2324-001 Ditch Mowing ITB Working Copy.pdf

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

INVITATION TO BID

NO. 23/24-001

FOR

DISTRICT ROADS DITCH MOWING

Table of Contents

Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Bidders 2-3 4 Key Points 3 5 Scope of Work 6-7 6 Response Form 8-13 7 Attachment A 14-15

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060 386.362.1001

386.362.1056 (Fax)

800.226.1066 (Florida only) www.MySuwanneeRiver.com

SECTION 1 – INTRODUCTION

The Suwannee River Water Management District (District) is requesting bids for ditch mowing services for the purpose of maintaining and reopening District road rights-of-way. The District not only maintains its road network through standard mowing techniques, but it also requires use of specialty mowing equipment. Ditch mowing is periodically required within and along roads, ditch edges, and within areas unreachable by standard mowers due to the height of encroaching foliage or proximity to adjacent steep ditching. Ditch mowing is also required when the foliage size to be removed has exceeded the capabilities of standard mowing equipment. It is the District’s goal to conduct these services in the most productive, efficient, and safest way possible. It is to this purpose the District seeks proposals for service.

SECTION 2 - PROPOSED SCHEDULE

October 17, 2023 Release of Invitation to Bid.

October 24, 2023 Written questions due by 4:00 p.m.

October 30, 2023 Answers posted on the District Website by 5:00 p.m.

November 7, 2023* Bids due by 3:00 p.m. & opened

* Denotes a public meeting at District Headquarters. All times denote Eastern Standard Time

(EST).

Delivery of Bids:

1. Bids shall be submitted electronically through DemandStar.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement

***For articles and videos to assist you through the DemandStar registry and uploading of documents visit the DemandStar business support page at -https://network.demandstar.com/business-support/

Bid packages are to be uploaded to the platform no later than 3:00 p.m. on November 07, 2023.

Proposals received after this time, for any reason, will be rejected.

SECTION 3 - INSTRUCTIONS TO BIDDERS

Questions: To provide equal opportunity and ensure the same information is provided to all bidders, any questions should be submitted by email to Sharon.Hingson@SRWMD.org before 4 p.m. on October 24, 2023. The questions with answers will be posted on the District website www.mysuwanneeriver.com, on October 30, 2023 on or before 5:00 PM. Questions cannot be answered via telephone or other verbal communication.

Delivery of Bids:

All bids submitted in electronic/digital format must include a certification by the vendor that the electronic submission and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF).

It is the obligation of the bidder to ensure that it has reviewed all amendments, addenda, and all questions and answers to this ITB as posted on the District website to ensure that the bid responds to the most current information available for the ITB.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement https://network.demandstar.com/business-support/ mailto:Sharon.Hingson@SRWMD.org http://www.mysuwanneeriver.com/

Accessibility:

For all electronic/digital deliverables due under this contract the vendor must ensure that those deliverables and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF).

SECTION 4 – KEY POINTS

The District’s goal is to complete all fiscal year projects in the most productive, efficient, and safe way possible. Many of the District’s natural community maintenance/restoration objectives will benefit from working with contractors that can complete assigned work quickly, efficiently, and safely. These benefits may include: 1) additional funding for additional projects can be pursued the sooner assigned work is complete, 2) projects can be aggregated and treated during optimal conditions to help increase overall quality and safety, 3) fewer days will be needed to complete work which will decrease the potential for disruptions in recreational use and potential impacts from equipment operations and other hazards.

Selection of contractor:

The District is seeking bidders that can provide all the staff/equipment needed to complete turn-key ditch mowing operations. Based on the information requested in this document, bidders will be expected to provide: 1) Examples of (3) work experiences in Florida completing similar types of projects under similar conditions, 2) A list stating number/types of equipment they have available to complete work, 3) and the number of properly trained/experienced personnel they currently employ to complete assigned work.

Bidders will be expected to 1) Provide long term availability to conduct work, 2) productivity to complete assigned projects, 3) Have the ability to move to different work areas based on weather conditions or needs of the District, 4) and possess functional, well marinated equipment designed to fulfill the Scope of Work.

Award of the Contract:

The Contract will be awarded to one qualified, responsive bidder with the lowest total bid costs, provided the bidder meets the minimum requirements necessary to meet the qualifications required for this bid, and who can demonstrate they can provide all the staff, equipment, and experience needed as referenced in the Selection of Contractor Section.

