ITB FFS 25 26 23_Final_MFMP VIP.pdf

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

Invitation to Bid (ITB) No. ITB FFS 25 26 23

Solicitation Title: 2025-2026 Apalachicola National Forest

Sumatra and Oak Park Common Stand Exam Project

Brittany Harvey, 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.

BID NUMBER: ITB FFS 25 26 23

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 collect stand examination data in accordance with Common Stand Exam (CSE) protocols across the Apalachicola National Forest, as specified herein. This Invitation to Bid (ITB) and all activities leading toward the anticipated issuance of a Contractual Services Agreement are conducted pursuant and subject to Chapter 287, Florida Statutes (F.S.), and Rule Chapter 60A-1, Florida Administrative Code (F.A.C.).

This solicitation will be administered through the Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/search/bids. The Department will utilize the VIP as the centralized procurement website for electronic posting of agency solicitations, decisions and intended decisions in accordance with Rule 60A-1.021, F.A.C.

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 November 18, 2025 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Recommended Site Visit November 19 - 25, 2025 See APPENDIX I – VICINITY MAP

Last day for Vendors to Submit Questions December 3, 2025

Florida Department of Agriculture and Consumer Services

Email: Bids@FDACS.gov Anticipated Posting of Written Responses to Vendors Questions

December 4, 2025 Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

Sealed Bids Due December 10, 2025

5:00PM

Florida Department of Agriculture and Consumer Services – Mayo Building

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

Public Bid Opening December 11, 2025

9:30AM

Mayo Building 407 S. Calhoun Street, Tallahassee, Florida Teleconference Number: (888) 585 – 9008 Conference Room Number: 407 639 217

Anticipated Posting of Recommended Award TBD Vendor Information Portal https://vendor.myfloridamarketplace.com/search/bids

1.3. Procurement Officer

The Procurement Officer, acting on behalf of the FDACS, is the sole point of contact for official meetings, questions, and all procurement related matters relating to this solicitation.

The Procurement Officer for this ITB is:

Brittany Harvey, Procurement Officer Florida Department of Agriculture and Consumer Services Email: Bids@FDACS.gov

Between the release of the solicitation, and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and State holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.4. 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.

1.5. 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:

1. Addenda, in reverse order of issuance.

2. ITB, including attachments and appendices.

3. PUR 1001, General Instructions to Respondents; and

4. PUR 1000, General Contract Conditions.

SECTION 2.0 TECHNICAL SPECIFICATIONS

2.1. Definitions

The following definitions refer to data elements and attributes for collecting CSE data.

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

2) Basal Area: The cross-sectional area of the stem or stems of a plant or of all plants in a stand, typically expressed in square units per unit area. For trees, it is measured at 4.5 feet above ground; for forbs and grasses, it is measured at the root crown.

3) Compartment: A land area easily identified on the ground by physical features, made up of various stands. A compartment is comparable in size to a sub-watershed, or landscape management unit and is used as a convenience for maintaining stand records and planning vegetation management projects.

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

5) EXAMS CE: Software on data recorder used to collect data using stand exam protocol.

6) EXAMS PC: Software on personal computer to collect data using Common Stand Exam (CSE) protocol.

7) Forester-in-Charge: A United States Forest Service (USFS) Forester responsible for overseeing all aspects of this forest inventory project.

8) 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.

9) Plot: A sub-sample of a plot or stand exam. This is the unit on which data are recorded to individual trees, snags, logs, understory vegetation, and fuels. Data can be collected on either a fixed area or variable radius area.

10) Plot Data Form: The Plot Data form is used to collect data at the plot level and is independent of the information collected at the setting level. This data is collected individually for all sample plots in the stand.

11) Personal Data Recorder (PDR): A hand-held device used to record CSE data in the field.

12) pdr (.pdr) File: A file format containing filed data that has been created using ExamsPC software. The file extension is .pdr.

