Hidden Springs Timber Sale DESCRIPTION OF RESOURCES AND SPECIFICATIONS.docx
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- Contract number
- 26-422DNR-RESCO-P-100586
- Issued by
- Illinois
About this file
This is a timber sale contract specifications document issued by the Illinois Department of Natural Resources (IDNR) for the commercial harvest of approximately 67 acres of mature mixed upland hardwood timber at Hidden Springs State Forest in Shelby County, Illinois. The contract establishes detailed requirements and expectations for a qualified timber vendor to conduct the harvest operation in compliance with state forestry regulations and environmental protection standards.
The timber sale encompasses approximately 478 trees with an estimated volume of 163,200 board feet (Doyle scale) consisting primarily of white oak, black oak, hickory, sugar maple, and northern red oak species. The vendor must submit a lump sum price bid and is required to pay 50% of the lump sum plus a 10% performance deposit upon contract execution, with the remaining 50% due prior to commencing work. Payments must be made by bank draft, cashier's check, certified check, or money order payable to the IDNR Forestry Development Fund. The contract term is 24 months from execution, with all work to be completed within the first two years unless weather or departmental approval extends the timeline. The vendor must possess a current Illinois Timber Buyer's license, provide all necessary equipment and personnel, adhere to Illinois Forestry Best Management Practices, comply with all environmental and wildlife protection requirements, and maintain detailed coordination with the IDNR Forester. Penalties for violations include triple the average price per tree plus $200 for undesignated merchantable trees cut, and $200 per occurrence for excessive damage to unmarked trees.
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Other files
| File | Type | Posted |
|---|---|---|
| standard-illinois-certifications-v-26-2~5.pdf | ||
| HSSF Harvest Map 2026 II.pdf | ||
| standard terms and conditions 3~73.pdf |
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1. DESCRIPTION OF RESOURCES AND SPECIFICATIONS
| 1.1 | GOAL: To utilize the knowledge and expertise of the Vendor to commercially harvest approximately 67 acres of mature mixed upland hardwood timber at Hidden Springs State Forest in Shelby County. The Department of Natural Resources seeks to remove mature and over mature hardwood timber with a primary focus on regeneration of oak species, restoration of forest communities that support wildlife species in greatest need of conservation and reduce fuel loading. The timber harvest will improve forest health and resilience by reducing tree densities to levels that will promote oak and hickory regeneration and encourage the development of oak seedlings and saplings. Vendors may view timber sale area on their own, within Section 13 of Township 10 North, Range 4 East of Shelby County. | |||
| 1.2 | SUPPLIES AND/OR SERVICES REQUIRED: | |||
| 1.2.1 | Description of the timber: | |||
| Owned by: | Illinois Department of Natural Resources (IDNR) | |||
| Located: | 0.35 miles north of 2300 E 600 North Rd, Shelbyville, IL, within Hidden Springs State Forest | |||
| 39.306777, -88.708752 | ||||
| Shelby Co. W1/2 Section 13 T10N R4E | ||||
| Size: | 67-acre timber sale area with good access |
Quality: Upland Hardwood sawtimber, including white oak, black oak, hickory, black walnut and various upland hardwood species.
| Timber: | Upland Hardwood sawtimber. Harvest trees have been marked with blue paint in a ring pattern around the bole and a spot at the base near the ground by IDNR Division of Forestry personnel. Contracted buyer may also remove an additional 26 cull trees which have been marked with a blue painted “X” by IDNR Forestry Personnel. Net volumes shown include estimated board feet after cull deductions: | |
| Species No. of Trees | Bd. Ft. Volume (Doyle) |
| white oak | 136 | 43,600 | |||||
| black oak | 128 | 50,450 | |||||
| hickory | 59 | 17,550 | |||||
| sugar maple | 36 | 9,450 | |||||
| northern red oak | 35 | 14,450 | |||||
| ash | 22 | 8,600 | |||||
| black walnut | 19 | 5,150 | |||||
| shingle oak | 13 | 3,950 | |||||
| cottonwood | 8 | 3,950 | |||||
| silver maple | 6 | 900 | |||||
| basswood | 4 | 1,150 | |||||
| sycamore | 4 | 2,050 | |||||
| hackberry | 3 | 650 | |||||
| post oak | 2 | 400 | |||||
| pin oak | 1 | 350 | |||||
| black cherry | 1 | 400 | |||||
| American elm | 1 | 150 |
TOTAL: 478 163,200
| 1.2.2 | Protection and Restoration of Property/Resources: | |
| 1.2.2.1 | Vendor shall take precautions to protect all structures (buildings, toilets, shelters, etc.), fixtures (water hydrants, camper posts, signage, etc.) and other amenities from damage due to its tree cutting and removal operation. If any damages are incurred from the Vendor's operations to any properties outside of the project limits as shown on the maps provided, the Vendor shall be responsible for all repairs required to restore the damaged areas to their original condition regardless of the property involved. | |
| 1.2.2.2 | Vendor shall maintain or repair all established roads, trails, and firebreaks within the State Forest Area to the same or better condition they were at the start of the tree harvest operation. Vendor shall not block public roads. |
| 1.2.2.3 | Vendor shall notify the Department of large nests found after January 1 in trees designated for |
| removal that could potentially be used by bald eagles, herons, red-tailed hawks, great horned owls, barn owls, barred owls or other large nesting birds. Harvesting shall cease in the immediate area until The Department shall confirm that the identified nest is not active before the tree is cut. | |
| 1.2.2.4 | Vendor shall not harm, harass or kill wildlife. |
1.2.2.5 Vendor shall avoid impacting the state-listed White Bergamont (Monarda clinopodia) by restricting the use of heavy machinery on the banks of Richland Creek. A map and description of protected species will be provided.
