RFP 23-002 Prescribed Burning Services.pdf

NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT

Request for Proposals ("RFP") No. 23-002 Prescribed Burning and Vegetation Management for District-owned Restoration

Properties

The Northwest Florida Water Management District, 81 Water Management Drive, Havana, Florida 32333, is issuing a Request for Proposals (RFP) from qualified firms to provide prescribed burning and vegetation management services for District-owned restoration properties.

The selection committee composed of District staff will evaluate and score the proposals. The District may award contracts with one or more firms receiving the highest scores. The initial contract shall be for a period of up to three (3) years, with an option for a renewal of up to three (3) years at the District’s discretion. A contract awarded pursuant to this RFP does not obligate the District to assign any work to a respondent.

The deadline for submission of Proposals is 2:00 P.M. ET, December 20, 2022, and the opening of the sealed Proposals is 2:15 P.M. ET, December 20, 2022. The opening of the Proposals is open to the public and will be at District headquarters (U.S. Highway 90, 10 miles west of Tallahassee, FL). Provisions will be made to accommodate persons with disabilities (if requested) provided the District is given at least 72 hours advance notice. All Proposals must conform to the instructions in this RFP and comply with applicable Florida Statutes. Copies of RFP 23-002 can be obtained through the State Vendor Information Portal or from the District website at: https://www.nwfwater.com/Business-Finance/District-Procurement.

SECTION 1. GENERAL INFORMATION

1.1 Introduction and Purpose

1.2 Scope Of Work

1.3 Project Goals

1.4 Project Tasks And Deliverables

1.5 Tasks

1.6 Deliverables

1.7 Definitions

1.8 Date And Location Of Public Opening

1.9 Schedule

1.10 Delays

1.11 Submission And Withdrawal

1.12 Inquiries

1.13 Addenda

1.14 Equal Opportunity

1.15 Americans With Disabilities Act

1.16 Insurance

1.17 Public Crimes/Discriminatory/Antitrust Violator Vendors

1.18 Prohibited Contact

1.19 Protest Of Rfp Provisions

1.20 Challenge Of District’s Intent To Award Contract

1.21 Disclaimer

1.22 Publicity

1.23 Waiver Of Minor Irregularities

1.24 Use By Other Florida Government Entities

SECTION 2. RESPONDENT PROPOSALS

2.1 Proposal Requirements

A. Company Information And Qualifications

B. Cost Information

C. Qualifications

D. Equipment To Be Furnished By The Contractors

2.2 Packaging And Delivery

A. District Forms And Rules

B. Conflict Of Interest

C. Respondent Checklist

SECTION 3. EVALUATION AND CONTRACTING

3.1 Evaluation Criteria

3.2 Contract Awards

3.3 Contract Operations

SECTION 4. SUBMITTAL FORMS

EXHIBIT A – AGREEMENT FOR CONTRACTUAL SERVICES

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SECTION 1. GENERAL INFORMATION

1.1 INTRODUCTION AND PURPOSE

The Northwest Florida Water Management District, 81 Water Management Drive, Havana, Florida 32333, (hereinafter referred to as the “District”) is issuing a Request for Proposals (RFP) from qualified firms to provide Prescribed Burning and Vegetation Management Services for District-owned Restoration properties.

The selection committee composed of District staff will evaluate and score the proposals. The District may award contracts with one or more firms receiving the highest scores. The initial contract shall be for a period up to three (3) years, with an option for a renewal of up to three (3) years at the District’s discretion. A contract awarded pursuant to this RFP does not obligate the District to assign any work.

1.2 SCOPE OF WORK

The District is seeking qualified contractors to provide turnkey prescribed burning (dormant season, growing season, and site preparation burns) and vegetation management services on District-owned lands which the District manages. The District anticipates awarding multiple contracts to qualified contractors. All qualified contractors awarded a District contract will be provided the opportunity to submit quotes for individual burns or combinations of prescribed burns which, in combination, will comprise Task Orders to be accomplished within specific timeframes.

Related fuels and vegetation management services such as fire line creation and management;

woods mowing and mulching; ditch mowing and maintenance; road, culvert, and low water crossing mowing, maintenance, and installation; and similar land management services will be contracted by separate Task Orders on an as-needed basis.

The attached draft agreement contains all requirements and specifications for performing the specified work.

1.3 PROJECT GOALS

Depending upon available funding, the District anticipates contracting for at least 1,000 acres to potentially 3,000 acres of prescribed burns annually. Other vegetation management activities will be tasked on an as-needed basis. The goal of the project is to complete all assigned tasks in the most productive, efficient, and safe way possible.

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1.4 PROJECT TASKS AND DELIVERABLES

It is expected that the selected contractors will meet the following tasks and deliverables. The proposal must clearly articulate how the project’s goals, tasks, and deliverables will be met. All materials collected or created by the selected Respondent become the property of NWFWMD.

