IFB-2025-065-JW Aerial Herbicide Application Fort Polk, LA (final).pdf

IFB-2025-065-JW Aerial Herbicide Application Fort Polk, LA

Invitation for Bid

IFB-2025-065-JW

Aerial Herbicide Application Fort Polk, LA

THIS IS NOT AN ORDER

PROCUREMENT CONTACT:

Janine Waldrep janine.waldrep@colostate.edu

(970) 491-7970

DUE DATE AND TIME:

Thursday, November 13, 2025

3:00 P.M. Mountain Time

NO. QUANTITY UNIT DESCRIPTION UNIT PRICE EXTENSION

1 Per

Attached List

Firm pricing for aerial herbicide application at Fort Polk, LA

By signing below, the Offeror affirms acceptance of all terms listed in this IFB. The Offeror shall identify clearly and thoroughly any exceptions to this IFB in section VI.E.

Offeror’s Legal Name:

Printed Name of Authorized Representative:

Signature of Authorized Representative:

Title:

Telephone:

Email:

Date of Signature:

Section I. Summary

The Center for Environmental Management of Military Lands (CEMML) at Colorado State University is seeking firm pricing for the aerial application of herbicides at Fort Polk, Louisiana. CEMML works closely with the Department of Defense, US Army Corps of Engineers, National Park Service, and other departments and agencies through cooperative agreements, grants, and contracts. Our resource management and planning, research, education, and outreach efforts inform military and other federal managers as they meet their dual mandates of using and conserving public-trust resources. A high proportion of CEMML’s researchers and technicians work full-time at federal and military installations.

The strategic placement of staff at these installations facilitates consistent service and problem-solving.

Section II. Specifications/Requirements

A. Brand Specific The chemical prescription for the operation is:

• 7 quarts Roundup Pro Concentrate or Accord XRT II, 16 oz. Arsenal A.C., 2 oz. Detail and 19 oz. Elite Supreme, mixed with water to total 15 gallons of liquid applied per acre. No substitutions will be allowed.

B. Specifications/Requirements/Performance Requirements

I. Background The Center for Environmental Management of Military Lands (CEMML) is a leading global provider of research and sustainable management of natural and cultural resources on federal lands. As a center of excellence within the Warner College of Natural Resources at Colorado State University, CEMML can access campus resources to deliver cutting-edge solutions to environmental challenges. Our on-campus staff includes a full range of environmental and compliance professionals, and we have technical staff embedded at military installations across the United States, including Hawaii and Alaska, and Germany.

II. Scope of Work/Requirements The Center for Environmental Management of Military Lands (CEMML) Fort Polk Integrated Training Area Management (ITAM) Program requires contracting for the aerial application of herbicides on project sites at Fort Polk, Louisiana.

Note: A different location may be required in the out years (depending on requirements) and will be permitted per this solicitation. It's difficult for the Army to know exactly where something should be treated 3 years ahead of time.

Control of woody vegetation to open lines of sight to confirm target hits is required by the U.S. Army, Fort Polk, Louisiana. The project area - Peason Ridge Impact Area (210.1 acres), has encroached vegetation, primarily pine trees, such that line of sight is obstructed. Tree clearing is required to open the project areas for confirmation of target hits. Line of sight clearing is critical to ensure soldier safety and ensure training requirements are met.

Because the treatment areas are an impact area, aerial herbicide application is required. An impact area is used to contain sensitive high explosive ammunition and explosives and the resulting fragments, debris, and components. Access is limited and strictly controlled due to the extreme hazard of dud ordnance. Due to the small and unusual shape of some of the treatment areas, helicopter application and not fixed wing has been specified by the Department of the Army civilians requiring the project. Aircraft will be of the type approved by all Federal and state agencies. All pilots shall be qualified to perform the application and possess all licenses, permits and medical certification required by all federal and state agencies. As this is an active U.S. Army installation, access is limited, and operations tightly controlled. If required, ground crews will access Fort Polk through the Visitor Center and present proper identification and insurance compliance to obtain the proper permit for entry. Helicopter pilots shall coordinate with Polk Army Airfield while operating at Fort Polk.

