ITB023787_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: BUNDLED FIREWOOD, NORTHWEST AND ERIE ISLANDS REGIONS

CONTRACT No.: ITB023787

CONTRACT ID: 23787

EFFECTIVE DATES: 04/25/2025 to 02/28/2027

SUPPLIER: LAKE ERIE TREE SERVICE LLC

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

SRC0000022928 . 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 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Ohio 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: The intent of this solicitation is to establish a contract for the supply of bundled firewood as required by the Ohio Department of Natural Resources (ODNR) for resale in Ohio State Parks. The State reserves the right to add State Parks to this contract at any time.

1.2 BUNDLED FIREWOOD REQUIREMENTS:

1.2.1 Firewood must be hardwood grown within the State of Ohio. Softwood is prohibited under this contract.

1.2.2 The Contractor must comply with all applicable State and Federal requirements regarding firewood restrictions to prevent the transportation of invasive species. The Contractor must be willing to complete invasive species trainings as required by the Ohio Department of Agriculture. The Contractor must allow inspections of their facility by the Ohio Department of Agriculture or their designee should there be a concern about invasive species. The Contractor must remain up to date on invasive species in firewood in Ohio. The Contractor is encouraged to review dontmovefirewood.org for more information about preventing the spread of invasive species through firewood.

1.2.3 Firewood must be delivered dry, fully seasoned, and free of rot and mold. If not kiln dried, the seasoning period must be a minimum of 3 months.

1.2.4 Each bundle must contain split pieces of firewood that are 14 to 18 inches in length. Each piece must be within 3 and 6 inches in diameter.

1.3 PACKAGING:

1.3.1 Each bundle must be at or between 0.75 to 0.85 cubic feet in volume.

1.3.2 Each bundle must be contained using twine, rubber bands, a burlap or other non-plastic sack that is tied closed, or minimal shrink wrapping to prevent the bundle from losing wood pieces when handled. Bundles must have a handle for ease of carrying. ODNR requires that environmental sustainability be considered when choosing materials.

1.3.3 Bundles must be labelled in accordance with all applicable Federal and State requirements. The label must include information on bundle size and wood origin at minimum.

1.4 ORDERS AND DELIVERY:

1.4.1 Orders placed before 5:00pm will be considered as received same day by the Contractor. Orders placed after 5:00pm are to be considered as received the following business day. Orders must be acknowledged by the Contractor no later than the business day following receipt.

1.4.2 State Park staff may place orders via email or purchase order.

1.4.3 Firewood must be delivered on pallets containing 65 bundles each. Pallets must be individually wrapped in plastic for delivery. Contractor must have the capacity to deliver a minimum of 15 pallets at one time, including to State Parks that require ferry access.

1.4.4 Delivery must be made between the hours of 7:30am and 3:30pm, Monday through Friday, with the exception of State holidays. Deliveries may vary based on the seasonal needs of parks. Delivery must occur within five business days after receipt of order, per Section 3.4. A 2-hour delivery window must be mutually agreed upon with the park at least 24 hours in advance of delivery.

1.4.5 State Park staff will be responsible for the unloading of firewood pallets at the location designated within the park, unless prior arrangements have been made with the Contractor requesting that the Contractor unload.

The Contractor must have the capacity to unload when requested and there must be no additional cost for the service. The addresses listed in ATTACHMENT ONE represent the State Park office location. The delivery location may be located elsewhere within the State Park.

https://www.dontmovefirewood.org/

1.4.6 State Park staff may elect to have the Contractor move bundles of firewood from the delivered pallets into a storage area by hand. The fee for this service must be indicated in the OhioBuys Item Grid on a per pallet basis. The need for this service will be indicated at the time of order.

1.4.7 Prior to delivery, the Contractor must self-inspect the firewood for signs of invasive species. Logs of self-inspections may be requested at any time and must be provided within three days of request.

1.5 OTHER SOURCES:

1.5.1 ODNR reserves the right, without notice to the Contractor, to obtain firewood at no cost from other sources when available.

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 AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3 FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first 12 months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 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”.

3.4 DELIVERY

Firewood will be delivered to the State Park within five business days after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency. Some locations only have access via ferry, identified in Attachment One. It is the responsibility of the contractor to pay any applicable ferry fees and to organize timely deliveries to these locations. Ferry fees will not be reimbursed.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

3.5 MINIMUM ORDER

The minimum order placed against a contract awarded pursuant to this bid shall not be less than one standard pallet.

4 - INVITATION TO BID INSTRUCTIONS

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

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, to determine the low lot total for each region, the State will multiply the unit cost by the estimated usage listed in the item grid and then add each of the totals together to arrive at a total for each region. Where estimated annual usage is unknown, a value of one is used for evaluation purposes.

5.2 CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by bid region.

5.3 DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein may deem the bidder not responsive.

5.4 PRODUCT SAMPLES

The bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not included as part of their bid response, the bidder will be required to provide the samples within seven calendar days after notification. Failure to provide the samples within the stated time period may result in the bidder being deemed not responsive. After award of the contract, the samples will be used as a basis of comparison with actual product delivered under contract. Any variation between the samples and product being delivered will be considered as an event of default.

