RFP 527-312 Mt. Adams XCTG-ExhC1.pdf

SMAC approved February 25th, 2021 WRAC approved March 2, 2021

Operating Procedure 85-09 Trail Grooming Page 1 of 5

OPERATING PROCEDURE 85-09

TRAIL GROOMING

Updated March 30, 2020

Purpose: The purpose of this procedure is to provide guidance for all winter recreation program trail grooming for the benefit of all winter recreation users.

Rationale: Environment, trail use, terrain, land management, and people involved in making grooming decisions form a complex mix of coordination and decision making. Current best management practices suggest all local trail grooming programs take into consideration at a minimum operator and user safety, operational effectiveness, and operational efficiency. Additional factors may be considered especially considering local conditions.

Definitions

• Grooming council – Volunteers dedicated to the winter recreation program and trail grooming

• Area trails council (ATC) – Volunteers dedicated to the preparation of trails for the benefit of winter trail grooming

• Winter recreation advisory committee (WRAC) – The Winter Recreation Advisory

Committee made up of non-motorized and motorized volunteers that assists and advises the Washington State Parks and Recreation Commission in the development of winter recreation facilities, programs and budgets.

• Snowmobile advisory committee (SMAC) -The Snowmobile Advisory Committee, made up of snowmobilers and non-motorized volunteers that assists and advises the

Washington State Parks and Recreation Commission in the development of snowmobile facilities, programs and budgets (Chapter 46.10 RCW).

• International association of snowmobile administrators (IASA) - A self-organized, nonprofit organization comprised of snowmobile program administrators representing 27

US states, 10 Canadian Provinces, 3 Canadian Territories, and 1 European Country, Sweden, to facilitate communications among administrators.

• American council of snowmobile associations (ACSA) - ACSA is a national organization uniting the snowmobile community and promoting snowmobiling as a safe, fun and environmentally friendly family sport.

• United States Forest Service (USFS) - An agency of the U.S. Department of Agriculture that administers the nation's 154 national forests and 20 national grasslands. The Forest

Service manages 193 million acres (780,000 km2) of land.[3

• Potential Nordic ski standards (placeholder)

Entities involved in making trail grooming decisions

• Groomer contractor (public and private);

• Groomer operator;

• Local club or users;

• Local groomer coordinator;

• Local grooming or area trails councils;

• Land owner;

• State Parks winter recreation program manager;

EXHIBIT C

https://en.wikipedia.org/wiki/United_States_Department_of_Agriculture https://en.wikipedia.org/wiki/United_States_National_Forest https://en.wikipedia.org/wiki/United_States_National_Grassland https://en.wikipedia.org/wiki/United_States_Forest_Service#cite_note-3

Operating Procedure 85-09 Trail Grooming Page 2 of 5

Factors involved in making trail grooming decisions (Refer to IASA, Nordic Ski, and Forest Service guidelines)

• User benefit;

• Local grooming and area trail councils involvement;

• Environmental considerations;

• Operator safety;

• User safety;

• Trail quality;

• Timing and frequency;

• Operational flexibility and realities to achieve condition responsive grooming;

• Varying weather conditions;

• Emergency conditions;

• Operating efficiency (fewer sleds on the trail at night);

• Operating effectiveness (night grooming =’s colder temperatures =’s trail holds up better);

• National +/or international standards;

• User group events;

• Saturdays, holidays, and other special dates;

• Winter recreation program manager involvement.

Process to make trail grooming decisions

• State Parks winter recreation program adopts trail grooming operational procedures (this involves prior consultation with above listed stakeholders);

• The Trail grooming operational procedure is included in all contracts with public and private trail grooming contractors as guidance (portions of those procedures are found in this document);

• Included in the trail grooming contract is language encouraging the contractor to work closely with local individuals (grooming coordinators and grooming councils) to make sure grooming occurs when and where needed;

• Trail grooming operational procedure is distributed to local grooming clubs, coordinators, and councils with recommendations to adopt as local best practice;

• Local grooming operations need to provide current practices as modified for their area for the season to the State Parks winter recreation program manager;

• State Parks winter recreation program manager updates best practices guidance based on continued experience in trail grooming programs in North America;

• Trail grooming guidance updated at scheduled groomer operator workshops/meetings or through email or other forms of communication.

