HomeMy WebLinkAboutContractAGREEMENT FOR ϮϬϮϭFORESTMANAGEMENT PLAEWZK& ^^/KE> ^ Zs/ ^
THIS AGREEMENT, dated _________ MaLJ, 2021 is by and between the City of Renton (the
“City”), a Washington municipal corporation, and WůĂŶ/d' K (“Consultant”)
a ŽůŽƌĂĚŽbusiness entity entitled to work in the State of Washington. The
City and the Consultant are referred to collectively in this Agreement as the
“Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date
signed by both parties.
1. Scope of Work: Consultant agrees to provide urban forest tree inventory and assessment
services as specified in Exhibit A which is attached and incorporated herein and may
hereinafter be referred to as the “Work.”
2. Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions, deletions or modifications. Any such changes
to the Work shall be ordered by the City in writing and accepted by the Consultant in
writing, and the Compensation shall be equitably adjusted consistent with the rates set
forth in Exhibit A, or as otherwise mutually agreed by the Parties.
ϯ͘Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A͕^ĐŽƉĞŽĨtŽƌŬ͘All Work shall be
performed by no laterthan &ĞďƌƵĂƌLJϮϴ, 202Ϯ.
ϰ͘Compensation:
͘Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement ŝƐ $ϵϵ,ϵϴ0. Compensation shall be paid based upon Workactually
performed according to the rate(s) or amounts specified in Exhibit A, WƌŽũĞĐƚŽƐƚƐ͘
dŚĞĐŽƐƚƐtructure for ĂĚĚŝƚŝŽŶĂůƐĞƌǀŝĐĞƐŝƐůŝƐƚĞĚƵŶĚĞƌŝŶ džŚŝďŝƚ͕KƉƚŝŽŶĂůĚĚͲ
KŶƐ. The Consultant agrees that any piece ratecharged by it for its Work shall
remain locked at the negotiated rate(s) unlessotherwise agreed to in writing or
provided in Exhibit AĂŶĚĨƵƌƚŚĞƌĚĞƚĂŝůĞĚŝŶ džŚŝďŝƚ͕ĞƚĂŝůĞĚŽƐƚƐ. Except as
specifically providedherein, the Consultant shall be solely responsible for payment
of any taxes imposedas a result of the performance and payment of thisAgreement.
͘Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed, the Consultant shall submit a voucher or invoice in a form
specified by the City, including a description of what Work has been performed, the
name of the personnel performing such Work, and any hourly labor charge rate for
such personnel. The Consultant shall also submit a final bill upon completion ofall
CAG-21-136
24th
PAGE 2 OF 10
Work. Payment shall be made by the City for Work performed within thirty (30)
calendar days after receipt and approval by the appropriate City representative of the
voucher or invoice. If the Consultant’s performance does not meet the requirements
of this Agreement, the Consultant will correct or modify its performance to comply
with the Agreement. The City may withhold payment for work that does not meet the
requirements of this Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10) calendar days’ notice to the Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents, data, studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B. In the event this Agreement is terminated by the City, the Consultant shall be entitled
to payment for all hours worked to the effective date of termin ation, less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
6. Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
PAGE 3 OF 10
Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non-
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City’s or other’s
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
(Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant shall make a due diligent search
of all records in its possession or control relating to this Agreement and the Work,
including, but not limited to, e-mail, correspondence, notes, saved telephone messages,
recordings, photos, or drawings and provide them to the City for production. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant’s own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys’ fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order. The provisions of this section
shall survive the expiration or termination of this Agreement.
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement. The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
PAGE 4 OF 10
employee. The Consultant, not the City, shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant’s failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City’s sole negligence.
Should a court of competent jurisdiction determine that this ag reement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement, etc., of structure or improvement attached to real
estate…) then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees and volunteers, Consultant’s
liability shall be only to the extent of Consultant’s negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant’s waiver of immunity under the Industrial
PAGE 5 OF 10
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement
11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City’s Code of Ethics and state law, the Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant does not have a
business interest or a close family relationship with any City officer or employee who was,
is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant’s performance of the Work.
12. City of Renton Business License: The Consultant shall obtain a City of Renton Business
License prior to performing any Work and maintain the business license in good standing
throughout the term of this agreement with the City.
Information regarding acquiring a city business license can be found at:
http://www.rentonwa.gov/cms/One.aspx?portalId=7922741&pageId=9824882
Information regarding State business licensing requirements can be found at:
http://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
B. In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Work provided by a licensed professional or Work that requires a professional
standard of care.
