Tree Inventory and Condition Assessment

The City of Sebastian, Florida, issued Invitation to Bid (ITB) 26-02 for a comprehensive Tree Inventory and Condition Assessment project, funded through a grant from the Florida Department of Agriculture and Consumer Services. The procurement seeks a qualified contractor to conduct a detailed inventory of trees located at 22 municipal sites, including parks, City Hall, and various recreational facilities in Indian River County. Required deliverables include both hard copy and digital reports with color maps, aerial photograph overlays, ArcGIS Shape File data, and a database for future maintenance tracking. The inventory must capture extensive tree data including identification numbers, GPS coordinates, species identification, diameter measurements, condition ratings using International Society of Arboriculture standards, maintenance needs, infrastructure impacts, and utility proximity assessments. Bidders must employ at least one International Society of Arboriculture Certified Arborist with Tree Risk Assessment Qualification and demonstrate prior experience with tree inventories. The solicitation timeline included a non-mandatory pre-bid meeting on October 21, 2025, with questions due by October 28, 2025, and electronic bid submissions required via VendorLink by November 6, 2025, at 2:00 PM, with anticipated award recommendations in December 2025 and contract expiration on May 31, 2026.

Specific requirements included mandatory vendor registration with the State of Florida Division of Corporations, a minimum three-year operational history under the same Federal Employer Identification Number, and familiarity with Tree City, FDACS Forest Service, and USDA guidelines. The procurement offered a local vendor preference for companies with valid business tax receipts in Sebastian or Indian River County. Four bidders submitted proposals: Wiregrass Ecological Associates, LLC; ArborPro, Inc.; Miller Legg & Associates, Inc.; and PlanIT Geo, Inc., with bid prices ranging from $41,180 to $59,985. Ultimately, Wiregrass Ecological Associates was recommended for award, contingent on City Council approval. The project budget was set at $62,500, with the grant funding constraining maximum expenditures. Comprehensive insurance requirements included Commercial General Liability ($1,000,000 per occurrence), Business Automobile Liability ($1,000,000), Workers' Compensation, and Professional Liability ($1,000,000 per claim). Liquidated damages of $100 per calendar day would be assessed for contract default, and the City planned to conduct reference checks with a minimum of three client references, at least two from government entities with 150+ employees.