• Periodic review of this operating procedure by both advisory committees during their winter meetings is recommended;

• In the event of a conflict arising out of the application of this operating procedure refer to operating procedure # 16 dispute resolution and responding to complaints.

Roles and responsibilities

I. Winter recreation (Nordic) and Snowmobile Program:

a) Trail groomer and towing equipment shall be capable of enduring extensive loading stress due to deep snow and mountainous terrain. Grooming equipment or grooming device shall be of an approved type; e.g., tiller and compactor model, Tidd Tech or

Operating Procedure 85-09 Trail Grooming Page 3 of 5

Ginzu trail tenderizer or another pre-approved model. Equipment must have the ability to groom at least a 5-foot-wide trail for track setting, or a 13-foot-wide trail with a track and skate lane with one or multiple passes

b) Snow groomers must be equipped with a tiller and track setting device.

c) Each snow groomer shall be equipped with a two-way radio or a cellular or satellite phone to provide constant communication.

d) Each snow groomer shall be equipped with a 24-unit first aid and survival kit.

e) Each snow groomer shall be equipped with at least one functioning top-mounted rotating beacon or strobe light with a back-up rotating beacon (separately fused) and backup lights (two working together).

f) Each snow groomer shall be equipped with flares and other warning devices in case of breakdown.

g) Each snow groomer shall be equipped with a functioning “backup alarm,” capable of signaling when the groomer is engaged to drive in reverse.

h) Each snow groomer shall be equipped with at least four functioning forward-facing halogen headlights, or equivalent forward-facing headlights.

i) Each snow groomer shall be equipped with an accurate and functioning hour meter.

j) Each snow groomer shall be equipped with the latest generation track setters with ice busters and gear drive hydraulic actuated pans. Each snow groomer shall be equipped with double track setter pads each with hydraulics separately controlled, moveable, across back of tiller to desired location. Each snow groomer shall be equipped with independent up and down variable down pressure.

k) Each snow groomer shall have all safety standard for running equipment in working order (tiller shut off, backup beacon, etc.).

l) Each snow groomer shall submit a grooming calendar no later than October 16th for the upcoming season.

1. Input on equipment replacement and purchase;

a) State Parks owned equipment:

▪ Local State Park

▪ Groomer operator(s)

▪ Area trails council/coordinator

▪ Winter recreation program manager

▪ WRAC

b) Contractor owned equipment;

▪ Contractor

2. Equipment maintenance & repairs;

a) State Parks owned equipment:

▪ Local State Park

▪ Groomer operator

▪ Winter recreation program manager

▪ State Parks Equipment inspector

b) Contractor owned equipment;

▪ Contractor

3. Grooming schedule;

a) The Contractor shall work with the Grooming Coordinator/Grooming Council for the development of a seasonal grooming schedule prior to the grooming season and as

Operating Procedure 85-09 Trail Grooming Page 4 of 5 required by State Parks. The Contractor shall follow the grooming schedule, unless, medical illness, equipment breakdown, land use issues (see emergent problems i.e., winter logging, road washout, excessive timber down, etc.) Revisions to the schedule will only be made after consultation with the local grooming coordinator, if applicable, the Contractor and the Agency.

4. Grooming methods;

a) General grooming is to be performed during dark hours when possible; if not, during the lowest traffic times of the 24-hour period. Trails are to be groomed for the majority of users, recognizing the specific needs of each area as specified in the project funding application.

b) Grooming shall take place between December 1 and March 31 of each season unless snow conditions or landowner permission dictate otherwise. Any additional grooming must be approved by the Agency.

c) Grooming should be done with several considerations taken into account, such as current weather and temperature conditions, and the general condition of the snowpack. Grooming is most effective in relatively narrow temperature ranges at or just below the freezing point. Cold dry snow doesn’t pack well. Grooming warm wet snow will produce extremely sloppy conditions. Grooming operators must consider the depth of snow, ambient air temperatures and weather forecasts.

5. Emergent problem decisions – 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 will contract with an alternative grooming service to groom the trails and the Contractor shall be obligated to reimburse the Agency for such costs. Refer to operating procedure 9A

6. Trail maintenance other than grooming;

▪ Land owner

▪ Local clubs and users

▪ Trail maintenance organizations

▪ Groomer contractor

7. Trail signing;

a) Under direction of the landowner(s), Contractor shall install appropriate 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. It is strongly encouraged that Grooming Coordinators and Grooming Councils work collaboratively with and assist the contractor with the installation and removal of winter program signs.

