FWC 25.26-03 ITB.FINAL.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

ROAD MAINTENANCE AND CAPPING ON DINNER ISLAND RANCH

WILDLIFE MANAGEMENT AREA

FWC 25/26-03

INVITATION TO BID

ITB BIDDER ACKNOWLEDGEMENT FORM

ROAD MAINTENANCE AND CAPPING ON DINNER ISLAND RANCH WILDLIFE

MANAGEMENT AREA

Purpose: The intent of this bid is to obtain competitive pricing for road maintenance and capping services on Dinner Island Ranch WMA. per the specifications contained herein. Only responsive and responsible Contractors will be considered for award of this Invitation to Bid (ITB).

Responsive: To be responsive, a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of this ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in this ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this ITB in any way, does not contain all the properly signed forms, supplements or deviates from the Bid requirements or has an incomplete Price Sheet may be considered nonresponsive at the discretion of the Procurement Manager.

Responsible Vendors: The Commission shall only consider responsible vendors. Responsible vendors are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the bid. The Commission reserves the right to use any information, whether supplied through the Bidder’s submission or otherwise obtained, in determining responsibility.

Sealed Bid: In response to an Invitation to Bid (ITB), a sealed bid is the final submission of a bid from a vendor prior to the bid deadline, after which no further submissions will be considered.

Rejection of Bids: The Commission reserves the right to reject any and all bids and to waive any minor irregularity in the submissions received in response to this ITB. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject bids accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: ____________________ __________________________________________________________

The undersigned attest to the following:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the specifications in their entirety. We have examined the site in reference to the specifications contained within this ITB and have familiarized ourselves with the entire site and have examined carefully the extent of the work that is needed.”

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 3 of 62

CALENDAR OF EVENTS

FWC 25/26-03

SCHEDULE DUE DATE METHOD

Bid Advertised August 19, 2025 Posted on the Vendor Information Portal

(VIP)

Deadline for Questions

Must be received PRIOR to:

August 26, 2025

@ 5:00 PM ET

See Solicitation Questions Clause

Anticipated date for Responses to Written Questions August 29, 2025 Posted on the Vendor Information Portal

SEALED BIDS DUE

(REMEMBER: The bid number should be clearly marked on envelope)

Must be received PRIOR to:

September 5, 2025

@ 3:30 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation Commission Attn: Purchasing 1875 Orange Ave E Tallahassee, Florida 32311-6160 Submissions are due BEFORE the date and time of the public opening.

Public Bid Opening September 5, 2025

@ 3:30 PM ET

Public Opening Options for Attendance:

-In Person- 1875 Orange Ave E Tallahassee, FL 32311-6160

-Teleconference- Conference call phone number:

1.888.585.9008 Conference room number: 218-721-199

Anticipated Date of Intended Award September 9, 2025 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 4 of 62

GENERAL CONDITIONS

FWC 25/26-03

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Bidder submitting a bid shall be registered in the MyFloridaMarketPlace (MFMP) system and where required, the Sunbiz system prior to the bid opening. Business entities which must be on file with Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited Liability Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships (LLLP), and organizations doing business under a fictitious name (DBA). A Bidder may not be considered for an award, if not registered in the MFMP and Sunbiz system. The Bidder’s registration address and federal employer identification (FEID) number should match the Bidder’s address and FEID number listed on the Bidder Acknowledgment form (page 1).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Development, are encouraged by the Commission to participate in the bidding process.

Bids from Bidders shall include all necessary equipment to complete the job. The bidder is required to supply all specified documentation when submitting a bid for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Bidder or Contractor, including any appearing in documents attached as part of a Bidder’s response.