13) Sample Design Form: A form that contains information about how the data was collected, which trees, shrubs and cover are measured, and how the measurements shall be converted to per-acre values.

14) Setting Data Form: A form used to collect data that uniquely identified each stand.

15) Stand: A community, particularly of trees, possessing uniformity in composition, age, spatial arrangement, or condition, to be distinguishable from adjacent communities, and form a silvicultural or management entity.

16) Suppression: A condition in which a tree's growth and vigor are significantly hindered due to competition or being overshadowed by neighboring trees. More specifically, a suppressed tree has its crown (branches and foliage) partially or completely overtopped by the crowns of one or more nearby trees, meaning it receives little to no direct sunlight from any direction. These trees typically have a low crown ratio (less than 30%).

17) Tree Age: The total age of the above-ground stem of a tree, not including the age of the rootstock or the total age from seed. It is typically calculated as the number of annual rings 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 (e.g., 7 years for longleaf pine, 4 years for slash or other pines).

2.2. Scope of Work

The awarded vendor (contractor) shall collect stand examination data in accordance with Common Stand Exam (CSE) protocols across designated areas of the Apalachicola National Forest, as specified herein.

This contractor shall furnish all labor, materials, equipment, tools, transportation, supervision, supplies, and incidentals, to locate, mark, and perform all work required to collect timber stand examination data following the CSE protocols on approximately 21,073 acres, consisting of 3,587 plots. (See Appendix I - Maps) Provided maps reflect the general vicinity of the project area. The maps are general in nature and are not to be considered as definitively identifying locations.

The contractor must install CSE plots and perform data collection at each installed plot, using the sample design for the performance of this work. All sample design specifications must adhere to CSE protocols.

Data will be collected using global positioning system (GPS) units and personal data recorders (PDR) equipped with the latest version of Forest Service CSE software, available at https://www.fs.usda.gov/nrm/fsveg/. The CSE Field Guide and R8 Appendices are also available at this site and provide detailed instructions on software use. Additionally, the webpage includes a list of compatible PDR devices and software required to complete all work.

2.2.1. Applicable Publications (Current Editions)

Current editions of CSE publications that apply to this project can be located at:

https://www.fs.usda.gov/nrm/fsveg/

The following are applicable to this project and the resulting Contractual Services Agreement:

CSE User Guide, Chapters 1 through 10 (inclusive) CSE User Guide Appendices, Appendix A through N (inclusive) CSE Region 8 User Guide Appendix

While the entire contents of these items apply to the project, the United States Forest Service (USFS) furnished property CSE file templates will have addressed many of the items within the documents. The contractor must refer to the Applicable Publications to ensure quality control of site-collected data.

The website also provides access to various software downloads and items to support the data collection to be performed under the Contractual Services Agreement. The contractor is responsible for ensuring that all equipment used to perform the work is compatible with the USFS-furnished property.

2.3. Location and Description

This project is located on the Apalachicola National Forest spanning Liberty, Franklin, and Wakulla Counties. The Sumatra portion of the project straddles the Franklin - Liberty County line and is generally situated south of the town of Sumatra and east of Highway 65. The Oak Park portion is located between the towns of Sopchoppy and Crawfordville. (See Appendix II – Table

1. Compartment(s) and Stand(s) for project location)

2.4. Plot and Stand Specifications

The contractor must provide all equipment, supplies, transportation, labor, and supervision necessary to complete the project.

Appendix III – Table 2. Number of Plots by Compartment and Stand, details the number of settings within each compartment and the number of plots within each setting. Please note, acreage may differ in renewal years based on the number of plots and the size of those plots.

Performance of the work includes the following:

1) Using GPS for locating and monumenting (i.e., flagging) CSE plots within each unit. GPS unit must be capable of collecting the plot latitude and longitude at each plot per the CSE protocols specified in Chapter 4 of the CSU User Guide, published by the USFS as part of its Field Sampled Vegetation (FSVeg) system.