1.5 TASKS

To complete the project, it is expected that the following will occur:

A. Each selected contractor will be required to enter into a three-year “Agreement for Prescribed Burning and Vegetation Management Services” (Agreement) with the District. This agreement must be executed within fifteen calendar days of receipt by the contractor.

B. Each selected contractor will respond to each of the District’s requests for project quotes (RFQ) within the timeframes specified in each RFQ. A “no quote” response is required if the contractor is unable to perform the services specified in the RFQ.

C. The District will issue prescribed burning Task Orders (TO’s) to contractors that will list the units to be burned (typically 1-10 burn units per TO) and will include burn unit maps, schedules, and any special instructions. New prescribed burning TO’s may be issued once substantial progress has been made on the assigned TO’s. No specific amount of work is guaranteed through the Agreement. Future TO’s may be withheld until all burns specified on assigned TO’s are completed.

D. Contractors will complete each assigned TO in accordance with the Agreement and TO specifications, weather permitting, in a safe and efficient manner. All prescribed burns performed by the contractors shall be conducted as certified prescribed burns in accordance with Chapter 590, Florida Statutes (F.S.), and Chapter 5I-2, Florida Administrative Code (F.A.C.). Additional requirements found within the agreement and TO’s shall also apply.

E. The contractors will be required to prepare a “NWFWMD Prescribed Burning Prescription Plan” (see draft Agreement for form) for each burn and conduct prescribed burns on stands in need of prescribed fire as determined by District staff. A signed paper copy of the NWFWMD Prescribed Burning Prescription Plan shall be on site during each prescribed burn. Pre- and post-burn photographs shall be taken from at least three similar photo points within the burn unit for invoice documentation.

F. Contractors will be required to conduct all fire line preparation and fire containment measures as indicated by site conditions. Contractors should utilize existing fire lines and natural firebreaks whenever possible and coordinate closely with the appropriate regional land manager when developing new fire lines. If fire line or firebreak construction is required near streams, lakes, wetlands, and other waterbodies, the lines must be approved in advance by District staff. All fire line work will be conducted in accordance with the guidelines found in the most current edition of the Florida Forest Service (FFS) Silvicultural Best Management Practices manual. Contractors will be required to rehabilitate all constructed or refreshed fire lines and firebreaks.

G. Contractors must have the capability to supply all equipment and personnel necessary to safely complete and contain prescribed burns. Sub-contractors, if used, must be identified in advance and provide documentation of their experience conducting prescribed burns and the

NWFWMD RFP 23-002; Prescribed Burning & Vegetation Mgt. Services Page 5 of 27 types of equipment they have available to conduct prescribed fire activities on District lands prior to burning. Contractors shall not rely on the Florida Forest Service to supply personnel or equipment for prescribed burn operations.

H. Adequate fire suppression equipment and personnel must be maintained by the contractor on the prescribed fire site(s) at all times while conducting the prescribed burns and when “mop-up” operations are in progress or while any risk of an escape exists on any prescribed burned site or sites. At a minimum, for each prescribed burn, this shall include a standby unit (tractor-plow), wildland engine (meeting the specification below), and enough personnel to conduct the prescribed burn(s) safely and efficiently to obtain the objectives of the specific Task Order and the terms of the Agreement and the RFP.

I. The onsite prescribed fire “burn or fire boss” must be the Florida Certified Prescribed Burn Manager who signed the prescribed burning prescription plan for the specific burn unit being burned and must be present on the prescribed fire burn unit site at all times during the prescribed burning operations until the prescribed burn is “completed” [in accordance with the definition found at section 590.125(f), F.S.]. If more than one burn unit not in close proximity (close proximity is defined as within two miles and 10-minute drive or less within the same management tract) is prescribed burned simultaneously, the “burn boss” requirements shall be the same for each burn unit (i.e., each burn unit will require its own individual burn boss and prescribed burning prescription plan).

J. Smoke management plans must be enacted to protect “Smoke Sensitive Areas” identified by the Florida Forest Service. These plans must also protect highways, roads, and residential areas that are sensitive to smoke. The District may require the contractors to provide smoke management plans for review by District staff before prescribed burns are conducted by the contractors on District lands.

K. After the prescribed burn of the area specified in the NWFWMD Prescribed Burn Prescription Plan is finished, all mop-up and rehabilitation of fire lines is completed, and the contractor has departed from the unit with no expectation of returning to the unit for any duties associated with the burn, the contractor’s onsite certified prescribed burn manager (Burn Boss) shall at the time of departure, notify the District Project Manager, and within four hours of departure from the burn unit, transmit to the District an electronic image of the “Burn Boss Post-Burn Evaluation/Summary” form which shall be filled out in its entirety and shall include the map and photographs referenced on the form.