In signing and submitting its bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a bid, shall be grounds for rejecting a bid.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 5 of 62

PROCUREMENT MANAGER

Joshua Stringer Joshua.Stringer@myfwc.com

TERM

The contract will be effective three years upon issuance of Purchase Order.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor shall submit an extension request in writing. The Project Manager and Contract Manager will review the extension request and if they determine it is justified, will forward to the Bid Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

SUBCONTRACTS

Subcontracting IS NOT permitted pursuant to the Terms and Conditions of the Purchase Order.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Development at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Bidders can visit the Office of Supplier Development website for information on certified business enterprises that may be considered for subcontracting opportunities. However, pursuant to Section 287.05701 F.S., the Commission may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, nor give preference to a vendor based on the vendor’s social, political, or ideological interests.

MANDATORY BIDDER SITE VISIT

It is mandatory that prospective bidders inspect the project sites prior to submitting a bid. This will enable bidders to familiarize themselves with the scope of work. Bidders shall visit the sites on their own. The Site Visit Mandatory Attestation-Individual Bidder Attendance form (Attachment B) must be completed by the Contractor and submitted with the bid package. FWC will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the Deadline for Questions clause below.

Dinner Island Ranch WMA Entrance: 26.497513, -81.126023

VERBAL INSTRUCTION PROCEDURE

Bidders may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Bidder as a result of any discussion with any Commission employee. Only those communications from the Commission that are in writing, may be considered as a duly authorized expression on behalf of the Commission.

mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.google.com/maps/place/26%C2%B029'51.1%22N+81%C2%B007'33.7%22W/@26.4975142,-81.1266667,252m/data=!3m2!1e3!4b1!4m4!3m3!8m2!3d26.497513!4d-81.126023?entry=ttu&g_ep=EgoyMDI1MDcxNi4wIKXMDSoASAFQAw%3D%3D

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 6 of 62

SOLICITATION QUESTIONS

Any questions from Bidders that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the bidder to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal (https://vendor.myfloridamarketplace.com).

LIMITATION ON BIDDER CONTACT DURING SOLICITATION PERIOD

Bidders to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the Commission posting the notice of intended award, (i.e., the 72-hour posting period excludes Saturdays, Sundays, and state holidays) any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

BIDDER SPECIFICATION CHALLENGE

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section 120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Bidder questions during the ITB period an addendum shall be posted on the Vendor Information Portal internet site. Each Bidder is responsible for monitoring the Vendor Information Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a Bidder’s failure to obtain the information made available through the Vendor Information Portal.

BIDDER ACKNOWLEDGMENT

In order for this bid to be valid, the bid must be completed in its entirety, signed by the Bidder and returned, as part of the bid or the bid will be rejected. By affixing your signature to the ITB Bidder Acknowledgement Form (page 2), the Bidder hereby states that the Bidder has read all bid specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the State of Florida, if required by State or Federal Law, for the services or commodities the Bidder will provide the Commission under these bid specifications.

REFERENCES

Each prospective Bidder shall provide a minimum of three (3) references for similar projects completed.

Current contact names and phone numbers shall be included with the bid package. See the attached references form for more detail.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 7 of 62

EQUAL BIDS

In the event that there is no multiple award contemplated in the ITB, and the Commission receives equal bids eligible for award, the Commission will comply with the following, as applicable: sections 287.057(12), 287.082, 287.087,287.092, 295.187(4)(a), and 295.187(4)(b), F.S. In order to clarify the Bidders’ status with regard to the applicable statutory preference requirements, the Commission may request information from Bidders with equal bids. A Bidder will not be permitted to amend or supplement its Bid in response to such request for clarification. If the tie has not been broken by application of the aforementioned statutes, the Commission will proceed with a random selection to decide the award.

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made, by the Contract Manager that the product/service offered meets this ITB’s specifications and that other requirements of this ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the bidder after the bids have been opened to ensure that the products/services offered completely meet this ITB’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a bidder will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Contractor non-responsive and reject the Contractor’s bid.

