ITB FFS 24 25 132_Final.pdf

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

Invitation to Bid (ITB) No: ITB FFS 24 25 132

Title: 2024 – 2025 South Florida Forest Inventory Project

Stephanie Bergozza, Procurement Officer

407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, FL 32399-0800

Bids@FDACS.gov

Failure to file a protest within the time prescribed in 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. Protests must be filed with the Agency Clerk, Florida Department of Agriculture and Consumer Services, The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399.

mailto:Bids@FDACS.gov

BID NUMBER: ITB FFS 24 25 132

SECTION 1.0 INTRODUCTORY SECTION

1.1. Statement of Purpose

The Florida Department of Agriculture and Consumer Services (FDACS or Department) seeks to obtain competitive bids for professional forestry service contractors to conduct inventory services of Florida Forest Service (FFS) lands for timber stand inventory plots within the Picayune Strand State Forest, the Okaloacoochee Slough State Forest, and the Babcock Ranch Preserve, as specified herein. Please note, acreage may differ in renewal years based on number of plots and the size of those plots. This Invitation to Bid (ITB) and all activities leading toward the anticipated issuance of a Term Agreement are conducted pursuant and subject to Chapter 287, Florida Statutes (F.S.), and Rule 60A-1, Florida Administrative Code (F.A.C.).

This solicitation will be administered through the Vendor Information Portal (VIP). Vendors interested in submitting a bid must comply with all terms and conditions described in this solicitation. The Department intends to make a single award or to make no award, as determined to be in the best interest of the state.

1.2. Timeline

The table below contains the timeline of events for this solicitation. The dates and times within the Timeline are subject to change. Modifications by the Department will be issued by written addenda. It is the responsibility of the Vendor to check for any changes on the VIP. All required actions must be completed by the date and time indicated on the Timeline. All times listed are Eastern Time (ET).

EVENT DATE/TIME LOCATION

Release of ITB March 14, 2025 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Recommended Site Visit March 14 - 28, 2025 See APPENDIX I – VICINITY MAP

Last day for written Inquiries to be received by the Department

March 28, 2025

5:00PM

Florida Department of Agriculture and Consumer Services

Email: Bids@FDACS.gov

**ALL EMAILS SHOULD CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT

LINE OF THE EMAIL**

Anticipated Posting of Written Responses to

Vendor Inquiries April 3, 2025 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Sealed Bids Due April 10, 2025

5:00PM

Florida Department of Agriculture and Consumer Services

407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, Florida 32399-0800

Public Meeting for Opening of Bids

April 11, 2025

10:30AM

Teleconference Number: (888) 585 – 9008 Conference Room Number: 407 639 217

Anticipated Posting of Recommended Award

April 15, 2025 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

The Department shall utilize the State of Florida, VIP as the single resource for all ITB Public Notice information in accordance with Rule 60A-1.021, F.A.C.

https://vendor.myfloridamarketplace.com/search/bids

1.3. Public Opening

The Public Opening for this solicitation will be available via teleconference.

DIAL – IN TELECONFERENCE NUMBER: (888) 585 – 9008

CONFERENCE ROOM NUMBER: 407 639 217, then # and follow prompts.

1.4. Special Accommodations

Any person with a disability requiring special accommodations at the pre-solicitation conference and/or bid/proposal opening shall contact the Procurement Officer at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD) or visit https://www.ftri.org/relay for assistance.

1.5. Mandatory Requirements

The Department has established certain requirements with respect to bids to be submitted by respondents. The use of “shall”, “must” or “will” (except to indicate simple futurity) in this ITB indicates a requirement or conditions from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient response does not substantially comply with the ITB requirements, provides an advantage to one vendor over other vendors, has potentially significant effect on the quantity or quality of items bid, or on the cost of the Department. Material deviations cannot be waived. The words “should” or “may” in this ITB indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a bid.

1.6. Conflicts and Order(s) of Precedence

All bids are subject to the terms of the following provisions of this ITB, which are hereby incorporated by reference, and in case of conflict shall have the following order of precedence:

A. Addenda, in reverse order of issuance;

B. ITB, including attachments and appendixes;

C. PUR 1001, General Instructions to Respondents; and D. PUR 1000, General Contract Conditions.

SECTION 2.0 TECHNICAL SPECIFICATIONS

2.1. Definitions

The following definitions refer to data elements and attributes for collection forest inventory data.

1) Azimuth: A horizontal angle of a point, measured clockwise from true north.

2) Basal Area: The cross-sectional area of the stem or stems of a tree or trees in a stand, generally expressed as square units per unit area. For trees, measured at 4.5 feet above ground.

3) Compartment: A contiguous grouping of stands within the same tract based on natural or manmade features. Compartment boundaries should be based on permanent features (roads, waterways, forest boundaries) and only change with acquisition or surplus.

https://www.ftri.org/relay https://www.dms.myflorida.com/content/download/1907/file/PUR%201001%20General%20Instructions%20to%20Respondents.doc https://www.dms.myflorida.com/content/download/2933/file/PUR%201000%20%28General%20Contract%20Conditions%29.pdf

4) Diameter At Breast Height (DBH): Diameter of a tree measured of at breast height (4.5 feet), outside bark, perpendicular to the tree bole.

