40249 Quote Request_Forstry Site Prep.pdf

June 5, 2024

Interested Firms

Re: Quote Request, 40249 – Forestry Site Preparation FY 2023-24

The St. Johns River Water Management District (District) is requesting quotes for the above referenced project from qualified firms who have experience in providing these services. This letter is forwarded to you as an invitation to provide a quote based on the Statement of Work (Exhibit 1). The quote shall include all labor, equipment, material, insurance, and other related costs for the services described in the Statement of Work.

If you are interested in this project, please email your quote using the Cost Schedule provided (Exhibit 2) in PDF format OR upload to www.demandstar.com before 3:00 p.m. on Wednesday, June 19, 2024. Quotes may be submitted as a pdf attachment to the email addressed to LaDonna Johnson at ljohnson@sjrwmd.com. Please reference quote number #40249 in subject line on any and all emailed correspondence.

Minimum Qualification:

Respondents must meet the minimum qualifications below and all supporting documentation must be submitted with the response to this quote request.

1. Respondent must have proof of firm’s ability to do business in the state of Florida. (Respondent must provide documentation of this requirement with response)

2. Respondent must have no less than five years of experience on projects of the nature specified in the Statement of Work. (Respondent must use District-provided form QUALIFICATIONS – GENERAL)

3. Respondent must have completed at least two projects of a similar nature (refer to the tasks outlined in the Statement of Work) in the past five years by the individual, firm, or foreman assigned to the project.

(Respondent must use District-provided form QUALIFICATIONS – SIMILAR PROJECTS)

If you need assistance or have any questions about submitting your quote, please email LaDonna Johnson at ljohnson@sjrwmd.com or call (386) 329-4592.

NOTE: Please check the box provided below if you are unable to provide a quotation for this project at this time and return this page by email to my attention at ljohnson@sjrwmd.com.

I am unable to provide a quotation at this time for the following reason(s):

Respondent’s Signature Respondent’s Company Name http://www.demandstar.com/ mailto:ljohnson@sjrwmd.com mailto:ljohnson@sjrwmd.com

Quote Request # 40249 Forestry Site Preparation FY 2023-24

The District is a political subdivision of the state of Florida, whose boundaries cover all or portions of 18 counties, and is tax exempt (Tax ID No. 85-8012643710C-3; expires March 31, 2028). Respondent shall provide an estimate of all applicable taxes and fees in its quote, including a list of taxes and fees that fall under the District’s exemption.

1. Opening of Quotes

a. The Florida Public Records Act, §119.071(1)(b), Fla. Stat., exempts sealed quotes from inspection and copying until such time as the District provides notice of an intended decision pursuant to §120.57(3)(a), Fla.

Stat., or until 30 days after opening of quotes, whichever is earlier. This exemption is not waived by the public opening of quotes.

b. Unless otherwise exempt, Respondent’s quote is a public record that is subject to disclosure upon expiration of the above exemption. If any information submitted with the Quote is a trade secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

c. Respondents shall bear all costs associated with preparing and submitting responses to this Quote Request.

The District will, in no way, be responsible for these costs, regardless of the conduct or outcome.

2. Inquiries and Addenda

a. District staff are not authorized to orally interpret the meaning of the Quote Request package, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the District, the interpretation or correction must be given by the Procurement Specialist and must be in writing. The Procurement Specialist may orally explain the District’s procedures and assist Respondents in referring to any applicable provision in the Quote Request documents, but the Respondent is ultimately responsible for submitting the quote in the appropriate form and in accordance with written procedures.

b. Every request for a written interpretation or correction must be received at least nine days prior to opening of quotes in order to be considered. Requests must be submitted by email to ljohnson@sjrwmd.com.

Interpretations, corrections, and supplemental instructions will be communicated by written addenda to all prospective Respondents (at the respective addresses furnished for such purposes) not later than five days prior to the date fixed for the Quote Request opening.

c. Submission of a quote constitutes acknowledgment of receipt of all addenda. Quotes will be construed as though all addenda had been received. Failure of the Respondent to receive any addenda does not relieve Respondent from any and all obligations under the quote, as submitted. All addenda become part of the Agreement.

