2016-2017 FK-139 07/20/2016 AMY HEAVILIN, CPA
• CLERK OF CIRCUIT COURT & COMPTROLLER
l MONROE CDUNTZ FLORIDA
DATE: September 8, 2016
TO: Mayte Santamaria
Senior Director, Planning and Environmental Resources
ATTN: Beth Bergh
Land Steward
FROM: Cheryl Robertson Executive Aide to the Clerk of Court& Comptroller J'
At the July 20, 2016 Board of County Commissioner's meeting the Board granted approval and
execution of the following Items:
13 Approval of a task assignment (FK-139)with the Florida Fish& Wildlife Conservation
Commission (FFWCC)to receive $70,000 which will allow the County to hire a
contractor to remove invasive exotic plants from conservation lands that are owned or
managed by Monroe County.
14 Approval of a task assignment(FK-142) with Florida Fish& Wildlife Conservation
Commission (FFWCC)to receive $70,000 which will allow the County to hire a
contracted crew of invasive exotic plant control technicians to treat invasive exotic plants
on conservation lands that are owned or managed by Monroe County.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you have any
questions, please feel free to contact our office.
cc: County Attorney
Finance
File /
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fox:305-295-3663
3117 Overseas Highway Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025
88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax:305-852-7146
0RIC.10+4 (--
TASK ASSIGNMENT NOTIFICATION FORM
FWC CONTRACT NO. 13101
Task Assignment Number: FK-139 Date:2 lune2016
Contractor Name.Monroe County FWC Contact Manager:Roark Cleary(850)611A427
Contractor's Contact Manager:Beth Bergh 305.289.251 I I'WC Site Manager:Jackie Smith(772)g51-5407
Project Title:Monroe County 41111Se Initial (b(.0 PID#: 97849391000
Task Descn'IAion and Payment Schedule:See Exhibit I. The Contactor is not authorized to perform work on any additional sites until such time as the FWC and
the Contractor have fully executed a Change Order for said additional work. Any work performed by the Contractor contrary to this Task Assignment shall be at
the Contractors expense.l'be Contractor is authorized to subcontract.
Deliverables. As specified in the Scope of Wod(Exhibit 1); systematically traverse, locate, and treat 100%of the listed invasive plants within the 5 acres of
• Monroe County Properties resulting in a minimum of95%of target plants being killed.
1 ask Assignment Conditions
I. The Contractor shall provide mitten notification to the Contract Manager upon completion oflreatment evengs).
2. Upon FWC Site Manager approval,the Contractor is authorized to control incidental na:urrences of any current FBPPC category one or category two invasive
exotic plant species encountered within the Project Sites). Costs for these control operations shall not exceed the established Task Assignment amount,and must
not jeopardize the Contractor's ability to achieve the required level of control for the primary target species. It is the responsibility of the Contractor to determine
that all control operations do not exceed the established Task Assignment amount.
Financial Consequences'. -ri
lithe Contactor materially fails tr comply with the tents and conditions oithis Purchase Order as determined by the Conuacalareger,in( ingaF
Federal and State status,rules or regulations applicable to this Purchase Order,the Commission shall take one or more of thatablowing ace}j�yfl1i�
appropriate for the circumstances and allowed by law:A-Temporarily withhold cash payments pending conrelion of the defyty�,9';B-RedlVtion Sash
payment it correction of deficiency is not made C-Disallow all or pan of the cost of the activity or action not in compliance;rL>iAequest reTlad of ously
disbursed payments related to deficiency:IF Wholly or partly suspend or terminate this agreement;F-Withhold future Purchang rder for the projerJ r
program:G-Seek other remedies legally available. =C- CO -u
3 -1
Task Assignment Start Date: Upon execution Final Treatment Completion Date: June 30,201:K_ 7
NO
Task Assignment Type: Amount Not To Exceedr
Cis) )
n. "1
Fixed Price $70,000.00
Total Task Assignment Value S70,IX0 00
Funding Information:
ORG CODE E0 OBJECT CODE MODULE SPEC.CAT. PROJECT# YEAR AMOUNT
77358090200 3K 139940 102334 FK-139 1617 S70,09)00
MONROE U 1 2rr l// FLORIDA
, H AND WILDLIFE
CONSERVA"ION
S < rsfr I ike
Contra Ma get Date �� \Ruark Cleary,Contact Mans / Date
61 Sl[G rl/hter_ dmi 6 1Date
May r, M isr0 Co. Date - ten rendermnrnra tor Date
/ M E COUNTY ATTORNEY
APPROVED AS TO FORM Section Leader Date
Ills
PETER MORRIS
ASSISTANT C UNTY TTORNEY • up
'
4FY aDate: I
E'1
4-49
FWC Contract No. 13101;Task Assignment FK-139,Page 1 or2
TASK ASSIGNMENT RESPONSIBILITIES
RESPONSIBILITIES OF THE CONTRACTOR:
I. Upon full execution of the Task Assignment,the Contractor will coordinate with the FWC Site Manager to establish a mutually
agreeable work schedule;
2. A Ground Crew Supervisor,employed by the Contractor,will he present at all times when work on the site is underway;
3. Ground Crew Supervisors will be responsible for all control activities and safety on project sites. The Ground Crew Supervisor
