404982~1.PDF

November 13, 2024

Interested Firms

Re: Quote Request 40498 – 2nd Call, Service Mowing for the Southwest Region

The St. Johns River Water Management District (District) is requesting quotations from firms licensed to do business in the State of Florida to provide Service Mowing for the District’s Southwest Region. Please review the MINIMUM QUALIFICATIONS outlined below, the attached STATEMENT OF WORK (Attachment A) and the attached COST SCHEDULE (Attachment B) for further information regarding this request. The District’s Insurance Requirements are included in the attached Sample Agreement (Attachment D).

WHERE TO DELIVER RESPONSE

Respondent must submit its Response in electronic format (no paper copies) either by:

uploading to DemandStar directly at www.demandstar.com OR to Central Bidding directly at www.centralbidding.com (NOT BOTH); OR (2) delivering all files on a single pin/thumb/jump drive either by mail or hand delivery in a sealed envelope labeled as follows:

MINIMUM QUALIFICATIONS

1. Respondent must use the attached Qualification forms (General, Similar Projects/Client References) to document the minimum qualifications listed below. Failure to include these forms with the Response may be considered non-responsive.

a. Respondent (or a combination of the firm, individual or project manager assigned to the work) must have successfully performed at least two projects of a similar nature with equivalent acreage (service mowing, i.e., zero-turn, trimmer, etc., as provided in the Statement of Work) within the three years immediately preceding the date for receipt of responses to this solicitation. A similar project may be completed or ongoing. If a similar project is ongoing, the work must have been performed for at least one full mowing season.

Only one project/reference may be from the District.

SEALED SUBMITTAL – DO NOT OPEN

Respondent’s Name:

Quote Request: 40498 – 2nd Call Opening Time: 2:00 p.m.

Opening Date: November 27, 2024

LaDonna Johnson, Procurement Specialist St. Johns River Water Management District District Headquarters 4049 Reid Street Palatka, FL 32177 http://www.demandstar.com/ http://www.centralbidding.com/

Quote Request #40498 – 2nd Call

b. Respondent must have no less than five years of experience on mowing projects of the nature specified above.

c. The clients listed on the QUALIFICATIONS-SIMILAR PROJECTS/CLIENT REFERENCES form will be utilized as the Respondent’s Client References.

Irrespective of the minimum qualifications stated above, the District may make such investigations as it deems necessary to determine the ability of the Respondent to perform the Work. The District reserves the right to reject any Bid if the evidence submitted by such Respondent and/or the District’s independent investigation of such Respondent fails to satisfy the District that such Respondent is properly qualified to carry out the obligations of the Agreement and complete the Work in a manner acceptable to the District within the time period specified.

The District anticipates entering into the attached agreement through March 31, 2026. The anticipated start date is December 2024.

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 mailto:ljohnson@sjrwmd.com

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 for which the District is exempt.

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 chollowa@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 the 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), Fla. Stat., and §24(a), Art. I of the State Constitution (Public Records) until such time as the District provides notice of an intended decision or mailto:ljohnson@sjrwmd.com 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), Fla. Stat., 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 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 uploaded (preferred) or mailed to the specified location and received during the time specified on page 1 in order to be considered timely. Untimely quotes will not be 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 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 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 solicitation on the solicitation advertising portals identified on Page 1 and same may also be accessed through the District’s web site at sjrwmd.com. In addition, the District will post notices of intended agency decisions at the District’s headquarters, 4049 Reid Street, Palatka, Florida, Administration Building, Procurement Bulletin Board, on the date the publication is posted on DemandStar.

b. Notices will be posted for a minimum of 72 hours. 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 posted.

c. As a courtesy to respondents, the District may send copies of the notices of intended agency decisions via email. 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 procurement methodology described herein, or the specifications or criteria, including addenda, must file a Notice of Protest within 72 hours after its posting.

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 written Notice of Protest within 72 hours after posting 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. 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 District’s estimated contract amount.

d. 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.

e. The District’s acceptance of pleadings, petitions, Notice of Protest, Formal Written Protest, or other documents filed by email is subject to certain conditions set forth in the District’s Statement of Agency Organization and Operation (issued pursuant to Rule 28-101.001, Florida Administrative Code), which is available for viewing at sjrwmd.com. These conditions include, but are not limited to, the document being in the form of a PDF or TIFF file and being capable of being stored and printed by the District.

f. 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.