L. Contractors will communicate with the District Project Manager and his or her designees concerning all work activities. Communications for prescribed burning include monthly work plans, 24-hour notification of plan to burn, day of burn, and post-burn communication requirements, as specified in the Agreement. Increased communication with the District is required for all prescribed fire incidents involving situations where the burn has resulted in a fire outside of the specified burn unit, and for situations where extended mop-up and monitoring will be required for unburned fuels or organic matter smoldering or burning within or outside of the specified burn unit.

M. Contractors will be responsible for conducting all mop-up, monitoring, and long-term smoke management procedures. On sites where smoke management issues arise from re-burn situations, organic soil ignition, or long-term fuel smoldering, contractors will be responsible for completely mopping up these areas to limit impacts from smoke or potential mortality to pine timber or other desirable species. Within the first two days (48 hours) following a

NWFWMD RFP 23-002; Prescribed Burning & Vegetation Mgt. Services Page 6 of 27 prescribed fire, contractors will be required to conduct this work as a part of normal burning operations, and all costs will be included in submitted unit per-acre rates. After this two-day period, contractors may, at the discretion of the District, be reimbursed for suppression charges or directly compensated for additional time needed to mop-up, manage, or monitor long-term smoke and re-burn issues. Reimbursement and compensation must be authorized by the District’s Prescribed Fire Project Manager. Direct compensation will not exceed hourly personnel and equipment rates submitted in this proposal. Reimbursement and compensation will not be provided if District personnel determine: 1) a lack of due diligence and planning occurred before ignition began, 2) appropriate procedures were not taken within the first 48 hours to properly conduct mop-up operations after burning was complete, and 3) appropriate procedures were not taken to properly secure or monitor the fire after burning operations were completed. If any of these determinations are made by the District, contractor remains responsible for all suppression, mop-up, and monitoring costs after the initial two-day period.

N. Contractors will be responsible for paying for any damages or additional suppression or mop-up charges generated by the FFS or any other agency personnel or contractors who have to be mobilized to help address the issue.

O. Contractors will provide invoices for each burn or other activity completed that include all information required for payment, as specified in the Agreement.

1.6 DELIVERABLES

Deliverables include the following:

A. Responses to RFQ’s delivered within the timeframes set in the RFQ.

B. Monthly work plans estimating timeframes of activities to be performed under the specified Task Order(s).

C. Smoke management plans for particularly sensitive areas provided for review by District staff in advance of prescribed burn activities. This deliverable will apply only to those areas specified on TOs for advance review of smoke management plans by District staff. All prescribed burn prescription plans must have smoke management plans, but only some will be subject to advance review by District staff.

D. Prescribed burn activities that meet burn objectives and are performed safely in accordance with the Agreement, Task Order assignment, and all pertinent governing laws and rules.

E. Vegetation management activities that meet vegetation management objectives and are performed safely in accordance with the Agreement, Task Order assignment, and all pertinent governing laws and rules.

F. Invoices that include all information required for payment, as specified in the Agreement.

1.7 DEFINITIONS

For the purpose of this RFP, "respondent" shall mean contractors, vendors, consultants, organizations, firms or other persons submitting a Proposal in response to this RFP.

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1.8 DATE AND LOCATION OF PUBLIC OPENING

Northwest Florida Water Management District 81 Water Management Drive

Havana, FL 32333

THE DISTRICT MUST RECEIVE ALL PROPOSALS BY

2:00 P.M. ET, December 20, 2022, THE DAY OF THE PUBLIC OPENING.

1.9 SCHEDULE

Respondents shall adhere to the following schedule in all actions concerning this RFP.

Date/Time Action November 15, 2022 District issues Request for Proposals December 2, 2022, 2:00 P.M. Deadline for written inquiries December 7, 2022 Response to written inquiries posted December 20, 2022, 2:00 P.M. Deadline for submission of proposals December 20, 2022, 2:15 P.M.* Opening of sealed proposals January 12, 2023* Governing Board considers selection committee’s recommendations

*Denotes a public meeting. All times denote Eastern Time (ET).

Interested contractors are also encouraged and welcome to visit each District WMA on their own.

Be aware that access to some sites may be restricted by gate(s) and/or through private property via exclusive land management ingress/egress easements. Authority to use these easements or otherwise enter private property to access District-owned property is not granted for the purpose of developing a proposal.

1.10 DELAYS

The District may delay scheduled due dates in the timetable above if it is to the advantage of the District to do so. The District will notify respondents of all changes in scheduled due dates by posting on the District’s website and the State of Florida’s Vendor Information Portal website.

1.11 SUBMISSION AND WITHDRAWAL

Respondents shall submit one (1) original hard copy and three (3) copies of the Proposal along with one USB flash drive containing an Adobe PDF version of the Proposal. Fax and email transmittals will not be accepted. The respondent may submit the Proposals in person, by courier, or by mail. Please see Section 2.2- Packaging and Delivery for more information.