C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired
or non-owned, with minimum limits of $1,000,000 per occurrence combined single
limit, if there will be any use of Consultant’s vehicles on the City’s Premises by or on
behalf of the City, beyond normal commutes.
PAGE 6 OF 10
E. Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City’s insurance policies shall
not be a source for payment of any Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant to the coverage provided by such insurance or otherwise limit the City’s
recourse to any remedy available at law or in equity.
F. Subject to the City’s review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Work.
G. Consultant shall provide the City with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant’s reasonable control. When such delays beyond the Consultant’s reasonable
control occur, the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service. Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice req uired by the Agreement.
CITY OF RENTON
Ian Gray, Urban Forestry Manager
1055 South Grady Way
Renton, WA 98057
Phone: (425) 430-6601
E-mail Address: igray@rentonwa.gov
Fax: (425) 430-6603
CONSULTANT
/ĂŶ,ĂŶŽƵ͕&ŽƵŶĚĞƌΘ K͘
WůĂŶ/d' K
ϳϴϳϴtĂĚƐǁŽƌƚŚůǀĚ͕͘^ƵŝƚĞϯϰϬ
ƌǀĂĚĂ͕KϴϬϬϬϯ
WŚŽŶĞ͗;ϯϬϯͿͲϮϰϭͲϱϬϲϳ
ͲŵĂŝůĚĚƌĞƐƐ͗ŝĂŶŚĂŶŽƵΛƉůĂŶŝƚŐĞŽ͘ĐŽŵ
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
PAGE 7 OF 10
A. Consultant, and Consultant’s agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that ap plicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If the Consultant fails to comply with any of this Agreement’s non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton
Council Resolution Number 4085.
18. Miscellaneous: The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
D. In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
PAGE 8 OF 10
E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities, so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker’s Compensation coverage as well as
that for any persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals ar e duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Management. The City’s project manager is Ian Gray. In
providing Work, Consultant shall coordinate with the City’s contract manager or
his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant’s employees shall perform the Work in
accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
PAGE 9 OF 10
G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County, Washington, or its replacement or successor, or the
United States District Court for the Western District of Washington. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such courts even if Consultant is a foreign corporation not registered with the State
of Washington.
H. Severability. A court of competent jurisdiction’s determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J. Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant’s performance of
this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
PAGE 10 OF 10
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON
By:_____________________________
CONSULTANT
Armondo Pavone
Mayor, City of Renton
_____________________________
Date
By:____________________________
/ĂŶ,ĂŶŽƵ
&ŽƵŶĚĞƌΘ K͕WůĂŶ/d' K
ͺͺ____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Shane Moloney
City Attorney
(approved via email from Cheryl Beyer)
May 24, 2021
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 1
SUBMITTED TO:
CITY OF RENTON, WA
ATTN: IAN GRAY, URBAN FORESTRY & NATURAL RESOURCES MANAGER
COMMUNITY SERVICES DEPARTMENT
1055 S. GRADY WAY
RENTON, WA 98057
SUBMITTED BY:
PLANIT GEO
7878 WADSWORTH BLVD SUITE 340
ARVADA, CO 80003
E: INFO@PLANITGEO.COM │ P: 303.214.5067
SUPPORTED BY: PENINSULA ENVIRONMENTAL GROUP, INC
JOHN BORNSWORTH, FOUNDER AND COMMUNITY FORESTER
SCOPE OF WORK
10-YEAR URBAN FORESTRY
MANAGEMENT PLAN
UPDATE – SCOPE OF WORK
TO THE CITY OF
RENTON, WASHINGTON
May 3, 2021
PROVIDED BY:
PLANIT GEO
Source: Why Renton
y,//d
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 2
SCOPING DOCUMENT - TABLE OF CONTENTS
Consulting Team Summary .........................................................................................................................1
Background & Introduction ........................................................................................................................1
Project Scope of Work ................................................................................................................................2
Project Logistics ..................................................................................................................................................2
Project Tasks and Description ............................................................................................................................2
Project Timeline .........................................................................................................................................6
Timeline Overview ..............................................................................................................................................6
Planning Commission and SEPA Plan Review Process/Timeline ....................................................................6
Project Milestones .....................................................................................................................................7
Milestone Key .....................................................................................................................................................7
Key Project Milestones .......................................................................................................................................7
Project Costs ..............................................................................................................................................8
Cost Overview .....................................................................................................................................................8
Optional Add-Ons (Value Added Services) .........................................................................................................8
Report Format ............................................................................................................................................9
Exhibit B. Detailed Costs ........................................................................................................................... 10
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 1
CONSULTING TEAM SUMMARY
This project will be completed by PlanIT Geo, LLC (www.planitgeo.com) based in Arvada, CO in partnership with
Peninsula Environmental Group, Inc. in Port Angeles, WA (www.peninsulaenvironmental.com). PlanIT Geo’s
project partners’ experience, knowledge, and location within the Pacific Northwest is essential to the
development of a plan tailored to the City of Renton while keeping costs and energy consumption at a minimum.