2) Conducting and collecting CSE data within each plot.

3) Providing data in electronic format (i.e., Windows PC Exam Software and/or PDR).

Collecting CSE data includes the following components:

Setting (Stand) Data Plot Data Large Tree Data (a variable radius plot using a 10 Basal Area Factor (BAF).)

Sapling Tree (1/100-acre fixed plot) Seedling Data (1/100-acre fixed plot)

2.5. Accessibility

The project work site is best accessed by a four-wheel drive vehicle (4x4) or ATV. Foot travel is required to navigate to each plot. Maps and photos may indicate that a road goes to the plot locations; however, vehicle access may be difficult or restricted. Plot locations may require the contractor walks to the stand or acquire some other means of travel. Off-highway vehicles are not permitted off the designated trails and roads systems on the Apalachicola National Forest. No vehicles will be permitted to operate off roads without approval of the USFS Forester-in-Charge.

2.6. Performance Period

The term of the contract as a result of this ITB will be for approximately five (5) months. The contractor shall maintain progress at a rate that shall assure completion and acceptance of the work by the Department within the contract period. The contractor shall submit electronic CSE files on a schedule established prior to the commencement of work and agreed to by both parties.

The anticipated contract period will begin upon the execution of a Contractual Services Agreement, and the work completed by May 31, 2026.

2.7. Contractor Equipment

All contractor equipment used within the stands shall be in such and of an appropriate type and in sound mechanical condition to meet the requirements of the work and to produce and ensure the production and maintenance of satisfactory work quality. All equipment shall meet or exceed applicable Occupational Safety and Health Administration (OSHA) specifications.

The contractor is responsible for providing a laptop, GPS unit, and (PDR) (if required).

Additionally, the contractor shall supply pink flagging and pink flag wire stake pins for monumenting the plots in accordance with project specifications.

2.8. USFS Furnished Equipment

The USFS will provide the following equipment to the contract to perform the work:

1) Plot Center Coordinates Table A tabular data file (e.g., CSV or Excel) containing latitude and longitude coordinates for each plot center. Each entry shall include:

Plot ID Latitude (decimal degrees) Longitude (decimal degrees)

2) Geospatial Shapefiles (.shp format) representing:

Stand boundaries Individual plot locations.

3) Initial CSE File An initial CSE files with default parameters pre-set for the project area.

2.9. Contractor Qualifications

The contractor and its personnel performing the work must hold a minimum of a two (2)-year degree in forestry and three (3) months of prior experience in collecting data for forest inventory, stand examinations, or timber cruises. And 12 months verifiable technical experience in collecting field data for timber inventories, stand examinations, or timber cruises may be substituted for the education requirements.

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 or photocopied 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) Proficiency in the use of data recording devices with enough skills to ensure accurate electronic data collection.

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

6) Proficient in the use of forest measurement equipment.

7) 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 USFS.

2.10. Data Collection Requirements

Collected data shall be submitted in hardcopy (paper) and electronic format. Data may be collected using EXAMS software on a PDR or recorded manually on paper and later entered in the ExamsPC software on the contractor’s computer or laptop.

Submitted plot cards shall be clearly readable to ensure accurate future data entry. Plot cards that are illegible or incomplete will be rejected.

The contractor shall successfully run the electronic data through the Pre-load Audit program (compatible with Microsoft Office 2013 or higher) to verify and clean the data prior to submission.

The contractor’s electronic data generated from the EXAMS software shall be successfully transmit to the USFS FSVeg System using the contractor’s computer or laptop.

2.11. Plot Measurement Requirements

All plot measurements shall be made in accordance with the current United States Agricultural Department (USDA) Forest Service Common Stand Exam (CSE) User Guide and R8 Appendices. Where there are discrepancies between the Contractual Services Agreement and the User Guide, the Contractual Services Agreement will take precedence.

The technical specifications are based on the overall composition and condition of the plot and are intended to be guidelines for achieving a high-quality final product in a professional manner.

The contractor is expected to use knowledge to identify and adjust to variations within the stand.

2.12. Restrictions of Work

Work may be performed at any time during the contract period, except as restricted below. This section shall not be interpreted to limit the USFS’s rights under the Federal Acquisition Regulation (FAR) 52.242-14, Suspension of Work.

Restrictions are as follows:

1) When the Department determines that adverse weather has made access to the project location(s) is too dangerous or that continued vehicular travel would cause unacceptable road damage.

2) The USFS may restrict access during emergencies such as hurricanes.

3) Inaccessibility to the project location(s) due to fallen trees or washouts on roads may or may not be corrected at the option of the Department.

2.13. Distribution and Identification of Plots

Plots have been identified and located through the USFS’s GIS System, ArcMap. Plots have been placed on random sample to generate the locations.

Plot locations are pre-defined for each stand. A latitude and longitude will be provided for each plot center.

The contractor shall navigate to each plot center to determine if the plot can be taken. If the plot cannot be taken, the contractor shall list the reason under plot remarks on the PDR (preferred) or on paper record the compartment number, stand number, plot number and the reason for not taking the plot. 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 would 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:

plot center located within one chain of the stand boundary plot center located in or beside a road plot center located in open water plot center located in an inclusion of the stand that is not representative of the rest of the stand.

There will be some plots that have no live standing trees > four and a 4.5 inches DBH, but the 100th acre nested plot would still be taken as long as none of the above applies.

If the plot can be taken, the contractor shall record a GPS point at the plot center. The contractor shall mark plot centers with a pin flag that shall be marked with the stand number, plot number, contractor initials and the date the plot was taken using waterproof ink. A free-hanging piece of pink flagging, at a minimum of 18” long and of a color pink to be highly visible, shall be suspended no less than four feet (4’) no more than eight feet (8’) high as near as practical over the plot center on a living stem of any diameter or a dead stem at least one inch (1”) in diameter.

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 as close as possible.

The USFS will provide the contractor with topographic maps which the plot locations are identified, and the unit boundaries are delineated. Unit/plot GIS files will also be provided as geodatabases or shapefiles, as requested by the contractor.

GPS units used to navigate to USFS provided plot locations should be capable of achieving 10-meter accuracy either by averaging positions or through single-position fixes under light-medium canopy as per the National Standard for Spatial Data Accuracy:

https://www.fgdc.gov/standards/projects/FGDC-standards-projects/accuracy/part3/chapter3

The USFS has tested out many commercially available GPS receivers including recreational grade GPS units, integrated phone and tablet GPS receivers and survey-grade receivers. Results of these tests, including units that meet or exceed 10-meter accuracy under light-medium canopy are listed here:

https://www.fs.usda.gov/database/gps/mtdcrept/accuracy/index.htm

1) Plot Latitude: This is the plot latitude as measured by GPS. All Latitude values will be positive (North assumed). Degrees must be from 18-71 inclusive, minutes must be from 0-59 inclusive, and seconds must be from 0-59.99 inclusive.

2) Plot Longitude: This is the plot longitude as measured by GPS. All Longitude values will be positive (West assumed). Degrees must be from 44-172 inclusive, minutes must be from 059 inclusive and seconds must be from 0-59.99 inclusive.

3) Plot Center: Shall be identified by a white pin flag that is at least four inches (4”) by five inches (5”). Place pin flag securely in the earth to prevent movement of plot center. Plot number, date, and initials shall be written on the pin flag with an indelible black ink, felt tip marker.

4) Hang pink attention flags at or above eye level at the nearest available location to plot center.

If attention flagging cannot be hung within visual range of plot center, distance and azimuth to plot center shall be written on the attention flagging with a black indelible ink marker.