Attachment A – Statement of Work Attachment B – Cost Schedule Attachment C – Qualifications Forms

• General

• Similar Projects/Client References

• Subcontractors

• Certification as to Corporation

• Drug-Free Workplace

Attachment D – Sample Agreement

ATTACHMENT A – STATEMENT OF WORK

ANNUAL SERVICE MOWING – SOUTHWEST REGION

I. INTRODUCTION/BACKGROUND:

The St. Johns River Water Management District (District) is responsible for managing groundwater and surface water resources in all or part of 18 counties in northeast and east-central Florida. One of the District's core missions is flood control. Flood control responsibilities include maintenance of levees and water control structures. The District also owns and/or manages nearly 700,000 acres of lands which are open for public recreation. Maintenance of levees, structures, roads, and trails is vital to the operational integrity of the District’s flood control system and public recreation activities.

Maintenance mowing of vegetated levees, roads, trails, and rights-of-way (ROW) ensures adequate safe access for maintaining the flood control system and public recreational areas. This Statement of Work (SOW) is for Service Mowing services which are required within these areas. The type and frequency of mowing varies by property, but shall conform to the specifications and performance standards described within this SOW. The District is soliciting mowing requests for one Region, defined as the Southwest Region. The actual mowing location(s), acreage, and frequency of mowing in each Region can be found in Appendix A of this SOW. Mowing locations can also be found on a dedicated webpage which provides access to an ArcGIS map titled “SJRWMD Contract Mowing Southwest – Service Mowing”, see Appendix C for instructions.

II. OBJECTIVE:

The objective is to provide Service Mowing services to ensure safe access on District properties, make it easier for the public to observe signage, and prevent interference with operational efficiency by maintaining desirable vegetation height and coverage.

III. DEFINITIONS

Vegetation: Non-woody plants consisting of planted and natural grasses, weeds, and other natural vegetation that have been previously mowed.

Mowing Cycle: The amount of mowing to complete one mow of all properties specified within the Work Order. Multiple mowing cycles are issued within each Work Order.

Modified Monthly: Three mowing cycles evenly spaced during the months of October through March and once per month during the months of April through September; for a total of nine (9) mowing cycles per Contract year.

Modified Semi-Monthly: Three mowing cycles evenly spaced between October and February, one mowing cycle each month from March through May, and two mowing cycles each month from June through September, for a total of fourteen (14) mowing cycles per Contract year.

Standard Feature Mowing: A feature can be any manmade structure, sign, kiosk, gate, survey marker, transformer, observation tower, headwall, fence, guardrail, etc. Standard feature mowing shall include both zero turn mowing and string or blade trimming around the feature. The contractor shall string or blade trim immediately adjacent to and underneath the feature and mow a minimum 5 feet around the feature in each direction. This 5-foot distance was selected to allow space for a transition between the service mowing and large machine mowing. Spraying of herbicides to help control vegetation around/under standard features is allowed, see Section IV – Scope of Work for additional requirements.

Open Area Mowing: Open area mowing will include any feature that requires a greater mowing area than the 5’ distance specified in Standard Feature Mowing. Contractor shall mow all open area within perimeter fences and right-of-way (ROW) boundaries, as well as 5-feet outside boundary gate(s) and perimeter fences. String or blade trim around all types of features within the mowing boundary to include, but not be limited to fencing, signs, gates, kiosks, trees, and guardrails. Open areas may include, but are not limited to parking areas, recreational sites, hiking trails, camp sites, but also may include individual features that require more than 5’ of mowing around or adjacent to the feature.

Special Feature Mowing: Mowing at these designated sites is essentially landscape mowing. Special Feature sites may be recreational pads, boat ramps, or security residences. The special feature site mowing shall include mowing, string or blade trimming around all structures and features within the special feature mowing area, edging, blowing debris off sidewalks & parking areas, and trash pickup.

String or Blade Trimmers: Work performed with brush cutting or string trimming equipment performed around manmade or natural features including structures, gates, bridges, towers, headwalls, fence post, power poles with transformers/meters, walkways, telemetry sites, survey markings, signage posts, and trees. String or blade trimming will be done immediately adjacent/around to each feature to control vegetation growth around the feature. If the contractor is unable to string or blade trim up to the feature, then the contractor will mow close as possible and inform the district project manager of the issue.