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The District will receive Proposals at the following address:

Attn: Agency Clerk

Havana, Florida 32333

Please be advised that mail delivery to the District is not always by 2:00 P.M. ET.

For deliveries via courier service, please use the address below:

Havana, Florida 32333 Located on U.S. Highway 90 west, 10 miles west of Tallahassee

The District cautions respondents to assure actual delivery of mailed or hand-delivered Proposals directly to the Agency Clerk prior to the deadline set for opening. Telephone confirmation of timely receipt of the Proposals may be made by calling (850) 539-5999 and asking for the Agency Clerk before the Proposal opening time. Proposals received after the established deadline shall not be considered. Receipt of Proposals by any District office or personnel other than the District receptionist or the Agency Clerk shall not constitute "delivery" as required by this RFP.

A respondent may withdraw a Proposal by notifying the District in writing at any time prior to the opening. Respondents may withdraw Proposals in person or through an authorized representative.

Respondents and authorized representatives must disclose their identity and provide a signed receipt for the Proposals. Proposals, once opened, become the property of the District and will not be returned to the respondents.

Proposals received by the District in response to this RFP will become a public record (unless an exemption to Florida’s Public Records Law applies) when the District provides notice of its intended decision or 30 days after opening the Proposals, whichever is earlier. If the District rejects all Proposals and concurrently provides notice of its intent to reissue the RFP, the rejected Proposals remain exempt from Florida’s Public Records Law until such time as the District provides notice of an intended decision concerning the reissued RFP or until it withdraws the reissued RFP. A Proposal is not exempt for longer than 12 months after the initial notice rejecting all Proposals.

Proposals will be made available for inspection at the time the District posts notice of its decision or intended decision concerning contract awards or 30 days after the Proposals opening, whichever is earlier.

1.12 INQUIRIES

The Procurement Officer may orally explain the District’s procedures and assist respondents in referring to any applicable provision in the Request for Proposal documents. District staff is not authorized to orally interpret the meaning of the specifications or other contract documents, or correct any apparent ambiguity, inconsistency, or error therein. In order to be binding upon the

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District, the interpretation or correction must be given by the Procurement Officer and must be in writing.

Procurement Officer Ms. Toni Devencenzi

Toni.Devencenzi@nwfwater.com

All inquiries must be received in writing no later than December 2, 2022, 2:00 P.M. ET. Inquiries shall reference the date of the RFP opening and RFP title and number. The District will provide answers to substantive questions in the form of a written addendum (see next section).

1.13 ADDENDA

If revisions become necessary, the District will post written addenda on the District’s website and on the State of Florida’s Vendor Information Portal website. Respondents must satisfy themselves of the accuracy of their response in the Proposal by examination of the criteria and specifications including addenda. After proposals have been submitted, respondents shall not assert that there was a misunderstanding concerning the criteria and specifications including addenda. Prospective respondents are responsible for determining whether addenda have been issued and are advised to check the websites or with the District’s Procurement Officer prior to submitting their Proposal.

1.14 EQUAL OPPORTUNITY

The District recognizes fair and open competition as a basic tenet of public procurement.

Respondents doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, sex, or disability. It is the policy of the District to ensure that qualified respondents wishing to participate in the procurement process have the maximum opportunity to compete and perform on District contracts.

The District encourages participation by minority-, veteran-, and women-owned Certified Business Enterprises and requests that respondents submit evidence of such designation with their Proposal. For further information on designation as a certified business enterprise, visit www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified.

1.15 AMERICANS WITH DISABILITIES ACT

The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact Division of Administrative Services, at (850) 539-5999.

1.16 INSURANCE

The respondent, if awarded a contract, shall maintain adequate insurance in the amount and coverages reflected in the draft contract attached as Exhibit A. In the event the respondent is a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the respondent's insurance coverage, policies, NWFWMD RFP 23-002; Prescribed Burning & Vegetation Mgt. Services Page 10 of 27 or capabilities may be grounds for rejection of the Proposal and cancellation of any ensuing contract.

1.17 PUBLIC CRIMES/DISCRIMINATORY/ANTITRUST VIOLATOR VENDORS

In accordance with sections 287.133, 287.134, and 287.137, Florida Statutes, a person or affiliate who has been placed on the convicted, discriminatory, or antitrust violator vendor lists may not submit a bid, Proposal, or reply on a contract to provide any goods or services to a public entity;

may not submit a bid, Proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, Proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, Florida Statutes, for CATEGORY TWO ($35,000), unless specified otherwise in these statutes. Questions regarding the lists may be directed to the Florida Department of Management Services, State Purchasing Division, at (850) 488-8440 or send email to purchasingcustomerservice@dms.fl.gov.