The primary contact – and Project Manager – for this project will be Chris Peiffer, PlanIT Geo’s Director of Urban
Forestry Consulting Services. PlanIT Geo will be the contracting firm.
BACKGROUND & INTRODUCTION
Trees and urban forests provide environmental, ecological, economic, and social benefits to people living in urban
and suburban areas. Urban forests and community health are inextricably linked; the better an urban forest, the
greater a community’s health. A community that is engaged with its urban forest will responsibly plant, care for,
and nurture its trees, while inspiring others to do the same and supporting the City’s urban forest management
program. A thriving urban forest is only possible through a civic commitment and partnerships shared by all.
Understanding these benefits and the need for sustaining and enhancing tree canopy, Renton’s urban forest is
managed by Parks, Planning and Natural Resources and the permitting is administered by the Community and
Economic Development Department. Urban forests are seen as critical infrastructure and are core components
vital to City and partner plans and efforts such as:
2009 Urban & Community Forestry Development Plan
2015 Comprehensive Plan
Community Plans of City Center, Benson Hill, and Renton Highlands
Public tree inventories (27,466 trees) and sample natural area inventories (~89,528 trees)
CityWorks asset and workorder management
2019 Forestry ordinance update (2021 planned)
2020 Urban Forest Inventory & Resource Analysis Summary Report
Sustainable Renton
Evergreen Communities Act revision approved by WA legislature
The updated Urban Forest Management Plan (“UFMP”, “Plan”) will emulate the format of the 2009 plan but will
be expanded to incorporate recent canopy cover data, new tree ordinances, updates to the tree inventory, an
annual tree planting initiative, resiliency and preparedness planning, and a risk tree management plan underway.
The 2009 UFMP was created when the forestry program was new, a Citywide task force was created, and a
consultant was on-boarded to coordinate the project and produce a professional document. With new inventory
and canopy data, this update to the UFMP will guide the program towards a more proactive cyclical maintenance
routine and regular periodic inspections for trees with known higher risk levels. It will also address staffing levels
and options for in-house arborist services and provide holistic planning and actions to achieve a shared vision for
the urban forest.
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 2
PROJECT SCOPE OF WORK
PProject Logistics
Consulting Team Chris Peiffer (PlanIT Geo), Andrew Carrier (PlanIT Geo), John Bornsworth
(Peninsula Environmental Group, “PEN”), Micki McNaughton (PEN)
Project Manager Chris Peiffer, Director of Urban Forestry Consulting
Project Lead/City Contact Ian Gray, Urban Forestry Manager (City of Renton, WA)
Project Second/City Contact Leslie Betlach, PPNR Director (City of Renton, WA)
City Collaborative Team To be determined (9 member team being recruited currently)
Virtual Meeting Platform Zoom
File-Sharing Platform City-provided
Project Tasks and Description
Project Management and Kickoff ($5,560)
Internal Kickoff (remote)
May 2021
Interdepartmental remote meeting using Zoom. Project Lead will
coordinate with staff. Consulting Team prepares agenda and presentation.
Internal Work Plan
May 2021
Plan narrative describing the approach, decisions, objectives, and
milestones.
UFMP Outline
May 2021
A document describing the content and arrangement in the Plan. This will
include layout, format, colors, font, hierarchy
Community Outreach Strategy
May 2021
An internal document describing the outreach and education approach for
the project.
Task A. Initial Research and Information Gathering ($11,320)
Research
May 2021
Consulting Team conducts research of online resources and resources
provided by the City aligned with the U.S. Forest Service’s Urban Forest
Audit System Discovery Matrix.
Request for Information (RFI)
May 2021
Consulting Team provides an itemized list of requested information for the
City Project Team to complete to inform the Discovery Matrix.