CONFIDENTIALITY/PUBLIC RECORDS LAW

Bidders are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records; see, for example, section 119.07, F.S. If a Bidder believes that its response contains information that is confidential or exempt from disclosure under Florida Law, the Bidder shall clearly segregate and mark that information (for example, stamp each page "Confidential" and place it in an envelope marked "Confidential") and briefly describe in writing the grounds and specific legal citations for claiming exemption from the public records law. If after the notice of intended decision or thirty

(30) days after bid opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide copies of public records that are not exempt to the requester.

The Commission will endeavor to provide notice to the Bidder of all public records requests received related to documents provided by the Bidder that were marked pursuant to this paragraph. In no event shall the Bidder hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of, information submitted in response to this solicitation.

MAILING INSTRUCTIONS

All bids shall be submitted in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission Attn: Purchasing 1875 Orange Ave E Tallahassee, Florida 32311-6160.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 8 of 62

The envelope shall be plainly marked on the outside with: BID NUMBER, DATE AND TIME OF THE BID

OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS RELATED TO SELECTED DELIVERY SERVICES. DIGITAL SUBMISSIONS SHALL BE DEEMED NON-RESPONSIVE

AND SHALL NOT BE ACCEPTED.

SOLICITATION PUBLIC OPENING

The public opening of this bid will be conducted at the date, time and method specified on the Calendar of Events (Page 2). BIDS RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

AWARDED BID/INSPECTION

The Commission will award the bid to the responsive, responsible bidder who submits the lowest bid price.

If deemed necessary, an interview with the bidder by the Contract Manager may be required before the bid is awarded.

The Commission reserves the right to inspect the prospective Contractor’s materials and background record prior to making an award of the Contract. If the Contract Manager determines the lowest bidder does not have sufficient experience, equipment, etc. to meet the specifications of this ITB, the Commission reserves the right to reject the bidder and evaluate the next lowest bidder.

POSTING OF BID TABS

Bid Tabulations with Contractors identified as awarded bidders will be posted electronically as Agency Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The Agency Decision may be viewed at https://vendor.myfloridamarketplace.com, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Awarded Bidders are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission. A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

https://vendor.myfloridamarketplace.com/ http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 9 of 62

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful bidder thirty (30) days in advance of any Commission required changes to the technical specifications and/or scope of service that affect the successful bidder’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

• review, verify, and approve receipt of services/deliverables from the Contractor;

• submit requests for change orders/amendments/renewals, if applicable;

• review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file.

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $100 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract Manager.

MATERIAL AND EQUIPMENT ON COMMISSION PROPERTY

If the Commission allows the Contractor to have project materials or equipment delivered to and/or stored upon the Commission-managed or owned property before, during, or after the term of the project, the Contractor will be fully and solely responsible for all expenses and liability incurred as a result of the delivery or storage. Should the Commission, in its sole discretion, determine that any project materials or equipment stored on its property must be moved in response to an emergency, the Contractor shall hold harmless, indemnify, defend, and may be responsible for costs of any reasonably necessary actions taken by the Commission.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this ITB is specifically limited to the Contractor’s bid price accepted by the Commission, and to the specific procedure for payment established in this ITB and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the bid price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 10 of 62 by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this ITB including, but not limited to, equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this ITB including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a bid, be on file with the Department of State in accordance with provisions of Chapter 607, F.S.; similarly, partnerships seeking to do business with the State shall, at the time of submitting such bid, have complied with the applicable provisions of Chapter 620, F.S. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, Florida Administrative Code (F.A.C.), and Section 287.042(16), F.S., other State of Florida agencies may purchase from the resulting contract of this ITB, provided that the Department of Management Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this ITB contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The bidder is required to examine carefully the conditions and specifications of this bid and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

http://www.sunbiz.org/ http://dos.myflorida.com/

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 11 of 62

SCOPE OF WORK

FWC 25/26-03

ROAD MAINTENANCE AND CAPPING ON DINNER ISLAND RANCH WILDLIFE MANAGEMENT

AREA

PURPOSE

The purpose of this solicitation is to obtain road maintenance services and capping services on Dinner Island Ranch Wildlife Management Area (DIR WMA) in Hendry County, Florida (Figure 1).