5) Inclusion: An area of land less than 10 acres that has vegetation different from surrounding or neighboring stand but is too small to be delineated separately without creating excessive map details.

6) Plot: This is the unit on which data are recorded to individual trees, snags, submerchantable trees, and tree regeneration. Data can be collected on either a fixed area or variable radius area.

7) Stand: A contiguous group of trees sufficiently uniform in age-class distribution, composition, and structure, growing on a site of sufficiently uniform quality, to be a distinguishable unit.

8) Tree Age: Total age of the above ground stem of a tree (not age of the root stock or the total age from seed). Total age is usually the annual ring count to the pith of the tree at breast height plus an estimate of the number of years it took the tree to reach breast height. (Longleaf 7 years, Slash or other pine 4 years).

2.2. Scope of Work

The awarded vendor (contractor) shall conduct forestry inventory of Florida Forest Service (FFS) lands as specified herein.

The contractor shall furnish all labor, equipment, transportation, supervision, supplies, and incidentals, to locate, mark, and record timber stand inventory plots across the Picayune Strand State Forest, the Okaloacoochee Slough State Forest, and the Babcock Ranch Preserve.

The contractor will collect data using a Global Positioning System (GPS)-enabled android or iOS personal data recorder (PDR), such as a tablet or smartphone with the latest version of F4 Tech’s SilvAssist software (https://www.thinkf4.com/solutions). FFS will provide the contractor with temporary SilvAssist accounts for the duration of this project. Documents with information on this software and its use are available on F4 Tech’s website. All of the contractor’s fieldworkers/cruisers will be required to attend a training session with FFS staff regarding plot measurement and data procedures. At the beginning of this training session FFS staff will load the SilvAssist Manager, inventory template, stands, and plots onto the contractor’s PDRs. This training must take place prior to the start of work.

The estimated total of plots contemplated for the first year of the contract is 1,854. The Contract Manager (CM) or their designee reserves the right to delete areas or to substitute the same type and quantity of work at the contracted price in other areas similar in topography and conditions within the forest boundaries, in lieu of the original areas if it is determined by the CM that the original areas or portions thereof are unsuitable or unavailable for the performance of the specified work.

2.3. Location and Description

This project is located in the Picayune Strand State Forest, the Okaloacoochee Slough State Forest, and the Babcock Ranch Preserve, located in Collier, Hendry, and Charlotte Counties, Florida. (APPENDIX I – Vicinity Map). The trees to be inventoried consist of the following pine species: South Florida Slash, Slash, and Longleaf pine. Some mixed hardwoods and cypress trees will also occur.

https://www.thinkf4.com/solutions

2.4. Accessibility

A four-wheel drive vehicle (4x4) or ATV may be required to travel on some FFS roads.

Depending on weather conditions, some stand access roads may have wet bay crossings that are too deep for vehicles to pass. Foot travel to and from stands of one (1) to two (2) miles will be common. Slopes are generally minimal with an occasional two percent (2%) slope. As the rainy season approaches, anywhere from May 15 to June 15, access to stands in Picayune Strand State Forest may require specialized equipment such as swamp buggies and small boats.

2.5. Performance Period

The term of the contract as a result of this ITB will be for one year. All plot assignments issued by the CM must be complete by the end of the term of the contract. Upon mutual agreement by both parties, the contract may be renewed on a yearly basis for up to three (3) years, subject to satisfactory performance of the contractor.

It is anticipated that the average workday production will be five (5) plots/person/day in wetlands, and 10 plots/person/day in upland areas. The contractor shall maintain a pace of progress that ensures completion and acceptance of the work by the Department within the contract period (see section 2.15 Inspection and Acceptance). The contractor must submit electronic SilvAssist data for review within one (1) week of completing each stand.

2.6. FFS Furnished Property

FFS will furnish property for the contractor to pick up at the CM’s designated office locations during normal business hours, excluding State and Federal Holidays. The contractor shall be responsible for returning all property furnished by the Department at the end of the contract period in the same condition as provided.

The following list includes the property that will be furnished by FFS:

1) Table or data file with latitude and longitude for each plot center.

2) Initial SilvAssist file, with defaults set for project area and plot locations.

3) Maps or computer-generated aerial photographs of the contract area.

2.7. Contractor Qualifications

The contractor and all cruisers performing this work must hold a minimum of a two (2)-year degree in forestry and at least three (3) months of prior experience in collecting data for forest inventory, stand examinations, or timber cruises.

In addition, each person performing this work must also be able to demonstrate the following:

1) Proficiency in the interpretation of aerial photography.

2) Ability to distinguish between stand types both in the field and on original maps or aerial photographs.

3) Proficiency in the use of GPS units and or GPS enabled personal data recorders for navigating, pacing, determining map distance and area measurements.

4) Ability to accurately identify local tree and shrub species, generally to the species level, including listed and non-native invasive species.

5) Proficient in the use of forest measurement equipment.

6) Knowledge of common forest insects and diseases in the southeast region of the United States.

If the contractor or staff members performing this work cannot demonstrate these qualifications, then replacement of that person may be required at the discretion of the CM.

2.8. Measurement Standards

All measurements collected by the contractor shall be made in accordance with APPENDIX II - FFS State Lands Handbook Chapter 6, Appendix 6.A.13. Where there are discrepancies between the contract and the Handbook, the CM will determine how to proceed.