| 1.2.2.6 | Vendor shall temporarily suspend operations upon notice from the Department due to wet |
| conditions, excessive property damage, or other reasons determined by the Department which may adversely impact the project area’s resources. |
| 1.2.2.7 | Vendor shall follow only skid trails and roads that are marked and/or agreed upon by the |
| Department. Said roads will not be allowed in bottomlands, stream corridors or riparian areas without specific approval of the IDNR Forester. |
| 1.2.2.8 | If any fire starts as a result of the operation, the Vendor shall immediately cease all logging |
| operations and, at the Vendor’s expense, and notify the Department Contact immediately so the Department can take necessary actions to suppress such fires. |
| 1.2.2.9 | The project area designated herein shall be open at all times for inspection by the Department |
| and shall be posted as closed to all other public uses during the term of the contract except as | |
| noted in Section 1.2.2.12. |
1.2.2.10 Any deviations from the limits of the maps or requirements specified herein shall only be allowed with written approval of the Department.
| 1.2.2.11 | Vendor shall clean all equipment prior to being brought on site. Cleaning shall include washing |
| with a pressure-washer to ensure that all equipment is free from potentially invasive plants and seeds. The equipment shall be inspected by the Department of Natural Resources prior to being taken into the harvest area. |
| 1.2.2.12 | Vendor shall suspend harvest operations during the First Firearm Deer Season (Friday through |
| Sunday immediately before Thanksgiving) and Second Firearm Deer Season (Thursday through Sunday following Thanksgiving) of each year. |
1.2.2.13 Vendor shall employ use of cable and winch/grapple equipped log skidders, feller-bunchers or other mechanical means to cut and move logs within the harvest area to landing or loading areas or with the utilization of a pre-hauler. Said equipment shall have the ability to pull logs across or up slopes while parked or operating from the side or above.
| 1.2.2.14 | Vendor shall employ use of, or retain and have available, a bulldozer or similar suitable grader |
| for installing water control bars, rolling dips, out-sloping or similar “Best Management Practices” on haul paths, logging access roads, and existing roads affected by skidders and log removal operations if deemed necessary. | |
| 1.2.2.15 | Vendor shall immediately/temporarily halt felling and other processing operations involving hand or mechanized equipment if visitors ignore posted signs and enter site. Visitors will be asked to leave, and work may resume upon their departure. |
1.2.3 Additional Requirements:
| 1.2.3.1 | Where possible, Vendor shall keep skid trail grades less than 15%. When steep grades are | |
| unavoidable, Vendor shall break the grade and install drainage structures. |
| 1.2.3.2 | Vendor shall winch logs from steep slopes in areas where conventional skidding or use of feller-buncher could cause ruts or erosion. | |
| 1.2.3.3 | While skidding logs, the lead end of the logs shall be elevated to minimize gouging of the skid trail. | |
| 1.2.3.4 | Vendor shall locate landings outside streamside management zones and only as approved by the IDNR Forester. | |
| 1.2.3.5 | Vendor shall comply with all recommended BMP guidelines as described in “Illinois Forestry Best Management Practices.” http://web.extension.illinois.edu/forestry/timber_harvest/il_forestry-bmps_2007.pdf. | |
| 1.2.3.6 | Tops of trees not utilized or dragged to a landing area must be reduced in height by bucking to less than five (5) feet whenever it is convenient, safe and efficient to do so without causing undue burden or cost to the Vendor. | |
| 1.2.3.7 | Vendor shall install water-bars and broad-based dips according to the “Illinois Forestry Best Management Practices” guide and to the satisfaction of the Department. | |
| 1.2.3.8 | Materials in landing areas where they are utilized along parking lots must be surrounded by ribboning or fenced-off to indicate the non-public nature of the stockpiles to people. | |
| 1.2.3.9 | Roads and landings shall be graded to their original condition, and if necessary as determined the Department, graded, seeded and mulched with a seed mixture and rate approved by the Department. Vendor shall install sediment-control and drainage structures on skid trails and landings where needed according to guidelines as described in “Illinois Forestry Best Management Practices.” | |
