SUWANNEE RIVER WATER MANAGEMENT DISTRICT INVITATION TO BID NO. 14/15-036AO MALLORY SWAMP DITCH MOWING SERVICES. Table of Contents

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1 SUWANNEE RIVER WATER MANAGEMENT DISTRICT INVITATION TO BID NO. 14/15-036AO MALLORY SWAMP DITCH MOWING SERVICES Table of Contents Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Bidders 2 4 Key Points 3 5 Scope of Work 5 6 Bid Response Form 8 Suwannee River Water Management District 9225 CR 49 Live Oak, FL (Fax) (Florida only) 1

2 SECTION 1 INTRODUCTION The Suwannee River Water Management District (District) is requesting bids for ditch mowing services on the Mallory Swamp tract in Lafayette County. The road system in Mallory Swamp is used as the primary firebreak for most prescribed burning activities in this area. The objective of this work is to reduce the growth of vegetation along roadside ditches to help increase the width of defendable area along the roads and decrease the potential for fire to spot across the roads. This work will not only help facilitate the safe use of prescribed fire and provide benefits to natural systems, it will also help maintain the integrity of existing water management structures, and will provide open areas along canal and ditch edges for recreational use. SECTION 2 - PROPOSED SCHEDULE July 8, 2015 Release of Invitation to Bid July 22, 2015 Bids due prior to 10:00 a.m. at District Headquarters. Opening will occur at this time.* August 1, 2015 Anticipated Start Date * Denotes a public meeting. All meetings will be held at District Headquarters located at the corner of U.S. 90 and C.R. 49 in Live Oak, Florida. All times denote Eastern Standard Time (EST). SECTION 3 - INSTRUCTION TO BIDDERS 1. Delivery of Bids: Bidders, also referred to as respondents, are required to complete and submit one (1) original and one (1) copy of the Bid Response Form included in Section 6. Bid forms shall be sent in one envelope to: Pennie Flickinger, Business Resource Specialist II Suwannee River Water Management District 9225 County Road 49 Live Oak, Florida Phone: All Bid forms shall be submitted in sealed envelopes with the following clearly marked in large, bold and/or colored lettering. ITB No. 14/15-036AO Mallory Swamp Ditch Mowing Services Bid Opening July 22, :00 a.m. Bids delivered in an envelope not properly marked with the ITB number and opening date and time that are inadvertently opened by District personnel will not be considered. The Bids shall be hand-delivered or mailed, preferably by registered mail. Bids placed in the mail should be mailed in time for delivery the prior day. No common carrier guarantees next-day delivery to District headquarters. 3. Bids are due at the above address by 10:00 a.m. on July 22, Bids received after this time, for any reason, will be rejected. 4. Bids must be hard copy. FAX transmittals will not be accepted. 2

3 5. Additional Information: Additional Bid packages may be obtained by logging on to or by contacting Pennie Flickinger at or SECTION 4 KEY POINTS Challenge of Solicitation Process: If a potential respondent protests any provisions of this ITB, a notice of intent to protest shall be filed with the District in writing within 72 hours after the posting of the ITB on the District s website 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 (2011). 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. 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 (2011). 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 the District 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. 3

