Agenda 04/27/2010 Item #16B 1
Agenda Item No. 1681
April 27, 2010
Page 1 of 66
EXECUTIVE SUMMARY
Recommendation to approve the after-the-fact submittal of the attached 2010 Urban And
Community Forestry Grant Program Bid Number: RFP/DF-09/10-59 grant application in the
amount of $24,500 to the Florida Department of Forestry (DOF) to acquire pen tablet
computers, update the existing tree inventory and train staff.
OBJECTIVE: The goals of this project are to increase tree management and to train County staff in
urban forestry practices by acquiring pen tablet computers to update the existing tree inventory
database as the work occurs and to train staff on the County's inventory data field definitions and
collection and pen tablet use.
CONSIDERATIONS: Collier County's Department of Alternative Transportation Modes Landscape
Operations currently manages the trees on County rights-of-ways, performs and administers tree
maintenance including planting, pruning, and removals. A portion of the County right of way
landscaping is managed through a tree inventory and management web-base database software. The
grant is needed to complete the inventory in which some initial data was developed; the remaining area
will be collected by staff reducing the cost to contract this work. Staff can continue in the future to
efficiently manage and keep the data current through the purchase of this equipment.
The purpose of the Urban and Community Forestry Grant Program is to provide assistance to initiate
or enhance local urban and community forestry programs and improve the urban environment with the
State of Florida. If awarded, the Urban and Community Forestry grant program will provide funds to
acquire four pen tablets allowing staff to manage data internally including traffic accidents, natural
disasters and general maintenance tasks. Data collection will allow A TM staff to better manage its
assets in-house and we envision this program to be utilized by the Municipal Service Taxing Units
(MSTU) to do the same. In addition, the tree management software can be used to forecast budgets,
prioritize tree management tasks including tree planting, and predict maintenance needs. This will
increase the efficiency and sustainability of the urban forest. Grant funds will be used to acquire four
pen tablets and to train staff on inventory collection.
The grant application deadline was April 2, 20 I 0 and, because staff received late notice of this grant
opportunity, there was not sufficient time to submit for a BCC meeting prior to the application
deadline. Collier County CMA #5330 authorizes the County Manager to approval the submittal of
grant applications with subsequent Board of County Commissioners action at the next available Board
meeting to ratify the approval as "after-the-fact".
If selected, the grant agreement and fully executed Memorandum of Agreement (MOA) are to be
executed prior to September 1, 2010. The project is to be completed by September 1,2011.
FISCAL IMPACT: The total project cost is $24,500. As this is a 50/50 matching grant, $12,250 will
be requested from the grant and Collier County will provide $12,250 in cash funds. This may need a
budget amendment to move the funds within fund 112 from project #66042.1 Immoka1ee Rd.
Landscape Construction to Project #60075.1 Asset Management for a total of $24,500.
County funds will be used to purchase (2) pen tablets and training. The grant will match funding for
(2) additional pen tablets and training for a total of four (4) pen tablets and training. If awarded, a
subsequent item will be brought before the Board to accept the grant and authorize the necessary
budget amendments.
Agenda Item No. 1681
April 27, 2010
Page 2 of 66
LEGAL CONSIDERATIONS: The Board will have the opportunity to accept or reject the funds if
the grant is approved. Accordingly, this Office has no issue with respect to the legal sufficiency of this
request, which is appropriate for Board action -SRT.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this Executive Summary.
RECOMMENDATION: Recommendation to approve the after-the-fact submittal of the attached
2010 Urban And Community Forestry Grant Program Bid Number: RFP/DF-09/l0-59 grant
application in the amount of $24,500.00 to the Florida Department of Forestry (DOF) to acquire pen
tablet computers, update the existing tree inventory and train staff.
Prepared by: Pam Lulich, Landscape Operations Manager, ATM Department
Attachments: (1) Grant Application; (2) Site Project Maps
2
Agenda Item No. 1681
April 27,2010
Page 3 of 66
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16B1
Recommendation to approve the after-the-fact submittal of the attached 2010 Urban And
Community Forestry Grant Program Bid Number: RFP/DF-D9/10-59 grant application in the
amount of $24,500 to the Florida Department of Forestry (DOF) to acquire pen tablet
computers, update the existing tree inventory and train staff.
4/27/20109:00:00 AM
Meeting Date:
Prepared By
Pamela J. Lulich
Manager - Landscape Operations
Date
Transportation Oivision
Alternative Transportation Modes
4/1/201012:10:08 PM
Approved By
Pamela J. Lulich
Manager - Landscape Operations
Date
Transportation Division
Alternative Transportation Modes
4/1/2010 12:37 PM
Approved By
Gloria Herrera
Management/Budget Analyst
Date
Transportation Division
Transportation Administration
4/1/201012:53 PM
Approved By
Michelle Edwards Arnold
Director - Alt Transportation Modes
Date
Transportation Division
Alternative Transportation Modes
4/1/201012:55 PM
Approved By
Lisa Taylor
Management/Budget Analyst
Date
Transportation Division
Transportation Administration
4/5/20109:37 AM
Approved By
Scott R. Teach
Deputy County Attorney
Date
County Attorney
County Attorney
4/5/201010:37 AM
Approved By
Joshua Thomas
Grants Support Specialist
Date
Administrative Services
Division
Administrative Services Division
4/13/20103:14 PM
Approved By
Jeff Klatzkow
County Attorney
Date
4/16/20104:06 PM
Approved By
Norm E. Feder, AICP
Administrator - Transportation
Date
Transportation Division
Transportation Administration
4/16/20104:32 PM
Agenda Item No. 1681
April 27, 2010
Page 4 of 66
Approved By
Pat Lehnhard
Executive Secretary
Date
Transportation Division
Transportation Administration
4/16/20104:34 PM
Approved By
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
4119/201010:25 AM
Approved By
Leo E. Ochs, Jr.
County Manager
Date
County Managers Office
County Managers Office
4119/20103:40 PM
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April 27, 2010
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Agenda Item No. 1681
April 27, 2010
Page 6 of 66
APPLICATION SUBMITTAL FOR
2010 URBAN AND COMMUNITY FORESTRY GRANT PROGRAM
TREE AND PLANTS INVENTORY PROGRAM
RFP IDF-09/10-59
Due: April 02, 2010
Submitted by:
Collier County
Alternative Transportation Modes Department
2885 South Horseshoe Drive
Naples, FL 34104
Tel: 239-252-8192
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Agenda Item No. 16B1
April 27, 2010
Page 7 of 66
. Submit Bids to:
Florida Department of Agriculture and Consumer Services
407 South Calhoun Street - Mayo Building, Room SB-8
Tallahassee, FL 32399-0800
CRAlUJ!:S B. BRONSON Telephone: (8S0) 617-7181
COMKISSIONER
Page 1 of ~ Pages BIDS NO. RFP/DF-09/10.59
WILL BE OPENED April 2, 2010 @ 2:00 P.M.
AGENCY MAILING DATE: and may not be withdrawn within 90 days after such date and time
January 22, 2010 NOTICE OF INTENDED AWARD POSTING WILL BE ON OR ABOUT May 15, 2010
BID TITLE: 2010 URBAN AND COMMUNITY FORESTRY GRANT PROGRAM
VENDOR NAME AUTHORIZED SIGNATURE (MANUAL)
Collier County Alternative Transportation Modes Dept.
VENDOR MAILING ADDRESS
2885 South Horseshoe Drive
CITY - STATE - ZIP
Naples, Fl 34104
TELEPHONE: ( ) 239-252-8192
I certlfy thatlhls Proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for
the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this Proposal and
certify that I am authorized to sign this Proposal for the Proposer and that the Proposer is in compliance with all requirements of the Request for Proposal
Including but not limited to, certification requirements, In submitting a Proposal to an agency for the State of Florida, the Proposer offers and agrees that
If the Proposal Is accepted, the Proposer will convey, sell, assign or transfer to the State of Florida all rights, title and interest In and to all causes of action
it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities
or services purchased or acquired by the State of Florida, At the State's discretion, such assignment shall be made and become effective at the time the
purchasing agency tenders final payment to the Proposer.
GENERAL INSTRUCTIONS TO RESPONDENTS
1. Definitions. The definitions found in s. 60A-1.001, FAC, shall apply
to this agreement The following additional terms are also defined:
(a) "Buyer"' means the entity that has released the solicitation. The
"Buyer" may also be the "Customer" as defined in the PUR 1000
if that entity meets the definition of both terms.
(b) "Procurement Officer" means the Buyer's contracting personnel,
as identified in the Introductory Materials.
(c) "Respondent" means the entity that submits materials to the
Buyer in accordance with these Instructions.
(d) "Response" means the material submitted by the respondent in
answering the solicitation.
(e) "Timeline" means the list of critical dates and actions included in
the Introductory Materials.
2. General Instructions. Potential respondents to the solicitation are
encouraged to carefully review all the materials contained herein and
prepare responses accordingly,
*3. [Ieetreftle 811_lesion of Res,oftses. Respondents are required
to submit responses electronically. For this purpose, all references
herein to signatures, signing requirements, or other required
acknowledgments hereby include electronic signature by means of
cllcklng the "Submit Response" button (or other similar symbol or
process) attached to or logically associated with the response created
by the respondent within MyFloridaMarketPlace. The respondent
agrees that the acllon of electronically submitting its response
constiMes:
an electronic signature on the response. generally,
an electronic signature on any form or section specifically calling
for a signature, and
.. an affirmative agreement to any statement contained in the
solicitation that requires a definite confirmation or
acknowledgement.
4. Terms and Conditions. All responses are subject to the terms of the
following sections of this solicitation, which, In case of conflict, shall
have the order of precedence listed:
. Technical Specifications,
Special Conditions and Instructions,
Instructions to Respondents (PUR 1001),
General Conditions (PUR 1000), and
Introductory Materials.
The Buyer objects to and shall not consider any additional terms or
conditions submitted by a respondent, including any appearing in
documents attached as part of a respondent's response. In submitting
its response, a respondent agrees that any additional terms or
conditions, whether submitted intentionally or Inadvertently, shall have
no force or effect. Failure to comply with terms and conditions,
Including those specifying information that must be submitted with a
response, shall be grounds for rejecllng a response.
*5. Qtlelttlofts. Respondents shall address all questions regarding this
solicitation to the Procurement Officer. Questions must be submitted
via the Q&A Board within MyFloridaMarketPlace and must be
RECEIVED NO LATER THAN the time and date reflected on the
Timellne. Questions shall be answered in accordance with the
Timeline. All questions submitted shall be published and answered in
a manner that all respondents will be able to view. Respondents shall
not contact any other employee of the Buyer or the State for
information with respect to this solicitation. Each respondent Is
responsible for monitoring the MyFloridaMarketPlace site for new or
changing Information. The Buyer shall not be bound by any verbal
information or by any written information that is not contained within
the solicitation documents or formally noticed and issued by the
Buyer's contracting personnel. Questions to the Procurement Officer
or to any Buyer personnel shall not constitute formal protest of the
specifications or of the solicitation, a process addressed in paragraph
19 of these Instrucllons.
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Agenda Item No. 1681
April 27,2010
Page 8 of 66
BID NUMBER: RFP/DF-09/10-59
Yes
Yes
Yes
Yes
Yes
Yes
Ves
Yes
Ex-Summary 9.
Yes
Ves
Yes
OPENING DATE: APRIL 2,2010@ 2:00 P.M.
CHECKLIST
1.
The entire Request for Proposal (RFP) has been read.
2.
The PUR Form 1001/1000 Instructions to Respondent's and General Contract Conditions
(Page 1 of 8) is completed and signed. Do not submit pages 2-8 of RFP document (PUR
Form 1001/1000).
3.
A complete address for the Proposer in the space provided (include street address or post
office box, city, zip code and telephone number.) Please note: All future correspondence
will be sent to the contact person listed on your proposal.
4.
5.
Conflict of Interest Statement (Attachment B) is completed and signed.
Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters for Expenditure of Federal Funds (Attachment C) is completed and signed.
6.
Urban and Community Forestry Proposal form (Attachment D) is completed and signed.
Please note: All future correspondence will be sent to the contact person listed on your
proposal.
7.
8.
Detailed itemized budget summary (Attachment E) is completed.
In all instances where a local government's jurisdiction is impacted by the grant project, a
resolution (by the local government) indicating support for the project must be submitted
with the Grant Proposal Packet (Attachment D).
10.
For Demonstration or Site Specific Projects, this resolution (Attachment H) must also state
that they will execute a Maintenance Memorandum of Agreement (Attachment J) ~ith the
Department of Agriculture."\~5 "' ~........ 1",-)\ \\ \:oct.. ~rv-.J. e-- ~c:....c.., ~0
. "'~n\ fl.,1t-.. &0\ \;) .
For Demonstration or Site Specific Projects along roadways, amap must be included
showing both the U.S. Highway and S.R. (State Road) numbers separated by a slash (/), if
both exist. If only one exists, please circle either "U.S." or "SR." to indicate which numbers
you are giving. At least three photos of the site shoul~ also be included. .
11. In conformance with Section 481.329(7), Florida Statutes, "Persons who perform
landscape architectural services not for compensation, or in their capacity as employees of
municipal or county governments, shall not be required to be licensed...... This means that
if the required design is completed by an unpaid volunteer or an employee of municipal or
county government, a Florida registered architect does not have to sign and seal the
drawings.
12. One (1) original with blue ink signature and five (5) copies of the proposal package have
been submitted.
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9
BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 9 of 66
OPENING DATE: APRIL 2, 2010 @2:00 P.M.
REQUEST FOR PROPOSAL
201 0 NATIONAL URBAN AND COMMUNITY FORESTRY GRANT PROGRAM
INSTRUCTIONS TO PROPOSERS
Each Proposer must complete/provide the following to be considered:
HOW TO SUBMIT A PROPOSAL
Proposals must be submitted in a sealed envelope to the address listed on the Form 100111000 Instructions to
Respondent's and General Contract Conditions by the time and date listed on the form. In addition to the
address, the face of the envelope shall be marked with the date and time of the proposal opening and the
proposal number.
1. Each proposal shall be submitted in separate sealecl envelopes and must contain six (6) copies (one
original and five copies) of the proposal including all attachments.
a. These should be printed/cooied on one-side onlv and must not exceed thirty (30) pages, including
attachments. Do not submit pages 2-8 of RFP document (PUR Form 1001/1000).
b. All attachments must be folded to a size not to exceed 8 1/2" X 11".
c. All proposals must be complete and bound by binder clip or staple - NO rubber bands. olastic binders
or folders.
d. All signatures on the "original" must be in blue ink.
e. Alternate proposals must be submitted in separate envelopes and clearly identified as proposal #2,
proposal #3, etc. Failure to comply with this requirement may result in non-award of any proposal.
2. Form 1001/1000 General Instructions to Respondent's and General Contract Conditions - Complete, date
and obtain a signature from the individual who is legally authorized to approve submittal of the proposal.
Failure to return a signed form will cause the proposal to be ruled ineligible. Submit only page 1 of Form
PUR 100111000.
3. Conflict of Interest Statement (Attachment B) - must be completed and signed.
4. Certifications Reaardina Lobbvina: Debarment. Suspension and Other ResDonsibilitv Matters for
Expenditure of Federal Funds (Attachment C) - must be completed and signed.
5. Urban and Community Forestry Grant Proposal Form (Attachment D) - Proposers must use this form. It
must not be altered in format or content. This form must be completed in its entirety; the first page and the
project description (two page maximum).
a. Contact information for the project manager must be included in its entirety.
b. The legally authorized representative for the Proposer must sign and date the form. Unsigned
proposals will cause the proposal to be ruled ineligible.
c. A narrative of up to two pates (12 font) describing the project and its benefits.
6. Budaet (Attachment E) - Must be completed in detail.
7. Up to five (5) letters of local support may be included as part of the proposal; at least three (3) letters are
recommended. Letters of support delivered separately will be ruled ineligible.
. 8. Maps, photos, and other supporting materials.
