ITB 13098 Saddle Mountain State Natural Area Forest Health Management and Hazard Tree Mitigation~1.pdf

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OREGON PARKS AND RECREATION DEPARTMENT

INVITATION TO BID

SADDLE MOUNTAIN STATE NATURAL AREA FOREST HEALTH

MANAGEMENT AND HAZARD TREE MITIGATION

TIMBER SALE AND RELATED SERVICES

OPRD PROCUREMENT: 13098

OREGONBUYS SOLICITATION: S-63400-00014120

ATTACHMENTS:

Attachment 1A: Contractual Acceptance and Certification of Eligibility to Purchase State Timber

Attachment 1B: Experience, References and Equipment

Attachment 2: Bid Form

Attachment 3: Sample Timber Sale Contract

Attachment 4: Timber Sale Contract Exhibits A-F

Attachment 5: Sale Appraisal

Attachment 6: Cruise Volume Report

Attachment 7: State of Oregon Performance Bond Form

Attachment 8: Notice of Transfer of State Timber

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1.0 PROCUREMENT DESCRIPTION

1.1 PURPOSE

The Oregon Parks and Recreation Department (“OPRD or Agency”) manages forest resources to provide for the public’s enjoyment and to protect the natural resources. Agency determines the sensitivity of a forest where management needs are identified and will use the least disruptive harvesting practice feasible to manage its forest resources. Agency is seeking bids from qualified bidders to remove unprocessed timber from public property owned and managed by Saddle Mountain State Natural Area in Clatsop County.

Agency is offering for sale, unprocessed timber originating on lands owned and managed by Agency. The Forest Resources Conservation and Shortage Relief Amendments Act of 1993 (the “Act”), authorizes the State of Oregon and other western states to prohibit the export of unprocessed timber from public lands. It is unlawful for the selected Bidder to export this timber to any foreign destination.

As a result of this solicitation process, Agency intends to award one contract for the services described in this Solicitation Document. The form of the resulting contract and applicable general provisions are included in Attachment 3 (Sample Timber Sale Contract).

The anticipated term of the awarded Contract will be from November 2025 through April 2026.

The work cannot begin earlier than November 1, 2025. All timber must be paid for and removed, and all operations must be complete no later April 1, 2026.

1.2 SCOPE OF WORK

1.2.1 Agency manages forest resources to provide for the public’s enjoyment and to protect natural resources. Agency determines the sensitivity of a forest where management needs are identified and will use the least disruptive harvesting practice feasible to manage its forest resources. The scope of services is described in detail in Attachment 3.

The selected Contractor shall furnish all labor, equipment, tools, supervision, materials and incidentals required to complete all the Work in connection with the Project, accordance this Solicitation Document and all related attachments. Work includes but is not limited to the following:

• Equipment washing

• Biomass removal (chipping)

• Ground based timber harvest operations (mature thinning)

• Simple landing construction and deconstruction

• Skid trail construction and deconstruction

• Slash treatment

• Grass seeding and mulching

1.2.3 TIMBER OPERATIONS

OPERATIONAL REQUIREMENT: Harvest type will be ground-based, mature forest thinning.

Trees must be felled using a tracked and/or rubber-tired feller-buncher, or equivalent equipment, and must be whole-tree-yarded to designated landing locations along the Agency-designated skid trails, using tracked and/or rubber tired-skidding or forwarding equipment.

SALE NAME & NO.: Saddle Mountain State Natural Area Forest Health Management and Hazard Tree Mitigation

ACTS AND REGULATIONS: Bidders shall comply with the following timber regulations:

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The Forest Resources Conservation and Shortage Relief Amendments Act of 1993;

ORS 526.801 to 526.831, and 526.992, Timber Export Regulations

Oregon Forest Practices Act 1972, as amended

HARVEST TYPE: Commercial thinning and chipping for pulp

HARVEST METHOD: Ground-based harvest operations, where felling will be accomplished by using a feller buncher. Chipping will be accomplished by using a biomass chipper. Yarding operations must be completed with a skidder. Track based equipment is appropriate for the thinning units while rubber-tired equipment is appropriate for the roadside tree removal.