Bidders will be evaluated to identify if they are qualified firms capable of meeting the District’s overall project objectives. Should the successful bidder be unable at any time to accomplish the work they have been assigned or meet any of the requirements or standards listed in this ITB and Scope of Work, the next lowest qualified bidder will be contacted to complete the required work.

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 request for proposal on the District’s website. “Failure to file a protest within the time prescribed in Section 120.57(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 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), Florida Statutes (2020) Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(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 120.57(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 Sharon Hingson, Records, Contracts and Procurement Manager at 386.362.1001 or 800.226.1066 (Florida only). The District’s fax number is 386.362.1056.

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.

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.

ADA Compliance: For all electronic deliverables due under the contract resulting from this Contract, Vendor must ensure that those deliverables and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF).

Drug Free Workplace Act: The selected PROPOSER shall certify that it has established a drug free workplace.

Public Entity Crime: Section 287.133(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.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

Scrutinized Company: Section 287.135, Florida Statutes, states “A company is ineligible to, and may not, bid on, submit a bid for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

(a) Any amount if, at the time of bidding on, submitting a bid for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or

(b) One million dollars or more if, at the time of bidding on, submitting a Bid for, or entering into or renewing such contract, the company:

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to

s. 215.473; or

2. Is engaged in business operations in Cuba or Syria.”

Insurance Requirements: If awarded, BIDDER 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 bids or other bids 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 three years with the potential for two subsequent one-year renewals based upon contractor performance, 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. Billable rates during the first year of the contract will be based on rates identified in the contract Fee Schedule. Rates may increase after this point by no more than 5% annually as determined by the District in its sole discretion. The contractor shall provide a written request for any increase and such request shall be subject to the District’s written approval in accordance with the District’s Signature Authority. Any changes to this Fee Schedule, including any increases to the billable rates, must be approved through a formal written contract amendment signed by both parties

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-business hour period following the agency posting the notice of intended award, any employee or officer of the http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.4725.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.473.html

District concerning any aspect of this solicitation, except in writing as indicated above.

Violation of this provision may be grounds for rejecting a response.

SECTION 5 - SCOPE OF WORK

Bidders will be asked to provide both hourly and unit rates for ditch mowing in areas containing the two vegetation classes listed below. Representative pictures of these two classes can be found in ATTACHMENT A. Before work commences, District staff and contractors will mutually agree upon which vegetation class will be used for billing purposes. For bids to be considered, bidders must provide both hourly and per mile rates as requested. Per mile rates will be used on most projects; hourly rates will only be used in areas that require additional time to meet project objectives.

• Class 1 - Shrubs/trees 8-20 feet tall; 3”-6” diameter stems; 50% or more of the work area contains this vegetation class. See pictures 1 and 2 in ATTACHMENT A.

• Class 2 - Medium size shrubs 3-10 feet; 1”-3” diameter stems; 50% or more of the work area contains this vegetation class. See pictures 3 and 4 in ATTACHMENT A.

A. 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. Vegetation must be cut to a minimum vertical height of 15 feet above the roadbed surface.

B. Contractors are required to provide 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 4-wheel drive tractors with heavy duty side arm rotary mowers/tree or excavators with rotary mowing/mulching heads. Equipment must be capable of continuously mowing 4”- 6” diameter vegetation. Equipment should include boom mounted mowers or mulchers that have a horizontal reach of 15-20 feet or more.

C. To meet production deadlines, mowing implements and machinery must be capable of continuously mowing heavy vegetation with stem diameters up to 3 to 6 inches.

D. 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-treat these areas before demobilizing from the site. Contractors may encounter small trees (stem diameter > 6 inches) which they will have to work around.

E. 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.

F. At all times roads and fire lines 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 fire lines.

G. No piles of debris will be pushed into wetland, ditches, or canals where water quality or movement may be adversely affected or restricted.

H. The District will not pay for poor quality work or for work not meeting the standards described in the Scope of Work. The District will not pay for mobilization relating to work sites returns due to poor quality work or missed sections of assigned work.

I. Bidders should expect to work on District lands located in all regions of the District.

Some assigned work locations may require many days of mowing on one District tract, while others may require less, with frequent mobilization.

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 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 designate cleaning areas on each tract for contractors to clean their equipment; staff is responsible for monitoring the cleaning areas for new infestations.