10
BID NUMBER: RFP/DF-Q9/10-59
Agenda Item No. 1681
April 27, 2010
Page 10 of 66
OPENING DATE: APRIL 2, 2010 @2:00 P.M.
TABLE OF CONTENTS
Request for Proposal- Form 1001/1000 Instructions to Respondent's and General Contract Conditions
Special Terms, Conditions, Specifications
Attachment A - Notification of Vendor Ombudsman's Name and Telephone Number
Attachment B - Conflict of Interest Statement
Attachment C - Certifications Regarding Lobbying; Debarment; Suspension and Other Responsibility
Matters; and Drug-Free Workplace Requirements
Attachment D - Urban and Community Forestry Grant Proposal Form 2010
Attachment E - Budget
Attachment F - Example Urban and Community Forestry Grant Proposal
Attachment G - Example Budget
Attachment H - Example Urban and Community Forestry Grant Resolution
Attachment I - Example Urban and Community Forestry (U&CF) Grant Memorandum of Agreement (MOA)
Attachment J - Example Urban and Community Forestry (U&CF) Grant Maintenance Memorandum of
Agreement (MMOA)
Attachment K - Reimbursement Summary Sheet
Attachment L - Interim Status Report
Attachment M - Allocation of U&CF Funds
Attachment N - Division of Forestry Local Contacts
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11
BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 11 of 66
OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
REQUEST FOR PROPOSAL
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
DIVISION OF FORESTRY
2010 URBAN AND COMMUNITY FORESTRY GRANT PROGRAM
SPECIAL TERMS, CONDITIONS AND SPECIFICATIONS
INTRODUCTION
Urban and Community Forestry (U&CF) grant funds provided through the USDA Forest Service are
administered in each of the fifty states through the office of the State Forester.
The State Foresters provide national leadership for the implementation of U&CF programs at the state level.
The National Association of State Foresters works closely with the USDA Forest Service, members of
Congress, and national conservation organizations to provide for adequate Urban and Community Forestry
funding, a responsible national U&CF policy and progressive strategies to manage and replant our nation's
community forests.
The growth of our national population and the accompanying development of urban centers and the
surrounding rural areas have resulted in the continual loss of natural areas and tree cover. Trees provide
many benefits to people living in cities and towns including energy conservation through shade, wildlife habitat,
decreased storm water runoff, cleaner air, production of oxygen, removal of carbon dioxide and increased
property values. It is through these and other benefits that trees contribute to the health, safety and welfare of
people living in cities and towns. Studies have shown that in our cities more trees are removed than are
planted and that the average lifespan of a tree in inner city areas is only seven years.
PURPOSE
The purpose of Florida's U&CF Grant Program is to provide financial assistance to local governments, Native
American Tribal Governments, volunteer groups, nonprofit organizations and educational institutions to initiate
or enhance local urban and community forestry programs and improve the urban environment within the State
of Florida. The State of Florida anticipates an allocation of $300,000 for fiscal year 2010. The primary
purpose of the U&CF grant program is not beautification through tree planting, but to develop and enhance
Urban and Community Forestry programs. Total funding available for demonstration or site specific tree
planting projects is limited to 20% of available funds ($60,000) and tree planting projects are limited to a
maximum award of $10,000 per applicant.
The U&CF grant program is intended to help local governments, Native-American Tribal Governments,
volunteer groups, nonprofit organizations and educational institutions get programs started and is not meant to
be a continual funding source for staffing. The U&CF grant will only fund staffing for three grant years.
The US Forest Service has directed the Florida Division of Forestry to focus on assisting communities to
strengthen their urban forestry programs in the following four core areas:
1. Active involvement by community tree boards or citizen tree advisory groups.
2. Development of urban tree management plans based on current inventory data.
3. Program oversight by qualified professional staff or professional consultant.
4. Development of a tree ordinance that will enforce community tree care standards.
Addressing these four areas will involve education of citizens, local officials, and tree care professionals.
12
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 16B1
April 27, 2010
Page 12 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
Encouraging volunteer and citizen group participation in these activities is also a key to program success.
Some demonstration areas to show good urban forestry practices are also helpful, and will be funded to a
limited extent under this grant program.
Copies of the Urban and Community Forestry Grant Program Request for Proposal may be obtained by
contacting: Department of Agriculture and Consumer Services, Purchasing Office, Mayo Building, Room S8-8,
Tallahassee, Florida, 32399-0800, (850) 617-7181. It can also be downloaded from the Division of Forestry
website, www.f1-dof.com.
SCOPE
Florida's Urban and Community Forestry Grant Program is part of the Forestry Title of the 1995 Farm Bill
passed by the 107th Congress. Florida Statute (F.S.) 589.28 authorizes the Florida Department of Agriculture
and Consumer Services (hereafter referred to as FDACS or Department) to cooperate with local govemments
to promote the planting and protection of trees to improve the beauty and livability of urban environments
within the State of Florida.
DEFINITIONS
For the purpose of this Request for Proposal (RFP):
1. "Applicant" means a local government, a Native- American Tribal Government, a legally organized
nonprofit organization or an educational institution submitting a proposal for federal funds under this grant
program.
2. "Proposal" means an Urban and Community Forestry Grant Proposal Form and its required attachments
and supporting documentation not to exceed a total of 30 one-sided pages, including maps and plans.
3. "Center Manager" or "District Manager" means the Division of Forestry administrative official, or hislher
designee responsible for all forestry activities within a multi-county administrative unit, pursuant to Florida
Statute 589.30.
4. "Chief Executive Officer" means the chief administrative employee of a local government, nonprofit
organization or educational institution.
5. "Commissioner" means the Commissioner of Agriculture for the State of Florida.
6. "Department" or "FDACS" means the Florida Department of Agriculture and Consumer Services, an
agency of the State of Florida.
7. "U&CF Grant Coordinator" means the Division of Forestry employee designated by the State Forester to
coordinate implementation of the grant program.
8. "U&CF Subcommittee" means the subcommittee assigned by the State Forester to score and rank the
qualifying proposals.
9. "Local Government" means a county government, a municipality (an incorporated city, town, or village), a
school board district or an independent special district.
10. "Nonprofit Organization" means an organization which has filed an application with the Secretary of State
of Florida for nonprofit corporate status pursuant to Section 617, Florida Statutes, and has been issued a
Federal Employer Identification Number by the Internal Revenue Service.
11. "RFP" means Request for Proposal.
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13
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 13 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
12. "State Forester" means the Director of The Division of Forestry.
13. "Statewide Project" means a project that impacts the whole state or one that implements specific activities
in all three regions of the state as determined by the Department.
14. "Non-federal public property" means public property owned by state or local governments or Tribal
governments.
ELIGIBILITY REQUIREMENTS
1. Qualified applicants are limited to legal nonprofit organizations, educational institutions, local
governments and Native-American Tribal Governments.
2. Grant requests may not exceed $20,000.00 Maximum grant award to a single applicant is $20,000.00.
The minimum grant amount that may be requested is $2,000.00.
3. The maximum grant award for a Category 2, Demonstration or Site Specific Project is $10,000.00.
4. The maximum grant award for a Category 4 grant (Information and Education) is $10,000.00.
5. Grants are for projects not currently budgeted, and may not be used to replace existing commitments.
6. Expenses associated with travel and per diem are not eligible.
GRANT CATEGORIES
There are four grant categories:
1. Local Government Program Development or Improvement
2. Demonstration or Site Specific Projects
3. Non-Profit Administration
4. Information and Education
Category 1: Local Government Program Development or Improvement
Qualified Applicants:
Local Governments, Educational Institutions and Native-American Tribal
Governments (Non-Profits apply under Category 11/)
Activities in this category focus on improving Urban and Community Forestry technical assistance at the local
level. Priority will be given to projects which initiate community forestry programs or enhance a local
government's ability to develop and maintain a comprehensive tree management program. Projects must yield
tangible results which provide a basis for improving Urban and Community Forestry programs.
A resolution by the applicant is required which states that they concur with the proposal and will sign a
Grant Memorandum of Agreement if awarded a Grant (this resolution must be submitted as part of the
proposal packet).
Maximum grant allocation is $20,000 in this category.
· Up to 10% of the awarded grant funds can be used for reimbursement of In-house staff time devoted to
execution or oversight of these projects. Additional staff time can be used as match.
Subcateaories:
1. Ordinance Develooment or Revision - includes costs associated with reproduction, mailing or consultant
fees to develop or revise a Tree Protection Ordinance.
14
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 14 of 66
OPENING DATE: APRIL 2, 2010 @2:00 P.M.
2. Tree Inventories - for the development of a local tree inventory/hazardous tree inventory on non-federal
public properties (includes parks, rights-of way and preserves). This can include the purchase of
hardware, software and field data recorders, as well as fees paid to vendors to conduct the inventory.
3. Manaaement or Master Plans - for the development of a management plan for the protection,
preservation or maintenance of urban trees on non-federal public properties.
4. In-House trainina - for the development of (or improvement of) an in-house Urban and Community
Forestry training package. This can include instructor fees but not travel.
5. Staffina - for the employment of an Urban Forestry professional, technician or consultant. The U&CF
grant is to help local governments get programs started and is not meant to be a continual funding source
for staffing. Staffing is limited to three grant years of funding from this program, and funding is not
guaranteed from one year to the next. The second year funding is limited to $15,000.00, and the third
year $10,000.00. The narrative should include specific activities that this position will accomplish during
the grant period.
6. Student Internshios - for the employment of a student intern in Urban Forestry or a student from a related
field of study for the development of or improvement of an Urban and Community Forestry Program. The
narrative should include specific activities that this position will accomplish during the grant period.
7. Eauioment - for the purchase of any related equipment which will improve an existing Urban and
Community Forestry Program (example: water wagons or water trucks, bucket trucks, tree spades,
stump grinders, green house equipment, etc.)
Category 2: Demonstration or Site Specific Projects
Qualified Aoolicants:
Local Governments, Native-American Tribal Governments, Nonprofit Organizations
and Educational Institutions
The purpose of these projects is to establish examples of proper urban tree planting, protection, and pruning.
Projects must be conducted on non-federal public land or tribal community property. Species diversity, native
species and site limitations should be considered when planning a project.
Highest priority will be given to projects that demonstrate correct urban forestry principles, and are conducted
in highly visible areas. Additional consideration for funding shall be given to smaller, rural communities or
underserved neighborhoods in larger cities.
Total grants in category 2 (site specific tree planting projects) will not exceed 20% of available state funds. All
plant materials must meet the Division of Plant Industry's standards for a Florida Grade #1 specimen or be of
equivalent or better quality. Proposals must include a three (3)-year maintenance plan at the grant recipient's
expense. Maintenance costs incurred after certification by the Division of Forestry are ineligible for
reimbursement. A by the owner of the property must be included in the proposal packet which states that they
concur with the proposal. A Grant Maintenance Memorandum of Agreement must be signed by the grant
recipient if awarded a grant. No more than ten percent (10%) of the grant funds may be budgeted for
personnel costs in this category.
Subcateaories:
1. Demonstration tree/Dalm Dlantina oroiects on Public Prooertv - - for the development and installation of
tree/palm planting projects which demonstrate proper urban forestry principles. Projects can demonstrate
"right tree - right place" principles, utility line compatibility with appropriate species, energy conservation
considerations, improvement of entranceway or gateway beautification, street tree plantings, park tree
plantings or tree planting for the encouragement or support of economic development. Funds may only -
be. used for purchase and planting of trees/palms. Purchase and planting of shrubs and ground
15
BID NUMBER: RFP/DF.09/10.59
Agenda Item No. 1681
April 27, 2010
Page 15 of 66
OPENING DATE: APRil 2, 2010 @2:00 P.M.
covers (not sod) in conjunction with the tree planting may only serve as a matching cost, and as
such cannot be reimbursed.
The maximum grant award for demonstration tree planting is $10,000. A 60-day "grow-in period" is
required prior to Certification of Acceptance by the Department and the processing of a final
reimbursement. The proposal should state how the trees will be watered and cared for during the grow-in
period.
a. Tree Planting Requirements:
1. Trees/palms (including those planted as part of the local match) must be Florida Grade #1 or
equivalent (Florida Division of Plant Industry, Grades and Standards).
2. Trees may not exceed a 4-inch caliper. Palms may not be taller than 16 feet, clear trunk.
3. Minimum tree size is 1 and 1/2 inch caliper, in a 15 gallon container.
4. At least three tree species native to the area and suitable for the site and objective must be
planted.
5. Up to ten percent (10%) of the grant award may be used for the purchase and/or installation of
irrigation equipment or an irrigation system, or for supplemental watering during the 60 day
grow-in period.
6. Trees listed on the Exotic Pest Plant Council's MOST RECENT list of Florida's Most Invasive
Species mav not be planted as any part of this grant program; the list may be found on the
internet at www.f1eooc.org.
7. Maximum allowable cost per tree or palm is $375.00 charged to the grant and $125.00 charged
as match for purchase and planting.
8. Written approval is required (as part of the proposal) from the Florida Department of
Transportation for planting and maintenance on any state right-of-way.
9. Eligible multi-stemmed tree species include only those listed on the Right Tree/Right Place
posters produced by the Florida Urban Forestry Council.
10. A maximum of $12.00 per tree may be spent on planting materials durina the 60 dav arow-in
oeriod on Iv.
11. Up to ten percent (10%) of the grant award may be spent on site-preparation costs directly
related to the tree planting.
12. Successful applicants may rent equipment with which to plant the trees or palms. The
maximum allowance is ten percent (10%) of the grant award.
13. Proposals must include: (a) a detailed planting plan (site plan) which shows the location of the
trees/palms, existing structures, and site limitations such as underground utilities and overhead
wires, (b) a location map, and (c) a minimum of three color photographs of the planting site.
b. Demonstration tree protection projects - for the development and installation of a demonstration tree
protection project. Funds are for the purchase of materials, rental equipment, labor costs for
installation and associated interpretive (educational) materials. The maximum grant award for a tree
protection demonstration is $10,000.00.
16
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 16B1
April 27, 2010
Page 16 of 66
OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
c. Demonstration maintenance projects - for the demonstration of correct tree maintenance techniques
(pruning, fertilization, lightning protection, etc) that improve urban and community forests. Practices
must be performed according to ISA standards. The maximum grant award for Demonstration
maintenance projects is $10,000.00.
Category 3: Nonprofit Administration
Qualified Aoolicants:
Nonprofit Organizations
This category provides funding for personnel costs only and is intended to help volunteer groups, nonprofit
organizations, and volunteer tree advocacy groups become more effective in their ability to support and
promote local tree management programs. Primary emphasis will be on assistance with administrative staffing
and funding that will allow the organization or group to improve and/or develop Urban and Community Forestry
programs through citizen involvement. A resolution or letter from the president (or a representative authorized
to enter into contract agreements) must be included in the proposal packet stating their concurrence with the
proposal. Six-month progress reports will be required for the duration of the grant. Maximum grant allocation
in this category is $20,000.00.
Subcateaories:
1. Staffina - for the employment of additional staff member(s) or to increase the number of hours of an
existing local program manager or administrator on the staff of a local non-profit volunteer group.
2. Student internships - for the employment of an intern student in Urban and Community Forestry (or
another related field of study) to assist with the development or improvement of an Urban and Community
Forestry program.
For both categories, funding is limited to three grant years, and funding is not guaranteed from one year to the
next. The second year funding is limited to $15,000.00, and the third year $10,000.00. The narrative should
include specific activities that this position will accomplish during the grant period. The proposed goals and
activities of these staff members must be consistent with the goals of this grant program.
Category 4: Information and Education
Qualified Applicants:
Local Governments, Native-American Tribal Governments, Nonprofit Organizations
and Educational Institutions
This category is provided to encourage local governments, nonprofit organizations, and educational institutions
to purchase or produce information and education materials (leaflets, newsletters, handbooks, videos) for
distribution to the general public, or to cost-share seminars, training sessions and workshops on Urban and
Community Forestry topics. The emphasis here is on informing and training the general public, volunteer
groups, technicians, tree workers, etc. (Le., Urban and Community Forestry technology transfer). The
maximum grant award for this category is $10,000, and the minimum $2,000. Up to 10% of the awarded grant
funds can be used for reimbursement of In-house staff time devoted to execution or oversight of these
projects. Additional staff time can be used as match.
Subcategories:
1. Educational proarams - for the exhibition, purchase or development of materials for the benefit of public
education in Urban and Community Forestry.
2. Arbor Dav Proarams - for the development, planning, advertising and organizing of a local Arbor Day
Program.
-
17
BID NUMBER: RFP/DF-D9/10-59
Agenda Item No. 1681
April 27, 2010
Page 17 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
3. WorkshoDslTrainina Sessions/Conferences/Seminars - for the support and organization of public
programs which benefit Urban and Community Forestry. Costs may cover mailing, speaker's travel
expenses, audiolvisual equipment rental and related expenses.
4. Youth Droarams - for the development and production of Urban and Community Forestry Programs which
will involve/benefit young people, K through college level.
5. Public service materials (PSA development) - for the development of or purchase of public service
programs, videos, or slide shows which educate the public in principles of Urban and Community
Forestry. These may include expenditures for film, paper, production costs, equipment rental or other
accessories (excluding the purchase of camera or other video equipment).
6. Volunteer training - for the development, production and presentation of an Urban and Community
Forestry Training Program to interested volunteers, individuals or organizations.
7. Brochures and Web Paae DeveloDment - for the purchase of existing technical brochures or the design,
development, production or mailing of an educational or informational brochure or web page stressing the
importance of any aspect of Urban and Community Forestry and the principles involved. Those desiring
brochures are encouraged to utilize existing brochures, if brochures exist, and apply for funding for the
purchase and distribution of brochures.
8. Exhibits - for the purchase of or design, development and construction of an educationallinformational
exhibit which promotes the principles of Urban and Community Forestry.
9. Wildfire Safetvf'Fire Wise" Promotion - for design and development of materials, brochures, Public
Service Announcements (PSAs), workshops or meetings that promote Fire Safety or the "Fire Wise"
message in high wildfire risk communities in the Wild land/Urban Interface.
SELECTION CRITERIA
The U&CF Grant Coordinator shall review and determine the completeness of the proposal. The following
criteria must be met before the grant proposal may be determined to be complete:
1. The proposal must contain all the requested information and be legible and understandable.
2. A resolution or letter approving the proposal and authorizing the Chief Executive Officer of the applicant
to execute agreements and documents associated with the grant request must be submitted as part of
the proposal. .
3. A budget detailing all costs of the project must be submitted with the proposal.
4. Late proposals, emaH transmissions, and fax transmissions will not be accepted or considered. Unsigned
proposals will be ruled ineligible.
PROPOSAL EVALUATION CRITERIA
The U&CF Subcommittee shall develop a prioritized list of all proposals which the U&CF Grant Coordinator
has determined to be complete.
1. The U&CF Subcommittee shall evaluate each proposal based upon how well the proposal meets the
purpose of the grant program. Maximum possible points: 150 points, including bonus points. A
minimum score of 90 points, or 70% of the score without bonus points, is required to be considered
eligible for funding.
18
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 18 of 66
OPENING DATE: APRIL 2, 2010 @ 2:00 P.M.
2. Scoring of proposals is based upon the following prioritized and weighted attributes:
a. Previous U&CF Grant Status - 20 points maximum
Highest score will be given to first-time applicants whose proposals will help to initiate or enhance
their community forestry program, and communities with populations of less than 35,000 inhabitants.
Applicants that are applying to continue the second or third year of a grant-funded staff position will
receive 15 ooints. Other applicants will have five points deducted from their maximum sco"re for
each grant approved in the past three years, including hurricane grants.
b. Urban Forestry Proaram Develooment - 20 points maximum
Highest score will be given to proposals that provide documentation indicating that the proposal
(applicant) is enhancing its capacity to build a sustained program and/or address urban and
community forestry needs. The current state of the applicants' urban forestry program will be
considered, as well as the project's potential to improve that program, as well as citizen awareness
and participation.
c. Demonstrated Need - 20 points maximum
Highest score will be given to proposals that demonstrate an economic need for cost-share dollars,
in particular, smaller, rural communities or underserved neighborhoods in larger cities.
d. Well-Defined Goals and Obiectives -15 points maximum
Highest score will be given to proposals that clearly state goals and objectives that will
expand/complement existing U&CF efforts, as defined above under program development.
e. Technical Correctness (olantina) - 15 points maximum
Highest score will be given to proposals which include competent project supervision, adherence to
tree planting and other practice specifications, and knowledge of how to implement the practice they
are proposing.
f. Environmental or Educational Value -10 points maximum
Highest score will be given to proposals that will either contribute multiple environmental benefits to
the community or educate a significant sector of the public or local professional community.
g. Cost Effectiveness -10 points maximum
Highest score will be given to proposals that clearly demonstrate greatest results with the efficient
use of grant dollars, clearly describe how funds will be expended, and adhere to the cost parameters
listed in this RFP. Including written estimates will enhance this score.
h. Level of Community Involvement or SUDDort - 10 points maximum
Highest score will be given to proposals that provide documented community support, involve
partnerships with private industry, volunteer groups or local governments, and encourage
continued citizen involvement in the local urban forestry program. At least three letters of
endorsement from the local community are recommended.
~.
19
BID NUMBER: RFPIDF.09/10.59
Agenda Item No. 1681
April 27,2010
Page 19 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
i. Promotional Value - 5 points maximum
Highest score will be given to proposals which have a high potential for positive public relations,
where the applicant indicates a strategy for publicizing the project.
j. Comoleteness of Prooosal - 5 points maximum
Highest score will be given to proposals which are complete, include all of the required attachments,
and provide a detailed explanation of the proposal.
In addition to the above, the following will be considered for bonus scoring during the evaluation:
(15 point maximum)
k. Tree Citv USA certification - 5 points
Indicates a community's commitment to sustaining their urban forestry program.
I. Tree City Growth Award Recioient - 5 points
Community demonstrates a sustained commitment to its urban forestry program.
m. Prooosal soecifies a Certified Arboristls) or a araduate forester from an accredited four-vear
Bachelor of Science in Forestrv oroaram will be involved in oroiect imolementation - 5 points
Indicates a community's commitment to the proper implementation of urban forestry practices.
n. New oartnershio established for oroiect - 5 pOints
Demonstrates a community's commitment to pursue alternative resources.
REJECTION OF PROPOSALS
The Department reserves the right to recommend partial funding of proposals, the right to reject any or all
proposals or waive minor irregularities when to do so would be in the best interest of the State of Florida, and
to reject the proposal of a Proposer whom the Department determines is not in a position to perform the
Contract. Minor irregularities are those which will not have a significant or adverse effect on overall
competition, cost or performance.
POSTING AND RECOMMENDED AWARDS
Tabulations with recommended award(s) will be posted on or about the date indicated on herein for review by
interested parties on the Florida Bid System at http://www.myflorida.com.clickonBusiness.Doing Business
with the State of Florida, Everything for Vendors and Customers, Vendor Bid System, Search Advertisements.
Tabulations will remain posted for a period of seventy-two (72) hours. Failure to file a protest within the time
prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120,
Florida Statutes. Failure to file the proper bond at the time of filing the formal protest will result in denial of the
protest.
Proposals that do not receive an award during the current grant cycle will be notified in writing with an
explanation of why they received a lower score. At the same time, suggestions will be provided for ways they
can improve their chances of being awarded an Urban and Community Forestry Grant in the future.
20
BID NUMBER: RFP/DF-09/10-59
LATE PROPOSALS
Agenda Item No. 1681
April 27, 2010
Page 20 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
Proposals received by the Department after the proposal opening time and date will be rejected as untimely
and will not be opened. A late proposal notice will be sent to the Proposer after the posting of Award Notice
with instructions for its return. Unclaimed late proposals will be destroyed after 45 days. Offers from vendors
listed on the Department's posted Award Notice are the only offers received timely in accordance with the
Department's proposal opening time and date.
COST OF PREPARATION
The Department is not liable for any costs incurred by a Proposer in response to this Request for Proposals
including an optional oral presentation.
URBAN AND COMMUNITY FORESTRY GRANT MEMORANDUM OF AGREEMENT (AND MAINTENANCE
MEMORANDUM OF AGREEMENT. if aDDlicablel
A grant under this program will not be awarded until a Grant Memorandum of Agreement has been fully
executed between the Department and the Applicant.
1. The Grant Memorandum of Agreement (Attachment I) shalt detail the responsibilities of the applicant, a
schedule and the terms of payment for the project.
2. The Maintenance Memorandum of Agreement (Attachment J), if applicable, shall detail the
responsibilities for maintenance of any areas landscaped or improved by the proposed project. This
applies only to projects in which grant funds are used to plant trees.
EXECUTION OF AGREEMENTS AND DOCUMENTS
Upon notification of a Grant Award, the following shall take place:
1. It will be the responsibility of the applicant to insure that the Grant Memorandum of Agreement is fully
executed within a period of sixty (60) days upon receipt. Failure to comply with this schedule may result
in the grant offer being withdrawn.
2. Although it is the intent of the Department to expedite the grant award process as much as possible,
applicants should be aware that they may not receive a fully-executed grant Memorandum of Agreement
before September 1, 2010 and should schedule their projects accordingly. No costs to be charged
against the grant or counted as match can be incurred before the MOA is executed.
3. The Grant Memorandum of Agreement prepared between the Department and the Applicant shall
stipulate:
a. What is to be accomplished under the grant.
b. The schedule and payment terms.
c. The schedule and content of progress reports.
d. Any penalties or actions that the Department will take in the event of noncompliance.
e. The methods to be used by the Department to determine compliance with the terms of the grant
agreement.
f. Maintenance responsibilities for trees planted as part of the grant program.
<...-..."
21
BID NUMBER: RFP/DF.Q9/10-59
Agenda Item No. 16B1
April 27, 2010
Page 21 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
REVIEW OF PROJECTS IN PROGRESS AND UPON COMPLETION
The Department shall ensure that the terms of the agreements executed under these guidelines are enforced.
An interim status report (Attachment L) showing the status of the project is due December 31,2010, and shall
be due quarterly until project completion.
The U&CF Grant Coordinator or his designee shall review the projects prior to final acceptance by the
Department.
All projects must be completed by September 01, 2011. All reimbursement claims must be submitted by
September 30, 2011.
FUNDING SOURCE
Grant awards are 100% funded by the federal government through the U.S. Forest Service. These funds are
nationally authorized by the 1995 Farm Bill. For fiscal year 2010, the Florida Division of Forestry has allocated
$300,000 of the funds received from the U.S. Forest Service to this grant program. Should additional funding
become available, it will be added to this amount.
State funds will be allocated to regions based on population (see Attachment M). FDACS reserves the right to
transfer surplus funds from one region of the state to another so as to fully utilize federal funding.
The State of Florida's performance and obligation to pay under this grant program is contingent upon funding
by the U.S. Forest Service,
A 50/50 match is required (50% grant / 50% applicant). The local match must be in non-federal dollars or
contributions of materials and/or services. In-kind services provided by Division of Forestry employees may
not be used to contribute to the match by the grant recipient.
ALLOWABLE COSTS
The following Office of Management and Budget Circulars should be used as a reference for allowable costs
for federally funded programs:
A-21
A-87
A-122
Educational Institutions
State and Local Governments
Non-Profit Organizations
These circulars are available on line at htto:/lwhitehouse.aov/omb/circulars/index.html or you can request a
copy from the U&CF Grant Coordinator.
Purchases by the grant recipient of $2,500 to $25,000 shall be carried out documenting two or more written
quotations or written records of telephone quotations or informal bids to be opened upon receipt, whenever
practical. Competitive sealed bidding is required for all purchases exceeding $25,000. Justification must be
provided for a sole source award or for an award to a vendor other than the vendor submitting the lowest bid or
quote.
No overhead costs will be paid by grant funds. Overhead costs, up to 5% of the total project cost (match plus
award), can be used as part of the local match.
The maximum allowable assessment for in-kind match for general labor (non-professional) is $15.00 per hour.
22
BID NUMBER: RFP/DF.09/10-59
METHOD OF REIMBURSEMENT
Agenda Item No. 1681
April 27, 2010
Page 22 of 66
OPENING DATE: APRil 2, 2010 @ 2:00 P.M.
Reimbursements can be made on a quarterly basis, if requested. No advance payments shall be provided.
Applicants must submit a completed reimbursement summary sheet (Attachment K) to the Department with
sufficient attachments to verify the claims made. These may include invoices, receipts, canceled checks,
payroll log sheets, etc. FDACS will submit the claim for payment. No more than 75 percent of the grant
amount will be paid to the Grantee prior to the submission of a completed Certification of Acceptance endorsed
by the Department.
The final payment shall be made once the following documents are received:
Certification of Acceptance endorsed by a Division of Forestry official.
Final Reimbursement Summary Sheet with attached backup documents
Final Report - brief narrative summarizing project accomplishments.
News release to be submitted to a local publication crediting the US Forest Service for providing funding.
Letter to US Congressional representative describing the benefits received from the grant.
Upon receipt of these items in the Tallahassee Division Office, the Department submit the claim for payment.
Payment shall be made in accordance with Section 215.422, Florida Statutes, which states the contractor's
rights and the state agency's responsibility concerning interest penalties and time limits for payment of invoices
(see A).
.
.
.
.
ANY WORK PERFORMED ON THE PROJECT AND/OR ANY EXPENDITURES MADE PRIOR TO
EXECUTION OF A GRANT AGREEMENT AND WRITTEN AUTHORIZATION FROM FDACS, DIVISION OF
FORESTRY, IS INELIGIBLE FOR REIMBURSEMENT.
The Federal Employer Identification Number (FEIN) will be the primary factor used to identify applicants.
FDACS cannot process a request for reimbursement without the FEIN.
SPECIAL PROVISIONS
GRANT AGREEMENT AND CONDITIONS
Terms and conditions within the Grant Agreements (Attachments I and J) and associated attachments shall
apply.
FDACS will have the right to access any books, documents, papers, and records of the grant recipients which
are directly pertinent to the Grant Agreement, for the purpose of making audit examinations, excerpts and
transcriptions.
A quarterly interim progress report and a final project report will be required of all selected grant recipients.
Additional progress reports may be required if grants are extended past the initial deadline. Failure to submit a
required report or submission of an unsatisfactory report is sufficient grounds for termination of the grant
agreement.
All products (brochures, signs, videos, reports, etc.) funded by the U&CF grant must display the following
statements:
"Funding for this project provided by the USDA Forest Service through the
Florida Division of Forestry's Urban and Community Forestry Grant Program."
PUBLIC ENTITY CRIMES
A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity
crime may not submit a bid on contract to provide any goods or services to a public entity, may not submit a
-
23
BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27,2010
Page 23 of 66
OPENING DATE: APRIL 2,2010 @2:00 P.M.
bid on a contract with a pUblic entity for the construction or repair of a pUblic building or public work, may not
submit bids 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, for CATEGORY TWO for
a period of 36 months from the date of being placed on the convicted vendor list.
DISCRIMINATION
An entity or affiliate who has been placed on the discriminatory vendor list may not submit a proposal on a
contract to provide goods or services to a public entity, may not submit a proposal on a contract with a public
entity for the construction or repair of a public building or public work, may not submit proposals on leases of
real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or
consultant under contract with any public entity, and may not transact any business with any public entity.
EMPLOYMENT OF UNAUTHORIZED ALIENS
Pursuant to Executive Order 96-236, effective October 1,1996, the following standard provision shall apply to
any contract awarded as a result of this Request for Proposal:
The Department shall consider the employment by any Contractor of unauthorized aliens a violation of section
274(a) of the immigration and Naturalization Act. If the Contractor knowingly employs unauthorized aliens,
such violation shall be caused for unilateral cancellation of this contract.
