Tree survey using LIDAR and AI for Dun Laoghaire Rathdown County Council (DLR)

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Dun Laoghaire-Rathdown County Council (DLR) seeks to establish a comprehensive inventory of approximately 80,000 street trees across the county. The contractor will utilize LIDAR and AI technologies to conduct a Smart Tree Inventory, which will include detailed assessments of a sample of 20,000 trees along a road network of approximately 823 km. The work will be executed over a three-week period during peak leaf coverage, from June to mid-September 2026, and must be completed within three months of contract award.

The contractor's day-to-day activities will encompass the following deliverables:

• Surveying & Mapping:
• Identify each tree's location by address, park name, and X & Y coordinates.
• Classify trees by genus and species, including cultivars.
• Measure tree diameter at breast height (DBH), height, and crown width.
• Calculate the leaf area index for each tree; estimations are not permitted.
• Assess ecosystem services provided by each tree, including carbon dioxide uptake, water interception, and air pollution removal.
• Evaluate safety factors, including the likelihood of tree failure based on wind load.
• Document leaning angles and utility clearance issues.
• Capture at least five high-resolution geo-referenced images of each tree.
• Provide a geo-referenced 360° interactive panorama for each tree.
• Create a 3D "digital twin" of each tree with a 25mm accuracy level.

The contractor must also analyze the data to identify outliers within tree cohorts based on various factors, with approximately 5% of trees requiring field visits for further assessment. A quality control plan must be submitted to ensure adherence to British Standards (BS 5837, BS 3998) or European Tree Assessment Standards.

3. Background & buyer context

This procurement aligns with DLR's "A Climate for Trees" Tree Strategy 2024-2030, which aims to develop a Geographic Information System (GIS) database to record tree species, size, location, condition, and maintenance. The initiative is part of DLR's broader goal to increase urban canopy cover to 18%, an increase of 1.62%. The council acknowledges the transformative potential of LIDAR and AI technologies in mapping and assessing street trees, which will facilitate better management and maintenance of the urban forest.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover not specified for this tender.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Cyber: not specified for this tender
• Motor: not specified for this tender
• Certifications: Compliance with BS Standards or European Tree Assessment Standards.
• Past experience: Minimum of three comparable projects completed within the last five years, each valued at €100,000 or more.
• Personnel: At least one certified arborist with a minimum of five years' experience in tree assessment and management.
• Geographic / facility constraints: Bidders must operate within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with no minimum scoring threshold specified.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Adhere to the provided template with a maximum of 20 pages.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Format as per the specified template.
• Case studies: Provide three case studies of relevant work, each valued between €100,000 and €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Proposals must be uploaded to the eTenders website.

7. Key dates & process

8. Contract terms that matter

The contract will include the following key terms:

• Term + extension structure: Not specified for this tender.
• Payment terms: Costs must be split over two years in equal payments, with survey information provided in year one.
• Key SLAs/KPIs: Quality control measures must be adhered to, with field checks by certified arborists.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Data generated will belong to DLR.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The requirement for a minimum of three comparable projects may limit participation from smaller firms.
• The geographic constraint of operating within the EU/EEA may exclude non-EU bidders.
• The tight timeline for completion during peak leaf coverage may pose challenges for scheduling and resource allocation.
• The lack of specified insurance amounts for Cyber and Motor liability may create uncertainty for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in tree assessment and management. Viable bidders should possess:

• Experience in using LIDAR and AI technologies for tree surveys.
• Relevant certifications and insurance coverage as specified.
• The capacity to undertake a project of this scale, likely requiring a team of trained personnel.

Consortium or subcontracting arrangements are not explicitly mentioned, but may be permissible depending on the bidder's structure. Preparation for the bid may require approximately 10-15 days, considering the need for detailed documentation and case studies. The incumbent's strength in previous projects may influence the competitive landscape.

11. Where to dig deeper

• Source RFT filename: RFP - AI Tree Surveys.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• "Appendix B2 — Suitability Assessment"
• "Mandatory Requirements Schedule"