The treatment plan consists of project areas spanning 4 years, with the first treatment to be completed during late June 2026. See Appendix C Peason Expansion Spray Herbicide Treatment Map 2026 attached as a separate document. The approximate acreages to be treated are:

Treatment Year

Peason 6 Impact

Area

Redleg Artillery Impact

Area

Range 21 Impact

Area Grand Total

2026 210.1 210.1 2027 200 est 100 est 0 300 2028 200 est 100 est 0 300 2029 200 est 100 est 0 300

Contractor shall apply chemical in coordination with Range Operations between the dates of June-July, 2026, subject to unfavorable weather or environmental conditions and U. S. Army training requirements. Dates will be confirmed early in 2026. Late spring/early summer is required to obtain best control for the chemicals that will be applied. The specified dates are when training activities are at a minimum. For treatment in years 2027, 2028 and 2029 the general time frame will be June-July with actual dates assigned within 6 months of requested application. Application shall cease immediately when wind or atmospheric conditions may result in drift, or if requested by Range Operations due to training or safety concerns.

Contractor is responsible for any and all over-sprays or drift off target areas. Application shall cease when rain is imminent within two (2) hours of application. Contractor must immediately correct any problems so that specifications are met.

Contractor shall furnish all equipment to perform the application in a safe and efficient manner. This includes, but is not limited to, vehicles for aircraft maintenance, vehicles for unloading bulk chemicals, and vehicles to transport bulk chemicals. Applicator is responsible for:

• Procuring their own fresh water for mixing chemicals and cleaning empty containers.

• Transportation of all chemical containers and/or chemical to application sites and handling and mixing all chemicals.

• Properly disposing of all containers off the installation within 30 days of being emptied.

Disposal methods must meet all Federal, State and local laws.

• Properly maintaining equipment and promptly repairing all leaks on aircraft, ground and support equipment.

• Using positive shutoff and minimal drift spray valves and maintaining proper calibration on all spray and mixing equipment.

• Immediately reporting any chemical spills to CEMML POC and/or the Environmental Compliance Officer and complying with State and Federal reporting requirements.

• Not applying chemical to streams, riparian zones, buffer strips and other areas designated by CEMML POC.

• Guaranty 80% coverage and shall assist in submitting any performance claims to product manufacturers.

C. Qualifications

• Contractor must have experience in aerial application of pesticides.

• Herbicide application contractor and/or his employees shall have the required licenses, experience and knowledge to properly apply the chemicals on designated lands.

• Contractor shall supply CEMML Point of Contact (POC) and Fort Polk Pesticide Manager with a copy of their Louisiana Commercial Applicators license. The contractor or his employee with the Louisiana Commercial Applicator License shall be on-site during operations.

• Contractor shall have a pre-entry meeting with the CEMML POC, Supervisor Range Operations Officer and Fort Polk Pesticide Manager to review prescriptions and other procedures.

• Contractor shall utilize a Global Positioning System (GPS) for tract navigation, sprayed acreage determinations and swath alignment.

• Contractor shall provide electronic (compatible with ESRI ArcGIS) and hardcopy GPS data and maps of tract boundaries and swath patterns to assess coverage.

• Contractor will provide a log that contains the amount of product mixed and applied to each target area.

D. Historical Data

THE ESTIMATES OF PURCHASE AND USAGE INCLUDED IN THIS IFB ARE ESTIMATES

ONLY. PURCHASES UNDER ANY AGREEMENT RESULTING FROM THIS IFB MAY BE MORE

OR LESS THAN THE ESTIMATES PROVIDED IN THIS IFB. COLORADO STATE UNIVERSITY

DOES NOT REPRESENT, WARRANT, OR GUARANTEE THAT THE UNIVERSITY WILL

PROCURE ANY PARTICULAR DOLLAR VALUE OR ANY PARTICULAR QUANTITY UNDER

ANY AGREEMENT RESULTING FROM THIS IFB.

