TITLE
REQUEST FOR AUTHORIZATION TO ENTER INTO A CONTRACT WITH ARBOR PRO INC. FOR COMPLETION OF A DISTRICTWIDE TREE INVENTORY AND DEVELOPMENT OF AN URBAN FOREST MANAGEMENT PLAN
SPECIFICATION NO. P-24011
BODY
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a. of the Code of the Chicago Park District, the Director of Cultural and Natural Resources and the Director of Purchasing, recommend that an order be entered authorizing the General Superintendent and CEO or their designee to enter into a contract with ArborPro Inc. for completion of a districtwide tree inventory and development of an urban forest management plan. This contractor was selected pursuant to the publicly advertised Request for Proposal, P-24011. No work may commence, and no payment shall be made prior to the execution of a written agreement.
II. Award Information
Contractor: ArborPro Inc.
1574 N. Batavia Street, Ste 2,
Orange, CA 92867
Company Type: Business Corporation
Majority Interest: Keith Hennig (100%)
Contract Period: Contract shall be effective from date of contract execution and shall continue in effect through May 31, 2027; with an additional 180 calendar days extension option.
Contract Amount: Not to exceed $1,300,000 for the term of the contract. If the extension options is exercised, funding shall be based upon annual appropriations.
Compliance
Goals: The Minority and Women-Owned Business Enterprise (MBE/WBE) participation for this contract meets the compliance goals of 25% MBE participation and 5% WBE participation. The proposal for this authorization includes 25% MBE and 5% WBE participation.
Scope of Services: Completion of a districtwide tree inventory and development of an urban forest management plan.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent or his designee to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Grant Funds
Fiscal Year: 2025 - 2027
Source of Funds: 361.8455.8455.622040.NF001.24.06.58781
IV. Procurement Information
Specification Number: P-24011
Date Advertised: December 18, 2024
Date Bids Due: January 29, 2025
Date of Pre-Submittal Meeting: January 8, 2025
Number of Proposals Received: Two (2)
This contract was publicly advertised as a Request for Proposals (“RFP”), Specification No. P-24011. Two (2) proposals were received on the due date, and all proposals were found by the Department of Purchasing (“Purchasing”) to be compliant and responsive. The Evaluation Committee (“EC”) was comprised of seven (7) voting members, 6 CPD staff and 1 City of Chicago staff.
The EC began their evaluation of the proposals at their first meeting on January 30. They met again on February 20 and decided at the conclusion of their meeting to ask all proposers for additional information. They met again on February 27 and decided to invite all proposers to oral presentations. Oral presentations were held on March 6 and March 10; each session lasted approximately one hour.
The EC met following oral presentations and decided to send a request for Best and Final Offers to all proposers. Purchasing received the Best and Final Offers on March 7, and the EC met on March 14 to continue their evaluation and review of the Best and Final Offers. The EC concluded their evaluation by unanimously scoring Davey Resource Group, Inc. (“Davey”) the highest.
Upon receipt of the contract for execution, Davey took exception to several material terms and conditions related to liability and indemnification and ultimately declined to sign the contract.
During the initial review, the EC also found the proposal submitted by ArborPro, Inc. to be responsive and to meet the needs of the Park District. ArborPro, Inc. had a strong proposal and demonstrated capacity to complete the work. Therefore, it is in the best interest of the Park District to award a contract to ArborPro, Inc., the second responsive bidder, for completion of a districtwide tree inventory and development of an urban forest management plan.
V. Explanation
The Park District manages an extensive urban forest of 200,000 - 250,000 trees in parks across the city. The urban forest provides important benefits for Chicago residents, including aesthetic benefits as well as ecosystem services such as absorbing stormwater, mitigating air pollution, and reducing the urban heat island impact. The Park District invests considerable resources in caring for the urban forest, however, we only have limited data on the species composition and condition of the trees throughout our park system. In 2024, the Park District applied for and received a competitive grant from the Morton Arboretum to complete a districtwide tree inventory and urban forest management plan. We are a sub-awardee for a federal grant that the Morton Arboretum received from the US Forest Service through the Infrastructure Reinvestment Act. The inventory will provide the Park District with valuable information on the composition and health of our urban forest that will improve our ability to manage this critical component of park infrastructure for long term health. The management plan will be completed with community input and will guide the Park District’s future work to maintain and grow our urban forest.
VI. General Conditions
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2. Ethics: The agreement shall contain a provision requiring compliance with Chapter III of the Code of the Chicago Park District ("Governmental Ethics").
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS prior to submission to the Board of Commissioners.
5. Registration To Do Business in Illinois: This authorization to enter into an agreement with Contractor is contingent on Contractor’s registration to do business in Illinois with the IL Secretary of State’s Office (“IL SOS”). This authorization shall be null and void if Contractor is unable or unwilling to register to do business with the IL SOS.