Spraying: Spraying refers to spraying of herbicides under and/or within 6” of features to reduce the amount of string or blade trimming needed. Further requirements for spraying are described in Section IV - Scope of Work, below.

Grass Edgers: At special feature mowing sites, edging is required within the mowing area. Edging will be done in order to prevent vegetation from growing up onto hard surfaces such as concrete and asphalt. Edging will be done at a frequency that prevents the vegetation from growing over the hard surfaces.

Trash Pickup: Trash pickup will occur at all mowing sites in order to prevent debris from being caught in the mowers and scattering the debris remains over the mowing site. At special feature mowing sites, the contractor will remove all debris from line of sight at the mowing location. The debris will be removed off site and disposed of properly

Blowing: At special feature mowing sites, the contractor will use a commercial grade blower to remove any vegetation debris from the hard surfaces located within the mowing area.

IV. SCOPE OF WORK:

Mowing is performed year-round in the Southwest Region.

Service mowing requires all vegetation within a designated work area be cut to a consistent height that will be generally between two inches and four inches depending on vegetation type and ground level. Work areas are defined above as standard feature, open area or special feature mowing.

Brush/limb cutting, and trimming shall be performed around and above all standard features as required to maintain minimum mowing requirements.

Equipment shall be mechanically sound and capable of operating safely. It is the Contractor's responsibility to maintain machines in operating order and to provide an inventory of parts in sufficient quantities to minimize down time and ensure that mowing services are performed adequately. The District has the right to stop equipment from mowing if it is deemed mechanically unsound or unsafe. Any equipment deficiencies noted shall be repaired within 72 hours of notice being issued.

The Contractor shall be allowed to use herbicide to reduce the amount of string trimming at certain features. The contractor must possess a Limited Commercial Landscape License issued by the Florida Department of Agriculture and Consumer Services. The Contractor shall provide a copy of the license to the District’s Project Manager (project manager) before any spraying begins. The Contractor shall consult the project manager on the areas that they wish to use herbicide and the type, brand, and mix the Contractor plans to use. The Contractor shall not spray any further than 6-inches from the feature. If the feature is located near a body of water, the contractor shall consult the project manager to determine if spraying is allowed. The Contractor shall not spray herbicide on any features that are located on a slope. The District and project manager reserve the right to deny the use herbicide at any point throughout the contract. All areas that have been approved for spraying will be acknowledged in writing by the project manager.

EQUIPMENT REQUIREMENTS

Zero Turn Mower The mower shall be a commercial grade zero turn, with a high production mower and a cutting deck of no less than 60 inches.

String or Blade Trimmer Trimmer(s) shall be a commercial grade gas with blade head and string to trim/mow.

Grass Edger Grass Edger(s) shall be commercial grade gas with blade head and string to edge sidewalks.

Blower Blower(s) shall be commercial grade gas with ability to blow grass debris.

V. TASK IDENTIFICATION:

The area and limits of mowing have been established and are distinguishable in the field. Areas have been inventoried and quantified by the District. Any discrepancies or disagreements concerning quantities, mowing boundaries or safety will be mutually resolved prior to beginning work in any area in question.

Contractor’s Responsibilities:

• Prior to commencement of any work, attend a prework conference with the project manager to discuss all aspects of the work.

• Mow all areas specified in the Work Order. Complete each mowing cycle in the timeframe allotted. The District may request additional acreage, areas, and/or mowing cycles to be mowed at any time during the Contract period. Additionally, the District may decide not to mow any or a portion of an area dependent upon weather conditions, ROW conditions, budgetary constraints or other factors that would be in the best interest of the District.

• Provide all supervision, labor, equipment, fuel, tools, etc. to complete the required service mowing as specified in each individual work order.

• Provide a proposed schedule for completing all work identified in the Work Order.

• Provide a weekly progress report.

• Adhere to any mowing restrictions dictated by hunt season dates. These restrictions will be noted in each work order. For a list of all anticipated hunt season dates, see Appendix B.

