Commercial Haying Services for the Ninemile Ranger District of the Forest Service

Commercial Haying Services Ninemile Ranger District Lolo National Forest This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 , thru FAC 2005-50,effective May 16, 2011, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. AG-03R6-S-11-0039 is issued as a Request For Quotation (RFQ) as a commercial services contract for Haying Services for the Ninemile Ranger District of the Lolo National Forest. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-50. This acquisition is a total Small Business Set aside and the NAICS code associated with this acquisition is: 111940; small business size standard is $.75 million. SCHEDULE OF ITEMS *Please Provide quotes on attachment labeled "Schedule of Items". BASIS OF AWARD One award will be made. Offer of award will be made to the Contrator whose quote, as determined by the Contracting Officer, provides the best value to the Government, considering but not limited to such factors as price, Contractor's experience with this type of work, ability to deliver and end product in the time specified by this solicitation, and past performance in accomplishing this type of work. The Experience Questionnaire will be used as part of the evaluation and is found as an attachment to this combined solicitation/synopsis. GENERAL CONTRACT SPECIFICATIONS SCOPE OF CONTRACT It is the purpose of this solicitation to contract for cutting, baling, and stacking approximately 300 tons of hay from 169 acres (7 separate fields) for the Ninemile Ranger District of the US Forest Service for a base plus two option years. The project is located at the Ninemile Ranger Station, 20325 Remount Road, Huson, MT. Swathing will commence on or about July 5, 2011, depending on weather and field readiness. The contractor shall furnish all labor, equipment, supervision, and supplies necessary to complete this contract. Hay may be baled as large round bales, large square bales, or small square bales,--contractor's choice. General Requirements (a) The work consists of seven blocks totaling an estimated 169 acres in section 8, T15N, R22W. All blocks are located within - mile radius of Ninemile Ranger Station. The blocks consist of approximately 30, 25, 12, 18, 37, 7 and 40 acres. The areas contain an estimated 300 tons of hay. (b) The blocks are bounded by irrigation ditches, irrigation mainlines, and/or fences. The work areas are accessible by Missoula County Road Number 393. Technical Requirements (a) Timelines - Haying operations are always subject to suitable weather conditions. The Forest Service will notify the contractor as to when haying operations can begin. Unless otherwise approved by the Forest Service, the Contractor shall be on site, ready to start work within three days (72 hours) of notification. The Contractor and Forest Service will keep informed on current and projected weather patterns. The goal will always be to put the hay up in top condition (i.e. no rain with appropriate drying time between swathing and baling). Normal contract start date is on, or within two weeks of July 5th. (b) Swathing and conditioning - Hay shall be cut with a maximum stubble height of 3-4 inches. The maximum stubble height may be altered when ground conditions warrant as approved by the Forest Service. At no time shall any more hay be cut than can be baled within the immediate 24 hour period. (c) Turning and/or raking - As necessary, or at the specific request of the Forest Service, the hay shall be turned to facilitate drying to prevent spoilage and "burning" or mold in the bale. Light windrows may be raked together to facilitate building a better bale. The exact time for turning and/or raking operations will be determined by weather and ground conditions and will be mutually agreed upon by the Contractor and the Forest Service. (d) Baling - Exact times for baling operations to begin shall be mutually agreed upon by the Contractor and the Forest Service. Once hay has been cut, baling shall commence as soon as hay is properly cured, generally within 48 hours. Baling shall be kept current with cutting, with no more hay cut and ready to bale than can be baled in two days. (e) Hay may be baled in large round bales, large square bales, or small square bales. Large Round Bales: Round bales may be either net wrapped or string wrapped. Net wrapped bales must be wrapped a minimum of two full turns. The net wrap must cover the entire length of the bale and the wrap and bale structure must be tight. String wrapped bales must be baled and tied tight. The string must wrap the full length of the bale. Large Square Bales: Knot-strength for all large square bales shall exceed 400 PSI. Load pressure greater than 300 PSI is required on 4'x4'x8' bales. Load pressure on 3'x3'x8' bales and 3'x4'x8' bales shall be a minimum of 160 PSI. Bale pressure shall range between 1300 and 1800 PSI and bales shall produce an average of 40 flakes per bale. Small Square Bales: Small Square bales shall have a minimum length of 40" and a maximum length of 46". Average bale weight shall be 70 - 80 pounds, and bale string knot strength shall be a minimum of 170 pounds. (f) Inspection of bales - The seven hayfield blocks will be inspected individually. In each field 3-6 bales will be selected by the Contractor and Forest Service Representative and the bales will be weighed by the Forest Service on a Forest Service approved scale. Unless otherwise approved, all large bales must weigh a