The Dinner Island Ranch WMA project area includes 12.9 miles of existing 12-foot-wide stabilized roads and 3.7 miles of 16-foot-wide stabilized roads (Figure 1).

The awarded Contractor shall fill potholes, grade, spray, and compact the roads during each road maintenance event. Road maintenance is anticipated to occur up to six times a year per fiscal year (July to June) in accordance with the specifications outlined in this Scope of Work.

The awarded Contractor shall supply and deliver DOT certified limerock or shell-rock material. Staging areas for road fill material storage are identified in Figure 1.

The awarded Contractor shall provide road capping services in areas identified by the FWC Project Manager on an as-needed basis and as budget allows in accordance with the specifications outlined in this Scope of Work. Road capping services include spreading, spraying, and compacting base rock fill material to re-cap the identified areas to a minimum of 5 inches.

Bidders shall provide a price per ton for road fill delivery, price per mile for road maintenance, and price per tenth mile for road capping services for DIR WMA. The FWC reserves the right to increase or decrease the project based on need and budget.

1. CONTRACTOR RESPONIBILITIES

1.1. The FWC Project Manager will coordinate with the Contractor to schedule road maintenance activities in DIR WMA. All work must be performed outside of established quota hunts unless otherwise approved by the FWC Project Manager. It is the responsibility of the Contractor to remain informed on the quota hunt dates. Hunting dates DIR WMA can be found at myfwc.com/hunting/wma-brochures.

1.2. The estimated window for road maintenance events are July, September, November, February, April, and June. The estimated window for road capping work is December-February.

1.3. Road work shall begin within two (2) weeks of purchase order issuance, unless otherwise specified by the FWC Project Manager.

1.4. The Contractor shall provide all labor, equipment, tools, transportation, supplies, mobilization/demobilization, and insurance necessary to complete the work as specified herein. Once a road maintenance or capping event begins on the area, work shall proceed until the project has been completed with no significant delays.

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1.5. The Contractor shall accommodate traffic, to the greatest extent possible, to maintain public access to the management area while road work is performed. Further, the Contractor shall provide warning signs and barricades as necessary.

1.6. All roads must remain passable at the end of each day.

1.7. Equipment used in the performance of the work shall be of the proper type and size and in such mechanical condition to accomplish the required work outlined herein. All equipment used shall be in good repair, and in compliance with all federal, state, and local regulations. All equipment shall meet safety standards as established for that piece of equipment. All equipment shall be operated and maintained in accordance with the manufacturer’s recommendations. All equipment shall be equipped with appropriate safety guards, as specified by the manufacturer.

1.8. Security of the equipment shall be the sole responsibility of the Contractor, including theft and/or damages.

1.9. No equipment shall be operated in a manner that significantly damages the natural resources in the area as determined by the FWC Project Manager. The Contractor shall be responsible for and repair/replace, to the satisfaction of the FWC Project Manager, all Contractor-induced damage.

1.10. The FWC reserves the right to request replacement of equipment or personnel deemed to be unsafe or operating in an unsafe manner. If the performance of the Contractor’s equipment or personnel is not satisfactory, as determined by the FWC Project Manager, the Contractor shall provide replacement equipment or personnel.

1.11. The Contractor shall be responsible for all damage or injury to person or property. This includes damage to existing roadways, fences, culverts, gates, utility structures, cattle guards, equipment, trees, native vegetation, wildlife, and other natural resources.

1.12. Should any historical or cultural artifacts be uncovered during road work activities, the Contractor shall immediately halt work and notify the FWC Project Manager.

1.13. The Contractor shall not provide access to DIR WMA to parties other than those performing activities associated with this project.

1.14. The Contractor, their employees, and any subcontractors operating vehicles on the WMA shall not exceed speeds of 25 miles per hour.

