REQUEST FOR PROPOSAL
FOR CONTRACTED SERVICES TO THE
EL DORADO COUNTY FIRE SAFE COUNCIL
||February 11, 2011
||February 25, 2011 10:00 a.m. at the corner of Sandridge Road and Highway 49 south of the town of El Dorado. A site visit is required of all bidders
||Proposals must be mailed to the address below and postmarked no later than March 11, 2011
||"Nashville-Sandridge Evacuation Route 10UFS0508"
El Dorado County Fire Safe Council
The El Dorado County Fire Safe Council (EDCFSC) has received grant funding from the United States Forest Service and is a Federal Financial Assistance Grant.
The project is being funded by a National Fire Plan grant from the USDA Forest Service (FS) through the El Dorado County Fire Safe Council (CFSC) (Grant
Agreement Number 10-UFS-0508). The El Dorado County Fire Safe Council (FSC) wishes to obtain specialized services in order to complete the project.
The evacuation route is located off of Sandridge Road along Zepher Lane, Kinsley Road, Freshwater Road and Vintage Trail, El Dorado County;. See attached map of project area.
The project area is a rural residential located in an area south of the town of El Dorado in El Dorado County. Vegetation includes live oak with a brush component of Manzanita, and chamise.
SCOPE OF WORK
Signed permission has been obtained from each property owner for this work to be performed.
|This Project will NOT include any work for fire safe clearance work required by Public Resources Code 4291 of Government Code 51182
which is the full responsibility of each private property owner.
The general project area has been delineated on the attached map.
Size of Treatment Area: 12.7 acres the treatment described is acreage is only and estimate. Actual treatment based on
the scope is up to the contractor selected for the job
Preparation for Treatment
Total acres: 12.7
Chipping acres: 6 est.
Mastication/mowing acres: 6.7 est.
Proposed Action: The Evacuation route is located south of the community of El Dorado in the foothills of El Dorado County.
The primary vegetation types in the community are oak tree overstory with a grass scrub understory typical of Sierra Mountain foothills along with
areas of chaparral primarily manzanita and chemise brush vegetation.
The objective of the treatment is to reduce surface and ladder fuels and to protect private property as well as the evacuation route from a wildfire.
Statement of Work Proposed for the Nashville-Sandridge Evacuation route
Project Title: Nashville-Sandridge Evacuation route
Evacuation route hazard reduction: The evacuation route hazard reduction is 30 feet above and 30 feet below the road from the
road edge for a total of 12.7 acres of treatment on private land. The chaparral should be reduced and the tree overstory, where it exists, limbed up to 8 feet
above the ground or thinned to reduce crown fire potential. Spacing between the trees should be 20 feet. Mastication areas may require a combination of
mechanical treatment and hand treatment. The hand treatment is required in areas close to a creek, stay 50 feet out of any creek. Do not cut in the area that is
the landowners' responsibility area, which is 100 feet from structures.
All traffic control will be provided by the contractor
The fuel break can be constructed using a combination of the treatments described by the following methods. The object of the treatment is to
reduce wildfire rates of spread, fire line intensities and reduce ember production so that fires can be suppressed before they become a threat to homes.
Proposed Types of Treatment
Mastication: The use of rubber tired or tracked vehicles with a hydraulically operated implement use to cut, chip, and scatter
all types of vegetation. Trees up to 6" in diameter should be spaced approximately 20 feet between the tree trunks. Brush cover should be reduced by creating
a mosaic of treated and untreated shrubs. Openings between shrubs should be twice the height of the shrubs and 70-90% of the shrubs should be treated. Brush
that is treated should be cut to the maximum of 4 inches in height. No individual pieces of cut material shall be greater than 3 feet long. All masticated
stumps shall be cut to within 6 inches of the ground. No debris shall average more than 6 inches in depth over the entire project area. All cut vegetation
will be kept within the unit boundaries. Any cut vegetation falling into ditches, roads, road banks, trails, or adjacent units shall immediately be removed.
Hand Thin and Chipping: Hand thinning and chipping of the cut material will be accomplished using a five, ten, or 20-person hand
crew with chainsaws. Shrubs up to 6"in diameter should be spaced approximately 20 feet between the tree trunks. Brush cover should be reduced by creating
a mosaic of treated and untreated shrubs. Openings between shrubs should be twice the height of the shrubs and 70 to90% of the shrubs should be treated.
Brush that is treated should be cut within 4 inches of the ground. No debris shall average more than 6 inches in depth over the entire project area. All
cut vegetation will be kept within the unit boundaries. All cut material up to 6 inches in diameter and all down material will be chipped in a chipper
and spread throughout the project area. Any cut vegetation falling into ditches, roads, road banks, trails, or adjacent units shall immediately be removed.
The chips may be removed from the site and converted to energy for other products or scattered throughout the project area.
Identification of Protected Species or Other Critical Resources:
With all environmentally sensitive areas, identification and avoidance during project implementation is important. Should any sensitive
resources be found during project implementation, the area should be avoided until the appropriate agencies review the situation.
Please prepare bids for the project based on a cost per acre.
Other responsibilities of the Contractor include:
- Contractor will work with the Project Coordinators, El Dorado County Fire Safe Council and the Nashville-Sandridge Fire Safe
Council to insure compliance with the guidelines, conditions and criterions of the grant.
- Contractor will include enough layout time and supervision time in bid to assure public safety and compliance with property owner and EDCFSC requirements.
- Contractor will be sensitive to and responsive to property owner's desires within the objectives of the Grant and this contract.
- Contractor will be responsible for crew's safety and sanitation needs.
- Contractor shall comply with all established administrative processes (monthly contractor's reports and invoicing) of the EDCFSC.
