Services RFQ R. D. Bailey WMA Property Clearing.docx

REQUEST FOR QUOTATION

West Virginia Division of Natural Resources-Wildlife Resources Section R. D. Bailey Wildlife Management Area Open-End Forest Clearing Development

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Natural Resources (WVDNR) is soliciting bids on behalf of the Wildlife Resources Section to establish an open-end contract for forest clearing development on R.D. Bailey Wildlife Management Area (WMA) in Wyoming County WV. This contract will not exceed $25,000.

The successful bidder will furnish all labor, tools and equipment necessary to perform the work. Vendor will be required to contact Miss Utility and appropriate gas utility companies prior to any construction on clearing sites. The area Wildlife Manager will coordinate with gas utility companies prior to construction to move or burry lines that are located in clearing sites.

A mandatory-pre bid meeting will be held on site for vendors to review clearing areas. The meeting will be held on Thursday, August 6, 2015 at 1:00 p.m. at the intersection of Rt. 97 and Coal Mountain Road. Please see attached map for clearing locations and meeting location.

Technical questions regarding the scope of work must be submitted no later than Friday, August 7, 2015, at 4:00 p.m.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means removal of trees, brush, and stumps in designated areas to create wildlife clearings to enhance wildlife habitat as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by WVDNR.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1. West Virginia Contractor’s License.

3.2. Employee (s) must have previous experience operating heavy equipment

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Clearing Development

4.1.1.1 Complete approximately three (3) clearings (one 2-acre plot, one 4-acre plot and one 7-acre plot) in designated forested areas on R.D. Bailey WMA. Clearing locations will be designated by DNR personnel with flagging on clearing boundaries prior to contract development.

4.1.1.2 Each location must be cleared of all brush, trees, stumps, roots, and rocks.

4.1.1.3 All discarded brush, trees, stumps, roots, and rocks must be pushed into small piles in designated locations (marked with flagging prior to construction) adjacent to clearing locations.

4.1.1.4 Top soil must be conserved and is required that the contactor stock pile topsoil in areas where grading will be necessary. Top soil will then be regraded over the excavated area.

4.1.1.5 All plots must be leveled with the contour of the land and smoothed in preparation seeding and liming and fertilization by DNR personnel.

4.1.1.6 All clearing sites must be approved by area manager prior to completion.

4.1.1.7 The vendor’s contract manager as listed in section 11.1 of this solicitation must coordinate the work and administer the provisions of this contract. Additionally, the contract manager must review and monitor the work performed and must keep Travis Bowman, R. D. Bailey WMA Wildlife Manager, informed as to the progress of the work and the manner in which it is being done.

4.1.1.8 The contract manager must complete a walk through inspection of completed work by contacting Mr. Bowman 304-682-8633.

4.1.1.9 Vendor must complete all work described in the solicitation by October 31, 2015.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by providing a price per acre for clearing work. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address:

Angela.W.Negley@wv.gov

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay per acre completed as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services require access keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1. Vendor must identify principal service personnel which will be issued access keys to perform service.

9.2. Vendor will be responsible for controlling keys and will pay replacement fee, if the keys become lost or stolen.

9.3. Vendor shall notify Agency immediately of any lost, stolen, or missing key.

9.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1. The following shall be considered a vendor default under this Contract.

10.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2. Failure to comply with other specifications and requirements contained herein.

10.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

10.2. The following remedies shall be available to Agency upon default.

10.2.1. Immediate cancellation of the Contract.

10.2.2. Immediate cancellation of one or more release orders issued under this Contract.

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Aerial map with clearing locations:

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