RFP 527-312 Mt. Adams XCTG-ExhB.pdf

EXHIBIT B – STATEMENT OF WORK (CROSS COUNTRY SKI TRAIL GROOMING)

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1. GENERAL

The services described below are needed by the Washington State Parks & Recreation

Commission (Agency, State Parks, or WSPRC).

The successful proponent will be required to perform the following work or provide the following services for five winter seasons (typically from December 1 through March 31), beginning December 1, 2026, and ending April 30, 2031.

The primary purpose of trail grooming is to smooth and compact high-use trails, eliminating moguls and rough areas, creating set tracks and smooth skate lanes, and creating a safe skiing surface. The Contractor shall be required to provide specified trail grooming services on the trails designated in this RFP. Trail grooming also requires clearing downed trees from the trail after wind storms and heavy snow events, and ensuring the trail is safe for winter recreation.

The Contractor is required to provide specified trail grooming services of approximately 15.5 miles of designated cross country ski trails (providing set tracks and skate lanes) in the Gifford

Pinchot National Forest managed by Mt. Adams Ranger District.

The successful proponent will be awarded a five-year contract to provide trail grooming services for five winter seasons (typically December 1 through March 31), beginning December 1, 2026 and ending April 30, 2031. The USFS determines official season road openings and closures.

The contract will require the selected contractor to groom cross-country ski trails as explained in the scope of work below.

Please see the maps in the appendix identifying the areas designated trails required to be groomed. The USFS land manager and Parks may make changes to the map prior to each grooming season.

For reference, please read Parks Operating Procedure # 85-09 Trail Grooming, and WR-111

Cross Country Ski Trail Grooming Standards (available upon request).

SUBCONTRACTING IS NOT AUTHORIZED WITHOUT THE EXPRESSED WRITTEN

APPROVAL OF WSPRC. Note: The Bidder’s bid response must assume subcontracting is not available and stand on its own merit without the use of subcontracting services.

2. FUTURE WINTER SEASONS

The budgets for the following winter seasons will be determined in July or August of each year of the contract, based upon available revenues and the annual recommendations of the Winter Recreation Advisory Committee (WRAC). PLEASE NOTE: There is no guarantee that the funding level available for the coming seasons will be the same as in the past. Funding reductions or increases are possible, and continuation of the contract will be dependent upon the availability of funding.

The WRAC approved the 2025/26 season budget for this contract area for a maximum of

$17,432.00.

3. TYPE AND CONDITION OF GROOMING EQUIPMENT:

The following list identifies the content that must be included in each responsible submission.

A. GROOMER & IMPLEMENTS

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1 Every snow grooming machine must meet all of the following requirements.

2 Snow groomer and towed equipment shall be capable of enduring extensive loading stress due to deep snow and mountainous terrain, with a closed, heated cab.

3 Snow groomers shall be capable of grooming a path of a width of at least ten (10) feet in a single pass for the safety of cross-country skiers, and a track setter shall also be employed. The blade of each groomer must be greater than the width of the groomer tracks and greater than the width of the rear tiller, compactor bar or drag, in order to be capable of pulling snow from the outside of the trail to fill depressions on the inside of the corners. When required, a narrower blade must be employed to ensure contact with the trail surface and avoid scraping beyond the trail edges.

4 The tracks of the snow groomers shall each be at least thirty-six (36) inches wide for two-track machines and twenty-six (26) inches wide for four-track machines in order to provide the proper flotation in soft snow conditions.

5 Snow groomers must be equipped with a tiller, and a drag or compactor bar when necessary.

6 Snow groomer tillers, drags or compactor bars shall have a minimum width of ten (10) feet in order to achieve at least a 10-foot wide finished trail surface.

7 A snowmobile and attached drag (such as a ginzu groomer) is desirable for early or late season grooming operations when a snow-cat is too heavy to be utilized.

8 COMMUNICATIONS

Snow groomer shall be equipped with a two-way radio, or two-way satellite text service, or a cellular or satellite phone to provide communications capability throughout the trail system. In addition, the groomer must be equipped with a position tracking system that will enable emergency communications and provide progress tracking capability that can be monitored by third parties and the Agency. The Contract will require that the successful

Contractor cooperate with the Agency in the proper installation and utilization of a tracking system that is acceptable to the Agency, at the Contractor’s expense. The Agency, at its discretion, may provide financial assistance to the Contractor in procurement, installation and operation of such system in annual budget deliberations. The 2025-2026 season’s

GPS equipment was leased, and no expense was incurred by the contractor. There is no guarantee this will occur every season.

