Questions_and_Answers.docx

Questions (in black font color) & Answers (in green font color) Solicitation No. AG-5F48-S-13-0001, Amendment 1 Prescribed Burns, Wisconsin

1. What will be the job training and qualifications requirements for the burn plan writers? NRCS does not require any specific training or qualifications for burn plan writers. NRCS will review past burn plans in order to judge the suitability of potential contractors. The National Wildlife Coordinating Group (NWCG) standards will not be used.

1. What will be the job training and qualifications requirements for the personnel conducting the burns? NRCS requires that the firm conducting the burn have conducted burns in the last 3 years and that the documentation of those burns and the firm’s references demonstrate the firm’s ability to safely and effectively conduct burns on NRCS conservation easements.

1. In reference to FAR 52.212-2 Evaluation Factor #1 (prescribed Burn Code 338 V.) will the National Wildfire Coordinating Group standards be used to meet the firm’s and individual qualifications necessary to perform the services requested of writing the burn plan and conducting the burn? The National Wildlife Coordinating Group standards will not be used.

1. What will be the requirements for the equipment listed in the burn plan and that is to be used to conduct the burns? The firm will be responsible for ensuring that the equipment that is needed is available and in good working condition. Will the equipment need to meet the National Wildfire Coordinating Group Equipment requirements? The National Wildlife Coordinating Group standards will not be used.

1. What insurance is required of the burn plan writer and the people conducting the burn? Additional insurance coverage is not a requirement of this contract. The insurance required for this work & truly have hold harmless is under NAICS code: 115310 Fire Suppression and Forestry. What insurance will be required on the equipment used? Additional insurance coverage is not a requirement of this contract. The firm shall have the necessary coverage that is consistent with insurance requirements for the operation of a firm of its size and scope.

1. Is a site visit required of each burn site by the burn plan writer before a plan is written and approved by the NRCS? Yes.

1. Is the cost for conducting the post burn evaluations to be included in the cost for conducting the burn at each site? Yes. Will the payment for the cost incurred in conduction the burn be paid to the vendor before the post burn evaluation is conducted? It may take several months before this evaluation is completed because of the time for the vegetation response to occur? The post-burn evaluation will take place immediately after the burn. Please consult page 4 on Prescribed Burn Job Sheet 338.

1. Will the NRCS monitor burn operations sporadically to insure that the job qualification and equipment used are following the required standards and protocols? Yes.

1. Will the NRCS monitor the fire effects to insure objectives of the burn are met? Yes.

1. Is the cost for preparing the burn lines (fire break) to be included in the cost for conducting the burn at each site? Yes. When will the vendor be paid for putting in the burn lines? After installing the breaks, acceptance/approval by NRCS and receipt of a valid invoice.

1. Is the cost for purchasing the seed and the seeding the burn lines after the burn is conducted to be included in the cost for conducting the burn? No. Firms are encouraged to prepare and use fire breaks in ways that do not necessitate new seeding. The waiver for seeding is if the burn lines are proposed to be established through tillage. In this case it is appropriate to including seeding cost (it will only be acceptable in this case). Fire lines established by mowing will not have an associated seeding cost.

1. Is the cost for the annual inspection and reworking of the burn lines to be included in the cost for the conducting the burn at each site? No. Firms will not be required to provide follow-up service. Repairs to burn lines will be addressed with a separate task order if necessary.

1. When it is required that the fire line break be repaired after a burn is the cost for this charged in the cost for conducting the burn? No. The fire breaks shall be designed and installed in a manner that minimizes the need for immediate follow-up. Repairs to burn lines will be addressed with a separate task order if necessary.

1. Will a list be provided of each burn site by the county they are located in when the vendors are being solicited to develop the burn plans? Yes. Will this list be available from the NRCS before the task order is established on which vendors would be interested in conducting the burn? Not necessarily.