• Understand that Work may be performed in remote areas and under extreme conditions including, but not limited to high temperatures and humidity, as well as exposure or close proximity to stinging/biting insects, snakes, alligators, etc. The Contractor shall at no time hunt, fish, approach, attack, harm, harass, handle, or remove any animal or plant species from District lands.

• Adhere to the following performance standards:

o Each mowing cycle for a region shall be completed in its entirety prior to beginning another mowing cycle in that Region unless otherwise directed by the project manager.

o Mowing areas of different widths shall be connected with smooth transitions. Mowing shall be performed in such a manner to result in mowed grass or vegetation cut uniformly with no streaks when several passes are required (a six to twelve-inch overlap into cut area is required to ensure no streaking).

o The accumulation of windrows or piles of cuttings will not be permitted. In areas where this does occur, the contractor shall re-mow the area to eliminate this concern.

o Where landscaping has been established or natural landscaping has been preserved, mowing shall occur to the established mowing contours around landscaping.

o Contractor is not required to remove grass or other vegetation cuttings from the right-of-way, nor is the Contractor required to rake or pick up the cuttings. In special feature areas, remove vegetation debris from the hard surfaces located within the mowing area o Pickup and remove from the right-of-way of any obstacle and/or debris such as paper, cardboard, wood, tires, and other items in the mowing area that cannot be traversed by the mowing equipment. It is the Contractor’s responsibility to remove any foreign item that could be torn, ripped, scattered or further sub-divided by the mower that is not part of the natural terrain. Contractor shall exercise the necessary care to prevent creation of litter by its operation.

o Small trees less than 2-inches in diameter shall be mowed or removed by the contractor to maintain a continuous mow. Trees in the mowing area greater than 2-inches in diameter shall be removed by the District.

o All gates shall be opened and closed by the Contractor. It is the Contractor’s responsibility to keep the area secured during all mowing operations. The Contractor shall immediately secure (lock) all gates and entry barriers as soon as the equipment has been moved through the gate. The Contractor may be held liable for livestock that escape and/or damage that occurs as a result of negligence and failure to secure the ROWs in a timely manner.

District Responsibilities:

• Conduct a prework conference with the Contractor to discuss all aspects of the work.

• Issue a Work Order prior to mowing commencement.

• Meet with the Contractor after the Work Order has been issued and discuss any concerns with completing the mowing cycle(s).

• Solicit a proposed schedule for completing all work identified in the Work Order.

• Solicit a weekly progress report.

• Supply Chubb keys or lock combinations for District gates. The Contractor is liable for any locks or keys that are missing during mowing operations; and may be invoiced at the current replacement cost for each missing lock or key.

• Provide staff to conduct quality control inspections of all mowing operations, before, during and after mowing, and invoice verification upon completion of work.

• Provide maps of each property and areas that shall be performed. These maps will be provided via GIS, on a District provided webpage. See Appendix C for instructions on how to access the maps.

VI. TIME FRAMES AND DELIVERABLES:

Contractor shall mobilize and initiate mowing within 7 days of work order’s effective date unless a specific date is provided in the work order.

The mowing operation is limited to daylight hours and by the hunting schedule on specific properties. At the direction of the project manager, some areas may exclude mowing on certain days if it conflicts with other activities. Any deviations from the schedule must be approved by the project manager to commencement of work.

The project manager or representative will be responsible for inspection and approval of the quality of work being accomplished. In the event of unsatisfactory work, Contractor shall take corrective action in these areas so that the total mowing cycle may be completed in a satisfactory manner.

Contractor is responsible for providing a monthly work schedule to the project manager prior to initiating any work under each work order. Contractor shall also provide a weekly progress report of completed work. This notification is necessary to arrange verification of completed work by District’s inspection staff. Specific protocols and procedures for notification and verification shall be determined by the project manager and agreed to by the Contractor at the pre-work conference.

It is the District’s expectation that every effort be made to complete the mowing of all features within each property every cycle. The District understands that there will be times when weather, obstacles, or other unforeseen circumstances prevent the contractor from mowing all features within a property each cycle. Therefore, should the contractor mobilize to a property and all attempts have been made to complete the work, but due to circumstances beyond their control, certain areas cannot be accessed, the contractor will paid for all features within that particular property. This will be agreed to in writing with the District’s Project Manager prior to the Contractor leaving the property. The reasoning behind this is that the grass will continue to grow, and future mows will be more difficult to complete should a cycle be missed. In addition, we understand that part of each mow includes the Contractor’s mobilization and demobilization to individual properties and not being compensated for a portion of that work can have a negative financial impact on the Contractor.

