Dutton Hill G-Z Site Visit Meeting Notes and QandA.pdf

Dutton Hill G to Z Pre-Bid Meeting Part One – MLWC Conference Room

Project Overview

I. Project Areas

a. Dutton & LO Pocket

i. Laid out 8-10 years ago, intended as part of 4FRI Phase II

ii. Located south of Camp Navajo

iii. Contain the majority of service work items

b. Double Springs

i. Tree Measurement project

ii. All pre-work completed; “shovel ready”

iii. Only service work is TSI II. G to Z Elements

a. This project is more simplified than traditional G to Z. It is also less strict on method specifications.

i. We are focused on end results. Proposed methods are open to flexibility.

1. For example, we are not requiring the use of tracer paint. Trees & boundaries may be designated with non-tracer paint, flagging, virtual boundaries, etc.

b. We may remove the cruising elements for Dutton & LO Pocket and instead use old cruise data for these areas.

i. If this happens, the price schedule for Dutton & LO Pocket will be more similar to Double Springs.

III. Proposals & Bidding

a. Alternative Proposals

i. Alternative proposals are allowed. However, prospective bidders must first address all price and technical aspects in an original proposal.

Only after a complete original proposal will alternatives be accepted.

1. Failure to address any aspect in the original proposal may result in your bid being considered “non-responsive”.

b. Multiple Awards

i. There is a possibility for multiple awards. However, awards would be divided by project area, not by type of work.

ii. Despite this possibility, please ensure that original proposals account for the entire project.

Questions & Answers

• Q1: Should alternative proposals be submitted as a separate document from original proposals?

o A1: Pricing for alternative proposals should be submitted separately from original proposals. However, technical aspects may refer to or be referenced in the original proposal. There is no need to copy & paste repeated language for technical aspects, that are not changing with the alternate proposal.

• Q2: Can we bid on just the prep work and not the harvest, or vice versa?

o A2: No, you must submit a proposal to complete all mandatory and optional items.

• Q3: Should we include multiple pricing options in proposals (either alternative or original) in case of project areas being divided into multiple awards?

o A3: Yes you may submit alternative pricing for consideration for multiple awards, meaning if you would like to show the price difference of being awarded one treatment area vs the entire contract, please submit those as an alternate price schedule. Original proposals should only consider the project as a whole.

• Q4: Is item 2(c) (converting DxP to LTM) still required if designation methods are flexible?

o A4: Yes a designation method is still required.

• Q5: Are we required to use tracer paint?

o A5: No. This requirement is being removed, as we are focusing on end results and not specific methodology. There is still an option to utilize tracer paint if requested but it is not required.

• Q6: Do bid items 2 & 3 (prep work) need to be completed before bid items 4 & 5 (harvest) can begin?

o A6: Generally, yes. However, if there is a more cost-effective, time efficient, etc. method, this may be considered in an alternative proposal and timing would be agreed to at time of award, or through the term of the contract.

• Q7: Does the Forest Service prefer cut-pile-burn or mastication?

o A7: We are open to either method, as long as the end result matches contract specifications.

• Q8: Is there any incentive for accelerated completion?

o A8: Yes. Proposed accelerated project completion would aid in better technical evaluations, see timing section of the solicitation.

• Q9: What is the period of performance?

o A9: From bid award through the end of 2029.

• Q10: Is there any mechanism to address market fluctuations, such as an MRCTA?

o A10: No. This is a firm, fixed-price project. However, rates for product removal may be changing to minimum rates in the final solicitation.

Closing Notes

I. The solicitation should be posted sometime this week or early next week.

a. The solicitation will last roughly 60 days, with a bid date of Jan. 14, 2026.

b. If additional time is required to complete proposals, please reach out.

II. We highly encourage industry feedback on this project, as it will help inform future G to Z projects in our region.

a. If you have any concerns, questions, or input please contact Josh Bahling.

Questions from G to Z Field Visit on 11/18/25

• Which haul routes are included in the roads package?

o Dutton Hill is designed to haul out the 231 road to Flagstaff. LO Pocket is designed to take the 527 road out to Bellemont.

• Is the county-maintained portion of FR 231 included in the road package?

o Yes

• Would a purchaser be responsible for road maintenance on Woody Mountain Road

(FR 231)?

o Yes, commensurate with use.

• What work is required in the service item for resurveying heritage sites? Does this work need to be completed by a certified archeologist? How many are there?

o Yes, it must be a firm or individual person that can be permitted to do the work.

• What are the MSO timing restrictions?

o March 1 to September 30

• Could a purchaser choose to paint cut trees instead of leave trees?

o Yes, via an alternate proposal.

• Could a purchaser use non-tracer paint to designate timber or boundaries?

o Yes, via an alternate proposal.

• Can I propose a different method of preparation or implementation in my proposal?

o Yes, via an alternate proposal.