ITB026060_Contract_V1.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 AGR-MAPLE ONLY - ASIAN LONG HORNED BEETLE (ALB)

ERADICATION PROGRAM SURVEY - CLERMONT COUNTY, OHIO

CONTRACT No.: ITB026060

CONTRACT ID: CTR26060

EFFECTIVE DATES: 10/1/2025 to 9/30/2028

SUPPLIER: A-1 Tree Care Inc.

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

SRC0000027058. 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 24 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Agriculture, 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%2fhomepa ge

Signed: _____________________________________________________________________

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

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE OF WORK (SOW): The State of Ohio is seeking a certified Ohio Minority Business Enterprise (MBE) Contractor, experienced in tree surveys to implement protocols developed by the USDA for maple-only survey of the Clermont County Asian Longhorned Beetle (ALB) area of infestation. The Contractor must provide the following staffing:

1.1.1 Survey Crew(s) – experienced in hardwood tree identification.

1.1.2 Foremen – dedicated and experienced in tree survey protocols.

1.1.3 Project Manager - to oversee all aspects of the survey contract.

1.1.4 Project Arborist - certified by International Society of Arboriculture (ISA).

1.2 INTRODUCTION AND BACKGROUND:

The ALB, Anoplophora glabripennis, currently infests areas in the State of New York, Massachusetts, South Carolina and Ohio. Over time the ALB weakens and kills a variety of hardwood tree species. This nonnative pest has the potential to spread to other areas of the United States and cause extensive losses to ornamental and commercial tree species.

The Ohio Asian Longhorned Beetle Cooperative Eradication Program is conducting a tree survey for detection of ALB in Clermont County, Ohio. The project requires ground surveyors to thoroughly inspect host trees for signs of ALB infestation on public and private property.

The Ohio Asian Longhorned Beetle Cooperative Eradication Program is operated through a cooperative agreement between the Ohio Department of Agriculture (ODA) and the United States Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS). The program is funded through a federal grant; therefore, resources and survey plans could potentially change throughout the year and on an annual basis.

1.3 WORK REQUIREMENTS:

1.3.1 The program’s goal for this contract is to implement protocols developed by the USDA for maple-only surveys of the Clermont County infestation. Maple-only survey shall be conducted within 1.5 miles (or more) from areas of known infestation. The surveys focus on maples species (Acer) in areas where they are present. The Contractor will be responsible for conducting maple-only surveys for ALB within the proposed survey boundary. These land parcel areas are defined by a name and/or numbering system called “area zone units” (AZU). AZU are defined using existing property lines or other physical boundaries. The survey entails visiting assigned AZU or subsets of AZU to locate the maple trees that are present and visually inspecting each maple tree for signs of ALB (frass, exit holes, egg sites, any life stage of the insect). The Contractor must record the survey results of all properties as directed by the program whether there are ALB signs present or not. The Contractor will be surveying in both residential and/or heavily wooded areas. Many areas, including portions of the East Fork State Park and Wildlife Area, are nearly 100% wooded. The terrain to be surveyed will be variable but can include wetland and wet areas to transverse. Some areas are heavily wooded with downed trees and limbs to navigate through. Exposure to poison ivy, poison sumac, thorns, ticks, mosquitoes, chiggers, wild and domestic animals and other potentially hazardous organisms should be expected. Exposure to various weather conditions including rain, snow and very cool or hot temperatures may occur. Survey work can occur in areas being hunted, so proper communication with property owners and/or residents is critical.

1.3.2 The survey will require interaction with the public and residents. Upon entering the property, the Contractor must knock on doors to notify residents of their presence and that ALB surveys will be taking place on their property. The survey crew must always be courteous and respectful to residents and property owners. All Contractors should be prepared for all conditions that they will be immersed in depending on where they are conducting surveys for the ALB. All Contractor crews must be in uniform and display visible program identification and must be monitored by ODA program staff.

1.3.3 Survey work shall include forests, woodlots, fencerows, trees located along roads, backyards, park lands, railroads, industrial parks, cemeteries, nature preserves, etc. The Contractor must inspect all maple trees in assigned areas for ALB damage and infestation, regardless of the Diameter at Breast Height (DBH). Data must be recorded for trees with a DBH of 2 inches or more. All properties must be inspected for the presence of maple trees. Those properties that do not have maple trees must be recorded as non-maple properties. Properties with maple trees that cannot be accessed due to physical barriers such as fences must be recorded, and ODA program staff must be notified. For properties with access issues, the Contractor must make efforts to determine if maple trees are present on the property by viewing the property from adjacent properties and notating the presence of maple trees requiring inspection. ODA must attempt to gain access to these properties by contacting the property owner. Once access is gained, the Contractor must be responsible for completing the surveys unless otherwise directed, even if the Contractor has progressed from the area. The AZU, order and progression of all survey work must be directed by ALB Program Staff and shall be subject to change as priorities are identified.

1.4 STAFFING:

1.4.1 Survey Crews; The Contractor must provide a sufficient number of surveyors experienced in hardwood tree identification to complete successful ALB tree inspections in a thorough manner, all of the necessary equipment for said surveyors including binoculars, transportation of said surveyors to and from the designated work sites, insurance, licenses, state bonding, permits, fees, tolls, general and administrative expenses, and other such costs required to perform the services. The contract price must include all costs associated with the performance of conducting the maple-only survey for ALB in Ohio, in accordance with this SOW.

1.4.2 Surveyors must be able to communicate effectively in English and be able to comprehend detailed instructions. Surveyors must pass an Agency administered ALB host tree identification test with 90% or better passing grade. Inspectors will be given one additional attempt to successfully complete the exam if they do not pass the first time. In addition, surveyors must pass an Agency administered ALB inspection field test. The inspection test will consist of the contract surveyor inspecting trees pre-defined by the ALB project. Within these trees, ALB project staff will create pseudo-infestation (fake ALB damage) sites. Contract surveyors must detect at least 75% of all pseudo damage located in the trees. Inspectors will be given one additional attempt to successfully complete the exam if they do not pass the first time.

1.4.3 The Contractor must provide dedicated, experienced, foremen to manage the crews. There must be one foreman for every 10 Surveyors.

1.4.4 The foreman is expected to be working in the field with surveyors more than 80% of the time.

1.4.5 The Contractor must immediately replace the foreman in the event of separation or when the existing foreman is on leave. The Contractor must notify ODA program staff in advance of the change in personnel.

1.4.6 The Contractor must provide a dedicated, experienced Project Manager to oversee all aspects of the survey contract. The Project Manager must have overall responsibility for ensuring the successful execution of the contract.

1.4.7 The Contractor must immediately replace the Project Manager in the event of separation or when the existing Project Manager is on leave. The Contractor must notify ODA program staff in advance of the change in personnel.

1.4.8 The Contractor must provide a Project Arborist who must serve as a technical expert. The Project

Arborist must have a current certification from the ISA. The Project Manager and Project Arborist can be the same individual.

1.5 EQUIPMENT:

1.5.1 The Contractor must ensure that all supplies, equipment, and materials required for use in the performance of this contract are in good operating condition. Equipment that is in unsatisfactory condition or otherwise determined by the ODA program staff to be unsuitable for safe and efficient performance of the services required of this contract, must not be used or promptly removed from the work site and replaced with supplies, equipment, and material that are in good operation condition.

Equipment failure is not an acceptable cause for work delays.

1.5.2 Binoculars with a minimum resolution of 8 x 42 are required equipment for each surveyor.

1.5.3 Worn, lost, or unserviceable supplies, materials, or equipment must be repaired or replaced to be ready to work at the start of the next shift.

1.6 CONTRACTOR COMPLIANCE:

1.6.1 The Contractor must review, sign and abide by the description of the ALB Quarantine as presented in the Ohio Administrative Code Chapter 901:5-57. The Contractor must work under a valid compliance agreement with the Asian Longhorned Beetle Eradication Project.

1.6.2 The Contractor must comply with local safety requirements, including traffic safety, traffic lane closures, etc. Safety precautions must be taken against injury to all people engaged in the work of any contract awarded to the Contractor by ODA and the public.

1.7 CONTRACT WORK HOURS AND WEATHER DELAYS:

1.7.1 There are numerous biological, entomological and physical factors that determine the time and area of survey. Starting and completing surveys on time is critical to the success of the ALB eradication project. Contract surveyors must report in a timely manner, ready and properly equipped to work.

1.7.2 Workdays must primarily consist of an 8-hour workday (plus a 1/2-hour lunch break), 40 hours per week, Monday through Friday, between 7:30 AM and 4:00 PM, except for State and/or Federal holidays. Overtime, weekend, or holiday work may be required. Work shall be suspended due to adverse weather conditions, and/or darkness. Saturday work or differing work hours (e.g. late starts due to inclement weather) shall be coordinated with ODA management and the Contractor.

1.7.3 Workdays may be affected by weather conditions. Fog, rain, snow can make survey conditions unfavorable to find infestation. Additional signs of ALB infestation are hard to detect on wet or snow-covered trees.

1.7.4 Planning, scheduling and staffing for completion of the operation should include anticipation of adverse weather delays.

1.8 PUBLIC RELATIONS:

1.8.1 It is essential for all employees of the Contractor to display a positive, professional image in their demeanor and appearance as a representative of the ALB program by ensuring that their employees maintain favorable relations with the public. Work must be completed in such a way as to minimize inconvenience or disruption to the public and property owners. Work sites must be restored to their original condition at the end of each day. Personnel must be courteous, and respectful always in their dealings with property owners. All personnel working for the Contractor must always carry identification documenting employment by the Contractor for the project. Personnel must wear a company uniform and insignia visible to the public. Work must be performed with due care, taking precautions against damage to property and interference with vehicle or pedestrian traffic. Survey crews must park vehicles keeping in mind to not block driveways, lanes, roads, streets, etc. and minimize the number of vehicles in the work area by carpooling. The survey crew must ensure that all gates are secured upon entrance and exit of the property. The Contractors must enter the property in such a way as to prevent the escape of domestic animals including livestock and pets. The contract crews must be responsible for any damage caused to trees, plants, grass, vegetation, or other fixtures during the inspection process. Each survey team must have a cell phone and be available to answer calls in the field from their foreman, manager, supervisor, ODA management or other key ALB Program staff.

1.8.2 Work sites will be accessed from public roadways or through adjacent property with the permission of adjacent or surroundings property owners. No thoroughfare of any kind must be closed without the written consent of the proper authorities. The Contractor is responsible for contacting proper authorities as necessary. All State and local rules and ordinances must be followed. The Contractor must not block driveways, or inconvenience property owners, and the public in any manner.

1.8.3 All survey results including new positive trees must be announced through the ALB Cooperative

Eradication Program office. All media and public inquiries regarding the ALB Cooperative Eradication Program must be directed to the Program office. Nothing in this paragraph prevents the Contractor’s personnel from talking with homeowners or neighbors about their daily operations or survey activities occurring on or near that individual’s property.

1.9 NOTIFICATION AND WORK-SITE ACCESS REQUIREMENTS:

The contract surveyors must request access from property owners in advance of conducting surveys. This notification must be upon initial entrance to the property before inspections begin. If the property owner is absent, a door hanger approved by the program informing property owners and/or residents of the survey work must be placed. If the property owner refuses to consent to the survey, the contract surveyor must be respectful and leave the property and contact the ODA manager, supervisor or inspector on duty.

1.10 MANDATORY ALB TRAINING:

Each employee working on this contract as a tree surveyor must be provided with ALB survey protocol and ALB damage identification training. The Contractor shall provide this training or can request training from the ODA program staff. Surveyors must pass an Agency administered ALB host tree identification test with 90% or better passing grade and a damage ID test with a minimum passing score of 75%. The exam will be in person in Bethel, Ohio. A total of two days of training is required before starting work.

Additional training may be required by ODA, as deemed necessary.

1.11 CONTRACTOR LIABILITY:

The Contractor is liable for any damages, losses, or injuries to people, property, and animals, which occur as a result, directly or indirectly, from work performed. The Contractor must immediately notify ODA program staff, of any damages, losses, or injuries occurring during the performance of this contract.

1.12 VEHICLE IDENTIFICATION:

The Contractor’s vehicles must be clearly marked as to identify the vehicle as being part of the Contractor’s fleet.

1.13 CONTRACTOR QUALITY CONTROL:

1.13.1 The Contractor must develop and maintain an effective pro-active quality control program to ensure services are performed in accordance with this SOW. The Contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services or mistakes by surveyors. The Contractor must ensure management oversight and supervision, training to employees (including subcontractor employees), error-free work, early problem detection and corrective actions, increased productivity and efficiency, and superior public relations. Subcontractors employed by the Contractor are required to attend the same training courses, pass the same tests, and acquire an ALB compliance agreement. The Contractors must attend a bi-weekly meeting and provide a report of quality control measures and field observations. This information should include any:

1.13.1.1 Training and certification plan to ensure personnel able to identify ALB host material and ALB damage.

1.13.1.2 Details on how agreed upon contract timelines (start and end times, lunch breaks, etc.)

must be monitored.

1.13.1.3 Details on monitoring feedback from the public about interactions with the surveyors (Public Relations).

1.13.1.4 Details on how host tree identification and documentation must be monitored.

1.13.1.5 Weekly records and/or data sheets of work performed on a form or manner approved by the program.

1.13.1.6 Details on suspicious tree follow-ups.

1.13.2 The ALB Program (ODA and USDA) shall use methods to assure quality of the work performed including embedding program surveyors with contract survey crews, creating pseudo sites or using tacks to mimic ALB damage ahead of contract survey crews, surveying all or a portion of the areas assigned to the Contractor, unannounced visits to the work area, questionnaires to property owners and/or residents surveyed, etc.

1.14 FAILURE TO PERFORM:

1.14.1 This survey requires ground surveyors to identify and thoroughly inspect maple trees within the assigned areas for signs of ALB infestation on public and private property. Failure to properly inspect 100% of the maple trees within the ODA designated survey area could result in infested trees being missed, allowing for ALB populations to continue to survive. This may result in an extension of the timeline for eradication. Each year the program is extended requires additional resources applied toward survey, control, and regulatory activities and increases the potential for failing to eradicate this exotic insect from the United States.

1.14.2 If the ODA determines that the Contractor does not meet the requirements set forth in the contract, the state shall temporarily stop all work being performed until the Contractor can rectify the problem or require the Contractor to re-perform the work at no additional cost to the state.

When an observation indicates defective performance, the Contractor must immediately incorporate corrective actions into their quality control system, provide training to the employee responsible for the defective performance, and/or replace the employee. Should the problem employee need to be replaced, the Contractor must be responsible for the return transportation costs for the employee and the initial reporting transportation costs for the replacement employee. ODA management, with input from the Contractor, must decide what type of action will be taken, depending on the severity of the deficiencies and frequency of occurrence. For example, if Program quality assurance ground surveys detect one or more missed host trees or any obvious signs of infestation or pseudo damage are missed, the Contractor shall be required to resurvey a given assigned woodlot at no additional cost to the state.

1.15 WORK DESCRIPTION:

1.15.1 Progression:

The Contractor must be given a map detailing the areas for the survey; however, progression must be led by the ODA management. Acreage estimates for the program year must be provided at the beginning of the contract/program year, and the Contractor must be responsible for increasing or decreasing the field staff component as necessary to complete the overall task within the specified time frame.

1.15.2 Survey Protocol:

ODA management must assign survey work in advance in consultation with the Contractor, USDA and ODA management. ODA must provide monitors as needed to direct and assist the contract surveyors with survey, infestation verification, public relations, and accessing private properties. ODA or USDA staff must always be available when the work is being performed to verify suspect infestations and to respond to the public’s questions and/or concerns. Contract crews, however, must be able to conduct and document survey tasks and progression. Survey crews must visually scan all parts of assigned trees visible from the ground using binoculars for signs of ALB frass, exit holes, egg sites, oviposition pits, pseudo-damage and life stages of the beetle itself.

Surveyed trees must be marked following protocols required by the ALB Cooperative Eradication Program. No markings other than those approved by the program will be applied to trees by the Contractor or their survey crews.

The Contractor or their surveyors must remove no wood or other regulated articles from any surveyed areas, properties or the regulated area. Survey crews must inspect vehicles and remove any attached ALB or regulated articles from inside or outside of the vehicle prior to leaving their work areas or the regulated area.

Survey data must be turned in weekly via a method approved by the Program.

It is the responsibility of the contract crew to ensure that all maple trees (Acer: maple, box elder) assigned have been inspected for ALB damage in each assigned area.

In areas assigned to the Contractor for survey, thorough visual inspection of all maple species must be conducted in areas where they are present.

1.15.3 Suspected Infestations:

If suspected symptoms of infestation are detected, the contract surveyors must notify the ODA designee in a manner approved by the program

If any suspected ALB life stages are found alive, contract surveyors must collect the specimen and store it in a sturdy, enclosed container for identification, immediately notifying project staff for identification. The collected specimen must not be removed from the property unless specifically directed to do so by ODA management.

1.15.4 Clean-up and Disposal of Debris;

Work areas must be restored to their original condition upon completion of survey work. The Contractor is required to attend training to obtain a compliance agreement regarding handling and disposal of ALB regulated articles including, branches, tree limbs, brush, etc. from regulated areas and abide by Federal and State Agriculture regulations concerning the proper disposal of host material from ALB quarantined areas.

1.15.5 Productivity:

The Contractor will be expected to meet survey progression goals, which must be outlined by ODA management, and timelines during the duration of this contract. Productivity goals must be based on monthly benchmarks of acreage surveyed. The Contractor must be prepared to increase productivity if benchmark is not met.

1.5.6 Data Collection and Management:

The Contractor must collect daily inspection records for all trees and area inspected as required by the ALB Program. The required data must include the number of trees and species inspected, present above 2-inch DBH, dates for work performed on the property or AZU, and any pertinent notes of interactions with the public or homeowners. The Contractor must submit this data per unit as a shapefile, email, or other approved format. The Contractor must also be responsible for printing maps of all areas assigned or utilizing an electronic device to view maps. ODA must provide electronic shapefiles of AZU lines, property boundaries, buffer lines, etc. upon request. The complete data must be submitted weekly or as needed to the ALB Program data team by email.

