ITB023689_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: PROFESSIONAL BUSH HOGGING SERVICES (Killbuck Marsh)

CONTRACT No.: ITB023689

CONTRACT ID: 23689

EFFECTIVE DATES: 09/01/24 to 8/31/2027

SUPPLIER: QUICK MOW, INC.

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000018831. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed Twenty-Four months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Department of Natural Resources as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE

1.1.1 The Department of Administrative Services (DAS) on behalf of The Department of Natural

Resources (DNR) is soliciting bids for bush hogging services at Wildlife Areas throughout Ohio.

The work includes mowing herbaceous and woody vegetation 3” diameter and smaller at cutting height. Soil conditions vary and may include wet and poorly drained soils. All work must be completed July 15th – September 15th, or January 15th - March 1st each year. *Bush hogging within a work unit will have a three-year rotation where specific fields will have scheduled services once every three years.

1.1.2 The pricing and required services must include all materials, equipment, qualified/certified labor, logistics, and personnel transportation, necessary for the successful completion of all the required services listed herein.

1.1.3 The Contractor(s) must coordinate with DNR concerning special timeframes and mowing heights on areas with rare species. These areas include Spring Valley, Killdeer Plains, and Willard Marsh Wildlife Areas.

1.1.4 *Overview maps of the work locations are in SUPPLEMENT A. Site specific maps for Fiscal Year

2025 are in ATTACHMENT A:

1.2 DEFINITIONS

1.2.1 Bush hog - a device, pulled behind a tractor, having one or more blades spinning parallel to the ground and attached radially to a central axis, used for clearing land and capable of cutting herbaceous and small woody vegetation up to three inches in diameter at the cutting height.

Also known as a rotary mower.

1.2.2 Slope - inclines greater than 3 horizontals to 1 vertical and are relatively inaccessible to the use of conventional mowing equipment.

1.2.3 Scheduled Bush Hogging Services – Clearing services for predetermined or preidentified acreage as part of the annual/seasonal clearing plans in the awarded location, park, work unit, or wildlife area, subject to change seasonally or annually.

1.2.4 Unscheduled Bush Hogging Services – Clearing services for acreage not predetermined or preidentified within the annual/seasonal clearing plan though within the awarded location, park, work unit or wildlife area.

1.2.5 Miscellaneous Services – Services not specified in the scope of work but performed to facilitate access to Scheduled or Unscheduled Bush Hogging Services areas within the awarded location, park, work unit, or wildlife area. Miscellaneous Services will be calculated using materials markup percentage and labor time rate basis.

1.3 GENERAL REQUIREMENTS

1.3.1 This project is to mow herbaceous and small woody vegetation at various wildlife areas within the geographical extents identified in SUPPLEMENT A. Areas can also be found on the DNR Lands and Facilities interactive map for further observation. The Contractor(s) will be expected to navigate through many of the areas with the use of GPS or through observation of landscape features. DNR staff will be available to assist by marking unclear areas.

*Denotes change per Lot 1 Round 2.

1.3.2 The Contractor(s) will not be responsible to bush hog sloped land resulting from manmade structures such as those on the sides of dams or levees. However, terrain will vary and may include sloped hillsides. It is the responsibility of the contractor to have a general knowledge of the terrain for each work unit prior to bidding.

1.3.3 The DNR, Division of Wildlife project agent(s) will identify specific acreage to be cleared within the awarded location(s). The use of GPS equipment for this project is required.

1.3.4 The Agency will identify specific fields or acreage to be cleared by sending the Contractor(s) an annual/seasonal clearing plan. *Georeferenced PDF maps will be made available to the Contractor(s) prior to each year’s work.

1.3.5 The Contractor(s) is required to view the bush hogging areas within programs such as Avenza

Maps, or similar software, to assist them in locating the boundaries of the bush hogging areas.

1.3.6 If additional work is needed which is not specified in the scope of work, the Agency may order that work from the Contractor(s) by utilizing the miscellaneous services time and materials rates.

The utilization of the miscellaneous services is at the sole discretion of the Agency and may include, but not limited to, access lane clearing or maintenance, culvert repair or installation, treating woody vegetation >3” diameter and ditch maintenance. Miscellaneous services performed without the written consent of the Agency will be at the expense of the supplier.

1.3.7 The Contractor(s) will be required to attend an annual kick-off meeting at a date and time to be determined. The kick-off meeting will be used to review the detailed expectations of the Contractor(s), to discuss ongoing expectations, changes to terrain, or areas of focus. Such a meeting may be in-person or conducted via conference call or other virtual meeting resources.

1.3.8 The Contractor(s) will be required to attend an on-site field visit with each work location’s Project Agent to orient the contractor with the area. The contractor will be required to develop a work plan finalizing the Scope of Work details for the specific fields or acreage to be cleared.

The work plan should describe the specifics of the work to be completed per field or acreage, include cutting height(s), proposed work schedule, any miscellaneous services to be completed, include a cost estimate which includes the planned quantities of each line item and the associated costs, and an estimated work schedule, and will be submitted to the work location’s Project Agent for approval.

1.3.9 Upon the Agency’s approval of the work plan, a PO will be opened, and the work schedule finalized. *Estimated acres used in the bid do not represent a guarantee of work. The annual acreage to be cleared is subject to change based on the Agency’s budget and programmatic needs. Final approval to start work is accomplished by issuing an annual purchase order.