2.9. Number of Plots

Plot totals and locations are included in APPENDIX I – Vicinity Map and APPENDIX II - FFS State Lands Handbook Chapter 6, Appendix 6.A.13. Digital files will be provided with the latitude and longitude for each plot center. Total number of plot amounts assigned by the CM may be greater than or less than the estimated amount listed in APPENDIX I – V.

2.10. Distribution and Identification of Plots

Plot locations are pre-defined for each stand. A latitude and longitude will be provided for each plot center. Plots will be allocated at one (1) plot per five (5) acres with a maximum of 15 plots for pine dominant stands, or one (1) plot per 100 acres with a minimum of three (3) plots in non-pine dominant stands.

All plot centers shall be located using a GPS unit. When determining the location of the plot center the contractor shall use the appropriate scale on the GPS unit to zoom into the plot center within 50 feet of the GPS plot location. The contractor must navigate to each plot center to determine if the plot can be taken.

All plot centers shall be marked with a wire pin flag or flagging, and the first tallied tree for each plot will be marked with flagging tied with a knot pointing towards plot center. These shall be marked with the stand number, plot number, contract cruiser initials, and the date the plot was taken using a permanent marker.

Once the contractor reaches each plot center, the contractor must decide if the plot can be taken.

If the plot cannot be taken, the contractor shall record the compartment number, stand number, plot number, and state the reason for not taking the plot in the SilvAssist comment field. This record shall be turned in at the end of each week along with all other plot data records and files.

Contractor will not be paid for plots where no data is collected, but makeup plots will be added at the end of the contract which would substitute for the plots not taken.

Examples for not taking plot data include, but are not limited to:

1) plot center located within one chain of the stand boundary (cruiser should move into stand another chain and add a new plot).

2) plot center located in or beside a road (same as above).

3) plot center located in open water.

4) plot center located in an inclusion of the stand that is not representative of the rest of the stand.

There may be some viable plots that have no live standing trees greater than four- and one-half inches (4.5”) DBH.

If the plot can be taken, the contractor shall mark plot centers with flagging. Flagging should be at the plot center on the ground or tied to the nearest bush or tree to plot center and be placed as close as possible to the latitude and longitude position given for that plot. Upon check cruising evaluation, points will be deducted from the total score if it is located more than 50 feet away from the actual latitude and longitude position given for that plot or cannot be located (see Section

2.16.1 Plot Scoring and Allowable Error Range).

Data collection for each plot shall begin at azimuth 360 degrees (north), progressing in a clockwise direction around the plot center. A piece of high visibility flagging, a minimum of 18” long, after tying, shall be tied no less than 4 feet and no more than 8 feet high as near as practical on the first tally tree (preferred) with the knot pointing towards plot center, or a nearby bush or dead stem at least 1 inch in diameter if no live trees are available. This flagging shall be marked with the stand number, plot number, contractor initials and the date the plot was taken using a permanent marker.

2.11. Recording Requirements

The contractor shall utilize GPS capable data recorders with the latest version of SilvAssist Mobile software installed as outlined in Section 2.2, Scope of Work. FFS will provide guidance for downloading the data files with the user defined field defaults set for the project area and sample design that will be used.

Modifications of the user definitions or sample design shall be made by the FFS, only when necessary.

2.12. Plot and Tree Data Fields and Procedures

The following items are required to be recorded at each plot on the Plot Data Form on the SilvAssist app. There will be three (3) tabs per plot for recording Reproduction (REP), Midstory (MID), and Overstory Tree (TREE) data. Detailed information and lists of valid codes for each data item as well as instructions about how to collect this data are found in this document, the SilvAssist manuals on their website and APPENDIX II - FFS State Lands Handbook Chapter 6, Appendix 6.A.13. Any questions shall be referred to and resolved by the CM.

The contractor shall be responsible for collecting and filling out the Plot Data Fields for all data items listed in the table below.

Field Name

SilvAssist Tab

Field Description Data

Source

PlotID PLOT Unique Plot number, generated by F4 FFS/F4

StandID PLOT Unique Stand ID, provided by FFS FFS/F4

OverPlotSz PLOT BAF used (5-40) Contractor

SmPlotSz PLOT Sub-merchantable Plot Size: 01 (1/40th acre, 18.6’ radius)

FFS/F4

RpPlotSz PLOT Reproduction Plot Size: .01 (1/100th acre, 11.78’ radius) FFS/F4

Comments PLOT Used for cruiser comments Contractor

Reproduction (REP)

Spp REP Species of woody tree seedlings Contractor

Cnt REP Count of seedlings of the associated species for that entry

Contractor

Midstory (MID)

Spp MID Species of woody sapling specimens Contractor

Cnt MID Count of saplings of the associated species for that entry

Contractor

DBH MID Diameter at breast height to nearest 1/10th of an inch Contractor

Ht MID Total height of the sapling to the nearest foot Contractor

CrRa MID Crown Ratio to the nearest 10% Contractor

Hlth MID Health status from dropdown list Contractor

Hist MID Tree status Live (1), Recently dead (6), or Long dead (8)

Contractor

Overstory Tree (TREE)

