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HomeMy WebLinkAboutUrban Forester Contract Position CITY OF PALM DESERT MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL FROM: JOHN M. WOHLMUTH, ASSISTANT CITY MANAGER LISA V. CONSTANDE, ENVIRONMENTAL CONSERVATION MANAGER RE: URBAN FORESTER CONTRACT POSITION DATE: SEPTEMBER 26, 1996 RECOMMENDATION: By minute motion: 1. Authorize staff to negotiate a contract with the most qualified proposer(s); 2. Direct staff to bring back a negotiated contract to the City Council for review and approval as well as necessary appropriations. BACKGROUND: For the past six months, staff has been in the process of advertising for the contract position of an urban forester. The City received seven proposals. Five of the seven proposers were selected for oral interviews. On September 13, 1996,a five member interview panel (John Wohlmuth, Eric Johnson, Terre La Rocca, Tom Theobold, and Lisa Constande) conducted interviews based upon the job requirements (Attachments A and B). The interview panel has determined a qualified proposer and now requests the City Council's authorization to bring back a negotiated contract for review and approval as well as necessary appropriations. Respectively submitted, Reviewed and Concurred, A PA,„: N . H N A. DIAZ ' SISTANT CITY MANAGER CITY COUNCIL¢ ¢ I�QnNAGER APPROVED ,/ DENIED RECEIVED OTHER �fy •�// T°17 TING DATE ISA V. CONSTANDE, MANAGER LI'S' i ENVIRONMENTAL CONSERVATION 9ES_3SENT• / �y ABSTAIN: "--zI VERIFIED BY: 64... Original on File with City Clerk's Office EXHIBIT MA" 1 ' ( C. ( OF PAL DESERT ' .� MEMORANDUM 1 ' _:� TO: HONORABLE MAYOR AND CITY COUNCIL { FROM: LISA V. CONSTANDE, ENVIRONMENTAL CONSERVATION MANAGE f . DATE: NOVEMBER 9, 1995 IL SUBJECT: URBAN FORESTER — CONTRACT POSITION J RECOMMENDATION: ~ i i By minute motion, approve for city staff to prepare a Request For Proposal (RFP) to solicit a c'ontract�to; 41 the position of Urban Forester. 'I {. C: i ; I 3 BACKGROUND: c I . 1 During the Fiscal Year 1995-96 budget process, City Council directed staff to define and fill new lob.positi ,on that would: tI. `' ." ► Educate businesses and organizations on the proper selection and maintenance of landscape investments; P. Provide information and technical assistance to special interest groups on proper tree and plant material selection and care; P. Educate city crews through workshops and field training on the proper care and maintenance of the • City's landscaped environment; ► Provide technical assistance and be a resource of information to residents and homeowner associations on the selection and care of plant material; . .► Coordinate and elevate the level of maintenance and care conducted by contractors at City owned redevelopment sites; P. Coordinate and assess the Cityscape Program (parks, medians, assessment districts, and city-owned buildings/properties with landscaping) urban forest,and open space areas for future preservation and care. The attached job description will be issued in an RFP format that will include proper insurance requirements, physical requirements, etc. The formulating of this job description was a joint effort by: Eric Johnson; John Wohlmuth; Dick Folkers;Don Enos; Terre LaRocca; Gloria Darling; Tom Theobald; and Lisa Constande. The aforementioned staff members have all approved and will support, to the best of their abilities, the position as outlined. Staff feels that this position will be an asset to the contribution of enhancing and protecting the City's investment in its Cityscape Program, urban forest and open space areas. The cost to fill this position will be determined during the review of the RFPs. Staff will return to City Council for request of appropriation and with a recommendation to award cones ct. --47-. ''‘ /t..'. '.. .••AG; ....,? <....