SALE LOCATION: Saddle Mountain State Natural Area, located in portions of Sections 13 & 24 of Township 5 North, Range 9 West, W.M.

and Sections 06, 07, 18, 31, 32 & 33 of Township 5 North, Range 8 West, W.M., Clatsop County, OR.

PERFORMANCE SECURITY: A Performance Bond (Attachment 7) in the amount equal to 25% of the bid value, rounded to the nearest $1,000 will be required, as stated in Section 1210 of the Sample Contract.

*NOTICE & PERMIT: Oregon Department of Forestry Permit to Operate Power-Driven Machinery (PDM)

Additional information about the Notice and the Permit is available at:

FERNS https://ferns.odf.state.or.us/E-Notification

*Permit shall be filled out by Oregon Parks and Recreation Authorized Agency Representative prior to the commencement of work. Permit shall be provided to operator(s).

APPRAISED VOLUME & QUALITY:

CONIFER/HWD SPECIES PRODUCT VOLUME UNITS

Conifer

Western hemlock, Sitka spruce, Douglas-fir

Sawlog 306 MBF

Conifer/HWD

Western hemlock, Sitka spruce, Douglas-fir, red alder

Pulp 351 TONS

1.3 ADDITIONAL INFORMATION

1.3.1 Tobacco Free Properties. Bidders need to be aware that Executive Order 12-13 established statewide policy that properties wholly-owned or leased by the State of Oregon must be tobacco free. If Bidder is selected for contract award, Bidder, and its employees, agents and subcontractors will be expected to comply with established smoking restrictions while performing services or operating on State property.

https://ferns.odf.state.or.us/E-Notification

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1.3.2 RESERVED

1.3.3 Single Point of Contact (SPC). All question and requests for clarification about any component of this ITB, including the technical requirements, contractual requirements, and the procurement process must be directed to the SPC identified on the cover page of this ITB.

2.0 SOLICITATION PROCESS

2.1 PROCUREMENT AUTHORITY AND METHOD

Agency is conducting this Procurement under the authority granted in ORS 390.121(3), which gives the State Parks and Recreation Commission authority to offer forest products for sale.

2.2 PROCUREMENT SCHEDULE

The anticipated procurement schedule is:

Solicitation Document Issued/Posted on OregonBuys .............. June 18, 2025 @ 2:00PM

Mandatory Pre-Bid Meeting. ..................................................... August 12th, 2025

Deadline for Inquiries, and Requests for Clarification ............... August 18th, 2025

Closing/Bids Due/Opening........................................................ August 22nd, 2025 @ 2:00PM

Notice of Intent to Award .......................................................... August 25th, 2025

Contract Awarded/Signed ......................................................... August 29th, 2025

2.3 PRE-BID MEETING

A MANDATORY pre-Bid meeting will be held on Tuesday August 12th. 2025 at 9:00 AM (Pacific Time) at Saddle Mountain State Natural Area, Seaside, Clatsop County, Oregon. Please meet at conjunction of Saddle Mountain Road and Sunset Highway 26. After meeting at the designated location, a walk-through of the project areas will be conducted. The project areas are within a forested setting and may have uneven, steep, and rough terrain.

Any statements made at this meeting will not change the Solicitation Document in any way unless an Addendum is issued by OPRD and posted on OregonBuys in accordance with section 2.6.4 below.

2.4 OREGONBUYS NOTICE

This Solicitation Document, including attachments and any Addenda issued, is published on the Oregon Procurement Information Network (“OregonBuys”) at http://orregonbuys.oregon.gov.

Bidders should check OregonBuys regularly up until Closing for any changes to the Solicitation Document. OPRD is not responsible for any errors or omissions from downloading the Solicitation Document and any attachments.

Bidders who do not have access to OregonBuys may request copies from the Single Point of Contact listed in section 2.6.1 or may request to review the Solicitation Document at the Oregon Parks and Recreation Department headquarters office located at 725 Summer Street NE, Suite C, Salem, Oregon.