9 FIRST AID

Snow groomer shall be equipped with a 24-unit first aid and survival kit.

10 LIGHTING

Snow groomer equipment shall be equipped with at least one top-mounted rotating beacon or strobe light with a back-up rotating beacon (separately fused) and backup lights (two working together). Each snow groomer shall be equipped with at least four forward-facing halogen or LED headlights, or equivalent forward-facing headlights.

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11 WARNING DEVICES

Snow groomer equipment shall be equipped with flares and/or other warning devices in case of breakdown.

12 BACK-UP ALARM

Snow groomer shall be equipped with a “backup alarm,” capable of signaling when the groomer is engaged to drive in reverse.

13 HOUR METER

Snow groomer equipment shall be equipped with an accurate and functioning hour meter.

14 FUEL CAPACITY

Snow groomer shall have adequate fuel capacity to complete its scheduled route without refueling.

15 SPEED

Snow groomer shall have the ability to operate with the grooming implements (e.g. tiller, drag or compactor bar) engaged in operation at a safe yet effective speed. Five (5) mph is the accepted best practice ‘average grooming speed’ when all conditions are favorable.

Grooming consistently under 5 mph may trigger an investigation.

16 GROOMING EQUIPMENT TERRAIN SPECIFIC

The snow groomer equipment and associated attachments proposed to be utilized by the contractor must be capable of performing/meeting the requirements set forth herein.

Therefore, the respondent must be familiar with the terrain of the areas to be groomed to ensure that the equipment offered is capable of performing the required services. The

Agency reserves the right to require respondent to explain/demonstrate operator’s capability and equipment capabilities to the Agency’s satisfaction prior to award of a contract. Newer equipment will be preferred over older equipment, and respondents must also provide details on any equipment that will be provided as backup to ensure that service is not disrupted as a result of mechanical breakdown.

4. EXPERIENCE AND PERFORMANCE

A. GROOMER EQUIPMENT OPERATOR STANDARDS

Personnel operating snow grooming equipment must:

1. Operate equipment in a safe and appropriate manner.

2. Be courteous and considerate to the public, State Parks staff, partner agencies, landowner staff, the grooming council, grooming coordinators, and the Winter

Recreation Advisory Committee (WRAC) members.

3. Report to the Washington State Parks Winter Recreation Program and the local grooming coordinator any hazardous conditions (equipment breakdown on groomed trails, downed trees, etc.) or when equipment must be left unattended on the trail. If equipment must be left, it shall be left in as safe a place as possible for the safety of trail users.

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4. Arrangements for equipment parking and storage may be approved by Forest Service representative or other landowner when not in use. Regardless of the location selected to park equipment, the Contractor will be responsible for the security of the equipment.

5. Use flares and/or other warning devices to warn trail users of equipment hazards.

6. Complete required operation log forms and documentation as required (logs are to be the original, which are clean and legible).

7. Equipment operators should be selected based on ability to operate snow grooming equipment and be knowledgeable on the operating features of grooming equipment, grooming principles, procedures, maintenance schedules, and safe operating procedures. Operators should have a high degree of mechanical aptitude to deal with on the trail repairs and adjustments. Operators need to be dependable, consistent, and accountable. Paid operators will be preferred over volunteers.

8. Grooming operators with less than 2 years’ experience will be placed on ‘probation’ status, and under close supervision from an experienced volunteer grooming coordinator, the local snowmobile clubs, and Agency staff. At least one Agency

‘surprise’ grooming inspection will be undertaken seasonally, and written agency approval will be required for every season any contractor has less than 2 winters grooming experience. Private grooming operators may be trained under internal company training programs from experienced operators, and not subject to probation if no public complaints are generated. The 5 year agreement will be terminated if a groomer under ‘probation status’ fails to correct grooming deficiencies or is unable to meet the agencies grooming standards.

B. TRAIL GROOMING STANDARDS

Trail grooming will be accomplished in accordance with the following standards. For a complete list see WR-111 Cross Country Ski Trail Grooming Standards (will be attached to all snowmobile agreements). Trails shall be:

1. Groomed only after there is an average of twelve (12) to eighteen (18) inches of base snowfall at the trailhead with consistent snow depths of twelve (12) to eighteen (18) inches throughout the trail system. Early or late season grooming with lighter snowmobile grooming equipment (snowmobile with tiller/drag) may be allowed with

Parks and land manager pre-approval.

