2016 Mowing SOW 16-2_3-23-16.pdf

STATEMENT OF WORK

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES

BUREAU OF FORESTRY

FORESTRY MOWING CONTRACT 16-2

GROUP 2 (FOREST DISTRICTS 5 & 7)

6 PROJECTS, 437 ACRES

I. SCOPE OF WORK:

The Department of Conservation and Natural Resources, Bureau of Forestry, requires the services of a contractor to cut inhibiting woody vegetation in Forest Districts 5 & 7 on six (6) blocks containing 437 acres.

Services shall include, but are not limited to, the furnishing of all materials, labor, equipment, tools, superintendence, miscellaneous items, and performing all work necessary to complete the project to the satisfaction of and subject to the approval of the Department.

Questions regarding the technical aspects of this bid should be directed to Andrew Duncan at

(717) 783-7990 or aduncan@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Casey Smith at (717) 783-1896 or caseysmith@pa.gov.

II. CONTRACT TASKS:

The following tasks shall be completed in performance of this contract:

Project Number Acreage Location Type

051506 112 acres District 5 Hand Cut Only 051512 149 acres District 5 Machine Cut Only 071519 40 acres District 7 Hand Cut or Machine 071520 44 acres District 7 Hand Cut or Machine 071522 45 acres District 7 Hand Cut or Machine 071528 57 acres District 7 Hand Cut or Machine

Local Forest District contacts for this project are as follows:

Rothrock State Forest (District 5), Dave Yeager, Assistant District Forester, (814)

643-2340 Bald Eagle State Forest (District 7), Peter Johnson, Assistant District Forester, (570)

922-3344

GUIDELINES:

All black gum, birch, red maple, and striped maple, and mountain laurel between 1” and 6” at stump height must be cut. All employees must be able to differentiate between species. Project # 051506 must be hand cut only. Project number 051512 must be machine cut only. All others may be hand cut or machine cut.

Woody material felled using a mechanical flail type system may not have stumps with clean, sharp cuts and edges and must be less than twelve (12) inches, except when in the opinion of the Field Contract Coordinator, said height is impractical.

Woody material felled with clean cuts must have stumps that are parallel to the ground surface and shall not exceed six (6) inches in height measured on the side next to the highest ground or the diameter of the stump, whichever is smaller, except when in the opinion of the Field Contract Coordinator, said height is impractical.

Cut trees must be removed from trails, roads, tail drains, streams, and utility rights-of-way.

The Contractor shall exercise care and caution in all operations to prevent damage to all trees left untreated.

Damage to trails, roads, streams, or utility rights-of-way caused by the Contractor’s equipment must be repaired by the Contractor at their expense.

Any trash resulting from the Contractor’s operations must be removed from the area and properly disposed.

The Contractor shall not block any roads or trails in the area during performance of this contract. The Contractor shall not in any way hinder the progress of any Timber Sale Contracts in these areas.

All labor, equipment, tools, etc., needed to complete contracted projects are to be provided by the contractor.

Designated fence corridor must be kept free of slash.

Brush must be removed from existing fences, and any fence damage must be repaired within 24 hours at the contractor’s expense. Deer fence integrity must be maintained by closing gates promptly after entry and exit.

Timber Damages – when in the opinion of Field Contract Coordinator, damage to the residual stand becomes excessive, the Contractor shall pay the Department a fair base current value determined by the Field Contract Coordinator per unit of volume. If this value for damage due to Contractor’s carelessness or negligence is less than $10.00 per tree, then a minimum charge of $10.00 per tree will be made whether the tree is commercial, non-commercial, merchantable, or non-merchantable.

III. CONTRACTOR QUALIFICATIONS:

This invitation for bid (IFB) is reserved for the Small Business Procurement Initiative as designated in Executive Order 211-09 dated November 21, 2011. Only Self Certified Small Businesses which have been certified by the Department of General Services prior to the bid opening date and time may submit a response to this IFB.

Your self-certification form from the Department of General Services must be submitted along with your IFB response. Failure to produce a valid Self Certified Small Business certificate shall render your submission non-responsive.

For more information on the Department of General Services Small Business Self Certification process please visit: www.smallbusiness.pa.gov.

IV. CONTRACTOR REFERENCES:

After the bid opening and prior to awarding of the contract, the Department has the right to request 3 references (name, addresses and telephone numbers) for whom similar work has been performed by the Contractor as proof of qualifications to perform the work involved in this contract. Bidders must supply proof that they have completed at least 100 acres of similar work, as determined by the Department, in a single calendar year.

V. SITE INSPECTION:

A mandatory site inspection will be conducted prior to the bid opening. The site inspection will be held Wednesday, April 20, 2016.

Prospective bidders should meet at the Rothrock State Forest District Office at 9:00 AM to discuss job specifications and to tour the two job sites in the Rothrock State Forest. A representative from District 7 may be available to answer questions about their respective treatment blocks on contract. All prospective bidders must attend to be eligible to bid on this contract; please sign-in to acknowledge attendance.

The Rothrock State Forest District Office is located off State Route 22, two miles north of Huntingdon at the intersection with Route 26 South. Interested vendors should contact the Resource Management Center at (814) 643-2340 for additional directions.

VI. PERFORMANCE BOND:

The contractor must furnish the Department with a performance bond in the form of a surety bond or letter of credit in the amount of $ 5,000.00, payable to the Commonwealth of Pennsylvania. The purchase order will not be issued until the performance security is furnished.

If the contractor is a corporation, the bond must be signed by the corporation president or vice-president (designate which one) and the corporation secretary or treasurer (designate which one). If the Contractor is not a corporation, the owner must sign the bond. The bonding company must be licensed to conduct business in Pennsylvania.

If the Contractor does not complete the contract, the performance security will be retained by the Commonwealth.

VII. INSURANCE REQUIREMENTS:

The Contractor is required to have in place during the term of the Contract and any renewals or extensions thereof, the following types insurance, issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

1. Worker’s Compensation Insurance for all of the Contractor’s employees and those of any subcontractor, engaged in work at the site of the project as required by law.

2. Public Liability and Property Damage Insurance to protect the Commonwealth, the

Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the Contract or the failure to perform under the Contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. The certificates or policies shall name the “Commonwealth of PA – DCNR” as an additional insured and shall contain a provision that the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the Commonwealth. These certificates shall include the location and a brief description of the work to be performed under the contract.

The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.

VIII. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

2. A copy of your self-certification form from the Department of General Services and the

Small Business Procurement Initiative. Failure to produce a valid Self-Certified Small Business certificate shall render your submission non-responsive.

3. A properly executed Reciprocal Limitations Act form that lists the state of manufacture for any supplies procured.

The unit price shall include all labor, materials, equipment, tools, insurance, and all items necessary for completion of the project.

The bid will be awarded based on the total sum of all blocks as indicated on the IFB-Invitation for Bids.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the Department. The Contractor shall be paid at the unit price bid for actual work performed.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

IX. CONTRACT TERM:

The Contract shall commence upon execution and receipt of the purchase order and continue until April 1, 2017.

This contract must be started within one (1) month from the date the purchase order is issued.

If the contract is not started within one (1) month after the purchase order is issued, the vendor will forfeit the contract.

If site conditions, as determined by the Department, are unfavorable to proceed, the start may be delayed. Work must then commence within ten (10) days of the onset of favorable conditions, as determined by the Department.

In addition, half of the acres on the contract must be completed within six (6) months of receipt of the purchase order or the contract may be terminated.

The start date may also be postponed if the contractor is actively working on another Bureau of Forestry mowing contract.

X. PAYMENT TERMS:

Payment shall be made upon satisfactory completion of each block or authorized partial block. A block will be deemed complete when all items listed in the Guidelines have been met for that block. Invoice must state the number of acres properly treated.

On blocks larger than 50 acres, the contractor may invoice for partial payment. The district forester must be in agreement with the contractor, and the district forester must authorize the partial payment.

XI. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

1. Mailed to the following address:

Commonwealth of PA – PO Invoice PO Box 69180 Harrisburg PA 17106

2. Or for a Paperless Email Invoice Option:

Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information on the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk.

And a copy of the invoice MUST also be sent to:

Andrew Duncan Bureau of Forestry P.O. Box 8552 Harrisburg, PA 17105

717-783-7990 aduncan@pa.gov

All invoices MUST have the purchase order number, project number, as well as your SAP Vendor Number on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information may result in a delay of payment.

XII. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed bids and mailed bids will not be accepted.

No responsibility will be attached to any employee of the Department for the premature opening of or the failure to open a bid not addressed properly and identified, or for any reason whatsoever.

XIII. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/. The bids will be posted within three (3) business days following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

Attachments:

Attachment A: Project Maps Attachment B: Statewide Forestry Map