▪ Land owner

▪ Area trails council/coordinator

▪ Local clubs and users

▪ Groomer contractor

Operating Procedure 85-09 Trail Grooming Page 5 of 5

Advisory Committee Review:

Bob Henrie_________/s/ Approved Electronically_ __2/25/21___

Chair, Snowmobile Advisory Committee Date

John Baranowski______/s/ Approved Electronically_ _3/2/21______

Chair, Winter Recreation Advisory Committee Date

APPROVED: _Pamela McConkey/s/ Approved Electronically _3/2/21______

Winter Recreation Program Manager Date

WR-111

Cross-Country Ski Trail Grooming Standards

Rev: 1/20 https://stateofwa.sharepoint.com/sites/Parks-WinterRecreation/Shared Documents/Contracts/contracts by year/2024-25 Contracts/Attachments/WR-111

Cross Country Ski Trail Grooming Standards Rev. 1-2020.docx

CROSS-COUNTRY SKI GROOMING STANDARDS

The primary purpose of trail grooming is to smooth and set tracks on high-use trails.

The Contractor shall be required to provide specified trail grooming services on designated trails on national forest, private and state lands.

STANDARDS

Grooming Equipment Standards

Every snow grooming machine must meet all of the following requirements:

a) Trail groomer and towing equipment shall be capable of enduring extensive loading stress due to deep snow and mountainous terrain. Grooming equipment or grooming device shall be of an approved type; e.g., tiller and compactor model, Tidd Tech or Ginzu trail tenderizer or another pre-approved model. Equipment must have the ability to groom at least a 5-foot-wide trail for track setting, or a 13-foot-wide trail with a track and skate lane with one or multiple passes

b) Snow groomers must be equipped with a tiller and track setting device.

c) Each snow groomer shall be equipped with a two-way radio or a cellular or satellite phone to provide constant communication.

d) Each snow groomer shall be equipped with a 24-unit first aid and survival kit.

e) Each snow groomer shall be equipped with at least one functioning top-mounted rotating beacon or strobe light with a back-up rotating beacon (separately fused) and backup lights

(two working together).

f) Each snow groomer shall be equipped with flares and other warning devices in case of breakdown.

g) Each snow groomer shall be equipped with a functioning “backup alarm,” capable of signaling when the groomer is engaged to drive in reverse.

h) Each snow groomer shall be equipped with at least four functioning forward-facing halogen headlights, or equivalent forward-facing headlights.

i) Each snow groomer shall be equipped with an accurate and functioning hour meter.

j) Each snow groomer shall be equipped with the latest generation track setters with ice busters and gear drive hydraulic actuated pans. Each snow groomer shall be equipped with double track setter pads each with hydraulics separately controlled, moveable, across back of tiller to desired location. Each snow groomer shall be equipped with independent up and down variable down pressure.

k) Each snow groomer shall have all safety standard for running equipment in working order

(tiller shut off, backup beacon, etc.).

Groomer Operator Standards

Personnel operating snow grooming equipment must:

a) Operate equipment in a safe and appropriate manner;

b) Be courteous and considerate when dealing with the public;

c) Report to the Washington State Parks Winter Recreation Program (360-902-8684) 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 unattended, it shall be left in as safe a place as possible for the safety of the equipment and of those using the trail;

Rev: 1/20 https://stateofwa.sharepoint.com/sites/Parks-WinterRecreation/Shared Documents/Contracts/contracts by year/2024-25 Contracts/Attachments/WR-111

Cross Country Ski Trail Grooming Standards Rev. 1-2020.docx

d) Use flares or other warning devices to warn trail users of equipment hazards; and

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

Groomed Trail Standards

Trails shall:

a) Be groomed to at least 5 feet in width;

b) Provide two ski tracks and a skate lane when possible;

c) Be free of moguls, divots, berms and ridges from the blade;

d) Be free of snow drifts; and

e) Be groomed so that all curves shall be super elevated to provide safe and comfortable travel.

