Staver Run Tree Planting Special Provisions.doc

SGL 089

Staver Run Tree Planting

JULY 16, 2024

GENERAL SPECIFICATIONS

I. SCOPE OF WORK:

A. The Pennsylvania Game Commission - Northcentral Region requires the services of a vendor to plant approximately 16,968 hardwood seedlings. Services shall include, but not be limited to, the furnishing of all trees, labor, superintendence, tools, and equipment for the planting of mixed hardwood seedlings on 56 acres of SGL 089, Gallagher Township, Clinton County. BIDS ARE ON A PER ACRE BASIS. Detailed specifications are attached in the bid packet. All Purchase Orders require the contractor to provide the equipment, labor, insurance, and all miscellaneous expenses to complete the operation.

Any questions concerning the technical aspects of this bid should be directed to:

Logan Bubb

Forester, Northcentral Region

Phone: 814-330-0159 Email: lobubb@pa.gov

II. CONTRACT TASKS:

A. Project Location:

a. State Game Lands 089, Gallagher Township, Clinton County. The contractor will plant a mixture of deciduous seedlings on 56 acres within two separate deer fences along Hazard Road, as described below and detailed on the attached map.

b. Maps of the locations are included in the packet.

B. SITE INSPECTION AND ASSISTANCE:

The PGC will conduct a one-time-only guided tour of the work site for prospective bidders on August 12, 2024 beginning at 9:30 AM. The tour will start with a review of the site. We will meet at the game lands parking area on Hazard Road near Haneyville.

Coordinates: 41.30802, -77.47872 Contractors are permitted to visit the project site on any date, on their own time to further inspect the site. A combination lock will be provided on gated access roads.

The Forester listed above should be contacted for possible substitutions if there are any difficulties in acquiring the specified size and species of seedlings.

C.

CONTRACTOR QUALIFICATIONS:

To bid on this project, an Operator must have the employees, equipment, and insurance necessary to complete planting by designated contract termination date. The Game Commission reserves the right to request references and proof of successful execution of similar sized tree planting contracts.

III. CONTRACT REQUIREMENTS:

A. Work cannot be started until bid award notification and contract signing. Acceptable planting dates are from when PO is created to May 10, 2025. No contract extensions will be approved.

WORK SPECIFICATIONS:

· Provide and plant the specified tree seedlings at the spacing detailed below.

· Oak and hickory seedlings must be 2-0 bare-root seedling stock. All seedlings are to be at least 6 inches tall.

· Seedlings must be in the dormant stage when planted.

· Seedling acquisition, transportation, and storage will be the responsibility of the Contractor.

· Seedling roots must be kept moist at all times.

· Planting bags or buckets must be used to transport seedlings. Trees must be watered on site prior to being placed in bags / buckets. Carrying trees in bunches in the hand while planting, thus exposing the roots to air, shall not be permitted.

· Planting must be done with a hoedad, Forest Service-type planting bar, or gas-powered auger (minimum auger diameter of 4 inches).

· A minimum 12-inch by 12-inch area will be cleared or scalped down to mineral soil for each individual tree planting location.

· All species of seedlings are to be planted randomly throughout the blocks.

· Seedlings must be planted no more than 30 degrees from vertical with the root collar at the surface and the roots straight down. Balling or twisting of roots to accommodate a hole is not permitted. Trees planted with roots resulting in being J-rooted or horizontal roots are not acceptable. Extreme care must be taken so roots are not forcibly pushed into the planting hole with any tool that may cut or injure the root. Root pruning is not permitted by the contractor unless specific permission is obtained from PA Game Commission staff.

· Seedlings must be planted tightly with no air pockets around the roots. Game Commission representatives have the discretion of determining whether a seedling has been properly planted.

· Planting spacing and quality will be checked by Game Commission representatives to ensure a minimum of 95% of planted seedlings meet contract specifications in each portion of the designated planting area. The 95% threshold must be met before Game Commission staff approve payment of services.

· All debris (i.e., tree bags, paper, rubber bands, etc.) must be removed from the site at the conclusion of the planting project.

· All tree planting or other work at the project site must be performed between Monday through Friday. The contractor shall give a minimum of 5 days’ notice to the Forester listed above.

· Damage to trails, roads, and streams caused by the Contractor’s equipment must be repaired by the Contractor at their expense.

· The Contractor shall not block any roads or trails in the area during the performance of this contract.

B.

The contractor agrees to comply with all attachments.

C.

As a further guarantee of faithful performance of the conditions set forth in this Contract, the Successful bidder hereby agrees to furnish the Commission with Cashiers or Treasurers Check, Letter of Credit, or Insurance Bond payable to the Pennsylvania Game Commission, in the amount of $1,000.00.

D.

Failure to comply with any of the terms or conditions of the Contract will result in cancellation of the agreement.

E. Seedling planting details by block:

· Block 1 - 35 acres Seedlings are to be planted at 12 feet by 12 feet spacing to achieve a planting density of approximately 303 trees per acre. This block will require approximately 10,605 seedlings. The species composition for this block is as follows.

