SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS RFP NO. 13/ AO PRESCRIBED FIRE MANAGEMENT SERVICES.

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1 SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS RFP NO. 13/ AO PRESCRIBED FIRE MANAGEMENT SERVICES Table of Contents Section Title Page 1 Introduction 1 2 Proposed Schedule 1 3 Instructions to Proposers 1 4 Key Points 2 5 Scope of Work 5 6 Proposal Response Forms 22 Suwannee River Water Management District 9225 CR 49 Live Oak, FL (Fax) (Florida only)

2 SECTION 1 INTRODUCTION The Suwannee River Water Management District (District) is conducting this Request for Proposal from firms that can provide both Prescribed Fire Management and Fireline Services on District lands. Prescribed burning and fireline installation, maintenance and rehabilitation work will be done to facilitate natural community restoration and maintenance, and to reduce the threat and severity of wildfires. To meet prescribed burning acreage goals, the District plans to burn 8,000 12,000 acres per year. SECTION 2 - PROPOSED SCHEDULE August 6, 2014 August 21, 2014 August 28, 2014 Release of Request for Proposals (RFP) Mandatory pre-proposal meeting at 10:00 a.m.* Request for Proposals due prior to 10:00 a.m. Opening will occur at this time.* September 3, 2014 RFP Selection Committee Meeting at 10:00 a.m.* October 14, 2014 Request for Governing Board authorization of contract.* November 3, 2014 Anticipated start date. * Denotes a public meeting. All meetings will be held at District Headquarters in Live Oak, Florida, and all times denote Local Time. SECTION 3 - INSTRUCTIONS TO PROPOSERS QUALIFICATIONS OF PROPOSERS - *TO SUBMIT WITH PROPOSAL* Each Proposer shall submit the following documentation listed under Paragraphs a - d with the Proposal package. Failure on the part of the Proposer to include this information with the Proposal shall render the Proposer non-responsive. Only responsive Proposers will be considered by District for these services. 1. The minimum requirements necessary to meet the qualifications for this Proposal are as follows: a) Proposers are required to fill out the PROPOSAL RESPONSE forms, provided in SECTION 6 of this document for services proposed. b) Proposers are required to complete the PRESCRIBED FIRE INFORMATION forms in SECTION 6 to document experience level and extent of such experience. c) Proposers are required to provide information on projects/contracts that reflect their ability to successfully complete all services proposed (both aerial and ground ignition). Proposers should currently employ Florida Certified Burn Managers who have collectively burned a minimum of 5,000 acres in the state of Florida over the past three years. This work experience should be documented on the SIMILAR PROJECTS form in SECTION 6. d) Proposers should provide names, addresses, and telephone numbers of three (3) clients, not including the District, who can attest to their experience as it relates to the completion of services within this RFP in the Scope of Work. Proposers should fill out the REFERENCES form in SECTION 6 to document this information. RFP 13/ AO - Rx Fire Management Services Page 1

3 2. Mandatory Pre-Proposal Conference: A mandatory pre-proposal meeting will be conducted on August 21, 2014, at 10:00 a.m. at District Headquarters in Live Oak. 3. Delivery of Proposal: One original and five (5) copies and one digital version of the Proposal Response Forms and all other relevant forms provided in SECTION 6 should be sent in one envelope to: Barbara Peaden, Business Resource Specialist III Suwannee River Water Management District 9225 County Road 49 Live Oak, Florida Phone: Proposals are due at the above address by 10:00 a.m. on August 28, Proposals received after this time, for any reason, will be rejected. Proposals that are mailed in should be sent for delivery the day prior to due date. No common carrier guarantees next day delivery to District headquarters. 5. FAX transmittals will not be accepted. 6. All Proposals shall be submitted in sealed envelopes with the following clearly marked in large, bold and/or colored lettering. RFP No. 13/ AO Prescribed Fire Management Services Proposal Opening August 28, :00 a.m. Proposals delivered in an envelope not properly marked with the RFP number and Proposal opening date and time that are inadvertently opened by District personnel will not be considered. The Proposals shall be hand-delivered or mailed, preferably by registered mail. Omission of any required information will deem the bid package as non-responsive. 7. Additional Information: Additional Proposal packages may be obtained by logging on to or by contacting Barbara Peaden, Business Resource Specialist III, at or SECTION 4 KEY POINTS Certification/Training Requirements: Personnel responsible for writing burn plans, requesting burn authorizations from the Florida Forest Service (FFS) and managing prescribed burns must possess a current Florida Prescribed Burn Manager Certification. All crew members must have completed S-130/S-190 Introduction to Firefighting and Fire Behavior. The District will require copies of all certifications and course documentation before the contract is executed. Crew members used as tractor-plow operators or those used to operate machinery for any fireline related work must also complete Florida Silviculture Best Management Practices Training. If training has not been completed, such training shall be completed within one year. Training is provided by FFS on a periodic basis and may also be provided by the District. Selection of Contractor: Based on the limited number of burn days available each year, and the variability of tract size, location, and fuel characteristics, the District has determined it needs 2-3 fully staffed/equipped burn crews to complete fiscal year acreage goals. The District is seeking RFP 13/ AO - Rx Fire Management Services Page 2

