247202301nstrongarm_bidpacket.pdf

REQUEST FOR BIDS

FOREST UNDERSTORY MOWING

STATE GAME LAND # 247

ARMSTRONG COUNTY

Prospective Service Contractors:

The Southwest Region of the Pennsylvania Game Commission is soliciting bids for the mowing of ground shrubs and small trees up to 6 inches in diameter on 93 acres on SGL 247, Armstrong County, North Buffalo Township.

Bids are to be submitted electronically through the Commonwealth’s “PA Supplier Portal” system by 2:00 PM, Thursday, August 24, 2023. If you have not registered as a vendor with the state, you must do this first at www.pasupplierportal.state.pa.us before submitting an electronic bid. Any questions regarding this may be directed to PGC Contracts and Procurement at 717-787-6594.

This bid should include the unit price per acre. The bid will be awarded on a lump sum total of the entire project. The project may commence on the receipt of the Purchase Order and must be completed by June 30, 2024.

The PGC will provide a one-time tour of the site. The tour is planned for Monday, August 14, 2023. The tour will begin at 10:00 AM and all project locations will be available for review. Tour meeting location and directions can be found in the general specification document.

Questions concerning the site characteristics or description of the project should be directed to Field Forester Thomas Respet, 814-414-7205 or trespet@pa.gov.

The attached Bid Prospectus provides all necessary specifications, instructions, contact information, map, etc.

Please contact me if you have any questions.

Neil J. Itle Regional Forester, Southwest Region 814-227-5019 neitle@pa.gov http://www.pasupplierportal.state.pa.us/ mailto:trespet@pa.gov mailto:neitle@pa.gov

GENERAL SPECIFICATIONS (Forest Understory Mowing Project)

I. SCOPE OF WORK:

A. The Pennsylvania Game Commission, Southwest Region, requires mowing of ground shrubs and small trees 6 inches diameter at breast height (dbh) and smaller and hand felling trees 1 – 6 inches dbh where the mowing machine cannot operate within the project perimeter on 93 acres of State Game Land 247, Armstrong County. Services shall include, but not be limited to, the furnishing of all labor, superintendence, tools, and equipment for the above detailed work as per the Special Provisions (attached).

B. This project is being bid as one contract and the contract is comprised of one line item bid. The price per acre shall include all labor, equipment, tools, insurance, materials disposal and all items necessary for the completion of the project.

Prices bid shall be in dollar and cents only

Any questions concerning the technical aspects of this bid should be directed to the Assistant Regional Forester or Field Forester:

Adam McElheny Thomas Respet Assistant Regional Forester Field Forester PGC, Southwest Region PGC, Southwest Region 4820 Route 711 4820 Route 711 Bolivar PA 15923 Bolivar, PA 15923 Phone: 724-986-4955 Phone: 814-414-7205 Email address: amcelheny@pa.gov Email: trespet@pa.gov

II. CONTRACT TASKS:

A. Project Location:

Lat/Long N40.77482507 W79.57687822

State Game Lands No. 247, in North Buffalo Township, Armstrong County. Mow ground shrubs and small trees 6 inches diameter at breast height (dbh) and smaller, and hand fell trees 1 – 6 inches dbh that cannot be mowed, within the project perimeter on 93 acres of State Game Land 247, Armstrong County., as identified on the attached map.

B. Contractor must comply with the Special Provisions (attached). Maps of project are included with the bid packet.

III. SITE INSPECTION AND ASSISTANCE:

The PGC will conduct an optional site inspection tour of the work site for prospective bidders on Monday, August 14, 2023, at 10:00am. Attendees will meet at the PGC parking area along Glade Run Road, North Buffalo Township, Armstrong County as indicated on attached maps. Coordinates for the meeting location are N40.77482507 W79.57687822. The site inspection will provide prospective bidders the opportunity to view the site and evaluate conditions specific to the project, including vegetation for control, topography, site challenges (rock, downed logs, density of trees, etc.) Bidders mailto:amcelheny@pa.gov mailto:trespet@pa.gov may visit the site on their own any time. Bidding on this project without a site inspection of the entire project area is strongly discouraged.