DUTIES

Grooming:

a) General grooming is to be performed during dark hours when possible; if not, during the lowest traffic times of the 24-hour period. Trails are to be groomed for the majority of users recognizing the specific needs of each area as specified in the project funding application.

b) Grooming shall take place between December 1 and March 31 of each season unless snow conditions dictate otherwise. Any additional grooming must be approved by the Agency.

c) Grooming should be done with several considerations taken into account; such as current weather and temperature conditions, and the general condition of the snowpack. Grooming is most effective in relatively narrow temperature ranges at or just below the freezing point.

Cold dry snow doesn’t pack well. Grooming warm wet snow will produce extremely sloppy conditions. Grooming operators must consider the depth of snow, ambient air temperatures and weather forecasts.

d) The Contractor shall groom each individual trail only after completion 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.

e) The Contractor shall follow the grooming schedule. Revisions to the schedule will only be made after consultation with the local grooming coordinator, if applicable, the Contractor and the Agency (see reporting section below.)

f) The Agency shall provide supervision of the Contractor.

g) The final determination of safe grooming conditions of any trail is reserved to the

Contractor. Unsatisfactory grooming may be subject to re-grooming at the Contractor’s expense after consultation with the Agency.

h) 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 will contract with an alternative grooming service to groom the trails and the Contractor shall be obligated to reimburse the Agency for such costs.

Reporting

a) Contractor shall work with the local grooming coordinator, if applicable, to develop a monthly grooming schedule for the length of the grooming season. Weekly schedules are

Rev: 1/20 https://stateofwa.sharepoint.com/sites/Parks-WinterRecreation/Shared Documents/Contracts/contracts by year/2024-25 Contracts/Attachments/WR-111

Cross Country Ski Trail Grooming Standards Rev. 1-2020.docx also acceptable. Revisions to the schedule will only be made after consultation with the local grooming coordinator (if applicable), Contractor and Agency.

b) Contractor must notify the Winter Recreation Program by November 1 of the monthly grooming schedule and as soon as grooming begins.

c) Weekly 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.

d) Contractor is required to contact the Winter Recreation Program daily, as necessary, by 2 p.m. to provide timely grooming updates. 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 in which the activity occurs;

• snow conditions, closures; and

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

Updates are to be reported to the Winter Recreation Program through email, winter@parks.wa.gov, for posting on the Agency web site: www.parks.wa.gov .

e) The Contractor shall thoroughly complete the Daily Trail Grooming Log, referencing the

Winter Recreation Program’s Groomed Trail System (Pdf) maps for trail names and other pertinent information, and other documentation as required. Copies are to be submitted on a weekly basis, by fax or mail, to the local grooming coordinator, if applicable, for accountability purposes. Original logs shall be submitted by the Contractor to the Agency on or before the 10th day of the month following the month in which the services were performed.

Signing

a) Under direction of the landowner(s), Contractor shall install appropriate 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.

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

c) Sno-Park bulletin boards shall be installed by the Contractor at each groomed trailhead and shall be inspected each time the groomer passes through. The Contractor shall ensure that each bulletin board sign includes a map of the local groomed trail network, emergency numbers and, if applicable, FORM WR-204 (Grooming Council Notice), which includes information on the council’s meeting schedule, location and a telephone number.

d) 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 and the Agency shall provide the maps at no cost to the

Contractor.

Payment:

a) Payment shall be made on the basis of hours of trail grooming service provided on the designated trails. No payment shall be made for non-designated trail grooming. Payment will be made only after proper documentation has been provided to State Parks.

http://www.parks.wa.gov/

WR-105

WR Program Schedule of Liquidated Damages

Rev: 08/09

WR-105 Liquidated Damages Page 1 of 1

WINTER RECREATION PROGRAM SCHEDULE OF LIQUIDATED DAMAGES

Liquated damages for contract violations listed below:

First violation: written notice.

Each subsequent violation of same standard: fifty dollars ($50.00).

Monitor Standard Performance Measure Correct by

WR Staff *Reporting

*Timely daily reports of changes to grooming information and other pertinent updates, ie:

hazards in area.

Immediately

WR Staff Daily Logs

Complete original daily logs (trail grooming, snow removal and/or enforcement) turned in by the 10th day of the month following that in which the service was provided.

14 calendar days

WR Staff *Season Totals Logs

*Complete original season totals logs (trail grooming and/or enforcement) turned in by the end of the winter season or within 15 days of last documented service.