After the contract award, the State must identify both the format of the data collection and mapping details.

1.15.7 Work Environment and Logistical Concerns

The area to be surveyed contains challenges to completing the survey on all maple trees for ALB infestation and damage. The area contains streambeds, wetlands, overgrowth and deadfall.

There is poison ivy, as well as ticks and mosquitoes.

1.16 MINIMUM QUALIFICATION REQUIREMENTS

1.16.1 All surveyors must be able to identify ALB host trees during all seasons.

1.16.2 All surveyors must be able to identify signs of ALB damage and/or infestation.

1.16.3 Surveyors must pass an Agency administered ALB host tree identification test with 90% or better passing grade and a damage ID test with a minimum passing score of 75%. The exam will be in person in Bethel, Ohio.

1.16.4 A Contractors representative must attend a Compliance Agreement Training Course, which takes approximately one hour to complete.

1.17 REFERENCE DOCUMENTS:

1.17.1 ALB Species Composition Report, see Attachment 1 in OhioBuys.

1.17.2 State of Ohio, USDA APHIS Plant Protection and Quarantine Compliance Agreement, see Attachment 2 in OhioBuys.

1.17.3 ALB survey Levels and Boundaries Map, see Attachment 3 in OhioBuys.

1.17.4. ALB Website link: https://agri.ohio.gov/divisions/plant-health/invasive-pests/invasive-insects/alb https://agri.ohio.gov/divisions/plant-health/invasive-pests/invasive-insects/alb

2 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated as if fully rewritten herein.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - 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.

3.2 - 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.

3.3 - MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE

The State is committed to making more State contracts and opportunities available to minority business enterprises (MBE) certified by the State of Ohio pursuant to Section 122.921 of the Ohio Revised Code and Rule 123:2-14-01 of the Ohio Administrative Code, as those provisions may be amended, renumbered, replaced or otherwise modified. This solicitation is being issued as a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All suppliers must be an Ohio certified MBE as of the solicitation due/opening date.

Pursuant to OAC 123:2-14-02 (V), suppliers are required to be certified in the appropriate UNSPS Code for the products, supplies, or services specified in the solicitation. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date, contact the Minority Business Development Division at the Department of Development. For more information regarding Ohio MBE certification requirements, including a list of Ohio certified MBE businesses, please visit Development’s Minority Business Development Division web site.

Any supplier seeking to submit a response to this solicitation must provide a copy of its Ohio MBE certification with its response. The supplier must maintain a valid certification throughout the term of the Contract, including any renewals. Failure to maintain a valid certification will be considered a breach of the Contract.

The UNSPS Commodity Code for this solicitation is 70111506 Arborist services.

3.4 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.5 - 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 (7) 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 will deem the bidder not responsive.

3.6 - DRUG FREE WORKPLACE.

The Contractor agrees to comply with all applicable state and federal laws regarding drug-free workplace and shall make a good faith effort to ensure that all Contractor employees, while working on State property or performing work on behalf of the State, will not purchase, transfer, use, or possess illegal drugs, non-medical cannabis (recreational marijuana), or alcohol, or abuse prescription drugs or medical marijuana in any way.

3.7 - 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 sixty (60) 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 https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf 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 05/22/2025 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 1 pm, 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, Jennifer Dammeyer, Jennifer.Dammeyer@das.ohio.gov .

5.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. 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. Failure to bid all items may result in the bidder being deemed not responsive.

5.3 - EVALUATION

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

calculate the low lot total cost by multiplying the estimated usages by the unit cost and then adding each of the totals together to arrive at a total for all items.

5.4 BIDDER REFERENCES AND DOCUMENTS

5.4.1 The bidder must provide three (3) offeror references documenting their experience of arborist services in the past three (3) years on Attachment 4 with their bid response.

5.4.2 The bidder must provide a summary of staff qualifications to meet the bid staffing minimum requirements.

5.4.3 If any of the documents above are not provided as part of the bid response, the Bidder must provide said documentation within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish minimum qualifications either as part of their bid response or within the time specified herein will deem the bidder not responsive.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjM3ZWFjMmYtMjRmYi00YTFhLWExNWYtYzFlZjliZWQ1MjI1%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%226aaba5a4-c8b5-4c23-ac35-33f8d8c869c4%22%7d mailto:Jennifer.Dammeyer@das.ohio.gov