INVASIVE/NOXIOUS WEED MANAGEMENT, CLARK CANYON DAM AND RESERVOIR, PICK-SLOAN MISSOURI BASIN PROGRAM, MONTANA
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement and attachments constitute the only solicitation; proposals are being requested and a written solicitation will not be issued. Consider this solicitation (#140R6023Q0005) as a Request for Quotes (RFQ). This solicitation documents and incorporates provisions and clauses in effect through Federal Acquisition Circular 2019-03. This solicitation is set-aside for small business. NAICS 561730. The small business size is $8.5. Product Service Code F105 Environmental Systems Protection Pesticides Support. The resulting purchase order will be a firm-fixed price type contract. (SEE ATTACHMENTS FOR COMPLETE PERFORMANCE WORK STATEMENT)
1. SCOPE OF REQUIREMENT
1.1. OBJECTIVE - The Bureau of Reclamation's Montana Area Office (MTAO) anticipates the award of purchase order for invasive species treatment services on the federal lands surrounding Clark Canyon Dam and Reservoir. This includes aerial application, ground application, and integrated pest management (IPM) techniques as appropriate in the areas of concern.
1.2. BACKGROUND - The Bureau of Reclamation is responsible for water and power management and project operations. Clark Canyon Dam makes an important contribution to the power supply, flood control, and irrigation in the upper Missouri Basin. Clark Canyon Dam is located approximately 20 miles southwest of Dillon, Montana. The required services are for Reclamation-owned lands located in Beaverhead County. Features will include forested areas and open rangelands.
The work required under the purchase order is to control noxious weeds, in accordance with Federal and State laws, for approximately 200+ acres a year on Reclamation-owned land around Clark Canyon Dam and Reservoir. It is Montana State law that noxious weeds be managed, and the spread prevented on the landscape.
The timely and accurate performance of these services must be recognized as a vital and mandatory requirement of the purchase order. The hazards to critical infrastructure caused by invasive species cannot be underestimated. invasive plant species, or "noxious weeds" are a huge threat to areas surrounding Clark Canyon Dam and Reservoir. Noxious weeds are detrimental to the habitat for wildlife and native plants, increase erosion, degrade riparian areas, degrade water quality, create fire hazards, and interfere with recreational activities. Noxious weeds compete with native vegetation, which causes a loss in wildlife habitat and forage. Some weeds that grow along streambanks cause erosion, increasing sedimentation that negatively impacts water quality.
1.3. SCOPE OF WORK - The contractor shall provide all personnel, equipment, tools, materials, incidental services and items, and supervision necessary to satisfactorily conduct an existing and ongoing noxious weed control program through the performance of invasive species management.
1.4. CONTRACTOR PERSONEL
1.4.1. Contractor Authority - The contractor shall have the authority under the Montana County Weed Control Act (Title 7, Chapter 22, Part 21) to process potential noxious weed complaints against Reclamation. In accordance with such authority, the contractor shall respond to any complaints and treat the noxious weeds within the prescribed time frame (current 10 days).
1.4.2. Administration Personnel - The contractor shall designate a representative. The contractor's representative shall have authority to act for the contractor on all purchase order matters relating to daily operation of the resultant purchase order. The contractor's representative shall be able to read, write, speak, and understand the English language.
1.4.3. Certifications - The contractor is liable for the safety and health of its employees and for the responsible and correct application of herbicides. The contractor shall keep commercial application records in accordance with Montana Department of Agriculture requirements.
The contractor shall ensure that applicators have current and valid professional certifications before starting work and proof must be provided to the QAE prior to any applications.
1.5. CONTRACTOR QUALITY CONTROL
1.5.1. Contractor's Quality Control Plan. The contractor shall establish and maintain a Quality Control Plan (QCP) to ensure the requirements of the purchase order are achieved. At a minimum the contractor's QCP shall address the following items:
Methods - The methods for identifying and preventing deficiencies in the quality and timeliness of services performed before the level of performance becomes unacceptable.
