RFQ 24-00023 OBS Forest Health Thinning 9.3.pdf

RFQ 24-00023 pg. 1

STATE OF WASHINGTON

DEPARTMENT OF FISH & WILDLIFE

REQUEST FOR QUOTATIONS (RFQ)

RFQ # 24-00023

PROJECT TITLE: Observatory Forest Health Thinning

RFQ RELEASE DATE: September 3, 2024

Pre-Bid Conference: September 24, 2024, from 11am-12pm PST

QUESTIONS REGARDING RFQ DUE: Wednesday October 9, 2024, By 4:30 PM

WDFW RESPONSE DATE FOR QUESTIONS: Monday October 13, 2024

QUOTATION DUE DATE: October 18, 2024, By 4:30 PM

APPARENT SUCCESSFUL BIDDER ANNOUNCED on or About: October 21, 2024

EXPECTED TIME PERIOD FOR CONTRACT: October 29, 2024, to November 30, 2025

CONTRACTOR ELIGIBILITY: This procurement is open to those contractors who are pre-qualified and listed on the Department of Natural Resources’ (WDNR) Eligible Harvester Pool and meet the minimum qualifications in Section 2 of this RFQ. Potential bidders, not on the WDNR list, may also submit a bid but must include additional documentation listed under 1.06 RFQ Definitions and meet the minimum qualifications in Section 2 of this RFQ.

RFQ 24-00023 pg. 2

TABLE OF CONTENTS

SECTION 1 INTRODUCTION

SECTION 2 GENERAL INFORMATON FOR HARVESTERS

SECTION 3 PROJECT SCOPE OF WORK

SECTION 4 QUOTATION EVALUATION

SECTION 5 RFQ EXHIBITS

Exhibit A: Certifications and Assurances

Exhibit B: Bidder Profile

Exhibit C: Timber Sale Maps

Exhibit D: Sample Harvesting Services Contract

Exhibit E: Road Summary

Exhibit F: Road Plan

Exhibit G: Access Road Revolving Fund (ARRF) Equipment Rates

Exhibit H: Harvesting Services Contract Bid Form

Exhibit I: Harvesting Services Contract Road Cost Bid Form

RFQ 24-00023 pg. 3

SECTION 1 INTRODUCTION

1.01 Project Summary

The Washington State Department of Fish & Wildlife, (WDFW) solicits Quotations from firms interested in participating on a project described below and the Harvesting Services Contract (Exhibit D). The selected harvester will be expected to access, cut, yard, load, and haul logs from the Observatory Forest Health Timber Sale to specified delivery points.

1.02 Purpose and Background

This Request for Quotations seeks responses from harvesters, logging firms, operators of logging equipment or any firms, businesses or individuals who have been pre-qualified for DNR’s harvester bidding pool and are interested in contract harvesting and delivering to designated purchasers approximately 13,366 TONS of timber in 4 unit(s) for the Washington Department of Fish and Wildlife on the Wenas Wildlife Area in Kittitas County, Washington.

The Observatory Forest Health thinning Project is located approximately 21 miles Southeast of Ellensburg, WA. It is part of the WDFW Wenas Wildlife Area in Kittitas County, The units are located in part of Sections 15, 21, 22, and 23 of Township 17 North, Range 17 East W.M. See attached project maps for detailed views).

1.03 Minimum Qualifications

Eligible Bidders must be licensed to do business in the State of Washington; must demonstrate that they are capable of performing the work and meet the requirements outlined in the Harvesting Services

Contract (Exhibit D), Road Summary (Exhibit E), and Road Plan (Exhibit F); and have been pre-qualified and are currently on the WDNR Eligible Harvesters Pool List.

Bidders must submit a bid for the Harvesting Services Contract along with a Statement of Available

Resources and Work Plan and any other materials listed as “required” in section 2.06 of the RFQ.

WDFW contract management staff will review Bidders’ submissions and determine whether they are responsive to the procedural instructions in this RFQ. Non-responsive Quotations will be eliminated from further consideration.

