Quick Quote Fort Barfoot Kudzu Treatment 2024.pdf

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF MILITARY AFFAIRS

DIRECTORATE OF PUBLIC WORKS

234 Rives Rd., Ft. Barfoot

Blackstone, VA 23824

QUICK QUOTE (UNSEALED BID)

SET-ASIDE FOR SMALL BUSINESS ENHANCEMENT AWARD PRIORITY

Issue Date:

Title:

Commodity Code:

May 3, 2024

Fort Barfoot Kudzu Treatment 2024

98889 Weed and Vegetation Control

Please note: Requested supporting documentation that is not submitted electronically, or not attached to your Quick Quote response in eVA, must be received by the Procurement Unit no later than May 17, 2024 10:00AM in order for your bid to be responsive.

E-mail to Jacgueline.G.Walker3.nfg@army.mil.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

mailto:Jacgueline.G.Walker3.nfg@army.mil

PROJECT: Fort Barfoot FY 24 Kudzu Treatment

1. PROJECT DESCRIPTION

The ARNG-MTC Fort Barfoot Forestry Section (hereafter referred to as BUYER) is soliciting the services of responsible contractors to provide personnel, equipment and supplies for the treatment and eradication of Kudzu (Pueraria lobata) in historic maneuver area fields and forested stands of timber.

Kudzu, an exotic pest plant, is known to exist on at least 15 sites at MTC Fort Barfoot. This plant renders land useless to training and eliminates all native vegetation where it exists. If this exotic pest plant is not actively managed or controlled, the size of the infestations will continue to grow resulting in additional loss of training land and native biological communities. The integrity of floral and faunal resources at MTC Fort Barfoot is at risk of degradation if action is not taken.

Over the last ten years, between 120-140 acres have been treated using various mechanical and ground based application methods. The sites are comprised of both unforested and forested sites.

2. WORK AREA

The primary work area consists of 16 work areas, scattered throughout the Installation. The total area to be treated is estimated at 128 acres, this acreage may change with field reconnaissance. The work sites lie in the Northern and Southern Maneuver areas. The contractor needs to assess each site to make a determination on which application method will best fit each specific situation.

This work will be conducted over two fiscal years with two treatments between May 2024 and September 15, 2024 and one treatment between May 1, 2025 and May 31, 2025.

**Be advised – some of the areas are rutted, rocky and rough. Maps with spray polygons will be provided by Fort Barfoot Forestry staff in adobe format (.pdf).

All kudzu treatment sites will be located within the boundaries of MTC Fort Barfoot located in south central Virginia near Blackstone. Upon request, Fort Barfoot will provide the 2021 Kudzu spatial information and site specific maps.

3. SCOPE OF WORK / SPECIFICATIONS

The winning bidder (hereafter referred to as CONTRACTOR) shall make ground based, foliar or cut vine herbicide applications in accordance with the following specifications and all applicable state and federal laws and regulations.

1. All areas designated as treatment sites shall be sprayed in accordance with the direction of the Project Supervisor (Elizabeth Nelson @ 434-292-8428 or Matthew Lynch @ 434-292-2188).

2. The Contractor shall coordinate project details only with the Forestry Point of Contact (POC). The POC will perform project management, inspection, oversight, review, and approval of treatment schedule. Approval of project milestones by the POC is necessary before distribution of progress payments.

3. Treatment of all areas will be accomplished by ground-based sprayer and cut-vine applications.

4. Approved herbicides and rates:(First Application)

a. Capstone (Brand Specific) – 144 oz/ac at 10 gallons/ac

Approved herbicides and rates:(Second Application)

b. Escort (Brand Specific) – 4 oz/ac at 10 gallons/ac

Approved herbicides and rates:(Third Application)

c. Capstone (Brand Specific) – 144 oz/ac at 10 gallons/ac

5. Contractor shall ensure that a uniform application is accomplished within the treated areas.

6. During spray operations tank mixes may be inspected and tested.

7. Spraying operations shall not take place when wind speeds exceed 10 MPH.

8. Spraying operations will not take place within 2-3 hours of expected precipitation.

9. Spraying operations will not take place after precipitation until target foliage is dry.

10. Contractor and Contractor’s employees (as appropriate) shall possess all required licenses and certifications

(must be current) to handle and apply the proposed herbicides.

11. Contractor shall be responsible for accurately completing and submitting a Virginia Army National Guard Pesticide Use Report on a daily basis. Report format to be provided by Fort Barfoot Forestry.

The contractor will treat all Kudzu at designated sites including those which fall within streamside management zones (SMZ’s) or within 50 feet of a wetland, stream or pond.

Daily records of pesticide use will be kept on the enclosed Herbicide Application Log and provided to the contract representative on a weekly basis with a final report to summarize all pesticide use provided at the close of the contract (see Exhibit A). All herbicide formulations will include a dye to facilitate determination of treated vegetation. Aerial application methods will not be used for this contract. The maps are an estimate of the extent of the kudzu that was observed in late August 2021. The contractor will be required to treat ALL Kudzu located within the general vicinity of the map and provide digital shapefiles of treated areas to the buyer.

4. EXISTING CONDITIONS

The area is made up of gently rolling terrain (generally 3 to 6%) with some areas exceeding 8% along drainage ways.

Some areas are rutted, rocky, and rough. The work area has mostly well-defined drainage patterns. Vegetative cover on the separate treatment areas varies in height and density. Most areas are very dense with woody and herbaceous plants.

The forested and woodland areas will require both backpack and cut-vine applications. Most open areas are accessible by wheeled vehicles, however there may be some areas with rutting, rocks, and other obstacles that make mechanical operations difficult. A good, all-weather gravel road network connects all treatment areas.

5. PERIOD OF WORK

Work must commence within 30 days of award of contract. All work must be completed no later than May 31, 2025.