3. Award Procedures

a. Section 286.0113, Fla. Stat., exempts from being open to the public, any portion of a meeting at which: (1) a negotiation with a Respondent is conducted pursuant to a competitive solicitation; (2) a Respondent makes an oral presentation as part of a competitive solicitation; (3) a Respondent answers questions as part of a competitive solicitation; or (4) negotiation strategies are discussed. Also, recordings of, and any records presented at, the exempt meeting are exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision or until 30 days after opening the Quotes or final replies, whichever occurs earlier. A complete recording shall be made of any portion of an exempt meeting. No portion of the exempt meeting may be held off the record.

b. Pursuant to §286.0113 Fla. Stat., if the District rejects all quotes and concurrently provides notice of its intent to reissue the competitive solicitation, the recording and any records presented at any exempt meeting shall remain exempt from §119.07(1) and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision concerning the reissued competitive solicitation or until http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=%22open%20government%22&URL=0100-0199/0119/Sections/0119.07.html the District withdraws the reissued competitive solicitation. A recording and any records presented at an exempt meeting are not exempt for longer than 12 months after the initial District notice rejecting all quotes.

c. The District will examine the quotes to determine completeness. Obvious mismatches with regard to technical or commercial requirements will be rejected at this time.

d. If two or more quotes are equal in all respects, the Agreement will be awarded as follows: (1) to the Respondent that certifies compliance with §287.087, Fla. Stat., via the Drug-Free Workplace Form; or (2) by lot.

e. In the event the Successful Respondent(s) fail to enter into the Agreement or the Agreement with said Respondent is terminated within 90 days of the effective date, the District reserves the right to negotiate with the other respondents in ranked order, if available, and award an Agreement.

f. All Respondents will be notified of the District's intent to award or decision to award the Agreement. For the purpose of filing a protest under §120.57(3), Fla. Stat., the time period will commence as provided in “Notices and Services Thereof.”

4. Disqualification of Respondents

Any of the following causes will be considered as sufficient grounds for disqualification of a Respondent and rejection of the Quote:

a. Contacting a District employee or officer other than the procurement specialist assigned to this solicitation action, about any aspect of this Quote Request before the notice of intended decision is posted.

b. Submission of more than one quote response for the same subject matter by an individual, firm, partnership, or corporation under the same or different names;

c. Evidence of collusion among Respondents;

d. Submission of materially false information with the Quote;

e. Information gained through checking of references or other sources which indicates that Respondent may not successfully perform the Work;

f. Respondent is failing to adequately perform on any existing contract with the District;

g. Respondent has defaulted on a previous contract with the District;

h. The evidence submitted by Respondent, or the District’s investigation of Respondent, fails to satisfy the

District that Respondent is properly qualified to carry out the obligations of the Agreement in a manner acceptable to the District and within the time period specified;

i. Any other cause that is sufficient to raise doubt regarding the ability of a Respondent to perform the Work in a manner that meets the District’s objectives for the Work.

5. Rejection of Quote

a. Quotes must be emailed to the specified location and received during the time specified on page 1 in order to be considered timely. Untimely quotes will not be considered. Quotes will be considered irregular and may be rejected if they show material omissions, alterations of form, additions not called for, conditions, limitations, unauthorized alternate quotes, or other material irregularities. The District may consider incomplete any quote not prepared and submitted in accordance with the provisions specified herein, and reserves the right to waive any minor deviations or irregularities in an otherwise valid Quote.

b. The District also reserves the right to reject any and all quotes when it determines, in its sole judgment and discretion that, it is not in its best interest to award the agreement.

6. Public Entity Crimes/Discriminatory Vendors

In accordance with §287.133 and §287.134, Fla. Stat., a person or affiliate who has been placed on the convicted or discriminatory vendor lists following a conviction for a public entity crime or placement on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or Contractor under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in §287.017 for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted or discriminatory vendor lists.

7. Diversity Opportunities

The District is committed to the opportunity for diversity in the award and performance of all procurement activities. The District encourages its primary respondents to make a good faith effort to ensure that women and minority-owned business enterprises (W/MBE) are given the opportunity for maximum participation as second and lower tier participants. The District will assist Respondents by sharing information on W/MBEs to encourage their participation.

8. Notices and Services Thereof

a. The District will publish notice of specifications and criteria, including addenda, intended agency decisions, or other matters pertinent to this quote request on Onvia DemandStar at DemandStar.com, Vendor Registry at vendorregistry.com, Central Bidding at centralauctionhouse.com, and MyFloridaMarketPlace (MFMP) vendor.myfloridamarketplace.com. Online portals may also be accessed through the District’s website at sjrwmd.com.

b. Notices that are posted on Onvia DemandStar are deemed received at 8:00 a.m. on the next business day following the date posted. Notices will be posted for a minimum of 72 hours following the time at which they are deemed received. The time period for filing a Notice of Protest pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, commences at the time notices are deemed received.

c. As a courtesy to Respondents, the District may send copies of the notices of intended agency decisions via email to the address or phone number provided by Respondent. These courtesy communications neither constitute official notice nor vary the times of receipt set forth above.

