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HomeMy WebLinkAboutCONTRACT - RFP - 9783 URBAN FOREST STRATEGIC PLANOfficial Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 1 of 42 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and DAVEY RESOURCE GROUP, INC., a Delaware corporation, hereinafter referred to as the "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services for an Urban Forest Strategic Plan in accordance with the scope of services attached hereto as Exhibit A, consisting of thirty-two (32) pages, and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, the Professional shall be solely responsible for performance of all duties hereunder. 2. Contract Period. This Agreement shall commence May 1, 2023, and shall continue in full force and effect until April 30, 2025, unless sooner terminated as herein provided. 3. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least ten (10) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. In the event of early termination by the City, the Professional shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Professional shall submit a final invoice within ten (10) days of the effective date of termination. Undisputed invoices shall be paid Net 30 days of the date of the invoice. Such payment shall be the Professional's sole right and remedy for such termination. 4. Notices. All notices provided under this Agreement shall be effective immediately when emailed or three (3) business days from the date of the notice when mailed to the following addresses: Professional: City: Copy to: Davey Resource Group, Inc. Attn: Dana Karcher 295 S. Water St. Kent, OH 44240 Dana.Karcher@Davey.com City of Fort Collins Attn: Kendra Boot PO Box 580 Fort Collins, CO 80522 KBoot@fcgov.com City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 purchasing@fcgov.com 5. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 2 of 42 change orders, and other clarification or instruction shall be directed to the City Representative. 6. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorney’s fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit C, consisting of one (1) page, attached hereto and incorporated herein. 7. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay the Professional on a time and reimbursable direct cost basis in accordance with Exhibit B, consisting of one (1) page, attached hereto and incorporated herein, with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed Two Hundred Twenty Thousand One Hundred Eight-One Dollars ($220,181.00). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the Work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. Invoices shall be emailed to invoices@fcgov.com with a copy to the City Representative. The cost of the work completed shall be paid to the Professional following the submittal of a correct itemized invoice by the Professional. The City is exempt from sales and use tax. The City’s Certificate of Exemption license number is 09804502. A copy of the license is available upon written request. The City pays invoices on Net 30 days from the date of the invoice. 8. Appropriation. To the extent this Agreement or any provision in it constitutes a multiple fiscal year debt or financial obligation of the City, it shall be subject to annual appropriation by City Council as required in Article V, Section 8(b) of the City Charter, City Code Section 8-186, and Article X, Section 20 of the Colorado Constitution. The City shall have no obligation to continue this Agreement in any fiscal year for which no such supporting appropriation has been made. 9. License. Upon execution of this Agreement, the Professional grants to the City an irrevocable license to use any and all sketches, drawings, specifications, designs, DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 3 of 42 blueprints, data files, calculations, studies, analysis, renderings, models and other Work Order deliverables (the “Instruments of Service”), in any form whatsoever and in any medium expressed, for purposes of constructing, using, maintaining, altering and adding to the project, provided that the City substantially performs its obligations under the Agreement. The license granted hereunder permits the City and third parties reasonably authorized by the City to reproduce applicable portions of the Instruments of Service for use in performing services or construction for the project. In addition, the license granted hereunder shall permit the City and third parties reasonably authorized by the City to reproduce and utilize the Instruments of Service for similar projects, provided however, in such event the Professional shall not be held responsible for the design to the extent the City deviates from the Instruments of Service. This license shall survive termination of the Agreement by default or otherwise. 10. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 11. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 12. Subcontractors/subconsultants. The Professional may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor/subconsultant must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor/subconsultant will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor/subconsultant and the City, nor will it obligate the City to pay or see to the payment of any subcontractor/subconsultant, and (d) the Work of the subcontractor/subconsultant will be subject to inspection by the City to the same extent as the Work of the Professional. The Professional shall require all subcontractor/subconsultants performing Work hereunder to maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit C, consisting of one (1) page attached hereto and incorporated herein by this reference. The Professional shall maintain a copy of each subcontract’s certificate evidencing the required insurance. Upon request, the Professional shall promptly provide the City with a copy of such certificate(s). DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 4 of 42 13. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 14. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the Work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 15. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 16. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail themselves of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 17. Entire Agreement; Binding Effect; Order of Precedence; Authority to Execute. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties regarding this transaction and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. In the event of a conflict between terms of the Agreement and any exhibit or attachment, the terms of the Agreement shall prevail. Each person executing this Agreement affirms that they have the necessary authority to sign on behalf of their respective party and to bind such party to the terms of this Agreement. 18. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. The Parties further agree that Larimer County District Court is the proper venue for all disputes. If the City subsequently agrees in writing that the matter may be heard in federal court, venue will be in Denver District Court. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 19. Utilization by Other Agencies. The City of Fort Collins reserves the right to allow other state DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 5 of 42 and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Nothing herein shall be deemed to authorize or empower the Agency to act as an agent for the City of Fort Collins in connection with the exercise of any rights hereunder, and neither party shall have any right or authority to assume or create any obligation or responsibility on behalf of the other. The other Agency shall be solely responsible for any debts, liabilities, damages, claims or expenses incurred in connection with any agreement established between them and the Professional. The City’s concurrence hereunder is subject to the Professional’s commitment that this authorization shall not have a negative impact on the work to be completed for the City. 20. Prohibition Against Unlawful Discrimination. The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, affirmatively ensures that for all contracts entered into with the City, disadvantaged business enterprises are afforded a full and fair opportunity to bid on the contract and are not to be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its vendors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractor/subconsultants at every tier. 21. Governmental Immunity Act. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the notices, requirements, immunities, rights, benefits, protections, limitations of liability, and other provisions of the Colorado Governmental Immunity Act, C.R.S. § 24-10-101 et seq. and under any other applicable law. 22. Colorado Open Records Act. The City is subject to Sec. 24-72-201 et seq. of the Colorado Revised Statute (CORA). This Agreement is subject to public disclosure in whole pursuant to CORA. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 6 of 42 23. Force Majeure. No Party hereto shall be considered in default in the performance of an obligation hereunder to the extent that performance of such obligation is delayed, hindered, or prevented by force majeure. Force majeure shall be any cause beyond the control of the defaulting Party which could not reasonably have been foreseen and guarded against. Force majeure includes, but is not limited to, acts of God, fires, riots, pandemics, incendiarism, interference by civil or military authorities, compliance with regulations or orders of military authorities, and acts of war (declared or undeclared), provided such cause could not have been reasonably foreseen and guarded against by the defaulting Party. Force majeure shall not include increases in labor, commodity, utility, material, supply, fuel, or energy costs, or compliance with regulations or orders of civil authorities. To the extent that the performance is actually prevented, the Professional must provide written notice to the City of such condition within ten (10) days from the onset of such condition. 24. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit D - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. [Signature Page Follows] DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 7 of 42 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director Date: ATTEST: APPROVED AS TO FORM: DAVEY RESOURCE GROUP, INC. By: Printed: Title: Date: DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Amber Krebbers Regional Operations Manager 5/8/2023 Assistant City Attorney 5/10/2023 City Clerk Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 8 of 42 EXHIBIT A SCOPE OF SERVICES The City of Fort Collins Forestry Division is seeking to gather proposals from qualified, competent, knowledgeable, and experienced, consulting professional(s) and teams, institutions, or individuals, referred to as “Professional” in the remainder of the RFP, to assist with the development of an Urban Forestry Strategic Plan (UFSP). The UFSP will be an all-inclusive 20- year vision of managing Fort Collins’ community trees, refining existing forestry divisional goals, identifying new goals based on best practices in urban ecology, arboriculture, and urban forest management, planning and preparing for a changing climate now and in the future, and making actionable recommendations to achieve these goals. The Forestry Division is looking for comprehensive arboricultural planning services for which one contract will be awarded to the Professional demonstrating expertise in urban forest management and planning, and in equity centered resident and business owner outreach and engagement. The contract will include all planning and sub-consultant/contractor services to achieve the final Urban Forest Strategic Plan. It is anticipated that the awarded contract will be for a term of no more than 18 months. A. Scope of Work 1. Using the current estimate of 14% canopy cover in Fort Collins, successful proposals must anticipate future urban forest growth, challenges and actions that could be reasonably implemented to maintain and expand the canopy cover. The Urban Forest Strategic Planning effort will determine what canopy expansion looks like based on the Professional’s analyses and needs of the community to address canopy disparities. a. Please include cost estimates to achieve increased canopy goals at the preferred approach (i.e. neighborhood level, pruning block areas, Council Districts, etc.). Please include all factors that determined the resulting goal such as availability of planting sites, etc. b. The need to provide resilient tree species is perhaps the most critical part of sustaining or expanding canopy cover. Relevant proposals must incorporate action steps to ensure forest resilience in the face of current and anticipated harsh conditions or potential damaging pests. 2. A high priority of the strategic plan is to ensure actionable steps to improve and create sustainable canopy cover across the community while prioritizing vulnerable and underserved areas within the Fort Collins GMA. 3. Include best practices in urban forestry including:  Acceptable and industry-preferred time frames for tree inventory update cycles.  Data, funding analysis, and success stories to support our existing 5-year pruning rotation framework. • Include metrics, mapping techniques and other opportunities to set the Forestry Division up for success over the next 20 years and beyond. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 9 of 42  Project what increase of contractual funds will be needed over the next 5, 10, 15, and 20-years to assist Forestry crews in achieving a five-year pruning rotation. • Include cost-benefit analyses of adding additional City staff versus using contractual crews to achieve rotational goals. • Consider and accommodate for the addition of new staff and equipment to grow with the urban forest based on the existing public tree inventory and average number of trees added each year.  The best use of staff and contractors for tree planting, including specific maintenance practices to create significantly higher establishment percentages and long -term survival rates.  Include water resources suggesting best practices for current and future: tree irrigation; water availability; as well as potential water quality issues. Because of population growth and our semi-arid climate there is an expectation of future reduced water availability for landscapes.  Analyze Forestry operation deployment and efficiency. • Include analysis of fuel and equipment usage. • Explore the efficiency of multiple satellite shops verses one consolidated and centralized Forestry Shop.  Analyze current space and layout of the Hoffman Mill woodlot. Explore options for a larger capacity woodlot or additional woodlots to accommodate extra wood volumes produced by pests, climate and other urban tree stress factors, and geographic efficiency to support tree care maintenance operations. Consider the pros and cons of regional partnerships to help serve a larger service area. 4. Successful proposals must have deliverable and actionable steps that will build a more resilient and healthy urban forest while maintaining or expanding the current percent canopy cover. Understanding the impacts of climate change, unanticipated weather events, or pressure from invasive pests to current and future tree health is necessary to provide a useful and implementable 20-year strategic plan. 5. Professional must consider objectives that will preserve and protect significant trees located on public and private property. a. Explore actionable options to create and implement a Heritage Tree Program to preserve, protect and recognize trees that are of significant size, age, historical or horticultural significance in the community. b. This exploration would need to be included in the community engagement efforts. 6. Identify specific ways to improve current procedures used to promote planting, and proper aftercare, of public and private trees as one part of climate mitigation and adaptation, with steps to maximize urban canopy benefits. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 10 of 42 7. As development and population growth continues in the Growth Management Area (GMA), consider the following: a. Reduce urban heating impacts; b. Enhancing tree planting survival rates; c. Include opportunities, possibly through partner programs, to increase tree planting and establishment on private property; d. Additional opportunities to influence proper tree care and encourage canopy enhancement on renter-occupied properties; and, e. What the community’s role in urban forest stewardship should or could look like. 8. Prioritize equity and foster resident and community partnerships, ensuring that ALL people in Fort Collins, including vulnerable and underserved communities, benefit from a diverse, resilient, and healthy tree canopy. 9. Successful proposals must show strong understanding of current Municipal and Land Use Codes as references and basis to work from. For example, Chapter 27, Section 27- 1, of the Fort Collins Municipal Code designates all public and private trees as important community infrastructure. 10. Identify key gaps and solutions for City interdepartmental coordinated support for urban forestry (Planning, Development and Transportation (PDT), Our Climate Future (OCF), Fort Collins Utilities, etc.). Consideration for opportunities to preserve and increase private property canopy should be included. 11. Identify the best use of partner organizations, public, private, non-governmental, etc. Include the Forestry Division’s Urban Forest Ambassador Program volunteers. Propose other opportunities or ideas to grow, maximize and steer this program and other programs. What resources are needed to foster and promote successful partnerships. 12. The final plan shall include goals in five, ten, fifteen and twenty-year increments, include the ability to be easily updated, and align with the City’s bi-annual budget (i.e. 2025- 2026, 2027-2028, etc.). Include a proposed process for plan updates that can be completed by City staff and be understood by a general audience. 13. Recommendations shall include an analysis quantifying the resources needed for implementation. The analysis shall include staff, forestry program structure, timing/duration, funding for development and ongoing operation and management. Recommendations could include other programs and partners and should consider what Fort Collins Forestry Division may look like in 10 to 20 years. B. Deliverables/Milestones Below is the optimal timeline for the following Urban Forest Strategic Plan deliverables and milestones as shared with the Fort Collins City Council on January 24, 2023: DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 11 of 42 Task 1: Information Gathering Manage the project team, schedule, budget, and quality control procedures.  Facilitate team inception meeting to set project vision, expectations, communications, roles/responsibilities, schedule, and scope for the project team. Deliverables 1. Preliminary project schedule with milestone dates as closely reflected in the above proposed timeline diagram. 2. Project team inception meeting logistics and written summary. 3. Bi-weekly team meeting logistics and summary. 4. Project management plan including quality control procedures. 5. Monthly schedule, progress, and budget reports. 6. Monthly invoices. Task 2A: Document Review, Data Collection and Best Practices Research Collect all necessary baseline information to understand the current urban forestry program, approach, regulations, and challenges in Fort Collins. Most data will be from existing sources. 1. Review background information and relevant documents. 2. Summarize previously identified goals with information on progress towards achieving the goals and those that may need to be updated through the strategic plan process. 3. Review and summarize best practices in urban forestry and begin analysis for recommendations specific to Fort Collin’s climate, size, public tree inventory as well as the private tree population, and identified goals. 4. Conduct interviews with all Forestry staff which include the Forestry Operations and Maintenance Team, the Tree Protection and Preservation Team, and Management. 5. Conduct interviews with City staff from other divisions/departments including, but not limited to, Environmental and Social Sustainability Departments, Engineering, Stormwater, Natural Areas, Nature in the City group, Parks Department management (including Parks Maintenance, Golf, DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 12 of 42 Cemeteries and Park, Planning and Development), Parks and Recreation Communications team, and other management. 6. Conduct interviews with City staff involved in urban forestry/tree regulations from Planning, Development and Transportation (PDT), Our Climate Future (OCF), Fort Collins Utilities, Code Compliance, and others, being sensitive to recent outreach efforts to avoid duplication. 7. Conduct interviews with potential private/non-profit partner organizations. 