OT900521_AGR006_Contract_Revised.pdf

Index No.: AGR006

Eff. Date: 10/01/23

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: BUFFER AREA - ASIAN LONG HORNED BEETLE (ALB) ERAFICATION PROGRAM

SURVEY - CLERMONT COUNTY, OHIO

CONTRACT No.: OT900521 EFFECTIVE DATES: 10/01/20 to 09/30/23 Renewal through 9/30/25 *

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. OT900521 that opened on 07/13/20. 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 DAS Web site at the following address:

http://www.ohio.gov/procure

Minority Business Enterprise Award in accordance with ORC CH. 125.081

Signed: __________________________________________________________ Matthew M. Damschroder, Director Date https://procure.ohio.gov/pdf/Instructions_010118.pdf https://procure.ohio.gov/pdf/Standard_t_c_051520.pdf

TABLE OF CONTENTS

SPECIAL TERMS AND CONDITIONS PAGE NO.

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS 3

MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE 3

SITE VISIT 3

DESCRIPTIVE LITERATURE 3

DELIVERY AND ACCEPTANCE 3

EVALUATION 3

CONTRACT AWARD 3

FIXED-PRICE WITH ECONOMIC ADJUSTMENT 4

USAGE REPORTS 4

BID AUTOMOBILE LIABILITY CHECKLIST 4

*PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND

FOR OFFSHORE SERVICES 5

SCOPE OF WORK PAGE NO.

SCOPE OF WORK 6

STATEMENT OF WORK 6

WORK REQUIREMENTS 7

WORK DESCRIPTION 10

MINIMUM QUALIFICATION REQUIREMENTS 12

BIDDER SUBMITTALS 12

LINKS TO PROJECT DOCUMENTS 13

CONTRACT ITEMS PAGE NO.

PRICE SCHEDULE 14

CONTRACTOR INDEX 15

*Denotes additional special term and condition with amendment 1.

Eff. Date: 10/01/20

SPECIAL TERMS AND CONDITIONS

AMENDMENTS 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.

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 Ohio Department of Administrative Services (DAS) pursuant to Section 123.151 of the Ohio Revised Code and Rule 123:2-15-01 of the Ohio Administrative Code. This RFP/ITB is being issued as a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All bidders must be an Ohio certified MBE as of the Bid due/opening date. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date, contact the DAS Equal Opportunity Division at 614-466-8380.

For more information regarding Ohio MBE certification requirements, including a list of Ohio certified MBE businesses, please visit the DAS Equal Opportunity Division web site at: http://das.ohio.gov/Divisions/EqualOpportunity.aspx

SITE VISIT: Prior to submitting their bid response, the bidder should visit the location they are bidding in order to survey the areas and to become familiar with the requirements of the bid. The bidder must contact each facility to schedule an appointment. To schedule an appointment, please contact Courtney Fulks at 513-381-7189. Once a contract is awarded, failure of the bidder to have requested a site visit to become familiar with the area and requirements of the bid will be insufficient reason to support any request to be released from the contract.

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 ten (10) calendar days after request/notification by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be disregarded by the state of Ohio. 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.

DELIVERY AND ACCEPTANCE: 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. Payment for services rendered will occur upon the inspection and written confirmation by the ordering agency that the services provided conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, payment shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the State will calculate the lot total cost by multiplying the estimated usages by the unit cost.

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.

http://das.ohio.gov/Divisions/EqualOpportunity.aspx

Eff. Date: 10/01/20

SPECIAL TERMS AND CONDITIONS (Cont.)

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 his 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 of the finished supplies, 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”.

USAGE REPORTS: Every twelve (12) months the contractor must submit a report (written or on disk) indicating sales generated by this contract. The report shall list usage by customer, by line item, showing the quantities/dollars generated by this contract. The report shall be forwarded to the Office of Procurement Services, 4200 Surface Road, Columbus, OH 43228-1395, Attn: Jennifer Dammeyer, CPPB, COPA.

Bid Automobile Liability Checklist:

Contractor will indicate, by checking the appropriate box(es) below, which mode of transportation will apply to this contract.

⊠ Bidder/Broker (“The Contractor”) or their Sub Contractor will make delivery or be performing services using a vehicle that is owned, leased or rented. Provide Certificate of Insurance documenting automobile liability with a Combined Single Limit of $500,000.00.

Goods/Services will be delivered via common carrier.

No employee or representative of the contractor will have cause to be on state property to make deliveries or to perform services.

SPECIAL TERMS AND CONDITIONS (Cont.)

PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND FOR OFFSHORE SERVICES*

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained.

Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

*Denotes update contract language with amendment 1.

https://procure.ohio.gov/pdf/EO2022-02D/04-Affirmation%20and%20Disclosure%20Form_3-4-22.pdf

*Page 6

SCOPE OF WORK

l. SCOPE OF WORK.

