14_Preproposal_SiteVisit_Notes.pdf

Amendment 0001 – RFP: 12363N25R4002 Attachment 14: Pre-proposal Meeting/Site Visit Notes

BCLH Stewardship IRSC Phase 2

Prepared by Karen Ruklic, Heidi Andersen and Brett Blundon Site Visit was held on 08/13/2025 at 10:00 a.m.

Attendance List:

Name Company Email Address Phone Karen Ruklic USFS – Stewardship Contracting

Officer karen.ruklic@usda.gov 208-702-3519

Heidi Andersen USFS – Disaster Recovery Project Manager heidi.andersen@usda.gov

Brett Blundon USFS – Disaster Recovery Program Manager brett.blundon@usda.gov

Erick Larkin USFS – Contracting Officer’s Representative erick.larkin@usda.gov

Reid Highberger North Santiam Paving quotes@nspor.com 503-769-3436 Page Diemer Northcore USA page.diemer@northcoreusa.com 503-551-6247 Gibson Kuenzi Siegmund Excavation gibson@siegmundcompanies.com 503-769-6280 Chase Kinion Siegmund Excavation chasek@siegmundcompanies.com 541-829-1362 Jed Smith Brinks Land Improvement joel@brinkslandimprovment.com 541-401-8003 Theodore Hiner Big Bark Chippers bigbarkchippersllc@gmail.com 541-990-8294 Nick Gerhard R&R Conner Aviation nick@rrconner.com 406-360-8414 Todd West Axsus Enterprises Mmex2744@gmail.com 541-214-1435

Notes:

The meeting started in a conference room within the Detroit Ranger Station.

Contracting Officer, Karen Ruklic, had attendees introduce themselves. CO then referenced a handout provided to attendees with key excerpts from the solicitation and particular emphasis placed on the requirements highlighted in yellow. This handout has been provided as an attachment to the notes. The CO proceeded to review the handout with all attendees. Supplemental information provided or information stressed is as follows. Handout page numbers have been given to correlate the information provided with the solicitation excerpt.

Section B Excerpts:

• Schedule of Items was reviewed. The naming convention used was detailed as this has been a source of confusion. Mandatory Item 1 (and Optional Item 8) are identified as Cut and Remove Included Fire Killed Timber within 100 feet of the Road Prism because the associated NEPA decision (National Environmental Policy Act) prohibits any timber removal from ground located further than 100 feet from the road. However, the unit boundaries were determined based on actual tree heights and tree mortality using satellite imagery. Therefore, while the Items reference 100 feet, the unit widths may be narrower based on estimated tree height. The goal is to remove all fire killed trees that could fall and hit the road while ensuring that product is not removed from areas located further than 100 feet from the road. Mandatory Item 2 (and Optional Item 9) Hazard Tree Felling within 100 mailto:karen.ruklic@usda.gov mailto:heidi.andersen@usda.gov mailto:brett.blundon@usda.gov mailto:erick.larkin@usda.gov mailto:quotes@nspor.com mailto:page.diemer@northcoreusa.com mailto:gibson@siegmundcompanies.com mailto:chasek@siegmundcompanies.com mailto:joel@brinkslandimprovment.com mailto:bigbarkchippersllc@gmail.com mailto:nick@rrconner.com mailto:Mmex2744@gmail.com feet from the road are associated with ground that has special treatment restrictions, based on the NEPA decision (archeological, botanical, riparian features, etc. need protection). Removal of product from these units is not required; however, if the contract awardee wants to remove timber, this may be allowed via Timber Subject to Agreement if special removal specifications are met. Like Items 1 and 8, Items 2 and 9 units may be narrower than 100 feet based on tree heights and mortality. Item 3 (and Optional Item 10) Fall and Leave Hazard Trees >100 feet from Road Edge treats pockets of tall fire-killed trees beyond 100 feet from the road that would hit the road based on tree height. This work is specified as fall and leave only with no option for removal because of the NEPA prohibition. Item 4 (and Optional Item 11) Small Fuels Treatment <16” DBH 0-30 feet From the Road Edge treats small fuels pre-existing on site and fuels created by contract activities. The goal of this work is to create fuel breaks along the roads for future suppression operations. Optional Item 14 Fall and Leave Individual Hazard Trees >100’ from the Road will treat those very tall trees outside the unit boundaries of Item 1 and 2 units that could reach the road if they fall. Payment will be made on a per tree basis. See Amendment 0001 for added language clarifying which trees will be treated under this Item.

