21-106-GS Seeds Seedlings and Erosion Control.pdf

ITB #21-106-GS

Rev. 5/19/2020

Eugene Water & Electric Board

INVITATION TO BID FOR

THE PURCHASE OF GOODS & SERVICES

Bid No.: 21-106-GS Closing Date: Tuesday, August 24th 2021 Time: 2:00 PM PT

Description: Invitation to Bid for one or more of the following goods and services:

1. Planting and Vegetation Management

2. Erosion Control

3. Seeds

4. Seedlings

This project is funded in whole or in part by the Federal Emergency Management Agency (FEMA) Public Assistance Program

Contract Specialist: Gina Dally, 541-685-7132 gina.dally@eweb.org

Prebid Conference: Voluntary, by appointment

This is a COMPETITIVE SEALED PROCUREMENT. NO ELECTRONIC BIDS will be allowed.

SEALED BIDS will be received until the closing date and time noted above by the EWEB PURCHASING OFFICE at:

EUGENE WATER & ELECTRIC BOARD

PURCHASING OFFICE

4200 ROOSEVELT BLVD

EUGENE, OREGON 97402

Submit via US Postal Service or by Commercial Carrier such as UPS or FED EX, or in person by appointment with the Purchasing Analyst.

SINGLE POINT OF CONTACT: There will be only one point of contact for the entire Invitation to Bid process. The contact point is the EWEB Purchasing Office, and the contact person is the Purchasing Analyst listed above, unless otherwise stated in Part 2 “Special Terms and Conditions”. Any questions or issues that may arise regarding the specifications, the bidding process, and/or the award process shall be directed to the Purchasing Analyst listed above.

EWEB’s official response to any questions or requests will be in writing through direct letters or the Addendum process. FOR MORE INFORMATION please refer to Part 1 “Instructions to Bidders”.

mailto:Gina mailto:Gina mailto:gina.dally@eweb.org mailto:gina.dally@eweb.org

TABLE OF CONTENTS

Section Description Page

Legal Advertisement

1 Instructions to Bidders

2 Insurance Requirements

3 Sustainability

4 Technical Requirements / Scope of Work

5 Bid Form

Attachments

C Recycled Products Certification/Sustainability Questionnaire

H Bidder Qualifications and Reference Form

Exhibits

1 Sample Contract with Standard Terms & Conditions

2 FEMA Contract Provisions

3 Best Management Practice (BMP)

LEGAL ADVERTISEMENT

Planting/Vegetation Management; Erosion Control; Seeds; and Seedlings

The Eugene Water & Electric Board (EWEB) requests bids from contractors interested in providing one or more of the following goods and services along the McKenzie River Watershed: Planting and Vegetation Management, Erosion Control, and supply of Seeds and Seedlings. This will be funded in whole or in part by the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program.

Bids shall be submitted to Gina Dally, Contract Specialist, Purchasing Office, 2nd Floor, Roosevelt Operations Center, 4200 Roosevelt Blvd., Eugene, OR 97402, before, 2:00 PM PT, Tuesday August 24th, 2021. Bids will not be accepted after this hour and date.

ITB documents may be obtained from the Purchasing Department at the address above, by calling (541) 685-7500, or you may download the ITB documents from the State of Oregon's bid site OregonBuys:

https://oregonbuys.gov/bso/view/login/login.xhtml

A Voluntary pre-bid meeting will be provided through either EWEB or EWEB partners supporting restoration activities. The meeting will be for viewing the site location only, no discussion of the solicitation or scope of work will be offered. Appointments to attend a site visit will be coordinated through Gina Dally.

All bids shall be submitted as set forth in Section 1 - Instructions to Bidders. EWEB is not responsible for bids submitted in any manner, format or to any delivery point other than as required by the Solicitation Document.

No bid may be withdrawn after the hour set for the opening thereof until the elapse of thirty (30) days from the date and time set for opening.

EWEB reserves the right to waive any or all informalities and irregularities; may cancel the Invitation to Bid; and may reject any or all bids pursuant to EWEB Rule 3-0640.

Dated this 10 day of August, 2021

Gina Dally Contract Specialist https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml

1. INSTRUCTIONS TO BIDDERS

All bids and contracts are subject to the provisions and requirements of the Oregon Revised Statutes ORS 279A and 279B and EWEB Public Contracting Rules Divisions 1,2, 3 and 6.

BID PREPARATION

The Eugene Water & Electric Board's environmental policy directs the utility to conduct its business in an environmentally sensitive, sustainable and responsible way. Pursuant to this policy, EWEB encourages the bidder to submit their bid using materials (i.e. paper, dividers, binders, brochures, supplemental information, etc.) that contain postconsumer recycled content and are readily recyclable. Use of materials that cannot be readily recycled, such as PVC (vinyl) binders, spiral bindings, plastic or glossy covers and/or dividers is discouraged. Further, bidders are strongly encouraged to duplex print whenever possible. Color printing is acceptable, but not required unless content will not display correctly.

1.1 BID FORMAT

Bids shall be typewritten or prepared in ink and shall be submitted on the form provided in the Invitation to

Bid. No oral, telegraphic, electronic, or faxed bids shall be accepted.

1.2 CONFORMANCE TO BID REQUIREMENTS

Bids shall conform to the requirements of the Invitation to Bid. All necessary attachments (recycled products certification, non-collusion certification, descriptive literature, etc.) shall be submitted with the bid and in the required format. Bid prices shall be for the unit indicated on the bid. Failure to comply with all requirements may result in bid rejection.