- L SA V. CONSTANDE, MANAGER . -MON A. DIAZ ENVIRONMENTAL CONSERVATION L-- ACTING CITY MANAGER EXHIBIT "B" • a� City of Palm Desert 1 • -0E�. • 0 ,3;•..r' 73-510 FRED WAKING DRIVE, PALM DESERT, CALIFORNIA 92260-2578 TELEPHONE (619) 346-0611 FAX (619) 340-0574 REQUEST FOR PROPOSALS URBAN FORESTER (CONTRACT POSITION) The City of Palm Desert is inviting Request for Proposals (RFP) to retain the contract services of an URBAN FORESTER. The URBAN FORESTER will,in summary,be responsible for the management and care of the City's landscaped and natural environment, including open space, parks, medians, and City owned properties. In addition, the contract position will be responsible for educating residents,businesses,organizations,and City workers on the proper selection and maintenance of trees and plant material that are compatible with our desert climate. Nationally recognized as a beautiful resort destination community,Palm Desert has pride and commitment to environmental issues within its community and on a regional level. The City seeks a contractor that will share this commitment. Guidelines for submitting a proposal are as follows: O Read the RFP completely (job description [Exhibit A] and the sample contract [Exhibit B]); O Submit a detailed proposal that demonstrates the ability to meet all qualifications as outlined in the job description: — Resume for contractor's firm: work experience, years in business, current contracts, number of employees, earnings, etc.; — List of principals with resumes: educational degrees, certificates, examples of authorship (books, brochures, newspaper columns, and magazine articles), related work experience, etc.; — Detailed listing and description of projects comparable to requirements as outlined by this proposal. Included references (name, address and telephone number) for verification; — Technical proposal for the management of the City's landscaped environment which includes but is not limited to: staffing, equipment, subcontractors, schedules, workshops, budget(s), hourly rates, etc.; O Please include any assumptions you may have made in responding to this proposal. GENERAL INFORMATION When preparing your proposal, please note that proposals will be evaluated based upon a competitive selection process, but not on price alone. For this proposal, please provide a contact name, title, facsimile number (if available), and telephone number. Also, include your company name, mailing, and site address (if different). DEADLINE FOR SUBMISSION All proposals must be received by 4:00 p.m. on Wednesday,July 31, 1996(no postmarks or facsimiles accepted). Proposals received after this deadline shall not be considered. Proposals must be submitted with six copies and double-sided photocopying is encouraged and appreciated. Proposals must be mailed or hand-delivered to the following address: City of Palm Desert, City Hall, 73-510 Fred Waring Drive, Palm Desert, CA 92260-2578, Attn: Human Resource Department. CIA Recycled EXHIBIT A JOB DESCRIPTION TITLE: Urban Forester - Contract Position DEPARTMENT: Administrative Services Department FOCUS OF CONTRACT. The City of Palm Desert is seeking a qualified firm to perform the Urban Forester duties and responsibilities for the City. A successful firm or individual will provide an Urban Forester that is at the principal level or equivalent. The City will manage the annual contract on an hourly basis, with an estimated 20,080 hours per year. The following contract job description identifies the work and expertise that the Urban Forester will perform and bring to the City of Palm Desert. JOB SUMMARY. The URBAN FORESTER position is responsible for the management and care of the City's urban ecosystem,including the City's open space,parks,medians,and owned properties/buildings. Duties include: planning; operations;administration; and public education. Performs broad range of functions including project management, pursuit of funding, community presentations/education, developing program standards for public and private development and maintenance. Ability to work with people at all levels: agency representatives, contracts, sales people, special interest groups,schools, businesses/organizations, students, City Council, and staff. SUPERVISORY RELATIONSHIPS. Contract is administered by the City's Environmental Conservation Manager. Position works independently, under applicable City, State, and Federal policies, procedures and regulations. Coordinates,supervises,and inspects the work of contractors and volunteers. Works integrally with the Public Works,Maintenance Division to develop performance standards and to educate City maintenance crews. JOB DUTIES. 1. Assists with requests for proposals and selection of landscape maintenance contracts. Administers and inspects the work of contractors. Establishes procedures and develops tracking system to ensure the success of contracts and associated budgets. 2. Initiates landscape redesigns and development projects. Assists with the design, bidding, construction and maintenance phases. Works with consultants during each phase to insure implementation of project goals and associated budgets. 