1. In reference to AGAR 452.211-74 the requirement to complete the burn plan within 14 days of receiving the task order is not a reasonable amount of time to do the site visit and write the burn plan. What provisions will be made in the winter time when the site vegetation may not be visible and or the site may not be accessible due to weather or access conditions? Thirty working days to do the burn plan after receiving the task order and visiting the site. What provisions will be made to accommodate for winter time and access problems to the site? NRCS will request burn plans when conditions are suitable for the planner to see the site. NRCS will secure access to the site before requesting burn plans. The firm will be provided with instructions on where to access the easement.

1. In reference to AGAR 452.211-74 the requirement to conduct the burn within 18 months of receiving the task order may not be reasonable if you would have only one spring burn season which would be based on the date of the task order. It would be more reasonable to allow two spring burning seasons to conduct the burn on a site with a provision to allow a third spring burning season if the burn was not in the burn plan weather prescription window for the previous two spring burning seasons. Would a 3 year burn plan be considered? No. NRCS would require the contractor to conduct the burn within 18 months of issuing the task order.

1. In the Statement of Work Prescribe Burning for Wisconsin on page 1 the reference is made in Task 2 to a Fire Boss. What is the definition of this title and what is the training and other qualifications need to meet this definition? The Fire Boss is the person who assembles and directs the wildland fire staff and equipment and takes responsibility for conducting the fire safely to meet NRCS objectives. Will the National Wildfire Coordinating Group job Training and Qualification standards be used for the definition of Burn Boss rather than Fire Boss? The National Wildlife Coordinating Group standards will not be used.

1. In reference to Prescribed Burn Code 338 VII C. 1. What fire behavior guide will used to validate the prescribe burn window? Will the National Fire Danger Rating System or the Fire Behavior Behave System be used or another system? Acceptable burn windows are outlined in the prescribed Burn Code 338. The firm shall comply with any burn bans declared by WDNR.

1. Will the NRCS and state of Wisconsin provide reasonable variances to burn and provide assistance in obtaining permits or variances from municipalities that may have restrictions. NRCS has no jurisdiction to dictate permit conditions to the State of Wisconsin or local units of government. The firm must comply with Wisconsin and local government permit requirements. If the firm is unable to secure the required permits due to municipal restrictions, NRCS will pay the firm for services provided up to that point and cancel implementation of the burn.

1. Who will be responsible for public notification? What parts of the pricing structure will this address? Could notifications be conducted under a group effort and shared responsibility? The firm conducting the prescribed burn will be responsible for public notification. Please note the notification standards on page one of Job Sheet 338.

1. Will the NWCG personal protective clothing standard be required & will new generation fire shelters be required? The National Wildlife Coordinating Group standards will not be required.

1. Will water supply or resupply for burn operations be provided through the NRCS or will a cooperative agreement need to be established? If so who is responsible for developing the water supply agreement the NRCS or the contractor? If it is the contractors responsibility for developing this if so how will they be reimbursed for this cost? In the burn plan development task order? The firm conducting the burn will be responsible for procuring adequate water. This cost shall be reflected in the bid.

23. Will a time and material contract be considered when soliciting bids for conducting the burns? No. Estimates per unit can be submitted and not considered binding quotes. This allows a gain in production. Example more than one burn unit could be treated in the same day if, within the prescriptions. If units are to bid in lump sum, this has resulted in higher cost due to the expenses that must be calculated: as if no other units are alike in: prescriptions, complexity and manageable size within the same area. To monitor success: daily action reports and post operations plans can be sent to authorize personnel. If a contractor is deemed inefficient or is expected to exceed the estimate and budget then halt the task orders and operations. This would be similar to Federal and other state fire suppression contracts.