E. Timeline The period of performance will commence with a fully executed contract with the awarded vendor for one year and may be extended by written mutual agreement and funding.

Contractor shall apply chemical in coordination with Range Operations between the dates of June-July 2026. Dates will be confirmed early in 2026.

F. Delivery All shipments must be quoted as DAP=Destination/CSU, with freight costs included or clearly specified as a separate cost and divulged at the time of solicitation response. CSU reserves the right to schedule a separate Freight Carrier if the cost is advantageous to the University.

G. Pricing Price must be inclusive of all fees, taxes, shipping, etc.

H. Tax Exempt Colorado State University is a Colorado sales tax exempt entity. A sales tax exemption certificate will be provided to the successful vendor on demand. If your state does not recognize our tax exemption status, then your price will be deemed to already include any and all sales or use taxes imposed.

I. Term of Award The initial term of the contract shall be for one year from date of award with the option to renew upon mutual agreement and funding for up to four additional years in one-year increments for a total term of five years.

Section III. Evaluation and Award A. Factors for Consideration Award determination will be based on the submission deemed to be most advantageous to the University and CEMML at the University’s discretion utilizing the following criteria, in no particular order:

• Ability to Meet Requirements (Section II)

• Price/Fee for Services

• Ability to complete project within the timeline

• Qualifications: The selected contractor must:

1) Have experience with at least 3 projects of similar scope/nature

2) Preferably have prior experience working on state, federal, government, or military lands

3) Ability to Provide Valid licenses/credentials and compliance with insurance requirements

4) Have all the necessary equipment, or the ability to obtain equipment, needed for support at Fort Polk.

B. Award Notification Results of this Information for Bid will be posted on Rocky Mountain E-Purchasing System/BidNet. Results will not be given over the phone.

Section IV. Schedule of Activities

Schedule of Activities Timeline All times are Mountain Time

IFB Published Thursday, October 30, 2025 Question Submission Deadline Tuesday, November 11, 2025 Submission Deadline Thursday, November 13, 2025 @ 3:00 PM MT https://www.bidnetdirect.com/colorado/colorado-state-university https://www.bidnetdirect.com/colorado/colorado-state-university

Inquiries Inquiries must be submitted in writing and directed to Janine.waldrep@colostate.edu.

The subject line of all inquiries should read IFB-2025-065-JW Aerial Herbicide Application Fort Polk, LA.

Vendors who phone in questions will be asked to submit their inquiry in writing.

The Procurement Official listed herein is to be the SOLE point of contact concerning this IFB. Offerors shall not directly contact other personnel regarding matters concerning this IFB or to arrange meetings related to such.

A. Addendum or Supplement In the event it becomes necessary to revise any part of this Information for Bid, an Addendum to this IFB will be published on Rocky Mountain E-Purchasing System. It is the responsibility of Offerors to review all Addendums. Offerors shall not rely on any other interpretations, changes, or corrections.

Section V. Administrative Information

A. General Conditions for Invitation for Bid / Documented Quote This solicitation is subject to the Colorado State University General Conditions for Invitation for Bid/Documented Quote found in the document section of this solicitation on Rocky Mountain E-Purchasing System.

B. Purchase Order/Contract/Required Contract Provisions A University Purchase Order will be issued to the successful Offeror. The successful Offeror will be required to execute the University’s Independent Services Contract. The Sample Independent Services Contract is included as a separate document.

C. Terms and Conditions Information for Bid / Invitation for Bid Multi-Year

Awards This solicitation is subject to the Colorado State University Terms and Conditions Information for Bid / Invitation for Bid for Multi-Year Awards.