- Contractor will protect any areas from disturbance that have been identified as an archaeological site, endangered plant or animal habitat,
or watercourses. These areas, if any, will be discussed at the pre-operations meeting and will be considered as equipment exclusion zones.
- Contractor will be responsible for ensuring protection of structures, property improvements, power lines and other utilities.
- Residual trees will be protected from skin ups and damage.
Members of the El Dorado County Fire Safe Council, the Project Coordinator and members of the Nashville-Sandridge Fire Safe Council will
evaluate the proposals. Evaluation and selection will be based on experience in doing this type of work, references, cost, and type of equipment to be used by the contractor.
The maximum amount of funds available for contracted services in this grant is $35,000. The selected candidate must acknowledge and affirmatively
indicate that he/she can provide the tasks outlined in the Scope of Work within this amount.
A qualifying proposal must address all of the following items:
- Letter of Interest, including a statement that the proposal will perform outlined services.
- Cover Sheet with the following information:
- Title of Proposal
- Name and Address of Firm
- Contact person, Telephone Number and Fax Number.
- Understanding of the Project: The contractor shall provide a brief response that demonstrates an understanding of the fuels
treatment within the project area that clearly describes his or her ability to reduce hazardous fuel loads in the project locations.
- Approach and Objectives: The contractor shall briefly outline how their proposal will be responsive to the Scope of Work.
The contractor will also provide a description of equipment they will use in accomplishing the contract. Mastication equipment should have a self leveling
cab with tracks to work on steep ground greater than 30 % slope. The mastication head should operate at high speeds so that the masticated material
will be small in size and not in shreds. Type of equipment and type of mastication head will be used to determine award of the contract as well as
best price per acre.
- Qualifications of Key Personnel: The contractor shall provide the names of the key people who will be working on this project,
their role in the project, and a synopsis of their experience relevant to these roles. Expertise in the development of fuel breaks is highly desirable.
- References: The contractor shall provide a minimum of three recent references from similar or related projects, including an
appropriate contact name, telephone number and e-mail address (if available).
- Cost Proposal: The contractor shall provide a total project cost as well as a per acre cost that covers all work and responsibilities
described in the Project Description and Scope of Work. Please prepare bids for the project based on a cost per acre.
- Driving Record and Insurance: Contractor must maintain a valid driver's license. The successful applicant must provide
proof of current auto, liability, and workman's compensation insurance.
- Automobile Liability Insurance of not less than $500,000 is required in the event motor vehicles are used by the Contractor. One
million dollars ($1,000,000) per accident for bodily injury and property damage combine single limit.
- Workers Compensation coverage: Contractor shall maintain workers' compensation insurance for all of its employees.
- Commercial General Liability Insurance of not less than Two Million dollars ($2,000,000) combined single limit per occurrence for
personal injury liability, bodily injury and property damage. Two million dollars ($2,000,000) aggregate.
Release request for proposal
February 11, 2011
February 25, 2011
March 11, 2011
Review and Selection of Contractor
March 14, 2011
March 20, 2011
March 20, 2011
August 1, 2011
One original and three copies must be mailed to the El Dorado County Fire Safe Council, P. O. Box 1011, Diamond Springs, CA 95619 and
postmarked no later than March 11, 2011. Receipt of the proposal will be acknowledged via email, if available, or by fax. No proposals will be accepted after
this deadline. Address any questions to Linda Colombo listed on the first page.
The FSC shall make payment of the Contractor's invoice within 30 days of the FSC receipt of Funds from the Grant Clearinghouse to cover the
amount of the invoice. In order to receive reimbursement under the described Project, the Contractor shall provide an "Invoice for Services" detailing services
performed by task and actual costs. The Contractor shall not be reimbursed for any additional expenses incurred beyond this maximum amount available.
(a) Rates. In consideration of Contractors fulfillment of the promised work, the FSC shall pay Contractors at a Per Acre
Rate accepted and authorized by the FSC.
(b) Expenses. No travel or other expenses will be reimbursed by FSC.
(c) Maximum Amount. The maximum payments under this Agreement shall be no more than $35,000 for professional services,
provided, however, that such amounts shall not be construed as guaranteed sums, and compensation shall be based upon services actually rendered and
expenses actually incurred.
(d) Budget Contingency Clause. If funding for any fiscal year is reduced or deleted by the CFSC for purposes of this program,
the FSC shall have the option to either cancel this Agreement with no liability occurring to the FSC, or offer an agreement amendment to Contractor
to reflect the reduced amount.
METHOD OF PAYMENT.
Invoices. All payments for compensation and reimbursement for expenses shall be made only upon presentation by Contractor to the
FSC of an itemized billing invoice in a form acceptable to the FSC which indicates, at a minimum, Contractor's name, address, Social Security or Taxpayer
Identification Number, a description of the tasks completed during the billing period, and the approved task rate.
The maximum funding available for contracting services in this grant is $35,000.00. Contractor must acknowledge and affirmatively indicate that they can provide such
services within this amount.
The program or activities conducted under this agreement will be in compliance with the nondiscrimination provisions contained in Titles VI and
VII of the Civil Rights Act of 1964, as amended; the Civil Rights Restoration Act of 1987 (Public Law 100-259); and other nondiscrimination statutes: namely, Section
504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the American's with Disabilities Act of
1990. They will also be in accordance with regulations of the Secretary of Agriculture (7CFR-15, Subparts A & B), which provide that no person in the United States
shall on the grounds of race, color, national origin, gender, religion, marital or family status, be excluded from participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program or activity receiving federal financial assistance from the U.S. Department of Agriculture or any agency thereof.
The views and conclusions contained in this document are those of the authors and should not be interpreted as representing the opinions or policies
of the California Fire Safe Council or the U.S. Government. Mention of trade names or commercial products does not constitute their endorsement by the U.S. Government.