Schedule A - Professional Services - Planting Oversight.docx

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STATE OF MICHIGAN

Request For Proposal No. 180000000444 Planting Oversight and Logistics

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question, and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The Department of Natural Resources (DNR) has an established contract with a reforestation contractor to hand plant tree seedlings on State Forest land. The reforestation contractor furnishes crews of planters to plant tree seedlings and provides foremen who directly oversee the work crews. In the past, the reforestation contractor used two to three crews for most of the planting season however, has used up to five crews simultaneously to complete this work. Each crew consists of approximately 12 to 24 people.

SCOPE

The Contractor will oversee multiple planting crews, conduct quality control/quality assurance (QC/QA) auditing on work performed by the planting crews, and work with the foremen of each crew to correct deficiencies. The Contractor will provide summary reports to the DNR on the planting work, QC/QA checks, and status updates as the work progresses in each planting season. The Contractor will work with DNR representatives from each District to coordinate work scheduling, delivery of seedlings, and identification of planting sites and access routes.

Planting oversight work will be performed during the spring planting season. Spring planting season is typically April 1 to June 1.

The majority of Lower Peninsula annual planting will be performed for the DNR Forest Resources Division (FRD) on lands in the following counties of Michigan: Emmett, Cheboygan, Presque Isle, Charlevoix, Antrim, Otsego, Montmorency, Alcona, Alpena, Oscoda, Crawford, Kalkaska, Grand Traverse, Leelanau, Benzie, Wexford, Missaukee, Roscommon, Ogemaw, Iosco, Arenac, Gladwin, Clare, Osceola, and Lake. FRD sites are generally 25 to 150 acres in size. Tree seedlings planted for FRD are normally planted at spacing equivalent to 800 to 1,000 seedlings per acre.

The DNR may exercise the option to include the Upper Peninsula tree planting oversight within this contract. The rates for the Upper Peninsula will be advertised separately (see Pricing Matrix). The DNR will notify the successful bidder if the Upper Peninsula will be included in the purchase order by January 1st annually.

Planting work may also be performed for the DNR Wildlife Division (WLD) in the following counties in Michigan: Clare, Roscommon, Ogemaw, Oscoda, Crawford, Kalkaska, Otsego, Montmorency, and Presque Isle. WLD sites are generally 200 to 500 acres in size. Jack pine seedlings planted for WLD are normally planted at spacing equivalent to 1,600 seedlings per acre while following a “weave” pattern designed to replicate fire skips. The result is an average density of 1,200 seedlings per acre when averaged across Kirtland’s Warbler (KW) planting sites.

The DNR reserves the right to award more than one contract for these services. Bidders have the option of bidding on only one peninsula if they choose to do so.

REQUIREMENTS

The Contractor will be expected to:

· Oversee the seedling planting program for the DNR.

· Establish check plots (both ongoing and stratified) to ensure that quality specifications are met.

· Coordinate planting with the crew foremen who are under the employ of the reforestation contractor.

· Coordinate with DNR personnel regarding overall program coordination.

· Conduct pre-planting site inspections for planning and layout.

· Maintain a site-by-site log detailing how many trees were planted at each site, as well as the number of tree bags used. Updates of this log will be sent to DNR representatives on a weekly basis while planting is occurring.

· Prepare all necessary post-planting forms, maps and a formal annual report.

· Move trees to planting sites as needed.

· Dispose of empty tree bags. If the DNR does not provide for removal of tree bags, it will be the responsibility of the Contractor to move tree bags to an approved location. Burning of tree bags will not be allowed.

· Be prepared to work long days. Planting crews frequently work 10 to 12 hour days, six or seven days a week. The Contractor will be expected to be on-site for the duration while trees are being planted.

· Oversee several different planting crews simultaneously. The reforestation contractor will definitely use two or more field crews to plant seedlings. The Contractor will be expected to provide planting oversight for ALL the planting crews used by the reforestation contractor. The Contractor must provide one overseer per crew, unless approved by the DNR representative. (The Contractor should plan for a minimum of three crews with a good possibility of additional crews being used. Five crews have been used in the past and it is likely that this could be repeated in the future.)

· Conduct on-going and stratified checks behind individual planters and for planting crews upon completion of each site as specified.

· The Contractor must attend any meetings that the DNR deems necessary and/or appropriate.