minimum of 1100 pounds and a maximum of 1600 pounds. Bales will be tested with a Forest Service provided moisture meter, moisture readings shall be less than 14%. (g) Bale pickup and stacking - Bales will be picked up by the Contractor and stacked in barns/areas as designated by the Forest Service. Bale pickup shall be kept current, (within two days of baling). All bales that are broken in the baling and/or pickup process shall be re-baled. Stacks shall be uniform and tight. All toppled bales shall be restacked by the contractor. (h) Any structures damaged by the contractors operation such as fences, gates, barns, irrigation system, etc., shall be repaired by the contractor. (i) All known field mowing obstructions (i.e. ditches, stumps, irrigation heads, etc.) will be flagged, marked, or pointed out to the Contractor by the Forest Service before cutting commences. Perimeter fences and cross fencing will not be considered obstructions to mowing equipment. Inspection and Acceptance (a) Acceptance of work will be determined by inspection of each block and will be based on adherence to the requirements. Measurement and Payment (a) Payment in full will be made at the completion of the job. (b) Upon completion and acceptance, the Contractor will be paid according to the prompt payment act at the price per acre for swathing, raking, baling, bale pickup, and bale stacking, multiplied by the total acreage completed (maximum 169 acres). Site Visit (a) No formal site visit is planned for this solicitation. However, Contractors are urged and expected to visit the hayfields and stacking areas where the work is to be performed to satisfy themselves regarding all local and general conditions that may affect the cost of contract performance. In no event shall failure to inspect the site constitute grounds for a claim after contract award. (b) Contractors may contact Marc Haskins +1 (555) 000-0000 or Bob Hoverson +1 (555) 000-0000 at Ninemile Ranger Station for general information or to coordinate a visit to the site. Contract Time (a) Contract time will be from the effective date of notice to proceed through the period specified as follows: Base Period approximate start date - July 5, 2011 (Contract time = approx. 20 days) Option Period One approximate start date - July 5, 2012 (Contract time = approx. 20 days) Option Period Two approximate start date - July 5, 2013 (Contract time = approx. 20 days) Pre-work Conference (a) Prior to commencement of work, the Contracting Officer will arrange an on-site meeting with the Contractor to discuss the contract terms and work performance requirements. Contract Terms and Conditions The provision at FAR 52.212-1 Instructions to Offerors-Commercial Items (JUNE 2008), applies to this acquisition. The provisions at FAR 52.212-2 Evaluation - Commercial Items (JAN 1999) will be used as follows: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Past performance with haying specific experience Price Ability to meet delivery schedule *Past performance will be evaluated based on information provided on the attachment labeled "experience questionnaire". Offerors must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (APR 2011) with offer or a statement that the contractor is registered in ORCA. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (JUNE2010), applies to this acquisition. The clause at FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items (APR 2011), applies to this acquisition and in addition to this provision are the following addenda: FAR 52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of clause) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 3 years 6 months. (End of clause) FAR 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) Funds are not presently available for performance under this contract beyond September 30, 2011. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30, 2011, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of clause) FAR 52.236-7 Permits and Responsibilities (NOV 1991) The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract. (End of clause) FAR 52.237-1 Site Visit(APRIL 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Contractors may contact Marc Haskins +1 (555) 000-0000 or Bob Hoverson +1 (555) 000-0000 at Ninemile Ranger Station for general information or to coordinate a visit to the site. (End of clause) FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): Federal Acquisition Regulations - https://www.acquisition.gov/far and the Agriculture Acquisition Regulations - www.usda.gov/procurement/policy/agar.html FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES 52.245-1 Government Property (AUG 2010) Offer Due: Date and Place Offers are due at the Western Montana Acquisition Zone, US Forest Service, Building 24 - Fort Missoula, Missoula, MT 59804 by April 15, 2011 at 4:30 MST. The following must be included with quote for quote to be considered complete and therefore evaluated for award: 1. Completed Schedule of Items (providing a quote on all items-including option periods.) 2. Completed Experience Questionnaire. 3. Proof of ORCA registration, a statement certifying ORCA registration, or a completed copy of the provision at FAR 52.212-3. Solicitation Information For information regarding this solicitation please contact the following: Contracting Officer: Tina Mainey Email:contact@example.gov Phone: +1 (555) 000-0000 Administrative Contracting Officer: Marti Bowland Email: contact@example.gov Phone: +1 (555) 000-0000