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1.15. The Contractor shall remove all extraneous materials, equipment, and litter associated with their road maintenance and repair activities before invoices will be approved for payment.

1.16. The Contractor shall notify the FWC Project Manager of their presence on DIR WMA each week. If the Contractor is unable to begin work as scheduled, they must contact the FWC Project Manager immediately.

1.17. STOP WORK CLAUSE- The FWC Project Manager or their designee has the right to stop work for any reason including, but not limited to, work not being performed as specified. Work shall not re-commence until written notification from FWC is received.

1.18. .

2. ROAD FILL DELIVERY SPECIFICATIONS

2.1. The Contractor shall coordinate with the FWC Project Manager when fill material is needed prior to beginning road work. Fill deliveries will only occur weekdays, Monday to Friday, between 8 AM and 5 PM. Any ground disturbance caused by equipment, including delivery trucks, shall be graded and/or filled by the Contractor when needed.

2.2. FWC will allow storage of the rock fill materials at the available staging area in DIR WMA (Figure 1). When all stored material has been used, the Contractor shall grade and roll the storage site.

2.3. The Contractor shall supply DOT-certified limerock or shell-rock to cap the roadway and fill potholes and ruts as needed. The Contractor shall provide a copy of the DOT certification for the material to be delivered to the FWC Project Manager PRIOR to applying any fill to the road surface or storing/stockpiling in locations designated by the FWC Project Manager.

a. Road material must be free of foreign material and debris. No recycled fill will be accepted.

b. If DOT-certified certified limerock or shell-rock is unavailable, the Contractor may propose a substitute road fill at the same rate listed on the Contractor’s price sheet. The Contractor shall submit substitution requests in writing to the FWC Project Manager and FWC Contract Manager. The FWC reserves the right to reject substitutions at their discretion

c. Unacceptable or unapproved road fill applied to the road surface may result in termination of the contract.

2.4. Any material applied to the road surface or delivered to storage locations deemed unacceptable shall be immediately removed from area at the Contractor’s expense. All other work shall stop until the unacceptable fill is removed.

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2.5. Road material delivered may be requested outside of road maintenance or capping events for use by FWC staff. Additionally, the FWC may request existing stored material to be used during future road maintenance events to fill potholes and other depressions as needed. The Contractor will not be required to use stored fill for road capping events.

2.6. The Contractor shall provide with their invoices copies of all load tickets to the FWC Project Manager for any road fill delivered.

3. ROAD MAINTENANCE SPECIFICATIONS

3.1. The Contractor shall provide a motor grader, sprayer, and rolling compactor for all road maintenance activities.

a. Recommended equipment: 100hp motor grader with 12ft-16ft mold board.

3.2. The FWC Project Manager will coordinate the road maintenance schedule with the Contractor. All road maintenance events shall be completed within 10 business days of the start date. If an extension is necessary for any reason, the Contractor shall provide a detailed written request to the FWC Project Manager.

3.3. Road maintenance activities shall be limited to Monday through Friday from sunrise to sunset unless otherwise approved by the FWC Project Manager.

3.4. The Contractor shall inspect the roads, prior to beginning road maintenance, to determine if additional road fill is needed.

3.5. The Contractor shall cut back any vegetation that impedes, hangs over, or extends into the roadway up to a height of 15 feet. Cut vegetation may be left on site, a minimum of ten feet from the roadway.

3.6. The Contractor shall remove all debris and vegetation growing on the roadways prior to grading and compacting.

3.7. No cut vegetation or debris shall be placed or left in canals, parking areas, or blocking trails or gates.

3.8. The Contractor shall scarify and fill potholes, then grade, spray, and compact roadways edge-to-edge to smooth the surface, restore proper drainage, and fill existing depressions. The Contractor shall add road material to the road surface when necessary or upon request from the FWC Project Manager. The Contractor will be responsible for moving fill from the material storage site to where needed along the roads.

