DQ-PMA-2015-906 Upper Bench Hydroaxe-Final.docx

Request for Documented Quotation

DQ-PMA-2015-906

Upper Bench Pinyon & Juniper Removal Project Bid Due: February 27, 2015 @ 4:00 PM

OVERVIEW AND ADMINISTATIVE INFORMATON

Issuing Office This Request for Documented Quotations (DQ) is issued by the State of Colorado, Department of Natural Resources, on behalf of the Colorado Parks and Wildlife. All contact regarding this solicitation is to be directed to:

Allan Smith Department of Natural Resources Purchasing Office 1313 Sherman #423 Denver, CO 80203

(303) 866-3292 x8631 Fax: (303) 866-5575 Email: allan.smith@state.co.us

Purpose Contractors are to provide all labor, supplies and equipment to mechanically mow and shred designated vegetation using a rubber tired or tracked machine. The equipment may include a horizontal or vertical shaft shredder or mulcher capable of working on slopes up to 30 percent. Any trees deemed too large by the contractor may be hand sawn utilizing a chainsaw. The resulting debris shall be lopped into sections no more than 24” long and scattered in a manner that does not unduly impede pedestrian movement around the site.

Acreage may be decreased based on the cost per acre.

Schedule of Activities:

Pre-bid Inspection Tour If requested, a pre-bid inspection tour/meeting will be held on February 20, 2015 at 10:00 AM. It will consist of a project overview and site tour. Please call 970-252-6016, by 4:00 PM on or before February 18, 2015 to indicate your desire to inspect and obtain directions if necessary. Please leave a message if no one answers.

General Location The project area is located on lands owned by Mex & Sons Ranches. The legal location is T.44 N, R.15 W sections 1 and 2. The location and boundaries of the treatment unit is shown on the project area map which is attached. Where necessary, the boundary of the unit will be marked with orange surveyor’s flagging. Upon request, potential bidders will be provided with treatment boundaries in a digital format suitable for display in a GIS or for upload to a Garmin or Trimble GPS unit.

Submission All quotations must be received by the Purchasing Office, Department of Natural Resources, Purchasing, 1313 Sherman #423, Denver, CO 80203 no later than the date and time shown in at the Top of this Bid notice, VSS web site and the Schedule of Activities. It is the responsibility of the Bidder to make sure that their bid is received in the Procurement Office, prior to the deadline. Bidders mailing proposals should allow ample mail delivery time to ensure timely receipt of their proposals. Bids received after the above date and time will not be considered, unless they are deemed acceptable per Procurement Rule R-24-103-202b-07 as determined by the Purchasing Director of the issuing department.

Quotations must be clearly identified as a quotation for the PMA-2015-906 and shall show such information on the outside of the documented quotation packet or in the subject line of the e-mail if submitting electronically.

Bid Modifications and Answers to Vendor Questions Any modification to this Documented quote will be posted on the State of Colorado website: ColoradoVSS; by the Purchasing Office, Department of Natural Resources. Bidders shall not rely upon any other interpretations, changes, or corrections. It is the bidder’s responsibility to check the Vendor Self Service website regularly for any modifications, updates, or changes to the bid or any of its requirements. Vendors will not be contacted by the state when modifications are made. Should any part of this documented quote to be confusing or contradictory, it is the vendor’s responsibility to seek clarification.

Answers to any inquiries will be posted as a modification to the Documented Quote on the State of Colorado Vendor Self Service website. All vendors’ questions and the answers will be posted for all vendors to view.

Bid Submittal The bid due date for this submittal of documented quotations is February 27, 2015 at 4:00 PM. Bids will be accepted by mail, hand-carried, fax or via email as a Word or .pdf file attachment, and must be sent to the Department of Natural Resources Purchasing Agent:

Allan Smith, Purchasing Agent

A responsive bid must include the submittal items outlined below under SUBMITTAL, below.

Colorado Purchase Order A Purchase Order Contract will be issued to the awarded bidder. The Purchase Order Contract will include all documents associated with the bid including this Request for Documented Quotation, the bidder’s response and the Colorado Purchase Oder Terms and Conditions, which are attached to this solicitation.

Measurement and Payment Payment for the project will be based on the per acre cost to complete the work scope described in the SCOPE OF WORK

Insurance Requirements A. The contractor shall obtain, and maintain at all times during the term of this contract, insurance in the following kinds and amounts:

1) Workers’ Compensation Insurance as required by state statute, and Employer’s Liability Insurance covering all of contractor’s employees acting within the course and scope of their employment.

2) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence;

b. $1,000,000 general aggregate;

c. $1,000,000 products and completed operations aggregate; and

d. $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.

3) Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows: $1,000,000 each accident combined single limit.

5) The State of Colorado shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent). Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

6) The Insurance shall include provisions preventing cancellation or non-renewal without at least 45 days prior notice to the State by certified mail.

7) The contractor will require all insurance policies in any way related to the contract and secured and maintained by the contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

8) All policies evidencing the insurance coverage’s required hereunder shall be issued by insurance companies satisfactory to the State.

Resident Bidder When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident. “Resident bidder" means:

(a) A person, partnership, corporation, or joint venture which is authorized to transact business in Colorado and which maintains its principal place of business in Colorado; or

(b) A person, partnership, corporation, or joint venture which:

i. Is authorized to transact business in Colorado;

iii. Has paid Colorado unemployment compensation taxes in at least seventy-five percent of the eight quarters immediately prior to bidding on a construction contract for a public project.

Attachments:

State of Colorado Purchase Order Terms and Conditions Project Area Map

Upper Bench Pinyon & Juniper Removal Project Scope of Work

Background: Mex & Sons Ranches (the Ranch) is a large, family owned livestock operation based in western San Miguel County. The corporation owns several large tracts of land in Dry Creek Basin, many of which lie within proposed Critical Habitat for Gunnison sage-grouse (GuSG). Colorado Parks & Wildlife has signed an agreement with the Ranch to incorporate these holdings under a “Certificate of Inclusion” (CI). This CI allows current agricultural operations to continue unimpeded under the protection of the US Fish & Wildlife Service’s “Candidate Conservation Agreement with Assurances” (CCAA) program for GuSG. One of the agricultural practices included is the manipulation of vegetation to create or improve habitat for the benefit of both wildlife and domestic livestock.

Current Status: Under the auspices of the CI, the ranch is presently performing the select removal of pinyon and juniper trees in the lower sagebrush parks that surround the main cultivated fields. This work will create/enhance habitat for GuSG and is being accomplished by two different contractors. One using hand crews equipped with chain saws and one utilizing a mechanical flail.

In conjunction with this work, a “roller chop” project is also being implemented in an old chaining located approximately one mile north of the main Ranch. This work targets an area of moderately dense PJ that has regrown since a chaining treatment that was implemented in the 1970’s. Much of the sagebrush and a good portion of the understory in this area has been lost due to recurring drought and historic overgrazing. Roller chopping is being utilized to reduce woody debris and facilitate the seeding of forbs and grasses. Within the next 12-18 months this prescription should provide excellent forage for deer, elk and livestock. However, the benefits to GuSG will be limited and funding specific to improving deer and elk habitat (HPP) is being utilized.

The proposed project lies directly adjacent to the rollerchop treatment, and includes areas of relatively healthy sagebrush and low density PJ stands. In order to preserve an existing sagebrush component that is heavily utilized by mule deer and which could be utilized by GuSG, mechanical mulching will be employed to remove the trees. This will preserve the existing sagebrush community and create habitat that can be immediately exploited by GuSG. For this reason, sage-grouse funds will be utilized to implement the project.

Work To Be Performed: Approximately 160 acres are planned for treatment at this time.

Desired Performance: The proposed project area is located on private land, but work will be performed in accordance with all relevant CPW procedures and standards. The following contractor specifications detail these requirements.

Schedules: Tree removal operations may commence immediately upon award and must be completed prior to June 30, 2015.

Quality & Quantity: The vendor will be required to mechanically mulch or “lop and scatter” all trees within the designated unit, totaling approximately 160 acres.

Reporting/Monitoring Requirements: The contractor will report to a designated CPW contracting representative and coordinate any movements on or off the property with the Ranch manager.

Deliverables: Deliverables are outlined in the attached specifications.

Specific Roles: Colorado Parks & Wildlife has the lead role for planning and funding the project. Contracting will take place between CPW and a qualified vendor for performance of the work. Representatives from the Ranch may provide oversight of project implementation in the field and coordinate with CPW. Final payment will be withheld until project approvals are provided by both CPW and the Ranch. Post treatment management, including livestock control will be the responsibility of the Ranch.

Estimated Cost: Prices for the use of heavy equipment can vary significantly due to fluctuations in fuel costs. Funding for this project is capped at $25,000 and interested bidders must provide a fixed “per acre” cost along with an overall bid that would include tree removal across the entire 160 acre project area. Based on final bids, the project area may have to be adjusted to accommodate available funding.

