d.PreproposalMeetingNotes.docx

Cove II Heli Stewardship Pre-Proposal Meeting – July 2, 2015

Attendees: Gary Dillavou – USFS Tom Burry – USFS Julie Tarvin – USFS Candy Millener – USFS Larry McCaldon– Boise Cascade LLC Steven Goss – GosscCo LLC

· What we require from potential Contractors

· Instructions to offerors

· Technical approach

· Relevant past performance (similar projects)

· Key personnel

· Benefit to local community

· Business proposal (schedule of items).

Schedule of items will be in amendment so please submit your business proposal on the amended SF-1449. Option Item 4 is being deleted off the schedule of items, due to the fact the required road maintenance is minimal and should just be considered in your pricing for Items 1, 2 and 3 as it will not show up as a bid item on amended SF-1449.

Went over changes, which will be incorporated into amendment.

Julie Tarvin went over specifications and provider a larger project area map. Larger project area maps can be obtained by contacting Julie Tarvin at 541-962-8559.

Julie pointed out that Page 14 is where you find the actual project description, as well as project location.

FS will provide ticket books, which will be required on each load of logs as well as of course the appropriate Branding and Painting.

The Forest Service will do the seeding of landing and skyline corridors etc.

Quality control inspection systems will be done by visual inspection (like typical logging sale). Small contract so the Forest Service will be inspecting and accepting as soon as possible following completion of each unit.

Steve Goss asked question about location of raptor nest and how close could operation be to the actual nest site? Answer the nest is located up near the radio/cell towers on Mt Vernon, and no operation can occur within 1 mile of nest and if flying over no closer than 1500 feet above the nest. Julie contacted the appropriate biologist responsible for monitoring the nest to see if the bird is using the nest at this time or this year at all. Julie was informed the biologist will try and get out to the nesting site the week of June 8th to determine if the bird is using the site. Those interested in the answer can contact Julie Tarvin at 541-962-8559 after June 14th.

Contractors may provide an alternative proposal on how they would propose to operate different than is described in the solicitation. However please keep in mind offerors shall provide one offer that responds to the current sideboards/specifications required by the solicitation and then you can also at the same time provide an alternate proposal you feel would be of better value to the Forest Service. See paragraph (3) on page 35 of the solicitation.

Erosion reports – FS personal in attendance at the meeting were not familiar with this requirement of the Soil Erosion and Water Pollution Control Plan identified on page 16 in the table titled ITEM DESCRIPTION. Therefore it will be deleted on the amendment.

Post award conference will most likely be held at LaGrande Ranger District but could also be held at a location agreed upon as well.

Julie went over PPE-general safety clauses; contractor is required to train all employees and provide them the proper PPE at contractor expense.

Camping – Camping permits shall be requested from and issued by the LaGrande Ranger District. Once approved contract shall provide the CO a copy for the files.

Just a heads up there is considerable amount of recreational use on road Forest Service road # 6220. There is also a monument on a road that needs to be protected. Please let FS know if anything else contractor runs across that needs to be protected.

Note that on page 32 the Fire Suppression and Liability clause is in affect which limits contractor liability to a maximum of $300,000 for accidental fire caused by normal operations and are not found to be negligence on the part of the contractor or his operators.

Noxious weed locations on map. Please stay out of them

Went over appendix B. – A-T2, vendor has the option to remove all non saw material including not only non saw logs but limbs and tops if desired. If the contractor is interested in taking any or all of the non saw material produced from logging operations the contractor is required to request authority and the Forest Service will be happy to enter into an arrangement via a modification to allow the contractor the right to remove material but keep in mind there will also be a charge for material most likely between .125 to .25 per CCF.

A Volume Summary table will be provided in the amendment.

If contractor is interested in alternate landing locations, they shall identify those locations and submit the request as an alternate proposal.

Questions: Steve Goss – asked about product utilization standards. He specifically asked about tops of tree, which may be broken off as the Helicopter lifts the tree off the ground. He said this is fairly common when trees hoisted off the ground via helicopter. Tom said the contractor would not be required to remove those broken tops they can just remain as woody debris out in the units themselves.

Tom – Contractor is not required to do road maintenance on any roads contractor doesn’t use.