8. Coordinate with other ongoing planning efforts or initiatives as they relate to urban canopy such as City Plan, Our Climate Future - Next Moves, or others as identified during the City staff interview process. 9. Conduct (in English and Spanish) an initial online community survey to gather public input on desires and hopes for the urban forest. Deliverables 1. Summary of interview findings with a focus on themes. Wish list items and outliers shall be included. 2. Initial list of best practices (to be reviewed and refined as additional data is received). 3. Review of final community survey format, in both English and Spanish, and a summary of the survey results when available. Task 2B: Stakeholder Engagement (Steering Committee/Project management Team) Establish and implement a strategy that actively engages and seeks input from internal and external stakeholders in a structured method to help guide the Urban Forest Strategic Plan’s development. Stakeholder engagement will include an internal City Project Management Team (PMT) and Steering Committee including external contributors. Stakeholders may include Forestry staff, City of Fort Collins staff, City Council or Parks and Recreation Advisory Board representatives, non-profit partners, neighborhood groups, industry consultants (landscape architects, nursery professionals, etc.), Downtown Development Authority (DDA), Business Improvement Districts (BIDs), or key local community members. Stakeholders may be identified by the City or the consultant team. This approach will be paired with other outreach methods (detailed in Task 3 below) to ensure a high level of stakeholder engagement for the project.  Facilitate monthly PMT meetings throughout the project.  Facilitate Steering Committee meetings at key decision points in the project when stakeholders can meaningfully influence the project outcomes (approximately quarterly throughout the project).  Identify and coordinate with other related City agencies and stakeholders.  Coordinate with other related projects if known.  Incorporate a series of touchpoints within the project schedule at decision milestones to allow stakeholders to influence the direction of the Urban Forest Strategic Plan.  Attend a kick-off meeting with the City Forester/project manager and select Forestry Division staff to understand project limits, existing conditions, opportunities, and constraints, etc.  As need be, suggest other innovative methods to obtain stakeholder engagement.  It is assumed that all stakeholder engagement meetings will be held virtually on Microsoft Teams. In-person meetings may be held if time and location conflicts can be mitigated and found to be equitable across all participants. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 13 of 42 Deliverables 1. Steering Committee and PMT contact lists. 2. Stakeholder interviews with up to 10 internal City representatives or workgroups and up to 10 external stakeholders or groups (to be determined). 3. Facilitate quarterly Steering Committee meetings to be held at a location convenient for local participants or virtual/hybrid if agreed upon by committee members. The Steering Committee inception meeting will ideally be held in person to set project vision, expectations, communications, roles/responsibilities, schedule, and scope. 4. Facilitate monthly PMT meetings to be held at a location convenient for local participants or virtual/hybrid if agreed upon by committee members. The PMT inception meeting will ideally be held in person to set project vision, expectations, communications, roles/responsibilities, schedule, and scope. 5. Meeting agendas, minutes, notes, calendar invites, promotional materials, presentations, workshop approaches, and summary documents. 6. Translation and interpretation services (English/Spanish) for all Steering Committee activities and materials as necessary. 7. Arrange for qualified childcare during meetings (if required), including project -related children’s activities. Task 3: Community Outreach and Public Engagement Lead a comprehensive community outreach and public engagement process in partnership with an Our Climate Future Community Consultant, of which will be included on the PMT. This process will be in addition to the stakeholder engagement described in Task 2B above. Outreach will be completed in coordination with the Fort Collins Parks and Recreation communication team and other proposer sub- consultants if applicable. The overall goal of the public engagement process is to solicit, document feedback, and build relations with the representative local communities, user groups, forestry advocates, project partners, indigenous communities, and decision makers. Public outreach may be virtual, in person or a combination and may include public meetings, open houses, online surveys, and attending existing community events. The engagement approach will include a range of innovative methods/activities to maximize input from busy stakeholders (working, caring for families, etc.) who cannot always attend a traditional meeting. Fort Collins encourages innovative and accessible forms of outreach for remote participants as well as participants who do not have access to the internet and/or a computer.  Develop a detailed public involvement plan/approach for review and input by the City and stakeholders.  Implement creative, non-traditional engagement methods. The goal is to have input opportunities at varying times of day or weekends to maximize involvement. Consider using existing community groups that have an interest in planning or planting the urban forest.  Host up to three (3) open houses and/or up to ten (10) existing community group outreach meetings during the strategic planning process to gain community input on a shared vision and draft plan recommendations. Open houses are assumed to be in person.  All web-based plan engagement will be housed on the City’s OurCity webpage and coordinated through the Parks & Rec Communication Team liaison. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 14 of 42  Provide digital and hard copy large format alternatives communication materials as needed for public meetings with Spanish translation.  In coordination with the PMT and City Communications team, submit articles for the press, website, social medias, partnership publications, or other sources to report on plan progress. Utilize existing City and partner channels for ongoing project communications, which may include OurCity webpage, City Council District newsletters, Channel 14, neighborhood groups, City and partner websites, flyers, press releases, etc. All material for public distribution should be reviewed with Forestry prior to distribution.  Engagement activities will be conducted in English and in Spanish, and all public materials will be provided in English and in Spanish to respond to the needs of the local community. Deliverables 1. Public engagement plan and strategies document. 2. Comprehensive community engagement contact lists (email/mailing). 3. Project branding consistent with City of Fort Collins standards. 4. Ongoing project communications (email blasts, newsletters, etc.) and coordination with CPIO staff for consolidated social media and website communications. 5. Facilitate three public meetings/open houses. 6. Other non-traditional outreach activities (planning, logistics, and implementation). 7. Public meeting agendas, coordination, materials (boards, presentations, fact sheets, etc.) workshop approaches, minutes, notes, and summary documents for all public events. 8. Translation and interpretation services (English/Spanish) for all meetings/events and materials. 9. Arrange for qualified childcare during meetings/events (if required), including project related children’s activities. Task 4: Synthesis and Alternatives Development Create initial alternatives to be analyzed by the PMT, Steering Committee and vetted through the public engagement process. The alternatives will specifically incorporate existing Forestry planning, industry best practices and stakeholder feedback.  Develop a vision statement, overall goals, and objectives to be used as the overarching guide throughout the process and directly incorporated into the final Urban Forest Strategic Plan.  Engage with stakeholders to identify the key opportunities and issues to be considered in the initial alternatives development. These alternatives will address the stated objectives.  Incorporate community survey results into the alternatives.  Develop a process for analyzing (comparing/contrasting) potential alternatives. This may include criteria built from the stakeholder’s identification of issues and opportunities in their first meeting. This may include high level categories such as growing vs maintaining the urban canopy, focused tree planting, watering, the role of the community, as well as climate projections, public/private maintenance options related to enforcement, etc.  Compare and contrast the alternatives identified based on objectives and review with stakeholders. The goal will be to identify flaws, benefits, opportunities, high level costs, or issues and to narrow the options to the final preferred options. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 15 of 42  Attend Parks and Recreation Board meeting, Natural Resource Advisory Board and City Council for plan review and adoption. Deliverables 1. Summary detailing approach to analysis, criteria, and the key inputs from stakeholders to be included as supplemental information, such as an appendix, to the final Urban Forest Strategic Plan. 2. Document identified alternatives including those that are quickly eliminated due to lack of support or feasibility issues. 3. Draft Urban Forest Strategic Plan including the findings from the outreach process and research to narrow the final recommendations. Background information shall not be included in the final document but may be presented as a supplemental format to keep the document accessible to a large audience. 4. Present summary of the process and draft plan to the Parks and Recreation Board and Natural Resource Advisory Board. Task 5: Final Plan Development, Adoption and Rollout Review and refine the draft Urban Forest Strategic Plan. Prepare the final Urban Forest Strategic Plan.  Seek input from the stakeholders.  Incorporate feedback generated from public engagement.  Develop cost estimates for recommendations and potential funding options.  Utilize and reference case studies from other peer cities to support plan objectives.  Finalize draft and format for use in on all platforms (hardcopy, digital, web).  