24. The US Dept. of Labor Wage and Hour information selected for these work categories are not reflective of the Prescribed Fire work being contracted for. The USDA Forest Service has established contractor pay rates for the jobs to be conducted for NWCG Prescribe Burn Plan writing and implementation for both personnel and equipment. I have attaché the US Department of Labor pay rates listed in the sonication (technicians and landscape laborers) https://www.fbo.gov/utils/view?id=4cdb8402b050cd0f1560c8d6066fd20a I have also attached the NWCG potion pay rates that the USDA Forest Service have established to the personnel that write burn plans and implement them. http://gacc.nifc.gov/eacc/library/Dispatch/wo_id_5109%2034-2012-1.pdf

How will the USDA-NRCS ensure that companies selected are comparable-Apples-to Apples? In many cases, excessive price differences are simply contributed to a company's adherence to requirements, standards and protocols. Example: Company "A" pays $4,000.00 per year in insurance premiums under the NAICS code 561730- Landscaping services. Company "B" pays $30,000.00 for annual insurance under NAICS code 115310 -Support Activities for Forestry.

Will the NRCS monitor burn operations sporadically to insure the qualifications & equipment used are following the required standards and protocols?

Will the NRCS monitor the fire effects to insure objectives of the burn are met? NRCS does not require prescribed fire contractors to follow National Wildfire Coordinating Group standards. WI NRCS will evaluate the documents and references submitted by contractors. NRCS will evaluate the solicitation responses as described in the solicitation. NRCS will monitor the performance of contractors to ensure that burn plans and the burn implementation meets NRCS standards and specifications.

27. What standard will be used to evaluate the training and qualifications? Will they need to meet the National Wildfire Coordinating Group Training and Qualification requirements? Requirements for:

Burn - plan writers?

Burn Boss?

Please give the definition of a "Fire Boss" Firing Boss Holding Boss (ENGB or ICT4) Firefighter Heavy Equipment Operators Will the qualifications be evaluated by someone with the same qualifications or higher and ensure PTB integrity? WI NRCS does not require prescribed fire contractors to follow NWCG standards. WI NRCS requires contractors to meet NRCS standards 338 and 394.

Fire Effects?

Smoke Management?

Acceptable consumptions?

Acceptable Mortality?

Acceptable Resources needed to safely treat unit? NRCS requires contractors to meet NRCS standards 338 and 394.

30. What will the insurance requirements be for: Plan writing?

Equipment/ Auto?

General Liability?

Work Comp?

Medical?

Per Occurrence?

Will annual proof be required?

The insurance required for this work and to, truly have "hold harmless" is under NAICS code: 115310 Fire Suppression and forestry. This industry comprises establishments primarily engaged in performing particular support activities related to timber production, wood technology, forestry economics and marketing, and forest protection. These establishments may provide support activities for forestry, such as estimating timber, forest firefighting, forest pest control, and consulting on wood attributes and reforestation. Proof of coverage specifically identified for liability and auto stating: Firefighting- Forest, Forest Management and Plans - Preparation.

We have seen many RFB/RFP for RX fire awarded to those with improper insurance and that ultimately in not insured to perform the scope of work. This discrepancy if not monitored is an unfair expense advantage.

Additional insurance coverage is not a requirement of this contract. The firm shall have the necessary coverage that is consistent with insurance requirements for the operation of a firm of its size and scope.

31. Who will be authorized to perform a site visits: Any contractor that WI NRCS hires to install fire breaks, plan burns, conduct burns or assess burn effects will be authorized to visit sites. Site visits are required for completing the burn plans.

If one company is awarded only the planning, the liability is greater having no control over plans execution. This scenario forces the author of the plan to mitigate all risk to better protect company interest. Ultimately this produces a plan with strict prescriptions in an already, short burn season and windows of adequate weather.

If the prescribed burn is not awarded to the same contractor that performed the site visit and wrote the plan for that unit, will there be a hold harmless on the plans author and company?

Who is authorized and what process is there to negotiate tactics.

Are resource needs listed on the plan required, if the organization burning did not write the plan?

NRCS Prescribed Burn Standard is 338, Section VII C. Contractors are not allowed to deviate from those standards. Contractor shall be issued a task order to prepare the burn plan, install the fire breaks, implement the burn, and evaluate the implementation success.

34. Who will be responsible for public notification? What parts of the pricing structure will this address?

Could notifications be conducted under a group effort and shared responsibility?