2.5 ADDENDUM

Unless otherwise stated in the ITB, Agency shall post any Addendum on ORPIN. Addendum are incorporated into this ITB by this reference and can be viewed and downloaded by interested parties registered in ORPIN.

http://orregonbuys.oregon.gov/

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2.6 INQUIRIES AND CHANGES

2.6.1 Single Point of Contact. Bidders shall address ALL INQUIRIES related to this Solicitation to the individual identified below by any of the following methods:

NAME Bryant Hayes, Sr. Contract Specialist EMAIL: bryant.hayes@oprd.oregon.gov

PHONE: 503-779-5566

2.6.2 Requests for Clarification. A prospective Bidder may request clarification of any provision contained in this Solicitation Document. Any request for clarification must:

• Be submitted via email to the Single Point of Contact, and

• Be received by the deadline for inquiries designated in section 2.3 Procurement Schedule, or as changed by Addenda.

At its sole discretion, OPRD will respond to such requests received by direct response to the requestor, by issuing clarification(s) in the form of Questions and Answers posted on OregonBuys, or by issuing changes in the form of Addenda posted on OregonBuys. OPRD’s clarification to a Bidder’s request, whether orally or in writing, does not change this Solicitation Document and is not binding on OPRD unless the Solicitation Document is amended by Addendum in accordance with section 2.6.4 below.

2.7 BID REQUIREMENTS (MANDATORY RESPONSE)

2.7.1 Bid Format

Bids must be submitted on the forms and in the format required by this Solicitation Document.

Any specific forms required for Bid submittal are included as attachments to this Solicitation Document.

2.7.2 Bid Content

The Bid must be complete in all respects, including necessary signatures, certifications, documentation, and responses to any other information required by this Solicitation Document, including but not limited to the following:

A. Contractual Acceptance Form

The Bid must contain a completed Contractual Acceptance Form (Attachment 1A) including an original signature of the Bidder or a representative of the Bidder who is authorized to commit the Bidder to legal contracts. The person signing the Bid shall initial any alterations or erasures in ink. By submitting its Bid, a Bidder agrees to be bound by the terms and conditions contained in this Solicitation Document. A Bidder shall not make a Bid conditional upon OPRD’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document.

B. Experience, References and Equipment (Attachment 1B)

The Bid must comply with all minimum requirements and specifications described below.

1) Experience. The Bid must contain information that clearly demonstrates that Bidder has a minimum of three (3) years of professional experience within the past five years successfully providing services that are comparable to those described in this Solicitation Document.

2) References. The Bid must contain three (3) references, including valid contact information for each, from separate firms or clients that may be contacted to verify

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Bidder’s abilities and experience with respect to goods and/or services provided within the past five years that are similar in size and scope to those described in this Solicitation Document. References from Oregon Parks and Recreation Department will not be accepted.

3) Equipment. The Bid must contain information that indicates the equipment to be used to complete a commercial thinning of mature timber and chipping for pulp. This equipment includes and is not limited to: feller buncher, skidder, stroke boom delimber, log loader, industrial biomass chipper, and a dump truck for end haul as needed. Rubber tired equipment is preferred for the roadside tree removal and track based equipment is preferred for the thinning areas.

OPRD reserves the right to reject the Bid if OPRD determines that the proposed equipment to be used is not sufficient to complete the work.

C. Bid Form

The Bid must contain a completed Bid Form (Attachment 2). All Bid Forms must be valid for 30 days from Closing.

2.7.3 Bid Submission. Bidder is solely responsible for ensuring its Bid is submitted via OregonBuys e-procurement system and is received in accordance with the Solicitation requirements before Opening. OPRD is not responsible for any transmission errors, delays or mistaken submittal of Bids.

Bidder must complete and submit the following items, in accordance with all instructions in this

ITB:

• ATTACHMENT 1A Bidder Information and Contractual Acceptance Form

• ATTACHMENT 1B Experience, References and Equipment

• ATTACHMENT 2 Bid Form

2.7.3.1 OregonBuys Electronic Submission. OPRD will accept only those Bids submitted via the OregonBuys e-procurement system. All Bidders or vendors must be registered in OregonBuys to do business with the State. Registration is free.

