RFP Shevlin Fuels Reduction 08.26.2022.pdf

REQUEST FOR PROPOSALS (RFP)

for

Shevlin Park Fuels Management Services

DATE OF ISSUANCE: August 26, 2022

PROPOSALS DUE: September 13, 2022, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702

PROJECT MANAGER

Kevin Moriarty

Natural Resources Manager kevinm@bendparksandrec.org

CONTRACT ADMINISTRATOR

Justin Sweet

Business Analyst justins@bendparksandrec.org

INVITATION TO SUBMIT

REQUEST FOR PROPOSALS

SHEVLIN PARK FUELS MANAGEMENT SERVICES

Sealed Proposals will be accepted by Justin Sweet, Business Analyst, or designee at the Bend Park and

Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time.

Proposals shall be submitted in a sealed envelope and marked as follows:

Proposer’s Name and PROPOSAL for Shevlin Park Fuels Management Services

There is no pre-Proposal meeting for this RFP.

Solicitation documents, addenda, and notifications for this project may be found on OregonBuys at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal.

Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

Questions and other inquiries regarding this RFP may be directed to the Project Manager or Contract

Administrator (each as stated on the cover page).

The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so.

oregonbuys.gov

Table of Contents Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

1.1.2. Project Term

1.1.3. Minimum Proposer Qualifications

1.2. Schedule

1.3. Definitions

1.4. Solicitation Process

1.4.1. Availability of Documents

1.4.2. Reservation of District Rights

1.5. Single Point of Contact

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation

Protests

1.6.1. Procedure

1.6.2. Requests for Clarification / Questions

1.6.3. Protests of RFP

1.6.4. Protest of Addenda

1.7. Submission of Proposals

1.7.1. Withdrawal of Proposals

1.8. Opening of Proposals

1.8.1. Inspection of Proposals

Section 2. Scope of Work

Section 3. Proposal Requirements

3.1. Administrative Proposal Requirements

3.2. Technical Proposal Requirements

3.2.1. Insurance Coverage

3.2.2. References

3.2.3. Equipment

3.2.4. Key Staff and Personnel

3.2.5. Pricing

3.3. Technical Proposal Scoring

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

4.1.2. Evaluation Committee

4.1.3. Disqualification

4.2. Evaluation of Minimum Requirements (Pass / Fail)

4.3. Evaluation of Technical Proposal (Scored)

4.3.1. References

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

4.4.1. The evaluation committee may elect to interview one or more Proposers, based on the evaluation committee’s identification of those Proposers who have a reasonable chance of being selected as the most advantageous Proposer, if the evaluation committee considers it necessary or desirable. If interviews are held, the evaluation committee will determine the number of Proposers to invite according to whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive or have a reasonable chance of being determined the most advantageous Proposer. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the Proposal

4.4.2. The District will provide written notice to all Proposers identifying those Proposers selected for interview. Proposers not selected for interview may protest the evaluation and determination of the interview pool in accordance with OAR 137-047-0720

4.4.3. Based upon Proposal scoring, as modified by the interview, Proposers will be given final ranking by the evaluation committee which will be used to determine contract award

4.4.4. If deemed advisable by the District, the District may send details regarding the format and scope of the interviews to those Proposers invited to interview

4.4.5. Proposers will bear all costs for attending the interviews and preparing any presentation materials

4.5. Ranking of Proposals

4.6. Award Notification and Process

4.7. Protest of Award

Section 5. Attachments

Section 6. Proposal Submission Checklist

Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

Overview: The District is seeking competitive Proposals from qualified organizations interested in providing fuels management services to reduce the risk of catastrophic crown fires, and to improve forest health within Shevlin Park, Bend, OR. Proposals must be based on the “Scope of

Work” described in Section 2 below and in compliance with all prescribed requirements of this ITB.

Slashing, hand pile/cover will be used to thin trees which could act as ladder fuels and to affect the crown closure within mixed conifer stands, thereby reducing the risk of a catastrophic crown fire.

Project Location: This project is located within Shevlin Park, 18920 Northwest Shevlin Park Road, Bend, OR.

Background: Fuels within the project area consist of mixed conifer primarily Ponderosa Pine and

Western Juniper with an understory of bitterbrush, Idaho fescue, wax current, and Oregon grape, as well as riparian shrubs near Tumalo creek. Fine fuel loadings average three-tons per acre. The current condition of the forest is conducive to a crown fire due to dense canopy and ladder fuels which could result in the destruction of personal property, the forest, and possible loss of life.