3. Assists management in overseeing landscape maintenance that is performed by Public Works,Maintenance Division. Interacts with City employees though educational workshops and field training. 4. Acts as an educational resource for the City and outside organizations. Ability to organize and present a series of workshops to educate various audiences at all levels, including: special interest groups, landscaping/irrigation professionals, City maintenance crews, residents, businesses/organizations, agency representatives and students. Must be able to develop graphic and written materials to be used in presentations. Public speaking and writing skills required. 5. Represents the Environmental Conservation Department as requested, regarding landscaping and development issues at inter-departmental City meetings, citizen committee meetings and City Council meetings. Requires ability to prepare agendas, records, and other administrative documents. 6. Ability to carry out special surveys and audits. Ability to make recommendations on administrative or operational policies, procedures, systems and budgets. 7. Develop a computerized inventory of the City's urban ecosystem. Identifying landscaped districts according to contracts,budgets,irrigation systems,citizen group involvement,administration requirements, etc. Selection of software and program structure will be recommended by this position. 8. Requires preparation of a master time schedule and associated budget in relation to time spent on all work assignments and job duties. Time management is a critical requirement in the success of this position. 9. Lead responsibility for the research, preparation, presentation and monitoring of the department's grant program including complex and technical Federal and State grant applications including the Interagency Committee for Outdoor Recreation Urban Parks and Recreation Recovery Program. KNOWLEDGE ► Tree and plant material biology ► Tree and plant material identification (knowledge of plant materials) ► Taxonomical and common names of trees and plant material ► Tree and plant material soil relations ► Nutrition and fertilization requirements for trees and shrubs (all types of plant material) ► Tree and shrub selection (all types of plant material) ► Installation and establishment of new trees and shrubs (all types of plant material) ► Pruning techniques for new trees and plant material ► Pruning and shaping of mature trees and plant material ► Cabling, bracing, typing and staking of trees and shrubs ► Problem diagnosis regarding diseases and infestations of plant material ► Weed control (herbicides and pesticides) ► Seasonal changes: Ability to identify pruning seasons, fertilization and water requirements ► Construction Management (read and interpret landscape plans) ► Familiar with desert climate and special requirements of plant material. Specifically,southwest native plant material -west Texas, New Mexico, Arizona, southeast California, Mexico, Principal desert area Chihauhuan, Sonoran and Mojave. Other plant materials from Africa, Asia, Latin America, South America, Australia, New Zealand, Japan, China, Mediterranean, Gobi Desert. Also, non-native plant species (oak trees) that thrive in desert climate. ► Knowledge and experience with public liability issues as they relate to traffic patterns integrated with landscape ► Familiarity and ability to identify all plant material contained in the City's "Recommended Guidelines for Pruning and Landscape Maintenance for the Civic Center Complex." Guide available for viewing in the Human Resource Department. ► Water Management — conservation, City's conservation ordinance — irrigation systems — requirements of each plant type — seasonal changes in water requirements 2 • EDUCATION AND CERTIFICATIONS ► Bachelor of Science in horticulture, landscape architecture, entomology, urban forestry or related field. ► Certified arborist ► Licensed in pesticides and herbicides WORK EXPERIENCE I. Minimum three years experience as a landscaping professional in a desert climate ► Minimum five years working in the public or private sector as a landscaping professional, including a minimum of three years in a supervisory and administrative role. ► Computer skills necessary ► Minimum two years experience in landscaping instruction in a classroom setting. 