HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM
File ID: #17155
Date: 01 /21 /2025
Commission Meeting Date: 02/27/2025
Requesting Department: Department of
Resilience and Public Works
Sponsored By:
District Impacted: All
Type: Resolution
Subject: Sole Source - TreeKeeper Inventory Mqmt Software System and Services
Purpose of Item:
The purpose of this item is to request a resolution of the Miami City Commission, with
attachment(s), by a four -fifths (4/5ths) affirmative vote, pursuant to section 18-92 of the Code of
the City of Miami, Florida, as amended; after an advertised public hearing, ratifying, confirming,
and approving the City Manager's recommendation and written finding of a sole source, waiving
the requirements for competitive sealed bidding methods as not being practicable or
advantageous to the City of Miami ("City"); and authorizing the purchase of TreeKeeper
Inventory Management Software System and consultant services ("Urban Forestry Management
Services") from Davey Resource Group, Inc. ("DRG") for the Department of Resilience and
Public Works ("RPW'), for a period of five (5) years, thereafter renewable annually, subject to
an annual finding of sole source by the Chief Procurement Officer and approved by the City
Manager; allocating funds from 40-B83600, or other funding sources, subject to the availability
of funds and budget approval at the time of need; authorizing the City Manager to negotiate and
execute all other documents, including any agreements, amendments, renewals, and
extensions, subject to allocations, appropriations and budgetary approval having been
previously made, and in compliance with applicable provisions of the Code of the City of Miami,
Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -
Deficiency Act, and Financial Integrity Principles, all as set forth in chapter 18 of the City Code,
in a form acceptable to the City Attorney, and in compliance with applicable laws and
regulations, as may be necessary for said purpose.
Background of Item:
The Department of Resilience and Public Works has an objective to enhance the urban forest
and improve its livability. TreeKeeper will allow for diligent planning and effective management
of the urban forest to optimize the long-term benefits of the City's urban forest provides while
mitigating costs and risks. It will safeguard the residents of the City by delivering the essential
environmental services that trees and shrubbery offer.
Procurement recommends that the City use the products and services of DRG, as they are the
Sole Source provider of the TreeKeeper Inventory Management Software System and Service.
Procurement found that while there are other companies who provide the services of urban
forestry management services, they are all a la carte with some companies not providing all the
services needed by RPW.
Pursuant to Section 18.92 (a)(1), Sole Source Contracts of the City's Procurement Code; a sole
source is recommended for the above -mentioned reasons.
Budget Impact Analysis
Item is NOT Related to Revenue
Item is an Expenditure
Item is NOT funded by Bonds
Total Fiscal Impact:
Total Fiscal Impact: $111,750.00
General Account No: 40-B183600
Reviewed B
Department of Resilience and Public Works
Review Completed 02/05/2025 11:04 AM
Office of Management and Budget Luis Hernandez -Torres
Office of Management and Budget Marie Gouin
Department of Procurement Annie Perez
City Manager's Office
City Manager's Office
City Manager's Office
Legislative Division
Office of the City Attorney
Office of the City Attorney
City Commission
Office of the City Clerk
Asael Marrero
Natasha Colebrook -Williams
Arthur Noriega V
Valentin J Alvarez
Thomas M. Fossler
George K. Wysong III
Maricarmen Lopez
City Clerk's Office
Juvenal Santana
Budget Analyst Review
Budget Review
Procurement Review
Assistant City Manager Review
Deputy City Manager Review
City Manager Review
Legislative Division Review
ACA Review
Approved Form and Correctness
Meeting
Rendered
Department Head
Completed 02/11/2025 1:07 PM
Completed 02/12/2025 3:56 PM
Completed 02/13/2025 5:19 PM
Completed 02/18/2025 10:49 AM
Completed 02/18/2025 11:08 AM
Completed 02/18/2025 11:40 AM
Completed 02/18/2025 1:27 PM
Completed 02/18/2025 10:05 PM
Completed 02/18/2025 10:11 PM
Completed 02/27/2025 9:00 AM
Completed 03/06/2025 5:12 PM
City of Miami
Legislation
Resolution
Enactment Number: R-25-0058
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 17155 Final Action Date:2/27/2025
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A
FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF
THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, AFTER AN
ADVERTISED PUBLIC HEARING, RATIFYING, CONFIRMING, AND APPROVING
THE CITY MANAGER'S RECOMMENDATION AND WRITTEN FINDING OF A SOLE
SOURCE, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING
METHODS AS NOT BEING PRACTICABLE OR ADVANTAGEOUS TO THE CITY OF