Spp TREE Species of woody tree specimens Contractor

Prd TREE Product: Auto-assign by size or downgrade (pulpwood, cull, dead)

Contractor

Cnt TREE Count of trees matching that species and dimensions Contractor

DBH TREE Diameter at breast height to nearest 1/10th of an inch Contractor

Ht TREE Total height of the tree to the nearest foot Contractor

Hs TREE Height of Sawtimber from bottom to defect Contractor

Hp TREE Height of Pulpwood from bottom to broken top Contractor

CrRa TREE Crown Ratio to the nearest 10% Contractor

Hlth TREE Health status from dropdown list Contractor

Hist TREE Tree status Live (1), Recently dead (6), or Long dead (8)

Contractor

Op TREE Off-plot Site Index tree (0 False, 1 True) Contractor

Age TREE Total age of Site Index tree based on tree core Contractor

SgB TREE Single bark thickness measured to nearest 1/10th of an inch

Contractor

RdG TREE Radial growth last 10 years of growth rings to 1/10th of an inch

Contractor

2.12.1. 1/100th acre Reproduction/Regeneration Plot: The contractor must count every seedling within a radius of 11.78 feet of plot center. Seedlings are woody tree specimens with a total height above1 foot high and below 4.5 feet, except for longleaf pine in the grass stage, where you measure seedlings with a root collar at least 0.75 inches in diameter.

2.12.2. 1/40th acre Sub-merchantable/Midstory Plot: The contractor must count every sapling within a radius of 18.6 feet of plot center. Saplings are woody tree specimens at least 1’ tall and 1” in diameter. For each species record each observed 1-inch DBH class below the 5-inch DBH class. Take a stem count of each tree of that species and DBH class.

Then record an average of the heights of that that species and DBH class entry. The most efficient way to complete this is by taking a few reference measurements then completing via ocular estimation.

2.12.3. BAF Prism determined Overstory Tree Plot: After navigating to the plot using

SilvAssist and marking plot center, the contractor must begin at azimuth 360 (North) recording all standing live and dead tree data, progressing in a clockwise direction around plot center. Flag the first measured tree with the required information to prevent confusion about the starting tree. If two trees appear to be on the exact same azimuth, measure the inner tree first, followed by the outer tree.

FFS will set the Sample Design form for SilvAssist to inventory all live and dead trees within each plot with a 5-40 Basal Area Factor (BAF) prism. 10 BAF is the default size, but cruisers should use whichever will give them 5-8 trees for 60% of the plots inventoried. If the cruise did not capture that, they will need to redo them with a smaller BAF prism down to a 5 BAF prism. For borderline trees, the limiting distance (tree location from the plot center flagging to the center of the tree [pith] at the DBH) will determine whether the tree is in or out by confirming the exact distance with loggers’ tape. There is a limiting distance calculator in the SilvAssist app that can be used while taking plots in the TREE tab.

2.12.4. Procedure – Diameter: For the contractor to record diameter, first measure the exact diameter using a diameter tape. For consistency, measure trees on the uphill side of the tree at 4.5 feet from the ground to the nearest tenth of an inch. If a defect or knot occurs at breast height, measure just above the defect or knot. For buttress swelling on cypress trees, measure above the swelling, or give your best estimation what the diameter would be above the swelling. The goal is to get the volume as accurately as possible, excluding any extreme measurements.

2.12.5. Procedure – Height: The contractor must record the height of every tree that is within the plot. To do this efficiently, cruisers may use a clinometer to measure several tree heights at the plot and use this to estimate the height of the other trees.

Total Height (Ht): (estimate dead, measure live) the contractor must record the total height for all trees. If a pine tree forks, has abnormally large branches, has other defects, or is not a typical pine tree form, also take a merchantable height. For live trees, measure from the tree the appropriate distance for the clinometer that you are using.

Take readings for the top of the tree and the bottom. Add or subtract the numbers as necessary to get a height measurement.

Height of Sawtimber (Hs): (Live trees only) This is a code which is only entered if the top diameter of the sawtimber portion of a tree needs to be lowered. Normally sawtimber trees will go up to an 8” top, and Chip-N-Saw up to a 6” top. If there is a defect or abnormality which would prevent utilization to that top diameter, code an Hs equal to the height of the true top of the sawtimber cutoff height. This will lower the normal sawtimber cutoff to the input height. Use this if the Sawtimber or Chip-N-Saw section of the tree will not meet the 8” top for Sawtimber or 6” top for Chip-N-Saw. Measure with a clinometer from the bottom of the tree to the section the log will need to be cut due to the fork or other defect. Record this in total feet for the Hs.

DO NOT use this code for pulpwood trees!

Height of Pulpwood (Hp): (Live trees only) This is a code which is only entered if the top merchantable portion of a tree does not go up to the normal 3-inch top. This will not happen often but could happen if a tree has a broken top (for example, broken at 5 inches). Instead of the program calculating non-existent wood (broken top between 5 and 3 inches) you would code the height at which the merchantability of the tree stops, telling SilvAssist not to calculate pulpwood above this point. Hp is therefore used instead of Ht (total height). You will NEVER USE Hp and Ht for the same tree, as they conflict with each other. Use this code if a tree (any species) has a broken top. Measure the total height of the tree from the bottom of the tree to the top of the tree where it has been broken using a clinometer.