3 I I SUPPLEMENTAL INFORMATION • The position of URBAN FORESTER is responsible for the administration and inspection of the following medians and parks contracts: MEDIANS PARKS and GREEN BELTS Highway 74 4 curb miles Community 8 acres Highway 111 4 curb miles Ironwood 12 acres Cook and Country Club 3 curb miles Haystack 10 acres (green belt) Fred Waring 3 curb miles El Paseo 2 curb miles Cahuilla 6 acres Monterey Avenue 1 curb mile Cook Street 8 acres Town Center Way 1 curb mile Rutledge Field 3 acres Hovley Lane West 1 curb mile Olsen Field 2 acres Civic Center 72 acres (includes rose garden) The Civic Center Park is maintained by City employees. It is a major recreational center for the City. It contains many varieties of plants and shrubs with art exhibits and memorials. The following is a listing of the City's Redevelopment Agency projects that include landscape contracts. The URBAN FORESTER position will be responsible for working with the homeowners association(s) to ensure that contractors are performing to specifications. Multi-family complexes (8): One Quail Place 384 units Santa Rosa Apartments 20 units 72-600 Fred Waring Drive 73-625 Santa Rosa Las Serenas 150 units Taos Palms 16 units 73-315 Country Club Drive 44-830 Las Palmas Catalina Gardens 72 units The Pueblos 15 units 73-600 Catalina Way 73-695 Santa Rosa Way Desert Pointe 64 units Neighbors Garden Apt 24 units 43-805 Monterey Avenue 73-535 Santa Rosa Way Single-family homes: Desert Rose 161 homes 75000 Fred Waring Drive 4 EXHIBIT B CITY OF PALM DESERT URBAN FORESTER CONTRACT THIS AGREEMENT is made and entered into this day of , by and between THE CITY OF PALM DESERT, hereinafter called "CITY", and , hereinafter called "CONSULTANT". II WHEREAS, the CITY requires a specialist in urban forestry to provide journey level arborist services under the terms and conditions set forth in this Agreement. III THEREFORE, it is agreed that "CONSULTANT" will provide the services as a Urban Forester from the date of commencement to the date of termination of the services as set forth in this Agreement. Iv IT IS AGREED AS FOLLOWS: (1) CONSULTANT agrees to perform any and all services generally performed by urban foresters in their usual line of work and in addition, educate and train businesses and organizations, city crews and the general public in the proper selection, care and maintenance of the City's landscaped environment (as set forth in Exhibit "A"). These services will be performed under the direct supervision of the Environmental Conservation Manager or appointed representative. (2) CONSULTANT will provide such services as are directed and requested by the CITY in accordance with currently approved methods and ethical standards applicable to his/her professional capacity. (3) As compensation for the services performed hereunder, CITY shall pay CONSULTANT the sum of per hour for each hour worked by CONSULTANT. The CITY assumes no obligation to withhold taxes from the compensation paid to CONSULTANT. CONSULTANT will report his/her itemization of hours worked on an invoice to the CITY, and said invoice will be submitted to the Environmental Conservation Manager monthly. Said invoice must include a complete detailed description of work performed. The CITY must approve the invoice format. This Agreement entered into between CONSULTANT and CITY shall be for a maximum of 2,080 hours for the yearly contract and shall be spread out throughout the year at approximately 40 hours per week at $ per hour. (4) THE parties agree and intend that the relationship between them created by this Agreement is that of employer-independent contractor. CONTRACTOR is not an employee. It is further agreed that CONTRACTOR is not eligible for any benefits, as provided by the CITY for its employees, including but not limited to the following: Paid Holidays Dental/Life Insurance Paid Vacation Vision Insurance Paid Sick Leave Educational Tuition Payment/Reimbursement Retirement Program Deferred Compensation Health Insurance Credit Union 2 3 (5) This agreement shall be effective until , and may be terminated before such time by mutual consent of both parties or by either party giving at least thirty (30) days prior notice. (6) CONTRACTOR shall be free to practice his profession for other when not working under this Agreement for CITY. (7) CONTRACTOR shall only bill CITY for work done within Agreement. If CONSULTANT has an existing outside agreement with another firm,the CONSULTANT shall bill the outside firm for work done by CONSULTANT in/for the CITY. • (Name of Company) BY: TITLE: DATE: APPROVED AS TO FORM: BY: DATE: DATE: