Toledo Urban Forestry Smart Tree Inventory

The City of Toledo is requesting proposals for a Smart Tree Inventory of approximately 150,000 public trees within city limits, with proposals due August 25, 2026 at 1:30 PM EST and bid opening at 2:00 PM EST via Zoom. This is a professional services RFP with a two-year completion timeline and deliverables due by November 30, 2028.

Qualified firms must demonstrate completion of a minimum of three similar Smart Tree Inventory projects within the last two years and employ supervisory staff holding four-year degrees in urban forestry or related fields plus relevant industry certifications and three years of municipal forestry experience. The scope encompasses comprehensive data collection using LiDAR, high-resolution cameras, and machine learning across approximately 1,154 street miles and 300 acres of open park spaces, followed by complete assessment by certified arborists. All work is performed within Toledo city limits.

Compensation is quoted on an hourly basis with a not-to-exceed figure; bidders must detail activities, fees per activity, anticipated hours, and miscellaneous expenses. Submissions must be made electronically through the City of Toledo's PlanetBids portal, with prices stated to two decimal places and only one price per line item accepted.

All contracts over $10,000 are subject to Toledo's living wage requirements under Toledo Municipal Code Chapter 187, mandating either $17.45 per hour with single health coverage not exceeding 15% of monthly wages, or $20.63 per hour without such coverage, with specified exemptions available. Professional services contracts valued above $100,000 require Commercial General Liability of $2,000,000 general aggregate/$1,000,000 per occurrence, Comprehensive Automobile Liability of $1,000,000 per occurrence, Professional Liability Insurance of $1,000,000 per occurrence or $2,000,000 claims-made, and Umbrella Liability of $5,000,000, with the City named as additional insured on all policies.

Required bid submissions include Letter of Transmittal, Acknowledgement and Acceptance of Conditions and Contract Specifications, Living Wage Contract Addendum, Primary/Subcontractor Agreement Certificate, City of Toledo Professional Services Agreement, W-9, Insurance Certificate, EEO Compliance documentation, Debarment Certification, and updated Living Wage Affidavit. Beginning with bids advertised on or after March 13, 2026, Vendor Registration, Business Tax Registration, notarized Child Support Affidavit, and annual paperwork require only one-time submission for the duration of all 2026 contracts, with vendors responsible for notifying the City of any changes. Award is based on evaluation of ten criteria with assigned rating factors; the proposal receiving the highest cumulative point total is selected for award. The City reserves the right to reject any and all proposals.