2. Cross-country ski trails shall be groomed to achieve at least a ten (10) foot wide finished surface; and ski trails shall have finished surface for a skating lane with a set track to the side;

3. Groomed before and after heavy use periods (e.g. weekends, holidays, special events, etc.);

4. Groomed to eliminate significantly developed moguls or other irregular snow surfaces;

5. Groomed with no berm or ridges in the trail;

6. Cleared of snowdrifts and downed trees to provide a smooth trail surface;

7. Groomed so that all curves are flat or banked appropriately to provide safe and comfortable travel;

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8. Groomed in rain only when there is a forecast of a cold front moving in within 24 hours;

9. Posted with signs according to the landowner signing guidelines manual. For example, signs shall warn of man-made hazards such as berms or other known obstacles;

10. Trails shall not be groomed during avalanche conditions, heavy winds or blue ice conditions.

11. Posted with signs according to the landowner signing guidelines manual. For example, signs shall warn of man-made hazards such as berms or other known obstacles.

12. Trails shall not be groomed during avalanche conditions, heavy winds or blue ice conditions.

5. DUTIES

A. GROOMING

Personnel operating snow grooming equipment must:

1. Grooming shall be performed during the lowest traffic times, and taking into consideration the safety of grooming personnel. Night or early morning grooming is preferred for public safety and for optimum trail temperature conditions. Grooming shall be performed to benefit the majority of users, recognizing the specific needs of each area as specified in the annual budget.

2. Grooming shall take place between December 1 and March 31 of each season, some areas may require adjustments to the start and end of the season due to other land management obligations such as hunting, other recreational opportunities, or other land management responsibilities. Any additional grooming must be approved by the

Agency in writing prior to the commencement of grooming. Land manager approval will also be required.

3. Before commencement of grooming, the Contractor shall complete the contractual requirements regarding signage (see section entitled “Signing” below). The Contractor shall discontinue trail grooming activity on any trail not meeting the signage requirements during any portion of the snow season. The Contractor shall re-establish grooming activity only after a trail is brought back into compliance with signage requirements.

4. The Contractor shall follow the grooming schedule. Revisions to the schedule will only be made after consultation with the local grooming coordinator, the Contractor and the

Agency.

5. In the event of a special circumstance, where an unscheduled grooming needs to take place, equipment and operator(s) or replacements must be available within eight hours of the request.

6. Sufficient time should be scheduled weekly for equipment preventative service, maintenance and repairs according to the manufacturer’s recommendations (including shop and field maintenance and repairs).

7. The Agency shall ensure compliance with requirements of the contract. The Contractor has discretion to make a final determination that safe grooming conditions exist on any trail. Unsatisfactory grooming may be subject to re-grooming at the Contractor’s

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Quality of work, miles of trail groomed in a specified time, and completion of assignment will be monitored by agency staff, advisory committee members, the local grooming council, local grooming coordinator and local skiers, who will relay the information to the

Agency as needed.

8. If scheduled grooming is not performed due to equipment failure, operator unavailability or other unforeseen circumstances, the Contractor shall perform the missed grooming the following day to catch up. After four consecutive days of missed grooming, the

Contractor shall enact a back-up plan by the fifth day. Should the Contractor fail to enact a back-up plan after the fifth consecutive day of missed grooming, the Agency may contract with an alternative grooming service to groom the trails and use funding identified in the Contract to compensate the alternative grooming service.

9. Equipment warm-up and cool-down/inspection procedures will follow industry standards, a maximum of 15 minutes warm-up/inspection time before grooming commences, and maximum of 15 minutes cool-down/inspection time after grooming concludes. If equipment operation requires longer periods than above, proof from equipment manuals will need to be provided to the Winter Recreation Program prior to the season commencing. Extreme weather events may require longer start-up procedures, but this will not be normal practice.

B. REPORTING

Personnel operating snow grooming equipment must:

1. Contractor shall work with the local club/grooming council or coordinators to develop a monthly grooming schedule for the length of the grooming season.

2. Contractor must notify State Parks Winter Recreation Program no later than November

1 each year of the proposed monthly grooming schedule.

3. Contractor must notify the Agency of the actual grooming start date, as soon as the grooming start date has been determined and the monthly grooming schedule is implemented.

4. Weekly grooming schedules will be accepted as an alternative to monthly schedules where the Contractor submits the schedule for the coming week to the Agency by the

Monday morning of that week and the weekly schedule outlines grooming activity from

Monday through Sunday of the week.

