Geroff FY24 Job Specs Grubb Hollow NP Restoration Project 4-16-24~1.docx

Site Specific Job Specification Form NAAF Stewardship Project NAAF Project Name: Grubb Hollow Nature Preserve Restoration Project Project Site Name and County: Grubb Hollow Hill Prairie Nature Preserve, Pike County DNR Site Name and County: Grubb Hollow Hill Prairie Nature Preserve, Pike County The following specifications shall be applied to the above-named job.

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. GOAL: This project will provide critical stewardship activities to restore the high-quality hill prairie. This will include recreating the breezeway at the base of the slope, clearing portions of the hill prairie that have been inundated with woody species, treating all stumps with herbicide, and burning all materials onsite or disposing materials offsite. The use of hand crews, track hoe, skid steer or other heavy equipment will be critical.

1.2. SUPPLIES AND/OR SERVICES REQUIRED

This project has a mandatory pre-bid meeting. See map below for date/time/location information.

1.2.1. Vendor shall remove all woody species from the project area and pile them to be burned on site or dispose of the cut materials off site.

1.2.2. All woody material 12 inches in diameter and larger shall be cut within 6 inches of the ground surface and the stump shall be cut off flat. All woody material less than 12 inches in diameter shall be cut off at ground level and stump shall be cut flat. Woody material less than 12 inches in diameter on the lower slope below the hill prairie can be pulled or grubbed if it is deemed more efficient. In some areas materials could be mulched using a forestry mulcher. Mulched material does not have to be piled and burned as long as it is evenly scattered over the ground and does not exceed 4 inches in depth.

1.2.3. Including trees cut during this project, any woody materials that are down, dead, or were cut during previous projects shall be piled to be burned or disposed of offsite. Pile locations of materials shall be determined on site with the Vendor and Primary Job Coordinator (PJC).

1.2.4. If Vendor chooses to burn materials onsite, Vendor shall burn all piles and ensure all materials are consumed through pile consolidation while burning.

1.2.5. All cut stumps shall be treated with 50% roundup (or equivalent), except legume species which shall be treated with 20% Garlon 4 or equivalent in bark penetrating oil. Diesel or kerosene may not be used as the bark penetrating oil. All herbicide applied shall contain a bright colored dye.

1.2.6. Creation of landing areas to stage equipment on the slope is acceptable as long as the number of landing sites is minimized, and sites are restored to same grade as they were prior to disturbance.

1.2.7. Any soil disturbance resulting in ruts, tracks, or holes shall be repaired to prework conditions as determined by the PJC.

1.2.8. Vendor can determine best equipment for the job, but all equipment must be preapproved by PJC before it can be used. Equipment expected to be used includes skid steer with grapple, skid steer with forestry mulcher, chainsaws, and track hoe with grapple style bucket.

1.2.9. Vendors must be present at the mandatory prebid meeting. The vendor with the low bid shall schedule an onsite meeting with PJC prior to work beginning.

1.2.10. Work shall commence November 1, 2024. It is strongly preferred that all work is completed by March 31, 2025. If weather conditions delay work completion, trees less than 5 inches diameter at breast height (DBH) may continue to be cut after that date. However, removal of trees over 5 inches DBH may not resume until November 1, 2025. All work must be completed by June 30, 2026.

1.2.11. Project is divided into two Units.

1.2.11.1 UNIT 1 (BidBuy Line Item #1): Unit 1 is the primary unit and the unit where work shall begin. This unit is characterized by a steep slope covered in dense/heavy brush and small live trees. Woody vegetation was cut on this portion of the slope about 15 years ago. Some of the larger cut materials are still present on the hillside. All standing woody vegetation and dead downed materials shall be removed and processed as described in 1.2.1-1.2.8. This area is approximately 2.75 acres.

1.2.11.2 Unit 2 (BidBuy Line Item #2): Unit 2 will be the area surrounding Unit 1 and is the secondary work area. The north portion of this unit is characterized by larger trees on a steep slope with less understory brush. The south portion is characterized by medium sized trees and moderate brush on steep and semi steep slopes (up to 20 acres). All the woody vegetation on the lower slopes, as defined onsite by PJC, shall be processed the same as in Unit 1. On the upper slope and ridge, as defined onsite by the PJC, all woody materials less than 18in DBH or dead standing trees within 200ft of fire break shall be removed and processed the same as all materials in Unit 1. The trees over 18in diameter on the upper slope and ridge shall be left unharmed. PJC reserves the right to restrict tree removal to a smaller size range, as Oak/Hickory regeneration in some areas would be beneficial. This shall be discussed and indicated during the mandatory prebid and prework meetings.

