Tree Trimming RFIs.docx

VSFB TREE TRIMMING IDIQ Q&As Q1. Does the Government have or maintain a current tree inventory, or GIS database identifying tree count, species, and locations?

a. If so, can this information be made available to offerors? There are usually many types of Eucalyptus, pines, porta corpus, bottlebrush, juniper, acacia and willows that are trimmed or removed.

b. How many trees over how many acres? Can the Government provide historical task order data (past 3–5 years) showing actual quantities performed versus the estimated CLIN quantities? There is no data for trees in acres. This base is approx. 100 thousand acres and the trees needing service and varies depending on the need. Approx. 1,011 trees were cut in the past 5 years.

Q2. What has been the historical distribution of work types under incumbent or similar contracts?

a. What percentage of work is typically pruning versus removals versus cut down and stump grinding?

52% is tree removal 47% trimming and 1% is stump grinding.

b. Are the estimated quantities in the solicitation reflective of actual historical workload? Yes, this is a breakdown of totals from the past 5 years of work.

Q3. What portion of the work occurs in proximity to high-voltage electrical infrastructure? About 60% of work is electric power line clearing.

a. Is line-clearance certification required for any portion of the work? No. When power line tree trimming/removal is performed, industry standards will prevail. Trimming or pruning of trees that touch or hang over energized utility poles or power lines shall be trimmed to a minimum clearance from primary lines (over 600 volts) of 8 feet. Minimum clearance from secondary lines (under 600 volts, i.e. electric service drops, telephone, and cable TV) shall be 4 feet. A minimum clearance of 20 feet per side for 70 kV power distribution lines shall be used for tree removal. Any tree that violates this envelope shall be cut to ground level. Trees that have been identified for removal shall be cut completely to ground level. Trees to be trimmed/removed may cover the distance of one to several power line poles. Each power pole is between 150 to 200 feet apart. The quantity of trees within the power lines varies and may have as few as three to five trees or be very dense and have as many as over one hundred trees. The diameter of a tree may vary from one to greater than five feet. (Ref. PWS 1.4.3)

b. Will coordination with base utilities or outages be required for certain tasks? Yes, if power disruption is required, the contractor shall coordinate with the COR who will then coordinate with 30th Civil Engineer (30 CES) Electric shop (CEOFE), so that power can be shut off to ensure the safety of government and contractor personnel and real estate. 30 CES/CEOFE personnel will notify facility occupants of upcoming scheduled outages for power line tree trimming/removal. Any tree work near, over, under, or within 20 feet of either side of a high voltage line will require a coordinated outage to avoid any incidents. (Ref. PWS 1.4.3.1)

Q4. Are there access limitations that may impact equipment mobilization and productivity? Sometimes

a. Are there restricted or controlled access areas that require special escorts or coordination? Yes. All work is coordinated with the COR prior. Any trees not accessible from existing roads will need clearance from CEI to create an access path to the site. While driving or cutting down trees, contractors will need to be aware of IRP wells and avoid any damage to them. Any damage will be the contractor’s financial responsibility to repair. (Ref. PSW 1.3.2)

b. Are there limitations on the use of bucket trucks, heavy equipment, or off-road travel? None that I am aware of.

Q5. Can the Government provide information on the predominant tree species and general conditions on base? Environmental should be able to provide this information

a. Are there known areas with hazardous, diseased, or structurally compromised trees? No known areas, but there are a vast number of trees here on base and chances are that these types of trees with be present.

b. Are there areas with dense canopy or environmental conditions that increase complexity? yes

Q6. Under what conditions are biologist services required? During nesting season and monarch butterfly seasons. All trees to be trimmed and/or removed between 15 February and 15 August will be assessed for nesting birds and from October 1 through March 31 for overwintering monarch butterflies. through a certified Biologist. Once surveyed and work sent to CEI Natural Resources/certified biologist, the COR will issue a work order for contractors to complete this area within a two-week period. If the area is not completed within the required time limit there will be a work stoppage until it can be reassessed for birds/Monarch butterflies. (Ref. PWS 1.3.1)

a. Are there protected species or nesting restrictions that could delay or limit work? Yes, if a species is present work may be halted until safe to continue.

b. Are there seasonal or environmental restrictions that affect trimming or removal operations? Yes, as previously noted, bird and butterfly are the primary restrictions, but frogs and other species have been present and special monitored practices must be implemented as directed by the environmental section. Other Environmental Requirements. Ground disturbance associated with tree and stump removal activities may be subject to compliance with Section 106 of the National Historic Preservation Act (54 USC 306108) and may require consultation with the State Historic Preservation Officer and the Santa Ynez Band of Chumash Indians. As a result, archaeological and historical resource surveys, testing, and consultation may be required prior to the start of work. All work requests will be reviewed by VSFB cultural resources staff to determine if Section 106 compliance is required. The contractor shall ensure that archaeological and/or historical resources surveys are completed by qualified cultural resources professionals. Work shall not begin until VSFB has completed consultations. (Ref. PWS 1.3.2)

Q7. What are the requirements for debris handling and disposal?