Research Summary
June 2021
All initial research is completed and summarized in a document and
worksheet. Findings to be reviewed with Renton to determine what needs
to be included as focal points or ‘bookends’ for the 10-year management
plan.
Task B. City Operations and Workflows ($5,760)
Meeting and Interview Sessions
(remote)
June-July 2021
One (1) Zoom interview session
with all Collaborative Team
members for two (2) hours
One (1) Zoom interview session
per department (4 total) for one
(1) hour each
Consulting Team prepares an approach to gather information about
existing operations, workflows, resource needs, and inconsistencies and
the Project Lead provides the programs and staff to participate. Meetings
and interviews are organized into sessions based on programs and
discussion themes. Discussions are analyzed for use in the UFMP. Time
commitment for 9-person Collaborative Team will be one interview 1.5-2
hours long with all team members. Second tier group department
interviews (2-5 people each, 4 departments) will be one hour for each
department. Brief tick-box online surveys or questionnaires will
supplement interviews. Draft document review will conclude the
collaborative drafting process with a facility for logging
responses/concerns via email.
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 3
Task C. Existing Conditions ($5,720)
Tree Inventory Data Analysis
May-June 2021
The inventory data is provided to the Consulting Team to analyze and
summarize based on the attributes available in the dataset to inform the
UFMP.
Tree Canopy Assessment
May-June 2021
The canopy assessment data is provided to the Consulting Team to analyze
and summarize to inform the UFMP.
Task D. Benchmarking Research ($5,720)
Establish Parameters
May 2021
Datasets are finalized, cities for comparisons identified, all relevant City
information obtained.
Establish Benchmarks
August 2021
The Consulting Team utilizes information obtained from the City to
establish urban forest benchmarks that are cross-examined with
comparable Puget Sound communities of similar size and industry
standards using the 2020 Tree City USA reporting database and the 2014
community forestry census (Richard Hauer, et al.). Results are discussed
with the City Collaborative Team via remote meeting and benchmarks are
updated for the final version. Results provided in a summary document and
worksheet.
Task E. Community Engagement ($15,820)
Final Community Outreach
Strategy
June 2021
After conducting research, meeting with the City Collaborative Team, and
completing the staff interviews, a final internal Community Outreach
Strategy will be prepared. The Consulting Team will manage all outreach.
UFMP Project Website
May 2021
The website will serve as the primary platform for community engagement
to provide information and gather input for the UFMP. PlanIT Geo will host
a WordPress-based online platform that includes creation of a custom URL
(e.g., RentonForestryPlan.com), embedding of two (2) public
questionnaires, project overview, project timeline, key findings, hyperlinks
to City tree data (canopy and inventory), and contact information managed
by PlanIT Geo. An account will also be created for the Project Lead to
respond to online questions/comments and provide website content as
desired. Includes automatic translation of content into Spanish and
Vietnamese provided by Google services. Hosting by PlanIT Geo will begin
upon project start and cease on June 30, 2022 (6 months after project
completion). PlanIT Geo will provide support to City for acquiring website
data or continue the hosting. Website includes an interactive mapping
feature that allows for website users to drop a pin on a map location,
record comments, and subsequently capture activity hotspots. Feature will
be added using a Google Maps plugin or similar. Project Lead will have
access to the website for viewing, responding, and reporting on collected
comments.
Community Questionnaire #1
(online)
June 2021
An online survey using approaches identified in the Community Outreach
Strategy to gather public viewpoints and perceptions as it relates to the
urban forest and improvements in maintenance, planting, and outreach
programs. Supports development of a Plan Vision. Includes a single
paragraph write-up with links to share information on the project and the
importance of this effort. Questionnaire to be integrated into project
website. Managed and summarized by PlanIT Geo.
Community Questionnaire #2
(online)
August 2021
An online questionnaire using approaches identified in the Community
Outreach Strategy to gather public input and feedback as it relates to draft
goals, strategies, and actions. Questionnaire to be integrated into project
website. Managed and summarized by PlanIT Geo.
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 4
Translation Services (contracted)
May-December 2021
PlanIT Geo will coordinate services with a consultant or firm experienced
in translation of documents and audio into Spanish and Vietnamese
languages. Contracted services offer lower costs compared to PlanIT Geo’s
in-house Spanish translation services. Services include translation (2
languages) of public online questionnaires, project website pages, and
supporting documents up to $2,000. See Optional Add-Ons for services and
costs beyond the $2,000 limit.