Weather clause has been accounted for in the above work schedule

6. OPTIONAL SITE SHOWING

Contractors that wish to self-inspect the work area prior to bid submittal are welcome but must contact Elizabeth Nelson at (434) 292-8428 or Matthew Lynch at (434) 292-2188 to advise of entry and exit onto MTC Fort Barfoot. Polygons will be provided by request in shapefile format (.shp).

7. BIDS

Bids shall be made on a per acre basis with a grand total amount. Bids shall consist of all equipment, chemicals, materials, and labor costs to successfully and fully accomplish specified work. Bids shall be submitted by response to the Quick-Quote solicitation.

In order to be considered, bids must be received at the contracting office no later than Friday, May 17, 2024 at 10:00 a.m. Failure to submit bid in the appropriate format, or to provide all required information may result in the bid being deemed non-responsive and ineligible for consideration. Failure of a bidder to provide proof, upon inquiry by Buyer, of having the appropriate equipment for this project may result in the bid being deemed non-responsive and ineligible for consideration.

FY23 KUDZU LOCATOR MAP - 123.8 acres

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EXHIBIT: A

Virginia Army National Guard

PESTICIDE USE REPORT

Instructions:

Applicator must fill out all items and sign and date this form to verify accuracy.

A copy of this report must be kept in the facility environmental binder. Submit the original to the regional PMC. A separate form will be used for each individual pesticide when using mixtures.

This report must be filled out in its entirety for vendor/contractor to be paid.

1. Date 12, Temp ,3. Wind 14. Time

Facility/ Address

Applicator's Name and Certification No. I Company Name (If Contractor)

8. Pesticide Used (Trade Name) EPA REG No.

9. Active Ingredient (From Label) % Active Ingredient

10. Total Quantity of Pesticide Used Before Mixing (i.e. gallons/fluid ounces or pounds/dry ounces)

11. Total Quantity Applied After Mixing (i.e. gallons/fluid ounces or No. of bait stations, etc.)

lbs of active ingredient applied lbs of active ingredient applied lbs of active ingredient applied

12. Location/Site of Application and Size of Area

13. Purpose of Application (Target Organism and Nature of Problem)

14. Application Status (Circle One)

Preventive Recurring Problem Routine One Time Only Ongoing

15. Recommend Alternative Methods to Alleviate the Problem

(i.e. Physical, Mechanical, Cultural, Biological)

Applicator Date Facility Manager Date

This report must be filled out in its entirety for vendor/contractor to be paid.

I. SPECIAL TERMS AND CONDITIONS

1. AUDIT

2. AWARD OF CONTRACT

3. eVA ORDERS AND CONTRACTS

4. BID ACCEPTANCE PERIOD

5. BID PRICES

6. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT

7. WORK SITE DAMAGES

1. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2, AWARD: The Commonwealth will make the award(s) on a Grand Total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair a.nd reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency's opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern.

If cash discount for prompt payment is offered, it must be clearly shown in the space provided.

Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. eVA ORDERS AND CO TRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e procurement solution and agree to comply with the following: if this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid or terminate this contract for default. The fomiat of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded fromwww.eVA.virginia.gov.

Contractors should email Catalog or Index Page infonnation to eVA catalog manager@dgs.virginia.gov.

4. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 90 days.

At the end of the days the bid may be withdrawn at the written request of the bidder, If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

http://www.eva.virginia.gov/ mailto:manager@dgs.virginia.gov

5. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

6. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual and subcontractor is properly licensed for providing the goods/services specified. Furthermore, the contractor and subcontractors shall maintain the required license throughout the term of the contract. The contractor or their subcontractor shall immediately notify the contracting agency in writing in the event the license has been revoked.

Contractor Name:__________________________

License # _________________ Type ________________

Subcontractor Name:_________________________

License # _________________ Type ________________

7. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.

Department of Military Affairs

EMS Language for Federal and State VAARNG Contracts

The Agency has implemented an Environmental Management System (eMS), in accordance with US Army Regulation 200-1, Executive Order 13990 and Code of Virginia 10.1-1187.1, to guide its operations in an environmentally sound manner. The Agency is and will continue to be a leader in protecting the environment. The Agency has implemented and is maintaining an eMS to ensure continuity of environmental protection while maintaining and enhancing mission readiness. The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the eMS. Contractors shall refer to the Virginia National Guard website at http://vaguard.dodlive.mil/environmental-programs/ to read and understand the eMS policy. In addition, the Contractor shall ensure that its employees and subcontractors are aware of the roles and responsibilities identified by the eMS and how these requirements affect the work performed under this contract. If the services supplied have the potential to cause negative environmental impacts, the Contractor is responsible to develop and implement steps to prevent the potential event. In the event an environmental nonconformance or noncompliance associated with the contracted service is identified, the Contractor is responsible to take corrective action immediately. Contractors are liable for any enforcement actions, fines, and/or penalties resulting from their failure to comply with applicable environmental requirements.

DMA Mandatory Requirements for Valid Invoice Payment Submission

DMA requires all invoices to include each of the below items on any invoice to be submitted for payment.

Any invoice not including all the required items will be considered as invalid.

All invoices are required to provide the following details:

1. Vendor Name

2. Vendor Address

3. Vendor Phone Number

4. Point of Contact (i.e., salesperson name)

5. Invoice Date

6. Invoice Number

7. Contract #, if applicable (i.e., eVA #)

8. Order Date

9. Individual who ordered service, if applicable

10. Job # (i.e., work order #)

11. Complete Address of Job Location (must include complete physical address)

12. Date of Service or delivery

13. Payment Terms (i.e., net 30)

14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)

15. Total Amount Owed http://vaguard.dodlive.mil/environmental-programs/