• To create a vendor account, click the blue “Register” button in the upper right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

• Vendors are responsible for ensuring their vendor registration and general business information is current and correct in OregonBuys. OPRD will not be responsible for defective registration or incorrect vendor information.

In addition to the provisions set forth and linked within this ITB, this ITB incorporates by this reference the information published or linked on the OregonBuys “Bid Solicitation” page for this ITB, including but not limited to:

• Details entered in the Header information section;

• All ITB Attachments, Addendums and notices, questions and answer documents, any other files linked in the “File Attachments” and “Form Attachments” subsections; and

• Any information entered in the “Questions” and “Item Information” sections.

2.7.4 Bid Modification. Any Bidder that wishes to make modifications to a Bid already submitted in OregonBuys, shall submit its modification before the Bid Opening Date and time specified in https://oregonbuys.gov/bso

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OregonBuys for this ITB. Bidder must note the specific change(s) to the Bid submission.

Modifications made after Bid submission must be uploaded to OregonBuys after deleting prior submittal items, using the “Withdraw Quote” button.

2.7.5 Bid Withdrawal. If a Bidder wishes to withdraw a submitted Bid, Bidder shall do so prior to Opening Date and time specified in OregonBuys for this ITB. Bidder also must use the “Withdraw Quote” button in OregonBuys to withdraw the Bid.

2.7.6 Bid Costs. All costs associated with preparation, submission, modification and withdrawal of a Bid are the sole responsibility of the Bidder and will not be borne by OPRD.

2.7.7 Public Records; Trade Secrets. This Solicitation Document and one copy of each original Bid received in response to it will be kept by OPRD and made a part of a file or record which shall be open to public inspection. If a Bidder believes that its Bid contains any information that is considered a trade secret under ORS 192.501(2) or otherwise exempt from disclosure under the Oregon Public Records Law, ORS 192.410 through 192.505, each sheet of such information must be marked as follows:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.410 through 192.505.”

Bidders are cautioned that cost information submitted in response to a Solicitation is generally not considered a trade secret under the Oregon Public Records Law. Further, information submitted by a Bidder that is already in the public domain is not protected as a trade secret. Go to:

https://www.oregonlegislature.gov/bills_laws/ors/ors192.html for the definition of trade secret and information on what is exempt from disclosure.

OPRD shall not be liable for disclosure or release of any information when authorized or required by law or court order to do so. OPRD shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

By submitting a response to this ITB, Bidder grants the State of Oregon a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license for the rights to copy, distribute, display, prepare derivative works of, and transmit the response for the purpose of conducting this procurement and to fulfill obligations under Oregon Public Records Laws.

2.8 BID OPENING

Bids and all required submittal items must be received by the Single Point of Contact in OregonBuys on or before the Bid Opening. Bids received after Opening will be considered LATE and will NOT be accepted for evaluation.

There will be no public Bid Opening. Bids will be opened at the Closing date and time specified in section 2.3 Procurement Schedule or as changed by Addendum. Bids received will not be available for inspection until after the evaluation has been completed and the Notice Award is issued. However, OPRD will record and make available the identity of all Bidders after Opening.

3.0 EVALUATION PROCESS

Bids received prior to Closing will be evaluated in accordance with the evaluation process described below, OAR 137-047-0270, and any other applicable rules and statutes.

3.1 CLARIFICATION OF BIDS

During the evaluation process, OPRD may request clarification from any Bidder regarding any portion of their Bid. Bidders should remain available during the evaluation period to respond to any such requests for clarification. Bidders should respond to requests for Bid clarification in the https://www.oregonlegislature.gov/bills_laws/ors/ors192.html

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3.2 DISQUALIFICATION OF BIDS

Any attempt by a Bidder to improperly influence the evaluation process will result in the disqualification of that Bidder’s Bid from consideration.