4 Proposers that can provide all the staff/equipment needed to complete both prescribed fire and fireline services on assigned work areas and maximize the number of burn days available. Proposers will be compared not only on price, but also on: 1. their experience completing comparably-sized prescribed fire projects safely and in a timely manner; 2. their references (individuals who can provide detailed information about Proposers ability to complete similar projects); 3. number/type of qualified personnel/equipment dedicated to burning on District land each available burn day; and 4. Proposers ability to provide turn-key prescribed fire and fireline services. Winning Proposals will be selected to best meet overall project objectives. Should the successful Proposers be unable at any time to accomplish the work they have been contracted for or meet any of the requirements or standards listed in this RFP, the next ranked Proposers for the same service may be contacted to provide the required work. Challenge of Solicitation Process: If a potential respondent protests any provisions of this RFP, a notice of intent to protest shall be filed with the District in writing within 72 hours after the posting of the Request for Proposal on the District s website. Failure to file a protest within the time prescribed in Section (3), Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes. Challenge of District s Intent to Award Contract: If a respondent intends to protest District s intent to award contract, the notice of intent to protest must be filed in writing within 72 hours after posting of a notice of intent to award contract and the respondent shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any respondent who files a formal written protest pursuant to Chapter , Florida Administrative Code, and Section (3), Florida Statutes, shall post with the District at the time of filing the formal written protest, a bond pursuant to Section (2)(c), Florida Statutes (2014). Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter , Florida Administrative Code, and Section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, Failure to file a protest within the time prescribed in Section (3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes. Americans with Disabilities Act: The District does not discriminate upon the basis of any individual s disability status. This nondiscrimination policy involves every aspect of the District s functions including one s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact Gwen Lord, Contracts & Procurement Coordinator, at or (Florida only). The District s fax number is Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Respondents doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process. RFP 13/ AO - Rx Fire Management Services Page 3

5 Veteran s Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally by the Selection Committee, a veteran-owned business enterprise shall be given preference in the award process. Drug Free Workplace Act: The selected PROPOSER shall certify that it has established a drug free workplace. Public Entity Crime: Section (2)(a), Florida Statutes, states A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Insurance Requirements: If awarded, PROPOSER shall represent and guarantee that all employees, agents, servants or representatives of the respondent, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance. Prior to entering into contract with the District, respondent agrees to furnish the District certificates of insurance on all insurance, naming District as additional insured for items 2 and 3 below, providing evidence that respondent has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida: 1) Workers' compensation insurance as required above; 2) Motor vehicular liability insurance with limits of not less than $1,000,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by respondent to provide the services requested by District; 3) General liability insurance for all services rendered by respondent for the requested services with a minimum of $1,000,000 personal and advertising injury and $1,000,000 general aggregate. The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance. Rejection of Responses: The District reserves the right to reject any and all proposals or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal. Renewal of Contract: The initial contract shall be for a period of one year with the potential for two subsequent one-year renewals based upon the prior year s performance by the Contractor, the District s availability of funding, the same terms and conditions or terms more favorable to the District, and mutual agreement of the District and the Contractor. RFP 13/ AO - Rx Fire Management Services Page 4

6 SECTION 5 - SCOPE OF WORK GENERAL Proposers shall be individuals or firms that can provide both prescribed fire management and fireline services as specified by the District. Contractor shall provide all labor, incidental materials, equipment, tools, transportation and supplies required to complete the work. Services include, but are not limited to, prescribed fire planning and implementation, fire-line establishment, maintenance and rehabilitation, post burn mop-up and monitoring, and, if needed, wildfire suppression. Firms must be able to provide their own equipment and not be dependent on Florida Forest Service (FFS) standby. Prescribed Burner Certification by the State of Florida Forest Service and compliance with Certified Burner Statutes is required. Contractor must be available to respond to any issues that may arise after the Contractor s prescribed burn is complete. These issues could include: smoke management, mop-ups, postburn monitoring needs or escapes. This response must occur within the same day of contact by FFS or District employees, and must include the appropriate personnel, equipment or contingency measures. PROJECT AREA DESCRIPTIONS: In general, District lands are spread out geographically into numerous conservation areas and tracts that contain many fragmented burn units. Travel time from the western side of the District to work areas on the east/southeastern side may take 2-3 hours. Burn units contain variable fuel loading conditions. Based on vegetation characteristics and general accessibility, many burn units will require hand burning with fire-pots to successfully meet burn objectives. Because of the location and layout of District ownership, acres burned per-day averages are around In 2013, Contractors burned approximately 9,200 acres utilizing 64 burn days with approximately 5-10 additional unpaid days for mop-up and smoke-management issues. If Proposers are not familiar with District lands, they are strongly encouraged to conduct site visits before submitting proposals. 1) CONSERVATION AREAS: Proposers will be submitting proposals for work on individual Conservation Areas throughout the District. Many Conservation Areas contain more than one tract or burn unit. Currently there are 38 Conservation Areas that contain acreage targeted for rotational prescribed fire work. Information in Table 1 of SECTION 6 identifies Fiscal Year (FY) 2015 targeted acreage. Although FY 2015 targeted acreage will receive precedence in the planning, budgeting, and implementation process, District staff may move Contractor to other acreage within Conservation Areas because of weather related issues or other changes in planning priorities. Proposers are encouraged to bid on all Conservation Areas they are interested in regardless of whether they contain FY 2015 targeted acreage. Maps of all FY 2015 targeted work areas are included as attachments. Although many units have been burned once over the last five years, fuel levels can still be highly variable; pine-dominated stands can include both natural and planted timber with varying age differences; burns will be scheduled for both the dormant and growing season; and the majority of burns will be scheduled between mid-february and May. On average, the District burns approximately 6,000 10,000 acres per year on these Conservation Areas. Additional RFP 13/ AO - Rx Fire Management Services Page 5