Merchantable sized trees not meeting merchantability criteria should have diameters recorded and be culled from the stand.

2.12.6. Procedure – Crown Ratio: When height is taken, crown ratio must be estimated.

Crown ratio can be found by measuring total feet of live crown and dividing it by the total feet of the bole or tree height. Round to the nearest 10 percent.

2.12.7. Procedure – Product

1) Pine Product Classes

• Pine Pulpwood (Mulch for S. FL slash pine) - 4.6” DBH and up, at least one 16’ log, and up to a three-inch top diameter outside bark.

• Pine Chip-N-Saw - 8.6” - 11.5” DBH, a minimum 24’ length, and up to a six-inch top diameter outside bark.

• Pine Sawtimber - 11.6” DBH and up, at least one 16’ log, and up to an eight-inch top diameter outside bark.

2) Hardwood (Hard and Soft Hardwood) Product Classes

• Hardwood Pulpwood - 5.0” DBH and up, at least one 16’ log, and up to a four-inch top diameter outside bark.

• Hardwood Sawtimber - 13.1” DBH and up, at least one 16’ log, and up to a ten-inch top diameter outside bark.

3) Cypress/Cedar Product Classes

• Cypress Mulch - 5.0” DBH and up, at least one 16’ log, and up to a four-inch top diameter outside bark.

• Cypress Sawtimber - 11.1” DBH and up, at least one 16’ log, and up to an eight-inch top diameter outside bark.

4) Forked Trees: Forked trees are not very common, but they should be handled as accurately as possible. The following lists various fork situations you might come across:

• A fork below 4.5’ DBH - Any fork below 4.5’ should be treated as two trees and merchandized accordingly.

• A fork at 4.5’ and up to 6’ DBH - Any fork in this range will greatly affect DBH, therefore, measure both diameters immediately above the fork and merchandize both boles as two trees. Again, disregard any abnormal part of the trees that the fork would impact.

• Forks above 6’- Any fork above 6’ will need to have a diameter at 4.5’ and any merchantable or total height will use the larger bole of the fork. Only one tree entry will be used for this type of tree.

5) Swelling: Any tree that has swelling or a defect at 4.5’ which will impact the diameter

(either inflate or deflate the diameter) measure just above the swelling. On trees which have a high butt swell, measure just above the swell. If the location above the swelling is out of reach to measure diameter with a measuring device, use your best estimate of the diameter where the swelling ends and record this as the DBH. Ignore any swelling or defects when measuring merchantable height, include swelling in total heights.

2.12.8. Procedure – Site Index: The contractor must collect site index data on pine dominant stands only. The contractor must collect data from three site index pine trees per stand.

If there are only a few plots for the stand, put the site trees in any plots, just try to sample trees which are as spread out as evenly as possible across the stand. When collecting site trees, measure any dominant pine tree or co-dominant pine tree. All site index trees need to be the same species within a stand and must be the dominant or co-dominant species. If, for example, you are inventorying a mixed slash pine/loblolly pine stand, pick the species which you think is best suited for the soil/terrain. If no site trees exist on the sample plots, but a nearby section of the stand has adequate site trees growing in the same soil, use the neighboring off-plot site trees. Trees should be chosen from among those on sampled plots before considering off-plot trees. Off-plot site trees should be no further than 66 feet (1 chain) from plot center, except in pine dominant stands projected as having less than 50 live trees/acre, in which case off-plot site trees may be within 198 feet (3 chains). Code a ‘1’ in the ‘Op’ field if site tree is an off-plot tree. This is key to prevent the program from using the site tree in volume calculations.

Other site index tree considerations include:

1) In the dominant or co-dominant crown class.

2) Of the pine species defining the forest cover type of the stand.

3) Showing no pronounced period of radial growth suppression in the increment core.

4) Showing no evidence of insect, disease, or physical damage that would affect the height over age relationship.

5) Growing in a representative site location.

6) Age greater than 20 years.

2.13. Stand Data Fields and Procedures

The following items are required and must be recorded for each stand on the SilvAssist website after all plots have been completed. This will be done by FFS personnel in consultation with the contractor to reflect any updates determined from the cruise. Detailed information and lists of valid codes for each data item as well as instructions about how to collect this data are found in the SilvAssist guides on the SilvAssist website and APPENDIX II - State Forest Handbook Appendix 6.A.13 and APPENDIX IV – Forest Type Definitions. Any questions shall be referred to and resolved by the CM.

