ITB 2526-014 OPS V Blade Tree Planting.pdf

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

INVITATION TO BID

NO. 25/26-014 OPS

V-BLADE TREE PLANTING SERVICES

Table of Contents

Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Bidders 2 4 Key Points 3 5 Scope of Work 8 6 Response Form 11

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060 386.362.1001

800.226.1066 (Florida only) www.mysuwanneeriver.com

SECTION 1 – INTRODUCTION

The Suwannee River Water Management District (District) owns and manages approximately 162,000 acres of forestland in North-Central Florida for the protection of floodplains and their associated habitats. The District’s Land Management Program directs land management staff to manage and, if necessary, restore lands titled to the Governing Board. Reforestation of pine lands with healthy, vigorous seedlings is conducive to accomplishing this goal.

The District is requesting bids to V-blade plant containerized longleaf pine seedlings on approximately 371 acres in the winter of 2026-2027. Tree planting activities will occur on the Withlacoochee Quail Farm, Holton Creek, Mattair Springs, and Woods Ferry Tracts in Suwannee and Hamilton Counties. The purpose of planting is to reforest areas with site appropriate pine trees to help meet District Land Management Plan (DLMP) objectives.

SECTION 2 – PROPOSED SCHEDULE

May 27, 2026 Release of Invitation to Bid June 10, 2026 Bids due prior to 10:00 a.m. Opening will occur at this time. * December 1, 2026 Anticipated start date.

* Denotes a public meeting. All times denote Eastern Daylight Time (EDT). All times denote Eastern Standard Time

(EST).

SECTION 3 - INSTRUCTION TO BIDDERS

Delivery of Bid:

Submit Bids Electronically through DemandStar.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement.

For articles and videos to assist you through the DemandStar registry and uploading of documents visit the DemandStar business support page at:

https://network.demandstar.com/business-support/.

If you are unfamiliar with DemandStar, please submit your bid far enough in advance to work through any complications you may have with the system.

Bids are to be uploaded to the platform prior to 10:00 a.m. on June 10, 2026. Bids received after this time, for any reason, will be rejected.

ADA Compliance: All bids submitted in electronic/digital format must include a certification by the Vendor that the electronic submission and all supporting documents are accessible according to 282.603 Florida Statutes and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF).

Additional bid packages may be obtained by logging on to www.mysuwanneeriver.com.

Bidders must submit the forms provided in Sections 6. Additional pages of documentation may be submitted to further clarify the information in Sections 6, but no bid will be considered that does not include a previous work history and confirm the use of the approved equipment. All entries on the bid form shall be typed or legibly printed in ink.

Bidder shall submit a document that illustrates the Firm’s understanding of the work requested, which includes the items below.

Qualifications: List at least three (3) projects of a similar nature specified in this Scope of Work over the past three (3) years.

List shall include a brief description of the project, name, and contact information for the company the services were performed for, or a contact person and phone number of the same companies.

Provide Equipment List.

SECTION 4 – KEY POINTS

Evaluation by District: In accordance with subsection 287.057(1)(a) 4, the contract shall be awarded to the responsible and responsive vendor who submits the lowest bid.

Challenge of Solicitation Process: If a potential bidder protests any provisions of this ITB, a notice of intent to protest shall be filed with the District in writing within 72 hours after the posting of the invitation to bid on the District’s website. “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Challenge of District’s Intent to Award Contract: If a bidder intends to protest District’s intent to award a contract, the notice of intent to protest must be filed in writing within 72 hours after posting of a notice of intent to award a contract and the bidder shall file a formal written protest within ten (10) days after filing of a notice of intent to protest. Any bidder who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and Section 120.57(3), Florida Statutes shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2) (c), Florida Statutes (2013).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, Florida Administrative Code and Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes.”

Americans with Disabilities Act: The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact Sharon Hingson, Records and Contracts Manager, at

386.362.1001 or 800.226.1066 (Florida only).

Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Bidders doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process.