a. Is the contractor responsible for all hauling and disposal of debris? The contractor is responsible for cleaning up after any debris made by them or from assigned work. The contractor shall process (chip/grind) all organic/green waste materials generated under this contract at the job site prior to transport to any local landfill. All (chip/grind) materials shall be reported to the COR for possible recycling to other areas on base. (Ref. PWS 3.2.1)

b. Are on-base disposal sites available, or must material be removed off-site? A primary objective of waste/tree material disposal is the responsibility of the contractor to a certified off base location. Any trees removed from VSFB must be weighed and information provided to the government to track diversion weight. Check with the Vandenberg Recycling Center (Bldg. 11510) to see if they will accept tree materials (logs no longer than 20 inches long and 24 inches in diameter) of useable wood products. With proper coordination and preapproval, methods of diversion can include on-site chipping, leaving cut wood pieces on site for personal or commercial use firewood collectors (these pieces cannot be left by any buildings or facilities located on VSFB), coordinating with log haulers to harvest trees in such a way that the main stems will be transportable on log trucks. (Ref. PWS 3.3) The contractor shall provide a monthly hazardous material usage report. (Ref. PWS 3.3.1)

Q8. Are there specific equipment requirements or limitations for this contract?

a. Is there a minimum equipment expectation (e.g., bucket trucks, chippers, stump grinders)? Contractor provides all management, tools, supplies, equipment and labor necessary to ensure that tree services are safely performed. (Ref. PWS 1.1) All contractor equipment brought into VSFB for the purpose of fulfilling the requirements of this contract must be taken out on a daily basis, except for special consent provided by COR or CO. All contractor equipment with combustion engines, regardless of horsepower, must be reported to the 30 CES/CEIEC Air Quality Program Manager for inclusion in the base air emissions inventory and verified annually upon request. (Ref. PWS 3.2)

b. Are there any Government-furnished resources or designated staging areas available to the contractor? NONE. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to ensure that tree services are performed at Vandenberg Space Force Base (VSFB). (Ref. PWS 3.4.1)

Q9. How will task orders be issued and managed under this IDIQ?

a. What is the expected frequency of task orders (e.g., weekly, monthly, as needed)? As needed. The contractor shall not begin work until written and/or verbal notice from a COR has been received. Prior to commencement of work the contractor will coordinate with 30 CES/CEIEA to determine if site visit is required. (Ref. PWS 3.5.1)

b. Is there a minimum guarantee or anticipated workload level? $2,500 minimun guarantee, this is an unfunded contract. Work will be assigned as funds are available.

Q10. What are the required response times and performance expectations for this contract? As soon as possible

a. Are there emergency response requirements for hazardous tree conditions? No, all emergencies are handled by our heavy repair section, once area is safe, we may use the tree contract to continue whatever work is needed to trim/remove or stump grind.

b. Are there defined service level expectations or timelines for completion of assigned work? Contractor shall complete the work orders as scheduled, which are mutually agreed to by the contractor and the Government. The government reserves the right to reschedule services. (Ref PWS 1.3)

Q11. Are there defined standards for routine pruning and clearance trimming under this contract? No. work is assigned by COR and to be executed as dirested.

a. Is there a maximum or typical trimming height for standard pruning activities (e.g., under-canopy or clearance trimming such as 12–15 feet)? No, as directed by the COR

b. Are there specific clearance requirements for pedestrian areas, roadways, or structures? No, as directed by the COR.

Q12. Can the Government provide general information regarding the typical size and height of trees across the installation? No

a. What is the average tree height range encountered under this contract? Average is anywhere from 10 to 40 ft-the range is very unpredictable

b. What percentage of trees would be considered large-scale removals requiring specialized equipment (e.g., 60 ft+ or crane-assisted)? 2%

Q13. Can the Government provide insight into how trees are distributed across the base?

a. Are trees primarily located in open areas, landscaped zones, or dense natural stands? The trees are basically everywhere base wide. Most clusters are not on streets or landscaped zones.

b. Are there concentrated areas with high tree density that may impact productivity? yes

Q14. Are there protected or regulated tree species located on base?

a. Does the Government maintain a list of protected or restricted species that require special handling or approval prior to trimming or removal? No, just the oak trees cannot be removed, just trimmed.

b. Are permits or additional coordination required before performing work on such trees? Coordination through the Environmental section may be needed upon special circumstances. Must comply with any special instructions provided.

Q15. Are there specific pruning standards beyond ANSI requirements that must be followed?

The contractor shall comply with all Federal, State, Local and VSFB rules and regulations. Performance of services shall follow commercial industry standards as described by professional organizations such as the National Arborist Association, American Society of Landscape Architects, and American National Standards Institute (ANSI). (Ref PWS 1.2) in addition: All contractor personnel who apply pesticides on VSFB (required for herbicide treatments) shall possess a valid California pest control license in the appropriate category for type of work being performed, and the contractor’s company must have a valid California pest control business license and insurance. The State of California Department of Pesticide Regulation Categories for this contract are Residential, Industrial and Institutional (Category A); Landscape Maintenance (Category B); Right of Way (Category C). The contractor shall obtain any county, local, state, or federal permits required for any work to be done or materials to be used under this contract. The contractor will prepare, maintain, and/or submit to the appropriate state, local, Air Force, or federal agency, any reports/records required by such agency. The contractor shall provide legible copies of all licenses and permits to the IPMC or COR within 15 days prior to start of work and within two (2) workdays after receipt of replacement license. (Ref PWS 1.4.2.3) Does the base enforce specific crown reduction, thinning, or shaping standards? The only standards are within overhead power lines. When power line tree trimming/removal is performed, industry standards will prevail. Trimming or pruning of trees that touch or hang over energized utility poles or power lines shall be trimmed to a minimum clearance from primary lines (over 600 volts) of 8 feet. Minimum clearance from secondary lines (under 600 volts, i.e. electric service drops, telephone, and cable TV) shall be 4 feet. A minimum clearance of 20 feet per side for 70 kV power distribution lines shall be used for tree removal. (Ref. PWS 1.4.3)

a. Are there restrictions on pruning methods (e.g., topping, limb reduction limits, seasonal restrictions)? No