HomeMy WebLinkAboutExhibit 5BID NUMBER: RFPIDF-05106-95 OPENING DATE: APRIL 14, 2006 2:00 P.M.
REQUEST FOR PROPOSAL
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
DIVISION OF FORESTRY
2006 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 theimplementation of U&CF programs at the state level.
The National Association of State Foresters works closely with members of Congress, National Conservation
organizations and its federal partner, the USDA Forest Service, to provide for adequate Urban and Community
Forestry funding, a responsible national U&CF policy and progressive action 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 has 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 Iifespan 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, non-profit 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 2006. 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 Iimited 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, non-profit 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
except for programs that are determined by the Department to be statewide in impact.
Beginning in Fiscal Year 2006, 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.
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BID NUMBER: RFPIDF-05/06-95 OPENING DATE: APRIL 14, 20064 2:00 P.M.
4. Development and improvement 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.
Encouraging volunteer and citizen's group participation in these activities is also a key to program sucoess.
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 Eluilding, RoomSB-8,
Tallahassee, Florida, 32399-0800, (850) 488-7552.
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 FOACS or Department) to cooperate with local governments
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 his/her
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. "Non-profit 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.
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BID NUMBER: RFPIDF-05106-95 OPENING DATE: APRIL 14, 20064 2:00 P.M.
11. "RFP" means Request for Proposal.
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 $25,000. Maximum grant award to a single applicant is $25,000. The
minimum grant amount that may be requested is $2,000.
3. The maximum grant award for a Category 2, Demonstration or Site Specific Project is $10,000.
4. The maximum grant award for a Category 4 grant (Information and Education) is $10,000.
5. Grants are for projects not currently budgeted, and may not be used to replace existing commitments.
GRANT CATEGORIES
There are five grant categories:
1. Local Government Program Development or Improvement
2. Demonstration or Site Specific Projects
3. Non -Profit Administration
4. Information and Education
5. Urban Forestry or Arboriculture' Training
Category 1: Local Government Program Development or Improvement
Qualified Applicants: Local Governments, Educational Institutions and Native -American Tribal
Governments Only
This category is characterized by programs that focus on improved technical assistance in Urban and
Community Forestry. 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 accelerated 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 $25,000 in this category, which decreases to $15,000 the second year
and $10,000 the third year.
Subcategories:
1. Ordinance development or revision - includes costs associated with reproduction, mailing or consultant
fees to develop or revise a Tree Protection Ordinance.
2, Tree Inventories - for the development of a local tree inventory/hazardous tree inventory on non-federal
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BID NUMBER: RFPIDF-06/06-95 OPENING DATE: APRIL 14, 2006 @ 2:00 P.M.
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. Management plans - for the development of a management plan for the protection, preservation or
maintenance of urban trees on non-federal public properties.
4. Master plans - for the development of a local master plan, which addresses existing trees and proposed
additions to the vegetative canopy on public properties.
5. In-house training - for the development of (or improvement of) an in-house Urban and Community
Forestry training package.
6. Staffing - 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 10 be a continual funding source
for staffing. Staffing is limited to three grant years of funding from the U&CF grant unless the project has
statewide impact. Cost limits are described above.
7. Student internships - 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.
8. Equipment - for the purchase of any related equipment which will improve an existing Urban and
Community Forestry Program (example: water wagons or water trucks, tree spades, green house
equipment, shovels, hoses, etc.)
Category 2: Demonstration or Site Specific Projects
Qualified Applicants: Local Governments, Native -American Tribal Governments, Nonprofit Organizations
and Educational Institutions
This category is typified by the actual implementation of examples of applied urban forestry principles. Highest
priority will be given to the application of techniques which are highly visible and demonstrate correct Urban
Forestry principles. Species diversity, native species and site limitations should be considered when planning
a project. Total grants in category 2A (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 resolution 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.
Category 2 proposals must be for planting trees on non-federal public land or tribal community property.
Proposals which fail to comply with this requirement will be ruled ineligible. Planting sites must be located in
areas where the plantings will achieve the goals of this grant program.
Subcategories:
1. Demonstration tree/palm planting projects on Public Property - for the development and installation of
tree/palm planting projects which demonstrate urban forestry principles. Projects can demonstrate "right
tree - right place" 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 covers in conjunction
with the tree planting may only serve as a matching cost, and as such cannot be reimbursed. The
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BID NUMBER: RFP/DF-05/06-95 OPENING DATE: APRIL 14, 20064 2:00 P.M.
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. Priority for
these funds shall go to smaller, rural communities or underserved neighborhoods in larger cities.
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.
6. Trees listed on the Exotic Pest Plant Council's MOST RECENT list of Florida's Most Invasive
Species may not be planted as any part of this grant program; on the internet at
(www.fleppc.org ).
7. Maximum allowable cost per tree or palm is $350.00 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 the state right-of-way.
9. 'Successful applicants will not be reimbursed for the purchase of multi -stemmed trees without
prior approval from the Urban Forestry Coordinator.
10. A maximum of $12.00 per tree may be spent on planting materials and/or supplemental
watering during the 60 day grow -in period only.
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: (1) 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, (2) a location map, and (3) 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.
c. Demonstration maintenance projects - for the demonstration of correct/proper tree maintenance '
techniques that improve urban and community forests. The maximum grant award for
Demonstration maintenance projects is $10,000.
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BID NUMBER: RFP/DF-06/06-96 OPENING DATE: APRIL 14, 2006 @ 2:00 P.M.
Category 3: Nonprofit Administration
Qualified Applicants: 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 $25,000.
Subcategories:
1. Staffing - 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. Grant
funds may not be used to pay salaries/benefits for an existing full-time position. The U&CF grant is to
help nonprofit organizations be more effective and is not meant to be a continual funding source for
staffing. Grant awards for staffing of either local government programs or for non-profit administration
(categories 1-E and 3-A, respectfully) are limited to three years, unless the project has statewide impact
as determined by the Department. Funding is not guaranteed beyond one year at a time. Maximum
grant award for professional new staffing positions under categories 1-E and 3-A is as follows: First year,
$25,000; second year, $15,000; third year $10,000.
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.
NOTE: 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. (i.e., Urban and Community
Forestry technology transfer). The maximum grant award for this category is $10,000, and the minimum
$2000. Grant funds may not be used for personnel costs in this category.
Subcategories:
1. Educational programs - for the exhibition, purchase or development of materials for the benefit of public
education in Urban and Community Forestry.
2. Arbor Day Programs - for the development, planning, advertising and organizing of a local Arbor Day
Program.
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BID NUMBER: RFPIDF-05/06-96 OPENING DATE: APRIL 14, 20064 2:00 P.M.
3. Workshops/Training 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, audio/visual equipment rental and related expenses.
4. Youth programs - 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).
S. Volunteer training - for the development, production and presentation of an Urban and Community
Forestry Training Program to interested volunteers, individuals or organizations.
7. Brochures - for the purchase of existing technical brochures or the design, development, production or
mailing of an educational or informational brochure 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 educational/informational
exhibit which promotes the principles of Urban and Community Forestry.
9. Wildfire Safety/"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.
Category 6: Urban Forestry or Arboricultural Training
Qualified Applicants: Local Governments, Native -American Tribal Governments, Nonprofit Organizations
and Educational Institutions
This category is intended to provide cost -share funding for the development of new or additional. continuing
education courses or degree track educational courses in Urban Forestry or Arboriculture. Such programs may
contribute to an Associate of Science Degree at the Community College level or a Bachelor of Science Degree
at the College or University level or may be conducted by other organizations or agencies. Grant funds may
be used to pay instructors' salaries, purchase training
materials, pay travel expenses for instructors, or pay for meeting/classroom space. The maximum grant award
for this category is $25,000. Any registration fees or tuition collected must be used as a match or deducted
from the project costs before a reimbursement is calculated.
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. Where applicable, 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.
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BID NUMBER: RFP/DF-06106-96 OPENING DATE: APRIL 14, 2006 @ 2:00 P.M.
3. A budget detailing all costs of the project must be submitted with the proposal.
4. Signing and sealing of tree planting plans (site plans) submitted for consideration under this grant
program shall be in accordance with Section 481.329(7), Florida Statutes {Landscape Architecture).
5. Late proposals, email 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 evaluateeach proposal based upon how well the proposal meets the
purpose of the grant program. Maximum possible points: 150 points. A minimum score of 100 points, or
67% of the total possible score, is required to be considered eligible for funding.
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 orenhance
their community forestry program, and communities with populations of less than 35,000 inhabitants.
Applicants that have not received a U&CF Grant within the last three years, or those that are
applying to continue the second or third year of a grant -funded staff position will receive 15 points;
all other applicants will receive 10 points.
b. Urban Forestry Program Development - 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. Capacity enhancement is defined as either buildingycitizen or group
involvement in the program, supporting professional staff involvement, codifying municipal tree
management in a fair and concise manner, or planning efforts supported by data collection.
c. Demonstrated Need - 20 points maximum
Highest score will be given to proposals that demonstrate an economic need for oost- share dollars
and impact large numbers of people. In particular, smaller, rural. communities or underserved
neighborhoods in larger cities.
d. Well -Defined Goals and Objectives - 16 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 (planting) - 16 points maximum
Highest score will be given to proposals where at least three tree -species native to the area and
suitable for the site and objectives are planted; trees meet or exceed the minimum size listed in this
proposal, and provision is made for irrigating the trees during the initial establishment period.
Practices other than tree planting receive an automatic 15 points for thiscategory.
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BID NUMBER: RFP/DF-05/06-95 OPENING DATE: APRIL 14, 2006.4 2:00 P.M.
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.
h. Level of Community Involvement or Support - 15 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.
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. Completeness of Proposal - 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 City USA certification - 5 points
Indicates a community's commitment to sustaining their urban forestry program.
I. Tree City Growth Award Recipient - 5 points
Community demonstrates a sustained commitment to its urban forestry program:
m. Proposal specifies a Certified Arborist(s) or a graduate forester from an accredited four -year
Bachelor of Science in Forestry program will be involved in project implementation - 5 points
Indicates a community's commitment to the proper implementation of urban forestry practices.
n. New partnership established for project - 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 p'erlorm the
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BID NUMBER: RFPIDF-05106-95 OPENING DATE: APRIL 14, 2006 @ 2:00 P.M.
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, click on Business, Doing Business
with the State of Florida, Everything for Vendors and Customers, Vendor Bid System, Search Advertisements,
tabulation 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.
LATE PROPOSALS
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 applicable)
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 shall detail the responsibilities of the applicant, a schedule and
the terms of payment for the project (Attachment H).
• 2. The Maintenance Memorandum of Agreement (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 (Attachment I).
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 160) 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 June 1, 2005 and should schedule their projects accordingly.
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BID NUMBER: RFPIDF-05106-96 OPENING DATE: APRIL 14, 2O06 (§ 2:OO P.M.
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.
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 report showing the status of the project is due September 30, 2006, 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 30, 2007. All reimbursement claims must be submitted by
November 15, 2007.
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 2005, 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 J). 'FOACS 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 Educational Institutions
A-87 State and Local Governments
A-122 Non -Profit Organizations
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BID NUMBER: RFP/DF-05106-95 OPENING DATE: APRIL 14, 2406e 2:00 P.M.
These circulars are available on line at http://whitehouse.gov/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 mustbe
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.
METHOD OF REIMBURSEMENT
Reimbursements can be made on a quarterly basis, if requested. No advance payments will be provided.
Applicants must submit a completed reimbursement summary sheet 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
• Brief narrative summarizing project accomplishments.
• News release to be submitted to a local publication crediting the US Forest Service for providing funding.
• Letter of appreciation to the local congressional representative.
Upon receipt of these items in the Tallahassee State 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 Attachment 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 H and I) 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.
22
BID NUMBER: RFPIDF-05106-95 OPENING DATE: APRIL 14, 2006 2:00'P.M.
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
statement:
"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
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, of the Office of Management and Budget (OMB) 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. The latest version of the referenced circular is available for review by Proposers at the Department's
Purchasing Office.
23
BID NUMBER: RFP/DF-06/06.96 OPENING DATE: APRIL 14, 2006 @ 2:00 P.M.
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; AND DRUG -FREE WORKPLACE REQUIREMENTS, 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.
DRUG -FREE WORKPLACE
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 moreequal 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; and Drug -Free Workplace Requirements 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
TDD). 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 taw upon which the protest is filed.
24
BID NUMBER: REP/DF-05/06-95 OPENING DATE: APRIL 14, 2006a@ 2:00 P.M.
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.
QUESTIONS
Questions concerning the technical aspects of the proposal or the Applicants' Workshops should be directed to
the nearest FDACS, Division of Forestry office {see Attachment K, 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) 487-3727
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.
25
BID NUMBER: RFPIDF-05106-95
SCHEDULE OF EVENTS
February 13, 2006
April 14, 2006
May 1,2006
May 15, 2006
June 1, 2006
September 29, 2006
July 2, 2007
September 30, 2007
November 15, 2007
OPENING DATE: APRIL 14, 2006 aL� 2:00 P.M.
Notification of Availability of Request for Proposal mailed to all potential
applicants. RFP available for download at www.fl-dof.com.
Sealed proposals in response to RFP must be received by MACS
Purchasing office.
Evaluation of proposals.
Posting of Award on the Florida Bid System at htttifmvflorida.com, click
on Business, Doing Business with the State of Florida, Everything for.
Vendors and Customers, Vendor Bid System, Search Advertisements,
tabulation 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.
Expected grant agreement (contract) execution and authorization to begin.
Interim report due.
Deadline for submitting request for no -cost time extension.
Contract ending date.
Deadline for final reimbursement claims.
26
BID NUMBER: RFPIDF-05106-95 OPENING DATE: APRIL 14, 20064 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
Attachment E - Budget
Attachment F - Example Urban and Community Forestry Grant Proposal
Attachment G - Example Urban and Community Forestry Grant Resolution
Attachment H - Draft Urban and Community Forestry (U&CF) Grant Memorandum of Agreement (MCA)
Attachment I - Draft Urban and community Forestry lU&CF) Grant Maintenance Memorandum of
Agreement (MMOA)
Attachment J- Allocation of U&CF Funds
Attachment K - Division of Forestry Local Contacts
10