Veteran’s Preference: In the absence of a minority business enterprise, whenever two or more service providers are ranked equally, a veteran-owned business enterprise shall be given preference in the award process.

Drug Free Workplace Act: The selected bidder(s) shall certify that it has established a drug free workplace.

Public Entity Crime: Section 287.133(2)(a), Florida Statutes, states “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

Scrutinized Company: Section 287.135, Florida Statutes, states “A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

a. Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or

b. One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473; or

2. Is engaged in business operations in Cuba or Syria.”

Insurance Requirements: If awarded, BIDDERS shall represent and guarantee that all employees, agents, servants, or representatives of the bidder, and all employees, agents, servants, or representatives of subcontractors are covered by workers' compensation insurance.

Prior to entering into a contract with the District, bidder agrees to furnish the District certificates of insurance on all insurance, naming District as additional insured for items 2 and 3 below, providing evidence that bidder has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida:

1) Workers' compensation insurance as required above.

2) Motor vehicular liability insurance with limits of not less than $1,000,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by bidder to provide the services requested by District.

3) General liability insurance for all services rendered by bidder for the requested services with a minimum of $1,000,000 personal and advertising injury and $1,000,000 general aggregate.

The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance.

Rejection of Responses: The District reserves the right to reject any and all bids or other bids submitted in response to the District invitation. The District also reserves the right to waive any minor deviations or obvious scrivener’s errors in an otherwise valid bid.

Qualifications of Bidders – *To Submit with Bid* It is the bidder’s responsibility to completely fill in all items in Section 6, the Equipment List with the information listed below in the response.

Items that are in bold will be used to determine the low-price component of assessment where applicable. Other items that can be provided should be filled in and can be included in the contract at the option of the District. Failure to provide these items may result in the bid being considered non-responsive.

The minimum requirements necessary to meet the qualifications for this contract are as follows:

a) Have three (3) years’ experience for the task(s) being proposed (project experience must be by the individual(s), firm, or project manager(s) assigned to the project). Bidders shall include information that demonstrates their ability to meet this requirement; and

b) Have completed at least three (3) projects of the nature specified in the applicable Scope of Services over the past three (3) years. (Bidders shall use the SIMILAR PROJECTS form provided to list the names of the project(s), including the personnel assigned to each, and the names of the agencies/companies (not including the District) for whom the work was performed, including a contact person and telephone number.); and

c) Bidders must demonstrate their ability to provide all equipment necessary (either owned or leased) with experienced operators (minimum three years) necessary to provide the required work (fill in and return an “Equipment List”, with the bid).

d) A working email address with the ability to send and receive photographs; receive and print color maps in jpeg or PDF format. District staff needs the ability to send the contractor task work assessment, photographs, and project maps via email.

Each bidder shall submit the documentation stated above under Paragraphs ‘a’ - ‘d’ with the bid package. Failure on the part of the bidders to include the above with the bid shall render the bid non-responsive. Only responsive bids will be considered by the District.

Disqualification of bidders: Any of the following causes shall be considered as sufficient grounds for the disqualification of a bidder and the rejection of his bid:

a) Submission of more than one bid for the same work by an individual, firm, partnership, or corporation under the same or different names.

b) Evidence of collusion among bidders.

c) Incomplete work for which the bidder is committed by contract, which, in the judgment of the

District, might hinder or prevent the prompt completion of work under this contract if awarded to bidder.

d) Being in arrears on any of his existing contracts with District or in litigation with District or having defaulted on a previous contract with District.

e) Any other cause which, in the District’s judgment and discretion, is sufficient to justify disqualification of a bidder or the rejection of the bid.

Execution of Contracts: An electronic copy of the contract will be provided to the selected bidders after approval by the Executive Director or Governing Board. The bidders, within ten (10) days of the date of receipt, shall execute and return the contract to District, along with the following:

a) A completed Internal Revenue Service Form W-9.

b) Satisfactory evidence of all required insurance coverage.

c) Proof satisfactory to District of the authority of the person or persons executing the contract on behalf of the Bidders, and

d) All other information and documentation required by the contract documents.

