2-Attachment B Scope of Work - ADA Compliant.pdf

ATTACHMENT B: SCOPE OF WORK

Solicitation Bid Number: JH27-125

Project: Cottonwood Fire Aerial Seeding

Location: Between the communities of Beaver, UT and Junction, UT in Eastern Beaver County and Western Piute County

Introduction Utah Division of Wildlife Resources (UDWR) is acquiring services for fixed-wing or helicopter aerial seeding as part of the above-mentioned project. This task order includes the Contractor to furnish labor, equipment, supervision, transportation, operating supplies, and incidentals. The project area totals approximately 54,303 acres as identified on the attached site map.

SECTION I: PROJECT REQUIREMENTS

Site Specifics

• Location and Description: The work under this contract is located on State (DWR, TLA), Federal (USFS), and private lands centered approximately 15 miles east of Beaver, Utah. Elevations range from 7,200 to 11,000 feet within the project site.

• Airports and Landing Zones: The closest airports and landing zones are to be determined by the contractor. The contractor is responsible for picking up seed from the DWR’s seed warehouse in Ephraim, UT and transporting seed to the airport or landing zones of their own choosing.

• Total Acreage: 54,303 acres.

Specific Tasks

• Work Limits: Furnishing all labor, equipment, supplies, and materials to aerially seed approximately 54,303 acres. Contractor will need to provide enough labor and equipment to complete the work in the specified performance window. The project includes multiple distinct seeding areas, each with its own seed mix and rate of application. It is the contractor’s responsibility to ensure that the proper seed mix is applied in the location and at the rate specified in this contract.

• Contract Time: There is a strong preference to apply seed as soon as possible following contract award. Work must be completed by November 20, 2026. Extensions may be granted at the discretion of the Project Manager based upon weather or other unforeseen delays.

Acreage and Weight Breakdown

Seed will be bagged in 2,000-lb. bulk totes. Seed will need to be picked up by contractor. All the seeds will be picked up from UDWR Great Basin Research Center in Ephraim, Utah. Contractor will be solely responsible for loading all seeds into broadcaster.

Treatment Area Acreage Application Rate Calculated Total Weight Low Elevation 18,702 acres ~9.57 lbs./acre 178,978 lbs.

High Elevation 27,628 acres ~12.39 lbs./acre 342,311 lbs.

Beaver Canyon 4,923 acres ~11.09 lbs./acre 54,596 lbs.

Trust Lands 853 acres ~8.05 lbs./acre 6,867 lbs.

Private Lands 2,197 acres ~10.91 lbs./acre 23,969 lbs.

TOTALS 54,303 acres — Approx. 606,721 lbs.

GPS Technology

The aircraft must be equipped with a global positioning system that is used to establish flight lines for 100% coverage. DWR will provide the Contractor an electronic file containing coordinate positions of treatment areas in an ARC/INFO GIS format. Contractor shall provide a Trimble, ARC/INFO, or ARCVIEW electronic file in UTM projection North America Datum 1983 of treatment coverage upon completion of each treated area or as required by the Contracting Officer. A government representative shall monitor the Contractor’s GPS to assure Contractor’s compliance with contract specifications.

Seed Application

The Contractor shall certify to DWR they have the capability to meet the requirements of the request for quote prior to performing any aerial work.

Seed Transport, Storage, and Handling

• The Contractor will be responsible for loading and transporting the UDWR-furnished seed from the DWR’s seed warehouse in Ephraim, UT to the worksites and shall be responsible for its protection from loss or damage during transport.

• The Contractor, at no additional expense to the State, will replace seed damaged or lost while in the custody of the Contractor.

• Unused seed shall be returned to the agreed-upon location upon completion of work or termination of the Contract.

• Empty seed sacks upon request and all pallets shall be saved and returned to the State of Utah Seed Warehouse in Ephraim, Utah by the Contractor.

Radio Communication

The Contractor shall provide a communication system so that contractor personnel engaged in the project at different locations can communicate at all times with each other, and so that

Government Project Inspectors may communicate with the contractor at any time to discuss performance matters.

Government Furnished Property

• There will be no Government Furnished Property associated with this contract other than seed (described above) and the maps and shapefiles.

• GIS/GPS shapefiles and PDF maps of the treatment areas will be provided to the contractor prior to work beginning.

Equipment and Workmanship

All equipment and/or materials incorporated into the work covered by this contract shall be of the most suitable grade for the purpose intended, unless otherwise specifically provided in this contract. All work under this contract shall be performed in a skillful and workmanlike manner.

The State may require, in writing, that the contractor remove from the work any employee deemed by the State to be incompetent, careless, or otherwise objectionable.

SECTION II: BID REQUIREMENTS AND

INFORMATION

Site Visit

A site visit will NOT be held prior to bidding. It is strongly recommended that each potential bidder inspect the site where services are to be performed and satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Maps and Files

Under no circumstances shall the shape/KML files be considered part of the contractual document. They will be provided for informational purposes only. Any PDF files provided in this bid document and the actual physical site location shall govern any contractual interpretation or dispute related to this project.

Questions

Questions related to this solicitation, specifications, or bidding procedures MUST be asked in writing on the Q&A board within the solicitation to keep the process fair and transparent. There are no exceptions to this.

Bidding

The per-acre price will be extended based on the number of acres to show a total project price.

The total price shall include all labor, equipment, and materials necessary to complete the job, which includes all mobilization and operating costs. There will be no fuel surcharges or adjustments negotiated.

Equipment

Bidders must provide the make, model, and payload capacity of the aircraft to be used with the bid submittal. This requirement allows the project manager to determine if it meets the requirements of the project.

Contract Award

A contract will be awarded to the lowest responsive/responsible bidder who meets any experience and equipment requirements noted elsewhere in this solicitation.

Use of Subcontractors

The Project Manager must approve the use of all subcontractors in writing prior to their performance of any work on the project. Any company or individual who submitted a bid on the project, was offered the project as the low bidder, and declined that award, or who defaulted on project after being awarded the contract, is ineligible to be a subcontractor for, or an employee of, the successful bidder.

SECTION III: ADDITIONAL REQUIREMENTS

Environmental Considerations

• Site Cleanup: Project sites shall be cleaned up, and all refuse removed by the Contractor.

The Contractor shall be responsible for the disposal of materials in a manner consistent with State, Federal, and local laws and for all expenses incurred with the disposal. Public or private access roads damaged by the Contractor shall be restored at the contractor's expense to the same condition they were in at the commencement of work.

• Vehicle Use: Use of 2-wheel and 4-wheel vehicles is permitted in the project areas. Off-road driving will be prohibited when soils are wet and rutting may occur.

• Hazardous Materials: Use of Hazardous Materials and/or petroleum products requires that all appropriate State and Federal Regulations be complied with including, but not limited to, Safety Data Sheets (SDS) on hand and use of necessary Personal Protective Equipment (PPE).

• Waste Disposal: On-site disposal of Hazardous Materials or Waste including hydrocarbons is not authorized. On-site disposal will subject the contractor to at least the cost of reclamation and the appropriate disposal of contaminated soil.

• Leaks: Incidental (de minimis) leaks from fittings, gaskets, or ruptured hoses will not subject the contractor to remedial requirements and will be considered normal, unavoidable losses. Continual leaks will be noted on inspection reports, and correction through maintenance is required.

• Maintenance Operations: Maintenance and repair operations that require the draining of engines or hydraulic systems may be conducted on-site only if the fluids are captured, containerized, and removed from public lands for proper disposal.

Public Access

Access into and through the project site shall remain open to the public at all times. The Contractor shall maintain roadways free of vehicles, tools, and debris.

Security of Equipment and Property

The Contractor may leave equipment at the work site; however, the Contractor shall be solely responsible for the protection of equipment and is solely responsible if the equipment is lost, stolen, or damaged.

Crew Supervision

• The contractor shall designate one English-literate supervisor who will be on site during operation hours.

• Supervisors shall be identified during the pre-work conference. Any changes in supervisory designations must be submitted in writing to the Project Manager at least 24 hours before the change takes effect.

• The designated supervisor must remain with and effectively direct the crew by:

1. Making periodic inspections of the crew’s work.

2. Advising crew members regarding improper work methods.

3. Providing instructions for correcting any improper work methods encountered.

• Emergency transportation will be provided by the Contractor at all times.

Work Camps

Work camps may be established only in locations authorized in advance by the Project Manager in coordination with the Government. Should such a camp be authorized, the Contractor shall maintain the camp in an orderly and sanitary manner. Upon vacating a camp and before final payment, the Contractor shall remove all refuse and other signs of occupancy to the satisfaction of the Project Manager.

Work Hours

• Work hours under this contract shall be limited to the time between one-half hour before sunrise to one-half hour after sunset each day.

• Work hours may extend into darkness only when the contractor’s equipment is suitably outfitted with exterior lighting sufficient to allow safe operation, AND only when mutually agreed upon between the contractor and the project manager.

• Work may be done on Saturday, Sunday, and legal national holidays as mutually agreed between the Contractor and the Project Manager.

Work Schedule

The work schedule shall be submitted at the pre-work conference.

Delays

The contractor is expected to complete all contract performance in a timely manner, regardless of the contractor or subcontractor's other workload, including any work being performed under other state contracts. A delay or failure to perform may be considered excusable when the delay or failure arises from causes beyond the control and without the fault or negligence of the Contractor or subcontractor.

Excusable delay causes include:

1. Acts of God or of the public enemy.

2. Acts of the State in either its sovereign or contractual capacity.

3. Fires.

4. Floods.

5. Epidemics.

6. Quarantine restrictions.

7. Strikes.

8. Freight embargoes.

9. Unusually severe weather.

In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor or subcontractor. Upon request of the Contractor, the Contracting Officer shall ascertain the facts and extent of the failure. If the Contracting Officer determines that any failure to perform results from one or more of the causes above, the delivery schedule may be revised, subject to the State’s contract termination rights under the contract.

Note on Unusually Severe Weather: “Unusually severe weather” means weather that is outside the normal weather patterns for a specific area at a specific time of the year. For example, strong wind and snow storms in fall and winter, or strong wind, rain, or hail storms in spring and summer are not considered unusually severe. An unusually severe snow, wind, or rain storm is one that is worse than even the harshest normal conditions during a season.

Project Meetings

Pre-work Conference

• Location: Meetings shall be held at the project site, or as determined by the Project Manager.

• Notification: A pre-work conference will be held prior to the start of work. The Contractor will be notified in advance of the meeting time, date, and place. The purpose will be to review required work, project drawings and specifications, construction schedules, payroll and payments, and administrative provisions of the contract.

• Attendance: The Contractor, subcontractors, and the persons responsible for coordination of the work shall be present at the meeting.

• Presentation: The Contractor shall be prepared to summarize and explain procedures planned for each project and present the work schedule requested in the specifications.

Progress Meetings

• Location: Meetings shall be held at the project site, or as determined by the Project Manager.

• Notification: Meetings may be called by either the Project Manager or the Contractor.

Requests shall state who should attend.

Notice to Proceed

Unless notified by the project manager that notice-to-proceed will be delayed, receipt of the contract or purchase order by email shall constitute a Notice to Proceed. The Project Manager may issue a separate delayed notice-to-proceed for any reason including adverse soil, vegetative, climatologic, or other environmental conditions.

Contract Performance

• The Contractor shall begin work within seven (7) calendar days from the effective date of the notice to proceed.

• The Contractor shall continue the performance of the work under the contract without delay or interruption except by causes beyond their control identified in the Delays clause.

• While an extended performance window is provided in this statement of work, this extended window is designed for contractors who may have multiple contracts to complete for the State of Utah at the same time as this contract. The extended performance window is not to be construed as a full performance time window just for this project unless approved in advance in writing by the State’s project manager.

• Once the contractor is on site working, the contractor shall work diligently and complete all work within the project performance time in the Contract Time clause.

• It is the contractor’s sole responsibility to complete contract performance regardless of the contractor’s current workload, including other state contracts. If necessary, the contractor will be expected to take whatever means are necessary to ensure timely contract performance (such as sub-contracting or additional equipment/manpower) at no additional expense to the State of Utah beyond the original contract price.

