City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

REQUEST FOR PROPOSAL

Professional Services

Toledo Urban Forestry Smart Tree Inventory Purchase Requisition Number #10008830

Issued By Department of Public Service/ Urban Beautification

Date Issued July 17, 2026

Response Submission Date and Time

Tuesday August 25, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home Table of Contents

Introduction The City of Toledo is looking for a firm to conduct a Smart Tree Inventory for an estimated 150,000 trees within the public right-of-way of approximately 1,154 street miles and 300 acres of open park spaces. A Smart Tree Inventory uses advanced technology like LiDAR, high-resolution cameras, and machine learning to collect detailed data and a comprehensive digital record of our urban forest, followed by a complete assessment of that data by certified arborists. This will establish a baseline of the condition of the urban forest, it’s health, the priority needs for removals and pruning. The inventory will guide future budgeting, planning, and workload management.

Proposals must include the performance of a complete Smart Tree Inventory of an estimated 150,000 public trees, to be completed within two years of contract agreement.

MINIMUM QUALIFICATIONS OF CONSULTING FIRM

1. The consulting firm must have completed a minimum of three (3) Smart Tree Inventory projects similar in scope in the last two (2) years. Firm will provide current references for the three (3) assessment projects listed.

2. Project shall include supervisory staff that have qualifications including a four (4) year degree in urban forestry or a related field of study, standard industry certifications (e.g. international society of arboriculture certified arborist) and at least three (3) years of experience in urban and municipal forestry.

3. The consulting firm shall clearly specify the sensors and equipment used to perform 3 dimensional scans of the City’s area of interest. The consulting firm shall demonstrate ability to locate trees within one (1) foot of actual location, individually detect each tree within the area of interest, detect dead branches greater than 1”, calculate exact leaf area index, and determine the information requested with a high degree of accuracy and repeatability.

4. The consulting firm must show ability to automatically extract the requested information and create digital twins of trees distinguishing leaves from other woody material, and work at a city level scale with this scope.

5. The consulting firm shall demonstrate ability to provide 5 high-resolution images and an updated street view for each tree (street trees and also park trees).

6. The consulting firm shall provide a cloud-based platform to visualize, edit, and manage all trees (digital twin and images) and to define and to filter outliers. The software should have the ability for unlimited users, unlimited tree records, work orders, public interface, and i-Tree benefits. The consulting firm shall demonstrate its ability to perform the assessment services without delay from other projects and commitments, and be able to complete the tree assessment scope of work based on the timeline outlined and agreed upon in the contract. The assessment must be completed and delivered by November 30, 2028 unless otherwise agreed upon.

Background Information Toledo’s urban forest is managed by the city's Urban Beautification Division, which oversees a public tree inventory of over 90,000 trees. Despite having one of the highest concentrations of street trees in Ohio, Toledo's canopy currently covers just 17% of the city, which falls below the recommended 35-40% urban target.

Canopy Goals & Current Initiatives:

RE-TREE is a federal funded initiative underway to plant 10,748 trees along city streets, in parks, and on publicly owned vacant lots by the end of 2028.

The City uses City Works as an Asset Management software tool. The City has some current LiDAR data.

Parks Division: Utilizes contractors to plant, trim, and perform removals of trees located within the City Parks. The RE-TREE initiative will add 700 trees to the parks and remove approximately 300 dead and failing trees.

Scope of Work The selected consulting firm shall describe in detail by which methods it guarantees to locate, assess, and monitor trees located on the public rights-of-way and other public properties as designated by the City in an objective and repeatable manner.

At a minimum, the information collected and analyzed for each tree shall include:

1. Address/Location - Identify the location of each tree by the address, park name, and in the coordinate system requested by the City.

2. Species - Trees are identified by genus and species using both botanical and common names, and by cultivars where appropriate.

3. Tree Size - Diameter is measured to the nearest half-inch size classes at 4½ feet above the ground, or diameter at standard height (DSH).

4. Tree Height - Tree height measured to the nearest foot. Page 4 of 8

5. Crown Width - Crown width measured to the nearest foot.

6. Percent dieback - The percentage of crown without live leaf area.

7. Leaf Area Index - Calculation of leaf area index for each tree; estimations are not allowed

8. Ecosystem Services - Calculate the amount of carbon dioxide uptake, storm water mitigation, and air pollution removal.

9. Leaning Angle - The angle of lean of the main stem(s) relative to 90°.

10. Pictures - At least five (3) high resolution geo-referenced pictures shall be included of each tree assessed.

11. Street View - An updated geo-referenced 360° interactive panorama from positions along the adjacent street to allow for viewing the tree.

12. Digital Twin - An exact (1-inch level) accurate 3-dimensional “digital twin” of each tree showing leaves and bark with the ability to rotate as well as zoom in and out.

13. Date of Assessment - The date data is collected.

The information specified shall be analyzed to identify trees in the dataset that are outliers. The analysis shall compare each individual tree to a cohort of similar trees (e.g. size, species). Outliers within each tree cohort shall be identified based on factors including, but not limited to, leaf area index, crown ratio, stem taper etc. Outliers shall be reviewed by a professional arborist to determine what, if any action may be necessary to manage risk or otherwise maintain or improve the tree. It is expected a portion of trees (~5% of all trees) will require field visits to fully assess the tree(s) in question and determine appropriate actions. For each tree assessed by professional, qualified arborists in the field, the following data shall be provided:

1. Primary Maintenance—The action required to mitigate risk or otherwise improve the condition and structure of the tree (i.e. remove, prune, treat, monitor).

