Request for Proposal (RFP) Fire Mitigation Services

Transcription

1 Request for Proposal (RFP) Fire Mitigation Services September 22, 2006 Table of Contents Project Description 2 Scope of Work 3 Quotation Requirements 5 Terms 5 Contact Persons 5 Attachment A Compliance 6 1

2 Project Description PineRidge is a Castle Pines North community bordered by Daniels Park and Daniels Park Road on the west, Castle Pines Parkway on the North, and The Ridge Golf Course on the east and south. The PineRidge community is comprised of a total of 100 homes located on the NE corner of the property. Thirty of these homes border approximately 22 acres of community open space. The open space contains a healthy stand of Ponderosa pine, and dense Gambel Oak with a significant dead component. Topography in the open space is steep and contains numerous rock outcropings. Four years ago fire mitigation was done to a defensible zone along residences that back up to the open space. This project will rework the original foot defensible zone and treat fuels in the remaining 22 acres. The PineRidge Homeowners Association (PineRidge HOA) Board of Directors is seeking proposals to perform fire mitigation services to the 22 acres of open space. In addition, cooperative projects with The Ridge Golf Course and Castle Pines North Metro District will treat certain tracts of land that border PineRidge open space. These tracts and scopes of work as outlined in attachments B and C are the responsibility of The Ridge Golf Course and The Metro District respectively. They are to be considered separately, however, we hope that there will be cost efficiencies for combining the projects. Project Funding Grant funds were awarded by the U.S.D.A Forest Service to Colorado State University and subawarded to PineRidge HOA to be used to hire a contractor to perform these services. As such, representatives from Douglas County and Colorado State University will be consulting with PineRidge HOA representatives and will be active in the review and performance of the contractor. As part of the Community Wildfire Protection Plan (CWPP) required by CSU, PineRidge will be working, not only with the adjacent Ridge Golf Course, but also with Castle Pines North Metro District, Castle Pines North Master Homeowners Association, Douglas County Emergency Services, Denver Parks, The Sanctuary Golf Course and The Cherokee Ranch and Castlewood Foundation. Project Timescale The Project may cover multiple phases with work starting in October 2006 and completed by September RFP issued to vendors: Monday September 25, 2006 Meetings/walk through: September 25 th 29 th RFP Response due date: Friday October 13, 2006 Q & A as necessary: Friday October 20, 2006 Selection completed: Monday October 23, 2006 Work begins: Monday October 30,2006 All work must be completed by: September 1,

3 Scope of Work Previously an approximate foot strip along the property had been mitigated. This zone needs to be re-mitigated to the original 3 to 5 stem spacing on the oak and limbed 2 to 3 above the ground. The new undergrowth needs to be removed. In the remaining open space, the main goal is fuel reduction. There is a significant amount of dead oak. Where oak densities are high, the prescription is to create a mosaic of small clumps, making efforts to remove most of the dead material. Where oak is present under pines, oak needs to be removed past the drip line of the tree. Clump spacing needs to be 2-1/2x the height of the clump. A target removal percentage for the oak in the dense areas is 65%. Clumps of pines need to be thinned to remove suppressed trees and create positive crown spacing. Trees to be removed are flagged in orange. As part of this RFP, PineRidge HOA will provide a map outlining these areas. Scope of work will also cover the following: Protection of Residual trees. Contractor s operations shall not unnecessarily damage trees that are to remain on the stump. Access Agreements. Access across County R.O.W., and through the Ridge Golf Course and Castle Pines North Metro District properties are attached in this document. Stump Heights. Stumps shall be flush cut with the existing ground both uphill and downhill side. Maximum Chip Depth. Chip depths shall not exceed 4 maximum throughout the project area unless otherwise agreed. Chips are to be scattered throughout the project area. Control of Contractor s Operations. Under the contractor agreement for this project, Contractor s operations shall include all activities of and use of Contractor s equipment, employees, agents, subcontractors, acting on this project. Contractor s operations shall be conducted in a safe and professional manner. Superintendent. The Contractor shall employ only qualified, experienced supervisors and technicians, skilled in forest management activities. All work specified herein shall be performed under the supervision of a site superintendent, thoroughly familiar with the work to be done under this contract. Minor Changes. Within the project area minor adjustments to the scope of work may be added or deleted by agreement as ground conditions warrant. Resource Protection. Contractor shall take all reasonable precautions to minimize damage during operations. Erosion Control. Contractor s operations shall be conducted in a manner to minimize soil erosion. Contractor shall not operate equipment when ground conditions are such that irrevocable damage will result. Equipment shall not be operated on slopes greater than 25% unless otherwise agreed. Rutting. Any rutting caused by contractor s equipment will be back bladed and/or scarified and seeded as deemed necessary by PineRidge HOA to prevent compaction and erosion. Fire Precautions and suppression. All contractor s operating equipment shall contain a minimum of class B fire extinguisher and shovel or axe, and be kept in usable condition. In the event contractor s operations cause a fire 3