7 Conservation Area information can be found in Table 1 of SECTION 6. Proposers can locate individual tracts within Conservation Areas by going to the District s website at the following link: On the bottom left of this page are links to regions. Use the region information in Table 1 of SECTION 6 to locate directions to individual tracts. 2) MALLORY SWAMP A. Approximately 3,000 acres are targeted for burning in FY Mallory Swamp is located in the southwest region in the upper Steinhatchee Conservation Area. B. Mallory Swamp contains many areas of volatile fuels; minimum burn-block size is approximately 300 acres and maximum burn-block size is approximately 2,000 acres with few opportunities to divide into smaller areas. C. The large block size and wet nature of the tract limit internal block access for firing purposes. It is the District s goal to apply fire across the entire burn blocks whenever possible. It is the District s preference to use aerial ignition services to complete this work. However, Proposers who plan to provide ground-ignition services must have an alternative method in place that will be effective in applying fire to hard-to-reach areas. Examples of these methods may include the use of a flare gun, terra torch, skidder, or 4-wheel drive tractor. Please provide examples of equipment in your Equipment list. D. The District s goal is to burn approximately 3,000-5,000 acres a year on the Mallory Swamp Tract. The preferable time for these burns to occur is late February through May. However, because of variable weather conditions, burns may be scheduled at any time during the year to coincide with favorable burning conditions. Proposers must be able to mobilize quickly to take advantage of favorable weather conditions. E. Mallory Swamp is subject to extreme wet and dry cycles that may limit the number of available burn days. During extreme conditions, burning operations for an entire season may be canceled. F. Some acreage may need mechanical treatment (roller-chopping) for vegetative management purposes before burning is possible; this work may be conducted by other contractors and will be planned/scheduled by District personnel. G. Helicopter dip sites within Mallory Swamp may need periodic maintenance to help maintain their effectiveness and usability in wildfire situations. Prescribed fire contractors can conduct this work and will be compensated based on hourly equipment rates submitted in the Proposal. Equipment needed to maintain these sites may include excavators (with jaws), large backhoes, large rotary mowers, etc. H. Firelines are often limited to roads, ditches and canal edges; Contractor should be prepared to burn from these features. Additional fire-line establishment opportunities are limited and must be authorized by the District s Prescribed Fire Program Manager. The cost of refreshing existing firelines that occur along property boundaries or within burn units should be included in the peracre rate. The cost of grading roads as a method for establishing firebreaks will be paid using hourly equipment rates submitted in the Proposal. RFP 13/ AO - Rx Fire Management Services Page 6