1.2.12. General Work Details

1.2.12.1 Vendor shall provide all herbicide, adjuvants, and dye identified in the job specifications and follow all label restrictions for mixing and applying herbicides and shall use all herbicides according to the manufacturer’s label directions. Materials safety data sheets (MSDS) for all pesticides shall be kept on the work site. Vendor shall post required signage for re-entry restrictions per label.

1.2.12.2 Extreme caution shall be exercised to avoid herbicide over-spray and drift. Vendor’s herbicide applicator shall use spray nozzle apertures to minimize drift and with precision shut-off valves to avoid over-spray and to minimize contact with native species.

1.2.12.3 Extreme care shall be taken to avoid non-target contamination with herbicides or herbicide spills within high quality natural areas. The Primary Job Coordinator shall provide a map and list of species of special concern to familiarize the Vendor’s staff with the species present and to assist Vendor’s staff in preventing unintentional treatment of endangered or threatened species. Notable damage to non-target species shall result in the termination of the contract and contract obligations.

1.2.12.4 Vendor shall not apply herbicides to target plants if leaves maintain any surface moisture (e.g., dew) or if rain is predicted within time constraints of labeled rain fast duration.

1.2.12.5 The Primary Job Coordinator reserves the right to restrict access of Vendor to the job site with 24 hours’ notice. Vendor shall abide by all site rules and all site and job-based restrictions imposed by the Primary Job Coordinator.

1.2.12.6 Vendor shall limit vehicular access to paved roads or limestone trails or to routes approved by the Primary Job Coordinator. The Primary Job Coordinator may suspend all vehicle access or work if excessive damage to the area is noted.

1.2.12.7 The Vendor shall meet with the Primary Job Coordinator on-site prior to initiating work to identify access routes and locations for staging equipment and materials and for mixing of chemicals and filling of herbicide sprayers, site conditions for work and chemical selection.

1.2.12.8 All mixing of herbicide and filling of herbicide sprayers shall be done outside of the natural area over a plastic tub to collect any spills. If a spill occurs, it shall be reported immediately to the Site Superintendent or Primary Job Coordinator and shall be cleaned up by the Vendor. Empty herbicide containers shall be properly disposed of as required by Federal law.

1.2.12.9 All equipment and work clothing including boots shall be clean and free of any weed seeds prior to entering or leaving the work area to prevent the spread of invasive species within and among job sites and other areas where the Vendor may have worked.

1.2.12.10 Keyed access may be required to reach project areas. Keys shall be provided to the Vendor for the duration of the project. They must be returned prior to any payment being made.

1.2.12.11 All questions or communications related to this Project from the public or news media shall be forwarded immediately to the Primary Job Coordinator.

1.2.12.12 INSURANCE: Vendor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

1.2.12.13 Modifications to Scope of Work: Change orders must be determined by the Primary Job Coordinator to be germane to the original contract and that the price is fair and reasonable. When changes in or modifications to the work become necessary, the Vendor shall submit an itemized cost for the work and shall include appropriate documentation to support the cost for the labor, material and equipment. A fully executed contract change order, signed by both parties, must be in place for any contract changes to be effective.

1.3. MILESTONES AND DELIVERABLES:

1.3.1. Vendor shall complete a work log for each day crews are working on site to document work completed, amount and type of herbicide used, and hours worked. The completed log shall be provided to the Primary Job Coordinator with each invoice.

1.3.2. Vendor shall notify the Primary Job Coordinator 24 hours before beginning work on a job.

1.3.3. Vendor shall notify the Primary Job Coordinator weekly via email with updates on work planned the upcoming week and work completed the previous week.

1.3.4. Invoice shall be submitted upon completion of the project.

1.3.5. Work shall commence November 1, 2024. It is strongly preferred that all work is completed by March 31, 2025. If weather conditions delay work completion, trees less than 5 inches diameter at breast height (DBH) may continue to be cut after that date. However, removal of trees over 5 inches DBH may not resume until November 1, 2025. All work must be completed by June 30, 2026.

