A001_Hut Site Notes_Final.pdf

Hut IRSC Meeting 5/21/2025

Questions about work items

How many abandoned vehicles and what are contractor responsibilities?

A lot of that work is going to be done with partners. I would say the intent of that is really to make sure that if a road is closed as part of this contract, a vehicle is not left behind on the road. For this service item the vehicle would be identified by law enforcement and FS personnel, and we would towed to a drivable road. Not something without wheels or may be a burden to move. The vehicle will be identified as moveable, towing it to the closest road so the USFS/Partner can remove it.

Question regarding waiver to enter the China Hat Closure area. Does each person need their own waiver, or can we get a company waiver?

If there is a group of you there is an opportunity to associate multiple names/license plates with a single waiver. Each person or vehicle will carry the copy of waiver.

Question regarding DxP prescriptions with some LTM marking. Are the LTM areas marked?

LTM areas are marked already by FS. It’s very minimal, marked trees around the road closures and trail defining trees.

Pretty much all DxP with occasional LTM?

Yes.

What is the public’s reception to the area closure? Are they following the rules, is everyone out of there, how’s it going?

Going well. Law enforcement and service providers have been working on this for a while.

Anyone who had been residing in the area is no longer there. LEOs will be working in the area through the life of the closure. A lot of positive feedback from the public about reducing wildfire risk. More specifics can go to Public Information Officer (PIO).

What if people aren’t following the closure order? Are we responsible?

Contractors are responsible for traffic controls and other required safety specifications.

Communicate with COR, who will get in touch with LEOs if someone is breaking the closure. The contractor has no responsibility to stop a person.

So, all those folks have been removed, and we can assume they won’t cause issues for contractors?

There is no one residing in the closure currently. If someone is, notify COR/CO/Sale admin.

Areas to Note:

Benchmark system for work completion dates.

Due to the high priority of completing the Hut DxP NPL STWD IRSC project, a benchmark system will be utilized to ensure the swift implementation of mandatory items. Item 1, Cut and Removal of Included Material, shall be completed by November 30, 2030. Items 2A – 2L, Road Reconstruction, shall be completed by November 30, 2026 and shall be completed prior to hauling (associated with Item 1). Item 3 shall be completed by November 30, 2028. These benchmarks are the minimum requirements to meet, and Contractor is encouraged to complete as many acres as possible in any given year. See Evaluation Criteria for additional information.

Reviewed work plan and communication plan requirement

Site specific protections in subdivision 109, boom mounted masticator head is required for treatment of that unit for slopes greater than 30%, unit contains slopes of 45%. Below 30% the requirement does not apply

Several documents are required for submission proposal- in the solicitation, highlighted for you.

What’s the winter closure for?

Winter range for wildlife

Depending on snow levels, this closure could be waived. Could potentially operate in certain sections. We would work with wildlife bio to determine if the restriction could be waived.

Outside of winter range, are there any other restrictions?

No additional habitat restrictions

IS that boom mounted masticator head just for sub div 109?

Yes.

There are treatment buffers around FS18 road. No treatment within 50’ of 18 road’s road edge. No treatment on a section of the 1810 road where we aren’t treating within 20’ of road edge. Buffers have not been excluded from layout.

Bonding:

This is considered a construction contract, and as such, requires bonding

The important thing to know is that contracting items 2A-2L bonding only applies to value of that work. Estimated cost of construction items is $100-250k.

Bid bonds- must come in with offer in order to be responsive. It can take some time to prepare. Bid bond needs to be 20% of pricing for item you’re bidding for. Bond needs to be in prime contractor’s name; the work can be sub-contracted. The bid bond HAS to be in the prime contractor’s name even if work is subbed out. Pretty small amount of construction work. I have seen companies submit cashier’s check for 20% which would be returned if you are not awarded the contract

If awarded the contract, Payment and Performance bonds must be submitted for the TOTAL value of the awarded construction work only within 10 days of award. (NOT due with offer)

Payment bond – assurance that a sub-contractor (if applicable) gets paid for work

Performance bond- assurance that the work is going to get done. If the company defaults, the government can still finish the work.

We must hold payment for performance bond for 1 year post work. Example – reconstruct haul roads, once work is done, 1 year starts. 1 year construction warranty begins. If a culvert fails or something happens, the government can bring you back to do warranty work. That’s why performance bond is held. Work will probably get done early on to ensure money gets to released sooner in the contract life.