2. Risk Rating—Evaluate risk and assign a risk rating based on an assessment of the failure mode (i.e., branch, whole tree, codominant stem) with the greatest risk. The specified period for the risk assessment is one year. The risk component of this assessment and evaluation is to maintain compliance with the most recent standards and practices in the arboricultural industry. Each tree shall be assigned a single risk rating of Low, Moderate, High, or Extreme.

3. Observations—Any comments or notes about the tree that would be beneficial for future management needs (e.g. construction damage, cabling & bracing, irrigation, pest & disease issues, etc.).

4. Defects—Identify the conditions which indicate the presence of structural defects recording only the most significant condition (e.g. dead/dying branches, broken/hanging branches, trunk condition, decay or cavity, etc.).

5. Date of Assessment—The date data are collected and the name of the arborist is recorded.

Deliverables

1. Data—All geospatial data specified shall be delivered in a web-based software platform (City uses City Works to manage Tree Assets) that allows for viewing, editing, and managing all tree data. This software will also include the ability to download all data in an ESRI-compatible Shapefile or geodatabase. It is desired that data is delivered in a manner that the City has access to digital twins, or 3-dimensional copies, of each tree assessed. The system shall allow the City to review each digital twin from all sides to explore tree structure and measurements. Moreover, the system shall make it easy for the City to query all data, identify outliers, and otherwise access and analyze the information related to the City’s tree population.

Quality is of the highest importance to this project and each proposer shall submit a quality control plan that outlines the capabilities of its equipment and its approach for ensuring an accurate and precise product. In addition to computerized quality checks and control, a qualified, certified arborist must field-check a portion of the data collected by remote methods to assure adherence to City work specifications and national industry standards. The consulting firm must assure the City that if any errant tree site location is detected, that is due to operator error or equipment malfunctions, the correction responsibility belongs to the consulting firm and will be promptly remedied.

Please answer these questions in the Proposal:

· Can the City's existing LiDAR dataset be used as the foundation for the inventory?

· What minimum point density do you require?

· Is leaf-on LiDAR necessary?

· Which inventory attributes require newly collected LiDAR versus existing data?

2. Summary Report & Action Plan—A written report of no more than 15 pages summarizing key findings, including macro-level observations on the health and condition of the urban forest, a prioritized 3-year management schedule targeting areas with the greatest pruning needs based on clearance issues, structural defects, and dead-wood, and recommendations for preventative management and monitoring for a 3-5 year period.

· Note: High-risk/hazardous trees requiring removal within 1 year must be delivered as a standalone, actionable digital spreadsheet or GIS layer compatible with the City’s software, independent of the 15-page report limit.

3. Rolling Inventory & Cost-Phasing Prescription—A written operational strategy detailing how to leverage the data collection infrastructure over a long-term cycle. This must include a technical prescription for phasing future mobile LiDAR scans across geographic sectors (e.g., thirds, quarters, or selected management areas of the City) to evenly distribute municipal costs over a rolling 2-3 year cycle while maintaining consistent database updates.

4. Asset Management—Please provide an explanation or descriptive summary of how the collected data can be accessible. Will the data interface with all/ any asset management system? Is the data proprietary?

Compensation The applicant must provide a quote for the services based upon hours worked to complete the scope of work and all deliverables, including (1) a description of the type of activities to be undertaken; (2) a description of the fees to be charged for each activity; (3) the number of hours anticipated to be charged for each of the services rendered; and (4) any miscellaneous expenses, including production of documents, shall be included and estimated as applicable.

Form of Response A. Title Page -List the RFP title -The name of the firm -The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing tree inventory and assessment professional services.

C. Required Information The proposal must provide all of the information specified in Deliverables.

D. Other The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bids prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted with this bid.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

-Acknowledgement and Acceptance of Conditions and Contract Specifications -Living Wage Contract Addendum -Primary/Subcontractor Agreement Certificate

• City of Toledo Professional Services Agreement* (requirements available on the “Documents” tab in PlanetBids) *Located on the “Documents” tab in PlanetBids

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

· Bureau of Workers Compensation Certificate

F. Bid Opening Meeting Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

Preliminary Bid results will be available within 1-2 business days on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

Questions regarding the project must be submitted through the PlanetBids’ Q & A tab for the project manager to respond.

Required Information

I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; Primary and Subcontractor Certificates and Living Wage Contract Addendum); Professional Services Contract; Current Worker’s Compensation Certificate; If not previously provided, City Paperwork: Vendor Registration Form; Business Tax Registration Form; Child Support Affidavit, notarized; Vendor Utility. If this is your first bid with COT for 2026, the following will be required, Annual Paperwork: W-9; Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria

The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 5 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project. This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there. Note: A partial assessment of location points [no more than four (4)] can be given to those businesses which are located within a joint economic development zone of which the City of Toledo is a participant.

Criterion #3 Familiarity with local, state, and federal standards – Factor 5 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 5 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 15 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last ten (10) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 This criterion shall have a project advancement schedule, including all tasks specifically listed for the project. Identify timeframes, review times, as well as timing for meetings with citizens and public meetings. List your key personnel who will work on this project and their qualifications and experience. Designate the person who will manage this project. Designate your other personnel along with their experience and background who will also work on the project.

Criterion #8 Fee – Factor 15 The specifics of the fee shall be listed. The cost can be prepared in an hourly format to include a not-to-exceed figure.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 10 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company(s), the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 5 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.

image1.jpeg