How will the NRCS ensure that notifications are processed? This is an important factor for cost estimation that is generally ignored and a requirement set by the smoke management plan.

The firm that conducts the burn will be responsible to make the notifications. Please consult the notifications section on page one of Prescribed Burn Job Sheet 338.

35. To complete a burn plan within 14 days of receiving the task order is not a reasonable amount of time for: site visit, write the burn plan and ensure objectives are addressed.

What provisions will be made when the site vegetation may not be visible or the unit is not accessible?

Would 30 business days be considered; to conduct a site visit and author a burn plan when conditions are favorable?

NRCS will request burn plans when conditions are suitable for the planner to see the site. NRCS will secure access to the site before requesting burn plans.

36. The requirement to conduct the burn within 18 months of receiving the task order may not be achieved due to environmental and weather conditions. 18 months is unfeasible for even agency resources. Conditions must be adequate for inspections and prescription windows are usually narrow or nonexistent for a season.

Would a 3 to 5 year plan with 3 acceptable* burn seasons be considered?

*Acceptable being weather, fuels and site conditions favorable for achieving objectives for a reasonable duration. (Example duration: a month in which conditions are within prescriptions "excluding wind direction" and the site is accessible.

NRCS will require the contractor to conduct the burn within 18 months of issuing the task order.

37. Will the state provide reasonable variances to burn permits?

Will the State be reasonable in permitting burns under higher fire danger and restrictions?

Will the State provide assistance in obtaining Variances and authorization from municipalities that may have restrictions?

Will the State &-or NRCS provide contact info for project supervisors and officers accountable for the area in which work is to be performed? Day-evening mobile and email?

WI NRCS has no jurisdiction to dictate permit conditions to the State of Wisconsin, tribes or local units of government. Contractors must comply with Wisconsin, tribal and local government permit requirements. If the contractor is unable to secure the required permits due to unreasonable municipal restrictions, WI NRCS will pay the contractor for services provided up to that point and cancel implementation of the burn.

38. Will water supply or resupply for burn operations be provided through cooperative agreements? This is a cost factor if excessive travel is incurred, municipal metering and charges apply.

The firm conducting the burn will be responsible for procuring adequate water. This cost should be reflected in the bid.

39. It is unclear on the expectations to break down proposal elements and in what format is acceptable for:

Conducting the post burn evaluations?

The format for reporting post-burn results is in Job Sheet 338 (page 4).

Annual inspection and reworking of the burn lines NRCS will require only one installation of the fire break for each task order.

Preparing burn lines/fire breaks?

Consult Standard 394.

Fire line break be repair post burn?

NRCS does not anticipate destruction of the breaks during the prescribed fire.

Seed/soil and the seeding?

NRCS does not anticipate repair and seeding of all fire breaks. Seeding will only be considered when the tillage is proposed as a part of the establishment of the fire break.

40. Will a list be provided of each of the burn site, including information prior to the response due date:

GPS Coordinates - Yes Size – Yes Fuel Model – Yes County - Yes

41. At the time of award and deemed technically acceptable will responders be provided:

Copy of the management plan for individual units?

Previous plans written for individual units?

List of known hazards that exist relevant to operating in or around specific units?

List of known implications that are relevant to individual units and work performed?

The firms will be responsible for developing burn plans from the geographic and desired effects information provided by NRCS, from knowledge gained in a site visit, and from independent research. Management plans and previous burns plans will not be provided.

This allows a gain in production. Example more than one unit could be treated in the same day if, within the prescriptions. If units are to bid in lump sum, this has resulted in higher cost due to the expenses that must be calculated: as if no other units are alike in: prescriptions, complexity and manageable size within the same area.

To monitor success: daily action plans and post operations can be sent to authorized personnel. If contractor is deemed inefficient or is expected to exceed estimates and budget, then- halt task orders and operations. Similar to Federal and other State fire agreements. This allows opportunity for an environment of partnership, respect, integrity and trust.