Field Name Field Description Data Source

Forest BRP, OSSF, or PSSF FFS

StandID [Forest code] [Tract] [Compartment number] [Unique Stand number]

FFS

Tract State Forest Tract where the stand is located FFS

COMPARTMENT Compartment where the stand is located FFS

Acres Total acres FFS

For_type Define stand by species present, see APPENDIX IV – Forest Type Definitions

Contractor

FNAI_C

Florida Natural Area Inventory community most prevalent within stand

FFS

ORG_YR Origin Year, year of stand establishment FFS

AGE_STRC Even, Two aged, or Uneven aged stand structure FFS

ORGIN Establishment type of stand, Planted or Natural FFS

GR_COVER Dominant ground cover type of the stand. Contractor

REC_PRES Recommended treatment prescription for stand Contactor/FFS

PRESC_PRIORITY Prescription Priority Low/Medium/High (1/2/3) domain FFS

ACRES_RD Rounded to nearest whole acre FFS

INV_YR Most recent year inventoried FFS/F4

ACCESS

True/False (1/0) indicating if the stand is accessible for Inventory

Contactor/FFS

HARVESTABLE

True/False (1/0) domain. Indicator if stand is ready to harvest

FFS

ACCESSIBLE

True/False (1/0) indicating if the stand is accessible for harvest

Contactor/FFS

PRODUCTIVE

True/False (1/0) domain if site index is 70 or more for pine

FFS

INV_DATE Date cruise completed MM/DD/YYYY date format Contractor/F4

Comments Stand/cruiser comments Contractor

2.14. Data Transfer

The data will be transferred to F4’s SilvAssist website by syncing via Wi-Fi after each stand is completed. The contractor is responsible for data stored on the PDRs until the data is uploaded.

The Contractor shall submit completed stand information in electronic form within seven (7) days after completion of each stand. It is recommended that the contractor save the information collected on the PDR then upload or transfer to a personal computer at the end of each day as a backup.

2.15. Inspection and Acceptance

2.15.1. Compliance Inspection

The CM or Contracting Manager Representative (CMR) will, by formal review, determine if the specified progress and methods of work are being carried out to the specifications listed in the contract. Failure to comply with specified work standards may be cause for termination of the Contractor's right to proceed.

2.15.2. Inspection of Work

Compliance with contract specifications and the basis for payment will be determined by both office and field inspection procedures. An inspection block, as established by the FFS for payment purposes, will consist of a complete compartment, unless noted in work order. An initial inspection may be done on less than 40 plots if requested by contractor.

Office inspection will cover all required items for which field visits to plots centers are not needed. Office inspection will occur first, both for efficiency in field inspection and to allow the contractor the opportunity to correct errors detected. Office inspection procedures will include:

1) Ensuring adequate plots for stand or the reason for not taking the plots.

2) Reviewing data in SilvAssist for completeness.

Once the data is error-free, according to the SilvAssist program, and plot locations have been judged to be representative of each stand, FFS personnel will conduct field inspections and sample contractor-completed plots on an initial 5% random sample basis. Where an error trend appears, inspection intensity may be increased. The field inspection will be based on a printout of the appropriate data.

FFS will make the initial office inspection of each compartment without cost to the contractor within 10 business days of the date that correctly formatted data has been received by the designated FFS CMR. Field inspections will be completed within 10 business days after an error-free report has been generated from the data. Should corrections be required as a result of field inspections, no charge will be made for the first re-work inspection. Thereafter, any re-inspection required will be at the contractor's expense.

2.15.3. Demonstration of Inspection Procedures

Upon the contractor’s written request, the FFS will choose an existing plot established by the contractor and perform one (1) demonstration inspection at no cost as an example of inspection procedures and demonstration of potential problems. The contractor must accompany the FFS inspector during the inspection.

2.15.4. Determination of Acceptable Work

Data that does not meet the following specifications will be considered unacceptable and FFS, in its sole discretion, will determine that the contractor failed to deliver services in accordance with the specifications of this project. FFS will return unacceptable plots, or potentially entire stands or compartments, to the contractor for correction and resubmission. The FFS will evaluate contractor compliance during the office inspection or the field inspection. The items listed below will be evaluated on a pass / fail (acceptable / unacceptable) standard:

1) All electronic data not submitted to the FFS in a timely manner after contractor completion of each compartment.

2) Stands in which plots are not located at pre-determined latitude and longitude without due cause.

3) Stands without sufficient plots taken unless agreed to by CMR.

4) Where a plot center as located on the ground is within 50 feet of the stand boundary or outside the stand boundary as identified on the stand map, aerial photo, or the GPS data, unless designated by CMR.

5) Any sample plot which cannot be located because of incorrect latitude/longitude coordinates, improper plot center marking, or for any other reason attributable to noncompliance with specifications.

6) Stands without the required number of site index trees (as specified).

7) Any data with inaccurate stand location and stand number data.

8) Stands where FFS supplied and required information is incompletely or inaccurately transcribed into the appropriate data field.

9) Tree data incorrectly recorded with an error outside the precision parameters of the FFS protocol (see ‘Plot Scoring Allowable Error Ranges’ below).

2.16. Forest Inventory Check Cruise

Plots will be graded with a maximum score of 100 points and must have a score of at least 75 to pass inspection. Point deductions will be made for each deficient entry or procedure on an inspection site. The breakdown of point deductions and acceptable error ranges are outlined below:

1) Forest Type: Either full credit (20 points) or no credit, based on a right or wrong forest type.

See APPENDIX IV – Forest Type Definitions.

2) Flagging: Each plot should have two (2) flagging markers. The first on the ground marking the plot center, the second in the air about eye level on the first tally tree with stand and plot ID’s, cruiser initials, and inventory date written on it in black permanent marker. Minus one point (-

1) for each flagging missing or not correctly marked.

3) GPS/Shapefile: All plots must be within 50 feet of the check cruiser’s GPS coordinates to receive full credit.