4 Veteran s Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally, a veteran-owned business enterprise shall be given preference in the award process. Drug Free Workplace Act: The selected respondent shall represent 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, the Contractor shall provide insurance as follows: (a) Contractor will purchase and maintain all insurance necessary to protect it from claims under workers' compensation laws, disability benefit laws or other similar employee benefit laws; from claims for damages because of bodily injury, occupational sickness or disease, or death of its employees, including claims insured by usual personal injury liability coverage; from claims for damages because of bodily injury, sickness or disease, or death of any person other than its employees including claims insured by usual personal injury liability coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting therefrom - any or all of which may arise out of or result from Contractor s operations under this Contract, whether those operations be by the Contractor or by any subcontractor or anyone directly or indirectly employed by any of them or for whose acts any of them may be legally liable. (b) This insurance shall be written for not less than any limits of liability specified in this Contract or required by law, whichever is greater, and shall include contractual liability insurance. The limits of liability for insurance shall be as follows: (i) For workers compensation insurance, the limits shall be as required by law; (ii) For motor vehicular liability insurance, the limits shall be for not less than $500,000 combined single limit; (iii) For general liability insurance, the limits shall be a minimum of $1,000,000 per occurrence and $1,000,000 general aggregate. (c) Before starting the work, Contractor will file with the District certificate(s) of insurance, acceptable to the District, providing evidence that Contractor has in full force and effect the insurance required herein with insurers authorized to do business in the State of Florida. These certificate(s) shall contain provision(s) that provide, without limitation, the following: (i) Name the District as a named or additional insured without waiving any defense of sovereign immunity or increasing the limits of District s liability in excess of the statutory cap provided under Section , Florida Statutes. (ii) The coverage afforded under the policies will not be cancelled or materially changed until at least 30 days prior written notice has been given to the District. Rejection of Responses: Pursuant to Rule 40B-1.812, Florida Administrative Code, 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. 4

5 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 same terms and conditions or terms more favorable to the District, and mutual agreement of the District and the contractor. Section 5 SCOPE OF WORK All work must be coordinated with the District s Project Manager. Once contractors begin work they will be required to keep their equipment on-site and operating until work is complete. Work quality must comply with the Quality Standards listed below and be certified by the District s Project Managers prior to submitting invoices for payment. Mowing operations will start August 1, 2015 and must be completed by September 28, Contractor performance will be evaluated and rated on their ability to complete work by the stated deadline and their ability to successfully follow all the quality standards listed in the scope of work. This performance rating will be used as an additional tool to evaluate contractors who submit bids/proposals on future projects with the District. Project Description (see attached photos and Location Map): The project area is located on the Mallory Swamp Wildlife Management Area in Lafayette County. The work area is identified on the attached map; directions to the Mallory Swamp Wildlife Management Area can be found online at: Prescribed fire is one of the main tools the District uses to manage vegetation in Mallory Swamp. Because this area contains large burn units that are difficult to divide into smaller units, the road system is often used as the primary firebreak for prescribed burning operations. To help maintain these road systems as effective firebreaks, the vegetation along the roadside edge of the ditches must be controlled. The project area includes approximately 74 miles of road and 148 miles of roadside ditch edges that are targeted for mowing. The three general classes of vegetation found between the road edge and the ditch edge include: Class 1; shrubs/trees 8-12 feet tall; 3-5 diameter stems (Photo-1), Class 2; medium size shrubs 3-8 feet; 1-3 diameter stems (Photo-2), and Class 3, areas of tall grass and small shrubs less than 4 feet (Photo-3). The location and consistency of vegetation classes along road/ditch edges is highly variable. This variability is found both along the length of a road segment and within the depth of the area between the edge of the road and the edge of the ditch. For example, some roads may contain all Class 1 vegetation both along the length and depth of the road segment; other roads may contain Class 1 vegetation along the length of a road segment but the depth may grade from Class 3 vegetation at the road edge to Class 1 vegetation along the ditch edge Because of this variability, Bidders are strongly encouraged to look at the project area before submitting a bid. Contractors may also encounter small trees (stem diameter 6 inches or greater) which they will have to work around or cut down using chain saws as directed by the project manager. The project area is open during daylight hours and is not gated or locked. Required Equipment: Bidders must submit a photograph of the equipment that will be dedicated to the project on a daily basis; bidders should also include a description of their equipment in the Equipment List below. 5

