SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS NO. 16/17-008AO FORESTRY CONSULTING SERVICES. Table of Contents

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1 SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS NO. 16/17-008AO FORESTRY CONSULTING SERVICES Table of Contents Section Title Page 1 Introduction 2 2 Proposal Schedule 2 3 Instructions to Proposers 2 4 Key Points 3 5 Scope of Services 7 6 Proposal Response Forms and Project Cost Schedules 9 Suwannee River Water Management District 9225 CR 49 Live Oak, FL (Fax) (Florida only)

2 SECTION 1: INTRODUCTION The Suwannee River Water Management District (also referred to as SRWMD or District) owns and manages approximately 160,000 acres of forestland in north central Florida for protection of floodplains and their associated habitats. These properties are managed under a multiple-use policy that emphasizes water resources protection, maintenance and restoration of the natural state and condition, and utilization of timber harvests to achieve natural community goals. SRWMD is requesting Proposals from firms (also referred to as Contractor) that can provide forestry consulting services for the specified timber sales. SECTION 2: PROPOSED SCHEDULE January 6, 2017 January 13, 2017 January 20, 2017 January 31, 2017 February 14, 2017 * Denotes a public meeting. Release of Request for Proposals (RFPs). Pre-Proposal meeting at 10:30 AM at sale sites starting at Blue Sink Sale. * Proposals due prior to 10:00 AM at District headquarters in Live Oak. Opening of Proposals will occur at this time * Selection Team meeting* Consideration by Governing Board, if required* SECTION 3: INSTRUCTIONS TO PROPOSERS Proposal Document: Any individual or firm desiring to provide services for this project shall apply for consideration with a letter of application and the following specific information: 1. Provide an overview of the proposed approach in 1,000 words or less. This overview should show an understanding of District scope of work, requirements and deliverables and propose a plan of work that will be used to complete the requirements of the District in a timely manner. The major aspects of the proposed plan of work should be sufficiently detailed to give the District s Selection Committee an insight into the activities that are being proposed to meet the project objectives in a timely manner. Any Contractor or firm who submits a proposal will be required to have GIS capabilities and T-Cruise software (including. tce and.mdb) consistent with those of the District. 2. List the Project Team that will be assigned to this task. Information on education, training, experience, certifications, and continuing education should be provided so the Selection Committee may clearly be able to understand the qualifications of the Firm/Team that is being assigned to complete this project. Similar sized projects that have been completed by the firm/team should be briefly highlighted and discussed. Describe the firm s use of T-Cruise, current workload and the ability of the firm to add a project of this scope within the proposed timeframes. 3. Forms in Section 6 Proposal Response Forms and Project Cost Schedule and Similar Projects Form. Each Proposer shall submit the documentation stated above with the proposal package. Failure on the part of the Proposers to include the above with the proposal shall FORESTRY CONSULTING SERVICES Page 2 of 12

3 render the Proposers non-responsive. Only responsive Proposers will be considered by District. Delivery of Responses: Proposers are required to complete and submit a Proposal response consisting of one (1) signed original, one (1) copy and 1(one) digital copy (.pdf format preferred). Pennie Flickinger, Business Resource Specialist III Suwannee River Water Management District 9225 County Road 49 Live Oak, Florida Phone: Proposals are due at the above address prior to 10:00 AM on January 20, Proposals received after this time, for any reason, will be rejected. FAX or transmittals will not be accepted. All responses shall be submitted in sealed envelopes with the RFP # 16/ AO and opening time and date clearly marked in large, bold and/or colored lettering. Responses delivered in an envelope not properly marked with the RFP number and opening date and time, that are inadvertently opened by District personnel, will not be considered. The proposal shall be hand-delivered or mailed. No common carrier guarantees next day delivery to SRWMD headquarters. SECTION 4: KEY POINTS Evaluation by District: Each sale will be considered separately and awarded separately. In accordance with sub-section (1)(b) 4, the contract shall be awarded to the responsible and responsive vendor who submits the proposal that is the most advantageous to the District as determined using the criteria listed in Evaluation of Proposals section. Challenge of Solicitation Process: If a potential Proposer 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 invitation to 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 Proposer 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 Proposer shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any Proposer 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 (2013). 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 FORESTRY CONSULTING SERVICES Page 3 of 12