Develop communication materials, social media, and website communications. Deliverables 1. Final Urban Forest Strategic Plan document including Spanish translation and ADA compliant PDFs (print and digital resolution). 2. Final stakeholder summaries and copies of all information collected during the outreach effort. 3. Separate written analysis on funding options. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 16 of 42 Professional’s Response: Project Understanding It is our understanding that the City of Fort Collins is seeking to engage a consultant to develop a comprehensive urban forest strategic plan. This plan has a number of goals and objectives that will result in a 20-year vision of managing Fort Collins’ urban forest. As a strategic objective of the Fort Collins City Council, it is important that the plan address planning, preservation, and planting to maintain a safe, healthy, and resilient urban forest. The plan will ensure equity in urban forest activities and goals and, among other opportunities, will incorporate climate change adaptation, address water use, assure that canopy has the opportunity to grow equitably and fairly throughout the community, and that operations are ready for changes that may come through the planning process. DRG understands this project as described in the RFP and will perform the services and work products necessary to complete this project. Simply said, our job is to align information, research, and best practices with input from the Fort Collins leadership team, stakeholders, and the community to develop goals, strategies, and tactics that the City can use to assure that Fort Collins’ urban forest is sustainable, protected, preserved, maintained, and expanded into the future. Our job is to align information, research, and best practices, with input from the Fort Collins leadership team, stakeholders, and the community, to develop goals, strategies and tactics that the City can use to assure that Fort Collins’ urban forest is sustainable, protected, preserved, maintained, and expanded into the future. Our experience in providing similar plans is robust, and the goals stated by Fort Collins in the RFP are a reflection of the work that DRG completes every day. The plan will be developed through the lens of equity and will reflect the current and future needs of the city. In developing this plan, we will: » Apply the latest science to define the value of Fort Collins’ urban forest. » Craft a compelling story to engage stakeholders in the importance of the urban forest. » Identify the community’s tree canopy priorities. » Strengthen equity as a programmatic priority. » Define the roles and responsibilities of the stakeholders in plan development and implementation. » Build a plan that serves as the platform for trust and collaboration in future urban forest programming. Like many communities, Fort Collins is faced with challenges and threats to their urban forest. City growth, invasive pests, a large population of renters, potential water shortages, and equity challenges are all affecting the growth of Fort Collins’ tree canopy. However, through the planning process completed by Davey Resource Group in 2016, we know that Fort Collins’ trees provide quantifiable benefits to the city and its citizens. Knowing that basic information about the urban forest allows Fort Collins to build on their current program and assure that future citizens will benefit DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 17 of 42 from the planning process occurring now. During the urban forest planning process, it is easy to talk about where a city wants to go and even envision the results of the plan prior to development. The ideas that swirl throughout a room when engaged people get together to discuss the future of the topic at hand are only limited by the imagination of the participants. These ideas are important and are the basis for any good strategic plan. However, the challenge is to develop workable tactics that move the plan forward. Those tactics must fit the culture of the city, the governmental bodies that fund and care for trees, and others whose roles impact the urban forest. And that is where DRG helps our clients succeed. We listen to the internal and external inputs, incorporate the latest industry science, assess risks and opportunities, develop scenarios, and examine competencies, all in an effort to assure that the tactics that emerge in the process lead to a plan that works for Fort Collins. OUR METHODOLOGY To best understand and create the urban forestry management plan for Fort Collins, DRG develops the project through an adaptive management approach. This is a well used, proven methodology for planning at a variety of levels. The steps are simple and circular: 1. We look at what Fort Collins has in their urban forestry program. We do this by research and examination of documents, conversations with stakeholders, and engagement with the community. We incorporate the TreeKeeper® data and a newly conducted canopy study enhancement into our research and assure that data is shared with stakeholders. 2. At the same time we are listening to stakeholders about the current urban forestry situation, we listen for the desired outcomes for the program. This is the fulfillment of what the City wants and needs for their urban forestry program both internally and externally as outlined in the RFP. This is also where we assure that the City Council’s goal to “plan for, preserve, plant and maintain a safe, healthy, and resilient urban forest” helps to set the vision for the plan. 3. Developing the plan is the next logical step in the process. We look for gaps, opportunities, URBAN FOREST CANOPY WHAT ARE WE DOING? WHAT DO WHAT DO WE WANT? WHAT DO WE WANT? DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 18 of 42 issues, and desires to create goals, action plans, and the steps needed to achieve the desired outcomes. » We assess the city with these tools: The Criteria and Indicators of a Sustainable Urban Forest (W. Andy Kenney, Philip J.E. van Wassenaer, and Alexander L. Satel) and “The Sustainable Urban Forest Guide” (USFS 2015), which also provides audit tools for developing plan framework and benchmarks. Each tool provides metrics; however, the sustainability guide is more in-depth in its research. » Our experience and breadth of work allows us to create comparisons and incorporate other communities’ successes as requested. » We address the biggest challenges that the city is facing, including preparing for the future of an increasing canopy, assuring equity in that canopy, improving staffing/contracting to care for the canopy, and assuring that the overall plan is aligned for the future growth of Fort Collins. 4. And, most importantly, we develop ways to create responsibility and accountability for the plan through audits and evaluations. That audit and evaluation process incorporates the original first look at the program to the goals and strategies set by the DRG/Fort Collins team. Our methodology falls under the tasks that are outlined below. Some of these tasks overlap in timing as you will see from our project schedule. Please know that we are flexible in assuring that your goals and objectives are met with this plan. One of our strengths is managing projects that are completed on time, on budget, and to our client’s satisfaction. We do this through a number of steps. These include: » Kickoff Meeting: We bring our team together with Fort Collins to meet you in person and to kick the project off with a plan for success. We develop an agenda with your feedback, go over the scope of work in detail, and refine any outcomes that you deem necessary for project success. We ask that you invite key team members to the meeting so that we can create an understanding of roles and responsibilities for the project with both Fort Collins and DRG. » Communication: We hold bi-weekly meetings (virtual) to let you know where we are on the project timeline and how much budget we have spent. We hold strategy meetings at various times throughout the project as we reach decision milestones. We share challenges and successes with each other and focus on next steps for the project. We remain flexible, so if we need to change direction for any reason, we are able to do so. » Layers of Contact: Our project management team if available for you when you need us. We assign a project manager that will be your main contact throughout the project. However, if the need arises, and you cannot reach the project manager, you will have other team members to work with who are informed and engaged in the project. This includes local DRG management. » Reporting: We develop a monthly report to go with our invoicing. This report shows progress of the project, the next month’s activities, balance of the budget, and any changes that we have made in scope. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 19 of 42 As part of our project management process, we seek to create consistent branding and marketing as requested. Early in the process, we look to the City for guidance on how the document should look and feel. We have a complete graphic design department that understands creating accessible and understandable materials. Our goal is to assure that the project has a “brand” right from the start. We divide the project into tasks, grouping similar work and outcomes. This helps us assure that we meet the needs of the scope of services you have outlined within the RFP and add best management practices where necessary. Our answer to the scope of work as requested is below: TASK 1: INFORMATION GATHERING AND TASK 2B: STEERING COMMITTEE AND PROJECT MANAGEMENT TEAM It is important to start the project process with alignment between Fort Collins and DRG. We do this by holding a kickoff meeting prior to project start. This meeting serves as an opportunity to meet the teams from both Fort Collins and DRG, refine the scope of work, set communication standards, and discuss data acquisition and reporting frequencies. This meeting will have an agenda developed by our project manager with your team’s input. (Minutes will follow within 72 hours of meeting conclusion.) It is our intent to be well prepared going into the contract so that the Fort Collins staff’s day-to-day duties are not interrupted by our presence and work. We discuss our project management tasks that include our quality control procedures and monthly reporting that includes progress, budgets, and invoicing. At the kickoff meeting, DRG and Fort Collins can determine the final project schedule. Although we have completed a schedule for this proposal, we know that there are community events, vacations, and other timing challenges that may change this schedule. This schedule will include milestone dates updated from the timing in the RFP. As part of the kickoff meeting, DRG will present a draft community engagement plan that assures that we meet the goals of community outreach for this project. This plan will include meetings, educational opportunities, outreach, media, (social and traditional), other touchpoints for stakeholders, and more for the City to engage with its citizens. This will be an opportunity to coordinate with other city events and plan development to assure maximum participation. Once the draft is revised, completed, and accepted by the City, we will assign duties and responsibilities based on budget, the City’s availability, and other factors. Project Teams Understanding who is engaged in the project from the start is important. For this project, we understand the need for two teams: the project management team (PMT) and the steering committee. In our view, the project management team is made up of key Forestry/Parks team members, and the DRG project management team. This is the group that will be responsible for moving the plan forward on a timely basis. This is also the group that meets bi-weekly virtually. This group is a constant throughout the project. The steering committee will consist of a broader group of stakeholders. The purpose of this steering committee is to: » Assure community engagement is thorough and targeted. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 20 of 42 » Create buy-in to the plan as it proceeds. » Provide advice to both DRG and to the PMT about the plan development and trajectory. This may include members of other City Departments, such as additional Forestry staff, City staff (planning, sustainability, permitting, etc.), City Council, Parks/Recreation Advisory Board, non- profit partners, neighborhood groups, Downtown Development Authority, Business Improvement Districts, and key community members. It is important that this group remains (as much as possible) constant so that time is spent moving forward, not recapping what has been completed. This group will meet quarterly in person, or at critical plan milestones. For both groups, DRG will handle logistics and meetings will be agendized by DRG with those agendas approved by Fort Collins with contributions from the PMT. Meeting summaries will be returned to the attendees within 72 hours. Deliverables: » Project schedule with milestones. » Engagement plan. » Timing for bi-weekly meetings. » Communications parameters. » Monthly schedule, progress, budget reports, and invoicing. » Development of the project management team and the steering committee. Canopy Study Although Fort Collins recently had a completed canopy study, it will be important to re-analyze that data for additional information. This includes: » Up-to-date urban tree canopy analysis. » Tree canopy goal(s) for Fort Collins based on science. » Estimate of how much tree canopy the town can gain on public property and reasonably gain on private property. » Equitable distribution of trees within the community. » Historical change analysis. » Planting areas map by tree size class (small, medium, large). » Ecosystem benefits analysis (stormwater management, heat absorption, and air quality). » Urban heat island data. When DRG develops a canopy study, we completed it with our over 40 team members in our GIS department in Ohio. Additionally, this data becomes yours—all maps, charts, and other deliverables. In addition to this being a critical part of your plan, Fort Collins can use this data in perpetuity to continue to tell the story of their urban forest from the canopy perspective. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 21 of 42 Historical Change Analysis Land cover is a unique resource that has a high susceptibility to change due to the complexities arising from the myriad activities—anthropogenic and natural variation—it underpins. In our quest for development, we tend to vary the composition of the landscape to create conditions that would better serve our interests. These changes, however, pose potential threats to the ability of the land to support our activities. Consequently, there is the need to track the changes of the land cover and related effects and plan adequately to ensure that we attain our goals and objectives without compromising the ability of future generations to realize theirs. Utilizing the past UTC assessments, DRG can conduct a change assessment that will identify points of growth and loss. The analysis will include spatial change, acreage change, percent change, and absolute change for any geographies specified by the communities. DRG will provide Fort Collins with ESRI® shapefiles, metadata, and an Excel™ spreadsheet of the percent canopy cover change containing data for up to eight distinct geographies, such as parcel zoning, land use, neighborhood, watershed, etc. (GIS boundary layers are required.) Priority Planting Opportunity Index Per protocols set by USDA Forest Service, a standard UTC assessment provides mapping and information on “all possible planting areas.” This summation of possible planting areas is equal to the total of all areas that are open ground and includes areas such as golf courses, active agricultural fields, and sports fields. While it is theoretically possible that these types of pervious surfaces and land uses could represent future tree planting areas, it is often, and understandably so, not practical for a community to consider them for tree planting initiatives. Therefore, to determine more likely and reasonable areas to plant trees, DRG can locate “preferred planting areas.” The identification of preferred planting areas considers land use and other factors, such as approved community master planning that limit where trees may be planted. The preferred planting area analysis can be completed for the entire project area, prioritized based on maximizing canopy benefits related to up to eight of the following focal issues (parameters): » Socio-demographics and population density. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 22 of 42 » Proximity to surface waters and impaired waterways. » Topography, floodplains, and soil types. » Public/private ownership. » Linkages to greenways and other forest resources. » Stormwater problem areas. » Mitigating urban heat island effect. DRG uses a combination of parameters obtained from discussion with Fort Collins to determine planting objectives. Ultimately, each suitable planting area is divided into five priority categories ranging from Very Low to Very High based on the client’s parameters. Social Equity and Tree Canopy Comparison DRG will relate Fort Collins’ current tree canopy to socio-demographic and economic data for the project area. Data from the 2020 census can be aggregated for census tracts and/or block groups to determine trends and correlations. This data can be used by the project area to prioritize results of the UTC analysis even further. Data can be assessed on the block group or census tract level. Data will be analyzed to assess tree cover and tree cover change and how it relates to social vulnerability, equity, and community resilience. Typical analysis includes: » Canopy percent vs. median household income. » Canopy percent vs. population density. » Canopy percent vs. ethnicity. » Canopy percent vs. age group. » Canopy percent vs. education. » Additional descriptive statistics such as percentage of renter and percentage of homeowner, building value, building age, and percentage of single-family homes can all be explored. Urban Heat Island and Surface Temperature Change Capturing land surface temperature is essential to monitoring heat islands, air quality, and overall well-being for Fort Collins’ residents. To establish an understanding of how urban tree canopy affects heat island, land surface temperature analysis conducted with Landsat 8 imagery during the late afternoon during summer conditions can be examined to determine the highest surface temperatures observed. Multiple years can be assessed to determine how heat islands have changed over time. Theoretically, this data would be correlated with areas of tree canopy reduction, but it could also lead insight to other factors not DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 23 of 42 yet known. Using the high-resolution data, an adjustment of the Landsat 8 land surface temperature can be done using tree cover data. Within an urban setting, small fragments of tree canopy are often misrepresented using 30-meter resolution Landsat data. Therefore, land surface emissivity can be derived using 60- centimeter NAIP imagery NDVI and then resampled to 30-meter resolution using the Nearest Neighbor algorithm to provide a more accurate estimate of emissivity. This procedure corrects the issue of underrepresented areas that had established tree canopy but did not show up appropriately on the 30-meter Landsat 8 imagery. In past studies, this correction provided a small decrease in temperature for canopied areas and a small increase for impervious areas that were void of trees. i-Tree Benefits DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 24 of 42 Although the City has an i-Tree study completed in 2016, within that time frame, there may be many changes to the canopy. We suggest that we complete an up-to-date ecosystem benefit analysis through the canopy study. Air Quality. i-Tree Canopy can be used to analyze the amount of pollution removed by tree canopy. Innovations with the latest version of i-Tree Canopy allows the software model to generate the overall ecosystem values for air quality. Results of this analysis will be presented in the plan and can quantify the monetary and unit values of pollution reduction for carbon monoxide, nitrogen dioxide, ozone, particulate matter, and sulfur dioxide for public and private trees. Carbon. i-Tree Canopy can again be used to evaluate the carbon sequestration and storage services provided by the communities’ tree canopy. The results of this analysis can be reported on and show how the amount of tree canopy influences carbon increases or reductions for public and private trees. Stormwater. i-Tree Hydro can be used to capture stormwater interception. Per-tree values can be used to extrapolate information from the public tree data to include private trees for an estimate of benefits across the entire urban forest. Pollution Assessment. Using i-Tree Hydro, DRG can assess how changes in tree and impervious cover affect water quantity and quality within the community. Data spanning from a period will be analyzed to attain the average pollutant runoff within the town limits. Results of the assessment will be presented in the report that can be used to support decision- making aimed at reducing stormwater runoff and improving urban forests, environmental quality, and human health. Deliverables: An updated canopy study that includes: » A science-based tree canopy goal. » Historical change analysis. » Priority planting index. » Social equity tree canopy comparison. » Heat island study. » Updated i-Tree data.The canopy study can help predict future costs based on tree planting needs in various areas of the city. All maps and charts will be included in the plan and shared during community engagement. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 25 of 42 TreeKeeper® Canopy TreeKeeper® Canopy is a versatile software service geared towards helping cities observe, prioritize, and share your tree canopy assessment data. It is the next tool that Fort Collins needs to create canopy growth and target planting based on a number of factors. Developed and maintained by DRG, TreeKeeper® Canopy is the product of over two decades of research, development, and industry vetting. TreeKeeper® Canopy will help you assess Fort Collins’ tree canopy data, prioritize planting efforts, project future canopy goals, and integrate with TreeKeeper® to ensure a streamlined workflow from start to finish. One of the things that makes TreeKeeper® and TreeKeeper® Canopy the industry leader is that users get the full functionality of the software upfront; no add-ons or a la carte software pieces are needed to calculate tree benefits, create work orders, or prioritize planting efforts. TreeKeeper® Canopy is available as a subscription service (SaaS) with annual support contracts available after the initial investment to build and deploy the With TreeKeeper® Canopy, Fort Collins can define measurable canopy goals and enact scenarios to reach those goals. The tool will enable the City to prioritize new planting locations, project and estimate future tree canopy benefits, and budget for tree planting costs. This web solution is a great planning and public education tool for municipalities. software tool. » DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 26 of 42 Screenshot of TreeKeeper® Canopy landing page TASK 2A: DOCUMENT REVIEW, DATA COLLECTION, AND BEST PRACTICES RESEARCH AND 2B: STAKEHOLDER ENGAGEMENT Understanding what the community has beyond the canopy wstudy is an important part of developing a sustainable urban forestry program. To gather the information needed to assure that the Fort Collins community forestry program is moving forward, DRG uses methodology that assures that all aspects of the program are reviewed. 2.1 Program Assessment Our first step in reviewing current forestry efforts is to complete a program assessment. The program assessment takes into consideration the current program, resources, capacities, regulations, codes and ordinances, and potential future needs. DRG will complete the assessment based on best practices of the industry, and the Criteria and Indicators of a Sustainable Urban Forest (W. Andy Kenney, Philip J.E. van Wassenaer, and Alexander L. Satel) and “The Sustainable Urban Forest Guide” (USFS 2015). The assessment helps us understand and document gaps in the urban forest program within Fort Collins. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 27 of 42 2.2 Stakeholder Interviews After the program assessment is complete, we go through some deeper analysis of other parts of the program. That begins stakeholder interviews: Together with the Fort Collins team, DRG develops a list of stakeholders that have influence and/or impact on the community forest. These are both internal and external stakeholders. Current forestry, (Forestry Operations, Maintenance Team, Tree Protection and Preservation Team, and Management), planning, sustainability, and parks staff are part of the interview process. The goal is to identify where programs and projects intersect and identify gaps and opportunities for improvement. External stakeholders can include important community members/organizations that have an impact, and/or interest in the community forest. These stakeholders may include business owners, community activists, developers, environmental justice groups, tree care companies, environmental non-governmental organizations, and, specifically, the Urban Forest Ambassador Program members. These groups/persons are especially important as recommended code updates and various licensing improvements may be recommended through the plan. DRG and the City will co-develop the list of internal/external stakeholders. We anticipate a total of 20 group/individual stakeholder interviews. Some of these interviews may be with people who serve on the steering committee. 2.3 Review of City Planning Documents DRG will analyze and utilize existing City plans that may inform the UFSP. Our analysis is completed through reading the plans, understanding and noting where the plans impact the urban forest, and developing content around conflicts and supporting concepts within each plan. We will review, at a minimum: » 2022 Citywide Strategic Plan. » Fort Collins City Plan. » Our Climate Future Plan. » ReCreate | Parks and Recreation Master Plan. » EAB Response Plan. » Water Efficiency Plan. » Water Shortage Plan. We understand that the UFSP should be in harmony with the current City plans and planning efforts. We look forward to creating a supporting UFSP document that shows the City’s plan fluency. 2.4 Municipal Code Review DRG will review municipal codes and including: » Chapter 27 of the City’s municipal code. » Fort Collins Land Use Code. » Larimer County Urban Streetscape Standards. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 28 of 42 DRG has a rubric that we utilize when looking at the effectiveness of ordinances within a community. Through the use of best management practices, we determine what is included in community ordinances and what may be missing to meet the needs of the City. The specifics of the rubric lie under categories that include credentials, public tree regulation, private tree regulation, tree protection, tree planting, design code, zoning and planning, view ordinances, and wood utilization. From this data analysis, we will create recommendations for missing or conflicting ordinances. 2.5 Other Informative Documents and Information There are other opportunities to utilize additional information that impacts the urban forest. We will review the TreeKeeper® site where Fort Collins houses and updates their tree inventory. We will assess the use of the TreeKeeper® system, assuring that the Forestry team is getting the most value from the system. We will also utilize the Community Forestry Assessment developed by DRG. We will examine and may incorporate both the carbon inventory report and the municipal sustainability and adaptation report as part of our background research. 2.6 Operations Review A thorough operations review will help the Forestry Department and their teams move forward as Fort Collins’ canopy increases. The review will include: » Budgets. » Staffing. » Equipment. » Storm response. » Work Request System (and prioritizing work) through the City’s use of the TreeKeeper® system. » The Management Component of the Indicators of a Sustainable Urban Forest. » Current tree list. » Hoffman Woodlot analysis (capacity, layout, future, collaboration). The resulting part of the plan will include operational strengths and deficiencies. It will include recommendations for increasing operational strengths, timing and potential costs. This is also where we will review the contractor/staff dichotomy for the future. This operations review will allow us to make recommendations as requested under “A. Scope of Work, 3. Include best practices in urban forestry.” Lastly, we can develop a species list based on climate ready species and research that has been conducted by DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 29 of 42 the Davey Institute and the USFS. 2.7 Heritage Tree Program Research Prior to any community engagement, DRG will have developed some options for an actionable Heritage Tree Ordinance. Our method for this would be to present some current options to the PMT for their feedback and then to the steering committee prior to moving this to the community engagement effort. Our suggestion is to narrow this down to no more than two ordinance options to present to the general public. We will poll like cities for ordinances that are effective and present those to the Forestry team in a memo format. Once that takes place, we will re-write the memo with the choices that Forestry wants us to move forward with to the steering committee. We will take those recommendations and include them in community outreach. Deliverables: » 2.1 A complete assessment of Fort Collins’ urban forestry program using tools that are vetted and in common use. » 2.2 Twenty stakeholder interviews to help inform the plan and process, assuring that many voices are heard. » 2.3 Review of planning documents that are listed in the RFP and others that may be needed. » 2.4 Using a DRG developed rubric, we will review codes and how they relate to the current and future urban forest department needs. » 2.5 An assessment of Fort Collins’ use of TreeKeeper®, assuring that its full potential is being used, and sustainability and carbon report reviews. » 2.6 Complete operations review, including inhouse/contractor work, tree lists for climate ready trees, and woodlot analysis. » 2.7 Research on a Heritage Tree program. Each subtask will result in a memo with outcomes and findings. These will be the basis for the synthesis and alternative development. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 30 of 42 TASK 3: COMMUNITY OUTREACH AND PUBLIC ENGAGEMENT As requested, DRG will host, together with the City’s Parks Department, three public meetings and/or open houses. Additionally, we will work with the City to host up to ten existing community group meetings. These may include neighborhood associations, gardening groups, environmental associations, and other engaged citizen groups. Our intent when building the public engagement plan is to also share opportunities with events like Earth Day Fort Collins, farmers markets, holiday markets, concerts, and other noteworthy events to combat citizen “planning fatigue.” We anticipate conducting one meeting to garner feedback—along the lines of “what do we want?” This gives a chance for all participants who desire to be heard and to have their ideas respected and considered. The other two meetings will be similar to open houses with the opportunity for a short “where we are right now” opening and then a question and answer period to ask questions and give responses to the draft plan. It is important that the minimum three required meetings/open houses be held at different times, locations, and, if possible, be live streamed. Community venues that are not city-owned should be used for locations, including schools, churches, and neighborhood venues. All materials provided for these meetings will be understandable for the non-urban forestry community and translated in Spanish. Additional virtual meetings can take place as well and as needed. Follow up notes/ minutes will be developed post meeting for inclusion in plan appendices. The smaller, more targeted meetings can be web-based or in person. (DRG budgeted for web- based.) These would be best handled as a registered event so that we can share information prior via email. All events will also have a small focus on the role of the community in urban forestry/canopy growth. Meetings will share results of the canopy study, including the benefits of trees and the fact that the majority of trees are located in private spaces. Community Survey Surveys are an effective tool to gauge community interest in planning the urban forest. DRG will create this tool so that it effectively reaches a broad swath of the Fort Collins community and appropriately captures the diversity of experiences and desires for the urban forest strategic plan. With an emphasis on creating statistically valid information, the survey needs to speak to the community in a way that they understand trees—not the way the urban forestry community understands the values and opportunities that trees provide. The survey is for information gathering not for education. We will seek approval from the PMT/DPR on final questions and work with the City communications team for distribution and timing. Our intent is to administer one survey during the planning process although more can be added based on budget. Post survey, DRG will create a summary of final survey results. It will be translated into Spanish. Other Options to Consider (not budgeted): Below are some “non-traditional” options for community engagement in Fort Collins: » Use existing events and venues for “conversation surveying” with community volunteers. For example: Tabling at neighborhood farmers markets or community outdoor concerts are both a great opportunity to DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 31 of 42 talk to citizens within that area about the UFSP. Community volunteers (or paid community members) can be trained to ask a specific set of questions at these events. DRG could train and handle logistics for these events. » Fort Collins can provide small grants for neighborhood groups to host events, such as a community picnic or potluck and have a DRG speaker talk about the plan and solicit feedback. » Create tree tags with QR codes that lead to the survey put in strategic neighborhoods and locations throughout the city. » Work with the local tree non-profit to hold a tree event to assure that all of their supporters and volunteers participate in the plan development. » Develop a tree selfie contest that not only engages the community but also provides content for the plan. Along the same lines, hold a tree photography contest that creates engagement in the plan. » Set up a moveable “store front” throughout the life of the plan development. It can be staffed with volunteers or paid community members that can share about the plan. Engage the real estate community to help find short term locations that may be able to be used rent free. » Consider a strong campaign that mirrors a political campaign or the “Your Ash Is on the Line” campaign. Yard signs and significant social media that are targeted and coordinated will be important to this project. Community engagement tasks should be set up to clearly meet a number of objectives of the plan around tree equity. As we listen for and analyze feedback from all community and stakeholder engagement, we want to be sure that we consider possibilities of private tree protection and maintenance challenges, increases in private property tree planting, and neighborhood and/or partner engagement in planting. We strongly believe that a separate web page be set up for this plan. It is important that reporting on progress happens throughout the life of the plan to keep the community and the stakeholders informed and engaged. This website will house the community survey, opportunities for engagement, meeting notes and minutes, and a place to create feedback for the plan. The project schedule can also be housed on this site. The plan website should clearly be different from prior websites including the current forestry website. Using the same website may cause confusion to the general public. DRG will submit articles and information as requested by the City communication team. We suggest that along with the community engagement plan DRG and the City create a social media plan. This will include information for the city’s social media platforms. These can be duplicated on the OurCity webpage, City Council District newsletters, Channel 14, and more. We want to be sure that information is targeted and coincides with the community engagement plan. Together, the two plans should assure that any Fort Collins citizen has the opportunity to give input on the plan in a format that meets their needs. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 32 of 42 Any documents and information that is created by the DRG team will follow an approved graphic format. DRG will offer a graphic “playbook” to the Fort Collins team for their approval. It will include fonts, colors, and an understanding of Fort Collins’ graphics requirements to assure that the interim and final deliverables create a cohesive look and feel for the project from start to finish. Spanish translation/interpretation will be provided for all meetings, events, and materials. Childcare will be provided as requested. We will work with Fort Collins Partners in Childcare to seek qualified providers for meetings/events. We will explore activities through such organizations as the Arbor Day Foundation’s Tree Education Hub or the Tree Circus to find age-appropriate activities for the in-person meetings/events. Deliverables: » Three community meetings in person. » Ten additional meetings (neighborhood councils, speciality groups, etc.). » All documents/collateral for community engagement. » Translation/interpretation for meetings and collateral materials. » Survey. » Childcare with activities will be provided. TASK 4: SYNTHESIS AND ALTERNATIVE(S) DEVELOPMENT AND DRAFT PLAN The criteria and objectives established in the RFP is the first step in alternative(s) development. Fort Collins thorough understanding of their current program and understanding that some things must change for the future is what is driving the plan. In some ways, the task of developing alternatives comes prior to community engagement as we listen to the City’s wants and needs. DRG sees the steps to developing the alternatives like this: 1. Complete the first community meeting to engage interested stakeholders. 2. Complete all of Task 2; assessment of current forestry efforts. 3. DRG to develop the first set of broad alternatives; present alternatives to PMT and Steering Committee Members for discussion and/or elimination prior to further community engagement. 4. Vet alternatives through remaining in person meetings and additional meetings. Utilize the survey as well for the same purpose. 5. Develop categories for alternatives based on findings of Task 2 and community engagement. 6. Compare and contrast alternatives; leading to final options for the plan. 7. Document process and alternatives; have PMT and Steering Committee finalize alternatives based on goals as presented in the UFMP RFQ; and parameters to narrow the options. 8. Create a plan outline for approval by the PMT. This will include goals, strategies and objectives created through the alternatives. » Those goals, strategies and objectives will be in five-, ten-, 15-, and 20-year increments and aligned with the City’s biannual budget. 9. Draft the plan with alternatives/recommendations that are finalized by the PMT DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 33 of 42 and Steering Committee. The draft plan will be a Word/Google document only. It will not contain the Executive Summary at this time. There will be placeholders for graphics, charts, and call-out boxes. We suggest that public engagement feedback be included in this draft. Prior to presentation to the Parks and Recreation Board and the Natural Resource Advisory Board there will be a review process. We propose the following: Step One. The PMT should review this plan with this criteria in mind: » Is the plan readable and understandable by lay persons? » Are the goals and strategies clear and achievable? » Do the goals and strategies align with recommendations (if needed) for code updates and changes? » Does the plan align and support other plans within the City and meet the needs of changes that are taking place both in the community and in the environment? (For all draft reviews, DRG asks for one set of comments combined for each group. For example, for the PMT review, only one document shall be used for commenting and returned to DRG upon completion of the review.) Step Two. Presentation of the Draft Plan (Draft 2) with PMT input to the Parks and Recreation Board and the Natural Resources Advisory Committee. This draft will also include an Executive Summary. This draft will include cost estimates and potential funding options. DRG will incorporate the comments of the above groups into the plan for the next draft. Once this draft has been completed, we will quantify and analyze the resources needed to carry out the plan. This includes staff, structure, timing, funding, operational, and management changes (if needed). This will be included in the final draft. Deliverables: » Summary of detailing the approach to our analysis, criteria, findings. » Key inputs from stakeholders. » Alternatives documentation, including alternatives that have been eliminated. » Draft plan. » Presentations to the Parks and Recreation Board and the Natural Resource Advisory committee. TASK 5: FINAL PLAN DEVELOPMENT, ADOPTION, AND ROLLOUT The third draft will incorporate all changes to draft 2 from the prior presentations. This draft will include all graphics, photos, charts, and graphs, and appendices. Again, once that draft is reviewed, all comments should be incorporated into a single review document and DRG will update the plan to its final format. The format will be for presentation digitally and for print. DRG will complete a separate funding analysis that includes costs for planting and care for the next 20 years. We can also include other communities’ funding sources that are unique or different from Fort Collins. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 34 of 42 DRG will develop communication materials for the plan including traditional press, social media, and website communications. We will be sure that the final rollout is included in our earlier media and outreach plans. The plan will be translated into Spanish. Option: Fort Collins should hold a “plan rollout” open house. One of the critical parts of any urban forest plan effort is the role of the community in supporting the plan. With a new canopy study, citizens will be able to view planting needs down to the individual parcel level. Helping the community understand that planting and caring for their part of the urban forest helps canopy grow. Canopy growth means healthier communities. We envision this open house as a celebration of trees, an education forum, and the opportunity for the Fort Collins Forestry team to unveil their new goals. Deliverables: » A completed plan, translated into Spanish, ready for digital presentation and printing. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 1/2023 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 35 of 42 Scope of Work Request and Response Understanding Below is a recap of the City of Fort Collins’ scope of work request through the RFP and the DRG response to meeting that scope of work. Scope of Work Request DRG Response Increase canopy growth including cost estimates, resilient tree species recommendations (A.1.a.b.) Updated and enhanced canopy study; incorporating tree species lists into the plan. (Tasks 1, 2A, 2.6) Actionable steps to improve and create sustainable canopy cover (A.2.) Updated and enhanced canopy study, TreeKeeper Canopy Software BMPs for Urban Forestry (A.3.) Completed through: program assessments and comparisons, internal stakeholder interviews, canopy study, code review, TreeKeeper analysis, Operations review (Tasks 1, 2A, 2B) Deliverable and actionable steps to build a more resilient and healthy urban forest (A.4.) Canopy study, TreeKeeper Canopy software, municipal code review, operations review, tree list review. (Tasks 1, 2A, 2B) Preserve and protect significant trees located on public and private property (A.5) Heritage Tree program research, community engagement (Tasks 2A, 2.7 and 3) Specific ways to improve current procedures that promote planting, and proper aftercare, (public and private trees) as climate mitigation and adaptation through maximizing tree canopy. (A.6.) Canopy study, TreeKeeper Canopy, Community engagement, stakeholder engagement, plan outcomes and recommendations. (Tasks 1, 2A, 3, 4, and 5.) With development and growth, consider the following for recommendations: reducing heat island impacts, enhancing tree survival rates, increase planting on private property, increasing proper tree care, influence canopy growth on renter occupied properties, and community role in urban forestry growth. (A.7) Canopy study, TreeKeeper Canopy, stakeholder engagement, (survey especially), recommendations developed from listening and engagement, plan roll-out. (Tasks 1, 2A, 3, 5) Prioritize equity in urban canopy. (A.8) Canopy study, TreeKeeper canopy. (Task 1) Strong understanding of current municipal code (and how they interact with one another.) (A.9.) Code review under Task 2.B, 2.4., use of a rubric to understand more thoroughly the code categories and impact. Identify key gaps and solutions for interdepartmental support for Urban Forestry. (A.10) Review of city documents, municipal code review, internal/external stakeholder interviews, and gap analysis through the program assessment. (Tasks 2A, 2B) Identify best use of partner organizations. (A.11) Community engagement, stakeholder interviews. (Tasks 2 and 3) Final plan components: goals in five, ten, fifteen, and 20 year increments that align with the city’s biannual budget (A.12) Tasks 4 and 5. Recommendations shall include analysis quantifying the resources needed for implementation. (A.13) Task 5 DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 1/2023 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 36 of 42 Project Timeline Quarter 2 Quarter 3 Quarter 4 Quarter 1 Quarter 2 Month: 5/23 6/23 7/23 8/23 9/23 10/2 3 11/2 3 12/2 3 1/24 2/24 3/24 4/24 5/24 6/24 Task 1: Information Gathering and Task 2B Steering Committee and Project Management Team Draft Community Engagment Plan Final Community Engagement Plan Draft Project Timeline Final Project Timeline PMT Meetings Monthly Reporting Steering Committee Meetings Bi-Weekly Meetings Kickoff Meeting Canopy Study TK Canopy TASK 2A Document Review, Data Collection, Best Practices Research, TASK 2B Stakeholder Engagement Program Assessment Internal Stakeholder Interviews External Stakeholder Interviews Review of City Planning Documents DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 1/2023 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 37 of 42 Municipal Code Review Operations Review Heritage Tree Program TASK 3: Community Engagement Community Meetings (3) Web-Based Meetings (10) Survey Spanish Translation Childcare (including activities) TASK 4: Synthesis and Alternatives Development Alternatives Development Document Process and Alternatives Plan Outline Draft document Presentation to the Parks Board Presentation to the Natural Resources Advisory Committee TASK 5: Final Plan Development, Adoption and Rollout Draft Two Develop Communications Materials Editor Graphic Design/ Layout Spanish Translation DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 1/2023 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 38 of 42 Final Draft City Council Presentation (On Site) Assigned Personnel DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 39 of 42 A. ROLE FOR THIS PROJECT: Sam Heywood Project Manager, includes assuring that the team stays on schedule, main contact for the Fort Collins team, TreeKeeper® assessment, and plan writer and reviewer. Kerry Gray Project Principal, will lead research and assessments, ordinance and policy reviews, write the survey, plan writer. Dana Karcher Urban and Community Forestry Specialist, will lead community engagement, plan reviewer. Maegan Blansett Associate Consultant, support community engagement, plan writer. Allison Steere Associate Consultant, researcher, ordinance review, plan writer. Rachael Sitz Associate Consultant, researcher and plan writer. Will Ayersman GIS Project Manager, will lead his team in the development and enhancement of the canopy study, maps and charts creator. Graphic Design Team Create and interpret the style and theme for the project, create plan drafts with graphics, photos, charts, and graphs. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 40 of 42 EXHIBIT B COMPENSATION DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 41 of 42 EXHIBIT C INSURANCE REQUIREMENTS The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies. In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. Insurance certificates should show the certificate holder as follows: City of Fort Collins Purchasing Division PO Box 580 Fort Collins, CO 80522 The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies by marking the appropriate box or adding a statement to this effect on the certificate, for any claims arising out of work performed under this Agreement. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement. Workers' Compensation & Employer’s Liability insurance shall conform with statutory limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee, or as required by Colorado law. B. General Liability. The Professional shall maintain during the life of this Agreement such General Liability as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for General Liability, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. C. Automobile Liability. The Professional shall maintain during the life of this Agreement such Automobile Liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for Automobile Liability, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. D. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. In the event any work is performed by a subcontractor/subconsultant, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor/subconsultant, which liability is not covered by the subcontractor/subconsultant's insurance. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD Official Purchasing Document Last updated 8/2022 Professional Services Agreement RFP 9783 Urban Forest Strategic Plan Page 42 of 42 EXHIBIT D CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that th e City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2016 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY KLUCZ 5,000,000 MWZY 314042 22 X CLE-006313011-19 5,000,000 09/01/2023 X Employer's LiabilityMWXS 316391 22 (CA) N X09/01/2022 15 09/01/2023 09/01/2022 Cleveland.CertRequest@marsh.com MWTB 314041 22 Excess Workers Compensation A 5,000,000 5,000,000 X 5,000,000 X A X 08/19/2022 104370 1,000,000 09/01/2022 Statutory Evidence of Insurance X Kent, OH 44240 *Davey Resource Group, Inc. A 09/01/2022 A Workers Compensation 25,000 09/01/2023 5,000,000 SIR: $5,000,000 5,000,000 24147 5,000,000 RESOU 5,000,000 09/01/2023 MWC 314040 22 (AOS) 200 Public Square, Suite 3760 Marsh USA Inc. Cleveland, OH 44114-1824 295 S. Water Street, Suite 300 Davey Resource Group, Inc. Kent, OH 44240 MWXS 314043 22 (NC, OH, PA, WA) 09/01/2022 295 S. Water Street, Suite 300 A Marsh | U.S. Operations 09/01/2023 (866) 966-4664 Old Republic Insurance Company DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD ACORD 101 (2008/01) The ACORD name and logo are registered marks of ACORD © 2008 ACORD CORPORATION. All rights reserved. THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:FORM TITLE: ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE Page of AGENCY CUSTOMER ID: LOC #: AGENCY CARRIER NAIC CODE POLICY NUMBER NAMED INSURED EFFECTIVE DATE: 22 Cleveland �� �� policy number MWC 314040 22.�� Workers Compensation does not apply in MN. Coverage is obtained from Workers Compensation reinsurance association (W.C.R.A.) as required by the state. Minnesota Employers Liability is covered by Certificate of Liability Insurance CN101565730 Marsh USA Inc.� 295 S. Water Street, Suite 300� Davey Resource Group, Inc.� Kent, OH 44240 25 DocuSign Envelope ID: 508492EA-9F13-4049-90FB-F678916080FD