1.18 PROHIBITED CONTACT

Respondents to this solicitation or persons acting on their behalf shall not contact, between the release of the solicitation and the end of the 72-hour period following the District posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the District or executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Proposal.

1.19 PROTEST OF RFP PROVISIONS

If a potential respondent intends to protest any term, condition, or specification of this RFP, a notice of intent to protest shall be filed with the District in writing within 72 hours, excluding Saturdays, Sundays, and state holidays, after the posting of this RFP on the District’s website and the potential respondent shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes, and of the right to contest a term, condition, or specification of the RFP in a protest of an intended award.

1.20 CHALLENGE OF DISTRICT’S INTENT TO AWARD CONTRACT

If a respondent intends to protest the District’s intent to award a contract(s), the notice of intent to protest shall be filed with the District in writing within 72 hours, excluding Saturdays, Sundays, and state holidays, after posting of a notice of intent to award a contract(s) and the respondent shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any respondent who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code, and section 120.57(3), Florida Statutes, shall post with the District at the time of filing the formal written protest, a bond pursuant to section 287.042(2)(c), Florida Statutes.

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Failure to file a notice of intent to protest or failure to file a formal written protest and bond within the time prescribed in Chapter 28-110, Florida Administrative Code, and sections 120.57(3) and 287.042(2)(c), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

1.21 DISCLAIMER

Neither the District nor its representatives shall be liable for any expenses incurred in connection with the preparation of a Proposal in response to this RFP. Respondents should prepare the Proposals simply and economically, to provide a straightforward and concise description of the respondent's ability to meet the requirements of the RFP.

1.22 PUBLICITY

The respondent shall obtain prior approval of the District for all news releases or other publicity pertaining to this RFP or the service or any project to which it relates.

1.23 WAIVER OF MINOR IRREGULARITIES

The District may waive minor irregularities in proposals received where such is merely a matter of form and not substance. Minor irregularities are defined as any deviation from a mandatory requirement of the RFP that, if waived, will not have an adverse effect on the District's interest and will not give a respondent an advantage or benefit not enjoyed by the other respondents. The District is not required to waive a minor irregularity and has the sole discretion to determine whether a minor irregularity should be waived.

1.24 USE BY OTHER FLORIDA GOVERNMENT ENTITIES

With the consent and agreement of the District and of the successful respondent(s), services may be provided by the successful respondent(s) under this RFP to other governmental entities within the State of Florida pursuant to the terms and conditions of the contract if otherwise authorized by law. These governmental entities include other water management districts, State of Florida agencies (including members of the state university system and community college system), counties, school boards, municipalities, special districts, and other local public agencies or authorities. The District will not be a party to any other governmental entity’s agreement to obtain these services pursuant to this RFP. The District shall not be responsible for payment of services delivered or performed for any other governmental entity that uses the services of the successful respondent(s) pursuant to this paragraph.

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SECTION 2. RESPONDENT PROPOSALS

2.1 PROPOSAL REQUIREMENTS

Proposals submitted in response to RFP 23-002 for Prescribed Burning and Vegetation Management Services on District-owned Restoration Properties to assist the District with land management activities for District-owned property must use the forms found in Section 4, plus additional submittal pages as needed, to include, at a minimum, the following information:

A. Company Information and Qualifications

Respondents should provide the following information:

I. Name, business address, address of any branch offices, phone number, fax number, and email address.

II. Information on the principal:

Formal education Qualifications and formal wildland and prescribed fire training Years of prescribed burning experience Description of experiences in similar work Florida Certified Burn Manager number

III. Information on appropriate staff:

Formal education Qualifications and formal wildland and prescribed fire training Years of prescribed burning experience Description of experiences in similar work Florida Certified Burn Manager number

IV. Qualifications of the firm, including documentation of the firm’s experience, including, but not limited to:

Acres burned per year in each of the past three years, acres burned in Florida, types of burns [fuel reduction, growing season/ecological, site preparation, other (explain)] and type of entity contracting for the burning services (private or public).

Documentation that Certified Prescribed Burn Managers, either individually or in combination, have completed prescribed burns on a minimum of 1,000 acres in Florida within the last two years.

List of and rates for prescribed burning and vegetation management equipment such as heavy equipment (dozers, tractors, transport vehicles, engines, etc.) and light equipment and tools (ATV’s, ignition tools, suppression equipment and tools, etc.).

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V. List of Florida counties where you have performed prescribed burning services.

VI. Current company workload and ability to quickly respond to and complete assignments.

VII. Three (3) separate client references* including the client name, address, telephone number, and contact, for whom the firm(s) has performed similar work in the past five years. Client references cannot include employees or Governing Board members of the Northwest Florida Water Management District.

VIII. Documentation, if you are a Certified Business Enterprise.

IX. Provide evidence of current levels of insurance (refer to Section 7, Insurance, in Draft

Agreement) in areas of General Liability, Automobile Liability, and Workers’ Compensation.