9. Protest Procedures

a. Pursuant to§120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by the terms, conditions, or specifications contained in a solicitation, including addenda, must file a Notice of Protest within 72 hours after receipt of the solicitation documents or addenda.

b. Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.003, Fla. Admin. Code, any person adversely affected by a District decision or intended decision to award a contract, or to reject all bids, proposals, or qualifications, must file a Notice of Protest within 72 hours after receipt of the decision or intended decision.

c. Pursuant to §120.57(3), Fla. Stat., and Rule 28-110.004, Fla. Admin. Code, the protester must also file with the District Clerk a Formal Written Protest within ten days after the date the Notice of Protest is filed with the District. The Formal Written Protest must state with particularity the facts and law upon which the protest is based.

d. Pursuant to §287.042(2)(c), Fla. Stat., any person who files an action protesting the decision or intended decision must post with the District Clerk at the time of filing the formal written protest a bond, cashier’s check, or money order made payable to the St. Johns River Water Management District in an amount equal to one percent (1%) of the estimated contract amount.

e. No additional time will be added for mailing. All filings must comply with Rule 28-106.104, Fla. Admin.

Code, and must be addressed to and received by the District Clerk at the District Headquarters in Palatka, Florida within the prescribed time periods. The District will not accept as filed any electronically transmitted facsimile pleadings, petitions, Notice of Protest, or other documents. Failure to file a protest within the time prescribed in §120.57(3), Fla. Stat., or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Fla. Stat. Mediation under §120.573, Fla. Stat., is not available.

Thank you for your consideration of this request.

Exhibit 1 – Statement of Work/Site Maps Exhibit 2 – Cost Schedule Exhibit 3 – Qualifications: General & Similar Projects Exhibit 4 – Insurance Requirements

EXHIBIT 1 - STATEMENT OF WORK

FORESTRY SITE PREPARATION FY 2023-2024

Introduction

The St. Johns River Water Management (District) is mandated to manage forest resources where practical and restore ecosystems where possible on property it manages. In 2023, the District clearcut pines from areas within Thomas Creek Conservation Area (TCCA), Lake George Conservation Area (LGCA), and Sunnyhill Restoration Area (SRA). The District intends to mechanically site-prepare these areas for replanting with pine seedlings during winter 2024-25.

Prior to planting seedlings, mechanical site preparation is required to facilitate the planting operation and reduce competition to seedlings. The purpose of this project is to site-prepare the areas with roller-drum chopping and spot root raking. Roller-drum chopping will sever and crush live vegetation. Spot root raking will consolidate logging slash in the vicinity of logging decks and designated areas with heavy logging slash.

Objectives

The objective of this project is to mechanically reduce live vegetation such as palmetto, gallberry, wax myrtle, hardwood saplings, and fetterbush, as well as to consolidate logging slash and other dead debris. The purpose is to reduce the stature and amount of vegetation to facilitate the planting operation and reduce competition to pine seedlings. Roller-drum chopping will sever live vegetation at ground level while crushing it relatively flat. In turn, this will increase seedling survival and provide an opportunity for seedlings to establish growth before competing vegetation reemerges.

Scope of Services

The work consists of roller-drum chopping 191.7 acres (62.5 acres at TCCA, 89.2 acres at LGCA, and 40 acres at SRA). It also consists of spot raking and piling logging slash in the vicinity of ramps and areas with dense concentrations of logging debris. The root raking and spot piling will be done on an hourly basis, and the District’s Project Manager will identify the dense areas to rake. The raking shall be done with an articulating loader mounted with a heavy-duty stacking rake. The rake shall have a minimum of eight teeth spaced approximately 1 foot apart. Roller-drum chopping will be done on a per-acre basis. This project requires a drum chopper with a minimum drum diameter of 60 inches and width of 8 feet (frame 10 feet). It must be a single drum straight blade chopper. The dozer/tractor must be capable of pulling the chopper at an average speed of 3 miles per hour.

TCCA is located north of Jacksonville, Fla., near the Duval-Nassau county line; LGCA is located between Seville, Fla., and Lake George; SRA is in Marion County north of State Road 42, approximately 4 miles east of Lake Weir. See Attachments A, B, and C for site maps that have GPS coordinates for each site. To find their location, enter the coordinates into a map application such as Google Maps or Apple Maps. The latitude should be entered first followed by longitude with the negative sign and a space between coordinates.