Inspection

• Surveillance Plan: The Government will inspect completed acres and provide recommendations to improve work quality while work is in progress. The Contractor is responsible for providing quality control to ensure that work complies with the contract specifications.

• Final Inspection:

o Location: Meeting shall be held at the project sites, or as determined by the

Project Manager.

o Notification: The Contractor shall notify the Project Manager at least three (3) working days before the completion date so the Government can schedule the final inspection.

o Deficiencies: The Contractor shall correct deficiencies and project areas will be re-inspected by the Project Manager.

Acceptance

Based on inspection results, if the quality level falls below contract specifications, the Project Manager will immediately notify the Contractor in writing and instruct the Contractor to improve the quality of work. If the quality of the work is not raised to an acceptable level after written notification, the Project Manager may issue a suspension work order to resolve the problem, during which time contract time will continue to run.

If untreated or unsatisfactorily treated areas are the primary reason for unsatisfactory work, the Contractor shall rework acres designated by the Government until satisfactory work quality is obtained.

Payment

One lump-sum final payment will be made for the actual number of acres completed following a final inspection of the completed project, and consistent with the payment clause in the State’s standard terms and conditions. Normally, requests for partial payments will not be considered.

However, if a partial payment request is considered, approval of said request shall be at the total discretion of the State. The contractor must get a partial payment request approved in writing before submitting an invoice for partial payment. Partial payment invoices received without prior approval will be returned to the contractor as not proper for payment.

Winter Stoppage

At the sole discretion of the State and/or the Federal Partner, this contract may be stopped at any time due to frozen soil or other winter conditions. Once the contract work is stopped for winter, the state may pay the contractor and cancel the remaining portion of the contract, or issue a resumption of work order when spring weather permits. The contractor must proceed diligently with all work as weather permits until a stop-work order is issued.

Change Orders

• Minor Change Order: If the State determines that a change in the Scope of Work is necessary, they may modify acreage totals or parcel configuration by up to 10% of the originally proposed Project Area by providing written notice to the Contractor (“Minor Change Order”). Issuance of a Minor Change Order does not excuse the Contractor from their obligation to perform the work under their original per-acre bid price, nor does it excuse the State from paying Contractor for work completed to project specifications.

Changes in acreage or parcel configuration will add or exchange work areas with characteristics similar to those in the original Project Area. When possible, a Minor Change Order should be implemented so as to leave a consolidated and contiguous project area having similar access to that originally described in the Scope of Work.

• Major Change Order: If the State determines that a change in the Scope of Work is necessary, and that change does not qualify as a Minor Change Order, the State and the Contractor may negotiate a Major Change Order as an amendment to the original contract. Examples of Major Change Orders include:

1. A reduction or cancellation of acreage that is greater than 10% of the original Project Area.

2. A change in the Project Area such that the new project characteristics are not comparable to those described in the original Scope of Work.

Major Change Orders may authorize an increase in the unit price of per-acre bid submitted by the Contractor, payment of part or all of equipment mobilization costs incurred by the Contractor, or a combination of both. Any Major Change Order shall be supported by documentation supporting the equitable adjustment in contract terms and is subject to approval by the State of Utah Division of Purchasing.

• Change Order Limitations: The sum of all payments made under one or more Change Orders on a single contract may not exceed the liability cap for the contract, calculated by identifying the per-acre bid price, and multiplying that figure by 10% of the acreage within the Project Area that remains untreated.

Calculation Examples:

o $50 per acre bid price × (10% of 500 acres left untreated) = $2,500 Maximum o $250 per acre bid price × (10% of 1,250 acres left untreated) = $31,250 Maximum

Nothing in this Section relieves the Contractor from their obligation to perform as described in Section 1, unless the State determines that a change order is appropriate. Under no circumstances may a Change Order exceed the total approved contract price. In most cases, the actual Change Order amount will be substantially less than the maximum liability cap for the contract. Nothing herein shall be construed as eliminating or modifying a Contractor’s obligation to mitigate damages they may incur due to the circumstances necessitating a Major Change Order, or the State’s right to terminate an Agreement in lieu of issuing a Change Order.