2.14. Data Recording Requirements

The contractor shall utilize GPS-capable data recorders with the latest version of CSE software installed. The USFS will provide the first data file with the user defined field defaults set up for the project area and sample design that will be used. Modifications of the user definitions or sample design shall be made by the USFS, only when necessary.

Data collection for each plot shall begin at azimuth 360 degrees (north), progressing in a clockwise direction around the plot center.

2.15. Data Recording in the CSE Software

2.15.1. Setting (Stand) Data

Stand exam plot installation and data collection shall comply with CSE Field Guide, Region 8, February 2014 (R8FG). (See Appendix VI – Table 3. Setting Data).

Plot data collection will record the actual plot latitude and longitude as taken from the contractor supplied GPS unit.

2.15.2. Plot Data Form

The plot data reflected in Appendix V – Table 4. Example Plot Data Form are required to be recorded at each plot on the Plot Data Form. Detailed information and lists of valid codes for each data item are found in the CSE Users Guide and Appendices and are available as ‘Help’ on the PDR within the software. The contractor shall be responsible for collecting and filling out the Plot Data Form for all data items that are set to “YES” in the “Required” column of the table.

2.15.3. Tree Data Form (a variable 10 Basal Area Factor)

The contractor shall begin recording standing tree data on the Tree Data Form at azimuth 360 (North), progressing in a clockwise direction around plot center. Flag the first tree if there might be confusion on the starting tree.

All variable plots shall use a 10 basal area factor (BAF) to measure live and dead trees. All live and dead trees above 4.60 inches DBH will be measured in the variable radius plot.

All stands will have at least two (2) ‘site trees’ that will be cored by use of an increment borer, at DBH.

2.15.4. Site trees will record:

Total Height (in feet) Species DBH (nearest tenth of an inch) Age

2.15.5. Site Tree Selection Criteria

1) Freedom from height growth suppression Choose dominants or co-dominants depending on the specific site index curves used.

No evidence of top damage, past or present.

No damage that could influence height growth.

No pronounced period of radial growth suppression. This will not be apparent until tree is cored and core is reviewed in the field. If the radial growth suppression does appear in the core, attempt to recollect the data until a suitable sample is found. A suitable sample is free from suppression.

Select trees from a locally defined species list. Species preference is based on the quality of the associated site index-yield study. Longleaf pines are preferred as site trees. If unavailable choose pine species over hardwoods.

2) Similar age class, preferably middle-aged, avoiding old growth and young age classes. Typically, > 25 years and < 100 years.

3) Select at least one site tree from the sample trees tallied for each sample plot when the sample trees meet site tree criteria. Try to avoid taking samples from young stands unless necessary. If there is no option but to use a young stand, then follow the tree selection criteria as described as closely as possible. Site trees need to be at least 5.0 inches DBH. If there are no acceptable site trees in the stand, the site trees will not be required, and this can be noted in the remarks section. (See Appendix VI – Table 5. Tree Data)

2.15.6. Sapling Data (1/100 fixed plot)

The contractor must ensure that each sapling plot is measured using a 1/100th-acre fixed-radius plot (11.8 feet radius). Saplings are defined as trees with DBH ranging from 1.0 inch to 4.59 inches. (See Appendix VII – Table 6. Saplings Data)

2.15.7. Seeding Data (1/100 fixed plot)

The contractor must ensure that each sapling plot is measured utilizing a 1/100th-acre fixed-radius plot (11.8 feet radius). All southern pine trees greater than 1 foot tall and with a DBH less than 1.0 inch are measured within the seedling plot.

Only pine seedlings are required to be counted. To account for the grass stage of longleaf pine seedlings, longleaf pine seedlings will be recorded differently than all other species. The contractor must record all longleaf pine that are greater than ¼ inch diameter at root collar. Grass stage Longleaf will be given a height of 0.5 feet.

Inventoried items are reflected in Appendix VIII – Table 7. Seedling Data – Longleaf Pine. Non-long lead pine will be inventoried as reflected in Appendix IX – Table 8.