All work must be in compliance with applicable Florida Silvicultural Best Management Practices (https://ccmedia.fdacs.gov/content/download/25527/file/silvicultural_bmp_manual.pdf) and Florida Forestry Wildlife Best Management Practices for State Imperiled Species https://ccmedia.fdacs.gov/content/download/25527/file/silvicultural_bmp_manual.pdf

(https://ccmedia.fdacs.gov/content/download/40469/file/Florida_Forestry_Wildlife_Best_Management_Practices _For_State_Imperiled_Species_Manual.pdf).

Task Identification

• The roller chopper must be a single drum, 8 feet (frame 10 feet) or wider and at least 60 inches in diameter with a minimum weight of 24,000 pounds. Chopper blades should be 8-10 inches when measured from cutting edge to drum. The dozer/tractor must be capable of pulling the chopper at an average speed of 3 miles per hour.

• If blades are damaged, equipment must be shut down and repairs made before continuing work. Acreage chopped with unsatisfactory chopper blades will be redone at no additional expense to the District.

• Areas shall be chopped with a single pass and each row of chopping will overlap the preceding row by at least 6 inches.

• Contractor should expect to chop all woody vegetation and trees up to 6 inches in diameter (diameter at

4.5 feet above ground).

• All vegetation must be run over at least one time. Chopping shall be done as closely as possible to roads, firelines, and slash piles.

• Spot piling shall be done with a root rake and not a dozer blade. Soil shall not be incorporated into piles.

• Contractor shall spot rake and pile logging slash in the vicinity of ramps and areas designated by the

District’s project manager that have dense concentrations of logging slash.

Contractor’s Responsibilities

• Contractor shall provide all equipment and transportation necessary to complete the job.

• If route(s) go through gate(s), the Contractor shall close, and lock, if applicable, the gate(s) at the end of each working day.

• Contractor shall repair or replace, at their cost, any damage to fences, cattle guards, gates, power lines, or other improvements. Any repairs necessary after the operations are complete shall be the responsibility of the Contractor.

• Contractor shall ensure that work area be kept clear of rubbish. Discharge of oil, diesel, or hydraulic fluid shall be prohibited on the project area and all District property.

• Contractor shall exercise due care against starting fires during operations. Contractor shall be held liable for all damage caused by such fires.

• Contractor will replace unsatisfactory equipment within 48 hours.

• Contractor shall maintain an equipment-hour log for the root rake that records beginning and ending equipment hours per day and submit it with the invoice.

District’s Responsibilities

• District’s Project Manager shall determine routes for ingress and egress to the property.

• District’s Project Manager or his representative will make unscheduled inspections of work accomplished and equipment to ensure specifications and performance are maintained. District’s Project Manager may order removal and replacement of any unsatisfactory equipment.

https://ccmedia.fdacs.gov/content/download/40469/file/Florida_Forestry_Wildlife_Best_Management_Practices_For_State_Imperiled_Species_Manual.pdf https://ccmedia.fdacs.gov/content/download/40469/file/Florida_Forestry_Wildlife_Best_Management_Practices_For_State_Imperiled_Species_Manual.pdf

Time Frame

Contractor or their representative must meet on-site with the District’s Project Manager or his representative prior to commencement of work. This meeting will provide an opportunity to discuss details of the project. The TCCA and LGCA sites will receive a Garlon herbicide treatment; therefore, drum chopping shall not commence until 30 days after the herbicide treatment. The LGCA treatment was accomplished May 23, 2024, but the TCCA treatment has not been done yet. The TCCA treatment is expected to take place in June 2024 and be ready for chopping in July 2024. Root raking/spot piling can commence as soon as the Contract is effective. All Work shall be completed by Sept. 30, 2024.

Cost Schedule

Payments shall be made in accordance with the unit rates set forth below and upon approval of each invoice for the Work completed at each conservation area.

Site Prep Method Unit Cost Per Unit Total Drum chopping 191.7 acres $_______ per acre $

Root raking/piling 66 estimated hours $_______ per hour $ Total Cost $

EXHIBIT 2 – QUOTE COST SCHEDULE

(Note: This form must be included in quote submittal)

DUE BY: NO LATER THAN 3:00 PM, JUNE 19, 2024.

The Quote will be awarded to the responsive, responsible bidder that submits the lowest total cost for the entire project which shall include all labor, equipment, materials, insurance, and other related costs for the services described in the attached Statement of Work.

Site Prep Method Unit Cost Per Unit Total

Drum Chopping 191.7 acres $____________/unit $

Root Raking/Piling 66 estimated hours $____________/hour $

TOTAL COST: $

I HEREBY ACKNOWLEDGE, as an Authorized Representative for the Respondent, that I have fully read and understand all terms and conditions as set forth in this quotation, and upon award of such quotation, shall fully comply with such terms and conditions.