2.16.1. Plot Scoring and Allowable Error Ranges

Each variable has a point value to adequately score a plot. Below is the point breakdown for items checked on every plot:

1) Point Location: 2 points (if plot center is within 50’ of GPS plot location). If after a reasonable effort the plot cannot be located, check cruiser will make a note on the check form that they could not find the plot. The time spent looking for the plot can be left up to each check cruiser.

2) Inventory Procedure: 2 points (did cruiser follow proper cruising techniques?).

3) Flagging: 2 points (1 point per flag if correctly placed and marked).

4) Species: 1 point per tree (No allowable error).

5) DBH: 1 point per tree (must be exact to nearest tenth of an inch).

6) Total Height, ½ pt (10% variance from cruise check height allowed).

7) Crown Ratio: 1 point (15% allowable error).

8) Product: 1 point (no variance allowed).

9) Regeneration: ½ point per seedling, with 2 seedlings total allowable error up to 10 seedlings. No points off for more than 10 seedlings on check cruiser tally.

10) Site Index Tree: 5 points (1 point each for Species, DBH, total height, single bark thickness and radial growth). Can be within 0.2 inches of the cruise check for single bark thickness and radial growth.

11) SilvAssist Stand fields: 5 points (1 each for forest type, age structure, stand origin, ground cover, and access).

12) Missed Live Tree by BAF prism or limiting distance: all points will be deducted for each field (4.5 points/tree)

13) Dead Trees: Total height, Species and DBH can be estimated so no deductions are taken on dead trees.

2.16.2. Error Trend

If during inspection of selected plots or review of submitted data, the FFS determines an error trend is occurring in the information being recorded by the contractor, the FFS will notify the contractor of the findings. If the same trend continues in future inspections of the compartment, the compartment may be returned for rework even if they have passing inspection scores. Errors are subject to point deductions.

2.17. Correction of Unacceptable Work

FFS reserves the right to require unacceptable compartments, as determined under Section 2.15.4, Determination of Acceptable Work, to be re-cruised. Upon written notification by the CM or CMR that a compartment is unacceptable, the contractor may be required to complete and submit re-cruised data before continuing work on another compartment. Plots deemed unacceptable must be re-cruised within seven (7) business days. The FFS will specify rework requirements for each unacceptable compartment. In the case of data errors, the FFS can require that they be corrected. In the case of plot location errors, the FFS may require that the plots be relocated and measured. Financial Consequences for work determined unacceptable by FFS can be found in Section 4.21, Financial Consequences.

1) Correction of Data Errors:

• For failure due to Score: Correct individual items or measurements that failed. This may require revisiting stands and sample plots in the block.

• Trend error failures require rework of all items identified as having an error trend.

2) Correction of Plot Location Errors:

• Incorrectly located plots shall be relocated and measured.

The FFS will re-inspect compartments that have been reworked to determine compliance using both office and field inspections. Field re-inspections will consist of a mixture of previously inspected and previously un-inspected plots with the selection of plots at the discretion of the FFS CM or designee.

If reworked compartments fail during the first re-inspection, additional rework may be allowed at the discretion of the CM or failure to pass re-inspection may result in contract default.

2.18. Method of Payment

1) Payments: Payment will be made on a per plot basis. Each plot must be completed, which includes all forms and electronic data, successfully uploaded to SilvAssist, and passing inspection. Partial payments may be made as agreed upon by the contractor and CM as compartments are completed.

2) Deductions: Deductions from payments will be made as financial consequences for the following conditions.

• failed re-inspections beyond the first one, subsequent to contractor’s corrective actions;

• any work not completed within the time specified by this contract, unless a time extension has been approved by the CM; and

• re-inspection done at contractor’s request prior to his or her corrective action that subsequently confirms the initial finding of unacceptable.

2.19. Recommended Pre-Bid Conference / Site Visitation

It is STRONGLY recommended that each vendor, before submitting a bid, inspect the sites where the project is to be completed to satisfy themselves regarding all general and local conditions that may affect the preparation of their bid and cost of contractor’s performance. Appointments, if needed, for site inspections may be arranged with an FFS Representative, Michael Weston at

(239) 690-8021 for OSSF and PSSF, or Eric Strickland at (941) 213-6983 for BRP, between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. It is the vendors' responsibility to consider any and all site conditions or requirements for the project. A site visit is strongly recommended but IS NOT mandatory.

2.20. Licensing

Contractor shall maintain valid certifications, licenses, and permits required for the services prescribed above.

2.21. Past Performance/References

The bid response must contain names, addresses, phone numbers and email contacts for three

(3) of the Respondent’s most recent completed projects from the last five (5) years similar in project size and scope as the work outlined in Section 2.2, Scope of Work, (See Attachment A - Past References/ References). References must be current or former clients of the responding firm. Confidential clients shall not be included. The Department will not accept subcontractor/proposed personnel or personal references of a member of the responding firm as a substitute for respondent references.

The Department reserves the right to contact each customer reference to verify the information provided and validate the performance/ workmanship of the vendor. If determined by the Department, references must be verifiable within three (3) business days of initial verification attempt by the Department, exclusive of weekends, state holidays or other closures.