8 I. Contractor will be paid hourly rates for the establishment of new firelines; compensation will be based on hourly equipment rates submitted in the Proposal. Equipment used in the past for establishment work includes: D-6/JD 650 or larger LGP dozers (preferably two) with winches, single-drum roller choppers (5 diameter, 10 wide), forestry or site-prep harrows, and mulching machines (approximately 100 horsepower or greater). J. Proposers bidding on prescribed fire work in Mallory Swamp must provide rates for both ground and aerial burning. AERIAL BURNING Proposers submitting a response for aerial burning are responsible for the following items: A. Aerial burn managers will be responsible for all planning and coordination needed to implement burns; this will include coordination with SRWMD, FFS and all adjacent landowners. B. The day of the burn, aerial burn managers will be responsible for conducting a thorough preignition meeting with all personnel involved. At a minimum, these meetings will identify ignition plans, hazard areas, personnel duties and responsibilities, and contingencies in case of escapes or emergencies, etc. Proposers will be encouraged to coordinate with FFS to obtain additional equipment or personnel the day of the burn. 3) FIRELINE WORK All fireline work will be conducted following both guidelines listed in the District s Fireline Standard (APPENDIX B), and the most current edition of the Florida Forest Service (FFS) Silvicultural Best Management Practices manual. Because old firelines already exist on many burn units, the cost of preparing existing lines before ignition will be included in the Contractor s acre rate. Road grading in Mallory Swamp, for the purpose of establishing firebreaks, will be paid using hourly equipment rates submitted in the Proposal. District staff will work with Contractor to identify the location and method for line preparation before burns are conducted. This may include providing Contractor with shapefiles or hard copy maps. Other separate, stand-alone fireline projects such as the annual maintenance of existing lines, establishment of new lines, or rehabilitation of plowed/pushed lines from wildfires, will be paid based on hourly-equipment rates submitted in the Proposal. This work will be invoiced or itemized separately. On average, the District budgets $5,000 - $15,000 per year for separate fireline projects. Fireline establishment will be conducted in areas where the land has not been cleared and no previous lines have been installed. Equipment used in the past to conduct this work has included: bulldozers, front-end loaders (with rakes), excavators, heavy-duty rotary mowers/mulchers, fireplows and forestry harrows. Fireline maintenance and rehabilitation will be conducted in areas where lines have been previously installed or maintained, or where lines were installed during a wildfire. RFP 13/ AO - Rx Fire Management Services Page 7

9 Maintenance equipment may include forestry harrows, medium-duty harrows, or mediumduty rotary mowers or mulchers. In some areas, roads will be used as firelines and may need to be graded using a motor grader. Rehabilitation equipment may include bulldozers, excavators, forestry harrows, or re-work harrows. WILDFIRE SUPPRESSION AND ESCAPED PRESCRIBED FIRES: Contractor can be assigned wildfire suppression work orders on District property; compensation will be based on personnel and equipment hourly rates submitted in the Proposal. Wildfire suppression charges must be authorized in advance by the District s Prescribed Fire Project Manager. Contractor can be compensated if the wildfire is not related to a prescribed fire they originally ignited. Upon arrival, FFS has full authority under Florida Statutes, section , to manage the incident and may direct Contractor as needed without compensation from District. In the event of an escaped prescribed fire originally ignited by the Contractor, Contractor will be responsible for coordinating with and working under the direction of FFS on containment, mopup and monitoring issues until the fire is called out by FFS. During this process, Contractor may be responsible for paying suppression costs charged by FFS and may be required to conduct work or provide assistance without compensation by the District. LONG-TERM MOP- UP, SMOKE MANAGEMENT AND RE- BURN SITUATIONS: Contractor will be responsible for conducting all mop-up, monitoring and long-term smoke management procedures. On sites where duff ignition occurs, Contractor will be responsible for completely mopping up these areas to limit potential mortality of pine timber or other desirable species. Within the first two days following a burn, Contractor will be required to conduct this work as a part of normal burning operations and will be included in the acre rate. After this two-day time period, Contractor may be compensated for additional time needed to mop-up, manage, or monitor long-term smoke and re-burn issues with prior approval by the District. Compensation must be authorized by the District s Prescribed Fire Project Manager and will be based on hourly personnel and equipment rates submitted in the Proposal. Compensation will not be provided if District personnel determine a lack of due diligence and planning occurred before ignition began, or if proper procedures were not taken to conduct initial mop-up operations within the first two days and secure fire after ignition was completed. SUBMITTALS Prescribed Burn Plans Burn plans must be developed by a Florida Certified Burner prior to the proposed burn date. Plans will be written on either the FFS or District prescribed burn form or an alternative form approved by the District Prescribed Fire Project Manager. The prescribed burn plan shall be in accordance with Florida Statutes, subsection (3), Certified Prescribed Burning, and Florida Administrative Code, 5I-2.006(2), Open Burning for Certified Burn Managers. Fully completed, legible plans will be delivered to the District Prescribed Fire Project Manager within five business days following the completion of each burn. These plans must be signed by the Burn Manager with the burn authorization number indicated. Plans can be scanned and ed, faxed or hand delivered. They must include all actual weather data recorded the day of the burn and any other planning notes recorded before or during the burn. RFP 13/ AO - Rx Fire Management Services Page 8