3.3 CANCELLATION OF SOLICITATION

Any time during the Solicitation Process, OPRD may cancel this Solicitation or reject any and all Bids in accordance with ORS 279B.100.

3.4 ADMINISTRATIVE REVIEW

Bids will be evaluated for compliance with the Bid requirements identified in section 2.7. Bids deemed nonresponsive will be rejected. Bids deemed Responsive will be further evaluated as described in section 3.5 below.

3.5 MINIMUM REQUIREMENTS

Responsive Bids will be evaluated for compliance with the specifications and/or minimum requirements described in section 2.7.2. Bids deemed nonresponsive to the specifications and/or minimum requirements will be rejected. Bids deemed Responsive to the specifications and/or minimum requirements will be further evaluated as described in section 3.6 below.

3.6 PRICING

For all Responsive Bids, Pricing submitted in accordance with the requirements described in section 2.7.2.C. Bids will be evaluated to determine the lowest total Bid for the selected items identified as those items to be used in award determination.

3.7 METHOD OF AWARD

Only Responsive Bids will be considered for award. In accordance ORS 279B.070(4), if a contract is awarded, OPRD shall award the contract to the Bidder whose Bid will best serve the interests of OPRD, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility.

3.8 APPLICABLE PREFERENCES

In accordance with ORS 279A.120 and 125, OPRD must:

(a) Give preference to goods or services that have been manufactured or produced in Oregon if price, fitness, availability and quality are otherwise equal,

(b) Add a percent increase to the Bid of a nonresident Bidder equal to the percent, if any, of the preference given to the Bidder in the state in which the Bidder resides, and

(c) Give preference to the procurement of goods manufactured from recycled materials.

For purposes of applying (a) and (b) above, Bidder must identify on the Contractual Acceptance Form (Attachment 1A) whether Bidder is a “Resident Bidder” as defined in ORS 279A120(1)(a).

3.9 RESERVED

3.10 BIDDER RESPONSIBILITY

In accordance ORS 279B.110, OPRD may contact any references (whether or not provided by

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Bidder) and request any additional information deemed necessary to determine the Responsibility of the Bidder to provide the Goods or Services.

4.0 AWARD PROCESS

4.1 INTENT TO AWARD

OPRD will notify all Bidders via Notice on OregonBuys of the selected Bidder. This announcement will serve as notice to all Bidders that OPRD intends to award a contract to the selected Bidder subject to the successful negotiation of any negotiable provisions.

4.2 CONDITIONS OF AWARD

The selected Bidder shall present ALL documents listed below within 14 calendar days of the “Notice of Intent to Award”, issued by OPRD. Failure to present the required documents to OPRD within the fourteen (14) calendar-day period may result in rejection of the Bid and disqualification of Award.

The Contract will not be executed by OPRD until all of the documents listed below have been presented to OPRD.

In no event shall Bidder be permitted to conduct operations under the Contract before providing all of the following documents:

1. Certificate of Liability Insurance with the coverages and limits as required in the Contract;

2. Signed Contract (OPRD will provide Contract prepared for signature to the selected Bidder); and

3. State of Oregon Performance Bond (Attachment 7) in an amount equal to twenty-five (25%) of the Bid value, executed in favor of the State of Oregon

4.3 CONTRACT REQUIREMENTS

4.3.1 Contract Form. The Bid is an offer to enter into a contract that, if accepted for award, binds the Bidder to a contract and the terms and conditions contained in this Solicitation Document.

The selected Bidder will be asked to sign a contract substantially in the form that is included as Attachment 3 to this Solicitation Document.

A Bidder shall not make a Bid contingent upon OPRD’s acceptance of terms or conditions that conflict with or are in addition to those contained in this Solicitation Document. The process for requesting changes to the Contract terms and conditions is described in section 2.6 of this Solicitation Document.

4.3.2 Recyclable Products. Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

4.3.3 Insurance. Prior to execution of the Contract, the selected Bidder shall provide to OPRD certificates and additional insured endorsements of the insurance coverages identified in Attachment 3 (Sample Contract Form) or as otherwise specified in this Solicitation Document.