Main error, contractors start bonding process way too late. It does take time. You won’t be able to bid without bid bonds submitted. Bid bonds not signed by the prime contractor could be fixed, but under negotiation. Another question, who is the holder of the bond? It is the prime contractor.

If quantities change by a certain % can we renegotiate? Is there a standard (%) that would allow us to change?

Normally the aggregate is the contract quantity. Items 2G-2H. Ask Road engineer for more specifics, clause in contract to adjust quantities. Contract quantity varies by 15% above or below you can adjust the cost at that point. (See Section F.6, 52.211-18 Variation in Estimated Quantity regarding changes in quantities)

What about service?

No, the adjustment was just about construction

Other quantities won’t change? Even between units?

No, they shouldn’t be changing. Theres a lot of optional work. Government goal to get as much work done as possible, if changes were to occur money will most likely get shifted to another work item. If something drastically changes, which I don’t see happening here, the contract can be modified.

The road reconstruction is pretty standard. Get them to the proper width, add aggregate to facilitate log haul. Sale Admin and Road Engineer can help identify close locations for slash. There is one gas line crossing, where rock needs to be 2 feet over gas line crossing and then an apron of rock on either side. That’s really it for road reconstruction. One thing to note is in Appendix C, very dry, not a lot of water sources, just noting that for water needs. Will most likely be commercial water source, could work with utility company which has been done before around here.

Submission of offers:

Highlighted instructions for submission of offer. Specifically, pg 96. All items to come with the proposal, just want to make that well known. Technical approach has sub factors that need to be addressed. Theres a series of questions that you should take consideration of when developing your proposal. Work activity plan, method, equipment, key personnel, timing, clear understanding of benchmark system, past performance, benefits to local community.

How are things weighed vs. cost in the evaluation criteria? No official scoring?

They (evaluation criteria) are in descending order of importance. All evaluation criteria are approximately equal to bid price in weight. (See page 102 of solicitation.)

We stay away from scoring because that’s an easy way to get in trouble. One person’s 5 is not another person’s 5.

Technical proposal is approx. equal to price?

Yes, technical evaluation factors are approximately equal to price.

Notes from Field Portion of Site Visit:

Optional Item removal of vehicles. USFS will be identifying. We will not identify vehicles that could be hazardous (leaks, etc.) that could become a burden on the contractor.

Would you be opposed to other types of machines? Does it have to be a boom mount? We have equipment that can do up to 45% slope.

We would have to consult soil specialists. We don’t want equipment to track frequently on steeper slopes.

Would you be mowing down and dead?

No, just mowing brush or activity created slash. Not mowing existing slash.

Just wondering what wishes were for that (referring to dead and down, residual slash). We could be running over it; do you want it left?

In service units, only treating activity created slash.

Is it required to retain? We could be breaking it up while moving equipment around

I believe we ask to leave material like that untouched to the extent practicable.

What’s the residual TPA?

120 TPA 19x19’ spacing. App A pg. 5, RX 14

What brush do you want to be masticated or removed? And eliminate residual slash?

you must mow/masticate the brush. Only treating activity created slash.

When working in the plantations, like units on either side of 1810, do we select leave trees based off best tree? Do you want an average of 120/acre or strict spacing? Do you want clumps?

Yes, average of 120 TPA, you can vary spacing based on the prescription allowed to get the best suited tree.

What brush is treated?

Treating bitterbrush, manzanita, ceanothus. Retention requirements are different depending on unit. You also must track your retention and submit it to the government to verify.

So, do you want tracks to verify where the work is being done?

Units have a specific acreage required to be untreated. The areas you choose to leave need to be tracked in someway so the government can verify you are meeting that untreated amount for a given unit.

So, there’s an area that is not treated?

Yes.

Trees and brush?

Yes.

It’s up to contractor to find those areas?

Correct, but we add in language to aid in that selection, you can avoid rocky or sloped areas.

So, we don’t have to designate those areas with ribbon?

No, but you do have to track it somehow to give to us to verify

Can that retention area be one big area or broken up?

Distributed across the unit from half acre up to 6 acres

Are retention areas payable?

They are a part of the total acreage of the unit

Where are those prescriptions at?

Appendix A, under treatment of stands

And if we mulch it and it becomes scattered ground fuel, do we have to pile?

It needs to be distributed. 40% of the unit acreage can be left to a depth of 3 in, 60% to be a depth of 1 in. We don’t want a large fuel bed depth across the unit.

In areas where it would be over those depths, do we have to move it?

We would only be looking at your generated fuels, not residual.

Theres going to be areas where there’s more than the allowable depth of fuel

Potentially

That’s a big price difference if we have to move it.

That would go back to how you decide to treat the fuels, whether it be masticate, hand pile or grapple pile.

Are we responsible for burning?

No.

If you’re going to subsoil the material and you go through and masticate, does that change the depth of masticated material?

No subsoiling in service only units. Subsoiling is in timber sale units only.

For subsoiling we are asking you to de-compact the road bed and scatter slash

Do we have an inventory for these stands? (referring to the plantations, non cruised)

Common stand exams were done.

Are those numbers in the contract? It would be good to know the estimated TPA no

Buffer along road- is that 20’ included in the unit? What’s the reason for that?

20’ buffer of no treatment off of road is included in acreage. Trying to dissuade public users from off roads use, making parking spots, dispersed campsites, etc.

Would that 20’ buffer go into retention areas?

That is separate from the retention requirement for any given unit.

Also the buffer on the 18 road is 50’ whereas along the 1810 road its 20’

Will this contract be multiple award or one award?

One single award, potential to work with other companies present

Questions about waivers

If you want to come back on your own time, get ahold of me to get a waiver, usually lasts 2- 3 weeks. Must have waiver with you in your vehicle. (shannon.berg@usda.gov)

Who to talk to about the locked gate?

Shannon Berg (shannon.berg@usda.gov) Gate codes would be included in the waiver

Discussed road closures

Discussed LTM marking by road closures.

When you say green bio is not included material - Do you have to remove top wood?

yes, top wood is included timber and is required to be removed discussed general instructions for leave trees, trail trees, tree selection, wildlife trees, etc.

as outlined in Appendix B

Overlap between service and TS? What work should be done first?

Approval of work is based off end results, so we can’t say which comes first

Example. Let’s say a unit had subsoiling and mowing of brush with overstory removal. So, in what order is the contractor going to choose to do that work? Contractors would have to mailto:shannon.berg@usda.gov have slash for the subsoiling, so would that come before or after they do their slash removal (masticate, pile). That would be something to consider.

What subdivision are we standing in? Are there other treatments prescribed here?

48.

See appendix A

This says small tree thinning

Yes this has small tree thinning and treatment of brush

Rocky outcroppings that are excluded (flagged, tagged, and gps’d have a hard boundary)

What if we accidentally cut a large tree?

There is a cost for tree damage. Work with CO/COR to see what that is. I can’t give you a single answer as to what that would look like, as every situation and circumstance is different. We want you as the contractor and for the FS to be successful. Good up front communication is important.

If you reference App B (26), that states how DxP will be inspected.

Would the contractor be able to pre mark trees for their own use?

Yes-that’s also stated in appendix B what colors you can use

Additional hazard- bullets/metal in tree. Weakened trees from target shooting in certain areas.

Do these units have CSE data that was done recently? Can it be shared? That would solve a lot of questions. Cruise helps, but exams would be more useful

It has been done, not sure if it can be shared. (Follow up- CSE data cannot be shared at this time)

Winter range closure, is that for all activities or just commercial?

All. Waivers could potentially be approved.

If the deer are using this ground more in the winter because of work in other areas, would we be more restricted here?

Its possible, but it also depends on snow level here and other areas.

We may have to assume that we can’t be here?

That’s a part of your assessment as a contractor. Given the allotted time could you get this work done, how would closures (winter, fire restrictions) impact your timeline. Best to plan on closures being in place.

Discusssed lidar (digital elevation maps)/rock outcroppings. Could have some wiggle room with retention % if it isn’t feasible because of rock outcroppings

Does the lidar show large boulders outside of rock outcroppings? Also what’s the resolution?

Does pretty good but do not know the resolution

Discussed Unit 29 cutting rx

Is the 5.9” DBH in this unit a part of app. A?

No, this would be in B, because its included in the sawtimber prescription.

Would also be important to note if you’re doing one or multiple entries into a unit for saw, nonsaw, service, etc. in your technical proposal

Are we allowed to LTM ourselves?

Yes

Are you okay with orange paint?

Look in the appendix B for color

We can’t do cut tree mark for our own use?

Typically as of late, contractors have been marking leave trees. The USFS will not be inspecting your painting, we will be making sure you are meeting DxP cutting specifications.

You’re saying there would be some latitude in units like this (rocks embedded in brush). In units like this (119), would we still have to make an effort to remove brush?

Yes to both

If it’s awarded and there’s an area that we all agree we can’t masticate, would that area be deducted from our billable items?

No, you would get paid for the entire unit. Subdivision 119 has 50% retention.

Can we use a machine that can pulverize rocks in rocky areas? Looks like a strip mulcher but can pound rocks

We wouldn’t want to damage rock outcroppings

Would that be considered subsoiling?

The biggest concern for soil is the displacement of topsoil. Subsoiling is more about fracturing of soil not mixing of the ground, we want to avoid mixing. A piece of equipment digging in and mixing is going to be a concern for the soil resource.

Given your experience in the 2nd stop on 1810, do you think the fuel bed would be an issue in that unit?

We need to take the existing fuel out of it, because we’re measuring activity created slash.

It depends on equipment being used. In general, from my experience, chopping and chewing the material doesn’t create a concern. Obviously if we do run into an issue, we can talk about it and work through that.

If we must take the top out of a tree and we have to engage with that slash in the rocks, that is a problem.

You’d have to go back to the end result. Depending on the equipment you have, your equipment may be able to chop it up to meet end result.

What’s the bottom line of how chunked the material can be?

We’d have to look at the prescription, our language usage is chopped/chewed.

Do you have specs for hand piling?

Yes, see Appendix A

We have end results in the contract for each activity so you can decide what works for you.

(Goal is to meet the end-result. You tell us how you are going to meet that end-result by describing your methods)

Hand piling would put a lot of work on the USFS later, would that be scored less in a technical proposal? Like if we pile 1,000 acres. Results based, but what if a contactor proposes a method that creates a lot of demand on the USFS, does that make the proposal less desirable.

That would not “score” less as there is no preferred method; we are defining an end-restult.

The proposal being weighed approximate to price.

Additionally, there could be an alternate proposal. As long as you respond to the solicitation as put forth, you could also describe another way to do the work if we haven’t considered it through an alternate proposal, with alternate pricing.

But do you have a preference. It’s going to look more appealing to masticate vs piles?

We do not have a preference and if we did, we would have included that within the contract(we the government).

We have a defined end result.

If we aren’t burning the piles, we haven’t actually treated the fuel. So that wouldn’t be weighed adversely in the proposal?

No, and we would have had to define that in the evaluation criteria. Is the work you’re proposing going to meet the end result described? That’s the important thing. Piling of the activity created slash, as long as it meets the specifications in the contract, is meeting the objectives and is considered “treated”.

Do you have enough material on site for rock source?

Yes, luna bess. I believe the rock is already crushed as well.

Is it all cinder?

Not all of it. Part of the Cabin Planning project was to expand the pit and produce more aggregate for future use.

Harvesting timber question, if contractor goes with feller buncher, whole tree, landing, whose responsibility is it to deal with large landing piles (slash)?

USFS is responsible for burning landing piles

Have you designated landings?

Appendix B, landing locations are by agreement between the FS and the Contractor.

Are there preexisting landings?

There are pre-existing landings. Work with CO/COR/Sale admin, TB has a map with a lot of preexisting landings

Can you share the lidar/gis data?

After the award we can definitely provide lidar maps.

Any requirements for dust abatement during operations?

Yes, in appendix C, roads identified with pre haul requirements, during haul, and post haul.

Typically not every road has dust abatement. Even if a road doesn’t require dust abatement, sometimes during parts of the year it may become necessary to meet contract specifications during haul, ei road damage.

No real good water sources out here?

Appendix C, China hat campground is the only designated water source in the contract. It’s a bit of a haul or you could work with a commercial source. The road engineer said this morning that commercial could be something to consider.

Magnesium chloride usage for abatement?

Appendix C states acceptable water/chemical uses

You can use sub merch material and add to slash piles?

Not material that is included in Appendix B, that has to be removed off site.

So that’s that 5-5.9 “ component?

Depends on the unit. So in appendix B it will define what has required removal and what has been cruised. Some units in appendix B only require product to be removed down to 9” DBH along with associated top wood for whole tree yarding meeting minimum piece size specifications. Appendix A defines the service item material, there is no required removal for this material because it was not included in appendix B and was not cruised.

But you always have to remove the top wood?

Correct. For the trees defined in appendix B that will be whole tree yarded to the landing

So for the units we’re at (38 -39), its only 9” and greater (for cruised timber), the top wood would be removed.

Any opportunities for eco slash burner?

If it’s a product in appendix b, it has to be removed. Remember, you are also paying for the Included Timber (see B.2 Timber/Product Removal Price Schedule in solicitation)

If there is an alternate proposal, you can include that.

It’s worth mentioning, this contract has a lot less of that non saw. Its roughly 13%, so quite a bit lower than we’ve offered on other contracts. Every timber unit we tried to make sure it had at least 3000 mbf. If it didn’t, it was a service contract.

Unit 38-39: Designation by prescription, we are treating PP 9” and greater, so how are you going to thin those trees to the target of 50 BA. That material would be required to remove, including top wood of those trees. So, for example, whole tree yard, processing to meet saw timber for removal. Once that is done, you are looking at less than 9” for a service unit prescription. Appendix A, ofr example, states to cut all cull, LP less than 8”, Juniper less than 9”. That material is a service item. It would need to be cut to meet end result. Could be incorporated in landing, piled, or masticated. Now some units do have a 5-<9” that are included in appendix B, it has been identified as material that needs to be removed.

In a unit like this 38/39, where were only cutting 9 or greater, if that top wood is 12 to a 3” top, that is considered material to be removed.

But the cutting RX doesn’t say remove?

The cutting RX is different than the A.2 utilization specification for removal

Some of these units require 5-8” material to be removed

Yes, some do. And that is defined in Appendix B

To clarify, so a PP that is 8” but ends at a 12’/3” top and is included in a service contract does not have to be removed?

Correct, because that was not cruised for the TS (in this specific unit). If it is not in Appendix B as included material, it does not have to be taken off site.

There is a pretty big difference though for cost estimate. Figuring out if it can be left on site versus removed. If its commercial it’s got to go, if its service it has to stay?

Correct. However, if it’s service generated material it could be removed as Timber Subject to Agreement if material was wanted by Contractor at agreed upon rates. But it is NOT required to be removed.

So, the only green bio convertible that is required to be removed is top wood?

Yes, unless something else has been listed in appendix B as included timber, you will need to pay attention to both Appendix A and Appendix B specifications.

In the units we’re standing in right now 38/39, only the top wood over 9” would be removed.

How do you (the government) know if a 12’/3” was a service item or an included timber item? Maybe we want to do all the cutting in one pass.

There could be a separate location to leave service vs included items. I don’t think there’s going to be a large overlap with those species. This is a better conversation to have on the ground with the COR/Sale admin, because there are different ways to approach it. In our stewardship contracts, this is not new and has been common in our stewardships in central Oregon over the last 10 years. It is not complicated, and I think once you get on the ground and work the with COR and Sale Administrator it can be picked up pretty quickly. It is important to look at Appendix A and B together. I want to make sure you have a good grasp of this, so please if there are more specific questions that you still need answered, please reach out to Ingrid or Lindsey. The FS worked hard in this contract. The units included in Appendix B that have required product removal are timber units and can float on their own, anything that did not meet this is included on the service side for that reason.

In this contract, a timber unit minimum is 3,000 to the acre.

Is there an estimated biomass for each unit or whole sale?

It is 13% of the entire sale volume. It’s in the volume table

Could the contractor just burn the 5-8 if they don’t want to move it?

Burning of slash piles is government responsibility and not part of the contract.

Another contractor – but you’re still paying stumpage on it if its included timber?

Correct.

In Closing:

Any additional questions about technical specifications, get those in writing to Lindsey and Ingrid Anderson. Ingrid can answer more questions about contracting questions.

It is helpful to go into SAM and click “follow” for the solicitation to receive notifications of any updates, such as the posting of amendments.