1.04 Contract Term

The period of performance of the Harvesting Service Contract resulting from this Request for Quotations (RFQ) and subsequent bidding process is tentatively scheduled for October 29th, 2024, through November 30th, 2025, with log deliveries expected to be completed between May 1st, 2025, and October 30th, 2025. Any amendments extending the period of performance shall be at the sole discretion of

WDFW.

Contract may be Amended to compensate for costs not anticipated at the time of this RFQ.

Please review the contract draft to ensure there are no other terms or conditions that may need to be negotiated and include a note in your response, so we are aware. Please list the specific detail of the

RFQ 24-00023 pg. 4 language you may want to have negotiated.

1.05 Payment for Work

WDFW shall make payments to the Contractor for services required and approved including log hauling and roadwork calculated according to the terms in the Harvesting Services Contract. The Contractor is responsible for independently negotiating, procuring and paying for all subcontractor services provided.

Depending on the project bid structure defined in section 2.08 of this RFQ, payment will be calculated using:

▪ The Contractor’s On Board Truck (OBT) bid rate per Ton for logs harvested and delivered for sort(s) 1 through 3 delivered from WDFW Units 1 through 4.

▪ Payments to the Contractor for hauling services for sorts 1-3 from all units shall be based upon the tons delivered multiplied by: a base rate, ‘A’ and ‘C’ mile rates, a fuel index factor and the Contractor’s hauling bid factor using the following formula:

Hauling Services Payment Rate per Ton

= (Base Rate + Mileage Rate) x (Contractor’s hauling bid factor)

Base Rate = $2.35

(based on multiple truck operation fixed cost/ton within ‘Report to the Washington State

Legislature, The Washington Log Trucking Industry: Costs and Safety Analysis, August 2008’)

Mileage Rate = (($0.16 x C miles) + ($0.11 x A miles)) x (Fuel Index Factor)

The Fuel Index Factor will be adjusted quarterly by the State based upon the U.S. Energy

Information Administration’s Weekly Retail On-Highway Diesel prices for the West Coast region posted at https://www.eia.gov/petroleum/gasdiesel/ using the following formula;

Q(x) - Q(base)

Fuel Index Factor = 1 + Q(base)

Where; Q(base) = Average fuel price for quarter preceding harvesting services contract bid opening.

Q(x) = Average fuel price for quarter preceding log deliveries.

The fuel index factor will be calculated each;

January and apply to loads delivered between January 1 and March 31, April and apply to loads delivered between April 1 and June 30, July and apply to loads delivered between July 1 and September 30, October and apply to loads delivered between October 1 and December 31.

Hauling Rate Example for each sort dependent upon total mileage to purchaser using contractor’s haul bid factor:

https://www.eia.gov/petroleum/gasdiesel/

RFQ 24-00023 pg. 5

Base Rate = $2.35

C miles = 10

A miles = 100

Fuel Index Factor = 1.000

Mileage Rate = (($0.16 x 10) + ($0.11 x 100)) x (1.000) = $12.60

Contractor’s hauling bid factor = 1.100

Hauling Services Payment Rate per Ton for each sort dependent upon total mileage to purchaser using contractor’s haul bid factor:

= (Base Rate + Mileage Rate) x (Contractor’s hauling bid factor)

= ($2.35 + $12.60) x 1.100

= $16.45

For sorts bid on an MBF basis tonnage will be calculated using the State’s conversion rate unless actual tonnage is available and approved for use. For tonnage based sorts, actual tonnage shall apply.

▪ With prior approval by the State and toll/ferry receipt provided, reimbursement of toll/ferry costs incurred for transporting logs.

▪ Payment amounts for fixed-rate road construction elements are based upon the rates established by the State and listed in the Harvesting Services Contract. When applicable, payment amounts for biddable road construction elements will be in accordance with the rates listed in Contractor’s road cost proposal provided as an attachment to the official bid form.

1.06 RFQ Definitions

Definitions of terms used in this Request for Quotations:

Contractor – Individual or company selected to harvest and haul logs for WDFW. Contractor may also be required to perform roadwork or other services as required in the Harvesting Services Contract and Road Plan.