D. Special Terms and Conditions for Colorado State University – Federal

Contracts This solicitation is subject to the Special Terms and Conditions for Colorado State University – Federal Contracts.

E. Offeror Terms and Conditions Proposals with preprinted Offeror terms will not be accepted. Any terms and conditions submitted after the award will be null and void.

F. Group Purchasing Organization / Consortiums Colorado State University is a member of various group purchasing organizations or consortiums such as E&I, Omnia, Vizient, BuyBoard, and others.

G. Cooperative Purchasing Any price agreement from this solicitation may be extended to other cities, counties, institutions of higher education, and school districts or other political subdivisions, providing they are willing to order against the Agreement in accordance with the prices, services and terms and conditions of the Agreement. Extension is limited to the prices, services and terms contained in the University's Agreement, except where applicable, additional terms and conditions may be negotiated with such other entities as agreed to by those parties.

H. Small Business Program The Small Business Program at Colorado State University supports the University’s goals for promoting responsible purchasing. The University encourages vendors to provide for participation of small businesses through subcontracts or other contractual opportunities in connection with the performance of this solicitation.

I. Confidentiality Any restrictions on the disclosure or use of Confidential Information contained within a bid or proposal must be clearly stated in the bid or proposal itself. The Colorado Open Records Act, C.R.S. sec 24-702-201 et seq., applies to all documents submitted in response to this solicitation. The Open Records Act specifically states that the following are considered confidential: “Trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data.” The Bidder or Offeror must designate documents as Confidential Information that fall into these categories by clearly and conspicuously marking the documents. Confidential Information shall not include any subsequent contractual terms or pricing that result from the Bidder or Offeror’s submission.

If Confidential Information is submitted, then it must be submitted as a separate file, with the file name clearly and conspicuously marked with: “Confidential Information IFB- 2025-065-JW Aerial Herbicide Application Fort Polk, LA.” Failure to comply with this requirement shall render all materials received from Offeror as non-confidential after the award.

J. Method of Payment The University’s standard payment terms are N30.

Payment can be expedited as N5 using the Colorado State University AP System, an electronic payment solution using single-use commercial credit card numbers. This program is being used in conjunction with our commercial card provider, JP Morgan Chase.

Since this program uses the commercial credit card network, suppliers must be prepared to accept credit cards and should understand that processing fees are involved.

K. Federal Uniform Guidance This is a federally funded project and subject to compliance with Federal Uniform Guidance under 2 CFR 200.318-326. Awarded contractor(s) may be required to provide cost breakdown information, including labor (hours and hourly rates), materials, overhead, G&A, and profit AND a comparison of how the charges compare to other customers.

L. Accessibility of Information Communication Technology Colorado State University is committed to making our campus accessible by acquiring Information Communication Technology (ICT) in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, pursuant to Section §24-85-103 (2.5), C.R.S. Supplier shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

ICT means any and all technology used for the creation, manipulation, storage, display, receipt, or transmission of electronic data and information. Examples include but are not limited to; computers, information kiosks, transaction machines, telecom equipment, office machines (copiers/scanners), software and applications, websites, videos and electronic documents.

Section VI. Submission Information A. New CSU Vendors.

If you are a new vendor to CSU, or recently had a name change or Tax ID # change, include your W9 and the CSU Vendor Self-Certification form with your solicitation response for accurate payment if awarded.

B. Cover Letter.

• Provide key contact information, including phone number and email address

• Brief history of the company, including number of years in business and number of years providing the services requested in this IFB

• Brief overview of staff that will be assigned to the project.

• Provide at least two (2) professional references (maximum of five) from previous work, which is similar to the scope and size of this project. Please include key contact name, company name, mailing address, phone number, email address, brief description of services provided. The University reserves the right to contact all references.

• Offeror must acknowledge that they van provide a Certificate of Insurance as described

C. Pricing.

Pricing must be held firm for the initial year of award. Subsequent year(s) price increases will be subject to documented indices such as CPI or PPI.