1.3.10 The Contractor(s) is required to contact the DNR, Division of Wildlife project agent(s) at least two business days prior to initially entering the property for work.

1.3.11 To prevent the introduction or spread of noxious weeds or invasive species, equipment shall be free of vegetative debris before mobilizing equipment to ODNR property, before moving to different fields within a wildlife area, and before leaving ODNR property. While on ODNR property cleaning may be performed within the field upon completion of bush hogging and before moving to the next field.

1.3.12 Work must be conducted under favorable ground conditions and within specified timeframes.

1.3.13 Bush hogging operations shall occur once in each field between July 15th and September 15th, or between January 15th and March 1st of each year. Other potential blackout dates will be made available to the Contractor(s) upon request. Extensions to working periods may be approved at the sole discretion of the Agency. Using a bush hog and tractor, all herbaceous and small woody vegetation 3 inches and smaller at cutting height should be cut to a height between 3 inches and 12 inches as specified by the location’s agent(s). Specified cutting heights may vary within and between fields and locations. *The frequency of past vegetation management and vegetation density varies by field. Woody vegetation >3” diameter does not need cut.

1.3.13.1 Due to the presence of listed rare species on Killdeer Plains, Willard, and Spring Valley

Wildlife Areas, bush hogging conducted from July 15th through September 15th must be conducted from 11am-3pm at the highest possible bush hog setting.

1.3.13.2 The Contractor(s) shall be responsible for identifying acceptable ground conditions in advance and scheduling work as necessary to maximize work during these times. Any ground disturbance must be kept to a minimum and equipment with low ground pressure is encouraged but not required. If ruts exceed 6 (six) inches in depth regularly, the Contractor(s) must stop work immediately. Any resulting damage must be repaired to its original condition and the satisfaction of the Area Agent, prior to demobilization.

The Area Agent may shut down or suspend work if they conclude conditions are unfavorable.

1.3.13.3 The Contractor(s) is responsible for alerting the Agency if the Contractor(s) will be unable to clear the identified acreage within the appropriate timeframe. The Contractor(s) must obtain confirmation, in writing, that the Agency agrees that the acreage cannot be cleared for acceptable reasons. Acceptable reasons include unfavorable weather or ground conditions. Other acceptable reasons are at the discretion of the Agency.

1.3.14 Acreage and sections to be bush hogged are likely to change annually and will require the Contractor(s) to coordinate with DNR in subsequent years. Such coordination will occur via the annual kick-off meetings and on-site field visits.

1.3.15 A field visit with the location’s project agent must be conducted prior to submitting any invoices for work completed, and prior to demobilization at the completion of each year’s work.

1.3.16 The Contractor must photograph the area before and after work is completed. The Contractor will provide the photographs to the Agency upon request.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/01/24) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1. ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2. FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease.

For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.

Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1. SOLICITATION CONFERENCE

A solicitation conference will be held on 06/28/24 via virtual meeting to discuss the requirements of the solicitation.

The virtual meeting may be accessed via this LINK. The conference will commence promptly at 11:00 AM, barring an unforeseen circumstance that results in a delay of the conference. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the solicitation conference due to their failure to attend and/or arriving after the conference has convened.

Preregistration for the meeting is not required. However, if you would like an email copy of the meeting link, you may contact Tom Nelson, tom.nelson@das.ohio.gov.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk5MDYwZDgtNDYyYS00YjA3LTk0MjMtMTdjY2IzNGJjNjQ0%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%220cce0a1c-d289-469b-86df-235f36d4c257%22%7d

5.2. SITE VISIT

Prior to submitting their bid response, the bidder should visit the location(s) they are bidding on to survey the land and to become familiar with the requirements of the bid. Bidders may visit these locations on their own or they may contact the Wildlife Area point of contact to schedule an appointment.

Work Unit Point of Contact Phone Number Appalachian Hills Jordan Skates (740) 403-9080 Berlin Jeremy Byers (330) 654-2392 Cooper Hollow Roy Rucker (740) 682-7524 Darke Bruce Terrill (937) 347-0922 Deer Creek Karen Norris (614) 565-5168 District One North Rob Batterson (614) 424-9985 Fallsville Ron Adams (937) 987-2508 Mosquito Creek Ronald Ferenchak (234) 308-2607 Highlandtown Jeff Janosik (330) 679-2201 Indian Creek Randy Morgan (513) 875-2111 Killbuck Marsh Dennis Solon (330) 567-3390 Killdeer Plains Andy Landon (740) 485-1256 La Su An Travis Kruse (419) 340-6523 Magee Patrick Baranowski (419) 345-9393 Pickerel Creek Jim Brown (419) 280-4771 Rush Run Bryan Dorsey (513) 726-6795 Salt Fork Jeff Porter (740) 489-5021 Spring Valley Rob Ligas (937) 488-3115 Wildlife District 2 Office Justin Harrington (419) 236-3463 Wildlife District 3 Office Bryan Kay (330) 245-3026 Wildlife District 4 Office Chris Smith (740) 589-9951 Woodbury Reino Kalinen (740) 824-3211

5.3. EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will:

multiply the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items by work units. Bidders may bid on one or more work units. Failure to bid all items by work unit may result in the bidder being deemed not responsive.

5.4. CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total by work unit. Bidders may bid on one or more work units. The low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items by work unit.

Failure to bid all items by work unit may result in the bidder being deemed not responsive.

6 - SUPPLEMENT A

SITE MAPS

6 - SUPPLEMENT A