WDFW - The State of Washington, Department of Fish and Wildlife.

WDNR - The State of Washington, Department of Natural Resources.

Eligible Bidder – harvesting company, logging firms, operators of logging equipment, or any firms, business or individuals that have been pre-qualified and are currently on Washington Department of

Natural Resources’ (WDNR) Eligible Harvesters Pool List.

Potential bidders not on the DNR approved eligible bidders list may submit a bid if they provide references, a list of at least 3 similar projects, successfully completed, in the last 3 years and any additional information that demonstrates the contractor’s ability to fulfill all contractual obligations.

WDFW reserves the right to determine if contractors not on the DNR’s approved eligible bidders list are qualified to bid on this project.

RFQ 24-00023 pg. 6

Harvesting Services Contract – The agreement between WDFW and a Contractor that defines the work to be done by the Contractor. The Contractor and WDFW sign this contract after the timber sale auction where the Purchasers of the log sorts has been determined.

Purchaser – Person or company that has purchased logs to be delivered by the contractor of a contract harvest sale. A Contract Harvesting sale usually has numerous Purchasers.

Quotation – Official bid form submitted by eligible Bidders. A complete Quotation consist of the bid rate for delivered logs, the bid rates for hauling services, and a completed Statement of Available

Resources and Work Plan. See Section 2.08 for the Quotation format.

Request for Quotations (RFQ) – This formal procurement process used to solicit bids from pre-qualified firms for the right to perform the work defined in this RFQ.

RFQ Coordinator – WDFW employee who oversees the contractor selection process and serves as the main point of contact between the WDFW and eligible bidders.

Subcontractor – Individual or company employed by the Contractor to perform a portion, or all of the services required by the Harvesting Services Contract. The Contractor is responsible for independently negotiating, procuring and paying for any subcontracted services rendered.

SECTION 2 GENERAL INFORMATION FOR ELIGIBLE BIDDERS

2.01 RFQ Coordinator

The RFQ Coordinator is the sole point of contact at WDFW for this procurement. Any other communication will be considered unofficial and non-binding on WDFW. Bidders are to rely on written statements issued by the RFQ Coordinator. Communication directed to parties other than the RFQ Coordinator may result in disqualification of the bidder.

2.02 Estimated Project Schedule

Pre-Work Meeting: October 28, 2024.

Start Work: October 29th, 2024.

*Tentative start date.

Pre-Haul Road Maintenance: All pre-haul maintenance, re-construction and new construction for each unit must be completed prior to haul unless otherwise approved in writing by the WDFW Contract

Administrator.

RFQ Coordinator: Deanna Luque

Phone: 360-902-8358

Email: Deanna.Luque@dfw.wa.gov mailto:Deanna.Luque@dfw.wa.gov

RFQ 24-00023 pg. 7

Harvest Expectations: Eligible bidders are expected to prepare a Quotation that will achieve the goal of having all log deliveries completed between May 1st, 2025, and October 15th, 2025, and all contractual obligations, including road abandonment, completed by November 30th, 2025.

Road Abandonment: Prior to the Harvesting Services Contract termination date of November 30th, 2025, all roads identified in the road plan and road summary narrative for abandonment shall be abandoned as per Forest Practice Abandonment Standards. This includes all required roads and all optional roads deemed necessary by the Contractor. The WDFW Contract Administrator and the WDFW

Forest Practices Forester must approve all road abandonment work before removing equipment from the site. A contract extension for final roadwork, including road abandonment, will be considered if roadwork cannot be completed in a satisfactory manner on or before November 30th, 2025.

2.03 Pre-Bid Field Tour:

If bidders have a desire to tour the WDFW project area before bids are submitted, please contact:

• Isaac Nequette, WDFW Statewide Forester, at +1 (360) 628-7179 or isaac.nequette@dfw.wa.gov

• Rod Pfeifle, WDFW Statewide Forester, at (509) 201-2566 or rod.pfeifle@dfw.wa.gov

2.04 Eligible Bidder’s Questions:

There will be an opportunity for bidders to ask questions about the RFQ before submitting their bid.

