Grounds Maintenance Tree Service Questions and Answers.pdf

Grounds Maintenance Tree Service

Questions and Answers

1. Line Item 36 – Fam Camp Pruning / ANSI A300 Compliance During the site walkthrough, the pruning requested for Line Item 36, identified as “Fam Camp,” was described as making large heading cuts to provide clearance for campers/RVs. However, the Scope of Work requires pruning to be performed in accordance with ANSI A300 standards. Large heading cuts of the type discussed may conflict with accepted pruning practices and can create large wounds that increase the potential for decay, pests, structural defects, and future decline. Please clarify: All pruning should be in accordance with ANSI A300 Part1.

● Should the contractor perform pruning in accordance with ANSI A300 standards while achieving the required camper/RV clearance to the greatest extent reasonably possible? Yes

● Is there a specific minimum vertical and/or lateral clearance that must be achieved?

Minimum Clearances are specified in the PWS.

● If achieving the requested clearance would require pruning practices that conflict with ANSI A300 standards, which requirement governs the work? All work should be performed in accordance with the PWS.

2. Working Hours and Daily Base Access The Scope of Work identifies allowable working hours as 6:00 a.m. to 4:30 p.m. Please clarify: Yes. Can be extended on a case by case basis.

● What is the earliest time contractor personnel and equipment may enter the installation?

CVI gate opens at 0600 and closes to inbound traffic at 1400. CVI gate is closed at 1800.

Maxwell Blvd gate is to be used outside of those times.

● Does 6:00 a.m. represent the time crews may begin work at the jobsite, or the earliest time crews may begin the base-entry/security process? CVI gate opens at 0600 and closes to inbound traffic at 1400. CVI gate is closed at 1800. Maxwell Blvd gate is to be used outside of those times.

● Are there specific gates that contractors are required to use for daily entry and exit?

Commercial Vehicle Inspection Gate on Kelly St.

● Should additional time be anticipated for entry and exit during normal working hours?

Yes

● Are there specific credentialing, background-check, vehicle-registration, badging, or driver requirements that must be completed before mobilization? Yes

● Are there restrictions on the types of commercial vehicles, trailers, grapple trucks, bucket trucks, chippers, stump grinders, or other equipment that may enter the installation? No

3. Large/Multi-Day Tree Removals and Daily Cleanup Several trees identified for removal are very large, with some measuring approximately 46 inches DBH. Depending upon site conditions and required removal methods, certain removals may require more than one working day to safely dismantle, process, remove debris, and complete cleanup. Please clarify: Every attempt must be made to have safe and clean jobsite at the end of the working day.

● Must all logs, limbs, chips, grindings, and other generated debris be removed from the installation by 4:30 p.m. each workday? It should be removed from the jobsite not necessarily the Installation.

● May a partially dismantled tree safely remain standing overnight if it has been reduced to a stable condition and the work area is properly secured? Yes

● Is there an approved location where logs, chips, or other generated material may temporarily be staged? All material should be placed into some type of receptacle and not left on the ground overnight.

4. Equipment Staging and Overnight Storage Please clarify whether there is a designated contractor staging area for equipment associated with this project. Specifically:

● May bucket trucks, grapple trucks, loaders, chippers, stump grinders, trailers, and other equipment remain secured on the installation overnight? Yes

● If overnight staging is permitted, where will the designated staging area be located?

Gravel lot adjacent the softball complex.

● Will the staging area be secured? No

● Are there restrictions regarding fuel, fuel containers, hydraulic fluids, maintenance, or refueling within the staging area? No.

● If equipment cannot remain on the installation overnight, must all equipment exit the base by 4:30 p.m. each day? Yes.

5. Stump Grinding and Required Finished Condition Please clarify the required finished condition following stump grinding.

● What minimum depth below existing grade is required for stump grinding? 6 inches.

● Is removal of surface roots/root flare included within the required grinding area? Yes

● Are stump grindings required to be completely removed from the site before backfilling?

Yes

● Is there a required final grade or compaction requirement? No compaction

● Is settlement correction after completion the contractor's responsibility, and if so, for what period? No

● Is sod, seed, straw, mulch, or other surface restoration required after backfilling, or is the requirement limited to topsoil and final grading? No

6. Backfill / Topsoil Specifications The Scope of Work requires stump holes to be backfilled with topsoil. Please provide the required specifications, if any, for the backfill material. Specifically:

● Is commercially supplied screened topsoil required? Clean, screened topsoil suitable for landscape use is acceptable.