Response – Contractor should check one box below:

List all exception(s):

A. The Contractor will supply:

· Labor

· Transportation

· Staff

· Hand-held GPS units

· Measuring rope

· Shovel

· Water for root dip and water containers and tubs (used for root-dipping seedlings), unless provided by the DNR

· Any and all miscellaneous items needed to carry out the provisions of the Contract

B. The DNR will supply:

· Representatives to answer questions and help resolve problems

· Forest Treatment Proposal (FTP) and maps of each planting area

· Root dip, if necessary

· Tree blankets, if necessary

· Field Tally Sheets for quality check plots

· Tree seedlings and refrigerated vans

C. Seedling Transportation:

The Contractor will be responsible for assuring the seedlings are transported from strategically located reefer trailers to the planting sites in the field. The planting crews usually pull trailers that can be used to transport seedlings, but this may not always be the case. The reefer locations will be mutually agreed upon between the Contractor and the DNR. Seedlings must be enclosed and/or covered with reflective material when transported to or stored at the field sites from refrigerated trailers.

List all exception(s):

1. Work and Deliverables

1.1. Coordinating Delivery of Seedlings to Planting Sites

The Contractor will coordinate with the area DNR representative(s) the transportation of tree seedlings to the planting sites from the distribution point. The Contractor is responsible for ensuring the appropriate number of seedlings that are loaded and transported to the field based on the site and weather conditions. The Contractor must also ensure that seedlings are protected from heat and wind during transportation and temporary storage at the field site prior to planting. The Contractor is responsible for ensuring any leftover trees are returned to cold storage at the distribution point at the end of each day’s work.

1.2. Oversight of Root Dipping of Seedlings

The Contractor is responsible for ensuring planting crews follow the root dip product instructions for proper root dipping of bareroot seedlings. The Contractor will randomly ask planters to see that the seedlings in their bags have been dipped.

Response – Contractor should check one box below:

List all exception(s):

1.3. Quality Surveys

To ensure tree planting is done according to DNR specifications, quality checks must be performed in the field. Two types of quality checks are required for this Contract. Ongoing quality checks monitor planting quality while its occurring. These checks are used to instigate corrective actions as needed. Data will be collected on stratified quality check plots that are established following planting. The stratified quality check plots will be used to document quality planting or evidence necessary for collection of damages.

Ongoing quality checks procedure:

The Contractor shall follow directly behind the planting crew assessing that specifications are being met and corrected when necessary. No specific number of plots is required, but it is necessary that the Contractor has staff conducting ongoing checks at all times while the crew is planting. The field techniques for monitoring can be determined by the Contractor, however, the metrics must assess seedling spacing, planting depth, stem angle, firmness and J/L-rooting. These measurements must be sent with the weekly data.

· If problems with planting quality are found, the Contractor will accelerate sampling, notify the planting crew foreman (in the employ of the reforestation contractor) of these problems, and see that corrective measures are taken with individual planters and/or the entire crew.

· Seedling spacing – if tree spacing deviates more than six (6) inches from the in-furrow spacing goal for ten consecutive trees measured, corrective actions must be taken.

· Planting depth – if more than 20% of the measured trees are found to be planted outside the “allowable depth zone” as defined by DNR staff, corrective actions must be taken.

· Stem angle – if more than 20% of the measured trees are found with stem angles that exceed a 30-degree angle from true vertical, corrective actions must be taken.

· Firmness – if more than 10% of the measured trees are found to be too loose in the ground, corrective action must be taken.

· J-Rooting or L-Rooting – when a J/L-rooted seedling is detected, the Contractor must immediately check two more seedlings in the same furrow to confirm that J/L-rooting is a problem. If a second J/L-root is discovered, the Contractor must take corrective action with the planter and the planting crew foreman as described below.

· If unacceptable work by a planter is detected, the Contractor must continue monitoring the same planter(s) until the problem is corrected.

· Corrective actions will be summarized and provided to DNR staff via email with the weekly data.

· The Contractor is also responsible for monitoring planters hiding seedlings during the planting process or when leaving the trailer.

· If problems persist with any planter(s), the Contractor shall notify the appropriate DNR personnel.

Stratified:

The Contractor shall pre-stratify and install (1/100th acre circular plots) across the planted area at 1 plot per 2 acres for sites less than 80 acres and 1 plot per 4 acres for sites greater than 80 acres. These plots will be flagged and numbered on the planting site corresponding with the plot numbers on the planting map. These plots can be installed as planters progress across each site if enough staff are on-site to continue with ongoing monitoring at the same time. These plots can also be installed up to one week following planting such that data is submitted in the weekly report. The purpose of these plots is to document that the ongoing monitoring and corrective actions were successful. These plots are not meant to instigate corrective actions, but instead document successful completion and/or the need to assess monetary damages.

