ITB 730 Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

THE IDAHO DEPARTMENT OF FISH AND GAME

Invitation to Bid (ITB) # 730

Fenn Face Prescribed Burn Prep

TABLE OF CONTENTS

ITB ADMINISTRATIVE INFORMATION

ITB Lead:

Erik Schmidt, Buyer Division of Purchasing 650 W State Street Room 100, Boise, ID, 83702 erik.schmidt@adm.idaho.gov 208-559-0572

IPRO Powered By LUMA

1 PURPOSE

The Idaho Department of Fish and Game (IDFG) through the Idaho Division of Purchasing (DOP), is requesting Bids from qualified Vendors for the purchase of forest fuel break installation, vegetation removal, and handline construction in preparation for prescribed burn activity in accordance with the specifications provided below.

2 GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO LOGIN). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB must be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB must not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

3 INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Erik Schmidt Phone: 208-559-0572 E-mail: erik.schmidt@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at the event in LUMA must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

4 BACKGROUND

This project will be conducted under the Idaho Department of Fish and Game (IDFG) Good Neighbor Authority (GNA) partnership with the Nez Perce-Clearwater National Forests. The primary focus is to execute strategies that will reduce hazardous fuels and restore or improve wildlife habitat and watershed conditions in the Lower Salmon Wildfire Crisis Strategy Landscape (WCSL). The IDFG will have a Contracting Officer Representative (COR) for this project, and the United States Forest Service (USFS) will have a designated Point of Contact (POC). The selected Contractor will work directly with both agencies to ensure project compliance and achieve desired outcomes.

5 SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Contractors must bid on detailed specifications in Attachment 3, Scope of Work, located in IPRO.

6 COST

Provide your fully burdened Total Cost on Attachment 2, Bid Schedule, located in IPRO.

7 BILLING PROCEDURE

The Contractor must provide a signed invoice upon service completion. The invoice and respective reports must be submitted no later thirty (30) calendar days after services were provided. Invoices must be submitted no more than twice monthly and will include a description of services completed during the period being invoiced. No invoice will be accepted or paid without receipt of required descriptions of service. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Tara Ball – Regional Biologist, GNA Lead Agency Name: Idaho Department of Fish and Game Address: tara.ball@idfg.idaho.gov

8 SUBMISSION REQUIREMENTS

8.1.1 Bid Schedule

Provide your cost information on Attachment 2, Bid Schedule, located in IPRO . Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

8.1.2 State of Idaho Signature Page

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on the Bid Schedule.

9 INSPECTION AND ACCEPTANCE

The Forest Service POC (or designated inspector) will make regular inspections while work is in progress to ensure that work is proceeding satisfactorily. Upon receipt of required written information and/or completion of the fieldwork, the Forest Service will inspect work completed by the Contractor for contract compliance. Within 14 calendar days, IDFG will notify the Contractor regarding acceptability of the inspected work. The Contractor will have 14 calendar days from the time of notification to correct unsatisfactory work.

10 CONTRACT MONITORING

The IDFG Contracting Officer Representative (COR) will administer the contract as required in all specifications. The Forest Service Point of Contact (POC) will make regular inspections and make recommendations to IDFG for contract compliance. Project status check-ins will be required to ensure work is completed satisfactorily. Contractor will work directly with IDFG/Forest Service staff to communicate periodic updates and address any issues or concerns.

11 COMPLIANCE

The Contractor must follow specific project design criteria to minimize effects to resources. Refer to Attachment 3, Scope of Work, Section 5 - Environmental Compliance.

12 INSURANCE REQUIREMENTS

See Insurance Requirements located in the “Questions” section in IPRO.

13 RECORDS MAINTENANCE

Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

14 AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB # 730 - Fenn Face Prescribed Burn Prep

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

Internal Data

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Event #730 Fenn Face Prescribed Burn Prep Page 19

ITB Event #730 – Fenn Face Prescribed Burn Prep

Internal Data

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