will assure contract crews are knowledgeable of,and remain within property and treatment boundaries. Every effort shall be
made by the Contractor to avoid damage to native vegetation and wildlife;
4. Ground Crew Supervisors will be pesticide applicators possessing current certification by the Florida Department of Agriculture
and Consumer Services(FDACS)in the Natural Areas categories. A copy of each supervisor's FDACS certification will be
provided to the FWC Site Manager prior to initiation of on-site supervisory duties;
5. The Ground Crew Supervisor may supervise a maximum of eight(8)field employees at any given time,unless otherwise noted
in the Task Assignment;
6. The Ground Crew Supervisor shall be responsible for the collection,recording,and timely submission of all data and reports
required. At weekly intervals and at the completion of initial treatments and site reassessment,a complete report will be
submitted to the Site Manager detailing sites treated,number and size of plants killed,and type of treatment used.This data will
be recorded on the FWC"Weekly Progress Report Form";
7. The Contractor will strictly adhere to all herbicide label application,precautionary,and safety statements;
8. All control efforts shall be at least 95%effective in preventing re-sprout of Beaux]target vegetation.If 95%kill rate is not
achieved for any area of the project after two months following project completion,one additional thorough treatment of the
plant species listed under"Project Goals'in the project area will be the responsibility of the Contractor at no cost to the FWC;
9. The Contractor shall forward an original invoice along with all corresponding Daily Progress Report Forms,completed and
approved,to FWC Invasive Plant Management,3800 Commonwealth Boulevard,MS 705,Tallahassee,Florida 3 2 3 99-3 000
within ten(10)working days of work completion.
10. RESPONSIBILITIES OF THE FWC SITE MANAGER:
II. The Site Manager reserves the right to inspect,at any time,the Contractor's procedure,spray system(s),spray soluuon(s),and
other ancillary equipment,and to approve operating personnel. Inspection,however,will not relieve the Contractor of any
obligations or responsibilities nor will it transfer any liability to the lands listed under"Project Location",
12. No additional work can be added to this Task Assignment without a fully executed Change Order. Additional work includes
additional treatment areas or change in treatment methodology;
13. The site management agency authorizes FWC Invasive Plant Management staff to approve invoice payments of all funds
encumbered under this Task Assignment. Payment will be appmved only for that work approved by the Site Manager. A copy
of the approved invoice will be forwarded to the site management agency.
FWC Contract No. 13101;Task Assignment FK-139,Paget of 2
Scope Of Work
Exhibit 1
Project Information
Project Title : Monroe County Initial Treatment 2016-17
Fiscal Year : 2016-2017
Project Category : Large
Treatment Type : Initial
Task Assignment No : FK-139
Contact Information
First Name : Beth
Last Name : Bergh
Address' : 2796 Overseas Hwy, Suite 400
City : MARATHON
State : FL
Zip : 33050
Primary Phone : 305-269-2511
Email : bergh-beth@monroecounty-fl.gov
Location
Managed Area : Monroe County Managed Areas
Total Acreage of Managed Area : 1,606
Lead Agency : Monroe County
Regional Working Group : Florida Keys
Project Location
Monroe County conservation lands are located throughout the Florida Keys from Key West to Key Largo, with the
majority of the lands located in the Lower Keys (south of the 7 Mile Bridge) and in Key Largo. They are either owned by
Monroe Co or owned by the State of Fl and managed by the County. The current project includes work on Upper
Sugarloaf Key, Ramrod Key, Big Pine Key, and Key Largo
Project Counties
County
Monroe
Directions to Pre-bid Location
NA - Monroe County to hire contractor
Exhibit 1
RESPONSIBILITIES OF THE CONTRACTOR
Unless otherwise established in the Purchase Order,the Contractor shall complete all work as set forth in the
Project Scope of Work in full compliance with the terms of the Contract.The responsibilities of the Contractor
include(this is not a complete list;refer to FWC RFP 13/14-94 for all requirements):
a.Within 30 days from receipt of the Purchase Order, the Contractor shall initiate control operations at the
specified project location, unless stated otherwise in the Project Scope of Work, Purchase Order, or email
correspondence with the Site Manager.The Contractor shall notify the Site Manager via electronic mail seven
days prior to entering the work site. Prior to initiating work, the Contractor shall provide an estimated work
schedule to the Site Manager for discussion.The Contractor shall provide the Project and Site Managers with
the following access numbers: office telephone; cellular numbers for all supervisors working on FWC
projects;and a valid email address.The Contractor is not authorized to perform work on any additional sites
or plant species until such time as FWC has fully executed a Change Order for said additional work.Any work
performed by the Contractor contrary to the Purchase Order shall be at the Contractor's expense.
