QQ ADDENDUM #3.pdf

Commonwealth of Virginia Department of Forestry

QQ ADDENDUM

December 2, 2024

ADDENDUM NO. 3 TO ALL BIDDERS:

Reference – Invitation For Bids: QQ # 82827 (Previously: QQ # 81985) Title: Nansemond River Mulching Project Dated: December 2, 2024 Bid Due: December 6, 2024, 2PM

*This addendum must be signed and submitted with your bid.

The above is hereby changed as follows:

Changes from Addendums #1 and #2 are maintained unhighlighted, with new changes indicated in yellow.

The following requirements have been added to the Work Description and Requirements section:

The work consists of removing 110 marked dead trees and mechanically forestry mulching and/or grinding/chipping all brush associated with removals along with any stumps, previously cut and downed trees, and any non-tree understory vegetation of an 11.96-acre hardwood forest. All dead trees are marked around the existing trail and along the forested parcel boundary. The trees are flagged with pink flagging tape. The 110 dead trees that must be removed are marked with pink flagging tape. There are approximately 220 unmarked dead trees that were previously cut and downed within the work area that must be removed and disposed of or processed onsite. DOF staff will be onsite while the work is being performed, to ensure that there is no unauthorized access to the Resource Protection Area. (RPA) The work may be performed Monday – Friday, 8:00am – 5:00pm, unless the Department approves different days and hours of operation.

*Visitation of the site is mandatory prior to submitting a bid.

Contact Thomas Baumann: thomas.baumann@dof.virginia.gov or (434) 962-9631 to schedule.

9. Bidders must specify the make and model of each piece of equipment that they intend to use if awarded this Contract.

10. Designated trees over 6-8 inches that cannot be mulched along the trail and forest edge shall be chipped onsite or removed offsite and disposed of in a legal manner prior to the start of mulching operations. Bidders wishing to process the designated trees over 6-8 inches onsite shall specify the intended method of processing within their bid. DOF reserves the right to reject any method that, in its sole opinion, will result in unsatisfactory completion of the mulching portion of the Contract.

11. All chipped material shall be evenly spread across the site to account for future pedestrian traffic along the trail.

All material shall be ground to a 6” diameter or less in order to achieve an aesthetically pleasing end result.

12. Tree felling and mulching within the parcel will only occur along the designated trail and forest edge area adjacent to the turf parcel. Mulching along the forest edge will be completed within site line of the adjacent turf parcel and 10ft along each side of the trail while staying out of the RPA marked with green flagging.

13. DOF staff must be on site for the duration of the project and may stop work at any point of time if unsatisfactory.

15. Equipment may be staged adjacent to the parcel, but any rutting or damage shall be repaired and seeded prior to signing off on payment. A staging area for equipment is clearly identified during mandatory site visit. The contractor is responsible for mitigating any damage to the staging area including but not limited to reseeding grass and smoothing ruts. Contractor inability to repair damage to DOF satisfaction, will result in a fine in the amount of the total cost to contract the repairs through a third party.

15. Equipment must not be parked underneath existing mature trees.

16. Access to the parcel may only be done via the trail entrances.

17. Radios should be available for the machine operators and VDOF staff on site. If the contractor does not have radios, DOF will provide radios for all parties to utilize. Please specify in your narrative whether you request radios or not. Due to the complexity of the site, the contractor will be expected to be in clear communication with the DOF forester on site when working near the RPA to ensure that machinery does not enter the RPA. The Contractor will be billed the replacement cost for each piece of DOF supplied equipment that is not returned in good working condition. Good working condition shall be defined as free of any damage that reduces functionality.

18. Contingency – To account for the lack of sightlines throughout the site, the Contract amount may be increased up to 10% to account for the removal of unforeseen debris along the trail if uncovered while work is in process. This price increase must be approved by DOF after viewing the additional debris prior to any additional work taking place. The additional contract amount shall be contingent on the actual debris uncovered and must be agreed upon by both parties.

19. If damage occurs, Contractors must stop and communicate that damage to the DOF staff onsite immediately.

20. Fines will be imposed for unauthorized access to the Resource Protection Area (RPA) that results in any damage.

23. All mulched material shall be left scattered evenly across the ground and not piled.

24. All material shall be mulched completely and ground to a 6” diameter or less.

30. Contractor must give Site Contact and Urban Forest Manager two full weeks’ notice prior to beginning work.

The work may be performed from 8:00am until 5:00pm Monday – Friday and must be completed prior to April 10, 2025.

The following has been added to the Bid Submission Instructions section

1. Visit the site and submit a per acre bid price on the pricing grid included within the solicitation along with a completed Vendor Data Sheet (Attachment A).

2. Specify the make and model of all equipment to be used in this project.

3. Specify the intended method of processing trees greater than 6-8 inches (onsite).

4. Specify whether you are requesting DOF provided radios.

5. *Bids must be submitted through eVA. Emailed, mailed and hand delivered bids will not be considered.

*Instructions for electronic bid submission are linked here.

Any questions pertaining to this solicitation should be sent to thomas.baumann@dof.virginia.gov.

Quotes accepted until no later than December 6, 2024, at 2:00 PM.

The following has been removed from Instructions section:

Visitation of the site is optional prior to submitting a quote. Site visits, if needed, can be arranged by contacting Lara

Johnson at 804-239-0813 or email lara.johnson@dof.virginia.gov.

Changes are indicated in yellow on the Updated SOW document.

All other requirements remain in full force and effect. *Mandatory signature page follows:

Very truly yours, Thomas Baumann

Thomas Baumann Procurement Officer

Bidder signature required:

Name of Firm

Signature

Date