MIAMI ("CITY"); AND AUTHORIZING THE PURCHASE OF URBAN FORESTRY
SERVICES, INCLUDING ALL TREEKEEPER INVENTORY MANAGEMENT
SOFTWARE SYSTEM AND CONSULTANT SERVICES ("TREEKEEPER"), FROM
DAVEY RESOURCE GROUP, INC. ("DRG") FOR THE DEPARTMENT OF
RESILIENCE AND PUBLIC WORKS ("RPW'), ON AN AS NEEDED BASIS, FOR A
PERIOD OF FIVE (5) YEARS, THEREAFTER RENEWABLE ANNUALLY, SUBJECT
TO AN ANNUAL FINDING OF SOLE SOURCE BY THE CHIEF PROCUREMENT
OFFICER AND APPROVED BY THE CITY MANAGER; ALLOCATING FUNDS FROM
ACCOUNT NO. 36000.201000.664000.0.0 OR OTHER LEGALLY AVAILABLE
FUNDING SOURCES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGET
APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY
AGREEMENTS, AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO
ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVAL, AND
COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF
MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING, THE CITY OF
MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL
INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY
CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE
WITH APPLICABLE LAWS AND REGULATIONS, AS MAY BE NECESSARY FOR
SAID PURPOSE.
WHEREAS, the Department of Resilience and Public Works ("RPW') is committed to
enhancing the urban forest and improving the livability of the City of Miami ("City"); and
WHEREAS, RPW has identified Davey Resource Group, Inc. ("DRG") as a qualified
provider of a comprehensive urban forestry management system, offering a full spectrum of
tools and services; and
WHEREAS, DRG has stated that it is the sole source provider of its proprietary
TreeKeeper Inventory Management Software System ("TreeKeeper"); and
WHEREAS, TreeKeeper, a system developed by DRG, will facilitate effective planning,
management, and optimization of the City's urban forest, ensuring long-term sustainability while
mitigating costs and risks; and
WHEREAS, a market analysis was conducted to determine the availability of
comparable products or services, and no other providers offering an equivalent all-inclusive
system were identified; and
WHEREAS, while other tree inventory systems exist in the market, TreeKeeper is the
only system that integrates Light Detection and Ranging ("LiDAR") data, enabling the most
accurate and up-to-date information for proactive urban forestry management; and
WHEREAS, TreeKeeper is also uniquely capable of integrating with the City's existing
Cartograph system, allowing for seamless data transfer and enhanced operational efficiency;
and
WHEREAS, Procurement has determined that while other companies offer urban
forestry management services, as their services are offered separately and do not encompass
all the functionalities required by RPW; and
WHEREAS, as no comparable all-inclusive contracts or products were identified,
Procurement recommended purchasing TreeKeeper from DRG as a sole source provider; and
WHEREAS, pursuant to Section 18-92 (a) (1) & (3) of the Code of the City of Miami, as
amended ("City Code"), the City Manager is waiving the requirements for competitive sealed
bidding methods as not being practicable or advantageous;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City
Code, after an advertised public hearing, the City Manager's finding of a sole source, waiving
the requirements for competitive sealed bidding as not being practicable and authorizing the
purchase of urban forestry services including all TreeKeeper Inventory Management Software
System and Consultant Services from DRG for RPW, on an as needed basis, for a period of five
(5) years, thereafter renewable annually, subject to an annual sole source finding by the CPO
and approval of the same by the City Manager, is hereby ratified, approved, and confirmed.
Section 3. Funds for this purpose are to be allocated from RPWs Account No.
36000.201000.664000.0.0, or other funding sources, subject to the availability of funds and
budget approval at the time of need.
Section 4. The City Manager is authorized' to negotiate and execute all other
documents, including an agreement, any amendments, renewals, and extensions, subject to
allocations, appropriations, prior budgetary approval, and compliance with applicable provisions
of the City Code, including, the City of Miami's Procurement Ordinance, Anti -deficiency Act, and
Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in forms
acceptable to the City Attorney, and in compliance with applicable regulations, as may be
necessary for said purpose.
1 The authorization herein is further subject to compliance with all legal requirements that may be
imposed, including but not limited to those prescribed by applicable City Charter and City Code
provisions.
Section 5. This Resolution shall become effective immediately upon its adoption.
APPROVED AS TO FORM AND CORRECTNESS:
ge Wy y ng III, C y tor -y 2/18/202.5