1.3 PRODUCT IDENTIFICATION

Bidders shall clearly identify all products bid. Brand name and model or number shall be shown. EWEB reserves the right to reject any bid when the product information submitted with the bid is incomplete.

1.4 PROTEST OF SPECIFICATIONS OR CONTRACT TERMS / REQUEST FOR CHANGE

A Bidder who believes that the procurement process is contrary to law, or that the solicitation is unnecessarily restrictive in that specifications limit competition arbitrarily, without reasonably promoting the fulfillment of the procurement needs of EWEB, or the solicitation document is legally flawed in that it contains terms or conditions that are contrary to law, or the solicitation improperly specifies a brand name as defined in ORS 279B.200, may submit a protest, in writing, to: Eugene Water & Electric Board, Gina Dally, Contract Specialist, 4200 Roosevelt Blvd., Eugene, Oregon 97401 or via email to ramie.alkire@eweb.org. To be considered, protests shall be received no later than August 17, 2021, at 2:00 PM PT.

The right to protest bid specifications and/or contract terms is provided in EWEB Rule 3-0700, as a provision for "checks and balances" on the ITB. The EWEB Purchasing department shall promptly respond to each written protest, and where appropriate, issue all revisions, substitutions, or clarifications via addenda to all bidders.

Envelopes containing bid protests shall be marked as follows:

BID SPECIFICATION PROTEST

BID NUMBER, CLOSING DATE

Protest of technical or contractual requirements shall include the reason for protest, any and all evidence and documented, factual information that supports bidder’s protest, and any proposed changes to the requirements.

Bidders must exhaust all administrative remedies before seeking judicial review.

1.5 SIGNATURE ON BID

Bids shall be signed by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a bid also certifies that the Bidder has read, fully understands and agrees with all bid specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without fully comprehending all requirements of the Invitation to Bid.

Bidders shall only enter information within the bid document where it is requested or required. Bidders shall NOT make any alterations to the Original Solicitation Document. Any bid that has been altered may be rejected.

1.6 PRE-BID CONFERENCE

A Voluntary pre-bid meeting will be provided through either EWEB or EWEB partners supporting restoration activities. The meeting will be for viewing the site location only, no discussion of the solicitation or scope of work will be offered. Appointments to attend a site visit will be coordinated through Gina Dally.

BID SUBMISSION

1.7 BID SUBMISSION

(A) Sealed bids, containing a minimum of one (1) original signed bid response including any addenda which require signature, and one thumb drive, shall be received and date and time-stamped by the EWEB Purchasing department prior to bid closing. No bid received after bid closing date and time shall be considered. To ensure that your bid receives priority treatment within our mailing system, your bid should be labeled with the following information:

BID #21-106-GS

EUGENE WATER & ELECTRIC BOARD

PURCHASING

4200 ROOSEVELT BLVD

EUGENE, OREGON 97402

Submit via US Postal Service or by Commercial Carrier such as UPS or FED EX, or in person by appointment with the Contract Specialist.

EWEB is not responsible for bids submitted in any manner, format or to any delivery point other than as required by the Solicitation Document

(B) REQUIRED PAGES

Bidder MUST complete, sign, and return the following pages with their bid response:

• Section 4 - Bid Form

• Attachment C - Recycled Products Certification & Sustainability Questionnaire

• Attachment H – Bidder Qualifications and Reference Form (required for Sections 4.1 and 4.2)

• Exhibit 2 – Restrictions on Lobbying Certificate

1.8 ADDENDA

Any VERBAL communication cannot and shall not be construed as approval of the acceptability of any deviation to any requirement. All changes to requirements and/or the bidding documents will be made in the form of Addenda. The Bidder is responsible for ensuring that all addenda have been received and are acknowledged in their Bid Response. All addenda can be obtained electronically the State of Oregon's bid site ("ORPIN"): https://orpin.oregon.gov. (For navigation help, contact the Purchasing Analyst.).

1.9 BID MODIFICATION

Modifications or erasures made before bid submission shall be initialed by the person signing the bid. Bids, once submitted, may be modified in writing before the time and date set for bid closing. Any modification shall be prepared on company letterhead, shall be signed by an authorized representative, and shall state that the new document supersedes or modifies prior bid submissions and any other prior bid modifications.

Bid modifications shall be submitted in a sealed envelope clearly marked “Bid Modification,” identifying the bid number and closing date and time. Bidders may not modify bids after bid closing date and time.

1.10 BID WITHDRAWALS: Bids may be withdrawn in writing on company letterhead signed by an authorized representative and received by the EWEB Purchasing Office prior to bid closing time. Bids may also be withdrawn in person before bid closing time upon presentation of appropriate identification.

1.11 BID OPENING: Bids received in response to this Invitation to Bid shall be publicly opened at the scheduled closing date and time at the EWEB Purchasing department located at 4200 Roosevelt Blvd, Eugene, Oregon 97402. Bidders who attend the bid opening shall be informed only of the names of Bidders submitting bids and the total bid price. No other information shall be available at that time. Award decisions will NOT be made at the opening.

1.12 METHOD OF BIDDING

Bidders shall bid in the space(s) provided, all information required on the Bid Form for each service or supply of goods. Failure to do so may result in bid rejection.

The price of each item shall be clearly shown in the space provided. The price of each item shall be extended to show the total when required. In case of errors in extension, the unit price shall prevail.

Bidders may bid one or all Sections.

1.13 EXCEPTIONS

Any exceptions to the requirements of this solicitation MUST be submitted in accordance with Item 1.4

PROTEST OF SPECIFICATIONS OR CONTRACT TERMS / REQUEST FOR CHANGE. Exceptions submitted with your bid, or in any manner other than the process provided herein, may cause your bid to be ruled non-responsive and rejected.

1.14 ALTERNATE PROPOSALS

Bidders may submit more than one offer. All offers must comply with the requirements of the ITB except that additional offers may incorporate, by reference, repetitive information which is provided in the complete offer.

1.15 PROPRIETARY DATA/PUBLIC RECORD

This Invitation to bid, together with copies of all documents pertaining to the award of a contract, shall be kept by EWEB and made a part of a file or record which shall be open to public inspection. If a bid contains any information that is considered a trade secret under ORS 192.345(2), each sheet of such information shall be marked with the following legend:

"This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192."

The Oregon Public Records Law exempts from disclosures only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance" ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a bid may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restriction may not include cost or price information, which shall be open to public inspection.

BID EVALUATION & AWARD

1.16 METHOD OF AWARD

Award shall be made to the lowest responsive and responsible bidder for the total of the lots selected for award. Award may be made to one or more bidders. EWEB reserves the right to withdraw any item(s) from award consideration if it is in the best interest of EWEB to do so.

EWEB reserves the right to make the award by lot, groups of lots, or entire bid, whichever is in the best interest of EWEB.

1.17 RECIPROCAL PREFERENCE

In determining the “lowest responsible Bidder,” EWEB adds a percentage increase to each out-of-state

Bidder’s bid price that is equal to the percentage given to local Bidders in that Bidder’s home state. For example, if the “lowest responsible Bidder” is from a state that grants a 10 percent preference to local Bidders, EWEB will add 10 percent to that Bidder’s price when evaluating the bid.

1.18 MINIMUM REQUIREMENTS: Evaluation of bids will be based on minimum requirements established by the

Technical Specifications / Statement of Work, if any, and compliance with the terms and conditions of the Invitation to Bid.

1.19 INVESTIGATION OF REFERENCES

EWEB reserves the right to investigate the references and the past performance of any Bidder with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, subcontractors, and workers. EWEB may postpone the award or execution of the contract after the announcement of the apparent successful Bidder in order to complete its investigation.

EWEB reserves the right to reject any bid response or to reject all bid responses at any time prior to EWEB’s execution of contract, upon good cause and upon EWEB finding that it is in the public interest.

1.20 PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS

Due to limited resources, EWEB generally will not completely review or analyze any bid response which on its face fails to comply with the requirements of the bid documents or which clearly is not the best bid, nor will EWEB generally investigate the references or qualifications of those who submit such bid responses.

Therefore, neither the release of a Bidder’s bid bond, the return of a bid response, nor acknowledgment that the selection is complete shall operate as a representation by EWEB that a response was complete, sufficient, or lawful in any respect.

1.21 TIME FOR ACCEPTANCE

Bids shall be valid and binding offers for a period of thirty (30) days from the closing date (unless otherwise specified in the solicitation document) and may not be modified or withdrawn after the closing date and time.

1.22 BID RESULTS

To obtain bid results, notes may be taken at the public reading of the bid or a personal inspection may be made of the bid files at a later date, BY APPOINTMENT. Bid tabulations may be obtained electronically at: the State of Oregon's bid site ("ORPIN"):

https://orpin.oregon.gov. (For navigation help, contact the Purchasing Analyst.) EWEB may, as a courtesy, provide the notification of intent to award to all participating bidders.

1.23 PROTEST OF AWARD (EWEB Rule 3-0740)

A bidder may protest the award or intent to award a contract if: The bidder is adversely affected because the bidder would be eligible to be awarded the contract in the event that the protest were successful; and the reason for the protest is that all lower bids are nonresponsive; or EWEB has failed to conduct the evaluation of bids in accordance with the criteria or processes described in the solicitation document; or EWEB has abused its discretion in rejecting the protestor's bid as nonresponsive; or EWEB's evaluation of bids or EWEB's subsequent determination of award is otherwise in violation of EWEB Rules.

Eligible bidders protesting award shall follow the procedures described herein. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to bidders.

a) Protests must be received within seven (7) days after issuance of the notice of intent to award the

Contract. EWEB will not consider late protests.

b) All protests must be in writing, signed by the protesting party or an authorized Agent and submitted to the EWEB Purchasing Analyst listed on page 1. The protest must state all facts and arguments on which the protesting party is basing the protest.

c) Only protests stipulating an issue of fact concerning a matter of bias, discrimination or conflict of interest, non-compliance with procedures described in the procurement documents, or EWEB policy shall be considered. Protests based on procedural matters will not be considered.

d) EWEB’s Purchasing Manager will review the protest and will fax and mail the protesting party a written response within three (3) business days of receipt of the written protest to the fax number and address provided in the bid or proposal. Any written response may be comprised of a determination of the protest, a notice to the protesting party of the need for additional time in which to evaluate the matter, or other notice to the protesting party.

e) If the Purchasing Manager’s determination (response) is adverse to the protester, any further appeal of the Purchasing Manager’s determination by the party must be submitted in writing to EWEB’s General Manager within three (3) business days of issuance of the Purchasing Manager’s determination (response).

f) EWEB’s General Manager will review any appeal of the Purchasing Manager’s determination and shall fax and mail, in accordance with the fax number and address provided in the bid, the protesting party a written response within three (3) business days of receipt of written appeal.

g) If the determination of the General Manager is adverse to the protesting party’s interest, the protesting party may only appeal to EWEB’s Board of Commissioners by filing a written notice of appeal to the Board with the General Manager within two (2) business days of issuance of the General Manager’s written determination.

h) The Contract Review Board, in considering the protest, shall review the documentation presented to the Purchasing Manager and the General Manager on or before the next regularly scheduled Board Meeting, but in no event shall they be required to review in less than ten (10) business days, and thereafter, base their decision on such material. The Board review will be limited to the evaluation of compliance with EWEB’s policies and procedures, requirements of the RFP or ITB and the equal and fair application of EWEB’s contracting rules. The contract Review Board's determination shall be EWEB's final decision.

