PreBid_Meeting_QA.docx

Wildlife Habitat IDIQ Pre-Bid Meeting Questions

Baldwin Ranger District 4/17/18

1.) I have been asked what the difference is between standard service contracts and IDIQs.

In IDIQs, the amount of work to be contracted is indefinite. We make projections but acreage may increase or decrease significantly requiring fewer or more contractors. A performance period is listed for the overall IDIQ, in this case July 2018 to April 2021, along with the projected work. Contractors may be awarded one or more items under the IDIQ and some items may be awarded to more than one contractor. As such, when bidding, potential contractors need to provide proposals for each of the items they want to compete for. Each year, the contractors selected may get awarded task orders with performace periods that occur within the lifespan of the IDIQ. A minimum amount of work is awarded to each contractor that is selected over the life of the IDIQ. The task order for 2018 is included in this solicitation. Acres currently laid-out for 2018 are representative of future job areas. If out-year quantities increase or decrease significantly, the selected Contractor(s) may be allowed to adjust bid item prices accordingly.

2.) All the areas will be flagged?

Areas will be marked or, in the case of mowing locations, you will see a definite boundary of where the opening ends at a forest edge. If there is question about where the job area boundary lies, contact the COR for clarification.

3.) Are access routes on the map?

If an access route is on the map you do not have to discuss using that route with the COR.

General Technical Specifications (b) Access and (c) Adjacent Wildlife Openings were also reviewed including options for requesting additional access routes.

4.) Is the seed itself provided?

Yes and seed is government property. So you will be responsible for maintaining it while it is being used.

5.) In all mowing and brushing areas leave vegetation a foot high?

Decks/blades need to be kept at least 12” above ground where specified. The deck is kept high because of uneven ground from previous management activities and for protecting wildlife.

6.) Is the herbicide provided?

No.

7.) Herbicide mixing and application method specifications were not addressed in the contract.

These specifications were left open because that is part of the technical proposal that the contractor will provide and is part of the selection process. This leaves it open for contractors to provide an opportunity for competition and display a contractor’s skill set.

8.) Since you are the federal government do you have to follow the Michigan DEQ new herbicide spray certification? As of last Wednesday there are only 3 companies that have complied with it.

The Herbicide Technical Specifications (a) in Section C was reviewed.

It is not clear whether the new herbicide spray certification would fall under (a) of the contract. The question will be addressed and the answer will be posted on the website.

Later determined that Michigan Department of Agriculture certification is required for all herbicide treatments. Michigan DEQ certification is required if there is standing water.

9.) Where it isn’t obvious to the forest edge will there be ribbon? When was it placed?

Yes. Orange ribbon was placed where it was necessary for ribbon to differentiate the mowing boundary. Ribbon was placed less than 2 months ago. If the orange ribbon is not present or additional ribbon is needed the COR can provide additional flagging or the track log of the job boundary to download into a GPS. Ask the COR for boundary clarification if needed.

10.) Is there a standardized access size for a specific type of machinery? When creating access areas does it enable all sizes of equipment to access sites?

The access routes are laid out as a cutting unit. There are corridor boundaries that are marked with ribbon and are approximately 100 feet across. Access is designed to create a corridor that connects openings to aid in future management. Access areas would not just be a narrow road.

11.) Do you have reserve tree species color coordinated with markings?

Reserve trees are identified by the COR. Colors do not mean certain things like in timber sale contracts. The reserve trees will be marked some way that the COR will notify you about.

12.) Less than 6 inches we can mow with a mower depending on how big of a mower but for greater than 6 inch material how do you want us to mulch it up if we can’t go less than 12 inches to the ground? When material is cut and laid on the ground you don’t want it mulched up?

You do not necessarily need to mulch the material. In your operating plan you would discuss how you would accomplish the job item. Depending on the job item, material that is cut will either be piled at designated locations/outside the site or not piled. If there is piling specified in a job item then piles must be created at designated locations. There are no job items where mulching of material is required. Incidental slash will be on the ground and distributed across the site.

You are welcome to propose alternative methods to meet prescription objectives in your technical proposals, but please be sure to completely outline how you plan to complete work according to the original specifications and then separately outline how you plan to complete work according to your proposed alternative.

13.) Have all the sites been tilled and seeded prior? Not a clear cut full of stumps?

Some of them have and some haven’t but all of them are openings that are dominated by herbaceous vegetation. You can access sites with whatever equipment is necessary. Item 8 Tilling and Seeding of the contract was reviewed. It was emphasized that debris may need to be removed from the site and (g) and (h) addressing untillable areas was reviewed.

14.) Can you clarify the wage section of the contract?

All of our contracts are service contracts and require wage determination so make sure you are following those. Read through them and answer the questionnaire.

15.) Has work been previously done on the sites?

The history of management on the sites is diverse. Mowing and mechanical brushing sites that have less encroachment are more likely to have been managed more often than areas that require larger vegetation to be cut.

16.) Under the Part II Section I Contract Clauses - The ones with the x’s, do we have to provide all of them in our technical package?

The contract says that the contractor shall comply with the following FAR clauses. There is a solicitation package as a separate document that Annette has put on the website. It is called your Offer Submission Package and it incorporates by reference all of the different sections. You can call Annette to clarify that there is no additional information needed.

17.) Why the specific brush pile size?

The 5 x 20 ft piles came from our Fire FMO. Our Fire Manager provided input on how those piles should be arranged so that they would be beneficial for burning and not cause problems. Specifications do not have anything to do with wildlife benefits specifically.

Manistee Ranger District 4/18/18

18.) What kind of trees will be tipped?

The species are not defined in the contract. Individual trees will be marked by the COR.

19.) There is no quantity listed for tree tipping. Is there a rough ballpark of the quantity because the bid is per tree?

No, there is no quantity listed. There is no minimum or maximum number of trees.

20.) The no less than 12 inch height, is that for mechanical too?

Reviewed General Technical Specifications under (f) Protected Wildlife and Vegetation where it addresses deck height. The sentence “Unless otherwise specified by the COR” will be added to the contract because there could be a condition where the deck height may need to be lower. The deck height of 12 inches is because there is uneven ground and there may be concerns for wildlife.

21.) Are there a set number of piling locations in each site?

No. “Unless otherwise specified by the COR” is phrased throughout the contract to provide authorization to the COR to make a decision on behalf of the CO and to provide flexibility. Brush piles may not be required on a site.

22.) In Item 3 it mentions reserve trees but it doesn’t seem like any are designated for 2018.

There are no reserve trees for 2018 but there may be reserve trees in future years. There are parts in the contract that may only apply to certain sites.

23.) What kind of site conditions are the tree felling sites? Are they isolated trees, what tree species, what is the typical trees per acre?

The contract does not specify the number of trees per acre but does specify the diameter of trees to be felled. An example would be felling aspen for grouse drumming logs. Another example would be that there is an opening that is currently being managed that trees would be felled within. An example site would be a forested jack pine/oak stand that there is x number of jack pine trees that would be felled to release oaks for mast production. Bidding for tree felling is by individual tree and is an optional item so it isn’t a mandatory job item but may occur if funding is available.

24.) The alder cutting would occur when the ground is frozen?

Yes. The dates for alder work to be completed could fall anywhere within October 1 and March 15 and it would be specified in the task order. A minimum of 45 days will be given to complete the work.

25.) So you don’t care how the trees are tipped over?

That is for you to propose in the technical proposal and describe your previous experience completing this type of work. You are welcome to propose alternative methods to meet prescription objectives in your technical proposals, but please be sure to completely outline how you plan to complete work according to the original specifications and then separately outline how you plan to complete work according to your proposed alternative.

26.) Are the tipping of trees within openings?

Sites could either be a forested stand or an opening. An example site would be a jack/pine oak stand of a moderate density of trees that would be pushing over jack pine or oak within the area. There is the potential for tipping within an opening that is currently being managed.

27.) Are you expecting a mass of roots to be in the air? Can the roots be broken and then tipped?

Within the contract, tree tipping is defined as a process in which live trees are pushed over to break root system allowing tree to fall to the ground. It does not specify that the stump has to be visible and up, but it does specify that it is a process where trees are pushed over to break the root system. Performing this type of work in house is typically done with a bulldozer to push over the tree. The COR can only hold you accountable for the description as specified within the contract. You can provide your technical expertise within the technical proposal.

28.) Are you anticipating multiple sites for tree tipping?

It is an optional work item and the reason that it is optional is because we do not know what our funding is going to be and do not know the number of sites. All the mandatory and optional items could occur anywhere within the Manistee National Forest on both the Baldwin and Manistee Districts. We realize that there is more uncertainty with optional items.

29.) Site CM334-7 was visited but could not find the access route. There was no flagging off the road.

That is a mechanical brushing and piling opening that is flagged with pink and black ribbon. There are coordinates provided on the map that you can enter into a GPS unit to locate the site. At this time the access route is not marked. Reviewed General Technical Specifications under (b) Access - Designated access routes may be identified on the maps in Section J or agreed on during the pre-work conference.

30.) Can you in any way describe the quantity of trees for tree tipping? It is not worth mobilizing heavy equipment for only a few trees. If you could provide a minimum number of trees that would be tipped that would help in how much to bid on the item.

The CO will be contacted to ask if a minimum number of trees can be amended to the contract. In the past we have separated high tree density and low tree density sites so that they could be bid on separately.

A contractor suggested that having a minimum number of trees identified in the contract would be the best in order to make an accurate bid on the amount of work expected for tree tipping.

Another contractor suggested that individual trees be counted for tree tipping and felling. It was clarified that trees to be tipped and felled would be marked.

It is unknown whether the number of sites distributed across the Manistee National Forest can be specified as part of the estimated quantity. A contractor stated that wouldn’t be an issue if he knew the minimum quantity of trees and that there would be enough work to make it worth mobilizing heavy equipment.

31.) So we should go to FedBizOpps for tipping or felling questions?

Yes. You do not get a notice from the CO if there are any changes so you should check the website regularly. There will be a question and answer document from the pre-bid meetings posted on the website. Modifications will also be posted on the website. Contact the CO via email with any questions.