However, if the District’s Project Manager informs the Contractor that a property cannot be mowed or does not need to be mowed, the contractor will not be compensated for any mowing associated with that property for that cycle. However, at the District’s discretion, the contractor may be compensated during the next cycle 1.25 times their per acre rate to account for the additional time/work required to complete the mowing. Several factors will go into this decision including the time between cycles, height of the grass, etc. and will be discussed with the contractor prior to the next mowing cycle.

Invoices shall be submitted in accordance with individual Work Orders (or requests) for each property completed and accepted by the project manager or representative based on the Cost Schedule.

ATTACHMENTS:

Appendix A - Service Mowing Maps

APPENDIX A

Instructions for Accessing District Mowing Maps

Access the mowing maps by typing the following address into a web browser:

SJRWMD Contract Mowing Southwest - Service Mowing (arcgis.com)

The page will open to a GIS aerial map of Florida in the background, with a splash screen on top which looks like this:

Click the blue “OK” button in the lower right corner to turn off the splash screen.

• The default view is zoomed out such that all of the District’s management areas can be seen on the map. In the upper left corner of the map, you will find the following buttons, which provide tools for using the map:

Hovering your mouse over each button will tell you what the button will do.

https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffloridaswater.maps.arcgis.com%2Fapps%2Fwebappviewer%2Findex.html%3Fid%3D4e36747625f047baa7963cc26d5ae18e&data=05%7C02%7C%7C4589e3951d1742dabfe208dcc10ddc13%7Cb0c8375fdaa740b9a01b690d8d3723b9%7C0%7C0%7C638597512517863771%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=RtDJHgQ8%2BnnzGjnMxBCmSI9twJkd5QsfUDKS%2BPZDBBo%3D&reserved=0

• The menu button on the upper left will display a legend, showing features that are presented on the map. For this map it includes the following:

• Clicking and holding your mouse button will allow you to pan the map. Similarly, clicking on the map and then using your arrow keys (on your keyboard) will allow you to pan.

• In the lower left corner, there is a map scale and latitude/longitude coordinate for the location of your mouse arrow.

• The plus/minus buttons allow you to zoom in and out. Alternatively, if you have a mouse with a wheel, you can use the wheel to zoom in and out.

• The small “home” icon will position the map back to the default extents showing the entire district.

• The button with the small circle will zoom the map to your current location. After you have clicked this button, it will appear as a white square.

• The arrow buttons at the bottom of the menu will zoom the map to the previous view. This is helpful if you have zoomed in to look at something specific and want to revert to a previous view.

• The search box allows you to do a global search.

• The ruler button allows you to make area or length measurements. You select which type of measurement you want to make, then click on the map, drag your mouse to create the path or area you want to measure. To complete the measurement, you must double click your mouse. Hitting the “clear” button, removes the measurement from the map.

• The button with the four small squares allows you to change the look of the base map. While the aerial is the default, you can choose from a number of other options like street maps or topographic maps. We suggest using the aerial (designated as “Imagery”) will provide the cleanest view.

• When you have zoomed to the region you are interested in, zoom in further to reveal more details.

You will be able to see road names as well as features and areas to be mowed. These will correspond to the mowing tables provided in Appendix A of this Statement of Work.

• Clicking on a mowing point or polygon will bring up a dialog box that provides details about feature, including Management Area, Region, Feature ID, Feature Type, Maintenance Category, Maintenance Cycle (mowing frequency), and Area. There are often additional details in the comments line. The following is an example of this dialog box.

ATTACHMENT B - COST SCHEDULE

(This form to be included with quote submittal)

Quotes are due by 2:00 p.m., November 27, 2024. – Respondent shall take their Cost Per Mowing Cycle and multiply it by the Estimated Yearly Mowing Cycles, which will extend to the Total Cost column.

Property Name Number of Features

Total Square Footage Acreage Estimated Yearly

Mowing Cycles Cost Per Mowing

Cycle Total Cost

Lake Apopka North Shore 414 463,971 10.7 16 $ $

Lake Harris Bayou 4 27,340 0.6 9 $ $

TOTALS 491,311 11.3 TOTAL COST*

The District reserves the right to adjust the number of features, acreage, and/or mowing cycles to meet its needs and does not guarantee the amount of work. Respondent guarantees the quoted price to continue to be valid through March 31, 2026.