6 Class 1 and 2 vegetation along ditch edges: One or more fully caged/enclosed rubber tired or track machines with sufficient horsepower to operate cutting implements that can efficiently cut the described vegetation and meet production deadlines. In the past, contractors have used excavators with rotary mowing/mulching heads or heavy duty side arm and bat wing rotary mowers capable of continuously mowing 4 diameter vegetation and spot mowing vegetation with 5 diameter. Equipment should include boom mounted mowers or mulchers that have a horizontal reach of 20 feet or greater. To meet production deadlines, mowing implements and machinery must be capable of continuously mowing heavy vegetation with stem diameters up to 4 inches for several hours/day over the entire project area. Class 3 vegetation along road edges: One rubber tired farm tractor with sufficient horsepower to operate a medium to heavy duty rotary mower/tree-cutter or bat wing mower. Equipment Cleaning: COME CLEAN, LEAVE CLEAN: Invasive, exotic plant (IEPP) infestations are found throughout the United States. Contractors working on behalf of the District may unknowingly import noxious weed material from outside areas or take weed material off District lands and infest other locales. All equipment used on District lands, including tractors, ATV, discs, roller-choppers, etc. needs to be free of IEPP material. Project managers are required to inspect each piece of equipment before it enters District managed lands. If contractors are to perform work within 30 meters of an IEPP infestation, the project manager is required to inspect the vehicle before it leaves District property. District staff will designated cleaning areas on each tract for contractors to clean their equipment; staff are responsible for monitoring the cleaning areas for new infestations. Invoicing/Payment: Contractors can invoice the District once work is complete and work has been inspected and certified by the District s Project Manager. QUALITY STANDARDS All work shall be performed in full compliance with any and all applicable laws, rules, and regulations as required by local, state, and federal authorities with jurisdiction concerning the execution of this project. All contractor activities must comply with the 2008 revision of Florida s Best Management Practices for Silvicultural Operations. Minimum Standards: 1. Contractors are required to mow all vegetation in the area between the edge of the road and the centerline of the ditch. The edge of the road is characterized as the edge of the berm created by past road grading or harrowing operations or the edge of bare dirt or lime rock. Contractors will also mow all parts of vegetation rooted in the roadside ditch bank but extending out over the water s edge. If there is no ditch present, contractors are required to mow all vegetation within 15 feet of the edge of the road. Vegetation will be mowed within 8 inches of the surface of the ground. Vegetation growing out over the water will be mowed to the surface of the water. 6

7 2. No strips, streaks, or pockets of standing vegetation will remain after mowing operations are complete. Final payment may be withheld and contractors will be required to re-mow these areas before demobilizing from the site. Contractors may encounter small trees (stem diameter 6 inches or greater) which they will have to work around or cut down using chain saws as directed by the project manager. 3. Culverts, flashboard riser structures and various road/management area signs are present along the road edges and are sometimes partially concealed by vegetation. Contractors will mow as close as possible to these structures without damaging them. When crossing over culverts, contractors will avoid bending, crushing, or damaging culvert ends. 4. At all times roads and firelines must be kept free of debris that restricts passage such as pushed over trees and brush; debris will not be piled up along the edges of roads or firelines. 5. No piles of debris will be pushed into wetland, ditches or canals where water quality or movement may be adversely affected or restricted. 7

8 SECTION 6 Bid Response Form 14/ AO Ditch Mowing Services Project: 2015 Mallory Swamp Ditch Mowing Bid: Ditch Mowing $ / Mile Anticipated Mileage/Day/Machine: Miles Please submit a photograph of the equipment that will be used on a daily basis for this project and provide a description on the following Equipment List. References: Required: List names, addresses and phone numbers of three references for which contractor has recently provided similar services ATTACH PROOF OF INSURANCE Contractor s signature: Title: Please Print Name: Company: Address: Phone Number: Date: 8

9 Table 1. Equipment List: List all equipment that will be used on a daily basis. Please provide detailed information on both the mowing/mulching implements and the type of machinery used to operate the implements. EQUIPMENT LIST EQUIPMENT DESCRIPTION (make, model, horsepower, cutting head type, width, diameter cutting capacity etc.) 9

10 PHOTO-1 PHOTO-2 10

11 PHOTO-3 11

12 12