Addendum_1_Q_A.pdf

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF WATER RESOURCES

715 P STREET, 7th FLOOR P.O. BOX 942836

SACRAMENTO, CA 94236-0001

Invitation for Bid (IFB) – 10193338 Addendum 1

Questions and Answers

Vegetation Management Services

Notice to Prospective Bidders

Due to the nature of the questions and number of requests we received for site visits, it has been determined that it is in the best interest of both DWR and the interested bidders that we cancel this solicitation and publish a new one that addresses peoples’ concerns.

At this time, we still cannot guarantee that site visits will be possible for all four locations, but we will attempt to provide more thorough information via photos, maps, or video footage. If site visits are determined to be permitted prior to publication of the next solicitation, DWR will schedule those dates and revise the Action Key Dates in the solicitation as appropriate.

The following questions were received and, where appropriate, the answers will be integrated into the next version of this solicitation when it is re-published.

March 29, 2024

The following questions were received:

QUESTIONS:

1. Can DWR setup some dates to tour these sites so the bidders have firsthand knowledge of the site conditions?

Answer: If site visits are determined to be permitted prior to publication of the next solicitation, DWR will schedule those dates and revise the Action Key Dates in the solicitation as appropriate.

2. As there are 4 separate sites for this project, it can be assumed that it will take +- 4 separate days to tour the sites. Can the bid due date be revised with a due date approximately 2 weeks following the scheduled site visits to allow bidders ample time to develop proposals following the site tours?

Answer: If site visits are determined to be permitted prior to publication of the next

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

3. Bonds: As this is not a construction project, but rather a service project, can DWR eliminate the bonding requirements for the project? We have other current service contracts with DWR and the bonding requirement has never been a part of other DWR IFB’s for service agreements.

Answer: No, we cannot eliminate the bond requirement. All contracts considered Public Works require bonds. Since this contract is considered Public Works, bonds are required.

4. The Pest Control Recommendations in Exhibit A, Attachment 3 do not comply with the USEPA, FIFRA labeling, California Food and Agricultural Code and California Department of Pesticide Regulation requirements. Please advise on the available scope, schedule and budget to acquire correct and compliant Pest Control Recommendations.

Answer: The Pest Control Recommendations in Exhibit A, Attachment 3 are only provided as an example and not representative of the actual recommendations. Official Pest Control Recommendations will be provided by DWR at the start of the contract and will be renewed by DWR annually. The Pest Control Recommendations are not expected to be a component of the contractor’s scope, schedule, or budget.

5. Per Task 1. Integrated Vegetation Management, disposal of weeds at an approved offsite facility, as the quantities of weeds to be disposed will vary from year to year, will DWR pay for the disposal of the weeds based on costs when disposal is required, or is the disposal to be included in a line-item budget? If disposal is to be included in the line-item budget, is there an estimated annual quantity (cubic yards) for budgeting purposes?

Answer: Offsite disposal is not expected. Please see the revised text below.

Section IV, Task 1. Integrated Vegetation Management, Paragraph 1:

Vegetation control may include application of appropriate herbicides, physical removal (e.g., manual removal, mowing, grubbing, hauling), and disposal of weeds at an approved offsite facility management of dead plant material onsite with DWR coordination.

Section IV, Task 1.1 – Mechanical Control, Paragraph 1 Disposal of unwanted plant material may require chipping/shredding and/or transport to an approved offsite onsite location.

6. V. CONTRACTOR’S DELIVERABLES, item 4. Monthly Expense Documentation, “including receipts for any equipment purchased as part of the contract”. Based on this statement, will DWR reimburse the contractor for equipment purchased for the project?

Answer: Purchase of equipment under this contract is not expected. Please see the revised text below.

Section V, Item 4. Monthly Expense Documentation, Paragraph 1:

The Contractor will provide documentation of expenses incurred each month, including receipts for any equipment purchased as part of the contract. All documentation will be submitted electronically using a DWR approved file format (e.g., Microsoft Office applications, PDF).

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

7. V. CONTRACTOR’S DELIVERABLES, Item 3. Site Visit Documentation: Can the DWR provide an example of a site visit report (deliverable and bid item) previously submitted for the project site, or a similar site, to better understand the expectations and associated time element to preparing such a report. Also, please clarify what is meant by the contractor providing, among other things, “….required permitting documentation…”

Answer: DWR is expecting the site visit documentation to provide a review of work implemented following the completion of each work order. A site visit template is included in an addendum. Please see the revised Scope of Work text below.

Section V, Item 3. Completed Work Site Visit Documentation, Paragraph 1:

Within two weeks of completing each requested work order, the Contractor will provide photos, written updates, and photo required permitting documentation of existing site conditions, work in progress, and completed work via email to DWR within two weeks of completing each requested work activity order. If herbicide spraying occurred, the Contractor will provide a copy of the PUR within two weeks of submission to the relevant county agency. All documentation will be submitted electronically using a DWR approved file format (e.g., Microsoft Office applications, pdf, jpg, kml, GIS Shapefiles).

8. VI. ACCEPTANCE CRITERIA 5. Cost to maintain: All licenses, permits, and certificates requirements required for the performance of the above-mentioned services throughout the duration of this contract will be paid for by the Contractor. Based on this statement, we presume this excludes Permits (NPDES, etc.) and Certifications DWR is required to have from the various regulatory agencies?

Answer: Correct. DWR holds the NPDES permit for herbicide application over water and provides the PCA recommendations. The Contractor will need to maintain their QA certifications and/or licenses and other needed licenses/certifications for conducting work required under this contract. DWR will not pay for the necessary Contractor licenses or certifications.

Please see the revised Scope of Work text below.

Section VI, Item 5. Cost to maintain, Paragraph 1:

All licenses, permits, and certificates requirements required for the performance of the above-mentioned services throughout the duration of this contract will be paid for by the Contractor.

DWR will not reimburse the Contractor for the cost to maintain all licenses, permits, and certifications throughout the duration of this contract. DWR holds the NPDES permit for herbicide application over water.

9. Most of the sites are difficult to access. Will there be a bid tour?

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

Answer: If site visits are determined to be permitted prior to publication of the next

10. If there is no bid tour are the Yolo Flyway Farms and Lower Yolo Ranch sites open to the public? If not, how do we gain access to look at the areas ahead of the bid date?

Answer: None of the sites are open to the public.

11. Will a Cashiers Check be acceptable as a Bidder's Bond?

Answer: Yes, a cashier’s check is acceptable in lieu of a Bidder’s Bond.

12. Bid items for the Lower Yolo Ranch and the Yolo Flyway Farms properties include "Dust and Fire Suppression" for the "Entire property". This bid item lists specific acreages for fuel break construction for both areas, but what work is expected for the "entire property" at each site?

Answer: Dust suppression and fire suppression will be necessary during drier months at Lower Yolo Ranch and Yolo Flyway Farms. These activities would need to only occur where and while the work is occurring. The “entire property” is referred to as any portion of the property that may need this, with an expected focus on the northern and western sides of the properties.

Please see the revised Scope of Work text below.

Section IV, Task 2. Dust and Fire Suppression, Paragraph 1:

The Contractor will provide dust suppression (e.g., road watering) and have fire suppression equipment on-site (e.g., water tenders, water pumps, hoses, nozzles) where and while conducting activities to meet local, state, and federal requirements. The Contractor will furnish all materials and equipment necessary to complete dust suppression and fire suppression while work is occurring.

*End of Addendum*