Purpose: The goal of this project is to: (1) reduce the potential for stand replacing crown fires in the area by reducing the amount and continuity of hazardous fuels; (2) provide for defensible space; (3) restore forest health by thinning understory trees; and (4) reduce ladder fuels along fire access road to provide a shaded fuel break.

1.1.2. Project Term

The District anticipates signing a contract by September 19, 2022, with services beginning by

September 30, 2022. If a contract is awarded, the contract will be effective from the date fully executed through November 30, 2022.

1.1.3. Minimum Proposer Qualifications

Organizations interested in Proposing must be currently providing fuels management services to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing fuels management services will be deemed non-responsive and will be returned to the Proposer upon request.

1.2. Schedule

The District reserves the right to deviate from this schedule, deviations from scheduled dates prior to RFP Closing will be made via written addendum.

EVENT DUE DATE

RFP Release, (Date of Issuance) August 26, 2022

Solicitation/Specification Protest Deadline September 6, 2022

Protest Response Deadline (estimated) September 9, 2022

RFP Closing Date and Time September 13, 2022 at 2:00 pm

Notice of Intent to Award On or about September 16, 2022

1.3. Definitions

For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.

• “District” shall mean Bend Park and Recreation District.

• “Proposal” shall mean a written response to this RFP.

• “Proposer” shall mean a person or organization submitting a written response to this RFP.

• “OAR” shall mean Oregon Administrative Rules.

• “ORS” shall mean Oregon Revised Statutes.

• “RFP” and “Solicitation” shall mean this Request for Proposals.

• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations.

Examples of expectations include, if applicable, a description of the proposed purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their

Proposals.

• “Statement of Work” shall mean the specific provisions in the final contract which set forth and define in detail the agreed-upon objectives, expectations, performance standards, and other obligations of Contractor under the contract.

1.4. Solicitation Process

1.4.1. Availability of Documents

Solicitation documents, addenda, and notifications for this project may be found on OregonBuys at oregonbuys.gov. Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

oregonbuys.gov

1.4.2. Reservation of District Rights

The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;

• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a

Proposal to the extent allowed pursuant to OAR 137-047-0470;

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047-

0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and

• Extend any contracts that result from the RFP without an additional competitive procurement process to the extent allowed under OAR 137-047-0800.

The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs.

1.5. Single Point of Contact

All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the

Invitation to Submit.

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation

Protests

1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the

RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR

137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

o Request for Clarification / Change / Protest o RFP Number o Project Name

• Requests for modification must be received by the Contract Administrator prior to the protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum.

1.6.2. Requests for Clarification / Questions

Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract

Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2.

1.6.3. Protests of RFP

Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the

Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative

• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit by the protest deadline specified in Section 1.2.

The District shall not consider solicitation protests that do not meet the requirements of this

Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730.

1.6.4. Protest of Addenda

Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s nest business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum.

1.7. Submission of Proposals

Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed

Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to

Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP.

1.7.1. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the

Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to

Submit.

1.8. Opening of Proposals

Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers.

1.8.1. Inspection of Proposals

Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a

Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the

Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information.

Section 2. Scope of Work

Proposals shall be based on the attached Scope of Work (see section Section 5 - Attachments).

Section 3. Proposal Requirements

Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered.

3.1. Administrative Proposal Requirements

Proposals shall be physically submitted via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit. Proposals may not be submitted via email, fax, file transfer, or any other electronic means.

3.2. Technical Proposal Requirements

The Proposal shall describe how the Proposer meets each of the technical requirements described in

Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3.

3.2.1. Insurance Coverage

• Proposer must provide a statement that Proposer currently has, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements detailed in the attached Sample Contract.

3.2.2. References

• Proposer must provide at least three references from contracts of similar scope to that described in this RFP.

• Proposers shall provide the following information for each reference:

o Organization name o Contact person (first and last name) o Contact phone number o Contact email address o Duration of contract(s) o Dollar value of contract(s) o Project location o Type of project o Method(s) utilized

3.2.3. Equipment

• Proposers shall provide a list of all hand tools, all vehicles (including make and model), and all mechanical equipment, whether owned, rented, or will be purchased for this project.

• The quantities and quality of appropriate tools, equipment, and vehicles proposed for this project will be evaluated by the District.

3.2.4. Key Staff and Personnel

• Proposers shall detail the key staff proposed for Contract Management and on-site supervision of this project. Proposers shall include relevant details on key staff experience and qualifications.