| 1.2.3.10 | Trees shall not be left as a hazard or risk, as excessively leaning (more than 10%), or hanging in other trees. | |
| 1.2.3.11 | Stump heights shall not exceed twelve (12) inches above the ground level. The maximum log length allowed for skidding is 33 feet. Logs longer than 33 feet may be skidded with specific approval of IDNR Forester. | |
| 1.2.3.12 All litter, trash, and refuse shall be promptly removed from the logging operation and properly | ||
| disposed of at the end of each working day. | ||
| 1.2.3.13 | Only supplies necessary to the operation shall be stored on site and shall be neat and safely sealed or packaged to prevent spillage or hazard to persons or the natural resources of the site. | |
| 1.2.4 Special IDNR Provisions: | ||
| 1.2.4.1. | Work shall begin as soon possible following signing of this contract in 2026. | |
| 1.2.4.2 | Any work performed on State premises shall be completed during the hours designated by the State and performed in a manner that does not interfere with the State and its personnel. | |
| 1.2.4.3 | The Department shall not enter into any concurrent contract involving tree products in the sale area during the period covered in this contract without the written consent of the Vendor. | |
| 1.2.4.4 | The Department reserves the right to inspect the operation at any time to determine whether the provisions of the contract are being carried out. | |
| 1.2.4.5 | The Department reserves the right to authorize the commencement or cessation of harvest operations based upon the Department’s determination as to suitability of soil conditions or other factors which may adversely impact the project area’s resources. | |
| 1.2.4.6 | The Department does not make any warranties or other representation regarding the quantity, quality, or value of the tree products covered by this contract. | |
| 1.2.4.7 | The Department is the sole owner of the property and has the authority to sell the trees as described herein. | |
| 1.2.4.8 | The Department’s representative will be an IDNR Forester. | |
| Shane McDearmon | ||
| Hidden Springs State Forest | ||
| 2438 E. 700 North Rd | ||
| Strasburg, IL. 62465 | ||
| Phone: 618-367-2205 |
| 1.3 | MILESTONES AND DELIVERABLES: All work shall be completed within the first 2 years of the contract unless weather, or other circumstances as agreed upon, require the full contract period to complete the project. | |
| 1.4 | VENDOR / STAFF SPECIFICATIONS: | |
| 1.4.1 | Vendor shall provide all equipment, materials, and personnel to successfully complete all phases of project as described in this contract. | |
| 1.4.2 | Vendor shall possess a current Illinois Timber Buyer’s license. | |
| 1.4.3 | It shall be the responsibility of the Vendor to be aware of and adhere to all State and OSHA (Occupational Safety and Health Administration) regulations. | |
| 1.4.4 | Vendor shall coordinate with the Department to establish the location, construction and use of log yarding areas to facilitate the access and removal of trees. | |
| 1.4.5 | Vendor is responsible for contacting appropriate local or County roadway officials regarding load limits, seasonal restrictions, and utilization of the local and County road system during the harvest operation. | |
| 1.4.6 | The risk of loss or damage to the designated trees within the project area herein purchased, from all causes whatsoever, shall be borne by the Vendor. | |
| 1.4.7 | Vendor shall notify the Department when tree harvesting will commence. In addition, the Vendor shall supply fifteen (15) days in advance, written notice stating the date all cultural/harvesting operations on the sale area will be concluded. As of this date, or by the end of the sale agreement period, all equipment shall be removed and all provisions of this contract met. | |
| 1.4.8 | Vendor shall immediately notify the State of any event that may have a material impact on Vendor’s ability to perform the contract. |
1.4.9 Any subcontractor hired by the Vendor is expected to perform work pursuant to the specifications outlined in this contract. Notification of subcontractor shall occur per Section 1.6 below.
| 1.5 | TRANSPORTATION AND DELIVERY: Not applicable to this contract. |
| 1.6 | SUBCONTRACTING |
Subcontractors are allowed.