AUDITS
The Contractor shall maintain books, records and documents directly pertinent to the performance under this
contract in accordance with generally accepted accounting principles consistently applied. FDACS, the State
or their authorized representatives shall have access to such records for audit purposes during the term of the
contract and for three years following the contract termination date or date of final payment, which ever is later.
If an audit, litigation or other action involving the records is started before the end of the three year period, the
records must be retained until all issues arising out of the action are resolved, or until the end of the three year
period, whichever is later.
In accordance with Federal laws and regulations, the Contractor agrees to comply with audit requirements, as
applicable, ofthe Office of Management and Budget (OMS) Circular A-133. Any contract resulting from a
proposal developed for any division where federal funds are distributed, shall be in compliance with this
circular.
USE OF FUNDS FOR LOBBYING PROHIBITED
The Contractor agrees to comply with the provisions of Section 216.347, Florida Statutes, which prohibits the
expenditure of contract funds for the purpose of lobbying the Legislature or a state agency. The contractor
also agrees to comply with Federal guidelines governing Lobbying as outlined in Attachment C.
DEBARMENT. SUSPENSION. INELIGIBILITY. AND VOLUNTARY EXCLUSION
Any person submitting a bid or proposal in response to this request for proposal must execute the enclosed
form CERTIFICATION REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS FOR EXPENDITURE OF FEDERAL FUNDS, and enclose it with his/her bid or
proposal (see Attachment C). This certification is required by the regulations implementing Executive Order
12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants responsibilities. Award
will not be made by the Department until the certification is signed by the Proposer and submitted to the
Department.
24
BID NUMBER: RFP/DF-09/10-59
DRUG-FREE WORKPLACE
Agenda Item No. 16B1
April 27, 2010
Page 24 of 66
OPENING DATE: APRIL 2,2010 @2:00 P.M.
Preference shall be given to the proposal certifying a drug-free workplace has been implemented in
accordance with Section 287.082, Florida Statutes. Whenever two or more equal proposals are received by
the State or by any political subdivision for the procurement of commodities or contractual services, a proposal
received from a business that certified that it has implemented a drug-free workplace shall be given preference
in the award process. Established procedures for processing a tie proposal will be followed if none of the tied
vendors have a drug-free workplace program. (Attachment C, Certification Regarding Lobbying;
Debarment, Suspension and Other Responsibility Matters for Expenditure of Federal Funds must be
completed and returned as part of this contract.)
CERTIFICATION OF NO CONFLICT OF INTEREST
Any person submitting a bid or proposal in response to this Request for Proposal must execute the enclosed
Conflict of Interest Statement (see Attachment B) and enclose it with his/her bid or proposal. Award will not
be made by the Department until the certification is signed by the Proposer and submitted to the Department.
NON-DISCRIMINATION STATEMENT
In accordance with Federal law and U.S. Department of Agriculture (USDA) policy, this Contractor is prohibited
from discriminating on the basis of race, color, national origin, sex, age or disability.
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten
Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202)720-5964 (voice and
TOO). USDA is an equal opportunity provider and employer.
INTERPRETATIONs/DISPUTES
Any questions concerning conditions and specifications shall be directed in writing to the Purchasing Office for
receipt no later than 10 days prior to the bid opening. No interpretation shall be considered binding unless
provided in writing by the Department's Purchasing Director in response to requests in full compliance with this
provision. Any person who is adversely affected by the agency's decision or intended decision shall file with
the agency a Notice of Protest in writing within 72 hours after the posting of the notice of decision or intended
decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation,
including any provision governing the methods for ranking bids, proposals, or replies, awarding contracts,
reserving rights or further negotiation, or modifying or amending any contract, the Notice of Protest shall be
filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall state with
particularity the facts and law upon which the protest is filed.
AWARD OF IDENTICAL (TIE) PROPOSALS
In the event that identical proposals are received, preference shall be given to the proposal certifying a
drug-free workplace has been implemented in accordance with Section 287.087, F.S. Award shall be
determined by using the number of valid vendor complaints on file or by lot; except that the proposal which
related to commodities manufactured within this State shall be given preference and the proposal of any
foreign manufacturer with a factory in the State employing over 200 employees working in the State shall have
preference over the proposal of any other foreign manufacturer.
-
25
BID NUMBER: RFP/DF-Q9/10-59
Agenda Item No. 1681
April 27, 2010
Page 25 of 66
OPENING DATE: APRIL 2,2010 @2:00 P.M.
QUESTIONS
Questions conceming the technical aspects of the proposal or the Applicants' Workshops should be directed to
the nearest FDACS, Division of Forestry office (see Attachment N, List of Division of Forestry District/Center
Contacts), or to:
Urban Forestry Program Coordinator, Division of Forestry
Florida Department of Agriculture and Consumer Services
3125 Conner Boulevard, Suite R-3
Tallahassee, FL 32399-1650
Telephone (850) 921-0300
Questions regarding procedures for submittal of proposals should be submitted to:
Christie Hutchinson, Purchasing Director
Division of Administration
Department of Agriculture and Consumer Services
Mayo Building, Room SB-8
Tallahassee, FL 32399-0800
Telephone (850) 671-7181
No negotiations, decisions, or actions shall be initiated or executed by the applicant as a result of any
discussions with any FDACS employee. Only those communications which are in writing from the
Department's Purchasing Office may be considered as a duly authorized expression on behalf of the
Department. Only communications from the applicant which are signed and in writing will be recognized by the
FDACS as duly authorized expressions on behalf of the applicant.
There will be Applicant Workshops held at various locations throughout the state. Attendance at the
workshops is required for first-time applicants. Attendance at the grant workshops will be considered during
the scoring and ranking to submit a proposal. The purpose of each session is to discuss the requirements of
the proposal. Oral questions will be accepted during the workshops by the Division of Forestry staff. The
answers to any oral questions shall not be binding.
SCHEDULE OF EVENTS
January 22,2010
Notification of Availability of Request for Proposal mailed to all potential
applicants. RFP available for download at www.mvflorida.com and
www.f1~dof.com.
'"
April 2, 2010 @ 2:00 P.M.
Sealed proposals in response to RFP must be received by FDACS
Purchasing office.
May, 2010
May 15,2010
Evaluation of proposals.
Posting of Award on the Florida Bid System at htto://mvflorida.com. click
on Business, Doing Business with the State of Florida, Everything for
Vendors and Customers, Vendor Bid System, Search Advertisements.
Tabulations will remain posted for a period of seventy-two (72) hours.
Failure to tile a protest within the time prescribed in Section 120.57(3),
Florida Statutes, shall constitute a waiver of proceedings under Chapter
120, Florida Statutes. Failure to file the proper bond at the time of filing
the formal protest will result in denial of the protest.
26
BID NUMBER: RFP/DF-09/10.59
Agenda Item No. 1681
April 27, 2010
Page 26 of 66
OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
June 15, 2010
December 31,2010
Expected grant agreement (contract) execution and authorization to begin.
First quarterly Interim report due.
July 1, 2010
September 1, 2011
September 30, 2011
Deadline for submitting request for no-cost time extension.
Contract ending date.
Deadline for final reimbursement claims.
,........
27
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 27 of 66
OPENING DATE: APRIL 2, 2010 @ 2:00 P.M.
ATTACHMENT A
STATE OF FLORIDA
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
NOTIFICATION OF VENDOR OMBUDSMAN'S NAME
AND TELEPHONE NUMBER
Vendors providing goods and services to an agency should be aware of the following time frames.
Upon receipt, an agency has five (5) working days to inspect and approve the goods and service,
unless the bid specifications, purchase order or contract specifies otherwise. An agency has 20 days
to deliver a request for payment (voucher) to the Department of Financial Services. The 20 days are
measured from the latter of the date the invoice is received or the goods or services are received,
inspected and approved.
If a payment is not available within 40 days, a separate interest penalty of .02740 percent per day will
be due and payable, in addition to the invoice amount, to the vendor. Payments to health care
providers for hospital, medical or other health care services, shall be made not more than 35 days
from the date eligibility for payment is determined, and the daily interest rate is .03333 percent.
Interest penalties of less than one (1) dollar will not be enforced unless the vendor requests payment.
Invoices which have to be returned to a vendor because of vendor preparation errors will result in a
delay in the payment. The invoice payment requirements do not start until a properly completed
invoice is provided to the agency.
A Vendor Ombudsman has been established within the Department of Financial Services. The duties
of this individual include acting as an advocate for vendors who may be experiencing problems in
obtaining timely payments(s) from a state agency. The Vendor Ombudsman may be contacted at
(850) 413-5516 or by calling the Department of Financial Services Consumer Hotline at 1-800-342-
2762.
28
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27,2010
Page 28 of 66
OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
ATTACHMENT B
STATE OF FLORIDA
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
CONFLICT OF INTEREST STATEMENT
I,
Leo Ochs Jr.
, as authorized
representative of Collier County
certify that no member of this firm nor any person having interest in this
firm has been awarded a contract by the Department of Agriculture and
Consumer Services on a non-competitive basis to:
(1) develop this Invitation to Bid (ITB) or Request for Proposal (RFP);
(2) perform a feasibility study concerning the scope of work contained in this
ITB/RFP;
(3) develop a program similar to what is contained in this ITB/RFP.
1/r(;o
Date
RFP/ OF - 09/10-59
Proposal Number
.-'
29
BID NUMBER: RFPIDF-09110-59
Agenda Item No. 1681
April 27, 2010
Page 29 of 66
OPENING DATE: APRil 2, 2010@2:00 P.M.
w
ATTACHMENT C
.
Florida Department of Agriculture and Consumer Services
Division of Administration
CERTIFICATION REGARDING LOBBYING;
DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS
, FOR EXPENDITURE OF FEDERAL FUNDS
CHARLES H. BRONSON
COMMISSIONER
LOBBYING
As rltQlJiled by 7 CFR PIlII 3016. 101 pef500s lIflleringioto a conIracl. grenl Of cooperative agreemenl over $100,000 involving Ihe expendilure of
Federa/lunda. \he undersigned cart,I,. IO!" itSelf and fts principels 11\8\
(a) No Fe<lefel aPOl'lll'fialecl lunds have been peid Cl'"will be peld by or Ol'\ behan of lI\e undeftl;gned, 10 any person lor inllueneing or
allempling 10 innuel'lOe IIt\ oIflCer or ~ployee of any agency. a Membllf 01 Congress, tin oIfcer or employee or CoogreStl. 01 an
employee of a Member of Congress In COI'\neclJOn with Ihe making of aoy Fedaral grant, me enlering into 01 any cooperalille
agr.-nert, and llle extension, continuallon, reoewal. amendment. or moc1iflClltion of any Federal granl Of cooperative agreement.
(b) II any lunds olller U- Federal sppropri81ed luntls have been P81d or wi. be paid 10 any person lor influencing or allempring 10
itll1ueflC:8 an oIIicet or ernpIoyee 01 any agency, a Member of Congr..s. an ofl'K:8r or employee of Congress or an employee 01 .
Member of Congress, in connection with thi$ Federal grant or cooperative egreemenl. \he undersigned shall complete and &ubmtt
Slanderd Form . liL. 'Disc:lo&ute Form 10 Report lobbying: in llCCOfdance with its inslruc:lions. and
(c) The uncIerSignacl sh8Ill'9quinl thai the lenguage ofll'lis certlflC8lion be included in \he award c:IocumenlS lor all subawardS al ai/ bllrS
(incIucling subgrants. conlraclS under gtants and cooperalive agreements, and subconltacts) and that aU subl'ecipienls shall certily
and t:Iisclose accordingly.
,
This certiflC8lion is a mal8rial representalion 01 fact upon which reliance was placed when this transaction was made or ef\tered inlo.
Submission of Ihls C8ftiliealion Is 8 prerequisite for making or entering into lhis lraf\Saction imposed by section 1352, title 31, U,S, Code. Any
perscn whO fen. 10 1118 \he required certification shall be subject 10 a civil penally of noi leu lI\an $10,000 and not mor.than $100.000 lor each
such lailure,
-""
CONTRACT I PURCHASE ORDER NUMBER
OEBARMENT. SUSPENSION ANO OTHER RESPONSIBILITY MATTERS
As required by 7 CFR Pari 3017> for persons enl8ring Imo a contract, gtant or cooperatiVe agraement r:Ner $25,000 involving the expendllure of
Federal funds. me undersigned certifies for itsel! and .s principals that;
(a) Are not presently deberrecl. suspended, proposed lor debarment, declared ioeHgibl&. or voluntarily exc:luded from covered lr&rlSacliorls
by eJny Federal departmenl or agency,
(b) ~ not wiIhln a lhnle-year peliod preceding I/lIs applicalloll been convicted 01 or hatl a eM! JUdgment render9d against lhem lor
commission of fraud or a criminal oIlense in connection wil.... obtaining, al1empling 10 obtain. or performing II public (Feclerel, SI8Ie, or
lOcal) transaction or conIracl under II public transaction, violation of Federal or Stale enlilrust sllllutes or commi!lSlOr'l 01
embeZZlement. \heft. forgery, bribery, fa/tllflC8\ion or cl9$lructlon 01 records, mak1l'lQ falSe Sl8ternefl\S. or receiving stolen property.
(el Ale not presently Indicted for Of otherwise criminally or civilly charged by II Govemmenl entity (Fedetal, Siale. or local) with
comminion 01 any offenS8$ enumetal8Cl in paragraph (b) 01 this certification, end
(d) Have not wiltlin II thtee-year period pral:eding lhis application had one or more public !faosaclion (Federal, State. or Iocaljlerminaled
lor cause Of delauft, and
W'lere \he 8QPlicarII1S uoabIe 10 certify 10 any oIlhe statements in lI\is eertiflCalion, he or she shall attach an explanahon /0 this
applicalion,
--
CONTRACT I PURCHASE ORDER NUMBER
OACs.o1S22 ll3ID9
30
.
.
.
.,'
Agenda Item No. 1681
April 27, 2010
Page 30 of 66
OPENING DATE: APRIL 2,2010 @2:00 P.M.
BID NUMBER: RFP/DF-09/10-59
ATTACHMENT D
FLORIDA URBAN AND COMMUNITY FORESTRY GRANT PROPOSAL FORM 2010
GENERAL INSTRUCTIONS: Please complete all items pertaining to the Category Grant for which you are applying. The
proposal packet must not exceed thirty (30) one sided pages, including attachments. All attachments must be 8 1/2" X
11", except any attached sketches, plans and maps which must be no larger than 2' X 3' and folded into 8 112" X 11". Six
(6) copies (one copy with original signatures and five copies) of the proposal packet including the proposal form,
the project description and all attachments must be received no later than 2:00 p.m., April 2, 2010 at:
Department of Agriculture and Consumer Services.
Purchasing Office. U&CF. 2010 PROPOSAL
Mayo Building - Room SB-8
Tallahassee, FL 32399-0800
Telephone (850) 617-7181
If you have any questions, please see ATTACHMENT N, "Division of Forestry District/Center Contacts"
PROPOSER INFORMATION (Please Print or Type)
Collier County Urban Forestry Program
Project Title:
Proposer Name:
Collier County Alternative Transportation Modes Department.
Pamela Lulich, Landscape Operations Manager
Name and Title of Contact Person:
Address:
2885 South Horseshoe Drive, Naples, FL
Phone: 239-252-8192
34104
Zip:
FEID Number
Phone:(
77
~..
I
59-6000558
US Congressional District Number
Is your organization a Nonprofit corporation pursuant to Chapter 617, Florida Statutes?
Yes x No
If the applicant is a city or county government, does your urban forestry program have the following:
Professional Staff, in-house or contracted, List qualifications such as ISA certification, forestry degree, etc.
* Plp;:t~e see attached list of certj fj eEl in-house professional staff.
N/A
Citizen Tree Advisory Board or Tree AdvocaOf Group, describe:
Northem p.rt of the read Just been Inventoried. the propoHd Soulh Plrt of the CD~ n.ve not been Inventoried yet.
Urban Tree Inventory or Management Plan, how current?
T 0 d. C. .th bl' . I d d 'be Ordinance #2003-37 Right-of-Way Handbook (landscapa Maintenance & Spec:irICllUona)
ree r Inance ovenng el er pu IC or prrvate an s, escrr :
As the duly authorized representative of the Proposer named above, I hereby certify that all parts of the proposal and
required grant information have been read and understood and that all information submitted herein is true and correct.
Leo Ochs Jr.,
Authorized Executive Officer:
Title: County Manager
Signawre: ~Jr
Date:
3/31/2010
..-.
31
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Page 31 of 66
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Agenda Item No. 1681
April 27, 2010
BID NUMBER: RFP/DF-09/10-59 OPENING DATE: APRIL 2, 2010 @ 2:00 P.M. Page 32 of 66
ATTACHMENT D (CONTINUED)
PROJECT DESCRIPTION
(two-page limit, #12 font, single-space)
Urban and Community Forestry Grant Proposal
Describe the local community and current urban forestry program, and role of applicant in that program if a non-
profit group: Collier County's Department of Alternative Transportation Modes (ATM), Landscape Operations currently
manages the trees within the rights-of-way, totaling 108 miles of roadway landscaping. There are several beautification
districts, MSTUs and 50 miles of arterial landscaping managed by the Landscape Operations Section. The County uses in-
house crews and oversees tree maintenance and basic maintenance services, which include planting, pruning, weeding,
and fertilizing at an average annual cost of $29,500 per mile. The trees in the northern section of the County are managed
through a current tree inventory database and tree management software. The trees in the southern part, which include
Beautification Districts and arterial landscape plantings, have not been inventoried yet and through this grant funding, data
will be collected to better manage these assets for daily maintenance and in case of a hurricane where inventory information
is needed. The department will inventory large trees, palms, flowering trees, and all irrigation equipment associated with the
beautification projects.
Previous U&CF Grants received by the applicant. When were they implemented and what did they accomplish?
Collier County has not previously received any U&CF grants,
Describe the goals and objectives of this project: The goals of this project are to increase tree management and to
e.nsure County staff is fully trained in urban forestry practices. The objectives are to acquire pen tablet computers to update
the existing tree inventory database as the work occurs and to train staff on the County's inventory data field definitions and
collection and pen tablet use, This project will allow the County to maintain and update its tree inventory database as well as
begin data collection in the southern sections of the County. The pen tablet computers procured will be equal to those used
by professional inventory arborists and will use a cellular air card to connect to the County's existing online tree
management software. The pen tableVair card system will permit County staff to update all data fields in the tree inventory r--
database in real time while collecting information in the field.
Describe how this project will help to develop and improve this program in the long term: This project will help Collier
County continue its tree inventory in the southern sections of the County and allow the County to keep its tree database
current in an efficient manner. A current tree inventory database will improve the County's urban forestry program for the
long term by implementing and keeping current a tree management tool that can be used to forecast budgets, prioritize tree
management tasks including tree planting, and predict staffing needs. This project will also further e.ducate County staff
about inventory work improving the knowledge of the staff and increasing the value of the tree inventory database. Keeping
a tree inventory database up-ta-date is critical to the usefulness of the database. County staff will be trained in and
educated about the descriptions of the County's tree inventory data fields for consistency and the use of the pen tablet
computers purchased. Real time data collection will increase the efficiency and sustainability of the County's program.
Describe why these funds are needed to complete this project: Collier County does not have sufficient funds budgeted
to acquire the pen tablet computers or training. The acquisition of these products and services will allow the County to keep
the tree inventory database current. These funds will help Collier County sustain its inventory database. Basic maintenance
services such as mowing, trash pick-ups, weed control, pruning, fertilizer, irrigation electrical are funded each year, services
specific to each geographic location will be accessed and available for accurate records and for immediate access for users.
The web-based system will allow staff to record basic maintenance services, maintain the urban environment, closely
control costs related to services as they relate to arterial landscaping and beautification districts. Due to budget constraints
in the upcoming year which are resulting from lower taxable home values, our operating budget will be reduced by 10% and
there is not sufficient funding to complete the plant inventory for the remaining portion of Collier County and the
Beautification Districts, With the budget reduction, our ability to have this service evaluated by an outside vendor will be
limited and we are relying on this grant for the procurement of the equipment so that the project can be completed by our in- ~
house staff,
For a tree planting: Describe what species are being planted and why. How will they be installed and maintained (be brief
and concise, but complete): Not applicable.
Agenda Item No. 1681
April 27, 2010
Page 33 of 66
What environmental or educational value will the community derive from this project? The adjacent residential
communities, beautification districts, homeowners, associations, university extension organizations and initiatives will gain
"green" environmental information and great value from this project through the proactive management of the County's
urban forest. Healthier street trees will produce more environmental benefits for a longer period of time. Educational value
from this program will be gained through training and through the use of tree inventory data fields, collection and pen tablet
operation. The A TM landscape and irrigation project managers, MSTU members, Storm-water project managers, and
Parks & Recreation project managers will be trained and partnerships will be created in order to expand the program. Once
the training is scheduled, an invitation for the training will be sent to the above mentioned departments, subsequently, this
information will be made available through the Collier County website.
What steps have been taken to carry out this project in a cost-effectiveness manner? Collier County will leverage staff
time to update tree attribute data in the tree inventory database via the pen tablet and computers purchased. Funds will be
used to acquire the above mentioned hardware and to hire an experienced, professional arboriculture company to perform
the training. The selected vendor will be knowledgeable of the County's existing free management software, pen tablet data
collection, and have experience training others in both. Initial training with the completion of the inventory collection in the
north portion of the County was completed in March 2010. Collier County staff resources are available to implement the
project where the Southern most rights-of-way to be inventoried, The procurement requirements of Collier County have
been researched and Collier County IT Department will be consulted through the selection process of all equipment and
software.
How will this project increase citizen involvement and support for the community's urban forestry program in the
long term? What evidence of community support for this project can be produced? Proactive tree management
protects the initial investment as well as community resources. Management of trees using a current database will allow for
more cost-effective tree maintenance, better budgeting that benefits both the County and those who live and pay for urban
landscape services. Urban forestry support from the community will increase through the information that will be posted on
the Collier County website and public information press releases.
How will this project be publicized in the local community? Collier County will inform the Naples Daily News and other
local press about the details and benefits of this project at commencement and upon completion. Collier County will
acknowledge the support of the USFS and the Florida DOF in all press releases related to this project. Collier County's
website www.collierQov.net will contain information about the project as well.
Tree City USA certification and growth award, last year current? Naples, Florida, located in Collier County, is a Tree
City USA. Collier County and City of Naples areas are included in the project.
Will a Certified Arborist(s) or a graduate forester from an accredited four-year Bachelor of Science in Forestry
program oversee this project? If not, who will provide oversight and what are their credentials? Collier County
Alternative Transportation Modes Department has a staff of qualified professional which include (2) Florida licensed
landscape architects, (3) FNGLA Certified Horticultural professional, (3) IA Certified Landscape Irrigation Auditors and (1)
ISA Certified Arborist who is the Landscape Project Manager responsible for the daily maintenance of the South portion of
Collier County and will also be the ISA certified arborist responsible for the oversight of this project. Additionally, Collier
County will hire an experienced, professional arboriculture company led by ISA Certified Arborists to perform the training.
What new partnerships will the project create or encourage? The Alternative Transportation Modes Department is
responsible for the management of Landscape Beautification Committees that oversee ad valorem funds for the purpose of
landscaping and irrigation installation for street trees, median canopy trees, tropical palms and flowering trees. The plant
palette is selected by the committees and reflects the plantings of the adjacent communities' roadway and corridor. These
districts will be incorporated into a countywide program providing access to communities vested in planting and maintaining
trees. Through public-private outreach we will illustrate the benefit of street trees. Collier County will seek new partnerships
internally through the two Community Redevelopment Areas (Bayshore/Gateway Triangle and Immokalee), the Collier
County Parks and Recreation Department and through our Annual Open House that is hosted to show new projects,
Jpcoming projects and internal improvements made through the year. The goal of this outreach program is to illustrate the
value and benefit of street trees to other Departments within the County government and to encourage the continued care
and proper maintenance of our urban forest.
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 'l:%lJ3~.~.66
ATTACHMENT E
BUDGET
BID NUMBER: RFP/DF-09/10-59
Activity:
Local Government Program Development & Improvement
Tree Inventory I Master Plan
Specific Description:
SUMMARY OF COSTS
Contractual costs
Personnel costs
Travel costs
Equipment costs
Supplies costs
Operating costs
Tree costs
Overhead costs
. Total Requested Grant (I)
Total Matching Costs (II)
Total Program Costs (III)
(A SO/50 match on behalf of the proposer is required).
Requested Grant $ Local Match $
I II
(Training) $ 2,250.00 $ 2.250.00
0.00
0.00
$10,000.00
$10,000.00
$
$
$
12,250.00
$ 12,250.00
$24,500.00 (100 %)
50
Add columnsl and II for total III (100%)
% Grant request
50
%Local match
A budqet. detailina all costs identified above must be attached.
PROJECT LOCATION INFORMATION (Please print or type - Complete where applicable)
County Collier
Describe the Specific Location of the Project: Naples FL
Who has responsibility for overseeing Project implementation (name and title): Bob Petersen. Landscape Project Manager
Who has maintenance responsibility for the Project after completion: Pamela, Lulich, Landscape Ops. Manager
Public
Name of Landowner:
Is the Land Ownership Public or Private?:
Collier County, Naples, FL
Project Title: Collier County Urban Forestry Program
Applicant Name: Collier County Alternative Transportation Modes Department
Email Address:PamelaLulich@colliergov.net
-
33
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRil 2, 2010 if%l3~.tJj.66
ATTACHMENT E (CONTINUED)
BUDGET
Please note: All proposals must include a detailed itemized budget summary which lists all anticipated
expenditures and explains all project costs. Proposals for site specific demonstration tree planting projects
must list the quantity, species, and approximate size (container size, or caliper and height) of trees to be
planted.
IMPORTANT: THIS FORM MUST BE USED. PROPOSERS NOT USING THIS FORM Will BE RULED
INELIGIBLE
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
Contractual
(Description)
Training $4,500.00 $2,250.00 $2,250.00
Personnel
(list titles or
positions)
Travel
34
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 il:%1l3~.~.66
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
EauiDment
(list items)
.
4 Inventory/ GIS $5,000.00 Each x $10,000.00 $10,000.00
Computer System 4 = $20,000.00
(HW & SW)
-
35
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @~&03p.~.66
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
SUDDlies*
(list items)
36
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @!~e03~.~.66
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
ODeratlna Costs
(list)
Trees
(list species and
size)
Overhead** *
Total $12,250.00 $12,250.00
*
Grant dollars may not be used to purchase food as supplies.
Overhead costs up to 5% of total project cost may only be used as a matching cost, grant funds may not
be used for overhead costs.
**
Please Note: The enclosed example of a completed application was chosen to be included because the
applicant was especially thorough in providing the requested information, and applied for a
number of practices that can be used as examples by other applicants. They also submitted
their narrative in outline format, in order to ensure that they had included all of the
information that the reviewers would consider. However, a paragraph format is acceptable
for the narrative if it contains sufficient information.
-
37
L
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @~~03~.FJ.66
ATTACHMENT F
EXAMPLE
FLORIDA URBAN AND COMMUNITY FORESTRY GRANT PROPOSAL FORM 2007
GENERAL INSTRUCTIONS: Please complete all items pertaining to the Category Grant for which you are applying. The
proposal packet must not exceed thirty (30) one sided pages, including attachments. All attachments must be 8112" X
11", except any attached sketches, plans and maps which must be no larger than 2' X 3' and folded into 81/2" X 11". Six
(6) copies (one copy with original signatures and five copies) of the proposal packet including the proposal form,
the project description and all attachments must be received no later than 2:30 p.m., March 30, 2007 at:
Department of Agriculture and Consumer Services
Purchasing Office - U&CF - 2007 PROPOSAL
Mayo Building - Room SB-8
Tallahassee, FL 32399-0800
Telephone (850) 617-7181
If you have any questions, please see ATTACHMENT N, "Division of Forestry District/Center Contacts"
PROPOSER INFORMATION (Please Print or Type)
Project Title:
Windermere Urban Forestrv Proaram
Proposer Name: Town of Windermere. FL. Inc.
Name and Title of Contact Person: Cecilia Bernier. Town Manaaer
Address: 614 Main Street. P.O. Drawer 669. Windermere. Florida
Zip: 34786
Phone:
(407) 876-2563
Is your organization a Nonprofit corporation pursuant to Chapter 617, Florida Statutes?
Yes No X
FEID Number
US Congressional District:
16
If the applicant is a city or county government, does your urban forestry program have the following:
Professional Staff, in-house or contracted. List qualifications such as ISA certification, forestry degree, etc
Janet Maland. tree board chairman. has an ISA certification and coordinates most activities.
Citizen Tree Advisory Board or Tree Advocacy Group. Describe: Active tree board chaired bv Janet Maland
Urban Tree Inventory or Management Plan, how current?: One will be DreDared usinQ this arant
Tree Ordinance covering either public or private lands, describe: Enacted in 2002. currentlv under revision.
As the duly authorized representative of the Proposer named above, I hereby certify that all parts of the
proposal and required grant information have been read and understood and that all information submitted
herein is true and correct.
Authorized Executive Officer: Cecilia Bernier
Title: Town Manaoer
Signature:
Date:
01/26/07
38
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @~~04~.ih.66
ATTACHMENT (CONTINUED)
PROJECT DESCRIPTION
(two page limit)
Urban and Community Forestry Grant Proposal
Describe the local community and current urban forestry program, and role of applicant in that
program if a non-profit group: Windermere is a heavily wooded community with a population of 2,329. An
urban forestry program has existed in Windermere for ten years, under the leadership of a volunteer Tree
Board.
Previous U&CF Grants received by the applicant When were they implemented and what did they
accomplish? The Town of Windermere is a first time applicant.
Describe the goals and objectives of this project:
1. Conduct a Tree Inventory, including data maintenance, personnel and training (Contract). Establish
baseline data, including tree health and recommended maintenance actions.
2. Establish and initiate an Urban Forest Management Plan (Contract).
a. Develop and document a long-term strategy and process for managing our urban forest.
b. Provide a comprehensive Planting Plan, based on gaps identified during the inventory.
Describe how this project will help to develop and improve this program in the long-term: The U&CF
Grant provides a strategic opportunity to significantly move Windermere's urban forestry program forward. The
Tree Board, for over ten years, has recommended a comprehensive urban forest management program, with
emphasis on a public-land tree inventory. A public-land tree inventory is the cornerstone of this multi-faceted
project. The Town has solicited bids to perform an initial tree inventory to provide baseline data (location,
health, maintenance required) and an assessment of hurricane damaged canopy. An ISA certified arborist will
supervise the inventory and will provide continuing support and consultation. (Contract). The management plan
will: (a) detail recommended management practices, (b) provide guidance for the town manager and
maintenance supervisor in allocating tree maintenance resources, (c) provide a recommended Planting Plan
(location, species, size), and (d) document the inventory and required maintenance. (Contract)
Describe why these funds are needed to complete this project: To date sufficient funding has not been
available for this project. A small town with a small tax base needs to seek external sources of funding for
projects, sometimes.
For a tree planting: Describe what species are being planted and why. How will they be installed and
maintained (be brief and concise, but complete): N/A
What environmental or educational value will the community derive from this project? Environmental
benefits include (a) removal of hazard trees, (b) corrective pruning/crown thinning of Town trees, (c) planting to
replace losses and increase canopy and species diversity. An intensive public education program will raise
community awareness of ecoforestry integrity. A highlight will be Art in the Park, which will feature activities,
demonstrations, and dissemination of information to provide: (a) an overview of this Grant program and the
resulting urban forestry management plan, (b) education on a recent Town ordinance requiring use of low
phosphorous fertilizers, and (c) training on tree planting, pruning, and preservation. Other educational
activities include several Nature Education Series presentation, updates on trees and Tree Board to the public
and Council at Town Council meetings, and the Windermere Rotary Spring Festival Tree Adoption Program.
What steps have been taken to carry out this project in a cost effectiveness manner? Funding will take
Windermere's Urban Forest Program to a new level. Budget limitations have restricted tree replacements, and
tree losses have outstripped new planting. With limited dollars available in these areas, a comprehensive
urban forestry management program is critical in allocating resources most efficiently. Baseline inventory data
will be used for strategic deployment of resources in the areas of (a) health maintenance of existing forest and
(b) appropriate planting locations (right tree right place). The grant will increase funding to a level that will
allow for proactive rather than reactive maintenance expenditures.
-
39
BID NUMBER: RFP/DF-G9/10-59
Agenda Item No. 1681
April 27, 2010
Page 41 of 66
OPENING DATE: APRIL 2,2010 @2:00 P.M.
How will this project increase citizen involvement and support for the community's urban forestry
program in the long tenn? What evidence of community support for this project can be produced?
Documentation of community support is seen in the Town resolution of grant support (Attachment H) and in
letters of support from Windermere residents (Attachment J.a6-J.10). The volunteer Windermere Tree Board
has received support for urban forest management from the Town Council, Windermere Rotary, Windermere
Garden Club, Progress Energy, Watershed Action Volunteers, Windermere Land and Tree, Inc., Boy Scout
Varsity Troop #225, Biosphere Consulting, Henry Nehrling Society and Butler Chain Conservation Association
to develop this program. Support from the Town Council is seen in the local dollars (matching funds) allocated
to this effort.
How will this project be publicized in the local community? Windermere is already recognized as one of
the most beautiful locales in Central Florida. The Tree Board will publicize the positive effects of funding from
the U&CF Grant Program. Information will be disseminated at Tree Board Events, to local newspaper ("Mere
News, West Orange Times), television (Channel 13 Upcoming Events), and in local schools and churches.
Tree City USA certification and growth award, last year current? Growth award for 9 years.
Will a Certified Arborist(s) or a graduate forester from an accredited four -year Bachelor of Science in
Forestry program oversee this project? If not, who will provide oversight and what are their
credentials? The tree inventory, Urban Forestry Management Plan, and remedial/restorative maintenance
plan will be supervised by Certified Arborists (contract requirement).
What new partnerships will the project create or encourage? With the funding of this project, the Town of
Windermere will enter into new partnerships with (a) Progress Energy, who has agreed to cooperate in an
easement reforestation effort (Demonstration), and (b) local artists, who will participate in Art in the Park
(Culture)
40
BID NUMBER: RFPIDF-09/10.59
Agenda Item No. 1681
Apri/27,2010
Page 42 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
ATTACHMENT G
EXAMPLE BUDGET
Activity:
Local Government Proaram Develooment & Imorovement
Specific Description:
Tree Inventorv I Master Plan
SUMMARY OF COSTS
(A SO/50 match on behalf of the Proposer is required)
REQUESTED GRANT $ LOCAL MATCH $
I "
17.500
Contractual costs
Personnel costs
Travel costs
Equipment costs
Supplies costs
Operating costs
Tree costs
Overhead costs
Total Requested Grant (I)
Total Matching Costs (II)
Total Program Costs (III)
1.500
$
$
$
19.000
38.000
100%
19.000
Add columns I and" for total III (100%)
50
% Grant request
50
% Local match
A BUDGET. DETAILING ALL COSTS IDENTIFIED ABOVE MUST BE ATTACHED.
PROJECT LOCATION INFORMATION (Please print or type - Complete where applicable)
This project is for Population Zone 1 , 2, 3, or statewide (circle one). Please see ATTACHMENT M to
determine the applicable region.
County
Orange
Describe the Specific Location of the Project:
Windermere. FL
Who has Maintenance Responsibility for the Property (Category 2 Grants)? Cecilia Bernier. Town Manaaer
Is the Land Ownership Public or Private? Public
Name of Landowner: Town of Windermere. FL. Inc.
Project Title: Windermere Urban Forestrv proaram
Proposer Name: Town of Windermere
.-
41
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 43 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
EXAMPLE BUDGET (CONTINUED)
Please note: All proposals must include a detailed itemized budget summary which lists all anticipated
expenditures and explains all project costs. Proposals for site specific demonstration tree planting projects
must list the quantity, species, and approximate size (container size, or caliper and height) of trees to be
planted.
IMPORTANT: THIS FORM MUST BE USED. PROPOSERS NOT USING THIS FORM WILL BE RULED
INELIGIBLE
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
Contractual
(Description)
Tree Inventory wI
GIS Mapping (1 B) 1 ea 33,200 16,600 16,600
UF Management
Plan (1C) 1 ea .llQQ ~ ~
35,000 17,500 17,500
Personnel
(list titles or
positions)
Inventory/GIS
Coordinator (1 F)
Certified Arborist
(Training) (1 F)
SUBTOTAL
Travel
Trees FL Cont. &
Other training (1 F)
42
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @~Hf04~.F,t.66
Cost Items Quantity Rate or Price Grant Cost Match Cost
(#) ($) ($) ($)
Eauioment
(list items)
Inventory/GIS
Computer System 1 ea 3.000 1.500 1,500
(Hdw & SNV) (1H)
SUBTOTAL 3,000 1,500 1,500
Suoolies*
(list items)
Ooeratina Costs
(list)
Trees
(list species and
size)
Overhead.. . .
Total $ 19,000.00 $ 19,000.00
*
Grant dollars may not be used to purchase food as supplies.
Overhead costs up to 5% of total project cost may only be used as a matching cost, grant funds may not
be used for overhead costs.
**
-
43
BID NUMBER: RFP/DF-Q9/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 i~!if04~Jrl.66
ATTACHMENT H
URBAN AND COMMUNITY FORESTRY GRANT
EXAMPLE
RESOLUTION 00-1,23
A RESOLUTION BY THE CITY OF HOMETOWN, FLORIDA TO ENTER INTO AN URBAN AND
COMMUNITY FORESTRY GRANT MEMORANDUM OF AGREEMENT WITH THE STATE OF FLORIDA,
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES, DIVISION OF FORESTRY
WHEREAS, trees are an important part of our community; and
WHEREAS, the City of Hometown desires to apply for an Urban and Community Forestry Grant which
would provide monies in which to help fund the citizen forester program; and
WHEREAS, the City of Hometown desires to apply for an Urban and Community Forestry Grant which
would provide monies in which to help fund the citizen forester program; and
WHEREAS, the City of Hometown wishes to enter into an Urban and Community Forestry Grant
Memorandum of Agreement between the City of Hometown. Florida and the Florida Department of
Agriculture and Consumer Services;
NOW, THEREFORE, BE IT RESOLVED by the City council of Hometown, Florida:
Section 1. The City Council supports the development of a citizen forester program to allow continuation
of the city's tree planting program.
Section 2. The City Council hereby authorizes the City Manager to enter into an Urban and Community
Forestry Grant Memorandum of Agreement between the City of Hometown, Florida and Florida
Department of Agriculture and Consumer Services.
INTRODUCED, PASSED AND ADOPTED THIS THE 10TH DAY OF JUNE, 2000.
BY:
Mayor
ATTEST:
APPROVAL AS TO FORM:
City Clerk
City Attorney
44
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Pag~ 46 of 66
OPENING DATE: APRIL 2, 2010@2:00P.M.
ATTACHMENT I
EXAMPLE
URBAN AND COMMUNITY FORESTRY (U&CF)
GRANT MEMORANDUM OF AGREEMENT
This agreement, made and entered into this the day of , 20 by and
between the DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES, State of Florida, hereinafter
called the "Department" and the , hereinafter called the "Contractor".
WITNESSETH
WHEREAS, the Department desires to increase the application of the principles of urban and community
forestry by awarding funds to the Contractor (Subrecipient) for the specific project set forth in grant application
Number 07-09, included herein as Exhibit A and by reference made a part hereof:
WHEREAS, the Catalog of Federal Domestic Assistance (CFDA) number is 10.664;
WHEREAS. the six digit Department of Management Services' class/group code commodity catalog
control number is 991-365.
WHEREAS, the Department and the Contractor are of the opinion that the citizens of the state would
benefit from the implementation of urban and community forestry projects that improve our communities
through the proper care of trees and related plant materials;
WHEREAS, the Contractor by Resolution No. N/A, dated N/A, has indicated its support of the grant
application and authorized its officers to execute this Agreement on its behalf; agree as follows:
A. Failure by the Contractor to sign and return this agreement, within 60 days upon receipt of the
agreement, shall constitute forfeiture of the award.
S. The contract is valid upon execution through September 30, 2009.
C. The Contractor has estimated the project cost to be $ as shown on the grant
application budget sheet attached as Exhibit B. The Department agrees to reimburse to the
Contractor the total sum of $ or fifty percent (50%) of the final approved project
costs, whichever is less (the "Grant Amount''). The Grant Amount is limited to only those items
which are directly related to this project as described in Exhibits "A" and "SIl. Project costs for
which the applicant has already received reimbursement from any other source are not eligible for
funding under this grant.
D. The Contractor agrees to maintain plant materials established as a part of the project for a period
of three years and enter into an agreement which designates and sets forth the duties and
responsibilities of the parties in maintaining the project.
E. The project to be performed by the Contractor shall be subject to periodic inspections by the
Department. The Contractor shall not change or deviate from the project without written approval
by the Department.
F. The Contractor agrees to submit to the Department an interim report on project accomplishments
quarterly (September 30, 2008, December 31, 2008, March 31, 2009, June 30, 3209, etc.).
Failure to submit a required report or submission of an unsatisfactory report is sufficient grounds
for termination of this agreement.
-
45
BID NUMBER: RFP/DF-G9/10-59
Agenda Item No. 1681
April 27, 2010
OPENING DATE: APRIL 2, 2010 @2~ffii~.&t66
G. Reimbursements can be made on a quarterly basis, if requested. No advance payments will be
provided. Applicants must submit a completed reimbursement summary (Attachment K) sheet to
the Department with sufficient attachments to verify the claims made. These may include invoices,
receipts, canceled checks, payroll log sheets, etc. No more than 75 percent of the grant amount
will be paid to the Contractor prior to the submission of a completed Certification of Acceptance
endorsed by the Department.
The final payment shall be made once the following documents are received:
(1) Certification of Acceptance endorsed by a Division of Forestry official.
(2) Final Reimbursement Summary Sheet with attached backup documentation.
(3) Brief narrative summarizing project accomplishment.
(4) News release to be submitted to a local publication crediting the U.S. Forest Service for providing
funding.
For installed plant materials, a sixty (60) day grow-in-period will be required after project completion.
Certification of Acceptance by the Department may be requested sixty (60) days after project completion.
H. The Contractor must submit the final claim for reimbursement to the Department on or before
November 15,2009.
I. The Contractor acknowledges and agrees that public use of all reports or other printed material,
videos, audio recordings, films and photographs produced as part of this project shall not be
restricted under the copyright laws of the United States of America. All products (brochures, signs,
videos, etc.) funded by the Urban and Community Forestry Grant must display a statement that the
material has been prepared using Urban and Community Forestry grant funds received through the
U.S. Forest Service.
Section 215.422, Florida Statutes, provides that agencies have five (5) working days to inspect and
approve goods and services, unless bid specifications or the purChase order specifies otherwise. With the
exception of payments to health care providers for hospital, medical, or other health care services, if payment
is not available within 40 days, measured from the latter of the date the invoice was received or the goods or
services are received, inspected and approved, a separate interest penalty set by the Chief Financial Officer
pursuant to Section 55.03, Florida Statutes, will be due and payable in addition to the invoice amount. To
obtain the applicable interest rate, please contact the Agency's Fiscal Section at (850) 488-2020 or Purchasing
Office at (850) 617-7181. Invoices returned to an Entity (Subrecipient) due to preparation errors will result in a
payment delay. Invoice payment requirements do not start until a properly completed invoice is provided to the
Department.
Bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a
proper pre-audit and post-audit thereof. Expenses associated with travel and per diem are not eligible.
Purchases of $2,500 to $25,000 shall be carried out documenting two or more written quotations or
written record of telephone quotations or informal bids to be opened upon receipt, whenever practical.
Competitive sealed bidding is required for all purchases exceeding $25,000. Justification must be provided for
a sole source. award or for an award to a vendor other than the vendor submitting the lowest bid or quote.
A Vendor Ombudsman has been established within the Department of Financial Services. The duties of
this individual include acting as an advocate for Contractors who may be experiencing problems in obtaining
timely payment(s) from a state agency. The Vendor Ombudsman may be contacted at (850) 413-5516 or by
calling the Department of Financial Services' Hotline, 1-800-342-2762.
This Agreement may be terminated under anyone of the following conditions:
46
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27,2010
Pa9-e 48 of 66
OPENING DATE: APRIL 2,2010 @2:O0 P.M.
A. The Department may terminate this contract at any time in the event of the default or failure of the
Contractor to fulfill any of its obligations hereunder. Prior to the exercise of any remedy provided
for herein, the Department shall provide thirty (30) calendar days written notice of default and shall
provide the Contractor the opportunity to cure such failure or default within said thirty (30) day
period. Upon the failure or inability to cure, the Department shall have all rights and remedies
provided at law or in equity, including without limitation the following:
1. Temporarily withhold cash payments pending correction of the deficiency by the Contractor.
2. Disallow all or part of the cost of the services not in compliance.
3. Wholly or partly suspend or terminate this contract.
B. The Department of Agriculture and Consumer Services shall have the right of unilateral
cancellation for refusal by the Contractor to allow public access to all documents, papers, letters or
other material made or received by the Contractor in conjunction with the contract, unless the
records are exempt from s. 24(a) of Article I of the State Constitution and s. 119.07(1), Florida
Statutes.
C. By either party following sixty (60) calendar days written notice.
In the event this Agreement is terminated before the Department has paid the Contractor the entire Grant
Amount, then the Department agrees to pay the Contractor the entire Grant amount, if the project has been
completed. If the project has not been completed, the Department shall pay to the Contractor a percentage of
the Grant amount equal to the percentage of the project's completion.
Extension of a contract for contractual services shall be in writing for a single period only not to exceed
six (6) months and shall be subject to the same terms and conditions set forth in the initial contract. There
shall be only one extension of a contract unless the failure to meet the criteria set forth in the contract for
completion of the contract is due to events beyond the control of the Contractor. If initially competitively
procured, contracts for contractual services may be renewed on a yearly basis for no more than three (3)
years, or for a period no longer than the original contract, whichever period is longer. Renewal of a contract for
contractual services shall be in writing and shall be subject to the same terms and conditions set forth in the
initial contract. Renewals shall be contingent upon satisfactory performance evaluations by the Department.
Renewal costs may not be charged by the Contractor.
It is mutually understood and agreed that this contract is:
A. Subject to the provisions of Section 287.058, Florida Statutes, and the State of Florida's
performance and obligation to pay under this contract is contingent upon an annual appropriation
by the Legislature as provided in Section 287.0582, Florida Statutes.
B. Subject to the approval of the State Chief Financial Officer (Department of Financial Services).
It is mutually understood and agreed that if this contract disburses grants and aids appropriations, it is:
Subject to the requirements of Section 216.347, Florida Statutes, a state agency, a water management
district, or the judicial branch may not authorize or make any disbursement of grants and aids
appropriations pursuant to a contract or grant to any person or organization unless the terms of the grant
or contract prohibit the expenditure of funds for the purpose of lobbying the Legislature, the judicial
branch, or a state agency.
The following provisions of A through K are not applicable to procurement contracts used to buy goods
or services from vendors, but are only applicable to a Contractor subject to the Florida Single Audit Act.
47
BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27, 2010
Pa9-e 49 of 66
OPENING DATE: APRIL 2,2010@2:1)0 P.M.
A. There are uniform state audit requirements for state financial assistance provided by state
agencies to Nonstate entities to carry out state projects in accordance with and subject to
requirements of Section 215.97, Florida Statutes (F.S.), which may be applicable to and binding
upon Recipient. Nonstate entity means a local governmental entity, nonprofit organization, or
for-profit organization that receives state resources. Recipient means a Nonstate entity that
receives state financial assistance directly from a state awarding agency.
B. In the event that the Recipient expends a total amount of state financial assistance equal to or in
excess of $500,000 in any fiscal year of such Recipient, the Recipient must have a state single or
project-specific audit conducted for such fiscal year in accordance with Section 215.97, F.S.,
applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental
entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. Exhibit 2
to this agreement indicates state financial assistance awarded through this Department resource
by this agreement. In determining the state financial assistance expended in its fiscal year, the
Recipient shall consider all sources of state financial assistance, including state financial
assistance received from this Department resource, other state agencies, and other Nonstate
agencies. State financial assistance does not include Federal direct or pass-through awards and
resources received by a Nonstate entity for Federal program matching requirements.
C. Audits conducted pursuant to Section 215.97, F.S., shall be: (1) performed annually, and
conducted by independent auditors in accordance with auditing standards as stated in Chapters
10.550 (local governmental entities) or 10.650 ( nonprofit and for-profit organizations), Rules of the
Auditor General.
D. Regardless of the amount of the state financial assistance, the proviSions of Section 215.97, F.S.,
do not exempt a Nonstate entity from compliance with provisions of law relating to maintaining
records concerning state financial assistance to such Nonstate entity or allowing access and
examination of those records by the state awarding agency, the Chief Financial Officer, or the
Auditor General.
E. If the Recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit
conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. If
the Nonstate entity does not meet the threshold requiring the state single audit, such Nonstate
entity must meet terms and conditions specified in this written agreement with the state awarding
agency. In the event that the Recipient expends less than $500,000 in state financial assistance in
its fiscal year and elects to have an audit conducted in accordance with the provision of Section
215.97, F.S., the cost of the audit must be paid from the Nonstate entity's resources (Le., the cost
of such an audit must be paid from the Recipient's resources obtained from other than state
entities).
F. Each state awarding agency shall:
(1) Provide to a Recipient, information needed by the Recipient to comply with the requirements
of Section 215.97, F.S.
(2) Require the Recipient, as a condition of receiving state financial assistance, to allow the state
awarding agency, the Chief Financial Officer, and the Auditor General access to the
Recipient's records and the Recipient's independent auditor's working papers as necessary
for complying with the requirements of Section 215.97, F.S. The Recipient is required to
retain sufficient records demonstrating its compliance with the terms of this agreement for a
period of three years from the date the audit report is issued, and shall allow the department
of Agriculture and Consumer Services or its designee, access to such records upon request.
(3) Notify the Recipient that Section 215.97, F.S., does not limit the authority of the state
awarding agency to conduct or arrange for the conduct of additional audits or evaluations of
state financial assistance or limit the authority of any state agency Inspector General, the
48
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 50 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
Auditor General, or any other state official.
(4) Be provided by Recipient one copy of each financial reporting package prepared in
accordance with the requirements of Section 215.97, F.S. The financial reporting package
means the non-state entities financial reports, management letter, auditee's written
responses or corrective action plan, correspondence on the follow-up of prior years '
corrective actions taken, and such other information determined by the Auditor General to be
necessary and consistent with the purposes of Section 215.97, F.S. Copies of the financial
reporting package required by this agreement shall be submitted by or on behalf of the
Recipient directly to each of the following: .
(a) The Department of Agriculture and Consumer Services
Division of Administration
509 Mayo Building
407 South Calhoun Street
Tallahassee, FL 32399-0800
(b) The Auditor General's Office at the following address:
State of Florida Auditor General
Room 401, Claude Pepper Building
111 West Madison Street
Tallahassee, FL 32399-1450
G. Any reports, management letters, or other information required to be submitted to the Department
of Agriculture and Consumer Services pursuant to this agreement shall be submitted timely in
accordance with Florida Statutes, and Chapter 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
H. The Recipient shall maintain sufficient records demonstrating its compliance with the terms of this
agreement for a period of five (5) years from the date the audit report is issued, and shall allow the
Department of Agriculture and Consumer Services, or its designee, Chief Financial Officer, or
Auditor General access to such records upon request. The Recipient shall ensure that audit
working papers are made available to the Department, or its designee, Chief Financial Officer, or
Auditor General upon request for a period of five (5) years from the date the audit report is issued,
unless extended in writing by the Department.
I. The Recipient shall be required to ensure expenditures of state financial assistance be in
compliance with laws, rules, and regulations applicable to expenditures of state funds, including,
but not limited to, the Reference Guide for State Expenditures (DFS).
J. The Recipient agrees that this agreement may be charged only with allowable costs resulting from
obligations incurred during the term of this agreement.
K. The Recipient agrees that any balances of unobligated cash that have been advanced or paid that
is not authorized to be retained for direct program costs in a subsequent period must be refunded
to the state.
The following provisions of A through H are applicable regarding the administration of resources
provided by the Department to the Recipient of Federal Funds. Those provisions are applicable if the
Recipient is a state or local government or a nonprofit organization as defined in OMB Circular A-133, as
revised.
A.
In the event that the Recipient expends $500,000 or more in Federal awards in its fiscal year, the
Recipient must have a single or program-specific audit conducted in accordance with the
provisions of OMB Circular A-133, as revised. Exhibit 2 to this agreement indicates Federal
resources awarded through this Department by this agreement. In determining the Federal awards
-
49
BID NUMBER: RFP/DF-09/10-59
Agenda Item No. 1681
April 27, 2010
. Page 51 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
expen'ded in its fiscal year, the Recipient shall consider all sources of Federal awards, including
Federal resources received from this Department. The determination of amounts of federal awards
expended should be in accordance with the guidelines established by OMS Circular A-133, as
revised. An audit of the Recipient conducted by the Auditor General in accordance with provisions
of OMS Circular A-133, as revised, will meet these requirements.
B. In connection with these audit requirements, the Recipient shall fulfill the requirements relative to
auditee responsibilities as provided in Subpart C of OMS Circular A-133, as revised.
C. If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted
in accordance with the provisions of OMS Circular A-133, as revised, is not required. In the event
that the Recipient expends less than $500,000 in federal awards in its fiscal year and elects to
have an audit conducted in accordance with provisions of OMS Circular A-133, as revised, the cost
of the. audit must be paid from the non-federal resources (Le., the cost of such an audit must be
paid from the Recipient resources obtainedfrom other than Federal entities).
D. Copies ofreporting packages for audits conducted in accordance with OMS CircularA-133, as
revised, and required by this agreement shall be submitted when required by Section .320(d), OMS
Circular A-133, as revised, by or on behalf of the Recipient directly to each of the following:
(a) The Department of Agriculture and Consumer Services
Division of Administration
509 Mayo Building
407 South Calhoun Street
Tallahassee, Florida 32399-0800
(b) The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the
number of copies required by Sections ,320(d)(1) and (2), OMB Circular A-133, as
revised, should be submitted to the Federal Audit Clearinghouse) at the following
address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
(c) Other federal agencies and pass-through entities in accordance with Sections .320(c)
and (t), OMB Circular A-133, as revised,
E. Pursuant to Section .320(t), OMB Circular A-133, as revised, the Recipient shall submit a copy of
the reporting package described in Section .320(c), OMB Circular A-133, as revised, and any
management letter issued by the Auditor, to the Department of Agriculture and Consumer Services
at the following address:
The Department of Agriculture and Consumer Services
509 Mayo Building .
407 South Calhoun Street
Tallahassee, Florida 32399-0800
F. Any reports, management letters, or other information required to be submitted to the Department
of Agriculture and Consumer Services pursuant to this agreement shall be submitted timely in
accordance with OMB Circular A-133, as revised. .
G. Recipients, when submitting financial reporting paCkages to the Department of Agriculture and
Consumer Services for audits done in accordance with OMB Circular A-133, as revised, should
50
BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27, 2010
Page 52 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
indicate the date that the reporting package was delivered to the Recipient in correspondence
accompanying the reporting package.
H. The Recipient shall maintain sufficient records demonstrating its compliance with the terms of this
agreement for a period of five (5) years from the date the audit report is issued, and shall allow the
Department of Agriculture and Consumer Services, or its designee, Chief Financial Officer, or
Auditor General access to such records upon request. The Recipient shall ensure that audit
working papers are made available to the Department, or its designee, Chief Financial Officer, or
Auditor General upon request for a period of five (5) years from the date the audit report is issued,
unless extended in writing by the Department.
It is expressly understood and agreed that any articles that are the subject of, or required to carry out,
this contract shall be purchased from a nonprofit agency for the blind or for the severely handicapped that is
qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures set
forth in Section 413.036(1) and (2), Florida Statutes; and for purposes of this contract the person, firm, or other
business entity carrying out the provisions of this contract shall be deemed to be substituted for the state
agency insofar as dealings with such qualified nonprofit agency are concerned. Available products, pricing
and delivery information may be obtained by contacting: RESPECT of Florida, 2475 Apalachee Parkway,
Suite 205, Tallahassee, Florida 32301-4946, telephone number (850) 487-1471 and fax number (850)
656-0168.
It is expressly understood and agreed that any articles which are the subject of, or required to carry out,
this contract shall be purchased from the corporation identified under Chapter 946, Florida Statutes, in the
same manner and under the same procedures set forth in Section 946.515(2) and (4), Florida Statutes; and for
the purposes of this contract the person, firm, or other business entity carrying out the provisions of this
contract shall be deemed to be substituted for this Agency insofar as dealings with such corporation are
concerned. The "corporation identified" is Prison Rehabilitative Industries and Diversified Enterprises,
Incorporated. Available products, pricing and delivery schedules may be obtained by contacting: PRIDE of
Florida, 12425 28th Street, North, St. Petersburg, Florida 33716, telephone number (727) 572-1987.
The Contractor is informed that a person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on an agreement to provide any gOOds or
services to a public entity, may not submit a bid on an agreement with a pUblic entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a public entity, may
not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an agreement
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 for a period of 36 months from the date of
being placed on the convicted vendor list.
The Contractor is informed that the employment of unauthorized aliens by any Entity (Subrecipient) is
considered a violation of Section 274A(e) of the Immigration and Nationalization Act. If the Contractor
knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this
agreement.
The Contractor is informed that an entity or affiliate who has been placed in the discriminatory vendor list
may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a
contract with a public entity for the construction or repair of a public building or public work, may not submit
bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier,
subcontractor, or consultant under contract with any public entity, and may not transact business with any
public entity.
In accordance with Federal law and U.S. Department of Agriculture (USDA) policy, this Contractor is
prohibited from discriminating on the basis of race, sex, religion, color, national origin, age or disability and
shall comply with all applicable state and federal laws and regulations related thereto, including without .
limitation, the Americans with Disabilities Act (42 USC 12101 et. Seq.); Section 504 of the Rehabilitation Act of
1973 (29 USC 795); and the Age Discrimination Act of 1975 (42 USC 6101-6107). To file a complaint of
51
BID NUMBER: RFPIDF-09110-59
Agenda Item No, 1681
April 27, 2010
Page 53 of 66
OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
discrimination, write USDA, Director, Office of Civil Rights, Room 326 W, Whitten Building, 1400 Independence
Avenue, SW, Washington, DC, 20250-9410, or call (202)720-5964 (voice and TDD). USDA is an equal
opportunity provider and employer. All products (brochures, signs, videos, etc.) funded by the Urban and
Community Forestry Grant must display a statement that the grant recipient is an equal opportunity provider.
In accordance with Florida Statute 768.28, the Contractor Covenants and agrees that it shall indemnify
and hold harmless the Department and all of the Department's officers, agents and employees from any claim,
action, neglect or omission by the Contractor during the performance of the Agreements, whether direct or
indirect, and whether any person or property to which the Department or said parties may be subject, except
that neither the Contractor nor any of its sub-contractors shall be liable under this paragraph for damages
arising out of injury or damage to persons or property directly caused or resulting from the sole negligence of
the Department or any of its officers, agents or employees.
In the event that two or more documents combine to form this agreement between the parties, including
future amendments and addenda, and in the event that there are contradictory or conflicting clauses or
requirements in these documents, the provisions of the document(s) prepared by the Department of
Agriculture and Consumer Services Contract shall be controlling.
All contracts entered into by the Department of Agriculture and Consumer Services or any Division or
Bureau thereof, are and shall be controlled by Florida law, contrary provisions notwithstanding.
In the event that any clause or requirement of this agreement is contradictory to, or conflicts with the
requirements of Florida law, including, but not limited to requirements regarding contracts with Florida's
governmental agencies, the offending clause or requirement shall be without force and effect and the
requirements of the Florida Statutes and rules promulgated thereunder on the same subject shall substitute for
that clause or requirement and be binding on all parties to this contract.
As applicable under Florida Statute 768.28, each party will be liable under this paragraph for damages
arising out of injury or damage to persons or property directly caused or resulting from the negligence of such
party or any of its officers, agents or employees.
All notices, demands, requests or other instruments to the Department shall be addressed to:
Mr. Charlie Marcus
Forest Management Bureau
3125 Conner Boulevard, Suite R-8
Tallahassee, Florida 32399-1650
All notices, demands, requests or other instruments to the Contractor shall be addressed to:
Ms. Corrine Lajoie
City of Dania Beach
100 W. Dania Beach Boulevard
Dania Beach, FL 33004
Signed by parties to this agreement:
DEPARTMENT OF AGRICULTURE AND
CONSUMER SERVICES
CONTRACTOR
Signature
Signature
Title
Title
Date
Date
52
Agenda Item No. 1681
April 27, 2010
Page 54 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
FEDERAL RESOURCES A WARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING:
BID NUMBER: RFP/DF-09/10-59
NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the same information shown
below for each Federal program and show total Federal resources awarded
Federal Program (list Federal agency, Catalog of Federal Domestic Assistance title and number)-
$ (amount) .
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS AGREEMENT ARE AS FOLLOWS:
NOTE: If the resources awarded to the recipient represent more than one Federal program, list applicable compliance requirements
for each Federal program in the same manner as shown below.
Federal Program.'
List applicable compliance requirements as follows:
J. First applicable compliance requirement (e.g., what services/purposes resources must be usedfor).
2. Second applicable compliance requirement (e.g., eligibility requirements for recipients of the resources),
3. Etc.
NOTE: Instead of listing the specific compliance requirements as shown above, the State awarding agency may elect to use language
that requires the recipient to comply with the requirements of applicable provisions of specific laws, rules, regulations, etc. For
example, for Federal Program I, the language may state that the recipient must comply with a specific law(s), rulers), or
regulation(s) that pertains to how the awarded resources must be used or how eligibility determinations are to be made, The State
awarding agency, if practical, may want to attach a copy of the specific law, rule, or regulation referred to.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF
THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
NOTE: If the resources awarded to the recipient for matchinf! represent more than one Federal orOf!ram. provide the same
information shawn below for each Federal prOf!ram and show the total State resources awarded for matchinf!.
Federal Prof!ram (/ist Federal af!encv. Catalof! of Federal Domestic Assistance title and number)-
$ (amount) .
SUBJECT TO SECTION 215.97. FLORIDA STATUTES:
NOTE: If the resources awarded to the recivient revresent more than one State oroiect. vrovide the same information shown below
for each State lH'oiect and show total state financial assistance awarded that is subiect to Section 215.97. Florida Statutes.
State Project (list State awarding agency, Catalog of State Financial Assistance title and number) -
$ (amount)
DACS-01085 REV. 1lI07
DFS-A2-CL
July 2005
Rule 691-5.006, FAC
53
BID NUMBER: RFPIDF-09110-59
Agenda Item No. 1681
April 27, 2010
Page 55 of 66
OPENING DATE: APRIL 2, 2010@2:00 P.M.
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
NOTE: List applicable compliance requirements in the same manner as illustrated above for Federal resources. For
matching resources provided by the Department of"ABC"for Federal programs, the requirements might be similar to
the requirements for the applicable Federal programs, Also, to the extent that diffirent requirements pertain to
different amounts of the non-Federal resources, there may be more than one grouping (i.e" 1,2,3, etc.) listed under
this category.
NOTE: Section .400(d) ofOMB Circular A-133, as revised, and Section 215.97(5), Florida Statutes, require that the
information about Federal Programs and State Projects included in Exhibit 1 be provided to the recipient,
DACS-OI085 REV. 11/07
DFS-A2-CL
July 2005
Rule 691-5,006, FAC
54
BID NUMBER: RFP/DF~09/10-59
URBAN AND COMMUNITY FORESTRY GRANT
MAINTENANCE MEMORANDUM OF AGREEMENT
This agreement, made and entered into this the day of ,20,
by and between the DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES, State of
Florida, hereinafter called the Department and the Miami-Dade County, hereinafter called the
Contractor.
WITNESSETH
WHEREAS, the Department desires to increase the general level of knowledge of the
principles of urban and community forestry by awarding funds to the Contractor for the
establishment of a demonstration tree planting project as outlined in the Urban and Community
Forestry grant application Number 06-34 and Grant Memorandum of Agreement (the Grant
Agreement) attached hereto as Exhibit "1" and by reference made a part hereof;
WHEREAS, the Contractor agreed in the Grant Agreement to maintain the project as
described in the Grant Application;
WHEREAS, the Contractor by Resolution desires to enter into this Agreement and authorizes
its officers to do so.
NOW THEREFORE, herein and in Exhibit "1", the Grant Memorandum of Agreement, the
parties covenant and agree as follows:
A. The Contractor shall maintain the project in a responsible manner and with due care in
accordance with the below listed Project Standards for the property at the following
location:
1 mile secment of County R.O.W, on S,W, 56th Street (Miller Drive) between SR 826
and 117th Avenue.
Specifically, the Contractor accepts the below listed responsibilities and duties:
(1) All planting stock or replacement must be Florida Grade #1 or better.
(2) Proper watering and proper fertilization of all treeslplants.
(3) Keeping treeslplants as free as practicable from disease and harmful insects;
(4) Proper mulching of trees and/or planting beds;
(5) Keeping the premises free of weeds;
(6) Mowing and/or cutting grasses to the proper length;
(7) Proper pruning of all trees which includes; removing dead or disease parts of
trees or (ii) pruning such parts thereof which present a hazard;
-
55
BID NUMBER: RFPIDF-09110-59
Agenda Item No, 1681
April 27, 2010
Page 57 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
(8)
Removing and replacing dead or diseased trees/plants in their entirety, or
removing and replacing those that fall below original Project Standards.
(9)
Following the Planting and Maintenance Guidelines as included herein as Exhibit
A.
The Contractor agrees to repair, or remove and replace at its own expense all or part
of the project that falls below Project Standards. In the event any part or parts of the
project, including all plants, must be removed and replaced for whatever reason, then
they shall be replaced with the same grade, size and specification as provided in the
original plans for the project. Furthermore, the Contractor shall keep litter removed
from the project area. The above named functions to be performed by the Contractor
shall be subject to periodic inspections by the Department. It is the intent of the parties
that the Contractor shall be the owner of the planting and other installations included
and stipulated in the grant application comprising the project.
B, The terms of this Agreement commence on the date of Certification of Acceptance and
continue for a period of three (3) years.
C. In the event this Agreement is terminated in accordance with the provisions provided in
Exhibit 1, then the Contractor shall refund to the Department a pro-rated portion of the
grant award based upon the following schedule:
(1) If this agreement is terminated within one year of this agreement, 75 percent of
the grant award;
(2) If this agreement is terminated during the second year of this agreement, 50
percent of the grant award;
(3) If this agreement is terminated during the third year of this agreement, 25 percent
of the grant award.
D. This Agreement, together with the Urban and Community Forestry Grant Memorandum
of Agreement, embodies the entire agreement and understanding between the parties
hereto and there are no other agreements or understandings, oral or written, with
reference to the subject matter hereof that are not superseded hereby,
Signed by parties to this agreement:
DEPARTMENT OF AGRICULTURE AND
CONSUMER SERVICES
CONTRACTOR
Signature
Signature
Title
Title
Date
Date
FEID Number of Social Security Number
56
BID NUMBER: RFP/DF-09110-59
Agenda Item No, 1681
April 27, 2010
Page 58 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
EXHIBIT - 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the same
information shawn belaw for each Federal program and shaw total Federal resources awarded
Federal Program (list Federal agency, Catalog of Federal Domestic Assistance title and number)-
$ (amount)
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
NOTE: If the resources awarded to the recipient represent more than one Federal program, list applicable compliance
requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements asfollows:
1. First applicable compliance requirement (e.g., what services/purposes resources must be usedfor).
2, Second applicable compliance requirement (e.g., eligibility requirements for recipients of the resources),
3. Etc.
NOTE: Instead of listing the specific compliance requirements as shawn above, the State awarding agency may elect to
use language that requires the recipient to comply with the requirements of applicable provisions of specific laws,
rules, regulations, etc, For example, for Federal Program 1, the language may state that the recipient must comply
with a specific law(s}, rulers), or regulation(s) that pertains to how the awarded resources must be used or how
eligibility determinations are to be made. The State awarding agency, if practical, may want to attach a copy of the
specific law, rule, or regulation referred to.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
NOTE: If the resources awarded to the recioient for matchiniz reoresent more than one Federalorof!7'am. orovide the
same information shown below for each Federal orOf!7'am and show the total State resources awarded for matchinf!
Federal Prof!7'am (list Federal af!encv. Catalof! of Federal Domestic Assistance title and number) -
$ (amountJ
SUBJECT TO SECTION 215.97. FLORIDA STATUTES:
NOTE: If the resources awarded to the recioient reoresent more than one State project. orovide the same information
shown below for each State oro;ect and show total state financial assistance awarded that is subiect to Section 2 J 5. 97,
Florida Statutes,
State Project (list State awarding agency, Catalog of State Financial Assistance title and number)-
$ (amount)
DACS-OI085 REV, 11/07
DFS-A2-CL
July 2005
Rule 691-5.006, FAC
-
57
Agenda Item No, 16B 1
April 27, 2010
Pa~e 59 of 66
BID NUMBER: RFPIDF-09110-59 OPENING DATE: APRIL 2,2010 @2:00 P.M.
COMPL~NCEREQUmEMffiNTSAPPLICABLETOSTATERESOURCESAWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
NOTE: List applicable compliance requirements in the same manner as illustrated above for Federal resources. For
matching resources provided by the Department of''ABC"for Federal programs, the requirements might be similar to
the requirements for the applicable Federal programs. Also, to the extent that different requirements pertain to
different amounts of the non-Federal resources, there may be more than one grouping (i,e., 1, 2, 3, etc.) listed under
this category.
NOTE: Section .400(d) ofOMB Circular A-133, as revised, and Section 215.97(5), Florida Statutes, require that the
information about Federal Programs and State Projects included in Exhibit 1 be provided to the recipient.
DACS-OI085 REV. 11/07
DFS-A2-CL
July 2005
Rule 691-5.006, FAC
58
BID NUMBER: RFPIDF-09110-59
Agenda Item No. 1681
April 27,2010
Page 60 of 66
OPENING DATE: APRIL 2, 2010 @ 2:00 P.M.
ATTACHMENT K
REIMBURSEMENT SUMMARY SHEET
URBAN AND COMMUNITY FORESTRY GRANT PROGRAM
Name of Grantee: Contract No.
Item # Descriptions of Items or Services Purchased Grant Amount Match Amount
(Attach copies of canceled checks, receipts and
invoices)
Totals $12.250.00 $12.250.00
Remit payment to:
Collier County Board of County Commissioners
Altn: Altemative Transportation Modes Department
2885 South Horseshoe Drive
Naples. FL 34104
Note: Two or more written quotes, or a written record of telephone quotes, must be obtained (and
documented) for all individual purchaseslexpenditures over $2,500 and less than $25,000. Should verbal
quotes be received, name and address of company and dollar amount quoted shall be documented in writing.
Sealed bids are required for all purchases over $25,000,
y~
43;;~
AUTHORIZED SIGNATURE:
Grantee
Date
-
59
BID NUMBER: RFPIDF-09110-59
Agenda Item No. 1681
Apri/27,2010
Page 61 of 66
OPENING DATE: APRIL 2, 2010 @ Z:OO P.M.
ATTACHMENT L
Florida Division of Forestry
Urban Forestry Grant Project
Interim Status Report
Return to:
Kelly Boutwell
3125 Conner Blvd, Suite R
Tallahassee, FL 32399-1650
Fax: 850-921-8305
Project Status as of:
PLEASE RETURN BY 12131/10
(Date)
DOF Contract Number
Grant Recipient Name
Project Name
NamelPhone No. of Project Manager
Type of Entity (check one)
Local Government · .
Non-Profit Organization
. .
Educational Institution · ·
Date when the vendor to perform the project will belhas been selected:
Date:
Date when work on the project willlhas been completed:
Date:
Date when the project is scheduled to belhas been completed:
Date:
Date when claims have beenlwill be submitted for reimbursement:
Date:
Assistance needed from a DOF forester:
Technical Assistance on Project Site
. .
Technical Assistance on Urban Program
. .
Technical Assistance on Claim Process
. .
Certification of Completion/Acceptance
. .
Unforseen problems or circumstances:
Prepared By:
(Print Name)
(Signature)
60
BID NUMBER: RFP/DF-09/10-59
Agenda Item No, 1681
April 27, 2010
Page 62 of 66
OPENING DATE: APRIL 2,2010@2:00 P.M.
ATTACHMENT M
ALLOCATION OF GRANT FUNDS
POPULATION ZONE #1 COUNTIES $100.000
Escambia Liberty Suwannee Clay
Santa Rosa Franklin Hamilton St. Johns
Okaloosa Gadsden Columbia Levy
Walton Leon Gilchrist Putnam
Holmes Wakulla Baker Flagler
Washington Jefferson Union Marion
Bay Madison Bradford Volusia
Gulf Taylor Alachua Citrus
Calhoun Dixie Duval Hernando
Jackson Lafayette Nassau Pasco
Brevard Sumter Seminole
POPULATION ZONE #2 COUNTIES $100.000
Pinellas
Hillsborough
Polk
Orange
Osceola
Lake
Indian River
St. Lucie
Okeechobee
Highlands
Lee
Glades
Manatee
Hardee
DeSoto
Sarasota
Charlotte
POPULATION ZONE #3 $100.000
Collier
Hendry
Palm Beach
Broward
Dade
Monroe
Martin
-"
61
BID NUMBER: RFPIDF-Q9/10-59
Agenda Item No. 1681
April 27, 2010
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OPENING DATE: APRIL 2,2010 @ 2:00 P.M.
ATTACHMENT N
FLORIDA DIVISION OF FORESTRY
DISTRICTICENTER CONTACTS.
Note: Individual County Forester contact information is available on the website at www.fl-dof.com.
Blackwater Forestry Center (Escambia, Santa Rosa, Okaloosa Counties)
Center Manager - Tom Ledew
850/957-6140
Chipola River District (Bay, Calhoun, Gulf, liberty, Holmes, Jackson, Walton, Washington Counties)
District Manager - Joe Anderson
850/872-4175
Tallahassee District (Leon, Wakulla, Jefferson, Gadsden, Franklin Counties)
District Manager - Ken Weber
850/414-1131
Perry District (Taylor, Dixie, Madison, Lafayette Counties)
District Manager - Erin Albury
850/838-2290
Suwannee District (Columbia, Baker, Hamilton, Suwannee, Bradford, Union Counties)
District Manager - Sam Leneave
386/758-5700
Jacksonville District (Duval, Clay, Nassau Counties)
District Manager - Bruce Hill
904/266-5003
Waccasassa Center (Alachua, Marion, Gilchrist, Levy, Putnam Counties)
Center Manager - Don West
352/955-2005
Bunnell District (Volusia, St. Johns, Flagler Counties)
District Manager - Mike Kuypers
386/446-6787
Withlacoochee Forestry Center (Pasco, Sumter, Hernando, Lake, Citrus Counties)
Center Manager - Winnie Schreiber
352/754-6777
Orlando District (Orange, Osceola, Seminole, Brevard Counties)
District Manager - Sean Gallagher
407/251-2355
Lakeland District (Polk, Hillsborough, Pinellas Counties)
District Manager - Gary Zipprer
863/648-3163
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BID NUMBER: RFPIDF-09110-59
Agenda Item No, 1681
April 27, 2010
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Myakka River District (Manatee, Sarasota, Charlotte, DeSoto, Hardee Counties)
District Manager - Duane Weis
941/751-7629
Okeechobee District (St. Lucie, Martin, Indian River, Highlands, Glades, Okeechobee Counties)
District Manager - Jim Rath
863/462-5160
Caloosahatchee District (Lee, Collier, Hendry Counties)
District Manager - Hank Graham
239/694-2181
Everglades District (Palm Beach, Broward, Dade, Monroe Counties)
District Manager - David Crane
954/475-4120
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BID NUMBER: RFPIDF-09/10-59
Agenda Item No. 1681
April 27, 2010
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EXHIBIT A
PLANTING AND MAINTENANCE GUIDELINES
A. Planting
Site factors which influence long-term survivability should be considered: overhead and underground
utilities, sidewalks, sign conflicts, traffic visibility, light poles, right-of-way or site improvements, size of
planting space/site, etc.
All planting stock or replacement stock must be Florida Grade #1 or better.
All synthetic or non-biodegradable material such as nylon rope, synthetic wrap, treated burlap, etc, must
be removed from the root ball before planting. All biodegradable material should be removed from the
upper 1/3 of the root ball. Precautions should be taken to eliminate any material from extending above
the soil surface where it can act as a wick and dry the surrounding soil.
The planting hole should be at least 3-5 times the diameter of the root ball (where possible) and the
same deoth as the root ball.
Position the tree or palm in the center of the planting hole with the tree's root flare at or within two inches
above the surrounding soil surface.
Backfill with soil from the planting site, if it is not contaminated. All large rocks should be removed.
When the hole is half full, slowly water to saturate the soil and remove air pockets, then continue to fill
the hole with soil. It is not recommended that large amounts of organic matter be incorporated into the
backfill. Rake the soil evenly around the entire planting area.
Water thoroughly to remove air pockets, secure the soil around the roots, and provide nourishment.
B. Mulching
Mulch an area at least three times the diameter of the root ball to a depth of 2-4" with wood chips, bark
mulch, shredded mulch, leaves or pine needles. Keep the mulch several inches away from the tree or
palm trunk.
Replenish mulch as it decomposes maintaining a 2-4" layer over the life of the project.
C. Staking
Stake only if necessary; for example, if the tree or palm will not stand on its own due to potential
vandalism or strong winds.
Use flexible materials such as strapping or commercially available ties that give as the tree diameter
increases and as the tree moves, Biodegradable material is recommended,
Do not use wire even if the wire is inside rubber hosing.
Stakes and ties should remain on the trees no longer that one year to avoid girdling.
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D. Pruning
At the time of planting, only dead, damaged, rubbing or cross branches or fronds should be removed.
Remove sucker sprouts from the base of the tree after planting.
Corrective/structural pruning can begin approximately one year after planting. Do not remove more than
1/3 of the live crown during one growing season.
E. Watering
Follow the standard IFAS watering schedule for new tree plantings. Slow deep watering is
recommended.
Additional water may be needed during hot or dry periods.
As tree or palm growth progresses, be sure to water outward (away from the trunk) to the surrounding
soil area. This will promote the outward growth and spread of roots.
Various species of trees or palms and/or soil types may require varied degrees of watering. Soil
moisture and tree health should be monitored and irrigation adjusted accordingly. Non-irrigated sites
need to be monitored more closely.
F. Fertilizing
Begin a fertilization program within the first year of planting. Broadcast fertilizing or fertilizer
plugs/stakes are recommended.
Fertilize lightly after the first year using a balanced fertilizer (rates should be based on the size of the
tree or palm and any special nutrient requirements).
If micronutrient deficiencies are suspected, have a soil test completed and supplement the fertilization
program accordingly.
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