b. Within seven working days from receipt of the Purchase Order, the Contractor shall email to the Project
and Site Managers the contact information for the Contractor's designated certified ground crew
supervisor(s) for the project. The Contractor's ground crew supervisor must be present at all times when
work on the site is underway.Any change to who is the ground crew supervisor must be approved in advance
by FWC and the Site Manager.
c.Ground Crew Supervisors shall be responsible for: 1) coordination with the Site Manager on a daily/weekly
basis; 2) all control activities and crew safety on project sites; 3) ensuring that all contract crews are
knowledgeable of,and remain within, property and treatment boundaries; 4) ensuring that every effort shall
be made to avoid damage to native vegetation and wildlife, which includes site disturbance; and, 5) the
collection, recording,and timely submission of all data and reports required.At regular intervals determined
by the Site Manager and at the completion of initial treatment and site reassessment,a complete report will
be submitted to the Site Manager detailing sites treated, number of plants or size of area treated,and type of
treatment used. These data will be recorded on the"Weekly Progress Report" (WPR). It is the responsibility
of the Contractor to submit complete and accurate WPR(s) to FWC and the Site Manager. Ground crew
supervisors may supervise a maximum of eight crew members at any given time, unless otherwise noted in
the Purchase Order or approved in writing by FWC and the Site Manager.
d.The Contractor is required to use GPS units to identify and document treatment area boundaries for each
day worked. Each crew member must carry a Garmin GPS (track setting should collect least often).
Submitting GPS tracks without actually conducting a treatment shall be grounds for default GPS tracks (if
requested) and Weekly Progress Reports shall be delivered to the Site Manager on a weekly basis (e.g., each
Tuesday for the previous week's work). Treatments are recorded in terms of total acres covered and a
percent coverage of the target plants.Incomplete WPRs will be returned to the Contractor for completion.
e.The Contractor shall strictly adhere to all herbicide label application,precautionary,and safety statements.
The Contractor shall properly dispose of or recycle all herbicide and adjuvant containers. The Contractor is
also responsible for any leaks, spills, environmental damage, or theft of materials from the job site and for
reporting quantities to the Florida Department of Environmental Protection.
I. If the Site Manager requires a decontamination plan,then the Contractor shall submit a brief plan in writing
to the Site Manager for approval.The Contractor shall be required to follow any site specific decontamination
plan thus approved.
g. The Contractor is responsible for the repair, restoration, or replacement of any native vegetation or
property damaged as a result of any activity by the Contractor, at no cost to FWC and to the satisfaction of
FWC and the Site Manager.
h. 100%of target vegetation identified in the attached Scope of Work shall be treated in one thorough treatment.
If 95% control is not achieved for any area of the project two months following completion of the initial
treatment,one additional thorough retreatment of the area will be required and will be the responsibility of the
Contractor at no cost to the contracting entities.Control is defined as treatment effective in preventing re-sprout
of treated target vegetation.
Exhibit 1
i. To ensure that the selected Contractor provides the best service to public conservation land managers,
FWC has instituted a "Three Points Rule." Failure to fulfill the above responsibilities shall subject the
Contractor to an assessment of"points" as set forth in FWC RFP 13/14-94 and further described below.An
accrual of three points during the Contract term shall cause the Contractor to be ineligible to participate on
any quote or project for one calendar year after dismissal. Use of the "three points rule" does not preclude
FWC from exercising its rights to terminate for default or convenience.
Three Point Default Table
Infraction Description Points
1 Failure to notify the FWC Project Manager 7 days prior to initiating work (unless authorized by 0.5
Project Manager).
2 Absence of the assigned crew supervisor holding valid FDACS pesticide applicator license in the 1.0
Natural Areas Weed Management certification during all times that work is conducted.
3 Failure to complete the task specifications by the completion date of the purchase order. 1.5
4 Failure to treat 100%of target vegetation and/or conduct retreatment to achieve 95%control level 2.0
when directed by Site Manager or FWC Project Manager.
6 Repeatedly submitting incorrect or incomplete progress reports,GPS tracks,or invoices. 0.5
6 Failure to obtain written approval to subcontract from Contract Manager. Subcontractors shall be 1.0
evaluated prior to approval.
7 Unacceptable non-target damage,as determined by FWC and the Site Manager. 1.0
8 Unacceptable site disturbance,as determined by FWC and the Site Manager. 1.0
9 Herbicide contamination/spill on public or adjacent private land. 1.0
10 Failure to maintain communication with site manager on progress/problems and work initiation or 1.0
completion.
RESPONSIBILITIES OF THE SITE MANAGER
a. The Site Manager shall attend the "pre-quote meeting" for their project(s) to ensure that Contractors
have sufficient information about the project area, targeted species,and site conditions in order to provide
a reliable quote for the work to be conducted.
To assist the Site Manager in preparing for a pre-quote meeting on their property, FWC has created the
"Site Manager Checklist".
b. The Site Manager shall be responsible for informing the awarded Contractor about timing of the
treatment(s), conflicting scheduled events, and current site conditions that may affect completion of the
contracted work.The Contractor is not responsible for any changes to the work specifications that have not
been approved by FWC.
c. Prior to the commencement of an invasive plant removal project, the Site Manager shall address the
necessity for a decontamination plan.If the Site Manager requires a plan, it shall be the responsibility of the
Site Manager to inspect all equipment prior to work commencing on the first day at the project site, on any
occasion that the equipment leaves the project site, and any time during the course of the control
operation.
d.The Site Manager shall monitor the activities of the Contractor and thus reserves the right to inspect,at
any time;the Contractor's procedure,spray systems,spray solutions,and other ancillary equipment,and to
approve or disapprove operating personnel. However, inspection, or a lack thereof, shall not relieve the
Contractor of any obligations or responsibilities nor shall it transfer any liability to the land listed as
"Project Location" in the Scope of Work or to FWC.
e. Before signing the Weekly Progress Report(s), the Site Manager shall verify that the content of the
WPR(s) reflect control operations observed in the field and described in the approved Scope of Work.
Description
Exhibit 1
Managed Area : Monroe County Managed Areas
Habitat Description
See attachment "Natural Communities' Additional sites may be added by the Monroe County Land Steward, subject to
approval by FWC-IPM.
FNAI Natural Communities
Targeted Plants
Australian pine Casuarina species
Brazilian pepper Schinus terebinthifolius '..
seaside mahoe, portia Thespesia populnea
scaevolar beachnaupaka Scaevola sericea
Other Targeted Plants
Unit Treatment History
2007 10.00 2,6,9,12,18 IPM BP, AP Initia
2008 16.00 2,6,9,12,16 IPM BP, AP Initia •
2009 13.00 2,12,16 IPM BP, AP Initia
2010 11.00 2,6,9,12 - IPM__ BP, AP Initia •
2011 7.00 6,12,18 IPM BP, AP Initia
•
2012 5.00 2,9,12,16,18 IPM BP, AP Initia
2014 5.20 - 2,6,12 IPM BP, AP Initia -
'
2015 5.00 2,9,10,12 IPM BP, AP Initia I
2016 5.00 9,10,12 IPM BP, AP Initia
Unit Description
COVER CLASS I RANGE(%): (1 I 0-5%) (2 I 6-25%) (3 I 26-50%) (4 151-75%) (5 176-95%) (6 196-
100%)
Treatment Unit(s) Acreage Cover class estimates, etc.
Unit 16 - Key Largo 0.10 Exotics Cover class 5; 0.1 acres infested
Unit 18 - Key Largo 2.50 Exotics cover class 4; 2.5 acres infested
Unit 2 - Upper Sugarloaf 0.20 Exotics Cover class 5; 0.2 acres infested
Unit 6 - Ramrod -- 0.10 Exotics cover class 5; 0.1 acres infested
Unit 9 - Biq Pine 0.50 Exotics Cover class 4; 0.5 acres infested �
Unit 10 - Biq Pine 0.60 Exotics Cover class 4; 0.6 acres infested
Unit 12 - Big Pine 0.75 Exotics cover class 5; 0.75 acres infested
Total Treatment Acres: 4.75
Addendum Exhibit I
Prior to any vendor selection with this request for quotes, the Commission will determine what treatment areas,
or portions thereof,can be completed based upon available funding. The Commission reserves the right to make
separate vendor selections for each defined treatment area to the Contractor with the lowest quote for that
treatment area. If an entire project area cannot be completed due to insufficient funds, the Commission reserves
the right to remove areas or reduce acres within an area; however, this will be done in consultation with the Site
Manager to ensure that the highest priority areas are treated,as funding allows.
If the acres within an area are reduced,the Contractor who is selected for that area based upon their quote will
have the opportunity to accept or decline the revised vendor selection,without penalty. Contractors will not be
allowed to alter their quotes as a result of a reduction in the acres to be treated.
•
Specif cations
Exhibit 1
STANDARD Work Specifications
Contractor shall begin treatment where directed by the Site Manager and shall proceed in a systematic manner across
contiguous areas to ensure 1000/0 of target vegetation is treated. Contractor will treat each target species by the most
effective method, such as basal bark or cut stump for trees and shrubs, and foliar for ferns, vines, and grasses. Small
seedlings/saplings may be hand-pulled and bagged, or hung on branches of surrounding trees. Pulled seedlings/saplings
should never be left on the ground. Climbing ferns and vines over eight feet tall should be treated by the "poodle-cut"
method. Contractor shall follow all label directions for applied herbicides. The label is the law. All herbicide mixes should
contain the adjuvant(s) necessary to ensure an effective treatment. A marker dye should be included in all tank mixes.
Contractor shall be liable for unacceptable non-target damage to native plant species. Disposal of plant material will be
in accordance with the SOW, which may include offsite dumping and tipping fees.Contractor shall supply all
transportation, chemicals, labor, and equipment necessary to accomplish the work assigned, unless otherwise stated in
the SOW (e.g., chemicals may be provided to Contractor). Contractor shall fully complete a Weekly Progress Report
(WPR) for all time worked on site and shall submit the WPR to the Site Manager (or designee) for signature at a
predetermined time and place. GPS tracks of each treatment area shall be recorded by Contractor and provided to the
Site Manager and/or the Commission upon request. Contractor will be responsible for security of work areas, such as
closing and locking gates during and after work hours. Contractor shall decontaminant all equipment before entering or
leaving the project area, to ensure that no propagules or reproductive material is transported between treatment sites
or managed areas.
Equipment Considerations
Monroe County to hire contractor in accordance with the County's purchasing procedures; details regarding equipment
considerations are to be included in Monroe County's contract with Its contractor. The FL Keys Invasive Exotics Task
Force's "Decontamination Protocol" requirements will be included in the County's contract with the selected contractor.
Other Requirements and Provisions
Monroe County to hire contractor in accordance with Monroe County purchasing procedures. The County's contractor will
work under the direction of the County Land Steward. Due to the proximity to adjacent residences, the exotic vegetation
will be physically removed from the sites and chipped. The physical removal of the exotic vegetation will allow the
County to restore the sites by removing solid waste / debris and planting native vegetation, as needed. The County's
contractor will complete as many of the listed sites as possible within the contracted amount. Therefore, not all sites
listed here may be completed. Conversely, additional sites may be proposed by the Land Steward, subject to approval
by FWC - IPM. The project will conclude by lune 1, 2017.
Threatened, etc. Species
Potential spp: white-crowned pigeon; Key deer; Lower Keys marsh rabbit; Schaus swallowtail butterfly; Bartram's
hairstreak; Key mud turtle; manchineel; and skyblue clustervine.
Project Time Frame
Timing of the Treatment: No Preference
2 treatments/cogon grass only
✓ Yes r No
Does treatment date matter?
✓ Yes c No
Can treatment occur on weekends? (Required)
• Yes a No
can treatment occur outside of normal business hours? (Required)
c Yes a No
Uploaded documents for the Proposal Exhibit 1
Project location/proximity
initial-general-location-2016-17.PDF map General location map. .
Map Initial pre-bid.pdf Pre-bid location map Ore-bid map
Maps Initial Treatment 16-17.pdf Treatment area map Maps of Initial Treatment
sites
Exhibit 1
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Exhibit 1
Map of pre-bid meeting not included;
Monroe County to hire contractor
Monroe County Initial Treatment 2016-17
MONROE COUNTY INITIAL TREATMENT PROJECT Exhibit 1
2016-2017
PROJECT LOCATION MAPS
Blue highlight indicates Monroe County Conservation lands subject to initial treatment.
The County's contractor(s)will complete as many of the sites as possible within the contracted
amount. Therefore,not all sites shown here may be completed.
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Monroe County Page 1 of 4
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Initial Treatment 2016-2017
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Unit 18- Largo Gardens, Key Largo
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Monroe County Page 4 of 4
Initial Treatment 2016-2017