The above documents must be furnished, executed, and delivered before the contract will be executed by the District. The contract shall not be binding upon the District until it has been executed by the District and a copy of fully executed contract is delivered to the contractor. The District reserves the right to cancel the award without liability and at any time before the contract has been fully executed by all parties and delivered to the contractor.

Failure to Execute Contract: Failure upon the part of the bidder to whom the contract has been awarded to execute and deliver the contract, and to furnish the evidence required in “Execution of Contracts” “a – d” above, within ten (10) days after the date of the award shall be just cause, in the sole discretion of the District, for the annulment of the award.

Notice and Services Thereof: All notices given by District, under the provisions of this contract, shall be in writing, and service of same may be in either of the following manners:

a) By delivery of such notice to the bidder or any office of the bidder if said bidder is a corporation, partnership, or LLC or to any agent of the bidder.

b) By mailing such a notice by United States mail to the address of the bidder shown on the bidder’s bid.

The District shall not accept as filed any electronically transmitted facsimile pleadings, petitions, notice of protests, or other documents.

Florida Sales Tax: The District is exempt from payment of State of Florida sales tax pursuant to section 212.08(6), Florida Statutes.

Time of Completion: Each bidder agrees that the time is of the essence and further agrees that if awarded the contract, bidder shall proceed with the specified work in accordance with the approved schedule and within the time period specified in each task work assessment.

Use by Other State of Florida Governmental Entities: Other State of Florida governmental entities may purchase from the Agreement to be awarded pursuant to this bid provided such use of the bid has been determined to be cost-effective by the entity. Eligible users of this bid include other water management districts, State of Florida agencies (including members of the state university system and community college system), counties, local county Boards of Public Instruction, municipalities, and other local public agencies or authorities. The general terms and conditions of this bid shall apply to the services procured by other State of Florida governmental entities referencing this bid.

The bidder has the option of providing services described under this bid to other State of Florida governmental entities at bidder’s discretion.

Funding mechanisms/work assignments must be executed in advance of work performed for another State of Florida governmental entity. The governmental entity shall utilize appropriate funding mechanisms (purchase orders, etc.) to authorize performance by bidders. All Work performed under a funding mechanism executed by another state of Florida governmental entity shall be the responsibility of that governmental entity for payment. The District shall not be a party to any such funding mechanism thereby executed and shall not be responsible for payment for any services performed for any governmental entity that utilizes bidders pursuant to this section of the bid.

Contract/project managers shall be identified for each work assignment executed between the bidders and another governmental entity. The District’s project manager(s) shall not be responsible for any work performed under any bid between another governmental entity and the bidders.

SECTION 5 – SCOPE OF WORK

2026-2027 Project Areas The total acreage for projects is 250 acres +/-.

1. Withlacoochee Quail Farm Tract: V-Blade Plant containerized longleaf pine @ 726 TPA (5’x12’ grid or a 6’x10’ grid) over 84 acres (approx. 61,000 seedlings).

2. Holton Creek Tract: V-Blade Plant containerized longleaf pine @ 726 TPA (5’x12’ grid or a 6’x10’ grid) over 238 acres (approx. 173,000 seedlings).

3. Mattair Springs Tract: V-Blade Plant containerized longleaf pine @ 726 TPA (5’x12’ grid or a 6’x10’ grid) over 29 acres (approx. 21,000 seedlings).

4. Woods Ferry Tract: V-Blade Plant containerized Slash Pine @726 TPA (5’x12’ grid or a 6’x10’ grid) over 15 acres (approx. 21,000 seedlings).

Project Deadlines: Work must be completed and invoiced on all project areas by February 28, 2027.