5. Contractor is required to contact the Winter Recreation Program, as necessary, to provide timely grooming updates. Updates are to be reported to the Winter Recreation

Program through email, winter@parks.wa.gov, or by telephone to the Winter Program general phone line at (360) 902-8684. Information will then be posted on the Agency web site: www.parks.wa.gov/find-sno-parks. Updates must be provided within 12 hours of any change to the grooming schedule or any failure to groom, so users know the status of all the trails. Grooming information includes:

• the Sno-Park or Winter Recreation Site in which the activity occurs;

• snow conditions, closures; and,

• any pertinent information about the trails that users should know (i.e. trail hazards).

https://parks.wa.gov/find-sno-parks

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6. Contractor shall thoroughly complete the Daily Trail Grooming Log referencing the

Winter Recreation Program Groomed Trail System (pdf) maps for trail names and Sno-

Parks or DNR Winter Recreation Sites and other documentation as required by the 10th of each month.

7. Contractor shall regularly communicate with the Agency and the local Grooming

Coordinator regarding the establishment or changes in schedules, trail conditions, and attendance at Grooming Council or local club Meetings.

8. The successful Contractor shall cooperate with the Agency in the installation and utilization of a progress tracking system acceptable to the Agency that provides a time-stamped and dated report providing on-trail grooming progress as evidence that the grooming machine was on the trail and to support the grooming reported in the Contractor’s Grooming Logs when claiming payment for grooming services. The Contractor will provide to the Agency and the

Grooming Coordinator access to the Contractor’s GPS data for viewing at any time, and the system shall include real time tracking capability. The Contractor understands that the Agency may provide the public with time-delayed access to this information via the Agency’s website. The Agency, at its discretion, may provide financial assistance to the Contractor for the procurement, installation and operation of such equipment during annual budget deliberations. The 2025-

2026 season’s GPS equipment was leased, and no expense was incurred by the contractor. There is no guarantee this will occur every season.

C. SIGNAGE

1. Under direction of the landowner(s), Contractor shall ensure the installation of appropriate directional trail signs and replace signs that have been removed or vandalized. Signs are to remain in place for as long as there is enough snow for users to use the trail for winter recreation. The Contractor shall request adequate quantities of such signs from the Agency and the latter shall provide such signs at no cost to the

Contractor.

2. A Trailhead Grooming Log, FORM WR-205, shall be posted at each groomed trailhead and shall be completed each time the groomer passes by to inform the users when a trail was last groomed or if a trail is in the process of being groomed.

3. Working with the Agency and landowners, the Contractor shall ensure installation of

Sno-Park bulletin boards at each groomed trailhead which shall be inspected each time the groomer passes through. Any required upkeep shall be completed by the

Contractor. The Contractor shall ensure that each bulletin board sign includes a map of the local groomed trail network, an emergency number including the location of the nearest telephone and a notice with the local grooming council’s information, FORM

WR-204, which includes its meeting schedule, location and telephone number.

4. The Contractor shall provide and stock groomed trail maps at the trailhead locations at all times during the active grooming season. The Contractor shall request adequate quantities of such maps from the Agency, as part of their funding application paperwork each season, and the Agency shall provide the maps at no cost to the Contractor.

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D. PAYMENT

Payment shall be made on the basis of hours of trail grooming service provided on the designated trails. No payment shall be made for grooming of non-designated trails.

Payment will be made only after proper documentation has been provided to the Agency.

This documentation will primarily include, but not be limited to, Grooming Logs with accurate engine meter hours recorded (primary method) and data collected from the progress tracking system (secondary validation) used by the Contractor.

E. CONTRACTOR’S OTHER DUTIES

1. Contractor or designee shall attend and participate in the local grooming council’s monthly meetings, and present completed operation logs for public review, information, and discussion. The Contractor shall have the ability to communicate at these meetings effectively and professionally.

2. Contractor shall attend and participate in the Agency-sponsored groomer operator workshops when offered, and contractor meetings held in conjunction with the annual funding meeting each summer.

3. To supplement the grooming programs, the Contractor shall accept assistance from groups, clubs, associations, or individuals on activities approved by the local grooming council (for example signing, clearing trails of downed trees, etc.).

4. Contractor shall provide and encourage the opportunity for a "ride-along" in the snow groomer to Agency Representatives, the Grooming Coordinator, Grooming Council members and other volunteers to observe the grooming process. A “ride-along” will be covered by State Parks “Volunteer Coverage” by using these forms: Application &

Timesheet FORM A-361 or Volunteer Service Agreement Group FORM A-366 which must be filled out and signed and in State Parks possession before the volunteer duties are carried out. Or signed up as an official USFS volunteer using their applicable forms. Present a copy of these documents to the Contractor before the “ride along” occurs. The contractor may refuse granting a “ride-along” if the forms are not filled out and a copy is not surrendered to them.