An adversely affected or aggrieved bidder must exhaust all avenues of administrative review procedures and relief before seeking judicial review of EWEB's Contractor selection or Contract Award decision.

1.24 BID REJECTION

EWEB reserves the right to reject any and all bids pursuant to EWEB Rule 3-0640.

1.25 CONTRACT NEGOTIATIONS

EWEB will begin negotiating a Contract(s) with the lowest responsive and responsible bidder for the lot(s) awarded. EWEB shall direct negotiations toward obtaining written agreement on:

a) The statement of work;

b) The contract price as it is affected by negotiating the statement of work; and

c) Any other terms and conditions as requested in the bid response

At any time during discussions or negotiations EWEB may terminate discussions or negotiations with the lowest responsive and responsible bidder if it reasonably believes that:

a) The proposer is not discussing or negotiating in good faith; or

b) Further discussions or negotiations with the proposer will not result in the parties agreeing to the terms and conditions of a final contract in a timely manner.

If EWEB terminates negotiations, EWEB may then commence negotiations with the next lowest responsive and responsible bidder, and continue the process until EWEB has determined to award the contract to the bidder with whom it is currently discussing or negotiating. EWEB reserves the right to discontinue negotiations and cancel the solicitation if it deems it is in its best interest.

1.26 COMMENCEMENT OF WORK

Contractor shall commence no work under this contract until all certificates of insurance, as required in the

Sample Contract’s Insurance Requirements, have been provided and a Notice to Proceed or a Purchase Order has been issued by EWEB.

2. BACKGROUND/OBJECTIVES

2.1 BACKGROUND

The McKenzie River is the sole source of drinking water for over 200,000 people in the City of Eugene and surrounding communities. In September 2020, the Holiday Farm Fire (HFF) burned over 170,000 acres of the McKenzie River Watershed and destroyed over 400 homes and structures. In response to the HFF, the Eugene Water & Electric Board (EWEB) established the Watershed Recovery Task Force in collaboration with a range of partners to protect drinking water quality, restore habitats, and support private landowner and community recovery. The Task Force relied upon an existing collaborative framework established by the Pure Water Partners (PWP) program, which focuses on the voluntary conservation and restoration of riparian forests on private lands along the McKenzie River and major tributaries. This collaborative effort completed over 270 burn assessments, installed erosion control treatments on over 120 sites, planted native trees and shrubs on nearly 90 properties, and completed fuels reduction projects on over 30 properties during short-term recovery efforts from October 2020 – June 2021.

EWEB and the PWP has a need for a suite of services that include planting and vegetation management (Section 3.1), invasive weed treatment/removal (Section 3.1), installing erosion control measures (Section 3.2), hydroseeding (Section 3.2) and sourcing native seeds (Section 3.3) and plant materials (Section 3.4). All work performed through this awarded Contract will be done on private lands enrolled in the PWP and/or public lands with signed agreements with EWEB. All work will be directed by and done in coordination with additional PWP member organizations that include the McKenzie River Trust (MRT), McKenzie Watershed Council (MWC), and Upper Willamette Soil and Water Conservation District (UWSWCD).

2.2 OBJECTIVES

The objective of this solicitation is to establish multiple contracts to provide the following goods and services:

Services include:

1. Planting and Vegetation Management: Planting bare root native seedlings and/or spreading native seed mixtures;

2. Integrated Vegetation Management (IVM) including invasive weed removal, small-scale fuels treatments, pre-planting site preparation, and revegetation maintenance activities;

3. Erosion Control (silt fencing, wattles, check dams, erosion mats, etc.); and,

4. Hydroseeding using native seed mixtures for slope stabilization.

Goods Include:

1. Native seed mixes

2. Native plant materials/ seedlings

2.3 LENGTH OF CONTRACT

The length of the Contract(s) will be from the date of award, approximately in September/October of 2021, and will renew annually for a duration of five years total.

2.4 LOCATION OF THE WORK

The bulk location of the of work will be in the middle McKenzie Watershed that was impacted by the Holiday Farm Fire. The work will occur on properties that are under agreement with EWEB to do this restoration work, however some of this work will go beyond the Holiday Farm Fire Footprint at the discretion of EWEB and on other EWEB properties in the best interest of EWEB.

3.0 SCOPE OF WORK

3.0.1 SCOPE OF WORK OVERVIEW

The Scope of Work (SOW) is divided into five sections for each service and good. Bidders may bid on one or more sections. Bidders should clearly identify the SOW Section they are bidding on.

3.0.2 SOW SECTIONS

The Sections are labeled as follows:

3.1 Planting and Vegetation Management

3.2 Erosion Control and Hydroseeding

3.3 Native Seed Mixes

3.4 Native Plant Materials/Seedlings

3.1 PLANTING/VEGETATION MANAGEMENT

3.1.1 OVERVIEW

EWEB and PWP requires planting and vegetation maintenance on hundreds of private properties enrolled in the Pure Water Partners (PWP) program that are within the fire-affected areas of the McKenzie Watershed.