Upper Bench Pinyon & Juniper Removal Project

CONTRACTOR SPECIFICATIONS

DESCRIPTION & WORK STATEMENT

GENERAL

Introduction - The purpose of the project is to remove encroaching pinyon and juniper trees and restore sagebrush habitats for the benefit of wildlife and livestock. The project area is located on private lands owned and managed by Mex & Sons Ranches. CPW is providing contracting and funding for the project. The proposed treatment under this contract includes mechanical mowing and shredding of encroaching pinyon pine and juniper trees. The proposed project area encompasses a single unit of approximately 160 acres.

Scope - Contractors are to provide all labor, supplies and equipment to mechanically mow and shred designated vegetation using a rubber tired or tracked machine. The equipment may include a horizontal or vertical shaft shredder or mulcher capable of working on slopes up to 30 percent. Any trees deemed too large by the contractor may be hand sawn utilizing a chainsaw. The resulting debris shall be lopped into sections no more than 24” long and scattered in a manner that does not unduly impede pedestrian movement around the site.

Location of Project Area

Location: The project area is located on lands owned by Mex & Sons Ranches. The legal location is T.44 N, R.15 W sections 1 and 2.

Treatment Units The location and boundaries of the treatment unit is shown on the project area map which is attached.

Boundaries: Where necessary, the boundary of the unit will be marked with orange surveyor’s flagging. Upon request, potential bidders will be provided with treatment boundaries in a digital format suitable for display in a GIS or for upload to a Garmin or Trimble GPS unit.

SPECIFIC TASKS

Standards

1) In all treatment units, mow and shred 100 percent of canopy cover area of targeted pinyon and juniper trees. Targeted trees include any live tree or dead tree one foot tall and up. At the contractor’s discretion, any tree deemed too large to be effectively mulched may be hand sawn, lopped and scattered.

2) Mow and shred only on slopes less than 30 percent.

3) All mowed vegetation shall be shredded such that 60 percent of the mulch material is less than 4 inches in diameter and 12 inches long. Eighty (80) percent of the mulch and slash resulting from the mowing and shredding must be distributed on the ground surface at a depth less than 6 inches. A small portion of the slash resulting from the mowing and shredding (not more than 20%) may be higher than 6 inches but no more than 18 inches above the ground.

4) Stumps and stubble heights must be less than 8 inches above the ground surface or any identified obstacle.

5) The Contractor must avoid damaging protected trees. These include trees outside the flagged boundary, or any marked “leave” trees.

6) The Contractor shall minimize soil disturbance and exposure of mineral soil to less than 10% of the treatment area.

RESOURCE PROTECTION STANDARDS

Water Quality- The following measures shall be observed to protect stream courses:

1. The Contractor’s operations shall be conducted to prevent debris from entering stream courses. In the event the Contractor causes debris to enter stream courses in amounts which may adversely affect the natural flow of the stream or ditch, water quality or fishery resource, the Contractor shall remove such debris as soon as practicable, but not to exceed 48 hours, and in an agreed manner that will cause the least disturbance to stream courses.

2. Equipment shall not be operated in stream courses or riparian areas except at crossings designated by the Ranch. When employing heavy equipment, the contractors should cross perpendicular to direction of flow.

Wet Period Restrictions

Designated Surface Conditions - Roads with a gravel surface can be operated on during most weather conditions except extremely wet periods. All other roads are native surface. Travel on native surface roads and off-road with equipment is restricted when the soil is saturated. If the soils are saturated such that ruts 3 inches or deeper and 10 feet long or longer, are created by heavy vehicles, the Contractor shall cease operations in that area and immediately notify the Ranch Manager or CPW representative. If conditions persist, the contract may be suspended until the soils dry out or freeze. If the Contract is suspended due to wet conditions, CPW is not responsible for any additional mobilization costs.

Other Resource Protection

All of the activities associated with this project shall be conducted in such a manner that there shall not be any adverse impact to the following resources listed.

Litter- Contractor shall clean-up all generated litter and dispose of it at an approved sanitary landfill or other location and in a manner approved by the Ranch or CPW representative.