IV. CONTRACT REQUIREMENTS:

A. The project may commence upon receipt of the Purchase Order that includes a notice to proceed. All work must be completed by the termination date of June 30, 2024.

B. Contract or Purchase Order extensions will only be approved if contractor can demonstrate more time is required through no fault of their own.

C. The contractor agrees to comply with all attachments.

D. Failure to comply with any of the terms or conditions of the Contract will result in cancellation of the agreement.

V. INSURANCE REQUIREMENTS:

A. The contractor will provide Workmen’s Compensation insurance sufficient to cover all the employees of contractor working to fulfill this contract.

B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the contractor from claims arising out of the performance of the contract. The amount of Bodily Injury Insurance shall not be less than $300,000.00 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than $300,000.00 per occurrence.

Such policies shall name the Commonwealth as an additional insured. Prior to the commencement of work under this contract, the contractor must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverage afforded under the policy shall not be canceled or changed until at least thirty (30) days prior written notice has been given to the Commonwealth.

VI. HOLD HARMLESS:

The contractor shall be responsible for and agrees to indemnify and hold harmless the Commonwealth from and against damages to property or injuries (including death) to any persons and other losses, damages, expenses, claims, demands, suits, and actions by any party against the Commonwealth in connection with the work performed by the contractor.

VII. DAMAGE TO COMMONWEALTH PROPERTY:

The Contractor shall be responsible for any damage to Commonwealth property resulting from the improper use of equipment for this mowing, clearing, tree felling habitat project.

The Contractor will be given one (1) written warning that damage is becoming excessive and if the action continues damages will be assessed.

COMMISSION FACILITIES - Contractor shall immediately repair, in a manner that meets with the approval of the Officer in Charge, any damage to Game Land roads and other facilities, including access roads, resulting from their use for this mowing operation, general wear and tear excepted. Officer in Charge may notify the Contractor in writing to temporarily discontinue use of any of the above whenever, in their opinion, such action is necessary to prevent serious damage.

VIII. BID AWARD:

Bidders must offer one bid for the entire project regarding the required services on the 93 acres.

Bid is for all materials and services as outlined in the Special Provisions (attached).

The bid will be awarded to the bidder with the lowest price for the above listed line item.

One purchase order will be awarded for the project.

Bids are to be submitted electronically thru the Commonwealth’s “PA Supplier Portal” system by Thursday, August 24, 2023, at 2:00 pm. Any questions regarding this may be directed to the PGC Procurement Section at 717-787-6594.

The Commission reserves the right to reject any and all bids and to choose the bid that, in its sole opinion; best meet the needs of this project.

ALL VENDORS WHO CONDUCT BUSINESS WITH THE PENNSYLVANIA GAME

COMMISSION MUST HAVE A VENDOR NUMBER ASSIGNED TO THEM IN ORDER TO

RECEIVE PAYMENT FROM THE COMMONWEALTH.

If you have not registered as a vendor with the state, you must do this at www.pasupplierportal.state.pa.us prior to submitting an electronic bid.

Vendors may access the website www.pasupplierportal.state.pa.us or phone (877) 435-7363 or

(717) 346-2676 or email ra-srmhelp@state.pa.us for assistance to register as a new vendor or, if you are an existing vendor, to change a main or remit to address. This is a Dept of General services (DGS) website, so you need to contact them directly if you have any problems with the website.

IX OPERATOR REFERENCES:

After the bid opening and prior to awarding of the contract, the Commission has the right to request 3 references (names, addresses, and telephone numbers) of similar work performed by the Operator within the previous two (2) years as proof of qualifications to perform the work involved in this contract. Similar work is defined here as proof that the bidder has successfully completed at least 100 acres of machine mowing in a forested environment in a single calendar year, as well as the ability to hand fell trees with a chainsaw proficiently and safely. Pictures of machines and cutting heads, along with equipment specifications, may be requested prior to awarding of the contract.

X CONTRACT TERM:

The contract term shall commence upon contractor’s receipt of the Purchase Order that includes a notice to proceed and terminate June 30, 2024. Refer to the Special Provisions (attached) for non-operational periods.

mailto:ra-srmhelp@state.pa.us

XI PAYMENT TERMS:

Payment for understory mowing contract: The unit price shall include all labor, equipment, tools, culverts, insurance, and all items necessary for the completion of the project. The contractor shall be paid on a reimbursement basis after the final inspection by a forestry division employee verifies work was successfully completed to the terms and specifications outlined in the contract.