No Coercion for Labor or Services. Respondent, a nongovernmental entity seeking to enter into a contract with the District, declares that it does not use coercion for labor or services as prohibited under Sec. 787.06, Fla. Stat.

VERIFICATION

UNDER PENALTIES OF PERJURY, I HEREBY DECLARE, as Respondent’s authorized officer or representative, that I have fully read Respondent’s Bid, of which this Cost Schedule is a part, all facts stated in the Bid are true, I understand all terms and conditions as set forth therein, and upon award of such Bid, Respondent shall fully comply with such terms and conditions.

Signature Telephone Number

Typed Name and Title Date

Respondent (Firm Name)

Address

E-mail Address

ATTACHMENT C – QUALIFICATION FORMS

QUALIFICATIONS - GENERAL

(Note: This form to be included with quote submittal)

As part of the quote, 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 with similar projects (no less than five years of experience on mowing projects) as described in the MINIMUM QUALIFICATIONS: ________

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 quote 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.

SIMILAR PROJECTS/CLIENT REFERENCES

(This form to be included with quote submittal)

Respondent (or a combination of the firm, individual or project manager assigned to the Work) must have successfully performed at least two projects of a similar nature with equivalent acreage (service mowing, i.e., zero-turn, trimmer, etc., as provided in the Statement of Work) within the three years immediately preceding the date for receipt of responses to this solicitation. A similar project may be completed or ongoing. If a similar project is ongoing, the work must have been performed for at least one full mowing season. NOTE: The clients listed on this form will be used as the Respondent’s Client References. Only one project/reference may be from the District.

Similar Project/Client Reference No. 1:

Agency/company: _______________________________________________________________________

Current contact person at agency/company:

Telephone: ______________________ E-mail: __________________________

Name/Description of service:

Project Time Period (include effective and completion dates): _____________________________________

Similar Project/Client Reference No. 2:

Agency/company: _______________________________________________________________________

Current contact person at agency/company:

Telephone: ______________________ E-mail: __________________________

Name/Description of service:

Project Time Period (include effective and completion dates): _____________________________________

PROPOSED SUBCONTRACTORS

(This form to be included in quote submittal)

Respondent must submit with its Response a list of all known subcontractors who will participate in more than 10% of the Work by providing the information requested below. Acceptance of the Response does not constitute approval of the subcontractors identified with the Response.

1. Name and address of subcontractor: _____________________________________________________

Description of Work: _________________________________________________________________

Estimated value of Work: ______________________________________________________________

2. Name and address of subcontractor: _____________________________________________________

Description of work: _________________________________________________________________

3. Name and address of subcontractor: _____________________________________________________

Description of work: _________________________________________________________________

CERTIFICATE AS TO CORPORATION

(This form to be included in quote submittal)

The below Corporation is organized under the laws of the State of ; is authorized by law to respond to this Quote Request and perform all work and furnish materials and equipment required under the Agreement and is authorized to do business in the state of Florida.

Corporation name:

Address:

Registration No.:

Registered Agent:

By:

(Official Title) (Affix corporate seal)

Attest:

The full names and business or residence addresses of persons or firms interested in the foregoing quote as principals or officers of Respondent are as follows (specifically include the President, Secretary, and Treasurer and state the corporate office held of all other individuals listed):

Identify any parent, subsidiary, or sister corporations involving the same or substantially the same officers and directors that will or may be involved in performance of the Project, and provide the same information requested above on a photocopy of this form.

Attach a copy of a certificate to do business in the state of Florida, or a copy of the application that has been accepted by the state of Florida to do business in the state of Florida, for Respondent and/or all out-of-state corporations that are listed pursuant to this form.

DRUG-FREE WORKPLACE FORM

This form required only in the event of a tie response

The Respondent, (business name) , in accordance with §287.087, Fla. Stat., hereby certifies that Respondent does the following:

1. Informs employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations

2. Publishes a statement notifying employees that

a. the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against its employees for violations of such prohibition.

b. as a condition of working on the contractual services that are the subject of this solicitation, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Fla. Stat., or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five days after such conviction.

3. Gives each employee engaged in providing the contractual services that are the subject of this solicitation a copy of the statement specified in paragraph 2, above.

4. Imposes a sanction on or requires the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee convicted of a violation listed in sub-paragraph 2.b., above.

5. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of §287.087, Fla. Stat.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

By:

Title:

Date:

ATTACHMENT D - SAMPLE AGREEMENT

AGREEMENT BETWEEN THE

ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

AND ________________________________

FOR SERVICE MOWING FOR THE SOUTHWEST REGION

THIS AGREEMENT is entered into by and between the GOVERNING BOARD of the ST.

JOHNS RIVER WATER MANAGEMENT DISTRICT (the “District”), whose address is 4049 Reid Street, Palatka, Florida 32177-2571, and ____________________________________ “Contractor”), whose address is _________________________________. All references to the parties hereto include the parties, their officers, employees, agents, successors, and assigns.

In consideration of the payments hereinafter specified, Contractor agrees to furnish and deliver all materials and perform all labor required for 40498, Service Mowing for the Southwest Region (the “Work”). In accordance with Request for Quotes 40498, Contractor shall complete the Work in conformity with this Agreement, which consists of and incorporates all of the following documents: (1) advertisement of quotes, bids, proposals, or qualifications; (2) Instructions to Respondents; (3) addenda, certifications, and affidavits; (4) quote, bid, proposal, or qualifications submittals; (5) Agreement, including the Statement of Work, and any Special Conditions or other attachments. If any provision in the body of this Agreement conflicts with any attachment hereto, the body of this Agreement shall prevail.

The parties hereby agree to the following terms and conditions.

1. TERM

(a) The term of this Agreement shall begin on the Effective Date to the Completion Date. Time is of the essence for each and every aspect of this Agreement. Where additional time is allowed to complete the Work, the new time limit shall also be of the essence. All provisions of this Agreement that by their nature extend beyond the Completion Date survive termination or expiration hereof.

(b) Effective Date. The Effective Date is the date upon which the last party to this Agreement has dates and executed the same.

(c) Completion Date. The Completion Date of this Agreement is March 31, 2026, unless extended by mutual written agreement of the parties. The Completion Date for specific Work Orders shall b the time for completion stated in the Work Order, which shall be agreed upon by both parties.

(d) Commencement of Work. Contractor shall commence the Work within 7 days of issuance of a Work Order by the District, unless a specific date is provided in the Work Order. This date shall be known as the “Commencement Date”. Contractor shall prosecute the Work regularly, diligently, and uninterruptedly so as to complete the Work in accordance with the Statement of Work and the time for completion stated therein.

2. DELIVERABLES

(a) The Work is specified in the Statement of Work, Attachment A. Contractor shall deliver all products and deliverables as stated therein and as provided in any issued Work Order. Contractor is responsible for the professional quality, technical accuracy, and timely completion of the Work.

Both workmanship and materials shall be of good quality. Contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials provided. Unless otherwise specifically provided for herein, Contractor shall provide and pay for all materials, labor, and other facilities and equipment necessary for performance of the Work. The District’s Project

Manager shall make a final acceptance inspection of the deliverables when completed and finished in all respects.

(b) If not otherwise addressed in the Statement of Work, upon written request, Contractor shall submit written progress reports to the District’s Project Manager at the frequency requested in the form approved by the Project Manager at no additional cost to the District. The progress report shall provide an updated progress schedule, taking into account all delays and approved changes in the Work. Failure to provide a progress report will be cause to withhold payment.

3. OWNERSHIP OF DELIVERABLES. Unless otherwise provided herein, the District does not assert an ownership interest in any of the deliverables under this Agreement.

4. FUNDING OF AGREEMENT

(a) For satisfactory performance of the Work, the District agrees to pay Contractor according to the Cost Schedule set forth in the Statement of Work, a sum not to exceed $__________ (the “Total Compensation”). The total amount of all Work Orders under this Agreement shall not exceed the Total Compensation. The compensation for each Work Order shall be set forth in the Work Order and billed in accordance with the terms of this Agreement and the Work Order.

(b) The amount expended hereunder shall be paid in accordance with and subject to the projected multi-year funding…