• Proposers shall provide the number of full-time and part-time staff that will be assigned to work on this project.

• Proposed key staff qualifications, as well as adequate quantities of other personnel are vital to successful project completion and will be evaluated by the District.

3.2.5. Pricing

• Proposers shall provide a Price Proposal along with their Proposal detailing all non-recurring charges, recurring charges, and all other applicable costs, fees, and expenses. Proposers must provide fixed pricing. The pricing provided in the successful Proposer’s Price Proposal will be incorporated into the awarded contract and may not be changed.

• Price Proposals must address all costs required to provide the products and services described in this RFP. The lowest overall Price Proposal will receive the full points available.

All other Price Proposals will be weighed against the lowest Price Proposal.

3.3. Technical Proposal Scoring

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

SCORING CRITERIA MAXIMUM POINT VALUE

Insurance Coverage Pass/Fail

References Pass/Fail

Equipment 25

Key Staff and Personnel 25

Pricing 50

Total Points Possible 100

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2, Evaluation of Minimum Requirements (Pass / Fail)

• Section 3.3, Evaluation of Technical Proposal (Scored)

• Section 3.4, Evaluation of Presentations, Demonstrations and Interviews, if held (Scored)

• Section 3.5, Ranking of proposals

4.1.2. Evaluation Committee

The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal.

4.1.3. Disqualification

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal.

4.2. Evaluation of Minimum Requirements (Pass / Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation.

4.3. Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. Price Proposals will not be scored until after the evaluation committee has scored all other evaluation criteria.

The evaluation committee may request additional clarification from any Proposer for any portion of the

Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours

(Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted, however, and clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score.

4.3.1. References

See Section 3.2 for reference requirements.

The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3.

The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2.

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

4.4.1. The evaluation committee may elect to interview one or more Proposers, based on the evaluation committee’s identification of those Proposers who have a reasonable chance of being selected as the most advantageous Proposer, if the evaluation committee considers it necessary or desirable. If interviews are held, the evaluation committee will determine the number of Proposers to invite according to whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive or have a reasonable chance of being determined the most advantageous Proposer. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the Proposal.

4.4.2. The District will provide written notice to all Proposers identifying those Proposers selected for interview. Proposers not selected for interview may protest the evaluation and determination of the interview pool in accordance with OAR 137-047-0720.

4.4.3. Based upon Proposal scoring, as modified by the interview, Proposers will be given final ranking by the evaluation committee which will be used to determine contract award.

4.4.4. If deemed advisable by the District, the District may send details regarding the format and scope of the interviews to those Proposers invited to interview.

4.4.5. Proposers will bear all costs for attending the interviews and preparing any presentation materials.

4.5. Ranking of Proposals

The evaluation committee shall add the interview score for each interviewed Proposer to the evaluation score for the initial evaluation of that Proposer’s Proposal in order to determine the total score and ranking of each Proposal.

4.6. Award Notification and Process

If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The

District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the

District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the

RFP pursuant to ORS 279B.100.

The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work.

4.7. Protest of Award

If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the

District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740.

Section 5. Attachments

• Attachment A – Scope of Work

• Attachment B – Sealed Proposal Label

• Attachment C – Proposer Information Sheet

• Attachment D – Price Proposal

• Attachment E – Proposal Form

• Attachemnt F – Project Map

• Attachment G – Travel Map

• Attachment H – Sample Contract

Section 6. Proposal Submission Checklist

All attachments and Proposal content requirements specified in this RFP must be included in Proposals.

The following Proposal content and attachments are required to be returned with the Proposal:

Detailed Proposal Content Requirements as specified in Section 3.2

Section 3.2.1 – Statement of Insurance Coverage

Section 3.2.2 – References

Section 3.2.3 – Equipment

Section 3.2.4 – Key Staff and Personnel

Section 3.2.6 – Pricing

Attachment C – Proposer Information Sheet

Attachment D – Price Proposal

Attachment E – Proposal Form

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for

Proposers convenience and is not required.

Attachment B – Sealed Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work.

Attachment A – Scope of Work

Attachment F – Project Map

Attachment G – Travel Map

Attachment H – Sample Contract

This checklist is provided for the Proposer’s convenience in assembling your Proposal and is not required to be returned with the Proposal.

SCOPE OF WORK

1.1 Scope of Work

(a) Slashing, hand pile/cover, and crown closure of material to be hand severed, piled, and covered is estimated to be between 30 to 40 percent total cover. Slope is between 30 and 45 percent.