· Block 2 - 21 acres Seedlings are to be planted at 12 feet by 12 feet spacing to achieve a planting density of approximately 303 trees per acre. This block will require approximately 6,363 seedlings. The species composition for this block is as follows.

IV. INSURANCE REQUIREMENTS:

A. The contractor will provide Workmen’s Compensation insurance sufficient to cover all of the employees of contractor working to fulfill this contract.

B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth, and the contractor from claims arising out of the performance of the contract. The amount of Bodily Injury Insurance shall not be less than $300,000.00 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than $300,000.00 per occurrence.

Such policies shall name the Commonwealth as an additional insured. Prior to the commencement of work under this contract, the contractor must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverage afforded under the policy shall not be canceled or changed until at least thirty (30) days prior written notice has been given to the Commonwealth.

V. HOLD HARMLESS:

The contractor shall be responsible for and agrees to indemnify and hold harmless the Commonwealth from and against damages to property or injuries (including death) to any persons and other losses, damages, expenses, claims, demands, suits, and actions by any party against the Commonwealth in connection with the work performed by the contractor.

VI.

DAMAGE TO PROPERTY:

The Contractor shall be responsible for any damage to Commonwealth property resulting from the improper use of equipment for this project. The Contractor will be given one (1) written warning that damage is becoming excessive and if the action continues damages will be assessed.

PROPERTY INFRASTRUCTURE:

The Contractor shall immediately repair, in a manner that meets the approval of the Officer in Charge, any damage to administrative roads and other facilities resulting from their use for this operation. General wear and tear is accepted. Officer in Charge may notify the Contractor in writing to temporarily discontinue use of any of the above whenever, in their opinion, such action is necessary to prevent serious damage.

VII. OPERATIONS AND NON-WORK DAYS:

a) No woods operation will be permitted on the following days:

1. All Saturdays in the months of October, November, December, and January and any Sundays open to hunting.

2. The opening day and all Saturdays during spring turkey season, including the youth spring gobbler hunt.

3. All the days of the general statewide bear season

4. The entire 2 weeks of the general firearms deer season

5. The opening day of the flintlock muzzleloader season

b) The contractor, employees, and sub-contractors may not hunt to, from, or at the job site when the work location is beyond a gated road that is closed to public traffic. The contractor may travel to and from the work location on non-work days to check on the condition of equipment.

c) The contractor is responsible for the control and collection of fluids leaking from any equipment used on the site. The contractor must have a spill containment and cleanup kit appropriate for the equipment being used. At a minimum, the kit will contain: plugs and clamps to control hydraulic line breaks, a container to collect leaking fluids, fluid absorbent pads and a shovel. Operating any equipment noticeably leaking fluids is prohibited. The contractor must collect and control fluids leaking from any equipment and dispose of properly.

Except on Sundays, it is unlawful to be present on State Game Lands from November 15 through December 15 inclusive when not engaged in lawful hunting or trapping and fail to wear a minimum of 250 square inches of daylight fluorescent-orange material on the head, chest, and back combined, or in lieu thereof, a hat of the same colored material. The material shall be worn so it is visible in a 360-degree arc.

VIII.

CONTRACT TERM:

The contract term shall commence upon contractor’s receipt of the signed contract, receipt of performance bond, and proof of insurance. This also includes a notice to proceed, and terminates June 23, 2025.

IX.

BID AWARD:

A. RECEIVING AND OPENING BIDS - The bid shall be awarded on a per acre basis. Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us Faxed bids and mailed bids will NOT be accepted.

Bids will be publicly opened on August 22, 2024 at 2:00 PM., at the Pennsylvania Game Commission, 2001 Elmerton Ave., Harrisburg, PA 17110-9797.

The price per acre shall include all labor, equipment, tools, insurance, materials disposal and all items necessary for the completion of the project. Prices bid shall be in dollar and cents only.

B. BID RESULTS - Bidders can obtain results at www.emarketplace.state.pa.us/bidtabs.aspx

The posted results will contain the information of the apparent bidders, and all bids are under review until final award of the purchase order.

Quantities herein are only estimates and may increase or decrease dependent upon the needs of the Commission. Operator shall be paid at the unit price bid for actual services performed.

The Commission reserves the right to reject any or all bids and award contracts as it determines to be in the best interest of the Commission.

ALL VENDORS WHO CONDUCT BUSINESS WITH THE PENNSYLVANIA GAME COMMISSION MUST HAVE A VENDOR NUMBER ASSIGNED TO THEM IN ORDER

TO RECEIVE PAYMENT FROM THE COMMONWEALTH.

X.

PAYMENT TERMS:

Payment shall be on a reimbursement basis for actual services performed. Payment will be made on the basis determined by the Commission’s surveyed acreage treated.

Attachment #1 “JOB SPECIFICATIONS”

Tree Planting