X. Provide the number of points (if any) assessed by the Florida Forest Service against any

Certified Prescribed Burn Managers employed by the firm within the past three years.

XI. Any other materials or information that might assist the District in evaluating your qualifications.

*All references must be verifiable and will be checked. It is the responsibility of the respondent to ensure that valid contact information is provided for each reference.

B. Cost Information

Respondents to the RFP shall provide “loaded per-acre ceiling rates” for prescribed burning services. Ceiling rates shall be provided for the initial three-year term of the contract and will apply to the possible second three-year term of the contract. Loaded per-acre ceiling rates shall include, but not be limited to, highest estimated per-acre rate for prescribed burning services, inclusive of, but not limited to, employee pay, benefit costs, insurance, fuel, vehicles, equipment, communication equipment, GPS units, cameras, PPE, hand tools, and any other costs necessary for the contractor to meet project specifications. Fireline preparation and rehabilitation and all planning, administrative, contract management, and invoicing costs are included. Contractors should take into account potential price increases and market fluctuations that could affect contractor’s costs over the term of contract.

“Ceiling Rate” prices submitted will be totaled and proportionally scored based on comparison to all other price totals submitted. The 10 points for pricing will be allocated in 20% increments in comparison to all other prices submitted creating 5 percentile ranges for pricing.

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Competitive Range of Prices Submitted

Percentile of Price Submission (Lowest to Highest) Points Awarded

Lowest Price 1% to 45% 10 points

>45% to 60% 8 points

>60% to 80% 6 points

>80% to 90% 4 points

Highest Price >90% to 100% 2 points

C. Qualifications

Respondents shall provide proof of the following minimum qualifications for conducting prescribed burns on District lands. Proposals submitted by entities that do not meet the minimum qualifications will not be awarded a contract. Only those contractors who submit proposals and meet the qualifications to provide prescribed fire services are permitted to submit bids for mechanical vegetation management work.

Please provide the following on the bid forms and submittals:

I. Documentation that each “burn or fire boss” who will supervise District burns is a Florida

Certified Prescribed Burn Manager [Certification Number(s) must be provided].

II. Documentation that each “burn or fire boss” who will supervise District burns has no more than 12 points currently assessed against their Florida Certified Prescribed Burn Manager certification. The District may verify the number of points assessed against each Florida Certified Prescribed Burn Manager.

III. Documentation of prescribed fire training and experience for all personnel (including sub-contractors) involved in conducting prescribed burns on District lands. All contract personnel working on District burns must have the following minimum training: S-130 (Firefighter Training) and S-190 (Introduction to Wildland Fire Behavior) or satisfactory completion of the Florida Inter-Agency Basic Prescribed Fire Course. All personnel working on District burns must have direct experience in conducting at least three prescribed burns, verifiable by a Florida Certified Prescribed Burn Manager.

IV. Documentation that each “burn or fire boss” who will supervise District burns has a minimum of one (1) year of experience in conducting broadcast (not pile) prescribed burns on natural areas and merchantable pine plantations in Florida, and that Certified Prescribed Burn Managers have individually or collectively obtained burn authorizations and completed prescribed burns on a minimum of 1,000 acres in Florida within the last two years. The District may verify certification status and acreage of burns authorized for each Florida Certified Prescribed Burn Manager.

V. Documentation of possession of, or access to, all equipment and materials necessary to conduct prescribed burning services on District lands. Provide a list of prescribed burning

NWFWMD RFP 23-002; Prescribed Burning & Vegetation Mgt. Services Page 15 of 27 equipment to be utilized on District burns that meet the specifications herein. Contractors shall not rely on the Florida Forest Service to supply personnel or equipment.

D. Equipment to be Furnished by the Contractors

The selected Contractors shall furnish the following items:

I. All necessary equipment needed to prepare the units for prescribed burning and to stand by for suppression needs, such as crawler tractor-plows, engines, disk harrows, foam equipment, ignition devices, etc. Wildland Engines used by contractors on District burns must meet or exceed all equipment specifications of the National Wildfire Coordinating Group (NWCG) for Type 6 engines, with the added requirement of four-wheel drive (4X4) (reference NWCG #006-2008 Engine and Water Tender Typing Standards).

II. All necessary safety and personal protection equipment (PPE) needed for prescribed fire personnel according to Florida Forest Service standards. Includes fire resistant clothing, leather boots, leather gloves, hard hat, eye protection, and personal fire shelter.

III. Hand-held equipment as is necessary to perform prescribed burning services, such as, portable weather stations, drip torches, rakes, shovels, fire flaps, communication systems, etc.