(b) Contractor shall provide all tools, equipment, apparatus, facilities, labor, material, water, heat, utilities, transportation, and other incidentals and services necessary for proper execution and completion of this Scope of Work.

(c) The District will provide paper/plastic for covering the piles.

1.2 Specifications

For all 62 treatment acres, trees are the target to be slashed.

(a) Slashing: Contractor shall

(1) thin, limb, and pile all Douglas Fir, Lodgepole, Western Juniper, and Ponderosa Pine trees eight-inches diameter-at-breast height and less (for purposes of this project, “DBH”, to be defined as the tree trunk diameter measured at four and a half feet from the ground);

(2) completely sever all trees to be thinned or removed; remaining stumps shall be cut to within six-inches from the ground on the uphill side; all live limbs shall be removed from remaining stumps;

(3) lay all cut trees on the contour of the slope.; all limbs shall be removed from the main stem and piled;

(4) slash and cut to four-foot lengths or less and pile all portions of thinned trees less than six-inches diameter and live limbs from pruned trees;

(5) pile all cut material greater than two-feet in length; in the event excessive material is found to be bucked into lengths less than two-feet, all slash shall be piled;

(6) not leave thinned trees and pruned branches hanging within remaining live trees;

(7) not fell trees and pruned branches into flagged archeological sites (flags will be installed by the District); all piles shall be kept a minimum of 20-feet from any flagged archeological site and 40-feet from any obvious wooden remains;

(8) not cut down any dead and partially dead trees (i.e. snags), however, dead, and partially dead trees may be limbed;

(9) retain all Aspen.

(b) Hand pile locations:

(1) Contractor shall ensure piles are:

(A) a minimum of 15-feet apart and evenly dispersed throughout the project area as much as practical;

(B) a minimum of 15-feet from the bowl of any live trees;

(C) 30-feet from any streambank (distance from a streambank shall be measured starting at the outer edge of riparian vegetation);

(D) a minimum of 25-feet directly downslope, or to the side, of the bowl of any live tree, where terrain is steep.

(2) Contractor shall ensure piles are not:

(A) made on top of, or next to, stumps or large down logs;

(B) made in roads, drainage ditches, meadows, or within channel bottoms without the District’s prior approval.

(3) It may be necessary for Contractor to drag slash further than 20 to 30 feet so that all piles meet the minimum pile size and location specifications as defined in this section 1.2(b).

(4) In the event conditions make it impractical to locate piles so that damage to the remaining live trees cannot be avoided, Contractor shall clear a space to pile material.

(c) Hand pile construction:

(1) Contractor shall ensure piles:

(A) are between a minimum of five-feet and ten-feet in height (measured from the uphill side), and six feet in diameter;

(B) contain a core of kindling placed on the downhill side which consists of not less than two-cubic-feet of fine material (fine material shall not exceed three-fourths-inches in diameter);

(C) contain waterproof paper/plastic approximately three-feet above the core of kindling and clearly visible from the downhill side (paper or plastic will be provided by the District); for paper that is only waxed on side, the waxed side shall face up;

(D) are compact; compaction of the piles shall be done by aligning the material as much as possible and placing heavier material on top; compaction shall be considered satisfactory if the pile size, after seven-days after construction, meets or exceeds the minimum pile size specification detailed in section 1.2(c)(1)(A);

(E) contain all material within the general contour of the pile; any material extending more than 18-inches beyond the general perimeter of the pile shall be trimmed and placed back into the pile;

(F) are constructed in a manner that prevents material from rolling downhill during burning.

(d) Any pile not meeting the specifications of this section 1.2 shall be re-piled and/or moved by the Contractor and its sole cost and expense (the District shall determine if piles meet the specifications of this section 1.2 in its sole discretion).

1.3 Location of Project Areas

The work shall be performed within Shevlin Park, Bend, OR as generally conveyed in the Project

Map (see RFP Section 5), as directed by the District’s Project Manager.

1.4 Project Boundary Marking

The treatment boundary is identifiable by flagging (flags will be installed by the District). Private land is adjacent in two areas of the boundary. This will be flagged with special attention to ensure treatments do not occur on private property. Avoidance areas will be clearly marked and discussed with the Contractor prior to implementation.