1.3.6. Expected kill rate is a minimum of 85%.

1.3.7. All materials shall be kept clear of the neighbor’s field and damage to the field or drainages is unacceptable.

1.4. VENDOR / STAFF SPECIFICATIONS:

1.4.1. Vendor shall provide the required equipment and manpower to successfully complete the project in the time frame specified under conditions that minimize harmful impacts to the site.

1.4.2. Vendor shall have a valid Illinois Department of Agriculture Commercial Herbicide Applicators License. All workers under Vendor’s supervision shall have Commercial Herbicide Applicators or Commercial Herbicide Operators licenses registered to the Vendor’s Commercial Herbicide Applicators License.

1.4.3. Vendor shall demonstrate familiarity with local native and exotic plants to be able to identify species to be removed and native species to be left undisturbed. Vendor shall be able to identify such species in growing season and have experience with selective species removal techniques. Vendor and all those applying herbicide under their supervision must be knowledgeable of native flora in Illinois and be able to recognize and avoid spray application to rare plants (especially state threatened or endangered species).

1.4.4. All herbicide applicators shall wear appropriate protective clothing, including eye protection, long pants, and long-sleeved shirts and gloves. It shall be the responsibility of the Vendor to be aware of and adhere to these and all other state and OSHA regulations.

1.4.5. Vendor’s owner and/or Vendor’s primary field contact shall have a minimum of two (2) years of professional experience in the use of herbicides and management within natural areas in Illinois that includes at least one of the following: a natural community with endangered and threatened species, natural areas included on the Illinois Natural Areas Inventory for high floristic quality, dedicated Nature Preserves, and registered Land and Water Reserves. Documentation of Vendor experience should be provided with the bid, using the attached form or similar format.

1.4.6. At least 50% of the staff on site applying herbicide shall have a minimum of two (2) years of professional experience in the use of herbicides and management within natural areas in Illinois that include at least one of the following: a natural community with endangered and threatened species, natural areas included on the Illinois Natural Areas Inventory for high floristic quality, dedicated Nature Preserves, and registered Land and Water Reserves. Documentation of Vendor’s staff experience should be provided with the bid, using the attached form or similar format.

1.4.7. Vendor’s equipment operator shall have a minimum of 2 years’ experience operating a skid steer or similar equipment in natural areas in Illinois that include at least one of the following: a natural community with endangered and threatened species, natural areas included on the Illinois Natural Areas Inventory for high floristic quality, dedicated Nature Preserves, and registered Land and Water Reserves. Documentation of Vendor experience should be provided with the bid, using the attached form or similar format. Documentation of Vendor’s staff experience should be provided with the bid, using the attached form or similar format.

1.5. TRANSPORTATION AND DELIVERY: Not applicable.

1.6. SUBCONTRACTING:

1.6.1. A minimum of fifty-one percent (51%) of the work shall be completed by the Prime Contractor on this project. Pursuant to (30 ILCS 500/1-15.17) the Contractor is the person having a contract with the Illinois Department of Natural Resources. For the remaining 49% of the work, subcontractors are allowed provided the subcontractor meets all the qualifications of the vendor in section 1.4. For purposes of this section, subcontractors are those specifically hired to perform all, or part of the work covered by the contract. If subcontractors shall be utilized, Vendor must identify the names and addresses of all subcontractors it shall be entering into a contractual agreement in the performance of this Contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money to the extent the information is known that each subcontractor is expected to receive pursuant to the Contract. Attach additional sheets as necessary. Documentation of experience required in section 1.4 must be provided for all subcontractors. All information regarding subcontractors is to be provided at the time of bidding.

1.6.2. If unanticipated subcontracting is needed during completion of the contract, Vendor must submit to the Primary Job Coordinator the names and addresses of all subcontractors, a description of work to be performed and anticipated amount of money, and documentation of experience required in section 1.4. Vendor must receive written approval for this subcontracting from the Primary Job Coordinator.

2. PRICING

2.1 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract value is firm or estimated at the time it is submitted for obligation. The total value of this contract is firm.

2.2 EXPENSES:

2.2.1 The Vendor shall be responsible for any expenses which may incur as a result of conducting the activities described in these Job Specifications, including repair, maintenance, or extraction of equipment.