A subcontractor is a person or entity that enters into a contractual agreement with a person or entity who has a contract subject to the Illinois Procurement Code pursuant to which the person or entity provides some or all of the goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from a lessee of a State contract.
Please identify below all subcontracts (regardless of the amount) that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.
1.6.1 Will subcontractors be utilized? |_| Yes |_| No
· Subcontractor Name:
Amount to be paid:
Address:
Description of work:
· Subcontractor Name:
Amount to be paid:
Address:
Description of work:
| 1.6.2 | All contracts with the subcontractors identified above must include the Standard Certifications completed and signed by the subcontractor. |
| 1.6.3 | If the annual value of any the subcontracts is more than $50,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor. |
| 1.6.4 | If the subcontractor is registered in the Illinois Procurement Gateway (IPG) and the Vendor is using the subcontractor’s Standard Certifications or Financial Disclosures and Conflicts of Interest from the IPG, then the Vendor must also provide a completed Forms B for the subcontractor. |
| 1.6.5 | If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor will be required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract. Any subcontracts entered into prior to award of the Contract are done at the Vendor’s and subcontractor’s risk. |
| 1.7 | WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor. |
Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Vendor shifts any such work outside the United States.
· Location where services will be performed: Hidden Springs State Forest. Shelby County, Illinois.
Value of services performed at this location: 100%
State of Illinois Chief Procurement Office Contract V. 15.2
2. PRICING
2.1 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract value is firm or estimated at the time it is submitted for obligation. The total value of this contract is firm.
2.2 EXPENSES ALLOWED: Expenses other than those listed in this section are not allowed.
2.3 FORMAT OF PRICING:
2.3.1 Vendor’s total price for the approximately 478 trees to be removed:
Lump sum price: $_____________________
| 2.4 | PAYMENT TERMS: | ||
| 2.4.1 | Lump Sum Payment and Performance Deposit: | ||
| 2.4.1.1 | Payments must be in the form of a bank draft, cashier’s check, certified check, or money order, payable to the Illinois Department of Natural Resources. The performance deposit shall be a separate check from the lump sum payment. Payments shall be deposited into the Forestry Development Fund (905). | ||
| 2.4.1.2 | Vendor shall submit 50% of the lump sum payment plus a 10% performance deposit at the time of contract execution. The balance of the lump sum payment shall be submitted prior to beginning any work. | ||
| 204.1.3 | Vendor shall send all payments to the following address: | ||
| Illinois Department of Natural Resources |
Division of Forest Resources Joel Brunsvold Building ATTN: Kyle Burkwald 1 Natural Resources Way Springfield, IL 62702
A performance deposit is required upon execution of the contract in accordance with 17 Illinois Administrative Code, Sale of Forest Products, Section 1545.50. The performance deposit will be held by the Department until satisfactory removal of the forest products is made in accordance with the contract, as assurance that the Vendor has complied with the terms of the agreement. The Department has the right to retain a portion of this performance deposit or retain the whole performance deposit at the closing of or termination of the contract for breach of contract or failure of the Vendor to comply with a requirement under this contract or any uncompleted work or repairs.
The performance deposit shall be refunded to the Vendor by the Department only after an on-site inspection has been made and conditions have been met and accepted by the Department with complete performance in accordance with the contract. Refund shall be within 30 days of the completion of the harvest or the Natural Termination of the Agreement.
| 2.4.2 | Undesignated Trees Cut and Damaged: |
| 2.4.2.1 | Payments as outlined below shall be paid as they occur within five (5) business days of written notice from Department and prior to contract termination. |
| 2.4.2.2 | Vendor shall pay the Department for undesignated merchantable trees cut at the rate of triple the average price paid per tree, based on the bid price, plus $200 per tree. These trees remain property of the Department and shall not be removed. |
| 2.4.2.3 | Vendor shall pay the Department for excessive tree damage of undesignated merchantable trees unnecessarily damaged at the rate of $200 per occurrence. Excessive tree damage to an individual tree is defined as one or more of the following: |
· Broken branches: greater than 20% of the tree canopy
· Bark abrasions on the bole that results in removal or loosening of the outer bark of the tree exposing the inner bark or cambium greater than 100 square inches in surface area.
· Root damage: more than 20% of the root area is exposed or severed within the drip line of tree’s crown.
2.4.2.4 Vendor shall not cut, fell or remove aforementioned excessively damaged trees, without consulting with the Department contact.
TERM AND TERMINATION
3.1 TERM OF THIS CONTRACT: This contract shall commence Upon Execution and shall terminate 24 months after execution of contract.
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