The State of Ohio is seeking a certified Ohio Minority Business Enterprise (MBE) contractor, experienced in tree surveys to implement new protocols recently developed by the USDA for a buffer area survey of the Clermont County Asian Longhorned Beetle (ALB) area of infestation. The contractor must provide the following staffing:

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

b) Foremen – dedicated and experienced in tree survey protocols.

c) Project Manager - to oversee all aspect of the survey contract.

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

1.1 INTRODUCTION / BACKGROUND

The Asian Longhorned Beetle (ALB), Anoplophora glabripennis , currently infests areas in the State of New York, New Jersey, Massachusetts 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.

1.2 STATEMENT OF WORK

The program’s goal for this contract is to implement protocols developed by the USDA for a buffer survey of the Clermont county infestation. The Buffer Survey is aimed at further establishing the outer boundary of the infestation.

The Buffer Survey area is located between .5 miles and 1.5 miles (or more) from areas of known infestation. Buffer Surveys focus on maples species (Acer) in areas where they are present. At this time, it is estimated that there are approximately 23,400 acres within the buffer survey areas. The contractor will be responsible for conducting buffer surveys for ALB within the proposed survey boundary. These land parcel areas are defined by a name/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 shall record the survey results of all properties as directed by the program whether there are ALB signs present or not. The contractor may be surveying in both residential and/or heavily wooded areas. Many areas within the buffer zone, including portions of the East Fork State Park are nearly 100% wooded. The terrain to be surveyed will be variable but may 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 animal s 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 may also occur in areas being hunted, so proper communication with property owner/residents is critical.

The survey will require interaction with 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 shall be courteous and respectful to residents and property owners at all times. 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 shall be in uniform and displaying visible program identification, and will be monitored by program (ODA or USDA) staff.

Survey work may include forests, woodlots, fencerows, trees located along roads, backyards, park lands, railroads, industrial parks, cemeteries, nature preserves, etc. The contractor shall inspect all maple trees in assigned areas for ALB damage and infestation, regardless of the Diameter at Breast Height (DBH). Data shall be recorded for trees with a DBH of 2 inches or greater. All properties will be inspected for the presence of host trees. Those properties that do not have host trees shall be recorded as no-host properties. Properties with ALB host trees that cannot be accessed due to physical barriers such as fences shall be recorded as a call back. For call back properties, the contractor shall make efforts to determine if host trees are present on the property by viewing the property from adjacent properties and notate the presence of ALB host trees requiring inspection. The number of callbacks is expected to be minimal. ODA will attempt to gain access to these properties by contacting the property owner. Once access is gained, the Contractor shall be responsible to complete the surveys unless otherwise directed, even if the Contractor has progressed from the area. The AZU, order and progression of all survey work will be directed by ALB Program Staff and may be subject to change as priorities are identified.

*Denotes repagination with amendment 1.

*Page 7

SCOPE OF WORK (cont.)

Survey Crews

The Contractor shall 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 but not limited to 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 shall include all costs associated with the performance of conducting buffer survey for ALB in Ohio, in accordance with this Statement of Work (SOW).

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.

Foreman

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

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

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

Project Manager

The Contractor shall provide a dedicated, experienced Project Manager to oversee all aspects of the survey contract.

The Project Manager will have overall responsibility for ensuring the successful execution of the contract.

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

Project Arborist

The Contractor shall provide a Project Arborist who will serve as a technical expert. The Project Arborist must have a current certification from the International Society of Arboriculture (ISA). The Project Manager and Project Arborist can be the same individual.

Equipment

The Contractor shall 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 program staff to be unsuitable for safe and efficient performance of the services required of this contract, shall 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.

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

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

*Page 8

1.3 WORK REQUIREMENTS

1.3.1 Contractor Compliance

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.

The Contractor shall comply with local safety requirements, including but not limited to traffic safety, traffic lane closures, etc. Safety precautions shall be taken against injury to all persons engaged in the work of any contract awarded to the Contractor by ODA and the general public.

1.3.2 Contract Work Hours and Weather Delays

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 shall report in a timely manner, ready and properly equipped to work.

Workdays shall 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 may be suspended due to adverse weather conditions, and/or darkness.

Saturday work or differing work hours (e.g. late starts due to inclement weather) may be coordinated with ODA management and the contractor.

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.

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

1.3.3 Public Relations

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 general public. Work shall be completed in such a way as to minimize inconvenience or disruption to the general public and property owners. Work sites shall be restored to their original condition at the end of each day.

Personnel must be courteous and respectful at all times in their dealings with property owner. All personnel working for the Contractor must carry identification at all times documenting employment by the Contractor for the project.

Personnel shall wear a company uniform and insignia visible to the public. Work shall be performed with due care taking precautions against damage to property and interference with vehicular 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 crews shall ensure that all gates are secured upon entrance and exiting of the property. The contractors shall enter the property in such a way as to prevent the escape of domestic animals including livestock and pets. The contract crews shall be responsible for any damage caused to trees, plants, grass, vegetation, or other fixtures during the inspection process. Each survey team shall 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.

Work sites will be accessed from public roadways or through adjacent property with the permission of adjacent/surroundings property owners. No thoroughfare of any kind shall 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 shall be followed. The Contractor shall not block driveways, or inconvenience property owners, and the general public in any manner.

All survey results including new positive trees shall be announced through the ALB Cooperative Eradication Program office. All media and general public inquiries regarding the ALB Cooperative Eradication Program shall 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.

http://codes.ohio.gov/oac/901%3A5-57 http://codes.ohio.gov/oac/901%3A5-57

*Page 9

1.3.4. Notification and Work Site Access Requirements

The contract surveyors shall request access from property owners in advance of conducting surveys. This notification shall 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/residents of the survey work will be placed. If the property owner refuses to consent to the survey, the contract surveyor shall be respectful and leave the property and contact the ODA manager or supervisor on duty.

1.3.5. Mandatory ALB Training

Each employee to work on this contract as a tree surveyor must complete the ALB survey protocol and identification course to be given upon award of contract by the ALB cooperative eradication project. All employees of the contractor who will work in the regulated area must also attend a Compliance Training Workshop, which provides information about ALB regulations and proper handling of regulated materials. After participating in the workshop, the contracting company is eligible to receive an ALB compliance agreement. Surveyors must pass an Agency administered ALB host tree identification test with 90% or better passing grade.

A total of two days of training is required before starting work.

1.3.6. 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 shall immediately notify program staff, of any damages, losses, or injuries occurring during the performance of this contract.

1.3.7. Vehicle Identification

The Contractor’s vehicles shall be clearly marked as to identify the vehicle as being part of the Contractor’s fleet and identified as an ALB Cooperative Eradication Program survey vehicle.

1.3.8 Contractor Quality Control

The Contractor shall develop and maintain an effective pro-active quality control program to ensure services are performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services or mistakes by surveyors. The Contractor shall 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 trainings, pass the same tests, and acquire an ALB compliance agreement. The Contractors shall provide to the ODA designee a weekly report of quality control measures and field observations. This report should include any:

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

b) Details on how agreed upon contract timelines (start and end times/lunch breaks, etc.) will be monitored.

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

d) Details on how host tree identification, measurement and documentation will be monitored.

e) Details on how monitoring of proper employee equipment (including ID, uniform and binoculars, etc.) will occur.

f) Daily records/data sheets of work performed on a form or manner approved by the program. (See attached example daily survey sheet).

g) Details on suspicious tree follow-ups.

The ALB Program (ODA and USDA) may also use methods to assure quality of the work performed including but not limited to 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/residents surveyed, etc.

*Page 10

1.3.8.1 Failure to Perform

This survey requires ground surveyors to identify and thoroughly inspect maple trees within the assigned buffer 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 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.

If ODA determines that the Contractor is not meeting the requirements set forth in the contract, the state may 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 shall 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 will 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, will 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 may be required to resurvey a given assigned woodlot at no additional cost to the state.

1.4 WORK DESCRIPTION

1.4.1 Progression

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

1.4.2 Survey Protocol

ODA management will assign survey work in advance in consultation with the Contractor, USDA and ODA management. ODA will 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 will be available at all times work is being performed to verify suspect infestations and to respond to the public’s questions/concerns.

Contract crews, however, must be able to conduct and document survey tasks and progression. Survey crews will 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 shall remove no wood or other regulated articles from any surveyed areas, properties or the regulated area. Survey crews shall 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 articles.

Survey data will be turned in daily via a method approved by the Program. (See attached sample survey sheet).

It is the responsibility of the contract crews 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 buffer survey, thorough visual inspection of all maples species must be conducted in areas where they are present.

*Page 11

1.4.3 Suspected Infestations

If suspected symptoms of infestation are detected, the contract surveyors shall notify ALB Cooperative Eradication Program management by completing a suspicious tree form.

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

1.4.4 Clean-up and Disposal of Debris

Work areas shall be restored to their original condition upon completion of survey work. The Contractor is required to attend training to obtain a compliance agreement with regard to handling and disposal of ALB regulated articles including, but not limited to, 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.

1.4.5 Productivity

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

1.4.6 Data Collection and Management

The Contractor will collect daily inspection records for all trees and area inspected as required by the ALB Program.

Required data will include number of trees and species inspected/present above 2 inch DBH, start and end times for work performed on the property, and notes of any interactions with the general public or homeowners. The contractor may input this data into a mobile collection device, on paper data sheets, or through email. Hard copy paper records will be required if other data input of communication is not used. The Contractor shall also be responsible for printing maps of all areas. The complete data shall be submitted weekly or as needed to the ALB Program data team in a program in email or an approved excel spreadsheet.

After contract award, the State will identify both the format of the data collection, mapping details and any paper back up data sheets that may be required.

1.4.7 Work Environment/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.

*Page 12

1.5 MINIMUM QUALIFICATION REQUIREMENTS

All surveyors must have at least one year of related specialized experience, such as inspecting plants for the presence of pests, surveying areas for plant pests or for the presence of alternate plant hosts, performing survey and or eradication procedures in a local pest control program or successful completion of a 2 year degree from an accredited college of university, that included at least 16 semester hours in coursework such as biology, plant pathology, entomology, zoology, botany, forestry, chemistry or agriculture.

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

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%.

Surveyors must attend an Agency administered ALB survey protocol and identification course to be given upon award of contract by the ALB cooperative eradication project (approximately 1 day)

Surveyors must attend a Compliance Training Workshop (approximately one hour).

Those surveyors required to use a mobile collection device will receive training from project personnel. A thorough understanding of the data entry requirements and process is a mandatory outcome of the training (approximately 4 hours)

1.6 BIDDER SUBMITTALS

As part of their Bid submittals, each Bidder should provide with their bid. If not provided as part of their bid response, the Bidder Must provide said submittals within five (5) calendar days after request/notification by the Office of procurement Services to do so.:

a) A corporate letter certifying that the majority of the company’s work for the past three (3) years has been primarily in performance of tree survey and/or care, from the ground, utilizing the use of bucket trucks as well as tree climbers.

b) The Bidder should include the reference document, on page 12, as part of their submission documenting three (3) references that have received services from the bidder in the past three (3) years.

*Page 13

LINKS TO PROJECT DOCUMENTS

1. Ohio ALB Daily Survey Totals click here.

2. ALB Species Composition Report click here.

3. State of Ohio/USDA APHIS Plant Protection & Quarantine Compliance Agreement click here.

4. ALB Survey Units, Clermont County, Infestation Points.

https://www.aphis.usda.gov/plant_health/plant_pest_info/asian_lhb/downloads/albmaps/oh-clermont-county-infestation-overview.pdf https://procure.ohio.gov/procoppform/OT900521_Ohio%20ALB%20Daily%20Survey%20Totals.docx https://procure.ohio.gov/procoppform/OT900521_ALB%20Composition%20Survey%20Report.docx https://procure.ohio.gov/pdf/OT900521_ALB%20Updated%20compliance%20agreement.pdf https://www.aphis.usda.gov/plant_health/plant_pest_info/asian_lhb/downloads/albmaps/oh-clermont-county-infestation-overview.pdf https://www.aphis.usda.gov/plant_health/plant_pest_info/asian_lhb/downloads/albmaps/oh-clermont-county-infestation-overview.pdf

*Page 14

PRICE SCHEDULE

The Bid should reflect the Bidders proposed all-inclusive cost for surveying of the host tree located within the forested lands.

Item code

Description

Unit

Cost/Unit

38623

1. Site (Mobilization/Demobilization)

Lump Sum $75,000.00/one time

38624

2. Maple Tree Survey

Per Acre $585.00/Acre

All quantities are estimates and are for evaluation purposes only.

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

*Page 15

CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO. OT900521-1

Minority Business Enterprise (MBE)

OAKS ID # 0000242990

A-1 Tree Care Inc.

5559 St. Rt. 73 Hillsboro, OH 45133 TERMS: Net 30 days

CONTRACTOR’S CONTACT: Jazmen Bramos TELEPHONE: (937) 393-4141

FAX: (888) 371-1431

E-MAIL: JBramos@A-1treeohio.com

PREFERRED METHOD OF RECEIVING PURCHASRE ORDERS: JBramos@A-1treeohio.com mailto:JBramos@A-1treeohio.com mailto:JBramos@A-1treeohio.com

Eff. Date: 04/07/25

SUMMARY OF AMENDMENTS

Amendment

Number Effective

Date Description

2 04/07/25 This amendment is issued to advised that the contract will not be renewed beyond the current expiration date and will be rebid.

1 10/01/23

As a result of mutual agreement between the State of Ohio and the Contractor, this amendment is issued to renew the subject contract an additional twenty-four (24) months, effective 10/01/23 through 09/30/25.

Additionally, this amendment is issued to include updated language regarding the Prohibition of the Expenditure of Public Funds for Offshore Services, and repagination.