14 calendar days

WR Staff End of Season Reports

Complete original project summary reports turned in by the end of the season or within 15 days of last documented service.

14 calendar days

WR Staff *Satellite Phones

*Return of phones and all accessories and guides within 15 days of the last grooming in the same boxes in which they were sent. All items returned in good working order and in clean condition.

Immediately

*May not be applicable to all Agency contracts/agreements.

WR-202 Season Totals – Trail Grooming Page 1 of 1

Month Hours

Miles Traveled

Preventative Maintenance

Repair

Other

TOTAL

Gas/Diesel

Used (Gallons)

November

December

January

February

March

April

SEASON TOTALS

Prepared By/Date (Required)

Company (Required)

Volunteer Grooming Coordinator/Council Chair Verification/Date (Optional)

Company Name (Project Sponsor) *

Snow Cat Used *

Season Beginning Date (month, day, year) *

Season Ending Date (month, day, year) *

DISTRIBUTION: WHITE – State Parks; CANARY – Project Sponsor

Washington State Parks & Recreation Commission

WINTER RECREATION

1111 Israel Road SW PO Box 42650 Olympia WA 98504-2650 Phone (360) 902-8662 Fax (360) 586-6651

YEARS ____-____

TRAIL GROOMING

SEASON TOTALS

(Private Contractors)

Project Sponsor: Before submitting this form to State Parks, please note the following:

• Complete all items thoroughly.

• Do not include additional hours beyond State Parks Winter Recreation Program funding.

• Due Date: April 10th

• Please use ink and print clearly.

• Retain a copy of this completed form to submit with the on-going funding application for next season.

*Must be completely filled out.

WR-203 Daily Trail Grooming

SNOWMOBILE PROGRAM WINTER RECREATION PROGRAM

DATE: ___________ 20 DAY (CIRCLE): M T W TH F S SU PROJECT AREA:

CONTRACTOR: _______________________ OPERATOR (1): OPERATOR (2):

SNOW CAT: IMPLEMENTS USED: Tiller Compactor Bar Mogul Master Maxey

Grooming Began

A.M.

P.M.

Grooming Ended

A.M.

P.M.

Down Time (lunch, breaks) minutes

Start Hour Meter* End Hour Meter* Total Grooming Hrs Miles Groomed

*Actual grooming time. Clock time versus hour meter readings may vary by .1 of an hour.

GROOMED TRAILS Provide Area Number, Sno-Park Name and Trail Number and Name (Use the Snowmobile or Non-Motorized Sno-Park brochures)

Example: Area 10--Kachess Lake Rd, 2) Microwave Trail or Area 5--Lake Wenatchee State Park)

SNOW CONDITION: Wet Dry Temperature: Start ________ (F) End ________ (F)

Comments: _________________________________________________________________________________________________

Print clearly in ink. Complete all items thoroughly.

Attach the Trail Grooming Season Totals log and submit originals to State Parks.

Logs are due on the 10th of each month.

Please provide State Parks Winter Recreation Program with Trail Grooming Updates Fax (360) 586-6651, Phone (360) 902-8662, E-mail winter@parks.wa.gov

__________________________________________________________________ DDaattee::

VVoolluunntteeeerr GGrroooommeerr CCoooorrddiinnaattoorr//CCoouunncciill CChhaaiirr *Signature Optional (Volunteer member of local advisory council)

DAILY TRAIL GROOMING LOG—

**__________________________________________________________________ DDaattee::

CCoonnttrraaccttoorr//GGrroooommeerr OOppeerraattoorr *Signature Required

Washington State Parks and Recreation Commission

WINTER RECREATION PROGRAM

1111 Israel Road SW P.O. Box 42650 Olympia, WA 98504-2650 Phone (360) 902-8662 Fax (360) 586-6651

WR-205 Trail Grooming Page 1 of 1

TRAIL GROOMING LOG

TRAIL NAME

DDAATTEE TTIIMMEE

OOPPEERRAATTOORRSS

IINNIITTIIAALLSS

DDAATTEE TTIIMMEE

OOPPEERRAATTOORRSS

IINNIITTIIAALLSS

For more information about this trail and other trails throughout Washington State, please visit www.parks.state.wa.us/winter or call (360) 902-8684.