2016-2017 FK-142 07/20/2016 AMY HEAVILIN, CPA
K.,..........
CLERK OF CIRCUIT COURT & COMPTROLLER
Q,,,/ MONROE COUNTY,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 ' c.i
At the July 20, 2016 Board of County Commissioner's meeting the Board granted approval and
execution of the following Items:
I3 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 i/
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fax: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
mo17Roa Coo oty
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TASK ASSIGNMENT NOTIFICATION FORM
FWC CONTRACT NO. 13101
Task Assignment Number FK-142 Date:2 June 2016
Contractor Name:Monroe County 1'We Contract Managcn Ruark Cleary(850)617-9421
Contractor's Convect Manager:Beth Bergh 305 2892511 AA FWC Site Manager Jackie Smith 0)2)871-5407
Project title:Monroe County Maintenanee'S $p PIIlk: 97849391000
Task Description and Payment Schedule:See Exhibit 1. The Contractor is not authorized to perform work on any additional sites until such time as the FW('and
the Contractor have fully executed a Change Order for said additional work. Any work performed by the Contractor contrary to this Task Assignment shall be at
the Contractors expense The Contractor is authorized to subcontract.
Deliverables:As specified In the Scope of Work(Exhibit I);systematically traverse,locate.and taut I00%of the listed invasive plants within the 200 ages of
Monroe County Properties resulting in a minimum of95%of target plants being killed
task Assignment Conditions
I. The Contractor shall provide written notification to the Contact Manager upon completion of treatment evenpsl_
2_ Upon FWC Site Manage,approval the Contractor is authorized to control incidental occurrences of any current FI':PPC category one or category two invasive
exotic plant species encountered within the Project Site(sE Costs for these control operations shall not exceed the established Task Assignment amount,and must
not jeopardize the Contractor's ability to achieve the required level of control for the pnmary target species. It is the responsibility of the Contracgtom dycnine
that all control operations do not exceed the established Task Assignment amount 3 - -
m f-
FinancialConsequences: [n f+l
Ifthe Contractor mate Tally fails to comply with the terms and conditions of this Purchase Order as determined by the Contract Manager.includesany
Federal and State statutes,rules or regulations applicable to this Purchase Order,the Commission shall take one or more of the folldsi$tg actionst as -n
appropriate for the circumstances and allowed by law:A-Tempoanly withhold cash payments pending correction of the deficier��,.�Reductm#of'I
n payment if correction of deficiency is not made;C-Disallow all or Inn of the cost of the activity or action not in compliance;D--lirzst refund of previously
disbursed payments related to deficiency;F.Wholly or partly suspend or terminate this agreement;F-Withhold fowls Purchase OCEfir the perm or Ci
program:0-Seek other remedies legally available -:C it
Task Assignment Start Date: Upon execution Final Traunent Completion Date: June 30,2017
Task Assignment Ipre: Amount Not To Exceed:
Fixed Price 870,000.00
Total Task Assignment Value $70,06).00
Funding Information:
ORG CODE EO OBJECT CODE MODULE SPEC.CAT. PROJECT YEAR AMOUNT
77358090200 3K 139940 102334 FK-142 16-17 $70,000.00
MONRO :COI lV FLORIDA FISH AND WILDLIFE
CONSERVATION COMMISSION
I�Wil(� le rJlc
Co Da H,I Clary,Cnlrm'1 ed/am )ate
T"lAy r, M_ n1roeeo, Da / (' tcenterA tor Date
MO APP ATTORNEY
OVED AS TO FORM
IPM Section Leader Dam
1%6
PETER MORRIS
ASSISTANT CO TY A ORNEY a A 1 ■ vIu CLERK
Date: >>%'/ ;d•be//50-n
.a .-qj CLERK
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FWC Contract No. 13101;Task Assignment FK-142,Page 1 of 2
I . .
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 he
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 supervisors 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 he
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 treated target vegetation. If 95%kill rate is not
achieved for any area ofthe project alter 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 ofthe 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 32399-3000
within ten(10)working days of work completion.
10. RESPONSIBILITIES OF THE FWC SITE MANAGER:
11. The Site Manager reserves the right to inspect,at any time,the Contractors procedure,spray system(s),spray solution(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 approved 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-142,Page 2 of 2
Scope Of Work
Exhibit 1
Project Information
Project Title : Monroe County Maintenance 2016-17
Fiscal Year : 2016-2017
Project Category : Large
Treatment Type : Maintenance
Task Assignment No : FK-142
Contact Information
First Name : Beth
Last Name : Bergh
Addressl : 2796 Overseas Hwy, Suite 400
City : MARATHON
State : FL
Zip : 33050
Primary Phone : 305-289-2511
Email : bergh-beth@monroecounty-tl.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 Co 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 by the State of FL and managed by the County through a management lease. There are approximately 3,500 parcels
and 1,500 acres of Monroe Co conservation lands.
Project Counties
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 beat 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.
f.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.
o 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.
5 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 attached PDF document
FNAI Natural Communities
Targeted Plants
coral vine Antigonon leptopus
asparagus-fern Asparagus aethiopicus
Australian pine Casuarina species
lather leaf Colubrina asiatica
life plant Kalanchoe pinnata
lead tree Leucaena leucocephala
sapodilla Manilkara zapota
Guinea grass Panicum maximum
castor bean Ricinus communis
bowstring or shoestring hemp Sansevieria hyacinthoides
scaevola, beach naupaka Scaevola sericea
Brazilian pepper Schinus terebinthifolius
wedelia Sphagneticola trilobata
tropical almond Terminalia catappa
seaside mahoe, portia Thespesia populnea
oyster plant Tradescantia spathacea
Washington fan palm Washingtonia robusta
Other Targeted Plants
Other Targeted Plants
Hylocereus undatus
Unit Treatment History
Year Acres Unit Agency Species TreatmentType
2006 250.00 All IPM BP, AP, Thespesia, Etc Maintenance
.007 10.00 2,5,12 IPM BP, AP, Thespesia Initial
2007 500.00 All IPM All Cat I & 2 Maintenance
2008 16.00 2,4,5,12,16 IPM BP, AP, Thespesia Initial
2008 500.00 All IPM All Cat I & 2 Maintenance
2009 13.00 2,5,12,14,16 IPM BP, AP, Thespesi Initial
2009 500.00 All IPM All Cat I & II Maintenance
2010 11.00 2,5,12 IPM BP, AP, Thespesia Initial
2010 500.00 All IPM All Cat 1 &2 Maintenance I,
2011 7.00 5,12 IPM BP,AP, Thespesia Initial I
2011 500.00 All IPM All Cat 1 & 2 Maintenance
2012 5.00 2,5,12,16 IPM BP,AP, Thespesia Initial
2012 500.00 All IPM All Cat 1 &2 Maintenance
2013 500.00 All IPM All Cat 1 & 2 Maintenance
2014 500.00 All IPM All Cat 1 & 2 Maintenance
2014 5.20 2,12 IPM BP, AP, Thespesia Initial
2015 200.00 All except 1,9,11,13,17 IPM All Cat 1 & 2 Maintenance
2015 5.00 2,10,12 IPM BP, AP, Thespesia Initial
2016 150.00 2,10,12,16,17 IPM All Cat 1 & 2 Maintenance
2016 6.00 5,12 IPM BP, AP, Thespesia Initial
Unit Description
COVER CLASS I RANGE(%): (1 I 0-5%) (2 I 6-25%) (3 I 26-50%) (4I 51-75%) (5 I 76-95%) (6I 96-
100%)
• Project is maintenance of previously treated / maintained sites so exotics coverage,
2,4,5,10,12,14,15,16,17,20 200.00 on average, will be no more than 5% for the selected parcels; newly acquired
parcels to be treated may have exotics up to cover class 2 (5-25% coverage)
Total Treatment Acres: 200.00
Addendum
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 acceptor 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.
Specifications 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
County to hire contractor; equipment considerations will be included in County's contract with the selected contractor
Other Requirements and Provisions
County to hire contractor in accordance with County's purchasing procedures. The contracted crew will perform the work
using hand tools only. Priorities for work include: maintaining previously treated sites; conducting sweeps of large
areas; and the removal of exotics from recently acquired properties. Project will be completed by June 1, 2017.
Threatened, etc. Species
White-crowned pigeon, Key deer, Lower keys marsh rabbit, Bartram's hairstreak butterfly, manchineel, cupania, skyblue
clustervine. These areas will not be marked at time of treatment.
Project Time Frame
Timing of the Treatment: No Preference
2 treatments/cogon grass only
c Yes c No
Does treatment date matter?
c Yes c No
Can treatment occur on weekends? (Required)
r Yes No
can treatment occur outside of normal business hours? (Required)
c Yes 6 No
Uploaded documents for the Proposal Exhibit 1
Document Name Document Type Description
location-map-maint-2017.PDF Project location/proximity
map
pre-bid-maint-2017.PDF Pre-bid location map
Maps Maint 2017.pdf Treatment area map Maps of Treatment Areas
. Exhibit 1
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Exhibit 1
MAP OF PRE-BID MEETING NOT INCLUDED;
MONROE COUNTY TO HIRE CONTRACTOR
Monroe County Maintenance 2016-2017
Exhibit 1
MONROE COUNTY MAINTENANCE 2016-17
UNIT MAPS
Monroe County Conservation Lands
Blue highlight indicates Monroe County Conservation lands subject to maintenance treatment.
Land Steward may add additional parcels as needed.
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Unit 16-Key Largo,including Thompsons Subdivision
Exhibit 1
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Unit 17-Key Largo,including Silver Lake Park Subdivision
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Unit 20- Key Largo,including Largo City Subdivision