Weed Control – Prior to moving onto the Ranch, the contractor is required to remove all dirt and debris that could contain weed seeds by scraping off visible dirt and debris, then thoroughly washing all earth moving equipment with a suitable power washer. Earth moving equipment shall include, but not be limited to the mower/mulcher, roller chopper and bull dozer. Arrangements will be made for a CPW or Ranch representative to inspect each piece of equipment prior to it being moved onto the project area.

a. Cleaning and washing of equipment shall not occur on Ranch property or any adjacent public lands.

b. If earth moving equipment is moved from the contract area it shall be cleaned again, prior to reentering the contract area.

c. To avoid having to return equipment back to some off site location to be cleaned, the contractor may choose to have the equipment inspected for compliance with this section at an off-site location provided that location is within a reasonable travel time of Montrose, Colorado.

Protection of Improvements and Survey Monuments- The Contractor(s) shall avoid any damage to improvements such as, but not limited to, fences, gates, utility poles, survey markers or monuments, claim stakes, survey witness trees and cultural sites. The Contractor will be required to repair or pay fair market value to replace any damaged improvements.

Hazardous Materials and Spills- Use of hazardous materials and/or petroleum products requires that all appropriate State and Federal Regulations be complied with including, but not limited to, Material Safety Data Sheets (MSDS) on hand and use of necessary Personal Protective Clothing (PPE). On-site contamination of the worksite with hazardous materials or waste including hydrocarbons is not authorized. On-site contamination will subject the contractor to at least the cost of reclamation and the appropriate disposal of contaminated material, soil or water.

Safety When the Contractor’s operations are in progress adjacent to roads and trails open to public or authorized private party travel, the Contractor shall furnish, install and maintain all temporary traffic controls that provide the user with adequate warning of hazardous or potentially hazardous conditions associated with the Contractor’s operations. Devices shall be appropriate to current conditions and shall be covered or removed when not needed.

Contractor shall take precautions when operating directly to any adjacent private land to avoid creating hazardous conditions that compromise the safety of residents or that may damage buildings and property.

Warning signs must be posted at least 300 feet away from the machinery on roads and trails adjacent to the Treatment Units while the shredding/mowing machinery is in operation.

Road Maintenance Commensurate with use, the Contractor is responsible for maintaining all roads within the project area. Maintenance shall be performed in a timely manner to prevent rutting and seasonal weather damage, and safeguarding soil and water quality, and provide for safe use. Specifications for road maintenance activities are listed below.

a. Visibility The Contractor shall remove vegetation or other obstructions to driver visibility as such obstructions caused by Contractor’s activities during the permit period.

b. Drainage Maintenance The Contractor shall keep ditches, culverts, water bars and other drainage facilities clear and functioning.

INSPECTION AND ACCEPTANCE

Acceptable Quality Level

(Acceptable Quality Level)

Mowing of Pinyon Pine & Juniper in sagebrush parks

SUBMITTAL

In order to be responsive to this Request for Documented Quotations, the bidder must fully address each item of listed below. Start with the first item and consecutively continue through completion of all items. Fully address the subject item. The description may be in narrative or outline formatting. Be as concise as you can while discussing the items fully. Reference and attach any supporting documents that help describe or contribute to an item.

Submittals must include:

CONTRACTOR’S ORGANIZATION

Provide the full name and address of the organization (or individual) as well as contact information, a minimum of the following should be provided: Name, address, FEIN, phone number, fax number (if applicable) and e-mail.

CONTRACTOR’S EXPERIENCE

Provide descriptions of comparable projects either ongoing or completed within the last three years detailing your experience executing state and federal binding contracts. Present this information in a manner that identifies the comparable contract.

CONTRACTOR’S EQUIPMENT

Provide a description of the number and type of mechanical mulcher’s that will be employed on the project. Also include a list of all support equipment that will be used on this project such as repair/maintenance/fuel vehicles or similar devices that can be transported to a remote work site. Describe methods for daily equipment fueling, maintenance, equipment failure retrieval, and personnel transport. Contractor must also demonstrate the ability to replace any catastrophic failures of equipment to accomplish task.

CONTRACTOR'S PROJECT SCHEDULE

Detail schedule of work describing proposed equipment and labor needs, as well as, estimated start time, time table, and plan of work. Preference will be given to the contractor with the quickest timeline for completion.

CONTRACTOR'S LODGING

Describe planned lodging accommodations for work crews on travel status, if applicable.

CONTRACTOR'S REFERENCES

Provide positive references of contract officers/project managers from at least one recently completed project of similar or larger scale and type, implemented on federal or other public land.

PRICE

Submit your cost per acre to complete the project in the proposed timeline.

BID AWARD

Award will be based upon the lowest responsive, responsible bidder who can meet the requirements for equipment and provide the required services within the requested timeframe, as judged by the Department of Natural Resources.