These properties are between 25 and 70 miles upriver from the Eugene city limits.

The PWP workflow that will assign work to the successful contractor(s) is as follows:

• PWP surveyor will assess the private property and map work units using ArcGIS Collector application and Survey123.

• Property owners will sign a 7-year agreement with EWEB to allow access and to conduct the agreed-to-work.

• The PWP project manager will assign this work to the contractor using the ArcGIS Workforce application built on Survey123.

• Once the work is completed the contractor completes the form and/or electronic notification provided that indicates to the project manager that the job has been completed and is ready for inspection.

As a result, the Contractor will need to have an ArcGIS Online subscription with ESRI (see Qualifications/Requirements below for specifics).

3.1.2 QUALIFICATIONS/REQUIREMENTS

EWEB requires a Contractor with a minimum of five (5) years of experience in planting and vegetation management, including plant identification and habitat restoration experience.

Contractor will need to have an ArcGIS Online Field Worker subscription with ESRI ($350/year) to be able to receive work assignments and indicate when work has been completed (see https://www.esri.com/en-us/arcgis/products/arcgis-online/buy ).

Contractor will demonstrate past projects that required similar skills and endurance (see Attachment - H)

Contractor shall perform vegetation maintenance and enhancement primarily through the use of power equipment, such as but not limited to, weed-eaters, chainsaws, brush hogs, and hand tools as agreed upon by EWEB and the PWP organizations.

Contactor shall supervise the work, and provide all tools, materials, and transportation required to perform the Work.

Contractor shall provide due diligence in working with State or local regulatory agencies to follow any specific rule, statute, notification processes, or fire season requirements while performing the work under this contract.

In addition, Contractor is required to have certain Special Equipment. Special Equipment may include, but is not limited to the following:

• Minimum 2.3bhp weed eaters (1 per crew member plus back-up)

• Billy-Goat or Brush-Hog type mower

• Irrigation tank and associated hoses

• Chipper for small-scale fuels reduction

• UTV capable of hauling gear and crew to remote areas

• Trailer for hauling materials https://www.esri.com/en-us/arcgis/products/arcgis-online/buy https://www.esri.com/en-us/arcgis/products/arcgis-online/buy

3.1.3 SCOPE OF WORK

Contractor should plan on doing the following work as part of planting and vegetation management activities.

The crews/personnel and equipment to accomplish this work should be included in the bid form (Section 4.1).

Site preparation for planting areas:

EWEB and the PWP will be planting riparian, floodplain, and upland areas in the winter/spring planting window.

The exact extent and location of these planting areas will be determined through surveys of properties enrolled in the PWP in the preceding summer and fall. Anticipated site preparation treatments required on targeted planting areas include:

1. Brush cutting treatment(s) manual in summer or fall.

2. Brush cutting treatment(s) mechanical in summer or fall.

3. Herbicide treatment in fall and/or spring

Planting Activities:

Contractor will be responsible for planting native trees and shrubs following best management techniques and practices employed by Willamette Valley restoration professionals. Plant materials to be planted may include bare root, plugs, and/or hardwood cuttings. Planting sites and size will vary widely among properties. EWEB and PWP project partners will direct planting on a per-site basis.

Contractors will be responsible for removing plant material to plant from a centralized storage facility, (i.e., Lloyd Knox Park) daily and responsible for protection from sun and wind until planted. Each plant will be inspected prior to planting. Contractors will prepare the planting hole to be as wide as the spread of the roots to a depth in the center that maintains the root collar at the elevation of the surrounding finished grade and slightly deeper along the edges of the hole. All roots shall be spread out radially from the main stem in the prepared hole with roots in a near-natural arrangement, at a depth at which the top of the root system is covered by approximately one inch of soil after filling, packing, and leveling. A “near-natural arrangement” means that roots approximate the position they would have when growing in nature, and are not twisted, tangled, compacted, curled, or bent relative to a position that is perpendicular to the ground surface.

Contractors will prune any stem-girdling or severely kinked roots removing the least amount of tissue possible.

All root tips shall be directed away from the trunk. Each plant shall be set firmly in the ground, with moist soil filled in and placed firmly around the roots. Soil around the roots shall be lightly tapped to eliminate voids and reduce soil settlement. There shall be no air pockets adjacent to or near the roots. Soil shall be leveled near the plant after planting and firming so that there are no depressions or mounds near the stem.

Planting densities shall average approximately 2,200 stems per acre and a 4 to 1 shrub to tree ratio. Individual spacing follows a general 3-foot by 4-foot planting plan with plantings spaced on average 3 feet apart within planting rows and rows spaced 4 feet apart. Trees shall be planted individually following a general spacing of 6- 10’ on-center. Shrubs shall be planted individually or in clusters of 1-3 plants depending on species. Spacing for Salix or equivalent plantings may be reduced to 1-3 feet.

Plant Establishment/Maintenance Activities:

Following the planting of native trees and shrubs, contractors will conduct maintenance activities to improve survival rates and protect plant seedlings for the first several years. The anticipated maintenance needs for these planting areas are as follows:

1. Mulch newly planted seedlings with chips provided on site in a 2–3’ diameter circle around each plant at a depth of 3-5 inches.

2. Spot spray herbicide treatment in spring and/or fall.

3. Irrigation as-needed based on observed conditions. Irrigation frequency is expected to be approximately

5 times on a three-week cycle starting in late June and ending in early September. The duration of each set should allow for watering up to 12 inches deep. EWEB has a contract for providing a 3,000-gallon tender that can be staged to fill smaller tanks and refill as needed.

4. Manual brush cutting treatment targeting release of native plants and control of vegetation growth.

Properties enrolled in the PWP will be surveyed for non-native, invasive plants as part of a coordinated Early Detection Rapid Response (EDRR) effort throughout the Holiday Farm Fire footprint and other properties outside the HFF area that are enrolled in the PWP program. Target EDRR species include but are not limited to:

• English ivy (Hedera helix)

• Himalayan blackberry (Rubus armeniacus)

• English holly (Ilex aquifolium)

• False brome (Brachypodium sylvaticum)

• Herb Robert (Geranium robertianum)

• Shining geranium (Geranium lucidum)

• Reed canarygrass (Phalaris arundinacea)

• Scotch broom (Cytisus scoparius)

• Vinca or periwinkle (Vinca minor)

• Japanese knotweed (Reynoutria japonica)

• Spotted knapweed (Centaurea stoebe)

• Clematis (Clematis vitalba)

IVM may include a range of manual and mechanical control and herbicide application as needed on prescribed properties. Invasive vegetation management in unplanted areas is expected to be done on a selective basis around existing native vegetation consistent with maintenance specifications in riparian restoration planting areas. The expectation is that this work will be billed based on maintenance specifications. Select noxious invasive non-native weed debris will be piled and removed as requested. The bid should reflect all disposal fees in the bid sheet (Section 4.1). IVM treatments may include:

1. Manual or mechanical cutting treatments in summer or fall.

2. Spot spray treatment in fall.

3. Removal of select materials to off-site disposal locations

All herbicide application shall be completed with appropriate licensing, approved herbicides, and in compliance with industry best management practices. Contractors shall maintain appropriate licensing and shall present copies of applicator, and trainee licenses upon request. Contractors shall provide herbicide application log documentation to EWEB through the ArcGIS Workforce application upon completion of work.

Small-Scale Wildfire Risk Reduction of Fuels Treatments:

The PWP, in cooperation with the Oregon Department of Forestry, completed a range of wildfire fuels reduction treatments in spring 2021. This fuels reduction work will continue under this Contract on select properties. The following treatments anticipated to be completed may include but are not limited to:

• Thinning of small tree stands and dense undergrowth.

• Lower tree limb removal to reduce ladder fuels.

• Removal of woody material from property.

• Pruning and scattering of dense understory vegetation.

• Piling and chipping small slash material.

• Placement of chips on property for erosion control and/or moisture retention.

3.2 EROSION CONTROL/HYDROSEEDING

3.2.1 OVERVIEW

EWEB requires services to provide erosion control on private properties enrolled in the Pure Water Partners (PWP) program that are within the fire-affected areas in the McKenzie Watershed. These properties are between 25 and 70 miles upriver from the Eugene city limits.

The PWP workflow that will assign work to the successful contractor(s) is as follows:

• PWP surveyor will assess the private property and map work units using ArcGIS Collector and Survey123.

• Property owners will sign a 7-year agreement with EWEB to allow access and to conduct the agreed-to-work.

• The PWP project manager will assign this work to the contractor using the ArcGIS Workforce application.

• Once the work is completed the contractor completes the form and/or electronic notification provided that indicates to the project manager that the job has been completed and is ready for inspection.

As a result, the Contractor will need to have an ArcGIS Online subscription with ESRI (see Qualifications/Requirements below for specifics).

3.2.2 QUALIFICATIONS/REQUIREMENTS

EWEB requires a Contractor with a minimum of five (5) years of experience in erosion control activities.

Contractor will demonstrate past projects that required similar skills and endurance (see Attachment - H) Contactor shall supervise the work, and provide all tools, materials, and transportation required to perform the Work.

Contractor may bid on hydroseeding, and hand treatments separately as indicated on the Bid Form, 4.2.

Contractor will need to have an ArcGIS Online Field Worker subscription with ESRI ($350/year) to be able to receive work assignments and indicate when work has been completed (see https://www.esri.com/en-us/arcgis/products/arcgis-online/buy ).

Contractor shall provide due diligence in working with State or local regulatory agencies to follow any specific rule, statute, notification processes, or fire season requirements while performing the work under this contract.

In addition, Contractor may be required to have certain Special Equipment, including:

• Water tanker for hydroseeding (if bidding on hydroseeding)

• Trailer for hauling (specify size)

• Hand-held seed spreader(s)

3.2.3 SCOPE OF WORK

Contractor will assist EWEB’s project team with the determination of the appropriate best management practice to use for erosion control given the site-specific circumstances. Specifications and example photos associated with the typical erosion control measures installed are available upon request from the Contract Specialist. Contractor will assist with the deployment of measures to stabilize site soils and minimize the threat of soil erosion. Best management practices (BMPs) may include the application of mulch, and wood chips. Measures to address soil https://www.esri.com/en-us/arcgis/products/arcgis-online/buy erosion and runoff may also include the installation of jute matting, check dams, wattles, and silt fences as well as the use of straw or wood chips. Contractor will work with EWEB’s project team to focus treatment on the areas of highest risk.

EWEB will provide the supplies and materials required for installation of BMPs unless otherwise negotiated. Supplies and materials will be 1) staged and available for use at a centralized location such as Lloyd Knox Park within the fire perimeter, or 2) pick up from retailer/supplier and delivered to the job site. The Contractor shall provide the unit rates for activities associated with this work, including installation labor, delivery costs, and other applicable line items in Section 4.2. Wood chips/mulch may be available onsite at the various project sites.

Contractor may also be required to incorporate specific seed stock into the hydroseed mixture so that unwanted invasive plant species are not introduced into the treatment areas. Contractor may be required to incorporate (i.e.

mycorrhizae) additives to hydroseed mix to promote plant growth per EWEB project team request on a limited or experimental basis. The Contractor will work with EWEB and the PWP project team to quantify the acres treated and to apply treatments at the recommended application rates. The contractor shall provide the unit rates for activities associated with this work in Section 4.2.

Erosion control treatments (BMP) to be implemented may include the following (see Exhibit 3 for detailed specifications):

• Prepare and spread native seed mix

• Mulch and/or wood chip application

• Silt fencing installation

• Wattle installation

• Check dam installation

• Erosion blanket/jute matte installation

• Culvert protection

EWEB has set up two locations for the water tanks trucks to fill at. For the west end of the fire perimeter, the McKenzie River Hatchery is the filling point. For the east end of the fire perimeter, the filling location is the Blue River Water District. The McKenzie River Hatchery has offered this service in kind; however, the Blue River Water District has set up an account with EWEB for filling the water tenders. EWEB will cover the costs of the metered water from Blue River. The contracted water tank operator will need to document the start gallons on the meter, fill the tender and then document the ending gallons on the meter along with the date and time of the fill before sending it to the EWEB contract administrator after each use.

3.3 SEEDS

3.3.1 OVERVIEW

EWEB requires goods in the form of native grasses and forbs seed for soil stabilization and erosion control as part of the Holiday Farm Fire recovery efforts in the McKenzie Watershed. These project sites are between 25 and 70 miles upriver from the Eugene city limits.

3.3.2 REQUIREMENTS/SPECIFICATIONS

EWEB requires bulk quantities of native seeds to be used on a range or erosion control and riparian restoration sites. Seed will be ordered and delivered/picked up as individual species in clearly marked packaging. The following is typical desire native seed species list.

Scientific name Common name Approximate percentage of mix

Elymus glaucus Blue Wild Rye 20% Danthonia californica California oatgrass 20% Bromus sitchensis Sitka brome 10% Festuca idahoensis Idaho fescue 10% Festuca rubra native red fescue 10% Festuca roemeri Roemer’s fescue 5% Deschampsia elongata slender hairgrass 5% Deschampsia danthonioides annual hairgrass 5% Deschampsia cespitosa tufted hairgrass 2.5% Lupinus rivularis streamside lupine 5% Prunella vulgaris self heal 5% Achillea millefolium western yarrow 2.5%

3.3.3 ESTIMATES NOT BINDING

The Bid Form requests unit pricing for an estimated species list. Pricing should assume that annual orders will be requested in bulk quantities ranging from 50-500 pounds depending on species. EWEB makes no guarantee of the actual quantity of materials that will be purchased. The Contractor shall not rely upon those numbers as a guarantee of the purchases from the resulting contract. Contractor may use pre-prepared cost sheets as long as all requested information is included.

3.3.4 ORDERING

Seed will be ordered on an as-needed basis, 6- to 18- months in advance

3.3.5 DELIVERY

Delivery of seed shall be coordinated with EWEB and the PWP team to ensure storage space is available.

Contractor shall be responsible for all handling charges. Delivery of requested materials may be negotiated between bidder and EWEB. Potential Contractor delivery costs are requested as a separate line item on the Bid Form.

Delivery shall be made to:

Delivery to be coordinated with designated PWP Project Manager(s).

3.4 SEEDLINGS

3.4.1 OVERVIEW

EWEB requires goods in the form of native bare root trees and shrubs to support revegetation efforts after the Holiday Farm Fire on private properties in the McKenzie Watershed enrolled in the PWP program. These project sites are between 25 and 70 miles upriver from the Eugene city limits.

3.4.2 REQUIREMENTS/SPECIFICATIONS

All seedling material must come from locally sourced seed within the same EPA Level III ecoregion and within 1,000 ft elevation of the Project Site unless otherwise unavailable. Until delivery has been made, seedlings must be protected at all times during handling and/or shipping against such detrimental effects as windburn, extreme weather conditions and drying of roots, root balls, and foliage. All bare root stock should be in 18-24” in size class. Hardwood cuttings should be a minimum of 1/2 to 1” diameter, and 3’ in length. The following table list a typical species composition list and the desired stock type.

Species Name Common Name Stock Type Growth Type

Acer macrophyllum Big leaf maple Bare root Tree Prunus emarginata Bitter cherry Bare root Tree Populus trichocarpa Black cottonwood Bare root Tree Rhamnus purshiana Cascara Bare root Tree Prunus virginiana Choke cherry Bare root Tree Pseudotsuga menziesii Douglas fir Plug plus one Tree Abies grandis Grand fir Plug plus one Tree Crataegus douglasii Douglas hawthorn Bare root Tree Calocedrus decurrens Incense cedar Plug plus one Tree Fraxinus latifolia Oregon ash Bare root Tree Cornus nuttalli Pacific dogwood Bare root Tree Alnus rubra Red alder Bare root Tree Pinus ponderosa (W.v.) W. Valley ponderosa pine Plug plus one Tree Malus fusca Western crabapple Bare root Tree Tsuga heterophylla Western hemlock Plug plus one Tree Thuja plicata Western red cedar Plug plus one Tree Alnus rhombifolia White alder Bare root Tree Rosa gymnocarpa Baldhip rose Bare root Shrub Sambucus cerulea Blue elderberry Bare root Shrub Spirea douglasii Douglas spirea Bare root Shrub Mahonia nervosa Dull Oregon grape Bare root Shrub Philadelphus lewisii Mock orange Bare root Shrub Rosa nutkana Nootka rose Bare root Shrub Oemleria cerasiformis Osoberry Bare root Shrub Physocarpus capitatus Pacific ninebark Bare root Shrub Ribes sanguineum Red flowering currant Bare root Shrub Cornus sericea Red-osier dogwood Bare root Shrub Rubus spectabilis Salmonberry Bare root Shrub Symphoricarpus albus Snowberry Bare root Shrub Rosa pisocarpa Swamp rose Bare root Shrub Mahonia aquifolium Tall Oregon grape Bare root Shrub Rubus parviflorus Thimbleberry Bare root Shrub

Lonicera involucrata Twinberry Bare root Shrub Acer circinatum Vine maple Bare root Shrub Salix spp Willow species Hardwood cutting or Bare root Shrub

3.4.3 ESTIMATES NOT BINDING

The Bid Form requests unit pricing for an estimated species list. Pricing should assume that annual orders will be requested in bulk quantities. EWEB makes no guarantee of the actual quantity of material that will be purchased.

The Contractor shall not rely upon those numbers as a guarantee of the purchases from the resulting contract.

Contractor may use pre-prepared cost sheets if all requested information in included.

3.4.4 ORDERING

Plant materials will be ordered 1-2 years in advance of when needed. Opportunities may arise where orders are placed to purchase existing plant materials in stock, if available.

3.4.5 DELIVERY

Delivery of plant materials shall be coordinated with EWEB and the PWP team to ensure cooler space is available. Contractor shall be responsible for all handling charges. Delivery of requested materials may be negotiated between bidder and EWEB. Potential Contractor delivery charges are requested as a separate line item on the Bid Form.

Delivery shall be made to:

Delivery to be coordinated with designated PWP Project Manager(s).

4.0 BID FORM OVERVIEW

Bidders shall complete and submit the bid form for one or more sections.

Attachment H is required when submitting Bid Forms 4.1 and 4.2.

4.1 BID FORM FOR PLANTING/VEGETATION MANAGEMENT

The Undersigned hereby offers to furnish all travel, labor, equipment and materials (except for Seeds and Seedlings which should be bid separately under 4.3 and 4.4) as necessary to perform the services described herein in strict accordance with the Bid Documents, and for the following amount(s). Prices include all costs of travel & expenses:

ITEM

DESCRIPTION

UNIT

TYPE

UNIT PRICE EWEB ESTIMATED

QTY

TOTAL BID

1. Site Preparation – manual brush cutting (Loaded Labor Rate) *

HOUR 400

2. Site Preparation – mechanical brush cutting

HOUR 400

3. Site Preparation – backpack spot herbicide application

HOUR 200

4. Site Preparation – broadcast herbicide application

ACRE 100

5. Planting – bare root ACRE 250

6. Planting – hardwood cutting

ACRE 250

7. Planting – hourly HOUR 500

9. Maintenance – hourly hand cut/mow

HOUR 200

10. Maintenance – hourly mechanical

HOUR 200

11. Maintenance – removal of select invasive vegetation to offsite disposal location

LOAD 100

12. Maintenance -backpack spot herbicide application

HOUR 200

13. Maintenance – mulching

ACRE 200

14. Maintenance – irrigation

ACRE 100

16. Small-Scale Fuels Treatment – manual cutting

HOUR 200

17. Small-Scale Forest Fuels Treatment – mechanical cutting (list make and model of equipment)

ACRE 200

18. Small-Scale Forest Fuels Treatment – chipping

ACRE 200

* Loaded Labor Rate: the hourly rate of pay for an employee, plus employee benefits, capital expenses, and other overhead.

In addition to the Loaded Labor Rate above, EWEB requests that Bidders include pricing for equipment, supplies, or materials necessary to complete the Planting and Vegetation Maintenance scope of work discussed in Section 3.1 and not reflected in labor costs. Include equipment that may be needed on occasion to complete the work given the wide range of filed conditions the contractor may encounter during small-scale fuels treatment and/or site preparation activities. Examples include:

• Brush hog

• Non-industrial chipper

• Bob cat mower

• Water tank

This equipment shall be included in the table above and include the cost of the operator.

It is understood that material and supply cost, (i.e., herbicide and surfactant), for treating common invasive vegetation (i.e., blackberry or reed canaraygrass) may not be included in unit cost cited above. Bids should indicate if unit cost cover materials or if they are billed separately on a reimbursement basis.

EQUIPMENT PER HOUR PER DAY

1.

2.

3.

4.

5.

6.

7.

8.

9.

4.2 BID FORM FOR EROSION CONTROL/HYDROSEEDING

The Undersigned hereby offers to furnish all travel, labor, equipment and materials (except for Seeds and Seedlings which should be bid separately under 4.3 and 4.4) as necessary to perform the services described herein in strict accordance with the Bid Documents, and for the following amount(s) (see Exhibit 3 for erosion control BMP details). Contractor may bid on hydroseeding services and/or hand treatment erosion control treatments as individual lots or both as desired. Prices include all costs of travel & expenses:

Hydroseeding: For Native Seeding Materials to be used please see section 3.3.

Item Description Unit Cost/Unit 1 Hydroseeding (less than 2.0 acres) ACRE 2 Hydroseeding (more than 2 acres) ACRE 3 Manual Seeding (less than 2.0 acres) ACRE 4 Manual Seeding (more than 2 acres) ACRE 5 Mulch Cover (less than 2 acres) ACRE 6 Mulch Cover (more than 2 acres) ACRE

7 MATTING, JUTE TYPE SQYD

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