Vendors must complete the Appendix A Cost Proposal Form attached as a separate document and upload into Bidnet. This is a fixed price contract.

D. Signature Page.

The Offeror must complete and include the COVER PAGE with their response

E. Exclusions.

The Offeror must include any exclusions to this IFB in this section.

F. Electronic Submission Your written response with complete pricing information must be submitted to Procurement Services via Rocky Mountain E-Purchasing System (RMEPS)/ BidNet by 3:00 P.M. Mountain Time on Thursday, November 13, 2025. The file name(s) must include “IFB-2025-065-JW Aerial Herbicide Application Fort Polk, LA”

UNDER NO CIRCUMSTANCES WILL A TELEPHONE, EMAIL, FAX, OR PAPER RESPONSE BE

ACCEPTED.

G. Rocky Mountain E-Purchasing System/BidNet Vendor Guides You can find user guides on How to Register, How to Place your Bid, etc.

https://procurement.colostate.edu/rocky-mountain-e-purchasing-information/ https://procurement.colostate.edu/rocky-mountain-e-purchasing-information/

Appendix B Insurance Requirements.

A. Aviation Liability Insurance with limits not less than $2 million and maintaining this coverage throughout the duration of a contract.

B. The Contractor shall obtain, and maintain at all times during the Term of this

Contract and any subsequent Renewal Terms or extensions, insurance in the following kinds and amounts:

i. Workers’ Compensation Insurance as required by state statute, and Employer’s Liability Insurance covering all of Contractor’s employees acting within the course and scope of their employment.

ii. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence;

b. $1,000,000 general aggregate;

c. $1,000,000 products and completed operations aggregate; and

d. $50,000 any one fire.

iii. Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows:

$1,000,000 each accident combined single limit.

iv. (Only if checked ) Professional Liability Insurance with minimum limits of liability of not less than $1,000,000.

v. (Only if checked ) Crime / Employee Dishonesty Insurance with minimum limits of liability of not less than $1,000,000.

C. If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the Contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the University a certificate or other document satisfactory to the University showing compliance with this provision. Notwithstanding this subsection, if the Contractor is a “public entity” within the meaning of the Colorado Governmental Immunity Act, C.R.S. §§ 24-10-101, et seq., as amended (“CGIA”), the Contractor shall at all times during the Term of this Contract maintain such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the CGIA. Upon request by the University, the Contractor shall show proof of such insurance satisfactory to the University.

D. The Board of Governors of the Colorado State University System acting by and through Colorado State University, a division of the State of Colorado, shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent). The address for the

University on such additional insureds policy shall be: 555 S. Howes St., Fort Collins, CO 80521. Coverage required under the Contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

E. Contractor shall notify University at least forty-five (45) days prior to cancellation or non-renewal of the required insurance coverage.

F. The Contractor will require all insurance policies in any way related to the Contract and secured and maintained by the Contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

G. All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to the University.

H. Upon written request, the Contractor shall, within ten (10) days, provide to the University certificates showing insurance coverage required by this Contract. If requested by University, no later than fifteen (15) days prior to the expiration date of any such coverage, the Contractor shall deliver to the University certificates of insurance evidencing renewals thereof. At any time during the Term of this Contract, the University may request in writing, and the Contractor shall thereupon within ten (10) days supply to the University, evidence satisfactory to the University of compliance with the provisions of this section.

Self-insurance programs do not meet the University’s insurance requirements unless the Contractor provides satisfactory evidence of a loss reserve fund of not less than the minimum coverage amount specified herein, plus excess liability coverage as appropriate to the industry, financial statements of the business, and proof of Department of Labor certification of self-insurance program for worker’s compensation. This paragraph shall not apply to political subdivisions or agencies in the State of Colorado with a self-insurance program.

A. Factors for Consideration