Task F. Urban Forest Audit System ($6,600)
Complete the Audit
September 2021
Based on outcomes from Tasks A-E, a systematic evaluation of Renton’s
urban forest resource, management, sustainability, and community
framework will be evaluated using the U.S. Forest Service’s system tailored
to the City. Consists of 11 categories with 129 elements of which each
element is ranked: 0) Not Practice, 1) In Development, 2) Adopted Practice,
3) Exceeds Common Practice. This scoring system provides a quantitative
assessment of Renton’s urban forest from which goals and strategies will
be developed. Audit serves as a Plan monitoring platform to measure
progress and adapt. Task includes a remote meeting to discuss and revise
and final audit provided as a summary and worksheet.
Task G. Goals, Strategies, Actions, Targets Framework ($6,760)
Develop the Framework
September-October 2021
Based on the outcomes of the Urban Forest Audit System (derived from
Tasks A-E) and additional input from the City Collaborative Team, the draft
vision, goals, strategies, actions, and targets will be developed for review.
The review process will consist of two (2) remote meetings with the
Collaborative Team and a remote presentation to the Parks Commission to
discuss and finalize the framework. The framework will be consistent with
the 2009 Plan— a foldout for the 10-year period with tasks, goals, budgets,
and benchmarks. Actions follow the “SMART” protocols and include target
year, lead(s), co-benefits, reference to audit, priority, level of effort, and
funding mechanism(s). Actions may also provide guidance for the general
public on how they can support an action or goal. Targets are either
calendar or fiscal year-based and are tangible measures to monitor action
progress and success. Includes an interactive worksheet as a review
document and final deliverable.
Task H. Monitoring Plan ($6,520)
Develop the Monitoring Plan
September-October 2021
Evaluate-Monitor-Report-Revise: Consists of an implementation
timetable, guidance for implementing actions, process for completing an
audit update, benchmarks to monitor, action reports, and guidance for
revising strategies, actions, and targets in an adaptive management
approach. Includes a remote meeting to discuss and revise.
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 5
Task I. Urban Forest Management Plan Development ($23,320)
Complete the UFMP Drafts
September-November 2021
The previous tasks (A-H) provide components to the overall Plan that will
be tied together in Task I. Based on the UFMP Outline, Draft 1 of the Plan
will be completed in MS Word and Adobe PDF and both formats are shared
via the FTP site for the City Collaborative Team to conduct internal reviews
(Draft 1). The Project Lead will compile all feedback and meet remotely
with the Consulting Team to discuss feedback and required edits. The
Consulting Team will make revisions and send to the Collaborative Team
for a second round of reviews (Draft 2). The Project Lead will compile all
feedback from the second review session and the Consulting Team will
update the draft to serve as Draft Final Document (Draft 3). This Draft Final
Document will include all style and format requirements and graphic
design and will be provided to the Parks Commission 2-4 weeks in advance
of the presentation (Task J). The final UFMP will be prepared after the
second Parks Commission remote presentation (Task J).
Task J. Presentation ($4,560)
Parks Commission Presentation
September 2021, January 2022
The Consulting Team will provide the Parks Commission with a remote
presentation of the project at mid-point, i.e., after the City staff interviews
(Task B). The Consulting Team will work with the Project Lead to determine
the meeting date and finalize the presentation. In addition, the Consulting
Team will provide an in-person presentation of Draft Final Document.
City Council “Committee of the
Whole”
January or February 2022
Upon completion of the Draft Final Document, the Consulting Team will
adhere to the Planning Commission and SEPA Plan Review processes by
providing initial presentation content and can attend meetings based on
the hourly rates provided in this scope of work. After the processes are
completed, the Consulting Team will attend the City Council “Committee
of the Whole” meeting remotely to oversee the final presentation and
closing of the project.
Task K. Final UFMP ($2,320)
Final UFMP
February 2022
After the remote Parks Commission meeting and other Planning
Commission and SEPA Plan Review processes, the Consulting Team will
prepare the final UFMP (“Final Document”) by making minor, if any,
changes as a result of these meetings. The Final Document will adhere to
the style guides, format, and other City requirements. The Final Document
will be styled and formatted to serve the City staff while being
comprehensible and easy to follow for the general public.
Final Delivery
February 2022
All documents, studies, data, and supporting resources will be provided to
the City in a zipped folder along with document and file structure guidance.
The Consulting Team will check in with the Project Lead for confirmation
of all project deliverables to complete the project.
