until each milestone task is completed (s~e below). All fees will be invoiced monthly and are payable on receipt. Accounts delinquent for 30 days or more shall be charged a 1.5\ per month service charge. Milestone Tasks . Folloving Completion of data collection . $8,577.00 . $3,623.00 . Final Payment folloving Installation. Escalation - The fees listed in this document shall be binding for a period of six months from the date of this proposal. A. SUPPLEMENTAL CONDITIONS IV. Time Frame - Forest Resources viII complete the above tasks within 45 days of Notice of Avard. B. Access - Provide FRM lavful right of entry to City property for a mutually agreeable time period. Also, notification of concerned City employees, such as park employees and public safety officials, viII reduce misunderstandings and vork delays. C. Maps - Provide city maps to FRM for identification of rights-of-vay and undeveloped parcel addresses. Maps &hould be enlarged to a scale of 1" = 100' so that address and serial numbers can be vritten on map. B. Fee for Termination or Suspension of Services - Forest Resources Management, Inc. viII rely upon this agreement to obtain services of others and to make commitments in this office to accomplish the tasks set out in Section II. Should our services be terminated or suspended for any reason prior to completion, we shall be compensated for all work completed at the date of termination or suspension at our normal hourly rates. Page 4 . ~ ' 8 8 Urban Forestry Services Proposal July 3D, 1993 V. INSURANCE Forest Resources Management, 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. VI. ACCEPTANCE Fee and scope of work are subject to change if this proposal is not accepted within sixty days. We trust this proposal 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 for our files. I do thank you for the opportunity of providing this Proposal. We are looking forward to working with you. Accepted by: Title: M""yn,.. Rob~rt A Pool Date: Auqust 10. 1993 Page 5 8 8 CITY OF CLERMONT Office of the City Manager August 11, 1993 Mr. Brett States Forest Resources Management 4340 Lake Street Leesburg, FL 34748 Dear Brett: At the August 10, 1993 City Council meeeting, the enclosed agreement regarding Clermont's Street Tree Inventory project was unanimously approved. As previously discussed, please start work on this project as soon as possible. If you have any questions, please feel free to call. I look forward to working with you on this project. '-, - J:, .:. ;~- , ", ',r. . ;'.;,'::-'; Sincerely, ;. -. '-.':- CITY OF CLERMONT / ~ ~UNDERS City Manager WS:aw Enclosure P.O BOX 120219 . CLERMONT. FLORIDA 34712-0219 . PHONE: 904;394-4081