Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: September 20, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with greehill North America, Inc., for a public tree
inventory for the Parks and Recreation Department; providing for the expenditure of funds therefor; and
providing an effective date (RFP 8036 – awarded to greehill North America, Inc., for one (1) year, with the
option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$210,100.00).
INFORMATION/BACKGROUND
The City’s Urban Forest Master Plan (UFMP) adopted by the City Council in October of 2020, recognizes
that a “tree inventory is crucial to understand the health of the community tree resource” and to provide
“information to determine the resources required to address the maintenance requirements of trees in parks
and in the public right-of-way (all of which would improve public safety).”
The tree inventory will also enable the city to accomplish the objective in the 2020 UFMP towards the
development of a pruning and maintenance cycle and the proper resources to do so. In addition, it will allow
the city to improve on the “Indicators of a Sustainable Urban Forest” assessment as reported in the 2020
UFMP. The goal of this project is to develop a comprehensive inventory of trees in maintained areas of
parks, city properties, and public right-of-way as called for in the 2020 UFMP. The inventory will be
performed using a NASA-grade mobile lidar system mounted to a vehicle. The tree inventory will provide
information such as a three-dimensional image of each tree, tree diameter, crown height, tree height, tree
species, tree condition, tree location (GPS coordinates), unique ID number, and economic value.
Utilizing this system, the year 1 data will be collected within 60 days of acceptance of the proposal versus
a year or more that is required for a traditional tree inventory. This will allow a quicker delivery of the tree
inventory for use by the City. A second data set will be collected in year 3 and allow for modeling of the
growth of our public trees.
Year 1 Year 2 Year 3 Year 4 Year 5
Tree Inventory & Software Subscription $47,000 $42,000 $42,000 $42,000 $18,000
Contingency 10% $ 4,700 $ 4,200 $ 4,200 $ 4,200 $1,800
Total $51,700 $46,200 $46,200 $46,200 $19,800
5 Year Total $210,100
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 303 prospective suppliers, including fifteen (15) Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Four (4) proposals were received, references were checked, and proposals
were evaluated based upon published criteria including price, delivery, compliance with specifications, and
probable performance. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, greehill North America, Inc. was ranked the highest and determined to be the best value for the
City.
NIGP Code Used for Solicitation: 595 - Nursery (Plants) Stock,
Equipment, And Supplies & 926 -
(Service Only) - Environmental and
Ecological Services
Notifications sent for Solicitation sent in IonWave: 303
Number of Suppliers that viewed Solicitation in IonWave: 22
HUB-Historically Underutilized Business Invitations sent out: 29
SBE-Small Business Enterprise Invitations sent out: 123
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with greehill North America, Inc., for a public tree inventory for the Parks and Recreation
Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $210,100.
PRINCIPAL PLACE OF BUSINESS
greehill North America, Inc.
San Francisco, CA
SUSTAINABILITY MEASURES
Related Key Focus Area:
Chapter 2: Air Quality and Greenhouse Gas Management
Chapter 4: Land Use and Open/Natural Space
Related Goal:
2.1 Improve regional air quality and take actions to improve nonattainment status
4.2 Preserve open space, natural areas, and tree canopy
4.3 Minimize water use, promote stormwater quality, and reduce stormwater quantity through management
measures.
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
This service will be funded from the Tree Mitigation Fund account 224100.7879. Requisitions will be
entered on an as-needed basis. The budgeted amount for this item in the fiscal year 2021-22 is $50,000. The
City will only pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Haywood Morgan, Jr., 940-349-8337.
Legal point of contact: Marcella Lunn at 940-349-8333.