Performance Inspection - An inspection system must cover all the services listed in the Performance Requirements Summary Table (PRST). It must specify the areas to be inspected on a scheduled or unscheduled basis, how frequently inspections will be accomplished, and the title of the individual(s) who will perform the inspection.
Records - Written or electronic database records of all inspections conducted by the contractor and any necessary corrective actions taken shall be maintained by the contractor. The records shall be made available to the Contracting Officer, as requested, during the term of the purchase order.
1.5.2. Government Review of QCP. The contractor shall develop and submit the QCP to the Government for review within 10 calendar days after award. If the plan is found to be adequate, the Government will accept the plan. The contractor then uses their QCP to guide and document the implementation of the required management and quality control actions to achieve the specified results.
If the plan is not adequate as submitted, deficiencies will be noted and be provided to the contractor in writing. The contractor shall correct all identified deficiencies and submit a revised plan to the Government.
1.6. QUALITY ASSURANCE - Federal Acquisition Regulation (FAR) Part 37.6 requires the Government to develop quality assurance surveillance plans (QASP) when acquiring services. A QASP has been developed to implement a quality surveillance strategy for the services required. The primary intent of this plan is to provide the Government's Quality Assurance Evaluator (QAE) a basis for evaluation of the quality of performance the contractor provides during the life of the purchase order. The QASP is not a part of the purchase order nor is it intended to duplicate the contractor's QCP. The Government has provided an informational copy of the QASP under Appendix A. This copy is provided to support the contractors efforts in developing a QCP and for providing the contractor an opportunity to comment and propose innovative solutions for the Governments QASP. It is intended to be a living document that should be revised or modified, as circumstances warrant.
1.6.1. Quality Assurance Evaluator (QAE). Prior to the commencement of onsite work, the QAE will be designated to act as an authorized representative to assist in the technical administration of the purchase order. The QAE must act within the scope of the delegated authority, including but not limited to, the surveillance and inspection of the contractors performance. The QAE is not authorized to make any commitments, or to authorize any changes on the Governments behalf.
1.7. PERIOD OF PERFORMANCE & HOURS OF OPERATION
1.7.1. Period of Performance - The anticipated period of performance of the purchase order shall be from the date of award through September 30, 2023.
During the period of performance, it is anticipated that the onsite treatments shall be completed from June 1, 2023, through September 30, 2023. These dates are subject to change per the discretion of the Government. If weather, such as high winds or snow on the ground, restricts treatment during the designated time period, the contractor shall propose alternative dates and/or treatment that will meet Reclamations objectives. Such proposals must be submitted in writing and approved in advance.
1.7.2. Hours of Operation - The specified services shall be performed during normal working hours of 7:00 a.m. to 4:30 p.m. Monday through Friday unless prior arrangements have been approved by the CO or his/her designated QAE. The contractor must contact the QAE 24 hours prior to any applications being made.
1.7.3. Recognized Federal Holidays - The contractor is not required to provide services on recognized Federal holidays established by Federal law (5 U.S.C. 6103). A schedule of the 2023 recognized federal holidays can be found at Federal Holidays (opm.gov)
1.8. DOCUMENTATION AND RECORDS - All documentation, records and schedules as described are the responsibility of the contractor and become the property of Reclamation and shall be provided to the CO upon completion or termination of the purchase order. All records are subject to the Freedom of Information and/or Privacy Acts and any requests for release of any records shall be handled accordingly.
ENV 01-01 ensures that Reclamation projects function as they are designed by examining all aspects of invasive species impacts and using an IPM approach to manage pests. The goal of IPM is to manage pests and invasive species, with consideration to the environment to balance cost, benefits, public health, and environmental quality.
2. STANDARD DEFINITIONS.
2.1. Acceptable Quality Level (AQL). The number of defects or maximum percentage of defects that may occur before the Government will affect the price computation system in accordance with the Performance Requirements Summary Table and the Inspection of Services Clause. An AQL does not allow a contractor to knowingly offer defective services, but limits reduced payments to circumstances in which defective performance results in a measurable reduction in the value of services rendered.
2.2. As Directed, As Required, As Permitted, Approval, Acceptance. Terms that indicate that direction, requirement, permission, approval or acceptance by the CO are intended unless stated otherwise.
2.3. Contracting Officer (CO). A duly appointed person with the authority to enter into, administer or terminate contracts, and to make findings and determinations on behalf of the United States Government. This is the only individual authorized to change the purchase order or any of the requirements stated herein.
2.4. Contractor. The individual, partnership, company or corporation responsible for the duties and responsibilities under the purchase order. The term also covers requirements for any subcontractor. The contractor is ultimately responsible for ensuring that all subcontractors comply with the terms and conditions of the purchase order.
2.5. Deficiency. A shortcoming in the quality or state of services performed.
2.6. Defective Service. A unit of service which contains one or more defects, or non-conformance with specified requirements.
2.7. Documentation Review. A method of surveillance that may be used in the administration of Reclamations Quality Assurance Surveillance Plan. Under this method, documentation supplied to and/or produced by the contractor is audited by Reclamation.
2.8. Emergency / Special Event(s). Any unforeseen circumstance or combination of circumstances that requires immediate attention.
2.9. Inspection. The critical examination of a facility, system, or procedure to discover and remedy discrepancies and inefficiencies.
2.10. Major Deficiency. Any service feature which would cause the contractor to be determined unacceptable.
2.11. Performance Requirements. Tasks to be performed by the contractor.
2.12. Performance Requirements Summary Table (PRST). An outline of purchase order requirements that identifies the key service outputs of the purchase order that will be inspected or surveyed by Reclamation and related performance standards and method(s) of performance assessment and surveillance.
2.13. Performance Standard. The desired results, expressed by Reclamation, expected from performance of purchase order services, to satisfy the requirement.
2.14. Periodic Surveillance. A method of surveillance that may be used in the administration of Reclamations Quality Assurance Surveillance Plan. Under this method, Reclamation assumes receipt of acceptable performance based on acceptable monitoring results of a given percentage or number of scheduled assessments. Assessments are planned at specific intervals or dates.
2.15. Purchase Order Discrepancy Report. A formal letter produced by the CO upon receipt of a Quality Assurance Surveillance Checklist that documents defective services are being provided by the contractor.
2.16. Quality Assurance. Those actions taken by Reclamation to ensure services meet the requirements established in the PWS.
2.17. Quality Assurance Evaluator (QAE). A Reclamation employee designated with authority to act within the scope of the delegated authority, including but not limited to, the surveillance and inspection of the contractors performance.
2.18. Quality Assurance Surveillance Plan (QASP). An organized, written, (living) document outlining Reclamations methodology for monitoring contractor performance.
2.19. Quality Control. Those actions taken by a contractor to ensure that contractor performance meets the requirements of the purchase order.
2.20. Quality Control Plan (QCP). An organized, written document outlining the contractors methodology for ensuring contractor performance.
3. GOVERNMENT-FURNISHED PROPERTY, MATERIALS AND SERVICES
3.1. GENERAL - The Government shall provide, without cost, the facilities, equipment, materials and/or services listed below. The contractor shall be liable for any loss or damage to Government property while in his/her possession and shall be responsible for any damage to Government buildings or equipment occurring as a result of performance of the purchase order. It is understood that in the performance of the purchase order the contractor is an independent contractor, and not an agent or employee of the United States Government.
3.2. SITE VISIT. Offerors are urged to inspect the site where services are to be performed in order to satisfy themselves regarding all general and local conditions that may affect the cost or quality of performance. In no event shall failure to inspect the site constitute grounds for a claim after award.
Offerors desiring to inspect the site where services are to be performed shall arrange a site visit with Charles Hueth by calling 406-475-3927. Site visits will be coordinated Monday through Thursday, 8:00 a.m. to 2:30 p.m., holidays excluded. Offerors shall arrange a site visit no later than 5 working days prior to the date designated for quote response.
3.3. GOVERNMENT-FURNISHED MATERIALS. The Government shall furnish the following material upon request for the purpose of supporting work to be done under the purchase order:
Map of Priority Areas and Excluded Areas at Clark Canyon Dam and Reservoir
Written requests shall be submitted electronically to Stormy Gallagher (CO) at sgallagher@usbr.gov. Offerors shall submit such requests no later than 5 days prior to the date designated for quote response.
3.4. POST AWARD CONFERENCE. In accordance with Clause WBR 1452.242-80, the Government will hold a post award conference within 10 calendar days after award of the purchase order and prior to the beginning of any onsite work. The post award conference is to review the purchase order, work to be performed, establish safety requirements and procedures and to clarify the work areas.
The contractors administration personnel shall attend the conference. The conference will be held at the Clark Canyon Field Office 1200 Hwy 41, Dillon MT.
3.5. PERFORMANCE EVALUATION MEETINGS. The contractors administration personnel may be required to meet with the QAE, as determined necessary by the QAE, to discuss contractor performance, to include actual or potential problems. A mutual good faith effort shall be made by all parties to resolve any issues. Written minutes of the meetings shall be signed by all parties to the discussion. Should the contractor not concur with the minutes, the contractor shall state any areas of non-concurrence in writing to the CO within seven business days of receipt of the minutes. If the contractor requests, a meeting will be held whenever a Purchase Order Discrepancy Report is issued.
4. CONTRACTOR-FURNISHED PROPERTY / SUPPLIES / MATERIALS / EQUIPMENT
4.1. GENERAL - Except for those items or services specifically stated to be Government furnished in Section 3, the contractor shall furnish everything (equipment, materials, supplies, incidentals, etc.) required to perform the tasks identified in this PWS.
All equipment used in the performance of the purchase order shall be of the type and durability used for pesticide applications. The contractor shall maintain all nozzles on application equipment in a clean and fully functional condition for the duration of the spray project. The contractor shall maintain equipment, including fittings and tank lids, used for transportation, storage, and application of pesticide mixes in leak-proof condition. The contractor shall provide all security and maintenance for their equipment. The contractor will be required to wear all PPE outlined on the label of the herbicide.
4.2. GENERAL WORK PLAN. The contractor shall provide a written work plan along with their offer.
The General Work Plan shall be an orderly, specific, and complete document in every detail. It shall be presented in a manner which allows it to stand alone without the need to reference other documents. It should describe the capability of the contractors organization to complete this project and demonstrate a thorough understanding of the PWS.
To assist in the uniform evaluation of quotations, the following format shall be utilized in preparing the General Work Plan.
Contractors Authority - The contractors ability to address the requirements of Section C 1.3.1.;
Technical Approach Proposed to Accomplish the PWS - The contractors methods, procedures, and equipment to be utilized shall:
Contain detailed explanations of proposed treatment methods to be performed in order to complete the work. Repeating the PWS without elaborating on the specific tasks to be performed is unacceptable.
Contain a specific statement of any problems anticipated in performing or accomplishing the work and methods or techniques which are proposed to solve the problems.
Contain an anticipated schedule for completed the work during each option period.
Contain a summary table that addresses noxious weed control. At a minimum, the table shall address weed species, treatment methods, years treated and anticipated results.
Quality Control Inspection Records - A template of inspection records that will be used by the contractor which will evidence how the contractor will document that work is completed.
Contractors Commitment to Consider Environmentally Preferable Products - Reclamation must comply with Executive Order 13423, Strengthening Federal Environmental, Energy and Transportation Management and the FAR to consider environmentally preferable products to the extent feasible, consistent with price, performance, availability, and safety conditions. As defined in Executive Order 13423, environmentally preferable products and services have a reduced impact on the environment and human health when compared to similar products that serve the same purpose. Therefore, the described methods, procedures, and equipment to be utilized will be evaluated by the Government for their effects on non-target species.
It is desirable that the contractor supply the greatest number of environmentally preferable products without jeopardizing the intended end use or detracting from the overall quality of services provided under the purchase order.