4 Contractor shall take all reasonable and practicable steps to suppress said fire and immediately notify Douglas County dispatch at 911 or Acceptance of Work/Inspection Process: Contractor and PineRidge HOA mutually agree to the following inspection procedures for the PineRidge fire mitigation project. When all field tasks for a zone have been completed, Contractor, or Contractor s representative, shall submit a written request for inspection to the designated PineRidge HOA contact. ing requests is acceptable. Requests must contain: the date of the request, the date of the requested inspection (if different); the zone, a signature, unless the request is sent via e- mail. Upon receiving a written request for inspection, the PineRidge HOA shall have seven business days to complete the inspection. Other conditions, such as inclement weather or availability of Douglas County representative, may delay inspections beyond that time frame. If the requested inspection is delayed beyond the five-day limit, the PineRidge HOA will notify the Contractor. Contractor will be notified of the inspection result as soon as possible and will be given a detailed written inspection notice. Contractor may request to be present during the inspection. All reasonable accommodations will be made to arrange an on-site meeting during the inspection. If the inspection results in disapproval, corrections shall be made by the Contractor and another written request for a follow-up inspection must be submitted. All subsequent inspection requests shall follow the same procedures as the original request. Upon completion of the written inspection report and approval by the PineRidge HOA, Contractor can submit invoice for work covered in that inspection report. PineRidge HOA shall have seven business days to verify costs and approve invoice for payment. Approved invoices will be paid according to terms mutually agreed on by Contractor and PineRidge HOA, and as outlined in the signed Contractor agreement between the parties. 4

5 Quotation Requirements A written quotation is due by October 13, 2006 Quotation to be firm for 90 days Quotation to be supplied via one hard and 1 electronic copy. Quotation to include the following: 1) Project Plan: List phases of work to be performed and timeline for each, as well as an overall schedule of operations. 2) Exclusions: Detail of anything specifically excluded from the RFP. 3) Cost Breakdown: Fixed pricing listing associated costs and optional services where applicable. 4) Resources: List equipment, resources and labor. 5) References: List projects of similar scope with contacts. 6) Company profile: Description of company - background, age, growth, number of employees, and other pertinent information. 7) Agreement A sample contractor s agreement. 8) Certifications of Workmans Comp & minimum $1 mil Liability Insurance 9) Certificate of Compliance - Contractors must agree to comply with terms and conditions per Attachment A. Terms Negotiable Please quote price incentives for each option. One Phase: One invoice submitted by 12/1/06 and paid by 12/31/06. All work must be completed, inspected and approved by 12/1/06. Two Phase: Two invoices-first invoice submitted by 12/1/06 for work performed, inspected and approved prior to this date which shall be paid by12/31/06 and a second invoice submitted by 8/1/07 and paid by 9/31/07. Work to meet predetermined milestone dates for 2006 and all work must be completed, inspected and approved by 8/1/07. Multi Phase: Monthly progress payments based on the percentage of work completed, inspected, and accepted by HOA. NET 60 days after invoice approval. Expenses incurred in connection with the preparation of this RFP are not reimbursable. Acceptance of any response to this RFP shall not bind PineRidge HOA in any way until an ensuing contract is agreed with PineRidge HOA. Contact Persons For further information, please contact PineRidge HOA John Wiley Brian Tucker tuckerbstb@aol.com Douglas County Jill Alexander Fire Mitigation Specialist x 2234 jalexand@douglas.co.us 5

6 Attachment A Compliance As part of grant requirements from US Department of Agriculture and State of Colorado, Contractor must agree to comply with the following terms and conditions, which will be included in the contractor agreement between the parties. The following language will be included in the contractor agreement and the contractor will be required to certify and disclose accordingly: A. Certification Regarding Lobbying. (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the Contractor, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative agreement., (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for the influencing or intending to influence an officer or employee of any agency, a Member of Congress, an officer of employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant loan, or cooperative agreement, the Contractor shall complete and submit standard Form LLL, Disclosure Form to Report Lobbying, to the PineRidge HOA and such other parties as may be required by law. B. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion. (1) The prospective lower tier participant certifies by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. C. Certification Regarding Illegal Aliens. (1) The contactor certifies that the contractor shall comply with the provisions of CRS et seq. (2) The contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. 6

7 Attachment A Compliance (continued) (3) A contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the contractor (1) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS et seq., and (iii) shall produce one of the forms of identification required by CRS prior to the effective date of this contract. Except where exempted by federal law and except as provided in CRS (3), a contractor that receives federal or state funds under the contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS (4) if such individual applies for public benefits provided under this contract. D. The Contractor shall comply with all Federal statutes relating to nondiscrimination and all applicable requirements of all other Federal laws, Executive Orders, regulations, and policies. 7