Questions must be submitted by email to the RFQ Coordinator at Deanna.Luque@dfw.wa.gov no later than Wednesday October 9, 2024, by 4:30 PM. WDFW will reply to questions on Monday October 14, 2024, by 4:30 PM. Only responses received in writing from the RFQ Coordinator will be considered official and binding.

Pre-bid Conference and Vendor Questions: Bidders wishing to submit a proposal for this procurement may attend an optional Pre-Bid Conference on Tuesday September 24, 2024, from 11 A.M. to 12 P.M., local Olympia WA time. This conference will be held virtually via a Microsoft Teams meeting; the link to this meeting is below:

Join the meeting now Meeting ID: 217 234 423 081

Passcode: f5jchc

Dial in by phone

+1 564-999-2000,,42766719# United States, Olympia

(564) 999-2000,,42766719# United States (Toll-free)

Find a local number

Phone conference ID: 427 667 19# mailto:Deanna.Luque@dfw.wa.gov tel:+15649992000,,42766719 tel:5649992000,,42766719 https://dialin.teams.microsoft.com/811a9140-4f87-4b3b-b4e5-c0df12d33f3f?id=42766719

RFQ 24-00023 pg. 8

2.05 Washington’s Electronic Business Solution (WEBS).

This RFQ and all amendments and answers to questions about the RFQ will be published through the Washington Electronic Business Solution (WEBS) system. All bidders must register with WEBS at www.des.wa.gov and maintain an accurate bidder profile. Bidders are also responsible for downloading this RFQ and all other documents related to the RFQ, including amendments.

Notification of amendments to the RFQ will be provided only to those bidders who have registered with

WEBS and have downloaded the RFQ from WEBS. Failure to do so may result in a bidder having incomplete, inaccurate, or otherwise inadequate information about the project and proposal requirements.

Note: Persons with disabilities who are unable to utilize the WEBS system and/or need to receive the

RFQ and related information in an alternative format should contact the RFQ Coordinator, whose contact information appears in Section 2.01.

2.06 Delivery of Quotations:

Bidders must send a completed Quotation to the RFQ Coordinator at the email address or mailing address listed in Section 2.01. Please reference RFQ #24-00023 in the subject line of the e-mail.

The Quotation must be received by the RFQ Coordinator no later than 4:30 PM on Friday, October 18, 2024. Late Quotations will not be accepted. WDFW assumes no responsibility for delay in transmission of Quotations. WDFW will use the “time stamp” on emails as the official time of receipt for email.

2.07 Proprietary Information/Public Disclosure:

Quotations are considered public records as defined in chapter 42.56 RCW. In the event a Contactor desires to claim portions of its Quotation proprietary and exempt from public disclosure, it must clearly identify those portions. Each page of the Quotation claimed to be exempt must be clearly identified as “proprietary information.” If a public records request is made for the information that the consultant has marked as “proprietary information, “the Bidder may seek to obtain a court order from a court of competent jurisdiction enjoining disclosure pursuant to chapter 42.56 RCW, or other state or federal law that provides for nondisclosure. The successful Contractor’s Quotation will become part of the Harvesting Services Contract that is subject to public disclosure.

WDFW will charge for copying and shipping as permitted by RCW 42.56.120. No fee shall be charged for inspection of contract files. Twenty-four (24) hours’ notice to the RFQ Coordinator is required. All requests for information should be directed to the RFQ Coordinator.

2.08 Harvesting Services Contract Quotation Format

The following bid elements are required for a responsible bid:

http://www.des.wa.gov/

RFQ 24-00023 pg. 9

2.9 Revisions to the RFQ

WDFW reserves the right to revise the RFQ and/or to issue addenda to the RFQ. The published vendor questions, and WDFW answers shall be an amendment to the RFQ.