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 6
PROJECT TIMELINE
Timeline Overview
PLANNING COMMISSION AND SEPA PLAN REVIEW PROCESS/TIMELINE
The following is a tentative timeline for the Planning Commission and SEPA Plan Review process:
Planning & Development Committee, 11/08/2021, kick off and initiate public process (could also
potentially do 11/22, but that meeting may cancel given it is Thanksgiving week).
Planning Commission, 12/01/2021, consolidated briefing and public hearing
Planning & Development Committee, 12/06/2021, follow up from Commission meeting
Planning Commission, 01/05/2022, deliberation and recommendation
Parks Commission 01/11/2022, review and recommendation (moved from November…)
Planning & Development Committee, 01/24/2022, follow up from Parks and Commission meetings and
refer to Council
Council, 01/24/2022 or 02/07/2022
Timeline Overview
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 7
PROJECT MILESTONES
MMilestone Key
Project
Management
Collaborative Team
Review
Community
Outreach Planning
Planning
Commission & SEPA
Processes
Key Project Milestones
May Jun Jul Aug Sept Oct Nov Dec Jan Feb
Kickoff Team
Meeting
Team
Meeting
Team
Meeting
Team
Meeting
Team
Meeting
Team
Meeting
Team
Meeting
Internal
Work
Plan
UFMP
Website
City Staff
Inter-
views
Public
Survey
#2
Urban
Forest
Audit
Canopy
and
Planting
Goals
UFMP
Draft #2
Planning
Comm-
ission
(12/1)
Planning
Comm-
ission
(1/5)
(alter-
nate)
City
Council
(2/7)
UFMP
Outline Research
Research
(ordin-
ance)
Bench-
marks
Parks
Comm-
ission
Presen-
tation
Goal
Frame-
work
Draft
Final
Docu-
ment
Planning
& Devel-
opment
Comm-
ittee
(12/6)
Parks
Comm-
ission
Presen-
tation
(1/11)
Final
Doc-
ument
(UFMP)
Comm-
unity
Outreach
Strategy
Data
Analysis
Trans-
lation
Services
Trans-
lation
Services
Monit-
oring
Plan
Trans-
lation
Services
Planning
&
Devel-
opment
Comm-
ittee
(1/24)
Final
Delivery
Public
Survey
#1
UFMP
Draft #1
Planning
&
Devel-
opment
Comm-
ittee
(11/8)
City
Council
(1/24)
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 8
PROJECT COSTS
CCost Overview
Project Task Hours Cost %
Project Management and Kickoff 66 $5,560 6%
Task A: Initial Research and Information Gathering 138 $11,320 11%
Task B: City Operations and Workflows 70 $5,760 6%
Task C: Existing Conditions 70 $5,720 6%
Task D: Benchmarking Research 69 $5,720 6%
Task E: Community Engagement 188 $15,820 16%
Task F: Urban Forest Audit System 80 $6,600 7%
Task G: Goals, Actions, Targets Framework 80 $6,760 7%
Task H: Monitoring Plan 78 $6,520 7%
Task I: Urban Forest Management Plan Development 280 $23,320 23%
Task J: Presentation 55 $4,5600 5%
Task K: Final UFMP 28 $2,320 2%
TOTAL 1,202 $99,980 100%
Optional Add-Ons (Value Added Services)
Optional Service Cost
A) Additional UFMP Website Feature – Additional Resources: In addition to
the UFMP project features, the website may contain supporting resources
such as existing plans, overview of urban forest benefits and services,
highlights of the 2018 tree canopy assessment, definitions, or other. Limit
to 6 separate resources.
$1,500
B) Additional Plan Reviews/Updates: The scope of work includes 2 draft
review periods and a total of 3 drafts (Draft 1, Draft 2, Draft Final
Document). Additional review periods and drafts are priced at an hourly
rate.
$80/hour
C) In-House Translation Services: PlanIT Geo staff translate documents into
Spanish only. Documents to be translated are listed in costs section, other
documents provided at a rate of $50/hour.
Up to $3,000:
Online surveys (2): $1,000
Webpages (5): $750
Documents (10pp): $1,250
D) Contracted Translation Services: In addition to the services provided in the
Community Engagement task (Task E) in the scope of work, PlanIT Geo can
coordinate additional translations of documents and recorded audio into
Spanish and Vietnamese with an online service or consultant. Costs
provided describe the costs per translated language and total estimated
cost. Estimates were provided by GMR Transcription
(www.gmrtranscription.com).