4 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 and 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. Proposers 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. 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(s) 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 proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals 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, PROPOSERS shall represent and guarantee that all employees, agents, servants or representatives of the Proposer, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance. Prior to entering into contract with the District, Proposer 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 Proposer 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 Proposer to provide the services requested by District; 3) General liability insurance for all services rendered by Proposer for the requested services with a minimum of $1,000,000 personal and advertising injury and $1,000,000 general aggregate. FORESTRY CONSULTING SERVICES Page 4 of 12

5 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. District also reserves the right to waive any minor deviations in an otherwise valid proposal. Renewal of Contract: The contract is expected to be for the period sale preparation through the timber harvest contract (12 months) plus 30 days. This contract may be extended if the harvest is not completed at that time. Due to the specificity of this project no renewals are anticipated. Qualifications of Proposers: The minimum requirements necessary to meet the qualifications for this contract are as follows: a) Have five (5) years experience in managing timber sales of 100 acres each or more (project experience must be by the individual(s), firm, or project manager(s) assigned to the project). Proposers shall include information which clearly demonstrates their training, experience and ability to meet this requirement; and b) Have completed at least four (4) projects of the nature specified in the applicable Scope of Services over the past three (3) years. Proposers shall use the SIMILAR PROJECTS form provided to list the names of the project(s), including the personnel assigned to each, and the names of the agencies/companies for whom the work was performed, including a contact person and telephone number. Disqualification of Proposers: Any of the following causes shall be considered as sufficient grounds for the disqualification of a Proposer and the rejection of his proposal: a) Submission of more than one proposal for the same work by an individual, firm, partnership or corporation under the same or different names; b) Evidence of collusion among Proposers; c) Incomplete work for which the Proposer is committed by contract, which, in the judgment of District, might hinder or prevent the prompt completion of work under this contract if awarded to Proposer; d) Being in arrears on any of his existing contracts with District or in litigation with District or having defaulted on a previous contract with District; e) Any other cause which, in District s judgment and discretion, is sufficient to justify disqualification of a Proposer or the rejection of the proposal. If items c or d above are considered to be applicable to any prospective Proposer by District prior to the issuance of proposal documents, the prospective Proposer will be notified and will not be allowed to pick up proposal documents or submit a proposal for the work. If a proposal is submitted, District will notify the prospective Proposer and the proposal will not be opened. FORESTRY CONSULTING SERVICES Page 5 of 12

6 Evaluation of Proposals: Responses shall include information or documentation regarding, and will be evaluated using, the following evaluation criteria: Criteria Weight Score Total 1. Overview of the Respondent, understanding of the 15% Requested Scope of Work and its ability to furnish the required services. (Score 1-10) 2. Project Team s past experience and performance on 25% comparable timber sales, software and forestry consulting services. Project Team s Qualifications. (Score 1-10) 3. Project Cost effectiveness - The responsive and 30% responsible Respondent whose fee proposal is the lowest received will be scored highest and next lowest sequentially thereafter. (Score 1-10) 4. Similar Projects (up to the past five years). (Score 1-10) 20% 5. Location Include the location of the office from where the 10% Respondent s staff identified in the proposal will be working. (within 50 miles = 10; miles = 8; or more = 4;) TOTAL 100% Evaluation Rating Scale (1 10): More than adequate: 8 10 Adequate: 5 7 Less than adequate: 1 4 Not covered in proposal: 0 Execution of Contracts: Two copies of the contract will be provided to the selected Proposers after approval by the Executive Director or Governing Board. The Proposers, within ten (10) days of the date of receipt, shall execute and return both copies of the contract to District, along with the following: a) A completed Internal Revenue Service Form W-9; b) Satisfactory evidence of all required insurance coverage; c) Proof satisfactory to District of the authority of the person or persons executing the contract on behalf of the Proposers; and d) All other information and documentation required by the contract documents. The above documents must be furnished, executed and delivered, before the contract will be executed by District. The contract shall not be binding upon District until it has been executed by District and fully executed contract is delivered to Contractor. District reserves the right to cancel FORESTRY CONSULTING SERVICES Page 6 of 12