The following tree planting services are to be performed on land owned by the Suwannee River Water Management District (District) as more specifically identified on the enclosed maps (Attachment A). All work must be coordinated with a representative from the District. When conditions are acceptable seedling planting will commence within ten days of notice from the District project manager and work must proceed promptly to completion. Planting pines can begin as early as December 1, 2026. Planting of pines must be completed no later than February 28, 2027. Work quality must comply with the quality standards listed below and be certified by the District project manager prior to submitting invoices for payment.

The project areas can be inspected at the contractor’s convenience. Please contact the District Project Manager, Bill McKinstry, at 386.362.1001 for questions regarding access.

Seedling Pick-up and Storage: Seedling pick-up will be coordinated by the project manager but must be picked up by contractor. A total of approximately 255,000 containerized longleaf pine and 15,000 containerized slash pine seedlings must be picked up by contractor at Andrews Nursery in Chiefland, FL for the plantings. Seedlings shall be picked up from the nursery on a tract-by-tract bases. Any unplanted seedlings will be stored on a trailer, in the shade, under a tarp until planting is completed. The nursery requires a 5-day notice for pickup.

Seedling Care: Questions regarding seedlings are to be brought to the attention of the District project manager immediately by the planting supervisor. Seedlings exhibiting occurrence of mechanical damage, size inferiority, or disease are considered unacceptable for planting.

Seedlings shall be handled, stored, and transported in a manner that will best protect them from damage from any elements.

All seedlings shall be planted at approximately a vertical orientation - no slanted or j-rooted trees.

Seedling Planting Operations: A competent foreman who speaks English fluently and who can converse with all crew members shall be designated by the contractor as a supervisor and remain on-site during all planting operations.

The District Project Manager may prohibit planting during extreme weather conditions (heat, cold, dry, wet, etc.). Planting operations may not stop for a period longer than 48 consecutive hours without advance approval from the District project manager. If adverse weather is a problem, the contractor must furnish additional personnel and equipment to make up for lost time and ensure timely completion.

Seedling root systems must be firmly planted in soil and not in an organic turf layer. Slash pine seedlings shall be planted at an approximately vertical orientation; slanted or j-rooted trees will be considered planted improperly. Longleaf pine seedlings shall be planted so the bud is at or slightly above ground level. Seedlings planted with the seedling bud below the soil surface or more than one-half (½) inch above the soil surface will be considered incorrectly planted.

Depending onsite conditions, the District project manager may adjust planting depth. Seedlings shall be adequately compacted in the ground; the top needles should break off when pulled vertically. A representative from the District will check seedling planting operations. If less than 90% of the planted seedlings do not meet the planting standards, the contractor will be expected to replant the site within the required time frame at their own expense.

V-Blade Planting Standards/Equipment Specification: Crawler tractors with a front-mounted V-blade are required. The V-blade must be used to push forest debris to the sides and clear a planting strip with minimal soil disturbance. Contractor must have an adjustable roller, or similar device mounted on the V-blade to control the vertical movement of the blade along the surface.

The adjustable roller will prevent the blade from digging deep into the soil and excessively scalping the surface. Contractor will be required to always minimize scalping width and depth.

Machinery and operators must be capable of scalping a consistent strip 1-3 feet wide and 1-2 inches in depth. Trees will be planted in the center of the cleared strip.

Planting equipment must be a whitfield-type planting machine and pulled behind a crawler tractor. The tractor must be a size to adequately maneuver around obstacles (snags, tortoise burrows, etc.) and minimize soil disturbance. The planter must be equipped with a coulter no less than twenty-eight (28) inches in diameter. The coulter and planting shoe must be capable of penetrating all soils to a depth of not less than ten (ten) inches. All seedlings are to be planted based on the specifications listed under the heading “Seedling Planting Operations”.

The tree handling apparatus must be able to accommodate containerized longleaf seedlings.

The packing wheels must compact the soil enough to adequately seat the seedlings within the ground.

Seedling Planting Operations

Seedlings exhibiting the occurrence of mechanical damage, size inferiority, or disease shall be considered unacceptable for planting.

