9-BOCC Pine Straw Lease SOW Wils.docx

PINE STRAW LEASE AGREEMENT

SCOPE OF WORK

Suwannee County Board of County Commissioners (SCBCC)

SECTION 1. PURPOSE AND INTENT

This Scope of Work (SOW) defines the responsibilities, obligations, operational standards, and environmental requirements governing the lease of approximately ~113 acres of County‑owned pine timberlands ("Lease Area") by the Suwannee County Board of County Commissioners ("Owner") to a qualified Contractor for the exclusive right to rake, harvest, bale, and remove pine straw during the term of this Lease.

This Lease is revenue‑generating and does not obligate the County to purchase pine straw or other materials. The Contractor is solely responsible for all harvesting activities.

SECTION 2. TERM OF LEASE

2.1 Initial Term

The Lease shall remain in effect for three (3) years from the Effective Date.

2.2 Renewal Options

SCBCC may, at its sole discretion, approve up to two (2) additional one‑year renewals, subject to the Contractor’s performance, compliance, and continued suitability.

2.3 Non‑Guarantee of Renewal

Renewal is not automatic and requires written authorization from SCBCC.

SECTION 3. DESCRIPTION OF LEASE AREA

The Lease Area consists of approximately 113 acres of pine plantations on County‑owned property.

- SCBCC will provide maps identifying boundaries, access points, and restricted areas (Exhibit A).

- Contractor shall inspect the Lease Area prior to execution of the Agreement and assumes responsibility for conducting operations based on its independent assessment.

- No warranty is made concerning yield, condition, or suitability for production.

SECTION 4. COMPENSATION AND PAYMENT TERMS

4.1 Primary Fee Structure

Contractor agrees to pay SCBCC an Annual Per‑Acre Lease Fee, as awarded, for the right to harvest pine straw.

4.2 Alternative Fee Structure (If Applicable)

SCBCC may accept a hybrid structure consisting of:

- A reduced annual per‑acre fee, plus

- A per‑bale or per‑load fee, submitted with documentation (see Exhibit C).

4.3 Payment Schedule

Payment shall be made annually in advance, unless otherwise specified in Exhibit B.

4.4 Late Payments

Failure to pay within ten (10) calendar days of the due date may result in:

- Immediate suspension of harvesting rights; and/or

- Termination of Lease.

4.5 Security Deposit or Performance Bond

SCBCC may require a security deposit, performance bond, or irrevocable letter of credit to ensure compliance and proper site restoration.

SECTION 5. CONTRACTOR RESPONSIBILITIES

Contractor shall:

- Rake and bale pine straw in a commercially acceptable manner.

- Minimize soil disturbance and avoid rutting.

- Maintain forest floor condition conducive to ongoing straw production.

- Apply herbicide or mowing treatments only in accordance with Florida BMPs and all applicable laws.

Contractor shall not damage standing timber, roads, culverts, fences, gates, signage, utilities, or any County assets.

All waste and debris must be removed at the end of each workday.

SECTION 6. ENVIRONMENTAL AND REGULATORY COMPLIANCE

Contractor shall comply with:

- Florida Forestry Best Management Practices (BMPs)

- Florida Statutes governing environmental protection

- Local Suwannee County ordinances

- Wetlands and water resource protection requirements

- E‑Verify employment eligibility verification

- Nondiscrimination statutes

SECTION 7. ACCESS AND SITE CONTROL

- Access is limited to designated roads and/or gates as designated.

- All gates must remain closed and locked except during active access.

- SCBCC may temporarily suspend access for weather, safety, or County operations.

SECTION 8. REPORTING AND DOCUMENTATION REQUIREMENTS

Contractor shall maintain:

- Daily harvest logs (date, location, bale/load count)

- Monthly or quarterly summary reports shall be submitted.

SCBCC reserves the right to audit Contractor records.

SECTION 9. INSURANCE REQUIREMENTS

Contractor shall maintain:

- General Liability Insurance naming SCBCC as Additional Insured

- Automobile Liability Insurance

- Workers’ Compensation Insurance

SECTION 10. INDEMNIFICATION

Contractor shall defend, indemnify, and hold harmless Suwannee County, its officials, agents, and employees from all claims, liabilities, damages, and expenses arising from Contractor operations.

SECTION 11. TERMINATION

SCBCC may terminate for non‑payment, breach, environmental violations, safety issues, unauthorized activities, or negligence.

Contractor may request termination with thirty (30) days’ written notice.

EXHIBIT A – Lease Area Maps & Legal Description This Exhibit shall include:

1. Aerial map(s) of the property

2. Parcel boundaries and acreage totals

3. Approved access routes and gates

4. Restricted or environmentally sensitive areas

5. Utility easements or county facilities

EXHIBIT B – Payment Schedule & Fee Structure Annual Per‑Acre Lease Fee:

$__________ per acre × 113 acres = $__________ annual total.

Payment Due Dates:

- Year 1: Due at execution

- Year 2: Anniversary date

- Year 3: Anniversary date

- Renewal Years: As approved

EXHIBIT C – Harvest Reporting Requirements Contractor shall maintain and submit:

- Daily harvest logs

- Monthly/quarterly reports summarizing bales harvested, locations, road maintenance, incidents, spills, or BMP issues

- Documentation retained for 5 years

EXHIBIT D – Environmental & BMP Compliance Requirements Contractor shall comply with:

- Florida Forestry BMPs

- Protected species and wildlife regulations

- Wetland and no‑disturb buffers

- Fuel storage and spill protocols

- Invasive species prevention measures

- Soil and fire protection measures

EXHIBIT E – Access Routes, Gates, and Restrictions This Exhibit shall identify:

1. Designated access roads

2. Gate locations and lock procedures

3. Prohibited access areas

4. Seasonal restrictions (if any)

5. Required signage and safety protocols

6. Points of contact for SCBCC access coordination