0269-K.pdf

Bid Template Revised November 2023

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

PURCHASING SECTION

June 10, 2025 INVITATION FOR BID Buyer: Brenda Crozier

The Department of Administration and Information, Purchasing Section, will receive bids through the Public Purchase On-Line

Bidding System on this form, until 2:00:00 p.m. on June 25, 20254, located at Park, Sheridan, Bighorn, Johnson and

Washakie Counties, Wyoming. TRANSPORTATION CHARGES PREPAID. All in accordance with bidding conditions, specifications and/or special provisions attached.

(For: Wyoming State Parks & Cultural Resources) Bid Number: 0269-K

TRAIL HEAD/ TRAIL BUILDING AND MAINTENANCE SERVICES

WYOMING DIVISION OF STATE PARKS, HISTORIC SITES AND TRAILS

1. DESCRIPTION OF TRAIL HEAD/TRAIL BUILDING AND MAINTENANCE SERVICES NEEDED

In order to provide high quality motorized trail heads and trail systems, the State of Wyoming, Department of State

Parks and Cultural Resources, Division of State Parks, Historic Sites and Trails – Off Road Vehicle/Snowmobile program (SPHST) is seeking qualified contractors who would be capable of providing trail/trailhead building and maintenance services. These services shall meet the Area Specific Specifications and Requirements for Trail /Trail head Building and maintenance outlined in Attachment A, as well as the General Trail Maintenance Requirements and Special Provisions for All Areas in Section 2 of this document. The areas within the State of Wyoming where these services are needed include: Trail and Trail heads located across Park, Sheridan, Bighorn, Johnson, Washakie Counties of Wyoming. The required services include:

CONTRACTOR REQUIRED TO PROVIDE ALL EQUIPMENT This is required.

Contractor Responsibilities

• Provide all required trail, trail head and trail head access road building and maintenance equipment including all heavy equipment and hand tools as outlined for each area in Attachment A. All equipment must meet SPHST minimum specifications and be capable of providing dependable, high-quality trail/trailhead building and maintenance under varying conditions in the assigned areas.

• Provide trail/trail head building and maintenance services on/in designated trails/trail heads within the State of

Wyoming.

• Provide Certificate of Good Standing in respect to any applicable employee unemployment insurance and workers’ compensation and proof of any required liability insurance.

• Work closely with SPHST and Forest Service staff to coordinate work schedules so that necessary provisions can be made to ensure all funds are maximized.

• Submit weekly progress reports along with weekly invoices broke down hourly between equipment used and ground laborer provided.

• Provide all operating costs for the trail/trail head building services including equipment acquisition, depreciation, maintenance, and repair; fuel; labor; insurance; etc. Contractor operating costs will be reimbursable and paid to

Contractor by the State at a bid rate of ‘per hour’ that will vary on type of equipment being used.

• Provide information regarding trail conditions to SPHST on a weekly basis to aid in program decision making and public information and education.

State Responsibilities

• Provide payment to the Contractor, paid at a bid rate of ‘per hour’ to cover the Contractor’s operating costs including equipment acquisition, depreciation, maintenance, and repair; fuel; labor; insurance; etc.

• Provide oversight and coordination of trail building projects.

• A regular inspection to ensure on the ground work has met all requirements set by the State of Wyoming and the

US Forest Service.

2. GENERAL TRAIL HEAD/TRAIL BUILDING AND MAINTENANCE REQUIREMENTS AND

SPECIAL PROVISIONS FOR ALL AREAS

A. Major Equipment Failure. In the case of major equipment failure, it is the responsibility of the Contractor to immediately contact the Field Operations Manager or their designee to ensure the Department can work with the

Contractor to get the equipment back in service or to pursue whatever other avenues may be required to get the project completed.

B. Abide by Operating Plan/Agreement with Appropriate Land Managers. The Contractor shall review and abide by all terms and conditions of the current Agreement in effect for this area between SPHST and the appropriate land manager(s).

C. Prior Approval Required for Alternate Trail Routing . Any alternate trail routing, establishment of additional trail routes, or any changes/additions to the agreed upon plans must be done with the prior approval of the Field

Operations Manager AND the appropriate land manager. It is the responsibility of the Field Operations Manager to receive the approval from the land managing agency. The approval will then be given in writing from the

Field Operations Manager to the Contractor, along with a map depicting the appropriate trail routes or changes/additions to the project.

D. Contractor’s Meeting. The Contractor shall be required to attend any meetings required by the Trails program at their sole expense. Failure on the part of the Contractor or their representative to fully participate in this meeting shall result in a $1000.00 penalty being deducted from their final payment.

E. Removal of Equipment. The Contractor shall not store equipment or supplies at public parking lots or staging areas during the project without the written permission of the appropriate land manager. Off-season storage at these sites shall not be allowed. Equipment may not be staged at any approved public site earlier than 15 days prior to the scheduled start of the project. All equipment must be removed from these sites no later than 15 days after the completion of the project. Failure upon the part of the Contractor to abide by this section may result in a penalty of up to $100 per day being assessed, with the penalty being deducted from any current or future payments due.

The State of Wyoming, Department of State Parks and Cultural Resources reserves the right to accept or reject any or all bids

The contract may be terminated by either party without cause with a thirty (30) day written notice, delivered by certified mail.

The contract will be on a ‘per hour worked’ basis this will be the primary payment method for any contract issued pursuant to this proposal. Secondary payment rates for trail maintenance will be included in the contract solely at the discretion of SPHST, based upon the price submitted for this work in the bid.

The contract will be for a one-year period, with an option to extend for up to four (4) additional one-year periods, by agreement of both parties in writing and subject to the required approvals. There is no right or expecta tion of extension and any extension will be determined solely at the discretion of the Department.

All information submitted by the bidder will be held in confidence and, if requested by the bidder in writing, will be released back to the applicant upon evaluation of the portfolio.

THIS CONTRACT SHALL BEGIN ONLY AFTER AN EXECUTED CONTRACT HAS BEEN PUT IN

PLACE BY THE STATE OF WYOMING, DEPARTMENT OF STATE PARKS AND CULTURAL

RESOURCES, DIVISION OF STATE PARKS, HISTORIC SITES AND TRAILS.

(FILL IN THIS FORM COMPLETELY) Date: _______________________________________

In compliance with the above, and subject to all the conditions hereof, the undersigned offers and agrees to furnish all items upon which prices are quoted, at the price set opposite each item; if this bid is accepted within __________ days from the date of opening.

The undersigned also agrees to make delivery, or render the service, within _________ days after receipt of the order.

The undersigned certifies that no Federal, State, County or Municipal tax is included in the above quoted prices and that none will be added.

(Company Name and Address)

(Company E-Mail Address) (Telephone Number)

(Company Representative - typed or printed) (Signature of Company Representative)

Sign bid and upload onto the Public Purchase site

VENDOR VERIFICATION

I certify under penalty of perjury, that I am a responsible official (as identified above) for the business entity described above as the bidder, that I have personally examined and am familiar with the information submitted in this disclosure and all attachments, and that the information is true, accurate and complete. I may be charged significant penalties for submitting false information, including criminal sanctions, which can lead to fines and/or imprisonment.

Signature Date

Name Title

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

ATTACHMENT A

DESCRIPTION OF TRAIL HEAD/ TRAIL BUILDING EQUIPMENT WITH SPECFIC TYPE OF

EQUIPMENT REQUIRED

AREA: STATE OF WYOMING, CONTRACTOR REQUIRED TO PROVIDE ALL EQUIPMENT

1. General Location of Area Encompassed. The general location of the trails/trail heads within this area include: Park, Sheridan, Bighorn, Johnson and Washakie Counties.

2. Required Base of Operations. Northern Wyoming / Park, Sheridan, Bighorn, Johnson, Washakie Counties

3. REQUIRED Trail Building, trail head/parking area building and maintenance Experience. A minimum of Ten (10) years of trail building and Road maintenance experience is required to bid on this contract.

4. Elevation. All equipment will be required to run at high elevations.

5. Trail/trail head Building and maintenance Equipment Specifications – All equipment required to be provided by Contractor. As specified or equivalent: Cat D4H dozer, T650/T76 tracked Bobcat skid loader, Mini Excavator Bobcat E-48/E-35, Front end loader Volvo L70 D, Motor grader John Deere 672G, Dump

Trailers, chain saws of all sizes, and all types of various hand tools needed for standard excavation projects.

Companies bidding on service contract are required to provide all equipment listed or equivalent to.

All equipment is required to be in proper operating condition with no mechanical issues or fluid leaks

• Trail/trail head building Funds Available for the 2025 Season: $75,000.00.

BID FORM

TO PROVIDE TRAIL HEAD/TRAIL BUILDING AND MAINTENANCE SERVICES FOR THE STATE OF

WYOMING

(Please complete a separate Bid Form for each area being bid.)

Bidder Name ________________________________________________ Phone ___________________________

Fax ________________________________________ E-Mail ___________________________________________

Mailing Address _______________________________________________________________________________

City _________________________________ State ________________________________ Zip _______________

Employer Identification #_______________________________________________________________________

Trail and Trail head Area Being Bid: Park, Johnson, Bighorn, Washakie, Sheridan Counties.

Provide complete answers regarding the following Qualifying Criteria. Failure to provide ALL information which is requested shall result in disqualification of the Bid.

QUALIFYING CRITERIA:

NOTE: Qualifying Criteria A REQUIRED if bidding.

A. Can provide Trail/trail head building and maintenance equipment which meet or exceed minimum specifications as outlined in Attachment A. Describe the Equipment you would use to provide the required services. IMPORTANT: Bidder must attach either a letter certifying that they currently own the equipment listed in their bid or they must attach a copy of a Purchase Agreement which shows they have completed a deal to acquire this equipment by November 1, 2025 contingent upon a successful award of this bid. Failure to provide proof of ownership or a purchase agreement shall result in disqualification of the bid. Attach additional sheets if necessary.

D4H Dozer or Equivalent:

Make___________________ Model_____________ Year______ Hours_____________

Required Safety Lights & Equip.____________________________

Overall Condition_______________________________

Additional Comments:

T76 Tracked Skid Loader or Equivalent:

Required Safety Lights & Equip.____________________________

Overall Condition_______________________________ Attachments______________________

E-48 Bobcat Mini Excavator or Equivalent:

Required Safety Lights & Equip.____________________________

Overall Condition_______________________________ Attachments_______________________________

E-35 Bobcat Mini Excavator or Equivalent:

Required Safety Lights & Equip.____________________________

L70 D Frontend loader or Equivalent:

Required Safety Lights & Equip.____________________________

Motor grader Deere 672G or Equivalent:

Required Safety Lights & Equip.____________________________

Dump Trailers:

Make___________________ Model_____________ Year______ Miles_____________

Required Safety Lights & Equip.____________________________

Overall Condition_______________________________

Provide a list of all trail/trail head building and maintenance hand tools and chain saws;

NOTE: Qualifying Criteria C and D are REQUIRED for all bidders.

C. Ability to provide a sound and reliable trail head/trail building Operations Plan and has a demonstrated knowledge of trail head/trail building and maintenance practices and procedures.

Answer the following:

A single contact person is required to coordinate contacts with SPHST and to provide information to SPHST in a timely manner.

Name of Single Contact Person: ______________________________________________________________

What Plan Will You Follow for Weekly Equipment Maintenance and Service: __________________________

Describe You/Your Staff’s Ability and Experience with Equipment Maintenance and Repair:

Number of Years Trail Building and Excavation Experience of the Principal/Owner: ____________________

Location(s) of Experience: ___________________________________________________________________

Proposed Base(s) of Operations: _______________________________________________________________

Summary of Past Experience and Knowledge of Trail Building and Maintenance: ____________

References: _______________________________________________________________________________

D. Ability to provide a timely Back-Up Plan in the case of primary equipment failure or primary operator absence. Answer the following:

Describe Your Plan for Back-Up Equipment: ____________________________________________________

Describe Your Plan for Back-Up Operator(s): ____________________________________________________

Proposed Maximum Time Frame to Have Back-Ups in Place: _______________________________________

SELECTION CRITERIA:

A. BID PRICE PER HOUR FOR EACH SINGLE PIECE OF EQUIPMENT:

NOTE: The lowest average bid price per hour will be the sole indicator (after a Bidder has qualified by meeting ALL Area Specific Minimum Specifications and Requirements) to determine award of this service contract. In the event of equal price bids, the lowest number of hours on Equipment and Experience judgments at the sole discretion of the Department will be used to break any price per hour ties.

1. Price per hour for D4H Dozer $____________________________________________________

(Written in Words and Number)

2. Price per hour for Tracked Skid Loader $____________________________________________

3. Price per hour for Mini Excavator $________________________________________________

4. Price per hour for Ground Laborers $_______________________________________________

AVERAGE PRICE PER HOUR: (Sum of Items 1 through 4 above, divided by 4)

I hereby certify that the above information provided by me for the Qualifying Criteria is accurate and truthful.

Signature of Bidder: ________________________________________________________________________

Date: _____________________________________

Questions shall be submitted individually through Public Purchase by 2:00 p.m. (Mountain Time), on June 18, 2025.

Questions submitted after the deadline may not be considered.