1. Website content (per Word draft page):_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
2. Additional translated documents:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
3. Final UFMP translation:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
~$150 ($15/page/language)
~$300 ($15/page/language)
~$1,100/language (100 pp ea)
E) Additional Presentations: In addition to the presentations to the Parks
Commission, City Council Committee of the Whole, and others stated in the
Scope of Work, the Consulting Team can provide content for additional
presentations and meetings and serve as presenter (remotely or in-person).
Billed at an hourly rate.
$100/hour
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 9
REPORT FORMAT
Stylistically the goal is to mimic the recent tree inventory report for the purpose of consistency.
This should include layout and color palette, page bleed and binding.
The report should follow a sequencing of constituent elements similar to the 2009 Urban Forest
Development Plan.
Historical sections from that plan can largely be reproduced where appropriate as well as initial redrafts
of early sections already edited by the current City Forester.
A Risk Tree Management protocol has already been drafted by the same for incorporation into the new
plan.
The sequence of component parts of the report will follow the previous plan as a template as well as the
outline specified in the original Request for Proposals - that tentative plan outline included:
o Mission Statement and Executive Summary Pages
o Purpose and Scope
o Historical Situation
o Current Situation:
a) Community
b) Resource
c) Administrative
o Urban Forestry Needs:
a) Community [ + environmental justice, neighborhood engagement and equity plan]
a) Resource [maintenance needs + a tree planting initiative and staffing (in-house forestry
crew)]
b) Administrative [ + a risk tree management plan (drafted for inclusion in appendix),
preparedness planning (based on WA Invasive Species Council Urban Forest Pest Readiness
Playbook)]
o Goals & Objectives
o Strategies for Accomplishing Goals & Objectives
o Implementation Schedule and Budget: 10-year workplan with benchmarks
o Plan Evaluation Process
o Summary
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 10
EXHIBIT B. DETAILED COSTS
Table 1. Detailed tasks, hours, and costs sheet for the Renton, WA UFMP project
PlanIT Geo Peninsula Environmental
Staff
Chris
Peiffer
Andrew
Carrier
Maegan
Blansett
John
Bornsworth
Micki
McNaughton
Sub-
Total
Fees /
Task
Title
Director of
Urban
Forestry
Consulting
Urban
Forestry
Consultant
GIS &
Natural
Resources
Specialist
Principal,
Community
Forester
Urban
Forestry
Planner
Task Rate $100 $80 $80 $80 $80
Project Management and Kickoff
Monthly remote meetings 8 3 2 8 4 25 $2,160
Interdepartmental kickoff meeting (remote) 1 2 1 2 1 7 $580
Draft UFMP Outline 1 3 1 1 6 $500
Internal Work Plan/Plan Narrative 2 4 2 8 $680
Draft Community Outreach Strategy 2 2 4 4 8 20 $1,640
Sub-Totals 14 14 7 17 14 66 $5,560
Task A: Initial Research and Information
Gathering
1) Complete the Request for Information (RFI)
document 2 8 2 12 $1,000
2) Research and documentation 8 32 4 24 32 100 $8,160
3) Complete second round of RFI 2 2 1 1 6 $520
4) Complete the Existing Plans and Policies
Planning Element 2 8 8 2 20 $1,640
Sub-Totals 14 50 4 35 35 138 $11,320
Task B: City Operations and Workflows
1) Develop City staff meeting/interview
approach 2 2 4 8 16 $1,320
2) Conduct City staff meetings/interviews
(remote)4 4 10 16 34 $2,800
3) Complete the City staff
meetings/interviews summary and analysis 2 2 8 8 20 $1,640
Sub-Totals 8 8 0 22 32 70 $5,760
Task C: Existing Conditions
1) Acquire existing tree-related datasets 2 2 4 $320
2) Analyze and summarize tree-related