10 Burn Managers will follow the District s Weather Parameter Standards (APPENDIX A) when planning and implementing prescribed burns. Fire weather forecasts for the appropriate county containing the burn site will be used the day of the burn. These are available from the following National Weather Service online sources: Jacksonville: Tallahassee: Tampa: version=1&glossary=1 A copy of these forecasts must accompany the burn plan when submitted to the District. The District requires that Contractor provide good records of all pre-burn planning and siteevaluation measures as well as actual firing techniques used during prescribed burn implementation. This includes full documentation of information such as: burn purpose and objective, maximum crown scorch acceptable, forecasted and actual weather conditions, spot weather forecasts, soil moisture conditions (including soil saturation and depth to water in wetlands), the location of heavy duff layers, days since rain, amount of rain received on the actual burn block, Keetch-Byram drought index (KBDI), etc. This information should be included in the burn plan or as an attachment. The burn purpose, burn objective, and maximum crown-scorch parameters will be determined by District staff. This information will be conveyed to Contractor before the burn is implemented to help with burn plan development. In general, the burn purpose will describe an overall goal such as site preparation or hazard reduction, and the burn objective will identify a specific, measurable, parameter such as consume 75% of groundcover fuels or top-kill 50% of hardwoods less than three (3) inches diameter at breast height (DBH). Prior to the burn, Burn Managers will evaluate the site to determine the type of ignition methods, firing techniques and weather conditions needed to meet the pre-determined objective, safely conduct the burn, and minimize negative effects such as duff ignition/soil damage, crown scorch, or smoke-management problems. This information will be included in the burn plan. A copy of the burn plan and a site map showing burn area location, firelines, roads, and natural features shall be in the possession of the Burn Manager at the time of the burn. District staff will provide Burn Manager with a map and/or ground location point of any areas personnel should avoid. These sites may contain historical resources, threatened and endangered plant or animal locations, public use facilities or exotic plant infestations. District staff may instruct personnel to avoid disking, plowing or igniting fires in these areas. Contractor will notify the District s Prescribed Fire Project Manager as soon as possible but at least within 24 hours if the following circumstances occur after the burn has been completed: 1) fire has escaped, 2) burn objectives were not met, 3) maximum crownscorch parameters were exceeded, 4) duff ignition occurred, or 5) negative conditions or smoke-management problems occurred or are anticipated. Prescribed Burn Notification - By 5:00 p.m. one day prior to ignition or by 8:30 a.m. the day of the burn, the Burn Manager responsible for conducting the burn will notify the District Prescribed RFP 13/ AO - Rx Fire Management Services Page 9

11 Fire Project Manager by indicating the location of the burn area (Section, Township, Range), the tract name, the county where the burn will be conducted, and the approximate acreage planned. The Administration & Operations Bureau Business Resource Specialist and the District Receptionist will also be copied on this . Implement Burn Plans Prescribed fires on District lands are required to be conducted in compliance with Florida Statutes, subsection (3), Certified Prescribed Burning, and Florida Administrative Code, Chapter 5I-2, and any other applicable laws. All prescribed fires will also be conducted in compliance with all aspects of the District Prescribed Fire Standards (APPENDIX-A). Fireline installation and plowing will follow guidelines identified in the District s Fireline Standards (APPENDIX-B) and the most current edition of the Florida Forest Service (FFS) Silvicultural Best Management Practices manual. Escaped Prescribed Fires - In the event of an escaped prescribed fire, Contractor shall initiate suppression actions, contact FFS, notify the District Prescribed Fire Project Manager or the District Administration & Operations Bureau Director and contact directly affected parties. In general, the District Prescribed Fire Project Manager will lead all discussion with affected parties. The Burn Manager responsible for conducting the burn should document the conditions of the escape using photos, GPS data, maps, and a written narrative describing the incident including any adverse results and any lessons learned or measures that could be taken in the future to prevent another incident. Any involvement from FFS to contain the escape should also be documented. Written or communication outlining the general details of the incident shall be sent to the District Prescribed Fire Project Manager within 48 hours. A full report documenting all the above information should be submitted to the District within one week following the incident. Shapefiles Before a burn is conducted, District will provide Contractor with GIS shapefiles of areas to be burned. After the burn is complete, Contractor must submit a shapefile showing the areas that were actually burned. These shapefiles must be included with each invoice. To receive payment, the acreage identified in shapefiles must be identical to the acreage listed on the invoice to the nearest 1/10 acre. Shapefiles will be in accordance with the following metadata standards: NAD_1983_HARN_StatePlane_Florida_North, Feet. The District shall field verify and pay based on verified acreage within 30 days of verified billings. EQUIPMENT INFORMATION: Contractor should have a minimum of one engine and one tractor/plow unit on site during burning operations. On burns greater than 150 acres, Contractor should have a minimum of two engines and one tractor/plow unit. On all aerial burns and all burns conducted in Mallory Swamp, Contractor should have a minimum of two engines and two tractor/plow units on site. Contractor is also required to provide all personal protective equipment (PPE) listed in the District Prescribed Fire Standard under Training and Safety Requirements (National Wildfire Coordinating Group (NWCG) Standard). (APPENDIX A) Minimum Wildland Engine Specifications: Wildland engines used by Contractor on District burns must meet or exceed all equipment specifications of the National Wildfire Coordinating Group (NWCG) for Type 6 engines, with the added requirements of four-wheel drive (4X4) and foam proportioner. Type 6 specifications include: minimum tank size of 150 gallons; a pump rated at 50 gallons per minute 100 pounds per square inch (PSI); a hose and reel with a RFP 13/ AO - Rx Fire Management Services Page 10