2.2.2 The Vendor shall be responsible for any expenses which may incur as a result of inadequate treatment where follow-up is required to meet stated treatment standards.

2.2.3 Payment for this contract shall only include the Vendor’s time working at the job site and shall not include time spent traveling to or from the job site.

2.2.4 Vendor shall provide a lump sum bid for completion of Unit 1 (approximately 2.75 acres) and then an additional bid per acre for work in Unit 2. There will be approximately 9.5 acres of work for Unit 2, but the exact number of acres in Unit 2 will be awarded based on amount of funding remaining after the bid for work to be completed in Unit 1.

2.2.5 Award shall be made to the vendor with the low base bid (Unit 1).

2.3 N/A

2.4 VENDOR’S PRICING:

2.4.1 Pricing shall be in the following format: Lump sum for unit 1, then per acre for any remaining funds.

3. TERM OF CONTRACT:

3.1 TERM OF THIS CONTRACT: This contract shall commence upon the last dated signature of the Parties and shall terminate June 30, 2026.

3.1.1 In no event will the total term of the contract, including the initial term, any renewal terms and any extensions, exceed 10 years.

3.1.2 Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

JOB ADMINISTRATION

Primary Job Coordinator:

Name: Ray Geroff Position: Natural Resource Specialist – 4 (District Heritage Biologist) Address: 1252 W. Washington, Pittsfield, IL 62363 Phone number: 217-250-8029 Email: ray.geroff@illinois.gov

Landowner/Site Manager:

Name: Dean Corgiat Phone number: 217-894-6205 Email: Dean.Corgiat@illinois.gov

ATTACHMENTS:

Map, Vendor Documentation of Experience Form, Documentation of Vendor’s Onsite Staff Experience Form, Documentation of Vendor’s Equipment Operator Experience Form

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VENDOR’S OWNER OR VENDOR’S PRIMARY FIELD CONTACT PERSON’S DOCUMENTATION OF EXPERIENCE

· Must meet requirements given in the job specifications for this project.

· At least one reference project must be from a time period that will demonstrate the 2 years’ experience required.

· Reference projects must be from sites with a natural community with endangered and threatened species, natural areas included on the Illinois Natural Areas Inventory for high floristic quality, dedicated Nature Preserves, or registered Land and Water Reserves.

· Primary Field Contact substitution is acceptable at the time of work as long Vendor’s owner or Vendor’s Primary Field Contact meet experience requirements for this project.

Name of Person Whose Experience is Listed Below: ___________________________________________

Project Name and Location

Reference Name and Phone Number or Email Address

Native Plant Community Type (e.g. prairie, wetland, forest, etc.)

Land Use Type (e.g. Nature Preserve, State Park, CRP, municipal park, NWR, etc.)

Approximate Acreage

Type of Work Completed

Date Completed

DOCUMENTATION OF VENDOR’S ONSITE STAFF EXPERIENCE

- Must meet requirements given in the job specifications for this project.

- Staff substitutions are acceptable at the time of work as long as staff working onsite meet experience requirements for this project.

VENDOR NAME:

VENDOR’S EQUIPMENT OPERATOR’S DOCUMENTATION OF EXPERIENCE

· Must meet requirements given in the job specifications for this project.

· At least one reference project must be from a time period that will demonstrate the 2 years’ experience required.

· Reference projects must be from sites with a natural community with endangered and threatened species, natural areas included on the Illinois Natural Areas Inventory for high floristic quality, dedicated Nature Preserves, or registered Land and Water Reserves.

· Equipment Operator substitution is acceptable at the time of work as long Vendor’s equipment operator meets experience requirements for this project.

Name of Person Whose Experience is Listed Below: ___________________________________________

Project Name and Location

Reference Name and Phone Number or Email Address

Native Plant Community Type (e.g. prairie, wetland, forest, etc.)

Land Use Type (e.g. Nature Preserve, State Park, CRP, municipal park, NWR, etc.)

Approximate Acreage

Type of Work Completed

Date Completed

Pre-bid meeting at 5/29/24 at 9:30am at Grubb Hollow Prairie Nature Preserve, Kinderhook, IL . Address is 21616 287th Ave, Kinderhook, IL 62345. GPS coordinates are 39.674999, -91.132004 image1.png image2.png