SOW - Nansemond River Mulching.pdf

Quick Quote: Forestry Mulching Project

Scope of Work

Summary:

The Virginia Department of Forestry is looking for a contractor who has work experience and knowledge in tree removal and mechanical forestry mulching to clear brush, invasives and 110 marked dead/hazardous trees on an 11.96-acre tract for the purpose of opening an existing trail on property in northern Suffolk along the Nansemond River.

Work Description and Requirements:

The work consists of removing 110 marked dead trees and mechanically forestry mulching all brush associated with removals, stumps, and understory vegetation of an 11.96-acre hardwood forest. All dead trees are marked around the existing trail and along the forested parcel boundary. The trees are flagged with pink flagging tape. The perimeter of the work area is designated by the map, but the contractor shall not, under any circumstance, enter the resource protection area flagged with green tape. Bidders must have at least three (3) years’ experience successfully fulfilling tree mulching contracts, as evidenced by the references indicated on the

Vendor Data Sheet. (Attachment A)

1. All marked trees with pink flagging tape should be safety downed and mulched within the work area.

2. ALL mature unmarked trees are to remain undamaged and intact.

3. For this contract, a mature tree will be considered any tree equal to or greater than 8 inches in diameter at breast height and not marked by flagging tape.

4. The contractor will provide all equipment, labor, and supplies necessary to carry out the terms of the contract.

5. The contractor must be properly licensed and insured and must maintain the insurance amounts specified in the General Terms and Conditions for the duration of the contract. (Paragraph “T”)

6. Personnel performing the work must be knowledgeable in tree identification.

7. All mature trees are to remain untouched and must be protected from any damage from machinery or otherwise.

8. Machinery used shall be of appropriate size to work around remaining trees without contacting them and causing damage.

9. All material and understory vegetation shall be mulched to ground level as close to the mature trees as practical without damaging the residual trees.

10. The mulching machine must mulch as close to ground level as possible without disturbing the soil to prevent root damage to the remaining mature trees.

11. All mulched material shall be left scattered across the ground and not piled.

12. All material shall be mulched completely and fine enough to accommodate entry and travel through the tract with rubber-tired bucket trucks and/or aerial boom lifts for the purpose of collecting cones from the Shortleaf Pine trees.

13. Work shall be suspended during wet soil conditions to prevent any rutting to the work area.

14. Access of equipment shall be done using existing trail network in the parcel.

15. If, upon inspection by the Forest Manager or other DOF representative, damage to residual mature trees is found or mulching results are unsatisfactory; work will be stopped and will not restart until corrective measures are taken to satisfactorily perform the work.

16. At the conclusion of the work, the contractor shall demonstrate to the Urban Forest Manager and / or other delegated DOF representatives that the work is in compliance with the requirements outlined herein. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

17. Prior to starting work, the contractor must check in with the Site Contact and Urban Forest Manager. Lara Johnson is the Urban Forest Manager at 804-239-0813 and she will arrange an initial meeting at the site with the Site Contact to go over expectations of work to be performed for this contract.

18. Contractor must give Site Contact and Urban Forest Manager one full week notice prior to beginning work. All work is to be completed prior to April 10, 2025.

19. The contractor shall comply with the Virginia Water Quality & BMP standards listed in “Virginia’s Forestry Best Management Practices for Water Quality, Fifth Edition” and take sufficient precautions to prevent pollution of lakes and streams by fuels, oils, and other harmful materials. All streams and SMZ’s must be kept free of all contractor generated debris. Contractor must not enter the RPA marked by green flagging for any reason.

20. Due to high water retention in the soil, no use of machinery will occur during inclement weather or immediately following rainfall totals greater than 1-inch in a 24-hour period.

Resuming work involving machinery will only occur after inspection of the site by the contractor, the Site Contact, and a member of DOF staff.

Inspection:

Inspection of work performed under this contract will be made by the Department to ensure compliance with the contract specifications. At a minimum, the contractor will be required to contact the Department prior to starting work and when the work is complete to facilitate prompt and timely inspections and the efficient operation of the contractor and their crew. If work is suspended longer than two days, the contractor must contact the Department prior to resuming mulching operations.

Before final acceptance, all trash or rubbish generated by the contractor's operation will be removed from work area.

Contractor or Contractor’s Operations shall not allow:

a).The unlawful manufacture, distribution, dispensing, possession or use of alcohol or other drugs; and b). Any impairment or incapacitation from the use of alcohol or other drugs

(except the use of drugs for legitimate medical purposes).

Quotes accepted until no later than November 21, 2024, at 2:00 PM.

If contract is awarded the work shall be completed before April 10, 2025

Visitation of the site is optional prior to submitting a quote. Site visits, if needed, can be arranged by contacting Lara Johnson at 804-239-0813 or email lara.johnson@dof.virginia.gov.

Instructions: Submit a per acre bid price on the pricing grid included within the solicitation along with a completed Vendor Data Sheet. (Attachment A) Bids must be submitted through eVA. Emailed, mailed and hand delivered bids will not be considered.

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*Instructions for electronic bid submission are linked here.

Any questions pertaining to this solicitation should be sent to thomas.baumann@dof.virginia.gov.

https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-to-qq.pdf