WDFW also reserves the right to cancel or to reissue the RFQ, in whole or in part, prior to execution of a

Harvesting Services Contract. If WDFW finds it necessary to revise any part of the RFQ an amendment will be made available through WEBS.

2.10 Most Favorable Terms:

WDFW reserves the right to determine the Apparent Successful Bidder without further discussion of the

Quotation submitted. Therefore, the Quotation should be submitted initially on the most favorable terms which the Eligible Bidder can propose. There will be no best and final offer procedure. WDFW reserves the right to contact an Eligible Bidder for clarification of a Quotation.

2.11 Cost to Propose

WDFW will not be liable for any costs that the Eligible Bidder incurs in preparing a Quotation related to this RFQ or any other activities related to responding to the RFQ.

SECTION 3 PROJECT SCOPE OF WORK

3.01 Project Scope of Work.

The Project Scope of Work is defined in the Harvesting Services Contract (Exhibit D), Road Summary

(Exhibit E), Road Plan (Exhibit F), Timber Sale Map (Exhibit C) and ARRF Rates (Exhibit G).

3.02 SPECIAL REQUIREMENTS

N/A

Exhibit A Certifications and Assurances Required

Exhibit B Bidder Profile Required

Exhibit H Harvesting Services Bid Form, including:

Required OBT harvesting rate per Ton for Sorts 1-3

Haul bid factor (formatted to 3 decimals i.e. #. ###)

Statement of Available Resources and Work Plan

Exhibit I Harvesting Services Contract Road Cost Bid Form Required

RFQ 24-00023 pg. 10

SECTION 4 QUOTATION EVALUATION

4.01 Evaluation Team

WDFW will designate an evaluation team to evaluate Quotations. The evaluation team will evaluate

Quotations according to the requirements outlined in this RFQ and any amendments issued.

4.02. Administrative Requirements

The RFQ Coordinator will review all Quotations to determine compliance with administrative requirements and instructions specified in the RFQ. Only Quotations meeting the minimum requirements will be forwarded to the evaluation team for further review.

4.03 Responsibleness

When evaluating the Quotations, the evaluation team will consider the bidder’s responsibleness. An

Eligible Bidder is responsible if it:

• Has adequate financial resources to perform the Harvesting Services Contract, or the ability to obtain them.

• Is able to comply with the required delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments.

• Has a satisfactory performance record. An Eligible Bidder shall not be determined responsible, or non-responsible, solely based on a lack of relevant performance history, unless the WDFW determines special standards are appropriate. A Bidder that is, or recently has been, seriously deficient in contract performance shall be presumed to be non-responsible, unless WDFW determines that the circumstance were properly beyond the Bidder’s control, or that the Eligible

Bidder has taken appropriate corrective action. Past failure to apply sufficient tenacity and perseverance to perform acceptably is strong evidence of non-responsibility. Failure to meet the quality requirements of the Harvesting Services Contract is a significant factor to consider in determining satisfactory performance. WDFW shall consider the number of contracts involved and the extent of deficient performance in each contract when making this determination.

• Special standards properly identified in this solicitation will apply to all Contractors and their subcontractors.

4.04 Signatures

Quotations must be signed and dated by a person authorized to bring the Bidder to a contractual arrangement, e.g. the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship.

4.05 Failure to Comply

If the Bidder fails to comply with any requirement of the RFQ, WDFW will reject the Quotation.

RFQ 24-00023 pg. 11

4.06 Rejecting Quotations

WDFW reserves the right at its sole discretion to reject all Quotations received without penalty and not to issue a contract from this RFQ. WDFW also reserves the right at its sole discretion to waive minor administrative irregularities contained in any Quotation.

4.07 Information Used for Evaluation

The evaluation will include the Bidder’s references, previous WDFW and WDNR performance evaluations, the ability to meet any specials standards, and their Quotation including their “Statement of

Available Resources and Work Plan”. The objective is meant to identify a Contractor best qualified to meet the requirements of this RFQ and available for providing the services as needed by WDFW.