XII BOND:

A performance bond in the amount of $3,000.00 will be required in the form of a Certified, Cashier’s or Treasurer’s Check drawn to the order of the Pennsylvania Game Commission. The performance bond must be provided within two weeks of the full execution of the purchase order.

The check will be returned only upon satisfactory completion of the contract.

XIII INVOICES:

Original invoices must be sent to:

Commonwealth of PA – PO Invoices P.O. Box 69180 Harrisburg, PA 17106

Prior to sending invoice to PO address, a copy of invoice will be sent for review to:

Neil Itle Pennsylvania Game Commission 4820 Route 711 Bolivar, PA 15923 724-239-9523 ext. 20218 neitle@pa.gov

All invoices must have the Purchase Order Number, Invoice Date, Invoice Number, Invoice gross amount; Supplier’s name and address (as shown on PO), Remit to information, PO line item information, Suppliers SAP vendor number, and Dates of Service on the invoice. Failure to provide the information requested on the PO may result in a delay of payment.

Please Note: Vendors are reminded to NOT include employer identification numbers, Social Security Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor Number and, for security purposes, should not be explicitly stated on an invoice.

mailto:neitle@pa.gov

SPECIAL PROVISIONS FOR THE “STRONG ARM”

FOREST UNDERSTORY MOWING PROJECT

S.G.L. # 247 Project # 247-2023-01-N

1) ADMINISTRATIVE ITEMS

a) All contractors, subcontractors and consultants must be pre-approved by the Commission. The

Commission reserves the right to reject any subcontractor at its sole discretion. If Contractor enters into any subcontract(s) not previously approved by the Commission, the Commission shall have the right to require the Contractor to terminate such contracts.

b) Equipment specifications:

a. Any machine equipment to be used for this project must be a forestry type mowing machine with suitable cutting devices such as a “hydro ax”, “Fecon”, Toma-Ax or other suitable cutting head mounted on a machine capable of negotiating forest terrain. All machines used for this project must be of at least 95hp. The Commission reserves the right to reject any piece of equipment that in its opinion will not safely and adequately complete the job.

b. Be able to cut an average of 5 acres per day.

c. Be able to cut trees up to 8 inches in diameter.

d. Be able to grind the down shrub and top material into pieces less than 1’ long, except for the main bole of trees.

e. Be able to completely severe the bole of the tree from the root system.

f. A minimum of one machine must have steel tracks.

g. The contractor is required to have at least two mowing/cutting machines working on site throughout the period of the contract.

c) The Pennsylvania Game Commission reserves the right to inspect/evaluate the equipment which will be used to complete the contract. If in the opinion of the Officer in Charge (OIC) the equipment is not adequate to meet the specifications of the contract, the contractor will have two options. One option is to secure and utilize other equipment acceptable to the OIC for the project. The second option is to decline the contract. If the contractor does not have adequate equipment to complete the project and does not obtain satisfactory equipment, the contract will be terminated. The decision of the Officer in Charge as it relates to proper equipment and its ability to complete the work will be final.

d) Operator is responsible for contacting PA One Call (8-1-1) at least three business days prior to any earth moving activities, skidding, or hauling to ensure all utility lines are clearly identified.

PA One Call will alert the appropriate facility owners of the intent to conduct earth moving activities or cross underground lines. Utility lines will be crossed in accordance to the requirements of the respective owner of that right-of-way. For more information, visit www.paonecall.org.

e) If site conditions in the woods or the use of the PGC access road becomes too wet, muddy or ice covered and could or will cause damage to the property, all phases of the job will be suspended until working conditions are favorable. The Regional Forester will make the final decision in this matter.

http://www.paonecall.org/

f) All woody material must remain onsite.

g) The contractor must notify the Regional Forester three days prior to beginning the project.

The contractor may work at times other than the schedule of the PGC forestry representative. Inspection of the project will occur during normal working hours.

h) Final inspection of the habitat project will be conducted by the Regional Forester or designee.

The contractor may be present at the final inspection. Upon successful completion of the required work, payment will be released to the contractor.

i) The Strong Arm Mowing Project must be completed by June 30, 2024.

2) BOUNDARIES, BLOCKS, AND CUTTING INSTRUCTIONS

a) The project consists of five (5) mowing blocks totaling 93 acres. The project boundary is delineated with BLUE-marked trees with 2 slashes (//). Corners are marked with 3 slashes (///).

All BLUE boundary trees shall remain standing.

b) ALL BLUE numbered block line trees are reserved. and shall not be felled or damaged.

c) All Ailanthus (Tree-of-Heaven) must be mowed or felled regardless of diameter.

d) All hawthorn, serviceberry, crabapple, dogwood, and blackhaw are reserved when possible.

e) All ground shrubs and small trees 6 inches diameter at breast height (dbh) and smaller within the project boundary must be mowed/felled within all cutting blocks, with the exception of designated reserve trees.

f) In areas that the mowing machine cannot safely operate, then trees and shrubs 8 inches dbh and smaller, with the exception of designated reserve trees, will be felled using chainsaws, brushcutters or clearing saws.

g) Brush and small trees must be completely severed at the stump, maximum of 12 inches, and placed on the ground. The contractor will use a cutting, and or shredding, machine to reduce piles of all cut shrub and tree material to a maximum height of two feet.

h) All trees must be felled to ground level. Any leaning trees must be pushed or pulled to ground level when possible.

i) Trees may be felled across the blue painted project perimeter in areas where it does not coincide with the gameland boundary.

j) All cut trees and/or debris will be cleared within 10 feet of the gameland boundary, roads and ditch lines, culverts, utility right-of-ways, gas wells, herbaceous openings, spring runs, and defined stream channels.

k) Extra caution should be taken to avoid damage to residual trees.

3) OPERATIONS AND NON-WORK DAYS

a) No woods operation will be permitted on the following days:

1. All Saturdays in the months of October, November, December, and January and any Sundays open to hunting.

2. The opening day and all Saturdays during spring turkey season, including the youth spring gobbler hunt.

3. All the days of the general statewide bear season.

4. The entire 2 weeks of the general firearms deer season.

5. The opening day of the flintlock muzzleloader season.

*Any variance from the Non-Work Days must have advanced approval from the Regional Forester.

b) The contractor, employees, and sub-contractors may not hunt to, from, or at the job site when the work location is beyond a gated road that is closed to public traffic. The contractor may travel to and from the work location on no-work days to check on the condition of equipment.

c) The Contractor is responsible for the control and collection of fluids leaking from any equipment used on the site. The Contractor must have a spill containment and cleanup kit appropriate for the equipment being used. At a minimum, the kit will contain plugs and clamps to control hydraulic line breaks, a container to collect leaking fluids, fluid absorbent pads and a shovel.

Operating any equipment noticeably leaking fluids is prohibited. The Contractor must collect, and control fluids leaking from any equipment and dispose of properly.

d) It is unlawful to be present on State Game Lands from November 15 through December 15 inclusive when not engaged in lawful hunting or trapping and fail to wear a minimum of 250 square inches of daylight fluorescent-orange material on the head, chest, and back combined, or in lieu thereof, a hat of the same colored material. The material shall be worn so it is visible in a 360-degree arc.

4) MISCELLANEOUS

a) Gates are always to be kept closed and locked except when the contractor is present on the site.

b) Damage to existing infrastructure (roads, culverts, gates, trails, herbaceous areas) will be the repaired by the contractor. The need for any repair will be determined by the Regional Forester or designee prior to the conclusion of the project.

c) Any skid roads, trails or other infrastructure damaged by machines or pose E&S issues will be cleared of all debris, graded rut free, and positively drained with water-bars and cut-outs.

Sections of infrastructure that are considered erodible may be mulched and seeded with oats (spring), wheat or barley (fall). This will be determined by the Regional Forester or designee.

d) To minimize the spread of invasive plants, all equipment required for this project must be thoroughly cleaned prior to entering the State Game Lands (SGL).

e) The contractor will remove all trash and garbage generated from the completion of this contract.

This is to include all materials related to the support of felling tools and equipment, as well as items generated through personal use by the contractor’s employees. Burning of trash is not permitted.

f) Operator will supply all employees working on this site with a map and copy of the sale provisions.

g) Violation of contract provisions by the operator may subject the operator or their employees or contractors to fines based on Title 58 regulations.

5) PA RIGHT TO KNOW PROVISIONS

a. The Pennsylvania Right-to-Know Law, 65 P.S. §§ 67.101-3104, applies to this contract.

b. Unless the Contractor provides the Commonwealth, in writing, with the name and contact information of another person, the agency shall notify the Contractor using the Contractor information provided by the Contractor in SRM [or “the legal contact information provided in this contract’] if the agency needs the Contractor’s assistance in any matter arising out of the Right to Know Law (“RTKL”). The Contractor shall notify the agency in writing of any change in the name or the contact information within a reasonable time prior to the change.

c. Upon notification from the Commonwealth that the Commonwealth requires the Contractor’s assistance in responding to a RTKL request for records in the Contractor’s possession, the Contractor shall provide the Commonwealth, within fourteen (14) calendar days after receipt of such notification, access to, and copies of, any document or information in the Contractor’s possession which arises out of the contract that the Commonwealth requests (“Requested Information”) and provided such other assistance as the Commonwealth may request in order to comply with the RTKL. If the Contractor fails to provide the Requested Information within fourteen (14) calendar days after receipt of such request, the Contractor shall indemnify and hold the Commonwealth harmless for any damages, penalties, detriment or harm that the Commonwealth may incur as a result of the Contractor’s failure, including any statutory damages assessed against the Commonwealth.

d. The Commonwealth’s determination as to whether the Requested Information is a public record is dispositive of the question as between the parties. Contractor agrees not to challenge the Commonwealth’s decision to deem the Requested Information a Public Record. If the Contractor considers the Requested Information to include a request for a Trade Secret or Confidential Proprietary Information, as those terms are defined by the RTKL, the Contractor will immediately notify the Commonwealth, and will provide a written statement signed by a representative of the Contractor explaining why the requested material is exempt from public disclosure under the RTKL within seven (7) calendar days of receiving the request. If, upon review of the Contractor’s written statement, the Commonwealth still decides to provide the Requested Information, Contractor will not challenge or in any way hold the Commonwealth liable for such a decision.

e. The Commonwealth will reimburse the Contractor for any costs associated with complying with this provision only to the extent allowed under the fee schedule established by the Office of Open Records or as otherwise provided by the RTKL if the fee schedule is inapplicable.

f. Contractor agrees to abide by any decision to release a record to the public made by the Office of Open Records, or by the Pennsylvania Courts. The Contractor agrees to waive all rights or remedies that may be available to it as a result of the Commonwealth’s disclosure of Requested Information pursuant to the RTKL. Contractor’s duties relating to the RTKL are continuing duties that survive the expiration of this contract and shall continue as long as the Contractor has Requested Information in it possession.

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Location Map for Strong Arm

Project ID #247-2023-01-N

SGL 247

Armstrong County North Buffalo Township

Legend Strong Arm State Game Land Boundary

Parking_Area

Meeting Location N 40.77482507 W -79.57687822

Copyright:© 2013 National Geographic Society, i-cubed0 1,320 2,640 3,960660 US Feet

Project Map for Strong Arm

Project ID #247-2023-01-N

SGL 247

Armstrong County North Buffalo Township

Legend Strong Arm State Game Land Boundary Parking_Area Stream Roads on Game Lands USA Topo Maps

Meeting Location N 40.77482507 W -79.57687822

Block 1 60 Ac.

Block 2 18 Ac.

Block 3 3 Ac.

Block 4 7 Ac. Block 5

5 Ac.

0 1,320 2,640 3,960660 US Feet

Project Map for Strong Arm

Project ID #247-2023-01-N

SGL 247

Armstrong County North Buffalo Township

Legend Strong Arm State Game Land Boundary

Parking_Area

Stream Roads on Game Lands

Meeting Location N 40.77482507 W -79.57687822

Block 1 60 Ac.

Block 2 18 Ac.

Block 3 3 Ac.

Block 4 7 Ac. Block 5

5 Ac.