Seedling Data – All other, non-longleaf pine.

2.16. Reporting and Meeting Requirements

The contractor will not be required to complete reporting under the Contractual Services Agreement.

However, Microsoft Teams Meetings will be scheduled and conducted every two (2) weeks with the contractor and USFS personnel to discuss operations, production and planned production, and any issues or questions. Additional meeting can be set up as needed.

2.17. Data Transfer

The Contractor’s electronic PDR data generated from the EXAMS CE software shall be successfully transmitted to the U.S. Forest Service FSVeg System using the contractor’s computer or laptop. Until the data is successfully uploaded, the contractor is responsible for safeguarding all data stored on the PDR.

To prevent data loss due to battery failure or equipment malfunction, it is strongly recommended that the contractor save collected data on the PDR and transfer it to a personal computer at the end of each workday as a backup. This transfer can be performed using the appropriate CSE software for the PDR, available at the following website:

https://www.fs.usda.gov/nrm/fsveg/.

The Contractor will transfer the collected data from paper files into the ExamsPC program.

Submitted plot cards shall be clearly readable to ensure accurate future data entry. Plot cards that are illegible or incomplete will be rejected. The contractor shall successfully run the electronic data through the Pre-load Audit program (compatible with Microsoft Office 2013 or higher) to verify and clean the data prior to submission.

The contractor shall submit completed stand information in electronic format within seven (7) calendar days following the completion of each compartment.

2.18. Inspection and Acceptance

2.18.1. Compliance Inspection

The USFS will conduct formal reviews of CSE to determine whether the contractor is making the specified progress and adhering to the approved methods of work. Failure to comply with the established work standards may result in termination of the contractor’s right to proceed under the Contractual Services Agreement.

2.18.2. 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 USFS for payment purposes, will consist of a complete compartment, unless noted in work order. An initial inspection may be done on less than 50 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 ExamsPC for completeness.

Once the data is error-free according to the ExamsPC program and plot locations have been judged to be representative of each stand, the USFS will inspect in the field and re-measure contractor-established plots on an initial five percent (5%) random sample basis. Where an error trend appears, inspection intensity may be increased.

The USFS is not constraining itself by this contract to any maximum sample. The field inspection will be based on a printout of the appropriate data.

The USFS will make the initial office inspection of each compartment without cost to the contractor within 10 calendar days of the date that correctly formatted data has been received by the designated USFS Contract Manager. 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 contract re-inspection required will be at the contractor's expense.

Reinspection charges may include but are not limited to, inspector's wages for travel time to and from work site, inspector's wages to re-inspect, USFS wages, and vehicle use rate and mileage.

2.18.3. Demonstration of Inspection Procedures

Upon the contractor’s written request, the USFS 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 shall accompany the USFS inspector on the inspection.

2.18.4. Determination of Acceptable Work

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

1) All electronic data not submitted to the USFS in a timely manner after the 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 examined unless agreed to by the USFS Contract Manager.

4) Where a plot center as located on the ground is within 66 feet of the stand boundary or outside the stand boundary as identified on the stand map or aerial photo and the setting data, unless designated by the USFS Contract Manager or inspector.

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 and/or age trees (as specified).

7) Stands with any required setting, sample design, plot, and tree data missing.

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

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

10) Tree data incorrectly recorded with an error outside the precision parameters of the CSE protocol.

11) Stands with an error or incomplete information in a field designated as “Unacceptable” in the Point Value column (A) on the CSE Inspection Forms.

2.18.5. Plot Scoring and Error Ranges

For each inspection site, a point deduction will be applied for every deficient entry or procedure identified.

1) The number of errors for each field across the entire inspection/payment block is recorded in Column B ("Number of Errors").

2) The Point Deduction in Column C is calculated by multiplying the number of errors (Column B) by the assigned Point Value in Column A.