1.5 Access

Legal public access or granted private access to the project area will be identified on the map provided by the District prior to the Contractor starting the implementation phase. Contractor shall assume responsibility for any additional access if needed. In the event the District becomes aware of any particular access issues, the District will notify Contractor as soon as reasonably possible and issue stop work order(s) as needed until the access issue can be remedied or alternative access can be obtained. In the event Contractor becomes aware of any particular access issues, Contractor shall notify the District as soon as reasonably possible, stop work until directed by the District, and secure the area from public access as needed.

1.6 Notification of Work

(a) Contractor shall notify the District not less than three-days prior to starting work operations.

(b) Contractor shall notify the District whenever Contractor intends to cease work operations for one or more days, along with such notification, Contractor shall state when Contractor intends to resume work operations.

1.7 Personnel and Equipment Requirements

(a) Contractor shall maintain an adequate workforce at all times to ensure timely completion of the Work.

(b) Contractor is solely responsible to ensure its workforce is aware of and understands the requirements of the contract.

(c) Contractor through its workforce is solely responsible for maintaining a safe working environment in accordance with the standards and requirements of the Oregon Occupational Safety and Health Administration (“Oregon OSHA”).

(d) Contractor shall attend all pre-work meetings and provide to the District a written performance plan which includes the size of its workforce assigned to this project.

1.8 Contractor Representatives

(a) Contractor shall designate not less than two English-speaking representatives to serve as on-the-ground points of contact for the District, and to oversee and direct the work (each a “Foreman” and, collectively, the “Foremen”). Contractor shall ensure at least one Foreman is on-site at all times work is being performed.

(b) Contractor’s failure to maintain Foremen in accordance with this section 1.8 may result in suspension of work until Foremen acceptable to the District, in the District’s sole discretion, are provided (the District may issue stop work order(s) for Contractor’s failure to maintain Foremen in its sole discretion).

(1) In the event of Contractor’s failure to maintain Foremen, Contractor shall produce qualified Foremen in accordance with this section 1.8 within five business days. If, after five business days, Contractor is unable to produce qualified Foremen acceptable to the District, the District may, in its sole direction, terminate the contract immediately upon written notice to the Contractor.

(c) Contractor shall notify the District’s Project Manager of any changes to its Foremen or their contact information immediately.

1.9 Protection of Improvements

(a) Contractor shall not, and the District may direct Contractor that it shall not, operate vehicles or other equipment on roadways within District property, or other access areas, when ground or weather conditions cause, or lead to, loss of traction or rutting. Such conditions usually develop where frozen ground is thawing, when snow is melting, and during or immediately following rainstorms.

(1) Contractor shall reduce ground disturbance during such adverse conditions as described in section 1.9(a) by tracking over an area only once and avoiding sharp tight turns.

(2) Contractor shall rehabilitate any ground disturbance caused by its work under this project, such rehabilitation shall be completed to the District’s satisfaction.

1.10 Inspection and Acceptance

The District’s Project Manager will make periodic visual inspections of the work. Inspection will consist of documentation of the treated areas. The District’s acceptance will be based upon 90% compliance with the specifications of this Scope of Work.

1.11 Special Provisions

(a) The Contractor shall conduct all work under this project in accordance with the Oregon Forest Practices Act (“FPA”).

(b) Primarily for the purposes of fire prevention and control, the Contractor shall comply with the following provisions during closed fire season, periods of extreme fire danger, or as required by the District in its sole discretion:

(1) Any person operating or fueling a portable power saw within the project area shall have the following immediately available for the prevention and suppression of fire within 50-feet: (1) a fully charged and operable fire extinguisher with a minimum capacity of eight-ounces; and (2) a size 0 or larger shovel.

(A) Fueling of a power saw shall be done in an area which has been cleared of all flammable material.

(B) Power saws shall be moved not less than 20-feet from the place of fueling before the engine is started.

(2) All portable power saws shall be equipped with properly installed, maintained, and effectively working spark arresters in accordance with the FPA.

(c) The Contractor shall comply with the following watershed protection measures, as well as those set forth by all applicable federal, state, and local laws, rules, regulations and ordinance, and authorities having jurisdiction:

(1) Contractor shall take every precaution not to pollute or obstruct any stream, lake, or reservoir on or near the project area in connection with this contract. In the event Contractor’s operations cause pollution or obstruction of any stream, lake, or reservoir on or near the project area, Contractor shall immediately notify the District’s Project Manager, and will correct the condition to the District’s satisfaction.

(d) The Contractor shall not excavate, remove, damage, alter, or deface any cultural resources protected under the Archeological Resources Protection Act of 1979 (“ARPA”).

