Subject:
Title
Request formal approval to increase FY2023 spending with PlanIT Geo for tree inventory
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
Tree inventory was part of CIP / ARPA reallocation. Discussed at conference session 5/9/22. Approved by Council 7/11/22.
EXPLANATION AND SUMMARY:
The Department of Parks and Recreation requests approval to increase current Purchase Order (PO) 20230398 with PlanIT Geo, from $74,000 to $85,000 for tree inventory. The current FY2023 purchase order of $74,000 is nearly exhausted. The Town has been invoiced a total of $67,657 for inventorying 7,570 trees and stumps, 1,079 tree planting locations and the purchase of the 3-year subscription to Tree Plotter Suite asset management and tree mapping software.
Parks and Recreation recommends spending an additional $11,000 with this vendor, bringing total FY2023 expenditures to $85,000. This additional funding will allow for further tree inventory on Town property.
Since the PO will exceed $75,000, Parks and Recreation requests Council approval to spend $85,000 with PlanIT Geo.
Strategic Plan Initiative: Vienna as an environmentally sustainable community
Departmental Recommendation: Recommend approval to increase PO 20230398 for PlanIT Geo, in the amount of $11,000 as per terms and conditions of RFP 23-16.
Finance Recommendation: Recommend PO increase approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town has a contract with PlanIT GEO for tree inventory services and the Town Council may approve the expenditure of funds in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the procurement amount of $85,000 in expenditures with PlanIT Geo, for the inventory and asset management software, as presented.
Cost and Financing: $85,000
Account Number: 130-107-9601-17930-43308
Prior Funding Approval: Annual General Budget (Year), Amendments, CIP Budget (Year), or ARPA. ARPA Funding approved
Decision Needed by This date: June 5, 2023
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the procurement amount of $85,000 in expenditures with PlanIT Geo, for tree inventory and asset management software from accounts listed above under RFP 23-16."
Or
Other action deemed necessary by Council.