Approve sole-source purchase of TreeKeeper inventory management software

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 an Expenditure Item is NOT Related to Revenue Item is NOT funded by Bonds Total Fiscal Impact: Total Fiscal Impact: $111,750.00 General Account No: 40-B183600 Reviewed By Department of Resilience and Public Works Juvenal Santana Department Head Review Completed 02/05/2025 11:04 AM Office of Management and Budget Luis Hernandez-Torres Budget Analyst Review Completed 02/11/2025 1:07 PM Office of Management and Budget Marie Gouin Budget Review Completed 02/12/2025 3:56 PM Department of Procurement Annie Perez Procurement Review Completed 02/13/2025 5:19 PM City Manager’s Office Asael Marrero Assistant City Manager Review Completed 02/18/2025 10:49 AM City Manager’s Office Natasha Colebrook-Williams Deputy City Manager Review Completed 02/18/2025 11:08 AM City Manager’s Office Arthur Noriega V City Manager Review Completed 02/18/2025 11:40 AM Legislative Division Valentin J Alvarez Legislative Division Review Completed 02/18/2025 1:27 PM Office of the City Attorney Thomas M. Fossler ACA Review Completed 02/18/2025 10:05 PM Office of the City Attorney George K. Wysong III Approved Form and Correctness Completed 02/18/2025 10:11 PM City Commission Todd B. Hannon Meeting Pending 02/27/2025 9:00 AM City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com City of Miami Legislation Resolution File Number: 17155 Final Action Date: 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;