3) The total of all point deductions is summed at the bottom of Column C and recorded in the "Total Deductions" field (Field D).

4) To calculate the "Form Score" (Field F), the Total Deductions (Field D) are divided by the number of stands, plots, or tree data records inspected (Field E).

This scoring system provides a standardized method for evaluating data quality and determining compliance with contract specifications

2.18.6. Error Trend

If, during inspection of selected plots or review of submitted data, the USFS identifies a recurring error trend in the contractor’s recorded information, the contractor will be formally notified by the Forester in Charge or USFS Contract Manager. If the same error trend is observed in subsequent inspections of the compartment, the entire compartment may be returned for rework—even if it has received a passing inspection score. All such errors are subject to point deductions as outlined in Section 2.18.5., Plot Scoring and Error Ranges.

2.19. Correction of Unacceptable Work

The USFS reserves the right to require rework of any compartment deemed unacceptable, as determined under Section 2.18.4., Determination of Acceptable Work. Upon written notification from the USFS, the contractor may be required to complete and submit rework before proceeding with work on any additional compartments. The USFS will specify the rework requirements for each unacceptable compartment.

In the case of data errors, the USFS may require corrections to the data.

In the case of plot location errors, the USFS may require plots to be relocated and re measured.

2.19.1. Correction of Data Errors

Form Score Failure: The contractor must correct individual items or measurements on the specific form that failed (e.g., if the Tree Form fails, only that form must be reworked). This may require revisiting all stands and sample plots within the block.

Total Score Failure: The contractor must correct all items and measurements on all forms. This may also require revisiting all stands and sample plots within the block. If a block fails due to both a Form Score and a Total Score, the rework requirements will follow the Total Score failure protocol.

Trend Error Failures: All items identified as having an error trend must be reworked.

2.19.2. Correction of Plot Location Errors

Incorrectly Located Plots: Any plots found to be incorrectly located must be relocated and re-measured.

The USFS will re-inspect reworked compartments to determine compliance, using both office and field inspections. Field re-inspections will include a mix of previously inspected and uninspected plots, selected at the discretion of the

USFS.

If a reworked compartment fails the first re-inspection, additional rework may be permitted at the discretion of the USFS. Continued failure to meet contract requirements may result in contract termination.

2.20. Reinspection upon Contractor Request

If the contractor disagrees with the results of the initial inspection, a re-inspection may be requested in writing within seven (7) calendar days of receiving notification of unacceptable work.

This request may be made without corrective actions having been taken.

1) If the re-inspection confirms the original inspection results, the contractor shall reimburse the

USFS for the actual costs incurred in performing the re-inspection. This reimbursement will be applied as a reduction in contract payment.

2) If the re-inspection determines that the work does meet acceptable standards, the USFS will assume the cost of that re-inspection

2.21. 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 ExamsPC, and passing inspection. Partial payments may be made as agreed upon by the contractor and USFS Contract Manager 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, after the contractor’s corrective actions.

any work not completed within the time specified by this contract, unless a time extension has been approved by the USFS.

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

2.22. 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 for site inspections may be arranged with the USFS Representative, Asa Haddock at asa.haddock@usda.gov between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. It is the vendors' responsibility to consider all site conditions or requirements for the project. A site visit is strongly recommended but IS NOT mandatory.

2.23. Licensing

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

2.24. Past Performance / References

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

(3) of the vendor’s most recently 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 vendor. Confidential clients shall not be included. The Department will not accept subcontractor/proposed personnel or personal references of a member of the responding vendor 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 vendor 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 vendor work performance or workmanship may 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 may result in rejection of bid.

2.25. Sub-Contractors

The vendor shall submit to the Department a list of subcontractors who will perform work. The vendor shall have determined, to their 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 they are listed. Proof of subcontractors’ required licenses or certifications shall be submitted with the list of subcontractors.