● Is there a required soil composition or percentage of sand, silt, clay, or organic matter?

No

● Is there a required organic-matter percentage? No

● Is there an acceptable pH range? No

● Are soil testing or laboratory results required prior to approval of the material? No

● Must the soil be free of rocks, roots, construction debris, invasive plant material, or othe contaminants? Yes

● Is amended or blended soil acceptable? Clean, screened topsoil suitable for landscape use is acceptable.

● Is there an approved source/vendor for topsoil, or may the contractor select the source provided the material meets the required specifications? No

● Will a sample or submittal need to be approved prior to placement? If no specific soil specification applies, please confirm that clean, screened topsoil suitable for landscape use is acceptable. Clean, screened topsoil suitable for landscape use is acceptable.

7. Underground Utilities and Stump Grinding Because the work includes stump grinding at numerous locations, please clarify responsibility for underground utility identification.

● Will the Government provide existing utility information and/or mark Government-owned utilities that are not covered by the state utility-locate system? Yes

● Is the contractor responsible for requesting public utility locates? Yes

● Are there known private/base-owned electrical, communications, irrigation, water, sewer, gas, security, or other underground systems within the stump-grinding areas? Yes

● What procedure should be followed if a utility conflicts with the required stump-grinding depth? Notify the COR.

8. Tree Locations, Quantities, and Field Conditions Please confirm how discrepancies between the solicitation documents and actual field conditions will be handled.

● If the DBH, condition, accessibility, or location of a tree materially differs from the information provided in the solicitation, what is the procedure for documenting the discrepancy? Notify the Contracting Officer/Specialist

● If an identified tree cannot be safely accessed using the anticipated equipment because of utilities, structures, fencing, traffic, or other site conditions, how should the contractor proceed? Notify the COR

● If additional trees or work outside the listed quantities are requested after award, will that work be handled through a modification/change order rather than being included within the original contract price? Notify the Contracting Officer/Specialist

9. Traffic and Work-Zone Control Please clarify responsibility for traffic and pedestrian control.

● Is the contractor responsible for providing all cones, barricades, signage, flaggers, and temporary work-zone controls? Yes

● Are there installation-specific traffic-control requirements or plans that must be followed? Notify COR

● Will any roads, parking areas, campground spaces, or other areas be closed or restricted by Government personnel while tree operations are underway? Yes

● Who is responsible for coordinating temporary closures when a tree removal requires control of a roadway or occupied area? Contractor will notify COR

10. Disposal Requirements Please clarify requirements for disposal of tree debris and wood material.

● May logs, chips, and other woody debris be transported to any legally authorized off-site disposal/recycling facility? Yes

● Are disposal tickets, weight tickets, manifests, or other documentation required? No

● Are there restrictions regarding removing firewood, logs, wood chips, or other material from the installation? No

● Is any portion of the wood required to remain Government property or be delivered to a designated location? No

11. Sequence of Work and Scheduling Please clarify whether the Government will establish the sequence in which locations/line items must be completed or whether the contractor may determine the most efficient sequence of operations. Contractor will dictate where they will work according to the job list. Some locations will require coordination so advance notice would be great.

● Are there locations with restricted workdays or hours? Specified in PWS

● Are there events, campground occupancy, training operations, security activities, or other scheduled activities that may prevent work at certain locations? No

● Will the contractor be permitted to coordinate multiple crews working at separate locations simultaneously? Yes

12. Inspection and Acceptance Please identify who will have authority to inspect and accept completed work on behalf of the Government. COR

13. For pruning, removals, stump grinding, backfill, and restoration, please clarify whether each location must be inspected and accepted before the contractor moves to the next location or whether acceptance will occur upon completion of a group of line items.

Inspection not required before moving to another location. However the contractor may be asked to go back if something is not right.

14. Please also clarify the process for documenting and resolving differing interpretations of the Scope of Work encountered in the field. Contact COR

15. Which 22 trees are included, given that Attachment 2 contains 36 rows; the site and prune/remove designation for each in-scope row; and whether row-level pricing is required.

35 trees on list are removals. Last item is pruning in FamCamp as stated on the list.

16. Responsibility and procedures for Government-owned utility locates, temporary traffic or pedestrian control, disposal documentation, and work-area closures. It is the contractor’s responsibility to check for overhead power lines and visible utility covers and lockers. Dig permits, and locates are not required if staying above 6 inches below grade.

Traffic control can be arranged with Security Forces as needed. No disposal documentation required. Pedestrian control and work area closures are the contractors responsibility with COR notification