12 minimum of 50 of 1 hose; 300 feet of additional 1 hose; fire hydrant adapters and the ability to draft water from a 10 lift. Minimum Tractor/Plow Specifications: NWCG Type 4 tractor/plow; horsepower (HP); must be Low Ground Pressure (LGP). Fireplow depth height should be hydraulically controlled. INVOICES: Contractor should invoice the District on a monthly basis for all work completed. Contractor may also submit invoices on a bi-weekly basis if needed. Invoices must include the following information: the day(s) work was conducted, acres burned each day (to the nearest 1/10 acre), and tract name. For separate fireline work or on tracts utilizing hourly rates for prescribed burning, Contractor should also include an itemized list of services rendered, personnel and/or equipment used each day and their corresponding rates. Any mobilization costs should also be included. With each invoice, Contractor must also submit a GIS shapefile showing actual acres burned. If fireline work is conducted, Contractor will also be required to submit shapefiles of these treatment areas. To receive payment, the acreage identified in shapefiles for prescribed fire work must be identical to the acreage listed on the invoice. Payments will be made to the nearest 1/10 acre. Contractor must also submit completed burn plans with attached fire weather forecasts. Payment will be processed after District personnel field check and verify acreage. Payments shall be made within 30 days of staff approving the invoice. PAYMENTS: Acre Rates: Payments based on acre rates will include all pre-burn planning, existing fire-line preparation, ignition and stand-by time, mop-up and monitoring time as well as all other labor, materials, equipment, tools, transportation (of personnel), equipment mobilization, and supplies required to complete the work. Hourly Rates: District staff will determine when and where hourly rates can be applied. Hourly rates will only be paid for the time personnel or equipment is on-site conducting work. Prescribed Burning: In general, hourly personnel and equipment rates can be applied to any tract that needs extra time and attention to better meet prescribed burn objectives or to areas that have special safety concerns as determined by District. Post Burn or Wildfire Activity: Hourly rates can be applied to long-term mop-up, monitoring, or re-burn situations, and for wildfire suppression as approved by District. Firelines: Hourly rates can be applied to fireline related work such as annual maintenance, new establishment, rehabilitation (from wildfires), and road-grading work in Mallory Swamp for the purpose of establishing firebreaks. Payment will be made based on hourly equipment rates and should be invoiced or itemized separately. The cost of refreshing existing firelines prior to the implementation of annual prescribed fire work must be included in Proposer s per-acre burn rate. Daily Rates: Payments based on daily rates will only be applied on the Mallory Swamp Tract. Daily rates will be utilized in situations where extra time and attention is needed to better address prescribed-burn goals, safety concerns or maximize available burn days. Rates will RFP 13/ AO - Rx Fire Management Services Page 11

13 include all pre-burn planning, existing fire-line preparation, ignition and stand-by time, mop-up and monitoring time as well as all other labor, materials, equipment, tools, transportation (of personnel), equipment mobilization, and supplies required to safely and effectively complete the work. Daily rates will be approved in advance at the sole discretion of the District. Mobilization: Contractor cannot invoice for mobilization costs when burning areas that utilize acreage rates. These costs must be included in the per-acre rate submitted in the Proposal. On areas utilizing hourly rates, Contractor can invoice for the one-way cost of mobilizing equipment but not for demobilization. One-way mobilization prices should be included on the hourly bid sheets. Contractor may be compensated for time spent mobilizing to a tract without being able to conduct ignition operations due to unforeseen conditions. This may happen because of issues involving weather conditions, problems obtaining burn authorizations, etc. Compensation will be based on hourly personnel rates submitted in the Proposal. Under these situations and with authorization by the District s Prescribed Fire Project Manager, Contractor can invoice the District for two (2) personnel hours for all personnel mobilized. The District s Prescribed Fire Project Manager should be notified immediately if this situation occurs. Compensation will be limited to one time per tract per fiscal year. RFP 13/ AO - Rx Fire Management Services Page 12