3.9. The Contractor shall grade the designated roads with a minimum of two passes. Grading blades shall be angled to maintain the height of the crown and avoid windrows on roadsides.

3.10. The Contractor shall make every effort to avoid widening the roadways.

3.11. The Contractor shall ensure windrows do not collect within or on top of the surrounding vegetation.

Any windrows higher than the road shoulder shall be knocked down prior to compaction unless otherwise identified by the FWC Project Manager.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 15 of 62

3.12. The Contractor shall utilize a water truck equipped with a 16-foot boom sprayer, or larger, to wet the roads in front of the compact roller.

3.13. The Contractor shall compact roll the roads a minimum of two passes.

3.14. The Contractor shall avoid grading or compacting over existing cattle guards and prevent fill material from collecting in the cattle guards. Any fill material collected in cattle guards shall be removed by the Contractor prior to submitting invoices.

3.15. All work shall result in a smooth road surface free of ruts, wheel ruts, vegetation, and potholes, and suitable for passage by two-wheel drive vehicles. The final road surface must allow for proper drainage away from the roadway to avoid excessive pooling of rainwater on the road surface.

4. ROAD CAPPING SPECIFICATIONS

4.1. The FWC Project Manager will coordinate capping services with the Contactor when needed and as budget allows.

4.2. Road capping service bid price shall exclude the cost of fill. Fill delivered during road capping shall be invoiced at the Contractor’s bid price per ton for road material delivery.

4.3. Road maintenance activities shall be limited to Monday through Friday from sunrise to sunset unless otherwise approved by the FWC Project Manager.

4.4. Any areas to be capped shall be identified and approved by the FWC Project Manager prior to beginning work.

4.5. The Contractor may apply fill directly from the delivery truck to the road surface during capping events. The Contractor will not be required to use stored fill during road capping events.

4.6. The Contractor shall scarify the road surface, then uniformly spread, grade, crown (4-6%), spray, and compact the material to a minimum depth of 5 inches, measured at the crown, after compaction.

4.7. The Contractor shall ensure windrows do not collect within or on top of the surrounding vegetation.

Any windrows higher than the road shoulder shall be knocked down prior to compaction.

4.8. The Contractor shall make every effort to ensure that the roadway maintains its existing footprint and has a minimum of 4% slope from the center crown to the edge of roadway. Where necessary, road shoulders should be leveled, compacted, and sloped away from the road to improve road drainage.

4.9. The Contractor shall prevent fill material from collecting in the existing cattle guards. Any fill material collected in cattle guards shall be removed by the Contractor prior to submitting invoices.

4.10. The Contractor shall ensure the finished roadway is free of any humps, ruts, wheel ruts, vegetation, potholes, depressions, or undulations.

5. WORK VERIFICATION AND PAYMENT

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5.1. All work must be inspected and approved by the FWC Project Manager prior to payment. If any damage is observed during inspection, the Contractor shall remedy the damage, at no additional cost to FWC, prior to invoice payment.

5.2. The Contractor may invoice for completed services following each road maintenance or road capping event. When fill is requested outside of a maintenance or capping event, the Contractor may submit an invoice following fill delivery.

5.3. The Contractor shall provide the FWC Project Manager or their designee copies of load tickets for delivered road fill material. The load tickets must include the date, time, quantity of material, type of material, and name of the mine or vendor where the material was purchased.

5.4. All required paperwork including the Contractor’s final invoice shall be received within two weeks of completing work. The FWC reserves the right to modify this deadline in the event inclement weather causes delays beyond the control of the Contractor.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 17 of 62

MAPS

Figure 1. Dinner Island Ranch WMA roads and material storage area.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 18 of 62

PRICE SHEET

FWC 25/26-03

CONTRACTOR SHALL NOT ALTER THE PRICE SHEET IN ANY WAY.

