Holden Site Visit Notes.pdf

Date: 08/17/2022 Time: 10am

Holden Bid Notes and Questions:

Questions and Answers:

Changing the schedule of Items: Because the optional areas are in distinct areas, can the Schedule of Items for the optional acres be split into grouped areas to facilitate more accurate bids for each area. (Units 4-6 as one area, Whispering pines as another and so on)

• Modify schedule of items? How to modify items?

• Units that are grouped together increase costs for road access?

We understand that not all these areas will cost the same and may even have separate costs associated with them. It is required to complete all biddable sections of the solicitation as they are. We cannot emphasize enough that Alternate Proposals will be considered providing the required sections are also completed in their entirety. We also recommend that you provide detailed costs breakdowns to help show why your costs/bids are what they are.

In order to submit an alternate proposal, you must first submit a proposal (inclusive of pricing) for the contract as presented and then submit a secondary, alternate proposal with pricing based on what you are proposing. Alternate proposals must clearly address how the work specifications will be alternately be performed and meet all contractual requirements.

If the change is made to the Schedule of Items, would the due date for bids be extended?

• Can the due date be extended? Since start time is Sept 8th?

Proposal due date remains September 8, 2022

If optional items are awarded, is it the entirety of that item, for example optional item 3 for TSI if awarded would that be some or all units.

Optional items are awarded at the discretion of the government and units/acres may be awarded individually. It is the intention of the HOLDEN IRSC to award optional items in a logistical manner that help meet our fuels/silvi objectives. The optional items are there because funding is limited and we wanted to be able to focus on areas of high concern and be able to award the items that are most critical to complete with regards to meeting our fuels and silvicultural objectives. We recommend to the bidder to provide as much information in the bidders’ package to help clearly articulate costs to the government. This information will not be made public to any other bidder.

EX – We award all mandatory units and award maybe 2-3 additional optional units (to remove included timber)

-Depending on costs of TSI/Slash Items we will look at the prioritization of all awarded units to remove included timber and see if remaining funds can be awarded to meet additional objectives such as TSI and Slash removal. This is based on costs/acre compared to priority.

-We do not expect to award TSI/Slash work in units that do not have removal on included timber.

A main objective of this project is full fiber removal across the project area. If funding cannot meet that objective, we will look to focus full fiber removal on high priority areas. We have not identified these areas in the solicitation but proximity to private, stand structure, location to wind patterns are examples of ways to evaluate this.

Is there any negotiation allowed for the awardee?

• Can the contractor turn down optional items?

In order to have a responsive bid package, all schedule of items must have a reasonable price provided (that include Mandatory and Optional). Contractor’s cannot turn down work.

Is contract scaled?

Yes, this is scaled contract. See Appendix B for Scaling Requirements.

The contract is by tons but on paper it shows CCF?

This sale is in TONS, if you saw CCF it may have been a typo.

Will every load be weighted?

Refer to provision C6.821# in Appendix B. The conversion factor stated TBD in the provision will be based on an agreed upon number of initial truck weights or a duration of time. This will be worked out at the prework meeting.

Field Questions:

• Are there workable pits in the area near the sale? (Whispering Pines area?)

There are no available pits currently.

• Can temp road be realigned? Or alternate access be created. (Relating to 9181D)

If there is a desire to deviate from the provided road maintenance package, please include that in your alternate proposal.

• Do existing temp roads need to be obliterated when done? (Relating to 9181D)

Yes.

• Do temp roads, skid trails and landing need to be seeded? What would be the cost per/ac?

Under normal operating conditions, seeding is not required. If negligent operations result in damage that seeding may be required.

• Does the equipment need to be wash when moving from sale to sale?

Yes

Other Questions:

• Clarify cost of stumpage? Relating to the min bid of a $0.01 vs the requirement of bidders providing gate value and log costs.

The minimum acceptable bid is exactly that, the cost the bidder is willing to pay the USFS for the timber by the ton.

The costs the bidder is required to provide from gate value is an estimate or an expected rate that they we be paid by the mill for the delivered tonnage of logs, and it is considered reasonable if the rates are different for Saw, Non Saw, etc. to provide those different rates.

The logging costs is what the bidder expects to pay to do all the associated logging work to remove the included timber- the cut, skid, process, deck, load and haul. The bid price for items 1 and 2 shall only include the cost to cut, skid, process, deck, load and haul included timber after delivered value is deducted.

Detail your costs breakdowns as best you can to show why the costs are what they are. More information helps.

Will additional items be awarded later if FS receives another pot of money?

Optional Items may be awarded if funding exists.

• How do you “cert” receipt?

Cash payments (cash credits)for work performed shall be submitted via IPP.gov by the Contractor for approval by the COR and CO. Invoices can only be submitted when the work has been completed in it’s entirety. Payments for completed individual units will be permitted vs completion of the entire work item.

Non-Monetary Credit “payments” (which is the equivalent of the awarded timber value (ie. stumpage)) will be submitted to the COR to establish credits. These credits will be established similarly when work is completed as stated above. These credits will offset the amount of cash to be paid by the government in the trading of goods for services.

• The longer the contractor must complete work, will the cost increase?

NO, this contract is a firm-fixed price contract and rates will only be paid at the awarded rate for the life of the contract.

Will it be optional to turn in separate items bid?

Alternate proposals will be considered but you must bid ALL items in the Solicitation to be considered a responsive bid.