14 APPENDIX - A SUWANNEE RIVER WATER MANAGEMENT DISTRICT PRESCRIBED FIRE STANDARDS June 1, 2012 INTRODUCTION This Standard is designed to define procedures to be used by personnel involved in the planning, reviewing, approving and implementing of prescribed fire on Suwannee River Water Management District (District) property. GUIDELINES 1. Prescribed Fire Implementation Prescribed fires on District lands are required to be conducted in compliance with Florida Statutes Chapter (3) Certified Prescribed Burning, Florida Administrative Codes, Chapter 5I-2, and any other applicable laws. Fireline installation and plowing will follow guidelines identified in the District Fireline Standards document and the most current edition of the Florida Forest Service (FFS) Silvicultural Best Management Practices manual. By 5:00 PM one day prior to ignition or by 8:30 AM the day of the burn, the Burn Manager responsible for conducting the burn will notify the District Prescribed Fire Project Manager by indicating the location of the burn area (Section, Township, Range), the tract name, the county where the burn will be conducted, and the approximate acreage planned. The Administration and Operations Business Resource Specialist and the District Receptionist will also be copied on this . In the event of an escaped prescribed fire, Contractor should initiate suppression actions, contact FFS, and then notify the District Prescribed Fire Project Manager or the District Sr. Land Resources Manager immediately. If the escape impacts private property, the landowner should be contacted by the District Prescribed Fire Project Manager. The Burn Manager responsible for conducting the burn shall document the reasons for the escape using photos, GIS/GPS, maps, and a written narrative describing the incident including any adverse results; any involvement from FFS to contain the escape should also be documented. Written communication outlining the general details of the incident shall be sent to the District Prescribed Fire Project Manager within 48 hours. A full report documenting the all the above information shall be submitted within one week following the incident. 2. Prescribed Burn Manager Requirements All prescribed fires on District land will be managed by a Florida Certified Prescribed Burn Manager with a current Florida certification number. The certified Burn Manager must be present on site at all times during burn operations. An updated copy of the Burn Manager s current certification status card, provided annually by FFS, must be provided to Prescribed Fire Project Manager prior to ignition. All required personnel, equipment, firebreaks and permits as established by law must also be accounted for prior to ignition. RFP 13/ AO - Rx Fire Management Services Page 13

15 3. Training/Safety Criteria Due to the inherent dangers of working with fire, minimum requirements must be implemented to ensure that personnel are adequately trained and equipped to participate in a prescribed fire. These minimum requirements apply to all participants involved in prescribed fire on District lands including District personnel, burn contractors, cooperators from other agencies and students. Minimum Training (all personnel): 1) Florida Best Management Practices (BMP) Training; crew members used as tractorplow operators or those used to operate machinery for any fireline related work are required to complete this training. If training has not been completed, Contractor will be required to obtain training within one year. Training is provided by FFS on a periodic basis and will also be provided by the District. 2) Completion of training equivalent to the National Wildfire Coordinating Group Red card training for Firefighter 2, which includes: A) Introduction to Firefighting (S-130) B) Introduction to Fire Behavior (S-190) Prescribed Burn Training (Burn Managers): 1) Broadcast Burning: All Burn Managers are required to complete the Florida Certified Prescribed Burn Manager certification process. This is obtained by complying with paragraph 5I-2.006(2)(c) F.A.C. and requires: A) Satisfactory completion of the Prescribed Fire Correspondence Course and direct experience in three burns prior to taking the course or; B) Satisfactory completion of the Florida Inter-Agency Basic Prescribed Fire Course and direct experience in three prescribed burns after completion of training. 2) Pile Burning: To conduct pile burning activities on District land, Burn Managers are required to obtain a Pile Burning Certification from the FFS as described in F.A.C 5I (8)(c). Details about how to obtain this Certification can be found by calling your local District FFS office. Optional Training 1) Optional training courses recommended for Burn Managers and personnel include: Intermediate Fire Behavior course (S290); Smoke Management Techniques (RX410); Introduction to Fire Effects (RX310), Applied Fire Effects (RX510); Prescribed Burn Boss (RX300) and the Southern Engine Academy. Personal Protection Equipment: All personnel present during burn operations must be equipped with and use the following personal protective equipment: Nomex or Aramid fiber fire trousers and fire shirts, hard hats, eye protection, 8 high (minimum) leather boots, leather gloves and approved fire shelters. All personnel on a burn site must have two-way radio communications with the Burn RFP 13/ AO - Rx Fire Management Services Page 14

16 Manager and required suppression equipment. Contractors are also encouraged to obtain radios that are programmable and contain current FFS frequencies. 4. Prescribed Burn Objectives The burn objective, burn purpose, burn season, and crown-scorch parameters for each prescribed burn will be determined by District staff. This information will be conveyed to Burn Managers before the burn is implemented to help with burn plan development. In general, the burn purpose will describe an overall goal such as site preparation or hazard reduction and the burn objective will identify a specific, measurable, parameter such as remove 75% of available fuels or top-kill 50% of hardwoods <3 DBH. Prior to the burn, Burn Managers will evaluate the site to determine the type of ignition methods, firing techniques and weather conditions needed to meet the pre-determined objective, safely conduct the burn, and minimize negative effects such as duff ignition/soil damage, excessive crown scorch, or smoke management problems. This information will be included in the burn plan. 5. Prescribed Burn Plans Burn plans will be written on either the FFS or District prescribed burn form or an alternative form approved by the District Prescribed Fire Project Manager. Fully completed, legible, burn plans will be delivered to the District Prescribed Fire Project Manager within one week following the completion of the burn. These plans must be signed by the Burn Manager with the burn authorization number indicated. Burn Managers will follow the District s Weather Parameter Standards listed below when planning and implementing prescribed burns. Fire weather forecasts for the appropriate county containing the burn site will be used the day of the burn. These are available from the following National Weather Service online sources: Jacksonville: Tallahassee: Tampa: CI&version=1&glossary=1 A copy of these forecasts must accompany the burn plan when submitted to the District. The District requires that Contractors keep good records of all pre-burn planning and site evaluation measures as well as actual firing techniques used during prescribed burn implementation. This will include full documentation of information such as: burn objective and purpose, maximum crown scorch acceptable, forecasted and actual weather conditions, soil moisture conditions (including soil saturation and depth to water in wetlands), the location of heavy duff layers, days since rain, amount of rain received on the actual burn unit prior to ignition, KBDI, etc. This information should be included in the burn plan or as an attachment. RFP 13/ AO - Rx Fire Management Services Page 15