RESPONDENT (FIRM NAME)

ADDRESS

SIGNATURE TYPED NAME & TITLE

TELEPHONE NUMBER EMAIL ADDRESS

EXHIBIT 3 – QUALIFICATION FORMS

QUALIFICATIONS — GENERAL

(Note: This form must be included in quote submittal)

As part of the quote request, Respondent shall complete the following so that the District can determine Respondent’s ability, experience, and facilities for performing the Work.

Name of Respondent:

Year company was organized/formed: __________________

Number of years Respondent has been engaged in business under the present firm or trade name: ________

Total number of years Respondent has experience in similar work as described in the District’s Statement of Work: ____________________

Has Respondent previously been engaged in the same or similar business under another firm or trade name? If so, please describe each such instance.

Has Respondent ever been adjudicated bankrupt, initiated bankruptcy, or been the subject of bankruptcy proceedings on behalf of the current entity submitting this bid or a prior entity that Respondent substantially operated or controlled? If yes, please describe the nature and result of those proceedings and the entity involved.

Describe the background/experience of the person or persons who will be primarily responsible for directing the Work that will be performed pursuant to this bid. This inquiry is intended to encompass the project manager and/or superintendent who will be engaged on a daily basis in directing performance of the Work.

QUALIFICATION — SIMILAR PROJECTS

(Note: This form must be included in quote submittal)

Respondent must have completed at least two projects of a similar nature (refer to the tasks outlined in the Statement of Work) in the past five years by the individual, firm, or foreman assigned to the project.

Completed Project 1:

Agency/Company: ______________________________________________________________________

Current contact person at Agency/Company: __________________________________________________

Telephone: Email:

Address of Agency/Company: _____________________________________________________________

Name of Project: ________________________________________________________________________

Equipment Operator: ____________________________________________________________________

Project description: ______________________________________________________________________

Project Value: ____________ Start date: Completion date:

(month/year) (month/year)

Name(s) of assigned personnel:

Project Manager:

Others:

Completed Project 2:

Agency/Company: ______________________________________________________________________

Current contact person at Agency/Company: __________________________________________________

Telephone: Email:

Address of Agency/Company: _____________________________________________________________

Name of Project: ________________________________________________________________________

Equipment Operator: ____________________________________________________________________

Project description: ______________________________________________________________________

Project Value: ____________ Start date: Completion date:

(month/year) (month/year)

Name(s) of assigned personnel:

Project Manager:

Others:

EXHIBIT 4 — INSURANCE REQUIREMENTS

Contractor shall acquire and maintain until completion of the Work the insurance coverage listed below, which constitutes primary coverage. Contractor shall not commence the Work until the District receives and approves Certificates of Insurance documenting required coverage. Contractor’s General Liability policy shall include Endorsement CG 20 10 04 13, or equivalent, naming the St. Johns River Water Management District (the “District”) as Additional Insured. All required policies shall include: (1) endorsement that waives any right of subrogation (Endorsement 24 04 05 09, or equivalent) against the District for any policy of insurance provided under this requirement or under any state or federal worker’s compensation or employer’s liability act;

(2) endorsement to give the District no less than 30 days’ notice in the event of cancellation or material change.

Certificates of Insurance must be accompanied by copies of the requested endorsements.

Any deductibles or self-insured retentions above $100,000 must be declared to and approved by the District.

Approval will not be unreasonably withheld. Contractor is responsible for any deductible or self-insured retention.

Insurance must be placed with insurers having an A.M. Best rating of A-V or greater. District receipt of insurance certificates providing less than the required coverage does not waive these insurance requirements.

1. Workers’ Compensation Insurance. Workers’ compensation and employer’s liability coverage, including maritime workers compensation, if applicable, in not less than the minimum limits required by Florida law. If Contractor claims an exemption from workers’ compensation coverage, Contractor must provide a copy of the Certificate of Exemption from the Florida Division of Workers’ Compensation for all officers or members of an LLC claiming exemption who will be participating in the Work. In addition, Contractor must provide a completed District “Affidavit (Non-Construction)” for non-construction contracts. Contractor is solely responsible for compliance with any Federal workers’ compensation laws such as Jones Act and USL&H Act, including any benefits available to any workers performing work on this project.

2. General Liability. Commercial General Liability Insurance on an “Occurrence Basis,” with limits of liability for each occurrence of not less than $500,000 for personal injury, bodily injury, and property damage, with an aggregate of $1,000,000. Coverage shall include: (1) contractual liability, (2) products and completed operations, (3) independent contractors, and (4) property in the care, control, or custody of Contractor.

Extensions shall be added, or exclusions deleted to provide the necessary coverage.

3. Automobile Liability. Minimum requirements of Florida law.