RFP Questions _Answers_7.27.26.docx

South Carolina Asian Longhorned Beetle (ALB) Tree Removal, Deregulation, and Restoration 12639526R0006 – Q&A

1. Five-crew availability versus minimum guarantee

a. Is the contractor required to maintain five crews continuously available throughout the contract, or only after receiving a task order?

Answer: The solicitation does not require the contractor to maintain a minimum number of crews continuously. However, the contractor is responsible for providing sufficient personnel and resources, including deploying multiple crews when necessary, to ensure timely completion of all work ordered under Task Orders. See SOW Sections 1.3 and 7.0. See also clauses 52.216-18, 52.216-19, and 52.216-22.

b. What minimum workload or notice will USDA provide, considering the IDIQ guarantee is only $25,000?

Answer: The government does not guarantee work beyond the minimum guarantee value. See Solicitation Information – Award Type. See also SOW Sections 1.3, 3.4, and 7.0.

1. Minimum task-order size and mobilization

a. May USDA issue an order for one tree, one stump, or a fraction of an acre?

Answer: Yes. See 52.216-19 Order Limitations.

b. Will mobilization and demobilization be separately compensated, or will work be geographically grouped into minimum daily or weekly production quantities?

Answer: Mobilization and demobilization will not be separately compensated. All associated costs must be included in the contractor’s fixed‑price CLINs as required by SOW Sections 1.5, and 1.3, 7.0, and Attachment 2, Price Proposal Spreadsheet. The solicitation does not mandate minimum production quantities or geographic grouping. Each Task Order stands alone and defines the required work.

1. Acreage versus individual-tree payment

a. Who determines whether work is paid by acreage or by individual tree?

Answer: The USDA determines whether work will be paid by acreage or by individual tree. See Section 7.3.1 in the Statement of Work.

b. Can USDA change the payment method after work begins?

Answer: Yes. A task order may be modified in accordance with FAR clause 52.212-4 (d) Changes: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

c. How will trees outside the measured acreage, collateral trees and boundary trees be compensated?

Answer: If an issued tree is outside of calculated acreage, USDA uses individual per tree pricing. No additional payment is made for collateral trees. See Section 4.6 and see example in 7.3.1 in the statement of work.

1. Acreage measurement

a. Will USDA provide a GPS/GIS polygon showing the payable treatment acreage before work begins?

Answer: Yes. See SOW Sections 7.3.1 and 3.7. The USDA will provide PDF maps along with task order issuance. These maps are georeferenced. If you have the appropriate mapping software, you will see your location within the polygon on these maps.

b. Will acreage be measured to the nearest tenth of an acre based on actual treatment area rather than total parcel acreage?

Answer: Only the tree removal area. Sometimes this is the entire parcel, but often it is not. See section 7.3.1 in the statement of work.

1. Density and average DBH

a. Will density be based only on USDA-designated removal trees? How will multi-stem trees be counted?

Answer: Multi-stem trees are counted according to the multi-stem measurement rules in Section 4.12.

b. Is average DBH the arithmetic mean of all designated trees?

Answer: The solicitation states that USDA determines the average DBH of targeted trees using the DBH values measured in accordance with SOW Section 4.12, Tree DBH Measurement. SOW Section 7.3.1 further clarifies that USDA uses preliminary survey data to determine the average DBH when selecting the appropriate acreage-based CLIN.

c. Will acreage pricing remain unchanged whether an acre has 20 or 300 trees?

Answer: Acreage pricing varies based on tree density. USDA determines the appropriate CLIN based on both the density and average DBH of targeted trees, as stated in SOW Section 7.3.1. See CLINS for acreage pricing in Attachment 2.

1. Stump grinding payment For trees cut by the contractor, is stump grinding included in the tree/acre removal price, or separately payable? When does CLIN 28 apply? Specify required grinding depth, lateral root-flare area, backfilling material, debris removal and final grade.

Answer: Stump grinding or stump treatment is ordinarily incidental to the tree removal CLINs and is included in the price for both Tree Removal by Acre and Individual Tree Removal, as stated in SOW Sections 4.8 and 4.9. CLIN 28 (Woodlot Stump Grinding) applies only in rare cases where all stumps in a woodlot are ordered to be ground. In those situations, CLIN 28 is ordered in addition to the applicable Tree Removal by Acre CLIN. See sections 4.8 and 4.9 in the statement of work. Also see Pricing Schedule Notes in Attachment 2 Price Proposal Spreadsheet for specifics.

1. Restoration limits Please define “comparable or better” restoration, including topsoil depth, seed or sod, mulch, irrigation repairs, ornamental replacements, tree replacement size and number, watering requirements, warranty period and final acceptance authority.

Answer: “Comparable or better” restoration is defined in Sections 5.0–5.6, including topsoil depth, grading, turf restoration, fixture replacement, and requirements for replacement trees. Watering and warranty periods are not specified. Restoration requirements must be documented and agreed to in the Removal Work Plan (RWP) developed under Section 3.7. Final acceptance is made by the COR (Section 7.3).

1. Property access and owner delays

a. Will USDA obtain signed rights of entry before issuing each task order?

Answer: See Section 3.6 Permission to Remove Trees and Section 3.7 Development of Removal Work Plan (RWP).

b. Who bears costs caused by owner refusals, appointment changes, restricted work hours, denied equipment access or additional owner demands?

Answer: See section 3.7 of the statement of work that states, "If the contractor is unable to make contact with a property owner for any reason, the contractor must document their efforts to contact the property owner and provide that documentation to the COR with a draft of the Removal Work Plan. The USDA will make its own attempts to contact the property owner before moving forward with legal action."

Section 1.5 in the statement of works states, “The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with all Federal, State, and local municipal laws, codes, and regulations applicable to the work being performed. Payment provided for in this contract shall constitute full compensation for furnishing all materials and for performing all work under this contract in a complete and acceptable manner. Incidental expenses shall be accounted for in the price for the contract line item that is most closely associated with that incidental expense.”

1. Delay and standby compensation How will the contractor be compensated for standby or remobilization caused by USDA direction, unavailable inspectors, utility shutdowns, railroad flaggers, tides, property-owner issues, environmental restrictions or government-caused schedule changes?

Answer:

See Pricing Schedule Notes in Attachment 2 Price Proposal Spreadsheet that says, “Pricing shall include all costs necessary to accomplish the work. Pricing shall include but not be limited to licensed and qualified personnel, overhead, profit, equipment, supplies, training, permits, supervision, quality control, and planning necessary to accomplish the work as described.”

Section 1.5 in the statement of work states, “The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with all Federal, State, and local municipal laws, codes, and regulations applicable to the work being performed. Payment provided for in this contract shall constitute full compensation for furnishing all materials and for performing all work under this contract in a complete and acceptable manner. Incidental expenses shall be accounted for in the price for the contract line item that is most closely associated with that incidental expense.”

See FAR clause 52.212-4 (f) Excusable delays which apply this solicitation and resulting contract (https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_212_4 )

1. Special-circumstance pricing Define what qualifies for a special-circumstance charge. Must it be approved before work? Will payment be actual cost, quoted fixed price or a stated markup? Can it cover cranes, larger-than-anticipated trees, matting, barges, additional chippers and unusual restoration?

Answer: See Amendment 0001 which addresses payment for cranes and watercraft, and deletes the reference "special-circumstance pricing". There is no special circumstance pricing.

Cranes have their own fixed price line item in the Pricing Schedule.

All other activities, such as larger‑than‑anticipated trees, matting, additional chippers, or unique restoration requirements, are treated as incidental to contract performance unless a specific CLIN exists. See Section 1.5 in the statement of work.

1. Crane daily rate Specify expected crane capacity, boom length, operator, rigging crew, fuel, mobilization, minimum hours and overtime. Can larger cranes or multiple cranes be separately approved?

Answer: The solicitation does not specify expected crane capacity, boom length, operator requirements, rigging crew size, fuel, mobilization/demobilization, minimum hours, or overtime. All costs associated with crane usage must be included within that CLIN. If required, multiple cranes could be approved. Daily rate should take into consideration various crane types/size that may be used. See 2.4.1 Types of Equipment (Amendment 0001).

Section 1.5 in the statement of work states, “The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with all Federal, State, and local municipal laws, codes, and regulations applicable to the work being performed. Payment provided for in this contract shall constitute full compensation for furnishing all materials and for performing all work under this contract in a complete and acceptable manner. Incidental expenses shall be accounted for in the price for the contract line item that is most closely associated with that incidental expense.”

1. Watercraft daily rate Specify passenger/equipment capacity, captain, deckhand, fuel, launch fees, standby hours, tidal-access requirements and whether the boat must transport woody debris or heavy equipment. It would be rare for watercraft to require moving heavy equipment or woody debris, but please consider all of this in your CLIN. It is the contractor’s responsibility to determine proper equipment needed for performing services under the contract.

See Section 2.4.1 (Amendment 0001) and Section 1.5 in the statement of work.

1. CSX charges Is the CSX flagger CLIN a fixed daily reimbursement or pass-through of CSX’s actual invoice? Are travel, lodging, overtime, signal locates, construction inspectors and cancellation charges separately payable?

Answer: See Section 2.4.1.1 (Amendment 0001). All CLINs under this solicitation are fixed‑price. See Section 1.3 and Section 1.5 in the statement of work.

1. Utilities and energized lines Who coordinates and pays for line de-energization, utility crews, line-clearance personnel and utility standby? Will contractors be required to remove trees near energized conductors without a utility outage?

Answer: The contractor is responsible for coordinating plans to complete removal. This is incidental to the contract line items for Tree Removal. See pricing schedule notes in Attachment 2 and section 1.5 and 4.2 in the statement of work.