Seedling root systems must not be exposed to direct open-air contact for more than 60 seconds prior to planting. Field storage must not expose seedling containers to direct sunlight.

Seedlings shall not be field stored more than two days when the ambient temperature exceeds 65 degrees F.

Seedling containers shall not be stacked or compressed in such a manner as to create the potential for heat build-up. Care must be taken to avoid excessive rough handling of the seedling containers.

Seedlings should be examined carefully for heat decomposition. No seedling shall be planted that is suspected to have gone experienced a heat build-up.

No root pruning will be tolerated.

Bare Root Slash pine seedlings shall be planted at a depth that ensures all needles are above the ground surface when planted.

Except for scalped pastures, bare-root longleaf pine seedlings shall be planted so that the terminal bud is at or slightly above the soil’s surface.

Seedlings shall be properly compacted in the ground so that the top needles break off when pulled vertically by hand.

Seedling root systems must be firmly planted in soil and not in an organic turf layer.

Drill spacing variability (between seedlings in a row) may not exceed 5% of the planting specification.

The typical targeted stocking level for seedlings will be 726 trees per acre unless otherwise requested by District Project Manager. Spacing dimensions for planting on District land are set on a 5’ x 12’ grid or a 6’ x 10’ grid.

Contractor must be able to consistently plant 20 acres per day. The District representative may stop planting and order the removal and/or replacement of the planting equipment or personnel if planting standards are not being met. The contractor then has three working days to replace the equipment or personnel with an acceptable substitute.

Upon request, contractors must submit photographs of their equipment that clearly shows the adjustable roller or similar device that controls the vertical movement of the V-blade and the type of planter that will be used. Failure to provide these photographs will classify the contractor’s bid as unresponsive and will not be further evaluated. Bids will not be considered if contractors do not have the required equipment. Photographs must be e-mailed to Steve Carpenter, the District Project Manager, at the following address:

Steven.Carpenter@srwmd.org

The District follows a “Come Clean, Leave Clean” standard. All equipment used on District land needs to be free of any plant material. Project managers are required to inspect each piece of equipment before it enters District managed lands. If contractor is to perform work within 30 meters of a non-native weed infestation, the project manager is required to inspect the equipment before it leaves District property. The District project manager will delineate a designated cleaning area on each tract for contractors to clean their equipment if needed before they leave the site.

SECTION 6 -BID RESPONSE FORM

25/26-014 OPS

V-BLADE Tree Planting Services

(Page 1 of 3)

Bidders are required to complete and submit this form.

Company Name ___________________________________________________

FEID # ___________________________________________________

Address ___________________________________________________

Company Phone Number ___________________________________________________

Primary Contact Person ___________________________________________________

Primary Contact Phone ___________________________________________________

Primary Contact Cellular ___________________________________________________

Email Address ___________________________________________________

Seedlings will be picked up and stored by contractor according to the specifications in Section 5.

Total Full Service – Seedling Pick-up, Storage and Planting (Includes Mobilization)

BID

$____________/ACRE

ITB 25/26-014 OPS

(Page 2 of 3)

The company must provide three (3) examples of V-blade planting of containerized longleaf pine seedlings within the past three (3) years. Failure to provide three (3) examples or the contact information of the previous worksite manager will nullify consideration to provide the service to the District.

Previous Work History: only include work completed in the last three (3) years for V-blade planting of containerized longleaf pine seedlings.

Work Description

Date of Services Project Name / Site Manager

Contact Information

V-Blade Planting of Containerized Pine Seedlings (Using Whitfield type planter)

1.

2.

3.

Additional Information:

ITB 25/26-014 OPS

(Page 3 of 3)

1) Tree Planting Equipment List

Contractor with crawler tractors with a front-mounted V-blade is required. Please identify what equipment will be used in table below:

Planting Type Species & Medium Identify Tractor Type (X)

V-Blade Crawler Tractor w/ Whitfield-type planter

Containerized Longleaf Pine Seedlings

ATTACHMENT A