7 the award without liability and at any time before the contract has been fully executed by all parties and delivered to Contractor. Failure to Execute Contract: Failure upon the part of the Proposers to whom the contract has been awarded to execute and deliver the contract, and to furnish the evidence required in Execution of Contracts a d above, within ten (10) days after the date of award shall be just cause, if District so elects, for the annulment of the award. Notice and Services Thereof: All notices given by District, under the provisions of this contract, shall be in writing, and service of same may be in either of the following manners: a) By delivery of such notice to the Proposers or to any office of the Proposers if said Proposers be a corporation, or to any agent of the Proposers. b) By mailing such notice by United States mail to the address of the Proposers shown on the Proposer s proposal. District shall not accept as filed any electronically transmitted facsimile pleadings, petitions, notice of protests or other documents. Florida Sales Tax: The attention of all prospective Proposers is directed to the fact that District is exempt from payment of State of Florida sales tax pursuant to section (6), Florida Statute. The tangible personal property that is the subject of this contract is intended to remain tangible personal property and not become a part of public works owned by the District. Time of Completion: Each Proposer agrees that the time of completion is of the essence and further agrees that if awarded the contract, he shall proceed with the specified work in accordance with the approved schedule. SECTION 5: FORESTRY CONSULTING SCOPE OF SERVICES Timber Sale Management Scope of Work: Two timber sales are in this proposal. The sales are marked thinnings of pine timber. The goal is to select trees to leave that will continue to grow on the site but reduce conditions that may lead to Southern Pine Beetle infestation. Harvesting must be planned to minimize negative impacts to the leave trees and wetland areas imbedded in the sale block. The District shall award each of these projects individually through independent review. Timber sales can only be approved by the Governing Board, which meets monthly. District and Contractor shall coordinate on work implementation and timber sale advertising dates in order to present the recommendation to the Board as quickly as possible. District timber sale contracts are for 12-month terms with extensions granted for time the harvesting is stopped due to flooding or saturated soils. DELIVERABLES Project Plan This document shall identify major milestones and timeframes to prepare the timber sale and deliver information to the District that is needed to advertise the timber sale. It is the District s goal to advertise these sales to buyers within 60 days of awarding this contract. Implementation of Timber Sale Preparation Implement plan to include the following items (and others as needed): delineate and inventory sale block(s), designate products to be sold, provide FORESTRY CONSULTING SERVICES Page 7 of 12

8 timber cruise and T-cruise data with digital GIS sale map (shapefile), provide site specific terms for sales contracts, if needed, recommend improvements to road systems, and be available for any necessary meetings. Provide DRAFT Invitation to Bid (ITB) for the timber sale using the District form. Implementation of Timber Harvest Inspections and Reconciliations After the timber sale contract has been executed, coordinate with logger for Preharvest meeting and document timber harvesting operations using District provided spreadsheets or word documents. Inspections should typically be twice a week during harvesting or more frequently if needed to assure logging conformance. Inspections shall include picking up white security tickets, taking a picture of loader sheet, inspection of areas harvested for compliance with contract and inspection documentation using Pre-harvest, Periodic or Final Inspection form. Receive and review weekly reconciliation of timber harvested by logger. Match every security white load ticket with the pink security load tickets used by logger. Store load sheets, security tickets, mill tickets and revenue reconciliation at Proposer s office and update the Timber Sale Reconciliation Template 2017 required for per unit sales with each weekly reconciliation. Any discrepancies should be documented with timber buyer and corrected. District should be advised of any discrepancies and proposed solutions immediately upon discovery. Deliver timber tracking reports to the District no less than twice a month when a timber operation is underway. Scan completed inspection forms and updated reconciliation spreadsheets as acceptable documentation while harvesting is underway. All Inspection forms and timber tracking reports are available from SRWMD. Storage of Harvested Timber Records While a timber harvest is underway, all timber harvest records must be organized, compiled and stored with contracted forestry consultant, ready for inspection by District. Timber Sale Closeout Within 14 days of harvest contract closing, all original records must be delivered to SRWMD for final storage. A shapefile of final harvested area, if different from planned sale area, and the final spreadsheets of the Timber Sale Reconciliation Template 2017 must also be delivered. PAYMENTS Payments are proposed to be made on the following schedule based on completion of tasks and acceptance by District. The Proposer may suggest an alternative schedule for the District to review. Project Plan and Implementation of Timber Sale Marking and Preparation: 70% Timber Sale Inspections (paid at completion of logging) 10% Timber Sale Closeout 20% No payments will be made without complete delivery of products or settlement statements. FORESTRY CONSULTING SERVICES Page 8 of 12