Environmental and operational questions

1. Wetland permits and access Will USDA provide wetland delineations and obtain federal, state and local permits? Who pays for timber mats, temporary crossings, amphibious equipment, erosion controls and restoration caused by required wetland access?

Answer: See Section 3.9, Tree Removal in Wetlands. See also Pricing Notes in Attachment 2 and Section 1.5 in the statement of work.

1. Debris deregulation Must all regulated material be chipped to the required size on the same property every day? What happens where equipment cannot access the property? Is off-site processing allowed, and will USDA provide a staging or marshaling site?

Answer: The USDA does not provide a site. See section 3.5.1 Contingency Proper Disposal/ Deregulation for options other than onsite deregulation. See also Section 3.7 and 1.5.

1. Ownership and disposal of chips Who owns the deregulated chips? May they be removed, sold or reused? Are hauling, tipping fees, temporary storage and rehandling included in the removal price?

Answer: See Section 3.5 and 4.7 in the statement of work. See also Section 1.5.

1. Weather and unsuitable ground Who determines when wet soil, tides, storms or environmental conditions make work unsafe? Are weather shutdowns noncompensable, and will required remobilization be paid?

Answer: See sections 3.7 and 3.7.2 in the statement of work.

1. Price adjustment Will option-year prices receive adjustments for revised Service Contract Labor Standards wage determinations under FAR 52.222-43 or a similar clause? Is any fuel or material escalation adjustment available?

Answer: FAR clause 52.222-43 does apply to labor. Please visit acquisition.gov to see full text. The solicitation does not include any fuel, material, or other economic escalation adjustment clause. See section 1.3 for contract type details.

1. Qualification timing

a. Must the ISA arborist, South Carolina pesticide licenses and ALB Compliance Agreement be held when the proposal is submitted, at award, or before notice to proceed?

Answer: See Section 2.0, 2.1, and 2.2 in the statement of work.

b. May subcontractor qualifications satisfy these requirements?

Answer: Subcontractor qualifications may be accepted as long as those individuals are identified in the contractor’s staffing plan and Removal Work Plan, and all requirements in Sections 2.0, and 2.1, and 2.2, and 2.3 are fully satisfied.

1. ISA arborist coverage Must an ISA-certified arborist be physically present with every crew, or may one project arborist supervise multiple crews?

Answer: No. The ISA-certified arborist is not required to be physically present with each crew. See Section 2.1.2 Certified Arborist.

1. Trees ≥45 inches Because the category has no upper limit, will USDA add another tier for 45–59.9″ and ≥60″ DBH, or permit special-circumstance pricing for exceptionally large trees?

Answer: No. There is no special‑circumstance pricing in this solicitation. See Section 1.5.

1. Table 2 indicates that land-use categories with a mean DBH between approximately 7 and 9 inches contain a significant number of trees with DBH ≥12 inches. Please confirm whether all designated trees on an acre will be paid under a single acreage CLIN based solely on the arithmetic mean DBH, regardless of the number of larger trees present.

Answer: When work is ordered under an acreage‑based CLIN, all designated trees within the calculated acreage area are paid under one CLIN. The solicitation states that USDA determines the correct acreage CLIN using the density and average DBH of the targeted trees within that removal area. See Section 7.3.1. The solicitation does not define a formula for calculating average DBH (e.g., arithmetic mean), and it does not provide separate acreage CLINs for larger trees within the same acreage unit. All trees within that defined acreage are compensated under the single acreage CLIN selected by USDA.

Please also specify how mean DBH will be calculated and whether exceptionally large trees within an acreage unit qualify for separate individual-tree or special-circumstance compensation.

Answer: The solicitation does not define how average DBH is calculated. USDA will determine the average DBH using the DBH measurements taken in accordance with Section 4.12, Tree DBH Measurement, which describes DBH methods for single‑stem, leaning, and multi‑stem trees.

Exceptionally large trees located within the calculated acreage area are included in that acreage‑based CLIN. The solicitation does not authorize separate individual‑tree pricing for large trees inside an acreage unit, nor does it include any special‑circumstance pricing. As stated in Section 7.3.1, USDA selects the acreage CLIN solely based on density and average DBH of targeted trees in the removal area.

1. Are there any bonds required? If so, what are the amounts?

Answer: No

1. Are offerors required to submit a signed SF1449 and acknowledgement of amendments? If so, please note that the SF1449 was not included in the bidding documents.

Answer: Yes. The solicitation requires offerors to submit a signed SF1449 and acknowledgment of amendments, if applicable (See Notes to Offerors.) Since the SF1449 was not included in the original posting, USDA will issue it by amendment. Offerors must sign and return the SF1449 as part of their complete proposal package.

1. Do offerors need to include representations and certifications in both the proposal and on SAM.gov?

Answer: Under FAR 52.252‑1, Solicitation Provisions Incorporated by Reference, offerors are not required to submit the full text of any incorporated provision. Offerors need only complete any required blocks or provide information identified by paragraph number when applicable.