INVOICES

Contractor should invoice the District monthly 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, miles mowed each day (to the nearest 1/10 mile), and tract name. Payment will be processed after District personnel verify mileage and determine if work objectives were met and evaluate the overall work quality. Payments shall be made within 30 days of staff conducting quality assurance checks and approving the invoice.

SECTION 6: PROPOSAL

RESPONSE FORMS

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

ITB NO. 23/24-001

Bidders are required to complete and submit this form and all other forms in SECTION 6.

Company Name ________________________________________________________

Address ______________________________________________________________

Company Phone Number _________________________________________________

Company Fax Number ___________________________________________________

Primary Contact Person __________________________________________________

Primary Contact Email ___________________________________________________

Primary Contact Phone ___________________________________________________

Primary Contact Cellular __________________________________________________

Equipment List (List all equipment available to be used in this contract.)

EQUIPMENT LIST

(TYPE)

EQUIPMENT

DESCRIPTION

NUMBER OF

EQUIPMENT

AVALIABLE

NUMBER OF

EQUIPMENT

OPERATORS

AVAILABLE

Ditch Mowing – Class 1 Areas 4-wheel drive tractor with heavy-duty side arm rotary mower/tree cutter or mulcher

$ /hour

$ /mile

Excavator with heavy-duty side rotary mower/tree cutter or mulcher

OTHER (Describe)

ONE WAY

MOBILIZATION

RATE

Ditch Mowing – Class 2 Areas

4-wheel drive tractor with heavy-duty side arm rotary mower/tree cutter or mulcher

Excavator with heavy-duty side rotary mower/tree cutter or mulcher

OTHER (Describe)

ONE WAY

MOBILIZATION

RATE

SIMILAR PROJECTS

(Add additional pages as needed. Contacts included will be used as work references)

COMPLETED PROJECT(S):

AGENCY/COMPANY: __________________________________________________________

CONTACT: ____________________TELEPHONE:___________________________________

START DATE: __________________ COMPLETION DATE:____________________________

(month/year) (month/year)

TOTAL MILES DITCH MOWED: __________________________________________________

CONTACT: ____________________TELEPHONE:___________________________________

START DATE: __________________ COMPLETION DATE:____________________________

CONTACT: ____________________TELEPHONE:___________________________________

START DATE: __________________ COMPLETION DATE:____________________________

SUB-CONTRACTOR DOCUMENTATION

The District prefers that Bidders provide turn-key ditch mowing services without the use of sub-contractors. If Bidders need to use sub-contractors to complete the work included in this Bid, the information requested below must be included on this page. The use of sub-contractors must also be approved by the District’s Project Manager. Sub-contractors will be required to meet all the requirements of this bid before approval is granted. Sub-contractors will only be authorized to conduct tasks/services they have been approved for. Please list the name, address (base of operation), and telephone number of sub-contractors you plan to use to accomplish services/tasks. List the type of task/service they will be conducting and the specific type(s) of equipment they will be providing. Also, fully document their work experience on the Similar Projects forms provided below.

Bidders are required to complete and submit this form and all other forms in SECTION 6.

Company Name ________________________________________________________

Address ______________________________________________________________

Company Phone Number _________________________________________________

Company Fax Number ___________________________________________________

Primary Contact Person __________________________________________________

Primary Contact Email ___________________________________________________

Primary Contact Phone ___________________________________________________

Primary Contact Cellular __________________________________________________

CONTACT: ____________________TELEPHONE:___________________________________

START DATE: __________________ COMPLETION DATE:____________________________

TOTAL MILES DITCH MOWED: _________________________________________________

Any material submitted in response to this ITB (except trade secrets as defined in s. 812.081, FS) will become a public document pursuant to Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07. It is the responsibility of the proposer to specifically identify any trade secret information contained in the proposal by clearly marking each page and section which contains trade secrets as defined by Florida Statute 812.081. Contractor’s refusal to comply with this provision shall constitute sufficient cause for termination of the contract resulting from this ITB.

This procurement is conducted under the rules, policies, and procedures of the Suwannee River Water Management District and the District’s Governing Board. This procurement is not conducted pursuant to Ch. 287, Florida Statutes, except where explicitly provided by law. The District’s rules, policies, and procedures are available by contacting the procurement officer.

SECTION 7

Attachment A

PHOTO-1 CATEGORY 1

PHOTO-2 CATEGORY 1

PHOTO-3 CATEGORY 2

PHOTO-4 CATEGORY 2