9 SECTION 6: PROPOSAL RESPONSE FORM AND PROJECT COST SCHEDULES Company Name - Proposer FEID #: Proposer Representative/ Title Address City, State, Zip Code Telephone Number Fax Number address The undersigned, as Proposer, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no person other than herein mentioned has any interest in this proposal or in the agreement to be entered into; that this proposal is made without connection with any other person, company or parties making a proposal; and that it is in all respects fair and in good faith without collusion or fraud. Proposers represents to District that, except as may be disclosed in Addendum hereto, no officer, employee or agent of District has any interest, either directly or indirectly, in the business of the Proposers to be conducted under this Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should they be awarded the proposal. The Proposers further declares that they have examined the documents and informed themselves fully in regard to all conditions pertaining to the work to be done; that they have examined the specifications for the work and other contract documents relative thereto and have read all of the Addenda furnished prior to the opening of the proposals, as acknowledged below; and that they have satisfied themselves relative to the work to be performed. The Proposer agrees, if this proposal is accepted, to contract with District; to furnish everything necessary to complete the work covered by this proposal and other contract deliverables for District through contract termination. Proposer Signature:

10 Timber Sale #1 - White Springs Tract #1 FORESTRY CONSULTING SERVICES PROJECT COST SCHEDULE This sale is an initial thinning of a natural stand of mixed loblolly and slash pine. This will be a marked timber sale. The sale is estimated at 106 acres. This will be a thinning from below to leave the best trees to grow. The stand after harvest should average 50 square feet of basal area per acre with a range of 40 to 60 considered acceptable in forested areas. Preference will be given to slash pine over loblolly pine during selection. No longleaf pine will be harvested. All tree marking paint, flagging and any other supplies or expenses needed to mark and monitor this sale will be provided by the Proposer. All expenses incurred, including but not limited to travel, meals, lodging, copies, etc., are borne by Contractor and are not separately chargeable to District. Rate Fee per acre $ /Acre Proposer Signature: Date: FORESTRY CONSULTING SERVICES Page 10 of 12

11 Timber Sale #2 - Blue Sink Tract #3 FORESTRY CONSULTING SERVICES PROJECT COST SCHEDULE This sale is an initial thinning of a stand of mixed loblolly and planted slash pine. This will be a marked timber sale. The sale is estimated at 140 acres. This will be a thinning from below to leave the best trees to grow. The stand after harvest should average 30 square feet of basal area per acre with a range of 20 to 40 considered acceptable. Preference will be given to slash pine over loblolly pine during selection. No longleaf pine will be harvested. All tree marking paint, flagging and any other supplies or expenses needed to mark and monitor this sale will be provided by the Proposer. All expenses incurred, including but not limited to travel, meals, lodging, copies, etc., are borne by Contractor and are not separately chargeable to District. Fee per acre $ Rate /Acre Proposer Signature: Date: FORESTRY CONSULTING SERVICES Page 11 of 12

12 SIMILAR PROJECTS FORM Date: Proposer: Please complete the form below showing four completed projects within the past three years that are related to the scopes of services described herein. Include information on the names of personnel assigned to each, name of the agencies/companies for whom the work was performed, and a contact person familiar with your work and telephone number: COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: (month/year) COMPLETION DATE: (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: (month/year) COMPLETION DATE: (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: Make copies and attach additional sheets for additional similar projects.

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