IV. All necessary equipment required to perform assigned vegetation management services.

V. Safety signs, e.g. smoke signs, etc.

2.2 PACKAGING AND DELIVERY

To facilitate processing, the face of the envelope or box containing the Proposals shall state in capital letters:

“SEALED PROPOSALS, RFP 23-002, PRESCRIBED FIRE AND VEGETATION

MANAGEMENT ON DISTRICT-OWNED RESTORATION PROPERTIES, TO BE

OPENED DECEMBER 20, 2022, 2:15 P.M. EASTERN TIME (ET), AT THE

HEADQUARTERS OF THE NORTHWEST FLORIDA WATER MANAGEMENT

DISTRICT.”

The sealed envelope or box shall also include the respondent’s name and business address. The District reserves the right, at its discretion, to accept sealed proposals received but not properly marked as described above. One original and three copies of the Proposal along with one USB flash drive containing an Adobe PDF version of the Proposal in a sealed, opaque envelope or box, shall be provided.

Respondents who utilize courier service packing and shipping materials should place the Proposals in a sealed and labeled envelope or box inside the courier-supplied shipping materials. Please see Section 1.11 Submission and Withdrawal for more information.

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It is the respondent's responsibility to ensure that his/her Proposals are delivered at the proper time and place of the opening. Proposals that are for any reason received after the established deadline will not be considered. Submittal of Proposals by telegram, telephone, e-mail, or fax will not be acceptable. The Northwest Florida Water Management District is located in the Eastern Time Zone, approximately ten (10) miles west of Tallahassee on U.S. Highway 90. Please be advised that mail delivery to the District is not always by 2:00 P.M. ET.

A. District Forms and Rules

When included, all forms supplied by the Northwest Florida Water Management District shall be submitted with Proposals. All Proposals must comply with applicable Florida Statutes, laws, and rules.

B. Conflict of Interest

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents shall disclose with their Proposal the name of any officer, director, board member, or agent who is also an employee of the State of Florida, or any of its agencies. Further, all respondents shall disclose the name of any state employee or any board member or employee of the District who owns directly or indirectly an interest of five percent (5%) or more in the respondent's firm, subsidiaries, or branches.

C. Respondent Checklist

Please review this checklist (RFP 23-002) to ensure that you have properly followed the instructions. Many Proposals are rejected because the respondent simply failed to comply with the preparation and submission requirements.

Have you performed a final review of your Proposal to ensure you included all required documentation?

Have you signed and included the Submittal Form?

Is your envelope properly marked? See Section 2.2- Packaging and Delivery for further details. (Most rejected Proposals are caused by the respondent failing to properly mark their package. All incoming correspondence is opened when received unless properly marked for a specified opening date and time. If your Proposal is opened prior to the designated date and time, it cannot be considered).

Have you selected the method of shipping that will ensure that your Proposal will arrive before the deadline? Proposals received after the date and time specified will not be considered.

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SECTION 3. EVALUATION AND CONTRACTING

Proposals will be evaluated by a District staff selection committee based upon the criteria listed under Section 3.1 Evaluation Criteria below. Each committee member will complete a separate evaluation form for each Proposal. The scores of the selection committee members will be averaged and the respondents will be ranked based upon their average scores from highest to lowest. The Governing Board, in its sole discretion, will determine how many contracts to award and will award contracts based upon the ranking of the selection committee starting with the respondent(s) who received the highest average score.

3.1 EVALUATION CRITERIA

The following criteria, corresponding to specific activities for which services may be needed listed under Section 1.2 Scope of Work, will be used to evaluate Respondents deemed to be the most qualified to perform the required work.

Prescribed Burning and Vegetation Management Services on District-Owned Lands – RFP Evaluation Criteria

Criteria

Maximum Points

1 Qualifications of principal and additional personnel. 20

2 Inventory of equipment and materials necessary to conduct prescribed burning services.

3 Qualifications and experience of the firm to conduct prescribed burning services in N.W. Florida.

4 Current company workload and ability to quickly respond to and complete assignments.

5 References from former clients of similar past prescribed burn services. 10

6 FFS points assessed against Certified Prescribed Burn Managers. 10

7 Price – Evaluation of “Ceiling Rates” 10

Total Points Available 100

A selection committee consisting of three (3) District staff members will be appointed by the Director, Division of Resource Management, to evaluate the proposals received. The selection committee members will independently review and score all proposals based upon evaluation criteria. The final score for each proposal will be determined by taking the average of all selection committee member scores. If necessary, the selection committee will prepare a short list of the top-ranked respondents. The selection committee may conduct either phone or oral on-site interviews to complete the contractor selection process; however, the selection committee reserves the right to make a selection based solely upon the proposal received. During the evaluation process, the District also reserves the right, where it may serve the District’s interest, to request additional information from respondents for clarification purposes only.

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The District’s Selection Committee rankings will be presented to the Governing Board for action at the duly noticed public Governing Board meeting in January 2023.

3.2 CONTRACT AWARDS

The District anticipates entering into a contract with the respondent(s) who submits the Proposal, judged by the District, to be most advantageous taking into consideration the evaluation criteria set forth in this RFP and the ranking of the selection committee.

The initial contract shall be for a base period of three (3) years, with an option for a renewal of up to three (3) years at the District’s discretion.

The District reserves the right to reject any and all Proposals, to waive any minor irregularities, and to solicit and re-advertise for other Proposals. Mistakes clearly evident on the face of the Proposal documents, such as computation errors, may be corrected by the District.

The respondent understands that this RFP does not constitute an agreement or a contract with the District. An official contract or agreement is not binding until Proposals are reviewed and accepted by appointed staff, approved by the appropriate level of authority within the District, and the contract or agreement is executed by both parties. A contract awarded pursuant to this RFP does not obligate the District to assign any work to a respondent.

All contracts shall be subject to the approval of the Northwest Florida Water Management District Governing Board at a duly noticed Board meeting.

Notice of a contract award shall be posted on the District’s website (https://www.nwfwater.com/Business-Finance/District-Procurement) and on the State of Florida Vendor Information Portal (https://vendor.myfloridamarketplace.com/). Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, shall constitute a waiver of the proceedings under Chapter 120, Florida Statutes.

3.3 CONTRACT OPERATIONS

The selected firms will enter into a contract with the District. The contracts will specify the terms and conditions under which all contract operations will occur. Please see draft contract attached as Exhibit A.

After the contracts are executed with selected firm(s), the District will prepare Request for Quote (RFQ) packages specifying individual prescribed burns, combinations of burn units, or vegetation management projects to be performed under the contracts, and each contractor will be provided the opportunity to provide a quote or “no quote” response to the RFQ. As part of the RFQ response, contractors will be required to provide an estimated number of days that they can provide prescribed burn or vegetation management services to the District during the time period specified within the RFQ. The District will distribute the work among the contractors in the manner that it determines best and most economical method for accomplishing the specified tasks in a safe manner.

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Work assignments may be based on: 1) a contractor’s capacity to complete multiple burns or projects simultaneously; 2) their short vs. long term availability to actually conduct work; 3) their productivity in completing assigned projects, including unfinished work on previously assigned Task Orders; 4) weather related issues that may require contractors to be moved around between burn units; 5) the type of equipment a contractor has and whether it is currently available; and 6) any other efficiency/logistical factors.

All prescribed burn work will be assigned to contractors by written Task Orders (TO’s) that will list the units to be burned and will include burn unit maps, schedules, and any special instructions.

New TO’s may be issued once substantial progress has been made on the previous Task Order(s).

All vegetation management work will be assigned to contractors by written Task Orders (TO’s) that will specify the work to be performed, the schedule, and any special instructions. No specific amount of work is guaranteed through the Agreement. The District will award work based on its assessment of how to best accomplish the needs of the District.

Should contractors be unable at any time to accomplish the work they have been assigned or meet any of the requirements or standards listed in this RFP, the contracts, and TOs, other contractors who are pre-qualified and under contract to provide the same service may be assigned TOs to complete the required work.

The contract and TOs will take precedence in the event of any conflict between language in the contract, the TO’s, and this RFP.

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SECTION 4. SUBMITTAL FORMS

Form 1. Acknowledgement Form

The undersigned, as Respondent, hereby declares and certifies that the only person(s) or entities interested in this Proposal as principal(s), or as persons or entities who are not principal(s) of the Respondent but are substantially involved in performance of the Work, is or are named herein, and that no person other than herein mentioned has any interest in this Proposal or in the Agreement to be entered into; that this Proposal is made without connection with any other person, company, or parties submitting a Proposal; and that this Proposal is in all respects fair and in good faith without collusion or fraud.

Respondent represents to the District that, except as may be disclosed in an addendum hereto, no officer, employee, or agent of the District has any interest, either directly or indirectly, in the business of Respondent to be conducted under the Agreement, and that no such person shall have any such interest at any time during the term of the Agreement, should it be awarded to Respondent.

Respondent further declares that it has examined the Agreement and informed itself fully regarding all conditions pertaining to this solicitation; it has examined the specifications for the Work and any other Agreement documents relative thereto; it has read all of the addenda furnished prior to the Response opening; and has otherwise satisfied itself that it is fully informed relative to the Work to be performed.

Respondent agrees that if its Proposal is accepted and an Agreement negotiated with the District, Respondent shall contract with the District in the form of the attached Agreement and shall furnish everything necessary to complete the Work in accordance with the time for completion specified in the Agreement, and shall furnish the required evidence of the specified insurance.

Authorized Signature Position or Title

Typed Name of Above Signature Agency or Company

Unsigned Proposals shall be rejected by the Agency Clerk of the Northwest Florida Water Management District.

Agency Clerk

NWFWMD RFP 23-002; Prescribed Burning &…