· The following criteria will be used to evaluate the adherence to specifications and report planting quality at a per acre basis:

· Stocking – (seedlings/ac)-if the number of seedlings deviates by more than 10% from the prescribed density for the site, liquidated damages may be assessed to the planting contractor.

· Planting depth – (number of seedlings/ac planted outside the “allowable depth zone”)-if more than 20% of the measured trees are found to be planted outside the criteria established, liquidated damages may be assessed to the planting contractor.

· Stem angle – (number of seedlings/ac planted exceeding a 30-degree angle)-if more than 20% of the measured trees are found with stem angles exceeding the criteria, liquidated damages may be assessed to the planting contractor.

· Firmness – (number of seedlings/ac that can be lifted out of the ground with two fingers)-if more than 10% of the measured trees are found to be too loose, liquidated damages may be assessed to the planting contractor.

· J-Rooting and L-Rooting – (number of J/L-rooted seedlings/ac)-the closest seedling to plot center will be inspected for J/L-rooting. If more than 20% of the seedlings are found to be J/L-rooted, liquidated damages may be assessed to the planting contractor.

· Other data: number of furrows intersecting each plot will also be collected.

Corrective Actions:

Corrective actions may include partial or entire excavating and planting of the same seedlings. If a corrective action planting of an FTP is deemed necessary by the Contractor, the DNR designee must be contacted for approval. The Contractor is responsible for preventing this occurrence by following the ongoing monitoring procedures and correcting issues immediately following their occurrence.

Response – Contractor should check one box below:

List all exception(s):

1.4. Project Plan Management

The Contractor must coordinate the progression of planting and assure that the volume of planting labor doesn’t overwhelm the ability to provide the specified quality control. The Contractor shall oversee the project, address issues/changes as they may arise, and keep the appropriate parties apprised of progress by executing the following project management plan:

· The Contractor will meet with the DNR prior to planting season to discuss the year’s planting and pick up FTP site maps and shape files.

· The Contractor will prepare project maps of all FTP sites and roads.

· The Contractor must prepare a procedure for conducting ongoing checks that document the metrics identified by DNR staff and the corrective actions that are taken by the Contractor as needed.

· The Contractor will prepare an excel spreadsheet for use in reporting ongoing and stratified plot data. The data must be reported electronically at the plot level and summarized by FTP.

· The Contractor will coordinate the number, arrival and location of tree planting crews with the reforestation contractor.

· The Contractor will adjust the number of oversight supervisors accordingly. At a minimum, the Contractor must supply one oversight personnel per planting crew.

· The Contractor will meet with planters and lead the crews to the planting sites.

· The Contractor will inform the planting supervisor of the spacing for the FTP site and will assist planters to determine proper tree spacing at start of work.

· The Contractor will provide verbal or email updates to the DNR and reforestation contractor twice per week or upon request.

· The Contractor will be prepared to adapt to any situation and will promptly address a problem, should it arise, and advise the DNR by phone as soon as possible.

List all exception(s):

1.5. Reports

The following reports will be required by the Contractor:

· Bi-weekly verbal reports on work progress for each planting area. These status reports consist of informal updates by telephone with the DNR representatives in each district where planting is occurring.

· Weekly reports will consist of an email and attachments consisting of spreadsheets, maps and shapefiles. The body of the email will briefly summarize progress and any corrective actions that were taken.

· A weekly excel spreadsheet summary, indicating actual number of trees planted, number of tree containers used, dates planted, weather conditions, etc. Separate tabs will include ongoing plot data and stratified plot level data for each FTP and summaries by FTP.

· A printable map for each FTP that shows the numbered locations of the stratified check plots will be attached with the excel spreadsheet in each weekly report.

· Shapefiles of stratified plots organized by district will be included in the weekly report.

· A final compiled excel document indicating actual number of trees planted, number of tree containers used, dates planted, weather conditions, etc. Separate tabs will include ongoing plot data and stratified plot level data for each FTP and summaries by FTP.

· An annual formal written report summarizing the progression of the planting season along with the corrective actions, statistics, and other information that documents the annual work completed on this Contract (approximately 3-5 pages with graphs or charts).

Response – Contractor should check one box below:

List all exception(s):

2. Acceptance

2.1. Acceptance, Inspection and Testing

The DNR will use the following criteria to determine acceptance of the Contract Activities:

· DNR staff may be on-site taking random plots while planting is in progress. This information may be utilized to take corrective actions with the oversight contractor or with the planting contractor at any time.

· The Contractor shall submit a treatment area map for each FTP to the DNR Project Manager. Each map must indicate the approximate locations of all stratified quality check plots within an FTP. A digital shapefile will also be submitted. Maps and shapefiles will be delivered with each weekly spreadsheet summary.

· For each FTP the DNR shall establish check plots located in the same locations as the Contractor’s stratified quality check plots.

· To determine accuracy of Contractor’s data for each FTP or parts thereof, DNR may check 10% or more of the total number of stratified plots put in by the Contractor.

· All planted trees falling within DNR’s established check plots will be measured by DNR personnel. DNR will measure the same checks as required by the Contractor – i.e. a) tree spacing within the furrow, b) stem angle, c) firmness, d) planting depth, and e) j/l-rooting.

· Each planted tree within the check plot will be compared on a one-to-one basis to the Contractor’s measurement. The Contractor will be assigned points based on how well their measurement compares to the DNR’s measurement of the same planted tree.

· A perfect score is when the Contractor measurement of the planted tree equals the DNR tally (in this case no points would be assessed).

· The final score will be determined by taking the sum total of all points and comparing the total to the DNR tally.

· If the Contractor’s score falls within 0-25%, the Contractor’s measurements will be considered accurate.

· If the Contractor’s score is greater than 25%, the tally would be considered inaccurate and the Contractor must re-check all final quality check plots.

· After the Contractor has re-checked all of their plots, the DNR will establish another set of check points (different than the original) equal to 5% of the total number of final quality check plots. The DNR will again measure all planted trees within the check plots and compare to the Contractor’s measurements.

· If the Contractor’s score then falls within 25%, the Contractor’s measurements will be considered accurate.

· If the Contractor’s score is again greater than 25%, measurements will still be considered inaccurate and the process will be repeated a third and final time.

· If at the end of the third re-measurement the Contractor’s score is still greater than 25%, liquidated damages will be assessed equal to 20% of the total payment for the FTP area checked and at the option of the DNR the Contract may be terminated.

· Random plots may also be installed by DNR staff. If DNR measurements indicate that errors exceed the acceptable thresholds then the DNR may install a stratified survey at the same density installed by the Contractor. If this survey documents errors in measurement by more than 10%, then damages may be assessed, which could include partial or full revocation of payment by FTP.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint at least one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

Contractor Response:

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative.

3.2. Customer Service Toll-Free Number

The Contractor must specify its toll-free number (if available) for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

Contractor Response:

3.3. Technical Support, Repairs and Maintenance – N/A

3.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

3.5. Key Personnel

The Contractor must appoint one individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquires within 8 hours.

Contractor’s Key Personnel must be on-site at each site for the duration while trees are being planted.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under Termination for Cause in the Standard Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal.The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés. All on-site Contractor field staff assigned to this work must possess a minimum of one year experience working in forestry or related tree planting work.

Contractor Response:

3.6. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Contractor Response:

3.7. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Contractor Response:

4. Ordering

4.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order from the DNR.

5. Invoice and Payment

5.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price. Overtime, holiday pay, and travel expenses will not be paid.

5.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer (EFT).

6. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages as indicated in Section 2.1 Acceptance Inspection and Testing: If at the end of the third re-measurement the Contractor’s score is still greater than 25%, liquidated damages will be assessed equal to 20% of the total payment for the FTP area checked and at the option of the DNR the Contract may be terminated.

7. Decertification Process

POSSIBLE DECERTIFICATION OF FIRST LINE SUPERVISORS OR ON-SITE WORKERS

· In the event that the DNR Project Manager is dissatisfied with the quality of the work provided by the Contractor’s first line supervisor or on-site worker, the DNR Project Manager shall meet with the Contractor to explain the reasons for dissatisfaction and advise appropriate improvements. The DNR Project Manager shall accompany the Contractor’s first line supervisor or on-site worker in the field as reasonably necessary or as time permits to direct corrective action.

· If the DNR Project Manager remains dissatisfied with work performance and feels further time in the field with the Contractor’s first line supervisor or on-site worker would be unproductive, a performance review will be called for the purpose of determining whether the supervisor/worker should be removed.

· The performance review will be conducted by the DNR Project Manager, a DNR forester, the Contractor, and a forester of the Contractor’s choice. The Contractor’s forester must hold a bachelor’s degree in forestry or better and must not be employed by the Contractor.

· If at the completion of the review, the DNR finds the Contractor has not complied with the DNR’s instructions, the Contractor’s first line supervisor and/or on-site field worker may be decertified. The decision for decertification will be made solely by the DNR forester, in consultation with the DNR Project Manager after hearing and carefully weighing the case presented by both sides. Decertification will result in the immediate termination of all work by the decertified first line supervisor and/or on-site field worker.

Rev. 5/2016