(1) Currently, no cultural resources protected under ARPA are known by the District to occur within the project area. Known cultural resources flagged by the District shall be avoided by the Contractor.

(2) Contractor shall immediately notify the District if any obvious or suspected cultural resources are found that are not flagged, and shall cease all work under this project until the District has notified the Contractor to resume work.

(3) Any unauthorized collection of archeological materials is also subject to civil penalties under ARPA.

1.12 Highest Standards

In addition to the minimum required specifications, pursuant to ORS 279B.060 (2)(c), the

Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract.

ATTACHMENT B

SEALED PROPOSAL LABEL

Please attach the above label to the outside of your sealed Proposal.

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JUSTIN SWEET

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSALS MUST BE RECEIVED NO LATER THAN:

September 13, 2022, 2:00 PM PACIFIC TIME

FOR: SHEVLIN PARK FUELS MANAGEMENT SERVICES

PROPOSER NAME:

ATTACHMENT C

PROPOSER INFORMATION SHEET

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result:

NAME: TITLE:

Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: .

Proposer currently has, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements of the attached Sample Contract, (check one) yes ☐ / no ☐.

1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract.

2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any.

3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this

Solicitation.

4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS

279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no.

☐Yes ☐No Does your Firm have more than 50 employees?

☐Yes ☐No Does your Firm have a formal equal employment opportunity program?

6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial

Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District.

a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates.

8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential Proposer.

9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award.

10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary

Proposal.

11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of

Oregon at the time of the award.

13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation.

14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its

Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this

Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of Proposer.

16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate. Failure to provide information required by this Solicitation may ultimately result in rejection of the

Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

Email Phone

ATTACHMENT D

PRICE PROPOSAL

Having become completely familiar with the local conditions and legal requirements affecting the cost of the work at the place where the work is to be executed, having carefully examined the work site and site conditions as they currently exist, and having carefully examined the requirements of this RFP, together with any addenda issued under this RFP, the undersigned authorized representative hereby proposes and agrees to provide all labor, materials, equipment, transportation, supervision, and other facilities and services necessary and/or required to execute all of the work described in this RFP for the lump sum consideration and unit price amounts stated below. The Proposer further agrees that lump sum, and any unit price amounts, represent a true measure of the labor and materials required to perform the work, including all allowance for overhead and profit.

TOTAL PROPOSED PRICE: $

Proposed Price (written in words):

DESCRIPTION

QUANTITY

(ESTIMATED)

UNIT UNIT COST TOTAL COST

Slashing, hand pile/cover

62 ACRE $ $

ATTACHMENT E

PROPOSAL FORM

PERSONNEL

CONTRACT MANAGER: Include the Contract Manager assigned to this project, along with a brief (no more than one-page) resume providing relevant details on their experience and qualifications.

First and Last Name Phone Number

ONSITE SUPERINTENDENT (FOREMEN): Include the two Foremen assigned to this project, along with brief (no more than one-page) resumes providing relevant details on their experience and qualifications.

FULL-TIME STAFF: Provide the number of full-time staff to be assigned to this project:

PART-TIME STAFF: Provide the number of part-time staff to be assigned to this project:

EQUIPMENT

☐ Attach a list of all Proposer-owned hand tools to be used on this project.

☐ Attach a list of all hand tools to be used on this project which will be rented or purchased by Proposer.

☐ Attach a list of all vehicles, including year, make, and model, to be used on this project.

☐ Attach a list of all mechanical equipment to be used on this project.

REFERENCES

ORGANIZATION NAME:

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

PROJECT LOCATION: TYPE OF PROJECT:

METHOD(S) UTILIZED:

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

CONTACT NAME (first and last):

CONTACT PHONE NUMBER: CONTACT EMAIL:

CONTRACT DURATION: CONTRACT VALUE ($):

STAG

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LOOKOUT

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SHEVLIN PARK

HILTON

BULL SPRINGS

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SARGENT

MORRIS

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Source: Esri, Maxar, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AeroGRID, IGN, and the GIS User Community

Shevlin Park North Fuel Reduction Project

Legend Fuels_Treatment_Units_cut_pile_FY22 Fuels_Treatment_Units

Existing_User_Trails Trail_Type

Existing Road Old Roadbed Single Track Two Track Skyline Ranch BPRD_Parks

±0 0.50.25 Miles

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GLEN VISTA RD

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NW LEMHI PASS DR

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NW ARCHIE BRIGGS RD

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MCCLELLA…