• The quantities of work were then briefly reviewed. The CO noted the Mandatory Work reflects the District’s priority roads. There is significantly more Optional work than Mandatory in this phase. However, the Government plans to award all mandatory and optional work so long as funding allows. Re-opening District roads for public access is incredibly important.

• Required cost data associated with Items 1 and 8 was reviewed. It was stressed that this information is proprietary and will not be incorporated into the awarded contract. Item 1 total price shall equal the Total Logging Cost minus the Total Delivered Value (i.e. mill purchase price). The key reason for collecting this information is to prove, if asked, that the value of the timber is less than the cost to fall and remove the product. The cost data supports that Items 1 and 8 Cut and Remove Included Fire Killed Timber are appropriately priced as a service items.

• Road Maintenance shall be performed prehaul, during haul and post haul. It was emphasized that the pre-haul maintenance must be completed prior to hauling timber. This is service work, not construction. Approximately 40 miles will be maintained associated with the Mandatory product removal (see Appendix C for specifications) and 49 miles associated with the Optional product removal.

• Road construction work is being done to increase culvert sizes to handle increased run-off, stabilize roads where failures have been found and recondition the road following hazard tree treatment. There is a significant amount of reinforced soil slope to be installed during this phase along with asphalt replacement. Approximately 31 miles of road will be reconditioned via Mandatory construction work and 41 miles via Optional construction work.

Aside from Roadway Reconditioning, the optional construction work is much smaller in scope.

• Spoke briefly about Optional Item 7. This requires removing trees that were fallen under a previous contract that meet the utilization specifications. CO noted that while this is shown as an optional item, this work is important for the District and has a high potential for award. The estimated volume of this product is included in the 41,266 tons of Optional Work Product – Timber Subject to Agreement.

• Note B.2 Timber/Product Removal Price Schedules – Mandatory Work Product aligns with estimated product volume required for removal under Item 1 Cut and Remove. Optional Work Product – Timber Subject to Agreement aligns with estimated product volume required for removal under Optional Items 7 and 8 if awarded. The Un-estimated Optional Work Product – Timber Subject to Agreement aligns with removal performed under Items 2 and 9 Hazard Tree Felling. All prices offered for timber must meet or exceed $0.40/Ton Minimum Acceptable Offer.

• Reviewed Special Requirements. Payrolls are required for the construction work only. Upload payrolls into IPP with invoices that include construction work. Offers must include a Bid Bond and Power of Attorney. Required amount of Bid Bond is 20% of the total offer value of all Mandatory and Optional road reconstruction pay items. Bid Bonds must be submitted by the prime contractor. Electronic submittal is allowed/required. Please remember to sign the bond. Performance and Payment Bonds are required to be submitted by the awardee for 100% of the awarded value of the construction. Bonds must be held by the government for 1-year after final payment for all construction work is completed. Payment Bond ensures payment to workers, subs and suppliers. Performance Bond ensures any 1-year warranty work will be completed. There is no way to release a portion of the bonding once a portion of the construction work is completed. Bullet F is only applicable to large businesses that submit offers.

Draft Small Business Subcontracting Plans must be submitted by large businesses only.

Section C Excerpts:

• Hazard trees to be cut are Designated by Prescription. Supplemental NEPA was approved to allow mechanized equipment to operate on slopes generally less than 30%. Additional mechanized ground-based restrictions apply for some Special Measure Areas. This is very good news as it will get cutters inside a protected cab and increase worker safety.

Section F Excerpts:

• Reviewed the deadlines stated in F.2. A shorter deadline was set for the Mandatory work due to the smaller amount of acres/road to be treated but more time was given for Optional work completion. Address all the deadlines in Section F, including in-water-work window, in your proposed Schedule.

• Highlighted that no operations using heavy equipment will occur between October 16-May 14. The ability to complete limited, service work/hand tree felling during this period with workers transported by pickup truck was granted based on industry feedback received during the Phase 1 site visit. Snowplowing is prohibited.

• CO stressed the Detailed Operation Schedule to be submitted weekly during contract performance. This will satisfy the 14-day notice required by H.5 for SMAs 1 and 3 and give the government time to flag special features.

• Noted requirement for Quality Control Plan with Technical Proposal. Karen Ruklic noted that close coordination with the COR early in the contract to come to a good understanding of work specifications is critical and that Quality Control is the responsibility of the contractor. Contractor inspections should be done before requesting an inspection by the government or invoicing for work. Again, rework is very expensive and it is in all of our best interests to perform the work correctly the first time. Erick Larkin, project COR, would be overseeing the hazard tree treatment and recommending payment approval in IPP. Michael Thomas, will be the designated construction COR to oversee the Road Maintenance and Road Reconstruction work. The awardee will submit the required construction submittals directly to him.

• The Service Contract Inventory 10/31 yearly report submission was stressed. Failure to report as required in sam.gov will result in a downgraded CPARS report for that period. This requirement is being audited and emphasized at the National level. By the time the CO gets notified that the report is delinquent, it may be too late for the contractor to submit the report.

Section H Excerpts:

• Safety is a huge priority. Please plan accordingly and submit a strong safety plan with your technical proposal. The CO does not want anyone hurt during contract operations.

• Stressed no mechanized equipment is allowed to leave the road prism within SMA-1. Riparian reserves must be delineated by the contractor prior to starting work in a unit. Within SMA-2, mechanized equipment is restricted from operating within 100 feet of fish bearing streams, 60 feet of perennial, non-fish bearing streams and 30 feet of intermittent streams. The presence of fish can be determined by the width of the SMA as displayed on the Tree

Removal Guideline Maps (344 feet on either side of a stream indicates fish presence). No mechanized equipment is allowed to leave the road prism and operate within SMA-3 buffers unless pre-approved by the COR.

• Highlighted October 1 deadline for erosion control measures. Erosion control required at disturbed landings and roads along which hazard trees are being removed. The District is very concerned about maintaining its pristine water quality.

• Directionally fall trees away from system trails and trailheads. If a tree is fallen across a trail, buck out the section blocking the trail and roll it away.

Section I Excerpts:

• Our contract award system only allows 1 payment term; therefore, 14-day construction payments will be made for all types of work to ensure that construction laborers and mechanics are paid weekly per Davis-Bacon requirements. This is a big benefit to contractors.

• The USFS generally does not do Change Orders. Our limited funding requires us to negotiate and agree on modification pricing prior to work implementation. Due to tight budgets, adding work may require dropping work previously awarded.

• Maximum dollar amount that shall be paid by the Contractor related to an operations fire is $300,000. Fire prevention period is April 1 to October 31.

Section J Excerpts:

• Appendix D Road Reconstruction Supplemental Specifications supplement the Federal Hwys FP-14 Standard Specifications. Where the supplemental specifications are silent, the standard specifications apply. Construction contractors should always have a copy of the awarded plans and specifications on site during construction and consult with the COR prior to installation of work if there are any questions about what is required. Rework of completed construction can be extremely expensive.

Section L Excerpt Notes:

• CO stressed that an extension of the September 5, 2025 offer deadline is not desirable because the award is now subject to a new internal review process. The award is also subject to a 5-day congressional notification requirement. Interested vendors shall review the solicitation requirements early. If any questions arise related to the site visit, please submit them within the next week. Late questions posed in the last 7-10 days of the solicitation period will not be looked upon favorably as they could result in issuance of a material amendment and force an offer deadline extension. Offers with the required Bid Bond and Power of Attorney must be submitted by the offer deadline date and time. The Bid Bond must be submitted by the prime contractor. Do not wait until the last minute to submit your offer.

• Technical Proposal should provide all information requested in L.5.

• For technical criterion “Benefit to Local Community”, local is defined as Lane, Linn and Marion counties.

• Must price all mandatory and optional items to be considered for award.

• For this project, when combined, technical factors are approximately equal in importance to price.

Appendix A Excerpts

• The group briefly reviewed the General Felling and Yarding specification along with the Cutting and Removal Specifications for Hazard Trees. Note technical specifications for mechanized equipment operating off road. No skidding logs down roadways. Don’t block drainage features. Whole tree yarding is required. Leave 7 trees per acre for downed wood retention. If individual trees are fallen into the unit under Item 14, they can count towards the 7 retained trees.

• Note tables with estimated acres less than 30% slope in each unit. This information was provided by LiDAR.

In total, approximately 57% of mandatory acres to be treated and 49% of optional acres to be treated is on ground less than 30% slope.

• Noted that tables in Appendix A provide unit acreages, estimated volumes of product to be removed Item 1 and 8 units and road numbers that correspond with each Unit.

• Piling of fuels for burning is not an allowed treatment type for Small Fuels Treatment.

• Due to mapping complexity, special maps detailing Optional Item 7 yarding and removal activities were not drafted. Item 7 work shall be performed in the areas identified on the Tree Removal Guideline Maps for Units LH-15.

LH-63, LH-64 and LH-64B as Cut and Remove Included Timber, shaded light green. Item 7 only includes area where removal is allowed (SMAs have been removed).

• Item 14 Fall and Leave Individual Hazard Trees is paid for based on actual quantity of trees fallen. These trees are outliers located outside of unit boundaries; they are very tall hazard trees that could reach the road if they fall but due to the small number of them, it did not make sense to delineate a separate unit. See special payment requirements.

Appendix B Excerpts

• C5.12# notes restrictions on the use of timber sale roads. Timber haul during the weekends and federal holidays is restricted. Keep roads clear for fire suppression.

• Load count has been approved for this project. 30 tons per load shall be used to calculate tons for payment purposes.

Group then drove up the 2242 Mari-Linn Road to look at a demonstration plot flagged within Optional Unit LH-55.

Brett Blundon noted that the location viewed was less than 30% slope and could be treated with mechanized equipment as specified in Appendix A. For Unit LH-55, Optional Item 8 – Cut and Remove the unit boundary at this location was 78 feet from the road. Trees circled with pink flagging identified the boundary. Brett described the Cut and Remove treatment prescription. Trees that met the cutting prescription and utilization standard for removal were circled with orange flagging. Noted that 7 trees within Decay Classes 1 and 2 needed to be left per acre. This equates to 1 tree every 35-40 feet along a linear road. Trees felled from pay items 3 and 10 (Fall and Leave trees >100’ from the road) and Pay item 14 (Fall individual Hazard Trees > 100’ from the road) can be felled towards the unit and counted in the downed wood requirement. It was also noted that existing downed wood meeting the decay class requirements could be counted towards the 7 tree per acre downed wood requirement as well. One tree that would meet the cutting prescription for Item 14 Fall and Leave Individual Hazard Trees >100’ was circled with blue flagging. It was noted that an added specification for trees to be cut via Item 14 would be added via Amendment 0001 – tree leans 25% or more towards the road and/or has a secondary defect. The specifications for Optional Item 11 Small Fuels Treatment 0-30 feet from the Road Edge were reviewed. The boundary for the 30 feet to be treated was identified with pink pin flags. Small Fuels Treatment work has a goal of creating fuel breaks along roads.

Brett Blundon noted that IPAD GPS was only good to approximately 30 feet. To get the level of accuracy needed, an external GPS unit would be required to locate boundaries.