Any variations between the samples and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

6 - ATTACHMENTS

6.1 ATTACHMENT ONE - STATE PARK REGIONS

NORTHWEST REGION

1. East Harbor State Park - 1169 N. Buck Rd., Lakeside-Marblehead, OH 43440

2. Harrison Lake State Park – 26246 Harrison Lake Rd., Fayette, OH 43521

3. Mary Jane Thurston State Park – 1466 State Route 65, McClure, OH 43534

4. Maumee Bay State Park - 1400 State Park Rd., Oregon, OH 43616

5. Van Buren State Park – 12259 Township Road 218, Van Buren, OH 45889

WEST REGION

1. Buck Creek State Park - 1976 Buck Creek Lane, Springfield, OH 45502

2. Grand Lake St. Marys State Park - 843 Edgewater Dr., St, Marys OH 45885

3. Indian Lake State Park - 13156 State Route 235 N, Lakeview, OH 43331

4. John Bryan State Park – 3790-OH370, Yellow Springs, OH 45387

5. Kiser Lake State Park - 4370 Kiser Lake Rd., St. Paris, OH 43072

6. Lake Loramie State Park - 11070 St. Rt. 362 Minster, OH 45865

SOUTHWEST REGION

1. Caesar Creek State Park - 8570 E State Route 73, Waynesville, OH 45068

2. Cowan Lake State Park - 1750 Osborn Rd., Wilmington, OH 45177

3. East Fork State Park - 2837 Old St Rt 32 Batavia, OH 45103

4. Hueston Woods State Park - 6301 Park Office Rd., College Corner, OH 45003

5. Paint Creek State Park - 280 Taylor Rd.., Bainbridge, OH 45612

6. Rocky Fork State Park - 9800 North Shore Dr., Hillsboro, OH 45133

7. Stonelick State Park - 2895 Lake Drive Pleasant Plain, OH 45162

EAST REGION

1. Barkcamp State Park - 65330 Barkcamp Road Belmont, Ohio 43718

2. Blue Rock State Park - 7924 Cutler Lake Road, Blue Rock, Ohio 43720

3. Burr Oak State Park – 10220 Burr Oak Lodge Rd., Glouster, Ohio 45732

4. Dillon State Park - 5265 Dillon Hills Drive Nashport, Ohio 43830-9568

5. Forked Run State Park – 63300 State Route 124 Reedsville, Ohio 45772

6. Jesse Owens State Park – 9949 N. St. Rt. 83, McConnelsville, OH 43756

7. Salt Fork State Park - 14755 Cadiz Road Lore City, Ohio 43755

8. Wolf Run State Park – 16170 Wolf Run Rd., Caldwell, OH 43724

SOUTHEAST REGION

1. A.W. Marion State Park - 7317 Warner Huffer Rd., Circleville, OH 43113

2. Deer Creek State Park - 20635 State Park Rd. 20, Mt. Sterling, OH 43143

3. Jackson Lake State Park – 921 Tommy Been Rd., Oak Hill, OH 45656

4. Lake Alma State Park – 422 Lake Alma Road, Wellston, Ohio 45692

5. Lake Hope State Park - 27331 State Route 278, McArthur. Ohio 45651

6. Pike Lake State Park – 1847 Pike Lake Rd., Bainbridge, Ohio 45612

7. Scioto Trail State Park – 144 Lake Rd., Chillicothe, OH 45601

8. Shawnee State Park – 4404 State Route 125, Portsmouth, Ohio 45663

9. Tar Hollow State Park – 16396 Tar Hollow Rd., Laurelville, Ohio 43135

NORTHEAST REGION

1. Beaver Creek State Park – 12021 Echo Dell Rd., East Liverpool, OH 43920

2. Findley State Park - 25381 St Rt 58, Wellington, Ohio 44090

3. Geneva State Park – 4499 Padanarum Rd., Geneva, OH 44041

4. Guilford Lake State Park – 6835 E. Lake Rd., Lisbon, OH 44432

5. Jefferson Lake State Park – 501 Township Rd. 261A, Richmond, OH 43994

6. Mosquito Lake State Park - 1439 St Rt 305, Cortland Ohio 44410

7. Punderson State Park - 11755 Kinsman Rd., Newbury, OH 44065

8. Pymatuning State Park - 6100 Pymatuning Lake Road, Andover, OH 44003

9. West Branch State Park - 5570 Esworthy Rd., Ravenna, OH 44266

CENTRAL REGION

1. Alum Creek State Park - 2911 South Old State Rd., Delaware, OH 43015

2. Delaware State Park - 5202 US Route 23 North, Delaware, OH 43015

3. Malabar Farm State Park - 4050 Bromfield Rd., Lucas, OH 44843

4. Mohican State Park - 3116 St Rt 3, Loudonville, Oh 44842

5. Mount Gilead State Park - 4119 State Route 95, Mt. Gilead, OH 43338

ERIE ISLANDS REGION (Parks only accessible via ferry.)

1. Kelleys Island State Park – 920 Division St., Kelleys Island, OH 43438

2. Middle Bass Island State Park - 1719 Fox Rd., Middle Bass Island, OH 43446

3. South Bass Island State Park - 1523 Catawba Ave, Put-In-Bay, OH 43456