datasets 6 24 24 6 6 66 $5,400
Sub-Totals 6 26 26 6 6 70 $5,720
Task D: Benchmarking Research
1) Apply RFI content to benchmarking
worksheets 2 6 2 2 12 $1,000
2) Complete Round 1 Benchmarking Research 4 24 8 4 40 $3,280
3) Discuss and revise Round 1 Benchmarking
Research 3 3 2 2 10 $860
4) Finalize Benchmarking Research 1 4 1 1 7 $580
Sub-Totals 10 37 0 13 9 69 $5,720
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 11
PlanIT Geo Peninsula Environmental
Staff
Chris
Peiffer
Andrew
Carrier
Maegan
Blansett
John
Bornsworth
Micki
McNaughton
Sub-
Total
Fees /
Task
Title
Director of
Urban
Forestry
Consulting
Urban
Forestry
Consultant
GIS &
Natural
Resources
Specialist
Principal,
Community
Forester
Urban
Forestry
Planner
Task Rate $100 $80 $80 $80 $80
Task E: Community Engagement
1) Final Community Outreach Strategy 1 3 1 1 6 $500
2) UFMP project website 10 13 25 $4,000
3) Public Questionnaire #1 (online)2 4 4 16 16 42 $3,400
4) Public Questionnaire #2 (online)2 4 4 16 16 42 $3,400
5) UFMP project website feature: Public
Comment Map 6 11 17 $1,500
6) Translation Services (contracted)15 15 $1,500
7) Community feedback analysis 4 2 8 2 2 18 $1,520
Sub-Totals 40 34 44 35 35 188 $15,820
Task F: Urban Forest Audit System
1) Complete Round 1 of the Urban Forest
Audit System 4 24 16 8 52 $4,240
2) Discuss and revise Round 1 of the Urban
Forest Audit System 4 8 4 4 20 $1,680
3) Finalize the Urban Forest Audit 2 4 1 1 8 $680
Sub-Totals 10 36 0 21 13 80 $6,600
Task G: Goals, Actions, Targets Framework
1) Develop Round 1 Goals, Actions, and
Targets 12 10 4 16 10 52 $4,400
2) Discuss and revise Round 1 Goals, Actions,
and Targets 4 6 4 4 18 $1,520
3) Finalize the Goals, Actions, and Targets 2 4 2 2 10 $840
Sub-Totals 18 20 4 22 16 80 $6,760
Task H: Monitoring Plan
1) Develop Round 1 Monitoring Plan 8 16 10 10 44 $3,680
2) Discuss and revise Round 1 Monitoring
Plan 4 8 8 4 24 $2,000
3) Finalize the Monitoring Plan 2 4 2 2 10 $840
Sub-Totals 14 28 0 20 16 78 $6,520
Task I: Urban Forest Management Plan
Development
1) Complete Draft 1 of the UFMP 30 40 30 40 140 $11,800
2) Discuss and revise Draft 1 for Draft 2 of the
UFMP 8 16 8 8 40 $3,360
3) Discuss and revise Draft 2 for Draft Final
Document (Draft 3)8 16 8 8 40 $3,360
4) Graphic Design 60 60 $4,800
5) Provide Draft Final Document to Parks
Commission (2-4 week review)0 $0
Sub-Totals 46 72 60 46 56 280 $23,320
PlanIT Geo Scope of Work for Renton, WA Urban Forest Management Plan 12
PlanIT Geo Peninsula Environmental
Staff
Chris
Peiffer
Andrew
Carrier
Maegan
Blansett
John
Bornsworth
Micki
McNaughton
Sub-
Total
Fees /
Task
Title
Director of
Urban
Forestry
Consulting
Urban
Forestry
Consultant
GIS &
Natural
Resources
Specialist
Principal,
Community
Forester
Urban
Forestry
Planner
Task Rate $100 $80 $80 $80 $80
Task J: Presentation
1) Present Draft Final Document to Parks
Commission and City Council (remote)8 9 12 12 41 $3,440
2) Presentation slide decks for CED Long-
Range planners and others 8 6 14 $1,120
Sub-Totals 8 9 0 20 18 55 $4,560
Task K: Final UFMP
1) Revise Draft Final Document for "Final
Document" based on presentation feedback 4 8 4 8 24 $2,000
2) Deliver all project materials to City 4 4 $320
Sub-Totals 4 12 0 4 8 28 $2,320
Total Hours / Team Member 192 346 145 261 258 1,202
Total Fees / Team Member $19,200 $27,660 $11,600 $20,880 $20,640 $99,980
Table 2. Detailed staffing and costs for the Renton, WA UFMP project
Staff Title Rate Hours Cost %
Chris Peiffer Director of Urban Forestry Consulting $100 192 $19,200 19%
Andrew Carrier Urban Forestry Consultant $80 346 $27,660 28%
Maegan Blansett GIS & Natural Resources Specialist $80 145 $11,600 12%
John Bornsworth Principal, Community Forester $80 261 $20,880 21%
Micki McNaughton Urban Forestry Planner $80 258 $20,640 21%
TOTAL 1,202 $9ϵ,980 100%