Price quoted shall not contain any Federal or State sales or use taxes. The bidder recognizes that the State of Florida, by virtue of its sovereignty, is not required to pay taxes on services, goods and/or equipment purchased incident to such service. Quoted price shall include all necessary items to complete the project.

ALL ITEMS SHALL BE BID OR THE BID WILL BE REJECTED. THE BID WILL BE AWARDED TO

THE RESPONSIVE, RESPONSIBLE BIDDER THAT SUBMITS THE LOWEST TOTAL PRICE.

Dinner Island Ranch WMA Road Maintenance for Initial Term (3 years)

Service Bid Price for Service Estimated Annual Mileage/Tonnage*

Total Price per Service (Price per Mile/Ton x Estimated

Mileage/Tonnage)

DOT Certified limerock or shell rock Delivery (per ton)

$ /ton

X 6,400 tons 1. $____________

Road Maintenance (per mile)

$ /mile X 99.6 miles 2. $____________

Road Capping Service (per tenth mile)

$ /tenth mile

X 550 tenth miles 3. $____________

Total Bid Price for Dinner Island Ranch WMA

(Add Total Price per Service 1+2+3)

*This number is for estimating purposes only. Actual needs will be determined based on annual appropriation, road conditions, etc.

BY SIGNING BELOW, I ATTEST THAT I HAVE READ THE ENTIRE BID AND AGREE TO FURNISH

THE SERVICE AT THE PRICE QUOTED ABOVE. I HEREBY AFFIRM I HAVE NOT BEEN IN ANY

AGREEMENT OR COLLUSION AMONG BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION.

Contractor: _______________________________

Address: _________________________________

Signed: ___________________________________

Print Name: ______________________________

Title: ____________________________________

City/State/Zip: ____________________________

Phone: ___________________________________

Fax: _____________________________________

REFERENCES

A minimum of three (3) separate and verifiable references, from persons or firms for whom the bidder has performed similar jobs as per the bid specifications shall be supplied with the bid. The same client may not be listed for more than one (1) reference, and no more than one (1) of the submitted references shall be related to a past project where staff necessary for the current project were unaffiliated with the bidder and/or employed by a different company. If providing an unaffiliated reference, enter the information in Reference 4 - Collective Experience. The firms and/or contact persons should be available between the hours of 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday. FWC staff will attempt to contact each selected reference by phone up to three (3) times. If any reference is not available as stated above, this may be cause for rejection of the Bidder’s bid. Provide a description (scope of work) of each job.

REFERENCE #1

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

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REFERENCE #2

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 21 of 62

REFERENCE #3

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-03, Page 22 of 62

REFERENCE #4 – COLLECTIVE EXPERIENCE

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Collective Experience Employee

First Name: __________________________________ Last Name: ___________________________________

Previous Employer’s Name: _______________________________________________________________________

Previous Position Title: ___________________________________________________________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

SAMPLE REFERENCE QUESTIONNAIRE

REFERENCE:

Reference Organization Name: ___________________________________________ Reference Contact: ______________________________________________________ Reference Phone Number: _______________________________________________

For Agency use ONLY, to be completed following the bid opening:

The following questions will be asked of the client reference, as chosen at the discretion of the Agency.

1. Describe the work performed by the vendor.

2. Did the vendor stay within the approved timeline/budget?

Excellent Above Satisfactory Satisfactory Fair Poor

Comments:

3. Did the vendor maintain clear communication?

4. How satisfied was your organization with the vendor's skill, knowledge, cooperativeness, and professional manner?

5. How satisfied was your organization with the timeliness of the vendor’s delivery of products or performance of services under the contract?

FWC Staff Signature: __________________________________

Date: ___________________

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ATTACHMENT A

FWC 25/26-03

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: April 29, 2025

Section 1. PURCHASE ORDER A. Composition and Priority The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract Conditions, PUR 1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the Purchase Order end date.

Section 2. PERFORMANCE A. Performance Standards The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives…