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

Attachment B: Scope of Work

Bid: #JH27-108

Project: Coal Creek Cut and Pile

Location: Highway 14 and Coal Creek

Prequalification Required: Yes – Participation is limited to pre-qualified contractors.

Prequalification Notice

Pursuant to the Utah Procurement Code, participation in this project is limited to pre-qualified contractors only. Bids or quotes submitted by a non-prequalified contractor will not be considered.

Introduction

Color Country - Bureau of Land Management (CDC-BLM), Cedar City Cooperation, and the State of Utah are acquiring services in this contract to provide for wildland fire hazard reduction by cutting and piling materials along the Highway 14 corridor in the Coal Creek Drainage.

This task order includes the Contractor furnishing labor, equipment, supervision, transportation, operating supplies, and incidentals. The project area totals approximately 144 acres as identified on the attached site map.

Section I – Project Requirements

Site Specifics

• Location and Description: The work under this contract is located 1 mile east of Cedar City, Utah along Highway 14 in the Coal Creek Drainage. Elevations range from 6,000 to 6,500 feet within the project site. Slopes range from flat to 10% with the majority of the project being flat. The majority of the treatment lies within a river corridor that follows the Highway 14 corridor. The treatment boundaries may be flagged and must be located by GPS. The work location is shown on the general location and site maps.

• Acreage: 144 acres.

o Estimated density: 20 trees per acre o Average diameter: 10 inches

• Access to the Site: Access to the project site is provided by a combination of paved highways, county dirt surface roads, and jeep trails. Four-wheel drive (4WD) vehicles are recommended in and around the project area but not required. It will be the contractor’s responsibility to get equipment to the work site.

Specific Tasks

• Work Limits:

o Only areas shown on the Project Map will be treated.

o The project areas are identified with a GPS unit. It will be the contractor’s responsibility to provide a GPS that is capable of loading project areas from a computer.

o Government staff will identify unit boundaries for the work carried out under the contract.

o The Contractor shall immediately upon entering the project area begin work, locate control points and section corners, and take action to prevent their destruction.

• Cut and Pile:

o All unmarked Juniper, Pinyon, and Mahogany trees within the designated treatment area are to be cut and piled to specifications in the contract.

o Trees to be left on site will be identified by the contracting officer and field inspectors.

• Slash Treatment Standards: Slash remaining on the units shall be treated as follows:

1. All activity slash that exceeds three (3) inches in diameter shall be piled.

2. Each individual pile should be a minimum of six (6) feet tall and teepee-shaped (taller than they are wide).

3. Piles shall be tightly compacted, free of dirt and trash.

4. Piles should not be placed under the drip line of remaining trees. Strategically place piles in the largest openings to avoid scorch or mortality during the flaming stage.

5. Piles should be no closer than thirty (30) feet from each other to reduce the number of small slash piles.

6. Ends protruding out of the main body of the pile by 18 inches or farther shall be cut and thrown back into the piles.

7. All remaining trees will be limbed three (3) feet from the ground and material piled away from the drip line of the tree.

Contractor-Furnished Equipment

The Contractor shall furnish chainsaws on a fully operational basis, with competent, fully qualified operators, meeting the following specifications:

• Must provide a minimum of an 8-man crew.

• Equipment must be capable of cutting live or dead Pinyon, Juniper, and Mahogany at six (6) inches above ground level on the uphill side.

• Equipment shall be free of fluid leaks and in good operating condition.

• Equipment shall be washed before entering and exiting federal and state lands. All soil and plant parts shall be removed to prevent the spread of noxious weeds into and out of the project area.

• Contractor shall furnish either GPS unit(s) or smartphone(s) with a PDF map application to be utilized in identifying project boundaries.

Government-Furnished Property

No Government property shall be furnished on this project.

Equipment and Workmanship

• Standards: 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 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.

• Quality Control: The Government will inspect completed acres and provide recommendations to improve work quality while work is in progress. The BLM will use thinning inspections for quality control. The Contractor is responsible for providing quality control to assure that work complies with the contract specifications. Upon request, the Contracting Officer's Representative (COR) will accompany the Contractor on sample plots to demonstrate BLM quality control procedures.

• Surface Disturbance: 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. Equipment and vehicles must not be operated or driven outside of the flagged boundaries except on identified roads or trails. All-terrain vehicles (ATVs) may be used within project areas as long as vehicle use does not create a visible trail. All created visible trails and/or ruts will be reclaimed at the expense of the contractor.

Contract Schedule

Schedule Parameter Specification

Completion Deadline March 15, 2027

Project Performance Time 120 calendar days from the official Notice-to-Proceed

(NTP)

Extended Performance Window

October 1, 2026 – March 15, 2027

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

• Spatial data files (Shape/KML files) are available for this project.

• If available, files will be provided to any bidder who requests them. To request a shape/KML file, the bidder must submit a request by email to stangurley@utah.gov.

• Properly submitted requests will be granted, and files will be provided by return email if requested prior to the Question & Answer closing time.

• The State purchasing agent identified elsewhere in this solicitation must be copied (cc'd) on the email request.

• Requests submitted by fax or phone will not be honored. The State/DWR is not responsible if files cannot be delivered due to email system limitations. Shape/KML files will not be delivered under any other format or method.

• No other comments or questions are allowed in the email request.

• Legal Disclaimer: Under no circumstances shall the shape/KML files be considered part of the contractual document. They are 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.

Questions

Only questions specific to the site should be asked at a site visit (if held). 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. Questions asked at site visits and subsequent answers will be recorded and posted in the solicitation for public review.

Bidding

This contract will be bid on a per-acre price. 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, including all mobilization and operating costs. There will be no fuel surcharges or adjustments negotiated.

References

Bidding on this project is limited to pre-qualified contractors; therefore, reference information does not need to be submitted with the bid.

Contract Award

A contract will be awarded to the lowest responsive/responsible bidder who meets any experience and equipment requirements noted 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, was offered the project as the low bidder and declined, or who defaulted on the project after being awarded is ineligible to be a subcontractor or employee for the successful bidder.

Section III – Additional Requirements

Environmental Considerations

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

The Contractor shall be responsible for material disposal consistent with State, Federal, and local laws at their own expense. Public or private access roads damaged by the Contractor shall be restored at the Contractor's expense to original conditions.

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

• Hazardous Materials:

o All appropriate State and Federal Regulations must be complied with, including maintaining Safety Data Sheets (SDS/MSDS) on site and using necessary Personal Protective Equipment (PPE).

o On-site disposal of Hazardous Materials or Waste (including hydrocarbons) is prohibited. On-site disposal will subject the contractor to reclamation costs and proper disposal fees for contaminated soil.

o Incidental (de minimis) leaks from fittings, gaskets, or ruptured hoses will be considered normal, unavoidable losses. Continual leaks will be noted on inspection reports and require immediate maintenance.

o Draining of engines or hydraulic systems for maintenance may occur on-site only if fluids are captured, containerized, and removed 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 is solely responsible for protecting equipment against loss, theft, or damage.

Crew Supervision

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

• Supervisors shall be identified during the pre-work conference. Written notice must be submitted 24 hours prior to any change in supervisory staff.

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

1. Making periodic inspections of crew work.

2. Advising staff on improper work methods.

3. Providing instructions to correct improper work methods.

• Emergency transportation must 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. If authorized, the camp must be maintained in an orderly, sanitary manner. All refuse and signs of occupancy must be removed prior to final payment.

Work Hours

• Standard work hours are limited to between one-half hour before sunrise and one-half hour after sunset each day.

• Work may extend into darkness only if contractor equipment is fitted with sufficient exterior lighting for safe operation AND mutually agreed upon by the project manager.

• Weekend and holiday work (Saturdays, Sundays, and legal national holidays) requires mutual agreement between the Contractor and Project Manager.

Work Schedule

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

Delays

The contractor is expected to complete all performance in a timely manner regardless of other workloads or contracts. A delay may be considered excusable when arising from causes beyond control and without fault or negligence, including:

1. Acts of God or the public enemy

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

3. Fires

4. Floods

5. Epidemics

6. Quarantine restrictions

7. Strikes

8. Freight embargoes

9. Unusually severe weather (defined as weather outside normal patterns, exceeding harshest seasonal conditions)

Upon request, the Contracting Officer will evaluate facts to adjust delivery schedules subject to State termination rights.

Project Meetings

• Pre-Work Conference:

o Location: Held at the project site or as determined by the Project Manager.

o Notification: The Contractor will be notified in advance of the time, date, and place.

o Attendance: The Contractor, subcontractors, and key coordination personnel must attend.

o Presentation: The Contractor must summarize planned procedures and present the work schedule.

• Progress Meetings: Held at the project site or as determined by the Project Manager upon request of either party.

Fire Danger Season

If work continues during declared fire danger periods/seasons, the Contractor shall comply with all state fire prevention laws and special directions issued by the Project Manager.

Preservation of Historical and Archeological Data

If evidence of scientific, pre-historical, historical, or archaeological data is discovered, operations must cease in that area and the Project Manager must be notified immediately. Adjustments to performance time and contract price may be made as necessary. This clause must be inserted into all subcontracts.

Protection of Cultural Resources

Known historic or prehistoric sites protected under the American Antiquities Act, National Historic Preservation Act, and Archaeological Resources Protection Act will be identified by the Government.

• The Government may unilaterally modify or cancel the contract to protect cultural artifacts.

• Discovery of unmapped resources by either party must be reported immediately and operations suspended in that location.

• Disturbance to known sites obligates the Contractor to bear evaluation and restoration costs.

Notice to Proceed

Unless notified otherwise, receipt of the contract or purchase order via email constitutes a Notice to Proceed (NTP). A delayed NTP may be issued due to adverse weather, soil, or environmental conditions.

Contract Performance

• Work must begin within seven (7) calendar days from the effective date of the Notice to Proceed.

• Once on site, work must proceed diligently within the 120 calendar day performance limit.

• The extended performance window is designed for contractors managing multiple State contracts and is not a default schedule allowance unless pre-approved in writing.

Inspection and Acceptance

• Surveillance Plan: The Government will inspect completed acreage to ensure quality control.

• Final Inspection: The Contractor must notify the Project Manager at least three (3) working days prior to completion to schedule final inspection. Deficiencies must be corrected prior to approval.

• Acceptance: If quality falls below specifications, written notice or work suspension may be issued. Unsatisfactory areas must be reworked by the Contractor until compliant.

Payment

• One lump-sum final payment will be issued for completed acres following final inspection.

• Partial payments are generally not considered. If requested, partial payments require written approval from the State prior to submitting an invoice. Unapproved partial invoices will be returned unpaid.

Winter Stoppage

The State or Federal Partner may stop contract operations due to frozen soil or severe winter conditions. Upon stoppage, the State may elect to pay for completed work and cancel remaining portions, or issue a resumption order in the spring.

Change Orders

• Minor Change Order: Adjustments up to 10% of total acreage or parcel configuration. Per-acre bid rates remain fixed.

• Major Change Order: Adjustments exceeding 10% acreage change or significant terrain/characteristic changes. Rates and mobilization costs may be renegotiated subject to Division of Purchasing approval.

• Change Order Maximum Cap Calculation:

Liability Cap = Per-Acre Bid Price × (10% of Untreated Acreage) o Example 1: $50/acre × (10% of 500 acres left untreated) = $2,500 Maximum o Example 2: $250/acre × (10% of 1,250 acres left untreated) = $31,250 Maximum