Robie Creek G-Z Industry Meeting Notes.pdf

April 10th, 2024

Robie Creek G-Z Industry Mee�ng Notes

Par�cipants:

Kassandra Meyer – Lead APSO

Jaclyn Mitchell – Project Lead, Timber Program Specialist

Andy Geissler - American Forest Resources Council (AFRC)

James Kruckeberg – Upper Valley Contrac�ng

Richard Vandenburg – Forestry Works, Cascade ID

David Roe – Pro Inc, Twin Falls ID

Irene Jerome – American Forest Resources Council (AFRC)

Shannon Miller – Markit Forestry

Nate Kupco – Markit Forestry

Rachel Vandenburg – Woodgrain, Emmet ID

Mark Roe – Markit Forestry

Alex Shaffer – Torch Fire and Security

Cole McCown – Idaho City Pre-Sale Forester

Philip Stotlemyer - South Zone Timber Management Assistant

Rick Stone – Project Roads Engineer

Brian Krupitzer – Project Silviculturist, COR

Adam Lulu – Idaho City Silviculturist

Wes Duncan – Project Fuels Specialist

Gordon Wells – Mountain Home AFMO

Clint Vanzile – Boise Timber Program Manager

Mary Keeler – Boise Timber Contrac�ng Officer

Caden Taylor – Boise/Payete Strike Team (note taker)

Cur�s Yocum - APSO

Star�ng Notes:

G-Z Tool background is to increase pace and scale of treatments across large landscapes including service, �mber removal, prep and professional services normally the district or forest can do, all bundled to one contract. Leads to ge�ng treatment done quicker on the ground when the Forest does not have the capacity to get the work done quickly. Mandatory items are professional services: building an implementa�on plan, building roads analysis, everything a prep forester would do. Once completed, then layout, flagging, GPS, and cruising. Base idea is you help us get projects done faster, so teams can focus on �mber programs separate from this one. Increases capacity.

Discussion:

Robie Creek is part of the Sinker Creek, Boise Ridge. One of last project areas in NEPA. Through complexi�es associated, there are huge recrea�on interests, trail systems, and the ski resort, leads to lots of recrea�on use year-round. Long haul routes associated with area, lots of insect and disease issues as well, has led to decline in fuel loading and tree health. Treatment in area is huge priority for the forest, but have struggled with setbacks due to wildlife restric�ons, �ming restric�ons, access (Private property adjacent and intermingled with FS lands), recrea�on interference. There has been good communica�on with private landowners to achieve working tools and mechanisms through access permits and permanent easements. No trail decommissioning, no special hazard tree removal like other areas up there. This loca�on is 1,874 acres, with 924 acres assessed for commercial harvest.

Ques�ons and Answers:

Q: Is FS providing what the cruise is going to be? I’m assuming the cruise will need to be done with your own format and system. Walk me through the process of the cruise and what it will look like.

A: Recon plots (Fixed or variable) data is collected according to our basic standards (DBH, height, defect, species, etc). Once that data is collected from you, then the FS will do cruise design to determine how many plots are needed to meet our handbook standard of error. With a sale of this size, that would be 30% overall and 50% per Strata. We would be doing that design to then bring back to you to say based on preliminary data, FS must do X number of plots. Once final produc�on cruise data is collected, we then process the numbers to find total error and adjust for any need to do supplemental plots. We would design our cruise to meet that error. Then it would be check cruised by regional measurement specialist, which then gets cer�fied that the cruise has passed. It would then move forward to appraisal, and final volume es�ma�ons.

There has been a waiver that states contractors are not required to be cer�fied within the Intermountain Region to cruise. FS will host 1–2-day training on forest to go over specifica�ons and guidelines to meet errors for measurements are well understood and can be performed. In terms of cer�fied cruisers within the pre-solicita�on, required cer�fica�on has been waived.

Q: Are there any op�ons for extensions on comple�on dates?

The dates are set for keeping on a good �meline, but the dates and performances are nego�able. As we progress through opera�ons, we can nego�ate and agree on different �melines. At this point, they are flexible, but focus is to keep the contract on good pace. If there are reasons they cannot be met, then we can have those discussions. Hard deadline is 12/31/2029. The intermitent �melines can be discussed and flexible at the �me of the coming up on those deadlines.

Write in your proposal if you believe the hard deadline can be hit faster than determined.

Q: As far as maps concerned, will maps need to be made from your own design or will we need to provide for final contract maps?

A: We would be asking for the data that you collect to be provided to us for those final contract maps. In terms of the preliminary contract maps, we would be asking if there is a dra� that shows those points collected are on the ground and what loca�ons they are in, so there is no discrepancy.

Q: Your appraisal will come a�er 1-5 item numbers? When do you want a bid on the sale?

A: In a normal IRTC, we go out with adver�sed rates, then allow for bid premiums. We don’t know what the final volume is at this point. We don’t know what variables we will input to the appraisal. This is a part of the logging plan. When we get all data and mapping, it goes directly to appraisal. No, we cannot allow you to bid on appraised rate up front when we don’t have that. Bid premiums is only thing you have control. The assump�on is rates shouldn’t be drama�cally different than what they have already been coming in at. The intent is if you see value and put bid premiums, then that is all we ask you for.

You can put 0 if you would like, it is your discre�on. However, that will be used as an evalua�on factor.

Contractors who give good prices throughout shows you see value in the �mber and are willing to take a risk there.

Q: Do you have specs on mas�ca�on (unit type or thinning type)?

A: Areas for mas�ca�on would be considered 500 � above and below main roads. This is iden�fied in contract map area as well. It would be on unit basis; the idea is to mas�cate up to 6 inches where possible. Sub merchantable thinning would include everything that is 6 – 9.9 inches. Saw�mber starts at 10 inches. All specs go in correla�on the prescrip�ons that were provided in pre-solicita�on.

Q: Is the bid premium based on $28,858 es�mate?

Yes, this is based off historical board feet per acre. (NEPA Acres) The other sales that have passed check cruise and awarded/harvested were weighted for averages on trees per acre measurements and MBF/CCF ra�os, average DBH, etc. We took those numbers and compared them with other local areas.

They are all within same NEPA Project and along 275 road, so the numbers will stay consistent.

Q: When are you wan�ng the bid premium? Purchasers/Operators are pu�ng these down before doing recon?

A: Up front at �me of proposals due. You would do it with the solicita�on of your bid. Must be done before doing recon. Extended solicita�on periods will be done as well.

This can all be adjusted, so feedback is very important right now, because changes can be made. Once final solicita�on is amended, there will not be as much flexibility. We will be doing a field day and you can go out on your own to see the site.

Q: Can contractors be compensated for their extra �me?

A: No, it is just like a normal contract. Determining your bid as a contractor is on your dime. We realize it requires a litle bit more �me up front, so we can offer extensions on solicita�on periods. Un�l this goes out as the actual request for quotes, this can all be adjusted, which is why feedback is very important.

Q: On most stewardships, is mobiliza�on items included as op�onal?

A: We need to know if, any �me, there is a need to submit any unbalanced prices on IRSC, it needs to be done so we can adjust within that line item or the contract in general to make sure we’re not ge�ng unbalanced pricing.

Timber Award Discussion

A Tenet of G-Z project is when everything is prepped and ready to go with modifying for �mber removal and awarding �mber, we then do internal es�mate for appraisal. We will ask for bid premium up front to know if you see value in this sale. If we are done with the appraisal and present the rates, and we are at disagreement, we will nego�ate to reach final answer to have a successful contract agreement. The intent is to hold you to the premium and offer �mber at those rates. If we cannot reach agreement, then the Forest has IRSC/IRTC Contract ready to go and will create a new project as an opt-out clause. If we are at impasse, we must move forward with ge�ng sale complete. If there is any confusion, we are open for talking about it. The schedule of items is designed to whether we can award at that �mber rate for the rest of the project. This serves as risk mi�ga�on for both sides. Timing is per�nent to moving forward with the contract as well as quality control in pricing and moving to award the �mber.

• Mobiliza�on for 6 and separate for 7-12, which then breaks it down to keep cost.

• Road construc�on and material with allowance would be nice to be added (commercial or government sourced)

• Working rela�onships and teamwork is utmost important through award and implementa�on phase. Great team players from FS side. G-Z comes down to the awesome people working with the project.

• Poten�al bidders are pu�ng bid without knowing what the minimum bid is. It can be 0.

Site Visita�on (Dates, Time, Mee�ng)

May 30th, plan to meet at Boise SO at 0830. Then drive up to the actual site. Would be good to get head count beforehand for logis�cal needs (parking, number of vehicles, etc.)

Intent is to get final solicita�on out April 26th. On or around that �me. Any comments or ques�ons encouraged before then.

Correc�on to the final solicita�on pos�ng stated in the mee�ng: The intent is to post the final solicita�on on or around May 3rd.

Mee�ng concluded at 10:01 AM