Tree Planting Program

Bid Intent Deadline 08/24/2026 05:00 PM EDT The City of Delray Beach, through its Sustainability Division, seeks from qualified and experienced firms to provide a flexible and scalable citywide tree planting program. The City anticipates beginning with a limited annual program based on available funding while retaining the capacity to expand toward approximately 2,000 trees per year as additional funds become available. The Contractor shall furnish all labor, trees, materials, equipment, transportation, water, supervision, administration, outreach, data collection, and other resources necessary to perform the authorized annual program. The City will approve annual quantities, service mix, locations, species, and budget through an annual work plan or other written authorization. Program Planning, Administration, and Arboricultural Oversight Develop a scalable annual implementation plan that can operate within available funding and expand toward approximately 2,000 trees per year Identify and prioritize planting opportunities on City property, public rights-of-way, parks, medians, schools, partner properties, residential properties, and areas with lower-than-average tree canopy. Provide an ISA Certified Arborist to advise on species selection, site suitability, planting specifications, tree health, and Right Tree Right Place principles. Coordinate schedules, locations, partners, residents, volunteers, subcontractors, nursery supply, deliveries, installations, watering, maintenance, and warranty activity. Provide project management, invoicing, progress tracking, issue resolution, and regular reporting. 2. Tree Supply, Delivery, Installation, and Site Work Supply quantities authorized by the City, with capacity to scale toward approximately 2,000 trees annually as funding becomes available. Provide Florida No. 1 grade trees in City-approved sizes and species. The program generally favors trees no larger than 15-gallon containers to support lower costs, manual handling, volunteer participation, and public education. Residential drop-off trees are expected to include 15-gallon native shade trees and 7-gallon fruit trees. Public giveaway trees are typically approximately 1-gallon. Perform excavation, planting, backfilling, grading, mulching, staking or guying, root-barrier installation, sod restoration, removal of unsuitable material, and site cleanup as required. Coordinate Sunshine 811 utility locates, maintenance of traffic, public safety, access, and protection of existing infrastructure. Provide watering, fertilization, weed control, establishment maintenance, inspections, corrective work, and replacement planting for City and partner-site installations. Provide specialized equipment and water trucks or tanks where on-site water is unavailable. The prior program used a hydrant meter at Catherine Strong Park; use of that source is subject to City authorization and availability. 3. Community Distribution, Giveaways, Outreach, and Education Plan and conduct public tree giveaways, neighborhood drop-off or delivery programs, voucher programs, or similar distribution methods approved by the City. Trees distributed through giveaways and residential drop-off programs will generally be planted and maintained by receiving residents. Coordinate resident registration, residency verification, species selection, scheduling, communications, delivery confirmation, and distribution records. Develop outreach materials and conduct educational activities addressing species selection, planting, watering, establishment, pruning, and long-term care, with particular attention to increasing participation in lower-canopy areas and promoting native shade and fruit trees. Coordinate with the Citys Public Information Officer and communications team when authorized. Coordinate with neighborhood groups, schools, nonprofit organizations, volunteers, and other community partners. Volunteer participation is not mandatory, but community, youth, and volunteer participation is considered an added program benefit when performed safely and without replacing the paid staffing needed to meet contractual obligations. 4. GIS Data Collection, Documentation, and Reporting Collect accurate geographic coordinates and site information for each installed or distributed tree. For residential distributions, collect accurate participant addresses for residency verification and geocoding in ArcGIS Pro. Provide data in an editable, City-approved format compatible with the Citys existing GIS tree inventory. The system does not have to be TreePlotter, but it must provide a comparable level of detail and support integration with existing TreePlotter and ArcGIS data. Use City-provided web maps, field applications, data schemas, and aerial imagery when required. Record required attributes including species, common and scientific name, size, planting or distribution date, address or site, project category, condition, maintenance status, and warranty information. Provide periodic progress reports, annual summaries, photographs, delivery confirmations, planting records, watering records, maintenance records, and warranty or replacement tracking. 5. Warranty and Establishment Maintenance Provide a one-year written warranty from final acceptance of each City- or partner-site installed tree. Provide one year of establishment care for City- and partner-site trees, including watering by water truck or tank, mulching, staking where necessary, inspections, and maintenance records. Periodically inspect installed trees during the warranty period and identify corrective action or replacement needs. Replace trees that die, fail to establish, fall below required quality standards, or otherwise meet the contracts replacement criteria, including losses associated with storms and other Acts of God, consistent with the prior program requirements. Notify the City promptly of warranty conditions, corrective actions, and anticipated replacement schedules.