PreBidProposalMtgNotes.pdf

South Township Integrated Resource Stewardship Contract

Solicitation – AG-02RC-S-11-9030

Pre-Proposal Conference Notes

Attending:

Forest Service – Justin Pappani, Karen Ruklic, Joe Bonn, Chris Wolffing, Larry Whitehead, Ed Koberstein

BLM – Dan Yake

Public:

Leroy Howell and Wade Melton – Business Name: Leroy Howell

Randy Hunt - Huntwood

Red Woods – RKW Trucking

Rob Creutzberg – Creutzberg Logging

Tony Williams – A. Williams and Sons

Gordon Eckel – Flash Excavation

Jeff Adams – (did not give business name)

Jason Lunders – IDC Enterprises

Introductions – Karen Ruklic, Contracting Officer, ID Montana Acquisition Team

Chris Wolffing – Construction COR

Justin Pappani – AFMO, Red River Ranger District

Larry Whitehead – Timber Management Contracting Officer

Dan Yake – BLM Engineer

• Stewardship contracts are let under special statue with the objective to do forest restoration

• Allows Forest Service to use value of timber to offset the cost of performing restoration work

• Excess funds can be used to do other restoration work on the forest

• Explained difference in timber sale contracts versus service act contracts and some history regarding stewardships let in Montana that did not work

• New type of contracting opportunity for the Nez Perce Forest

Project Background and Objectives – Justin Pappani, AFMO Red River

• Started a few years ago by identifying areas that need to be treated due to fire danger

• The trees around the Elk City area has significant bug kill and fire danger is a concern; not if a fire will happen in that area but rather when

• One objective is to make a fire break between forest and private land by thinning along the ridge top

• Forest Service will do some prescribed burning down to the river to create an additional fire break

• Reconstruction of the BLM road to access the project site is required to reduce sediment that runs into the streams and facilitate timber haul without compromising water quality of Red River and

American River

• Main purpose is to improve forest health by removing the dead timber, reduce fire danger, and utilize the timber receipts to accomplish restoration work

Review of Timber Removal Specifications – Larry Whitehead

• See Appendix B of the contract

• Roughly 10,000 tons of material that is mandatory removal; reduce fuel loading by removal of dead timber.

• Specs include all trees 6”dbh unless it’s a leave tree; pine and larch are preferred for leave trees

• Leave trees will be on a spacing of 23 feet; if no pine and larch in area then leave largest tree in

Douglas fir, spruce, or grand fir species; everything else can be cut

• Boundary trees are painted in orange

• Specifications are 6.0 inches DBH for sawtimber and 5.0 inches for non-sawtimber

Q - On map there is an island, what is it?

A – That’s a wet area; boggy.

Review of Road Reconstruction Specifications – Dan Yake, BLM

• The road is used occasionally by horseback riders and for other recreational use

• In the past it was used as a logging road

• Eight culverts to be cleaned out

• The road has low lying areas that will need reconditioning

• Areas requiring reconditioning will be marked prior to performance

• Long sections needing to be reconstructed will be minimal

• A lot of debris has accumulated in the ditch line and will need cleaned out

• Gate will need to be moved farther in the road so it will be on level ground.

Q – Does the culvert cleaning spec include washing out the culverts?

A – Yes, it will require a total cleanout. Currently the culverts are plugged.

Q – The specs for the gate looks complex; cost on gate will be double or triple; is that right?

A – Yes, it’s the BLM national standard for gates.

The road work has to be completed first; short window summer 2012; can’t haul any timber until road is done. No maintenance on the road after timber sale. Drainage structures need to be kept clean.

Q – On temp road construction – timber has to be processed and hauled before logging can start?

A – Larry-don’t recall the wording specifically; will look into it and will amend if needed.

Solicitation Provisions and Contract Clauses – Karen Ruklic

Stewardship allows us use the best value; award will not necessarily be based on lowest price. We can use other criteria such as experience, past performance, etc. Letter was sent out on how to do business with the government.

Solicitation Package Review:

• Cover sheet is standard form, need to complete cover sheet

• Pages 2 and 3 are prices; Schedule of Items

• On the timber removal schedule need to give flat rate for the sawtimber, rate for non-sawtimber is a non-biddable item.

• Section K, L, & M are the solicitation provisions which includes instructions on how to submit a quote and how evaluation of quotes will be performed; they do not become a part of the contract; states you have to be registered in CCR and ORCA. ORCA is a data base where you input if you are a small or large business and other types of information

• Need NAICS code for ‘logging’ in CCR, 113310

• Reporting number of Veteran’s employed to Department of Labor is required, page 86

• This is classified as a logging project; it’s not set aside for small businesses or any other criteria based on concerns regarding receiving adequate competition

• Large business price for construction will be inflated by 10% for evaluation purposes per Price

Evaluation Preference for HUBZone firm clause

• Form in Section J, page 80-82; verification of workers comp, fill out form and submit with bid; it will be faxed to the State upon award. Subcontractors will also need to submit a workers comp form.

• Page 87 – If quote comes in after 4:00 pm on date due it will not be considered. Late is late, if it comes in a minute after 4:00 pm it will not be considered. Will accept faxed proposals; quotes are locked in drawer until reviewed.

• Provision for submitting proposals is important to read (page 87). Proposals need to include all information; we cannot presume or use information from past contracts for your proposal.

• Past performance is how you have done on past contracts, include correct reference information. We are not limited to calling only listed references, can call others who have knowledge of your performance and experience. We also want to know the experience of the key personnel to be utilized and equipment you will use

• Performance period will be set at pre-work meeting. Notice to Proceed starts a 14 day period during which contractor will be required to commence work on the project. The timber sale portion of the contract is 2 years to complete the logging.

• Schedule needs to demonstrate completion of the road reconstruction by August 31, 2012.

• Experience is what you’ve done – particularly with the key personnel. Need to include resumes for each person and reference information for each.

• Utilization of local work force – specific to stewardship legislation to boost local economy, need to include where your workers are from

• Price proposal – It’s important not to round your offer. We will review the schedule of items price proposal, work at hand and technical proposal to determine if you understand the work.

• Section M – How award will be made. It’s not a sealed bid. After award we can release number of quotes solicited, number of quotes received, name and address of awardee, items and quantities of award, and general terms on why your proposal was not accepted.

• Evaluation criteria – work plan/schedule, experience, past performance, employees hired from local sources and price. Past performance includes safety record, reasonable to work with, invoices submitted timely and correctly, equipment; etc.

Bonding and other Payroll Information:

• Bonding – no bid bond required

• Road Reconstruction – if total bid exceeds $30,000; will need a payment bond; clause on page 32

• Timber – will need performance bond in a minimum amount of $4000, page 60.

• Product Payment Guarantee – Road has to be done before timber is hauled; can bond for the timber by either accruing stewardship credits (no cash payment made up to timber value); or, can elect to get cash payment up to the road value, then bond up to the value of the timber. See Page 10 for more information

• Construction subject to Davis-Bacon Act; will need payrolls for each worker; see Section J for minimum wage rates.

• Woods rate applies to the logging payroll

Q & A

Q – What is the base coarse aggregate?

A – It’s specified in the solicitation and will be applied throughout the road on sensitive areas

Q – Are you wanting samples of aggregate?

A – Will need to examine it; get sample from supplier

Q – Are there any type of timber harvest restrictions, like wildlife range?

A – No, winter logging allowed if conditions permit

Q – Is temp road construction required before timber haul can be done?

A – No, just the haul road reconstruction

If there is any other questions please direct them to Karen Ruklic, Contracting Officer, at 208-983-5144 or email her at kruklic@fs.fed.us.