17 KBDI and rainfall accumulation criteria will be calculated using the following process: KBDI will be tracked at the FFS website. It will be based on the detailed view of the Perry, Suwannee, or Waccasassa FFS District. Contractor should approximate the location of their burn unit on this map. Rainfall accumulations will be based on gauge or map data from: 1) The District s website at: 2) The NOAA Southern Region website at: 3) Other approved websites showing rainfall data. 4) From rainfall gauges installed on the actual burn unit. A copy of the burn plan and a site map showing burn area location, firelines, roads, and natural features shall be in the possession of the Burn Manager at the time of the burn. District staff will provide Burn Managers with a map and/or ground location point of any areas personnel should avoid. District staff may ask personnel to avoid disking, plowing or igniting fires in these areas. These sites may contain historical resources, threatened and endangered plant or animal locations, public use facilities or exotic plant infestations. Contractor will notify the District s Prescribed Fire Project Manager as soon as possible, but at least within 24 hours, if the following circumstances occur after the burn has been completed: 1) fire has escaped, 2) burn objectives were not met, 3) maximum crown-scorch parameters were exceeded, 4) duff ignition occurred, or 5) negative conditions or smoke management problems occurred. 6. GIS Requirements Contractor must submit a shapefile showing acres burned with each invoice. To receive payment, the acreage identified in the shapefile must be identical to the acreage listed on the invoice to the nearest 1/10 acre. District staff will field verify and make payment based on this acreage. Shapefiles will be in accordance with the following metadata standards: NAD_1983_HARN_StatePlane_Florida_North, Feet. RFP 13/ AO - Rx Fire Management Services Page 16

18 WEATHER PARAMETER STANDARDS [Adapted from: Florida Forest Service Prescribed Fire Standards For State Lands and Contract Burning December 2005] Parameter Narrative Ground Ignition Aerial Ignition ** 1. Relative Humidity RH>35% no restriction RH 30-35% Project Manager can approve RH< 30% District can approve Over 35% no restriction. RH Project Manager can approve RH < 30% District can approve 2. Fine Dead Fuel Moisture 6% Minimum. Based on predicted fine fuel moisture (from tables) or direct measurement 8% Minimum. Based on predicted fine fuel moisture (from tables) or direct measurement 3. Wind Speed 4. Dispersion Index (Review night dispersion for any burn near a smoke sensitive area, esp. if 100 and 1000 hr. fuels are present) 5. KBDI Maximum forecast 20 ft. wind speed is 20 mph. WS<15 no restriction WS District can approve 70 Maximum 24 Minimum Daytime District can approve if burn is within special night burn area. 6 Minimum Nighttime, except in areas designated 3 or higher. <500 no restriction except Days since Rain District can approve. Same as for ground ignition. 65 Maximum 35 Minimum Daytime District can approve if burn is within special night burn area. Same as for ground ignition. RFP 13/ AO - Rx Fire Management Services Page 17

19 6. Days Since Rain 7. Rain Accumulation 8. Temperature KBDI <300 Days since rain can be ignored. KBDI >300 and < Day Maximum. KBDI >400 and < Day Maximum. KBDI >500 and <600 5 day Maximum. Normal weather conditions > =.25 inch *Drought conditions >= 1 inch 95ºF maximum when targeting the consumption of woody fuels or 90ºF with mature pine canopy Same as for ground ignition Same as for ground ignition Same as for ground ignition 9. Smoke Management 9 mph Minimum transport wind speed 7 mph minimum transport wind speed if burn is within special night burn area ft. Minimum Mixing Height Same as for ground ignition Burn authorizations can be approved through consensus by the Prescribed Fire Project Manager and the Land and Facilities Operations Manager if one or more parameters are outside the standards listed above. *Drought conditions will be tracked using the Palmer Drought Severity Index (PDSI) for Region- 2 Florida. Drought conditions will be determined by a PDSI reading of -3.0 or less which indicates severe or extreme drought conditions. **Aerial ignition burns will require approval from the Land and Facilities Operations Manager. RFP 13/ AO - Rx Fire Management Services Page 18