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. Special Accommodations

Any person with a disability requiring special accommodations at the site visit or the bid opening shall contact the Procurement Officer listed in Section 1.3, 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.

3.3. General Instructions to Respondents (PUR 1001)

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.

3.4. Vendor Questions

The Procurement Officer, acting on behalf of the Department, is the sole point of contact for official meetings, questions, and all procurement related matters relating to this solicitation from the date of the release of the solicitation until the Department’s Notice of Agency Decision is posted 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 in Section 1.3, within the time indicated in Section 1.2, Timeline. Verbal Questions, or those submitted after the period specified in Section 1.2, will not be acknowledged.

Responses to written questions will be published on the VIP on or about the date referenced in Section 1.2, Timeline.

3.5. 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 VIP as a written addendum. Any addenda issued in relation to this ITB shall thereby become part of the final bid specifications and requirements.

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

3.6. 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 VIP website at https://vendor.myfloridamarketplace.com/. Interested persons lacking internet access may request assistance from the MFMP Customer Service at (866) 352-3776.

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

3.7. 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.

The awarded vendor must have a valid W-9 on file with the DFS prior to issuance of a purchase order or contract. This may be completed by the vendor post-award and is not something which the Department will consider in determining the responsiveness of a bid.

3.8. Cost of Bid Preparation

Neither the Department nor the State of Florida is liable for any costs incurred by a vendor in response to this ITB.

3.9. Instructions for Bid Submittal

Each bid response shall be prepared simply and economically, providing a straightforward, concise delineation of the vendor’s capabilities to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional material are discouraged. Emphasis in each bid must be on completeness and clarity of content. In order to expedite the review of bids, it is essential that vendors follow the format and instructions provided below.

1) Bids may be sent by U.S. mail, courier, overnight or hand delivered to:

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

2) Electronic (email/fax) submission of bids will not be accepted for the ITB.

3) All bids must be submitted in a sealed envelope/package with the relevant ITB number clearly marked on the outside of the envelope/package.

4) It is the vendor’s responsibility to assure its bid submittal is delivered to the proper place and time as stipulated in Section 1.2, Timeline.

5) Late bids will not be accepted.

Bids may be delivered by United States Postal Service (USPS) mail, courier (FedEx/UPS), or hand delivered to the Mayo Building; however, vendors are cautioned shipment via USPS may not be guaranteed to be received by the Department on the scheduled due date / time.

BIDS MUST BE RECEIVED IN THE PURCHASING OFFICE BY THE DESIGNATED DATE

AND TIME LISTED. POSTMARKED OR CLOCKED IN BY FEDEX, UPS, OR U.S. POSTAL

SERVICE IS NOT ACCEPTABLE FOR BEING RECEIVED IN THE PURCHASING OFFICE.

3.10. Vendor Acknowledgement

By submission of a signature on the Department’s Acknowledgment Form, the vendor certifies that they comply with all terms and conditions contained herein. The bid must contain the original signature of an authorized representative who can legally bind the vendor. The services offered by the vendor will conform to the specifications of this ITB without exception. Vendors must include Attachment C – FDACS Acknowledgement Form, with their bid submission.

3.11. Price Sheet

Vendor shall complete, sign, date and return Attachment D - Price Sheet. Bid prices must be firm and be inclusive of all services, packaging, handling, shipping and delivery charges, environmental and fuel service fees, and any other relevant and related charges.

No remuneration is available to the vendor beyond the bid price for all specifications and considerations in response to this ITB. Vendors will be strictly held to the prices of their bid. The contents of this ITB and vendor bid submission will become a contractual obligation upon execution of the contractual services agreement.

Quantities referred to are estimated quantities. If the Price Sheet stipulates a unit price, the Department reserves the right to increase or decrease the quantities and amounts. No guarantee is made regarding actual orders issued for items or quantities. The Department shall not be responsible for Vendor inventory or order commitment.

If a submitted Price Sheet includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified.