ATTCH_01_-_2019TransportationContractSpecs-PWS.pdf

Attachment 01 12034319Q0015

PERFORMANCE WORK STATEMENT

12/18/2018

PROJECT WORK STATEMENT

Scope of Work: The services covered in this contract requires the contractor to provide the management, supervision, manpower, equipment and supplies (except those supplies specified as Government Furnished Property) and incidentals necessary to perform Transportation services.

Description This contract is for the transportation of perishable Nursery stock in refrigerated vehicles from the Coeur d’Alene Nursery located in Coeur d’Alene, Idaho to various destinations throughout Idaho and Montana, with possible deliveries to Oregon, Washington, Utah, Wyoming, Arizona, California and other locations as deemed necessary.

1 – SPECIFICATIONS

General Specifications

Nature and Location of Work

A - Shipments will mainly consist primarily of highly perishable bare-root, native, and/or container seedling stock packed in corrugated shipping boxes, bags or 1-gallon pots (other miscellaneous nursery items may be shipped in conjunction with the above).

B - Vehicles used to transport nursery stock may be required to travel on all types of roads and in all types of weather to make deliveries. Vehicles should be equipped with good mud and snow rated tires or other traction devices. Delivery vehicles will not be required to travel during weather/road conditions that drivers consider to be unsafe. If the driver determines the road/weather conditions are unsafe, notification will be made to the CO/COR within 4 hours to ensure stock is adequately maintained and determine impact to contract requirements. Drivers are expected to use their best judgment in accordance with industry standards.

Technical Specifications

A - Shipping Requirements

a. The contractor shall make shipments of trees seedlings in vehicles equipped with refrigeration units capable of carrying a minimum of 160 standard boxes for Item 1 and a minimum of 525 standard boxes for Item 2 (see 2-GOVERNMENT FURNISHED PROPERTY –

SECTION C for weight and size standard).

b. The Contractor’s supplied refrigerated vehicles shall be clean of any debris or contaminants, including but not limited to petroleum products.

c. Maintaining cargo space air temperature at the range listed in this contract (see 3-Contractor

Furnished Property) is critical while transporting stock.

d. All interior surfaces of the refrigerated vehicles shall be smooth to eliminate physical damage to shipping boxes and poly bags.

e. Each refrigerated vehicle shall have the capability to provide platform storage inside the cargo box. Platform storage must provide 2 inches of free air space between each platform when seedling boxes are stacked two levels high. Seedling boxes shall not be stacked more than 2 levels high.

f. Shipments of seedling stock may include, but are not limited to, bundles of burlap, grass seed and tree seed in appropriate containers.

g. The Contractor may be required to back haul other Government property including, but not limited to, empty seedling boxes, waxed seedling boxes for reuse, shipping pallets and conifer cone collections in burlap sacks. No return hauls shall be accepted by the Contractor unless the haul has been approved in advance by the COR. When hauling cone collections to the Nursery the Contractor shall not stack cone sacks more than 2 layers deep and shall provide 2” of air space between each platform. The cones shall be unloaded upon return to the Nursery and not allowed to sit overnight inside the Contractor’s vehicle.

h. Nothing else shall be carried in vehicles while the Contractor is hauling nursery stock or any other Government material, except for articles related to the operation of the vehicle.

B - Location and Method of Loading and Unloading

a. All loading of tree shipments shall normally be done between the hours of 5:00 AM and 4:00

PM local time. All unloading of deliveries shall be done during regular local business hours unless otherwise mutually agreed to in advance by the receiving unit and the Contractor.

b. Scheduled tree seedling shipments will be staged at the loading dock located at the southwest side of the tree cold storage building at the Coeur d’Alene Nursery.

c. When requested by the Contractor and when feasible, the Government may provide a Forest

Service operator and forklift to deliver stock into the truck from the loading dock. The

Government shall not assume liability for the loss, damage or destruction of the Contractor’s equipment or personal injury to the Contractor’s personnel except for those damages/injuries resulting from negligent or wrongful acts of Government employees while acting within the scope of their employment.

d. The Contractor shall be at the loading dock and ready to accept delivery at the time scheduled for the load. If the Contractor is unable to meet the scheduled loading time the

Contractor shall notify the COR in advance. If the Contractor misses the scheduled loading time by more than one hour or fails to notify the COR, the contractor will be liable for expenses incurred by the Government ($50.00 per hour of delay after the first hour, rounded up to the nearest hour).

e. The Contractor shall provide the COR with an estimated time of arrival (ETA) at the delivery destination once loading is complete. The Government will notify the receiving unit of the ETA.

The Contractor will attempt to notify the receiving unit when they are approximately 1 hour away from delivery.

f. If the Contractor fails to meet the ETA by more than one hour without notifying the COR the

Contractor may be liable for Government expenses incurred ($50.00 per hour of delay after the first hour rounded up to the nearest hour).

g. Nursery stock, or any other material covered by this contract shall not be loaded or unloaded without a Forest Service Nursery inspector or receiving officer present onsite. The Contractor may be required to wait for up to one hour at each location before being allowed to commence loading or unloading. If the Contractor is required to wait to load or unload at any location for more than one hour, the Government will compensate the Contractor at a fixed rate of $50.00 demurrage per hour for each hour or portion thereof over and above the first hour.

h. The Contractor shall provide the necessary labor and equipment to load the vehicle within one hour from the time loading starts. When unloading the shipment at the receiving point the

Contractor will bring stock to the rear of the vehicle where receiving personnel will unload it.

For return haul loads, Government personnel will bring material to the back of the vehicle.

i. All material shipped shall be handled in a manner to prevent damage or crushing to individual shipping boxes, pots, bags or conifer cones.

2-GOVERNMENT FURNISHED PROPERTY

A - The Government may assign one probe-type thermometer/data logger and mount one temperature monitor/recorder in the interior of the refrigerated cargo box for each supplied vehicle. These items will be the responsibility of the Contractor but will remain the property of the Government. The collection of data and maintenance of the data recorder will done by the

Government.

B - The Government will furnish the Contractor with a set of maps pinpointing delivery locations. A mileage chart based on current information sources (e.g. Rand McNally Road Atlas, Google Maps) and a history of past trips will also be provided. The Contractor will be responsible for taking the most efficient route to make the delivery.

C - All Nursery stock will be packed in one of the following for shipment:

a. Corrugated shipping boxes measuring 28”L x 14.5” W x 14”H weighing from 45 to 60 pounds each. This box size will be referred to as Standard Box.

b. Corrugated shipping boxes measuring 42”L x 14.5 W x 14” H weighing from 45 to 60 pounds. This box will be referred to as Long Box.

c. Plastic container seedling pots measuring 4”Lx 4”W x 14”H. Pots will be shipped 9 to a plastic case with the dimensions 13” L x13” W x 12” H. Total weight of each case is approximately 30 pounds.

d. Poly bags with 5-year old bare root seedlings measuring approximately 28”L x 14”W x 38”H weighing between 45 and 60 pounds.

3-CONTRACTOR FURNISHED PROPERTY

The contractor furnished vehicles must be capable of holding air temperature at 30-35 degrees

Fahrenheit when transporting a mixture of thawed and frozen stock and 28-32 degrees

Fahrenheit when transporting frozen stock, whether the vehicle is partially or fully loaded and regardless of outside temperature. Cargo space must be maintained between these temperatures when loading and transporting nursery stock. An accurate thermometer shall be mounted on each supplied vehicle in such a way that inside air temperature can be checked without opening the cargo box doors.

4. INSPECTION AND ACCEPTANCE REQUIREMENTS

A - Inspection. The following shall be the criteria for inspection at loading and receiving for bare root, native and container seedling stock.

a. Loading - A Forest Service Nursery inspector will check and record the ambient air temperature of the cargo space prior to opening the doors and loading the truck.

b. Nursery personnel will make a random temperature check of at least 3 shipping boxes and record these on the shipping ticket at the time of loading.

B - Delivery.

a. The receiving Unit shall record the ambient air temperature of the cargo space on the

Nursery’s copy of the shipping ticket prior to opening the truck doors.

b. For thawed stock, the receiving unit will sample a minimum of three shipping boxes with a probe thermometer and record the temperatures on the shipping ticket. The receiving unit may decline to accept bare-root stock with product temperatures exceeding 36 degrees

Fahrenheit. Probe Thermometer temperature readings are not necessary for frozen, summer or fall delivered stock.

c. The receiving unit will note any other deficiencies found while unloading including damage to shipping boxes, Tree Improvement stock, incorrect box counts or incorrect lot numbers.

d. The receiving unit will count the number of boxes, bags, or pots delivered and record that amount on the Nursery’s copy of the shipping ticket. The receiving unit should notify the

Nursery immediately if there are discrepancies with the delivery.

e. The Contractor will be responsible for securing a receipt signature at the delivery location on the Nursery’s copy of the shipping ticket after the receiving unit has verified the number of boxes received, the temperature of the product, the temperature of the refrigeration unit and any damages or discrepancies.

f. If any vehicle supplied for this contract becomes inoperative or does not meet contract specifications, the Contractor will be notified in writing to correct the deficiencies or furnish replacement equipment meeting specifications within 24 hours. If the contractor fails to repair or furnish replacement equipment, the contractor shall bear the cost of the Government securing shipment by other means, and/or the cost of any and all compromised perishable government property caused by the failure of the contractor.

5-DELIVERIES AND PERFORMANCE

This contract will be a one year contract with 4 option years which will begin in March, 2019 and terminate December, 2023 (per below). Total delivery miles are estimated, but not guaranteed, to be 17,000 – 30,000 miles per year. The bidders shall base their quote on Round

Trip Miles (RTM), defined as miles driven beginning with the pickup of shipments at the Coeur d’Alene Nursery, delivery to the designated shipping point(s), and return to the Coeur d’Alene

Nursery.

Base Year - 3/01/2019 - 12/31/2019

Option Year 01 - 01/01/2020 – 12/31/2020

Option Year 02 - 01/01/2021 – 12/31/2021

Option Year 03 - 01/01/2022 – 12/31/2022

Option Year 04 - 01/01/2023 – 12/31/2023

a. For deliveries of 160 standard shipping boxes or less, the smaller truck will be ordered; for larger deliveries the large truck will be ordered. The Nursery will attempt to consolidate orders to maximize truck space.

b. A minimum of two refrigerated trucks is required for this contract.

c. There may be instances where both trucks will be dispatched to delivery points in the same day. The Contractor will be required to have drivers for both vehicles to meet this need.

d. The delivery schedule will be relayed to the Contractor by phone and followed up in writing.

Every effort will be made to consolidate deliveries to Ranger Districts on the same Forest or adjacent Forests when feasible.

6. SERVICES SUMMARY (SS).

Performance Objective

PWS

Paragraph

Performance Threshold

Method of Assessment

SS1: Furnishing proper trucks as ordered

1-Technical Specifications

(a-h)

Unable to furnish proper trucks as ordered

Nursery Inspection 4-B Inspection & Acceptance (f)

SS2: Compliance with COR’s schedule

1-B Location & Method of

Loading and unloading

(a-i)

Inability to meet COR’s schedule

Nursery Inspection 1-B Location & Method of Loading and unloading (d)

SS3: Proper stowage of freight

1-B-Location & Method of

Loading and unloading

(a-e)

Inability to provide proper stowage of freight

Nursery inspection 1-Technical Specifications (a-h)

SS4: Safekeeping and security of freight

3-Contractor Furnished Property

Customer complaints shall not exceed 1 per month

Customer complaints