4.08 Lowest Responsible Bidder

Award of the Harvesting Services Contract shall be determined by 70% bid price and 30% experience. In determining the lowest responsible bidder, in addition to price, the following may be considered:

a. The ability, capacity, and skill of the bidder to perform the Harvesting Services Contract

b. The character, integrity, reputation, judgement, experience, and efficiency of the bidder

c. Whether the bidder can perform the Harvesting Services Contract within the time specified

d. The quality of performance of previous contracts, and

e. The previous and existing compliance by the bidder with laws relating to the Harvesting Services

Contract or services.

f. WDFW’s determination that a bidder is not qualified shall result in the rejection of the bid submitted.

4.09 Notice of Award

WDFW will notify all bidders via email of the selection of Apparent Successful Bidder via e-mail.

4.10 Harvesting Services Contract Terms

The successful bidder will be required to sign a Harvesting Services Contract that contains general terms and conditions substantially the same as those included with the RFQ Exhibit D.

4.11 Authority to Bind WDFW

Only the Director of WDFW and his/her designated representatives may legally commit WDFW to contracts. The Bidder shall not incur, and WDFW shall not pay, any costs incurred before a contract is fully executed.

4.12 Procurement Complaint Process

Vendors considering submitting a bid or proposal in response to any request for bids, request for qualifications, request for proposals or any solicitation for goods and services under RCW 39.26 may submit complaints regarding a particular solicitation to the WDFW solicitation point of contact. Bidders may submit a complaint on the following for any solicitation:

RFQ 24-00023 pg. 12

• The solicitation unnecessarily restricts competition;

• The solicitation evaluation or scoring process is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a response.

All complaints submitted under this process must:

• Be in writing;

• Be received by the WDFW solicitation point of contact by e-mail not later than five business days before the vendor’s response to a solicitation is required to be submitted to WDFW.

• Clearly articulate the basis for the complaint; and

• Include a proposed remedy.

WDFW will respond to complaints in writing and post the response (and any changes to the solicitation required by the response) on WEBS. The Director will be notified of all complaints and be provided a copy of WDFW's response. Bidders may not appeal the response or raise the same complaint during any protest period.

4.13 Procurement Protest Procedure.

RCW 39.26.170 requires WDFW to have a clear and transparent complaint process that allows bidders to submit protests after the announcement of the apparent successful bidder (ASB). The purpose of this process is to allow WDFW to correct evaluation process errors and problems before a contract is executed. After the announcement of the ASB, the WDFW solicitation point of contact must offer a debriefing conference to any bidder upon request. Bidders must request a debriefing conference within three (3) business days after the ASB is announced. In order to submit a protest for a solicitation:

• The bidder must have submitted a response for that solicitation;

• The bidder must have participated in a debriefing conference for that solicitation;

• The protest must be received by the WDFW solicitation point of contact by e-mail or letter within (5) business days after the bidder’s debriefing conference; and

• The protest must be in writing and clearly articulate the basis for the protest.

Bidders may submit a protest on the following issues for a solicitation:

• A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

• Errors in computing the scores; or

• Non-compliance with procedures described in the procurement document or agency protest process.

The WDFW Chief Financial Officer will act as the Protest Officer for as long as he/she has no involvement in the evaluation and award process; if he/she has such involvement the WDFW Deputy Director will select another neutral party to act as Protest Officer The Protest Officer is responsible for investigating and responding to the protest in writing within 10 business days from receipt of the protest, unless additional time is needed. If additional time is needed the Protest Officer will notify the protesting bidder within 10 business days from receipt of the protest. The Protest Officer’s decision regarding a protest is final.

RFQ 24-00023 pg. 13

SECTION 5 EXHIBITS

Exhibit A: Certifications and Assurances

Exhibit B: Bidder Profile

Exhibit C: Timber Sale Maps

Exhibit D: Harvesting Services Contract

Exhibit E: Road Summary

Exhibit F: Road Plan

Exhibit G: Access Road Revolving Fund (ARRF) Equipment Rates

Exhibit H: Harvesting Services Contract Bid Form

Exhibit I: Harvesting Services Contract Road Cost Bid Form