It is the responsibility of the contractor to ensure that all submitted references are verified. The Department will attempt to verify references once via telephone or email. Bids with one or more unverified references may be disqualified. References that indicate any unsatisfactory contractor work performance or workmanship will result in disqualification of the bid. Past performance with the Department will constitute a reference, whether listed or not, and will be used by the Department to determine the respondent's ability to perform services similar to those described in this bid in a satisfactory manner. Unsatisfactory past performance with the Department will result in rejection of bid.

2.22. Sub-Contractors

To ensure that only qualified and competent subcontractors will be employed on the project, the contractor shall submit to the Department a list of subcontractors who will perform work.

Subcontractors include facilities used for final disposal of collected pesticides and other materials.

The contractor shall have determined, to his own complete satisfaction, that a listed subcontractor has been successfully engaged in this particular type of business for a reasonable length of time and is qualified both technically and financially to perform the phase of this work for which he is listed. Proof of any licenses or certifications required of subcontractors shall be submitted with the list of subcontractors by the contractor.

Any subcontractor(s) not listed and approved in the award of this bid will not be allowed to proceed with any work related to this project. The Department shall have the right to examine the technical qualifications of any subcontractor and to request additional documentation of a subcontractor’s technical and financial qualifications. Any subcontractor(s) proposed after the start of this project must be submitted in writing to the Department for approval. Work by the proposed subcontractor must not commence until the Department has given approval. The Department shall have the right to prohibit the use of any subcontractor that in its own discretion does not satisfactorily meet the business experience, technical or financial qualifications necessary to perform this work. If applicable, Attachment B - List of Subcontractors form must be completed and included in the bid response.

SECTION 3.0 INVITATION TO BID PROCESS

3.1. Advertisement

This ITB is hereby advertised on the State of Florida VIP. To find the ITB or other related information, enter Agency “Department of Agriculture” and click on “Advertisement Search” at the bottom of the web page. If unable to download the document(s), contact the Department’s Procurement Officer.

3.2. General Instructions to Respondents (PUR 1001)

Pursuant to Rule 60A-1.002 F.A.C., the General Instructions to Respondents, PUR 1001, are incorporated in this ITB by reference. Vendors are not required to return this document with its bid.

Any terms and conditions set forth within this ITB document shall supersede all conflicting terms and conditions set forth within the PUR 1001, unless the conflicting term/condition is required by any section of the Florida Statutes, in which case the term/condition required by Florida Statutes shall take precedence. Specific references to MyFloridaMarketPlace (MFMP) usage for this ITB as stated in paragraphs 3 and 5 of the PUR 1001, General Instructions to Respondents, are not applicable.

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

3.3. Vendor Inquiries

The Procurement Officer, acting on behalf of the Department, is the sole point of contact for official meetings, questions, and all matters pertaining to this ITB from the date of the release of the ITB until the Department’s Notice of Agency Decision is published on the VIP.

Questions related to this ITB, or requests for approved equivalents (if applicable), must be received in writing, via email, by the Procurement Officer listed below, as indicated in the Timeline. Oral inquiries, or those submitted after the period specified in the Timeline, will not be acknowledged.

Responses to written questions will be published on the VIP on or about the date referenced in the Timeline.

Procurement Officer:

Stephanie Bergozza Florida Department of Agriculture and Consumer Services Email: Bids@FDACS.gov

**ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE ITB NUMBER IN

THE SUBJECT LINE OF THE EMAIL**

Between the release of the solicitation, and the end of the 72-hour period following posting of notice of intent to award (72-hour period excludes Saturdays, Sundays, state holidays or other closures), vendors responding to this solicitation, or persons acting on their behalf, may not contact any employee or officer of the executive or legislative branches of government, concerning any aspect of this solicitation, except in writing to the procurement officer as provided in this solicitation. Violation of this provision may be grounds for rejecting a response, as per Section 287.057(25), F.S.

3.4. Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation documents or exhibits, addenda, and materials relative to this ITB the information will be published on the Vendor Information Portal as a written addendum. Any addenda issued in relation to this ITB shall thereby become part of the final bid specifications and requirements.

Interested vendors are responsible for monitoring this site for new, changing, or clarifying information relative to this ITB.

3.5. MyFloridaMarketPlace (MFMP) Registration

Each vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State is prequalified to do so and shall register in the MFMP system. Information about the registration process is available, and registration may be completed, at the MFMP website: Vendor Information Portal (https://vendor.myfloridamarketplace.com/). Interested persons lacking internet access may request assistance from the MFMP Customer Service at

(866) 352-3776.

https://vendor.myfloridamarketplace.com/

Vendors should register for the following United Nations Standard Products and Services (UNSPSC) Class/Group Commodity Code(s) pertaining to this ITB:

• 70151500 – Forestry Management

• 70151501 – Forest Resources Management Services

• 70151505 – Forest Inventory

• 70151506 – Forest Monitoring or Evaluation

• 70151900 – Forestry Resources

• 70151904 – Silviculture

3.6. Vendor Substitute W-9

The Florida Department of Financial Services (DFS) requires all vendors that conduct business with the State of Florida to electronically submit a Substitute W-9 Form to https://flvendor.myfloridacfo.com. Forms and answers to frequently asked questions are located on the website once a registration has been completed. DFS may assist vendors with questions and can be reached at (850) 413-5519 or FLW9@myfloridacfo.com.

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