D_-_26-02-ITB_-_Tree_Inventory_and_Condition_Assessment_Addendum_1.pdf
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- Attached to
- Tree Inventory and Condition Assessment
- Solicitation number
- 26-02-ITB
- Issued by
- Indian River County, Florida
About this file
This is Addendum No. 1 to an Invitation to Bid (26-02-ITB) issued by the City of Sebastian, Florida, for Tree Inventory and Condition Assessment services. The City obtained grant funding from the Florida Department of Agriculture and Consumer Services to conduct a public tree inventory at parks and City Hall locations. The project requires a qualified contractor to inventory and assess trees at identified locations, with a tentative contract expiration date of May 31, 2026, to accommodate the grant close-out process. For densely vegetated parcels and naturalized areas, the City expects a general count and condition analysis using a 50-foot perimeter and aerial analysis methods. The contractor will provide maintenance recommendations rather than performing maintenance work. The City does not have a pre-determined total tree count, and the awarded contractor bears responsibility for inventorying and assessing all trees at the specified locations identified on the bid price sheet.
The estimated project budget is $62,500, with awards not to exceed this amount due to grant funding constraints. The project is grant-funded, and pricing terms are not to exceed the stated budget. The addendum addresses ten questions from potential bidders regarding project scope, deliverables, and contract terms. Notable clarifications include confirmation that maintenance items constitute recommendations only, that trees within natural areas and wetlands are subject to assessment using the specified aerial and perimeter-based methodology, and the City's position that liquidated damages provisions and indemnity language remain as originally stated and comply with Florida statutes. No revisions to the scope of work were issued in this addendum.
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ADDENDUM NO. 1
POSTING DATE: October 27, 2025
26-02-ITB
TREE INVENTORY AND CONDITION ASSESSMENT
The original Invitation to Bid shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.
SECTION I: CLARIFICATIONS
• N/A
SECTION II: QUESTIONS
• Question 1: Does the City have an estimated total tree count?
Answer: No
• Question 2: Is there a required deadline for completion of the tree inventory? Is that May 31, 2026?
Answer: The contract is expected to have a tentative expiration date of May 31, 2026, to allow for the grant close-out process.
• Question 3: Can the City share an estimated budget for this project?
Answer: The budget is $62,500. As this project is grant-funded, awards will NOT exceed the estimated budget.
• Question 4: Are all trees in the wetland area required to be collected at the Stormwater Treatment Facility?
Answer: No, a general analysis of Stormwater Park is logical using a 50 ft perimeter and aerial means.
• Question 5: We noticed a lot of the larger parcels are naturalized vegetation and trees, what is the City's expectation on surveying those areas? Is there a size threshold or proximity to structure pathways for trees to include in those areas?
Answer: Those parcels that are dense with vegetation the city expects a general count and conditions analysis based on a 50 ft. perimeter and aerial analysis.
• Question 6: Are the Items in Section H: Maintenance Needs supposed to be recommended or performed as part of this contract?
Answer: We are looking for maintenance recommendations.
• Question 7: Would the City of Sebastian please remove any reference to liquidated damages?
We believe they are not applicable to the services of design professionals, as we do not control, set, or manage the Project schedule – this is a contractor-specific issue and should be removed from our contract.
Answer: No
• Question 8: As currently worded, we believe that the indemnity provision (Section 17 / Article 1, located on page 11 of the Sample Contract) of the proposal is not in compliance with FL Statute 725.08 and is unenforceable. Would the City of Sebastian consider rewording same to conform with the statute? Suggested language per FL Statutes 725.08: “The design professional shall indemnify and hold harmless the City of Sebastian , and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract.”
Answer: The indemnity language does comply with Florida statutes. Our language requires the contractor and subcontractors to indemnify and hold the city harmless. By indemnifying and holding the City harmless the contractor and subcontractors are defending the city from third-party claims relating to damage, loss, injuries, etc.
• Question 9: To ensure bidders proposals align accurately with the project scope, could you please confirm the total number of trees that are expected to be inventoried under this bid?
Answer: The City does not have a total tree count. The awarded contractor will be responsible for inventorying and assessing the trees at the locations identified on the bid price sheet.
• Question 10: Are trees within natural areas / Preserves/wetlands requiring assessment? If so, please provide the approximate number of trees found within each of these areas. If not, can we assume that only trees within the parking areas of these areas will need to be inventoried?
Answer: Please refer to questions 4 and 5.
SECTION III: REVISIONS TO THE SCOPE OF WORK
SECTION IV: ATTACHMENTS
Sincerely, Jessica Graham, CPPB Procurement Manager
| 2025-10-27T10:38:38-0400 | |
| Jessica Graham |
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