This is a service / maintenance or supply contract in Clermont, Florida. Contact the soliciting agency for additional information.

The City of Clermont, FL is seeking proposals from a qualified respondent to complete a city tree inventory, collect data from streets and parks, and provide a health assessment for each tree. The work involves walking city streets, medians, and public spaces to obtain data on all trees and palms. The results of this inventory will be used to develop a comprehensive tree management plan and support the City's efforts to maintain a healthy and sustainable Urban Forest. The City's Urban Forest inventory database currently contains about 1,500 trees. The results of this inventory will be used to develop a comprehensive tree management plan and support the City's efforts to maintain a healthy and sustainable Urban Forest. The provided scope and requested services are flexible and not limited to suggestions presented here; if a respondent has new or innovative concepts related to tree inventory and urban forestry management, we welcome suggestions or proposals outside this scope if the intended goal of a tree inventory is accomplished. We are looking for a flexible system that can adapt and change with the future needs of the City. Questions Deadline: February 21, 2024, 3:00pm. Contact Information Freddy Suarez Procurement Services Director 685 W. Montrose Street Clermont, FL 34711 Email: fsuarez@clermontfl.org Phone: (352) 241-7350 Pre-Proposal Conference NO VALUE at NO VALUE; Location: NO VALUE All potential respondents are encouraged to attend this non-mandatory pre-proposal conference. The meeting will present an opportunity to ask questions and/or seek clarification regarding all aspects of this solicitation. The City will provide written responses as an addendum to formal and material questions received during this meeting. Any verbal discussions at the meeting will not be considered part of the solicitation unless incorporated through the formal written addenda process. Questions asked at the meeting that cannot be adequately answered during the meeting may be deferred until the issuance of the addenda. Potential respondents are requested to bring this solicitation document to the pre-proposal conference, as additional copies may not be available. To ensure that all prospective respondents have accurately and completely understood the requirements of this solicitation, the City of Clermont Procurement Services Department will accept written questions up until 3:00 pm on Wednesday, February 21, 2024. Verbal inquiries will not be accepted, and potential respondents are instructed only to seek additional information or clarification or to communicate in writing with the Procurement Services Director. The City reserves the right to make multiple awards if deemed appropriate, considering anticipated workload or other factors. This contract will commence on the first calendar day of the month succeeding approval of the contract by the City Council or designee unless otherwise stipulated in the Notice of Award distributed by the City's Procurement Services Department. The Notice of Award will be contingent upon the completion and submittal of all required pre-award documents. The initial contract term will remain in effect for thirty-six (36) months, and then the contract will remain in effect until the completion of the expressed and/or implied warranty period. The contract prices resulting from this solicitation will prevail for the full duration of the initial contract term unless otherwise indicated elsewhere in this document. Estimated quantities, if stated, are for respondent guidance only, and no guarantee is given or implied as to quantities that will be used during the contract period. Estimated quantities are based on previous needs. The City may use estimated quantities to evaluate the low response meeting the specifications. Option to Renew Before, or upon completion, of the initial term of this contract, the City will have the option to renew this contract for three (3) an additional twelve (12) month period(s). The contractor will maintain, for the entirety of the stated additional period(s), the same prices, terms, and conditions included within the originally awarded contract. Continuing the contract beyond the initial period and any option subsequently exercised is a City prerogative and not a contractor's right. This prerogative may be exercised only when such continuation is clearly in the best interest of the City. Reservation of Rights to the City The issuance of this solicitation and the acceptance of responses do not constitute an agreement by the City that it will enter into a contract with any of the respondents to this solicitation. The City reserves the right to extend the response deadline, request additional information from any respondents, reject all responses, negotiate with the next qualified respondent if negotiations with the top respondent do not result in an agreement, cancel the project, and/or re-advertise the solicitation. The City reserves the right to disqualify any respondent at the sole discretion of the City. By submitting a response and subsequent information, the respondents waive the right to object to the exercise of the City's right to disqualify a respondent and/or a response, either now or in the future. The City requires a complete, modern, and flexible tree inventory to ensure all current and future trees are appropriately managed in the City. The selected company will complete an inventory of city-owned trees in streets and parks and complete a tree health assessment for each tree. The selected firm will work closely with the City's Project Manager and the IT department throughout the entire process to build a system that best meets the needs of the City. The tree data must be collected on a handheld device or electronic tablet capable of recording the latitude and longitude of each tree or planting space to an accuracy of 1 to 3 meters. The software must be capable of exporting the inventory data into both an ESRI file or personal geodatabase and an MS Excel Spreadsheet. City staff should be able to make future updates to all inventory data. The successful respondent must provide their own data collection devices and software and be responsible for their operation. The successful respondent must also provide the City with a list of definitions and codes for all data fields as part of the deliverables.