Contractors can find more information about the Environmentally Preferable Program by visiting http://www.epa.gov/epp/.
4.3. SPILL CONTINGENCY PLAN - The contractor shall develop a spill contingency plan prior to any pesticide application. The Contracting Officer or his/her designated Quality Assurance Evaluator will review and approve this plan within 10 calendar days after the post award conference and prior to the contractor commencing work onsite. The contractor shall instruct all individuals involved in pesticide handling and applications on the spill contingency plan including spill control, containment, notification, and cleanup procedures. A spill cleanup kit shall be available in all vehicles carrying pesticides. The contractor shall not authorize pesticide mixing within 100 feet of any water sources. The contractor shall undertake all mixing and loading operations only in areas where any accidental spill could be contained prior to contamination of a stream or body of water.
4.4. CONSTRAINTS - The contractor shall ensure all equipment moved onto Reclamation land is free of soil, seeds, vegetative matter, and other debris that could contain or hold noxious weed seed. Reclamation may request inspection of equipment prior to equipment mobilization. Reclamations cleaning and inspection manual can be found online at: http://www.usbr.gov/mussels/prevention/docs/EquipmentInspectionandCleaningManual2010.pdf
The contractors methods, procedures and equipment to be utilized shall moderate the amount of environmental impacts on non-target species. Every attempt should be made to minimize the visibility of off-road tracks by using roads when available, paralleling roads to hide the view of tracks and refraining from multiple passes on the same track.
5. TASKS - The contractor shall provide experienced and qualified professional personnel to provide the services to include, but not limited to the tasks identified below. The timely and accurate performance of these services must be recognized as a vital and mandatory requirement of the purchase order. Throughout the life of the purchase order, the contractor is encouraged to seek and incorporate innovative ways of performing these services in the most economical and efficient manner.
The contractor shall be able to identify target invasive species in all stages of development and distinguish between invasive species and non-target species. The applicator must have the appropriate commercial applicators license and must have at least 1 field season of experience spraying noxious weeds found in Montana.
The contractor shall utilize chemical control measures to treat all State of Montana listed noxious weeds, as well as any Beaverhead County listed noxious weeds that are discovered.
Ground treatments should occur throughout the summer season (June/July and then potentially again September). Aerial applications should be later in the year (September/October) to mitigate off-target impacts from large-scale aerial applications. The contractor shall perform the following tasks:
1. Coordinate with Reclamation personnel to prioritize noxious weed management areas and strategies.
2. Conduct herbicide treatments with ground equipment (ie. ATV/UTV, Truck sprayers, and/or backpacks) along roadways, campgrounds, and surrounding rangeland.
3. Coordinate with Reclamation personnel to prioritize large noxious weed infestations to conduct aerial herbicide applications.
4. Coordinate with the aerial applicator and Reclamation personnel to ensure that proper campground or recreation closures are in place in a timely manner.
5. Coordinate with Reclamation personnel on needed education (applicator training, signs, campground host weed identification, etc.).
5.1. SPECIAL REQUIREMENTS / EMERGENCIES - The Government may undertake or award other contracts for additional work at Clark Canyon Dam and Reservoir. The contractor shall fully cooperate with the other contractors and with Reclamation employees to adapt scheduling and performing the work under this purchase order. Such coordination may require limited services or additional work. The contractor shall not commit or permit any activities that will interfere with the performance of work by any other contractors or Reclamation employees.
5.1.1. SPECIAL REQUIREMENTS - All services not specifically covered above but normally performed by a weed control service shall be a requirement of the purchase order.
5.1.2. EMERGENCIES - On occasion, the contractor may be required to provide additional or limited services as a result of an unforeseen circumstance or combination of circumstances. The contractors responsibilities for such weed control services will be directed by the Contracting Officer.
6.1. GOVERNMENT REMEDIES - The Government will make full payment after the performance of required services and Reclamation has accepted the services to be fully compliant. As it pertains to the required services, "fully compliant" is where there has been no willful departure from the terms of the purchase order and there has been no omission of essential work. The contractor has honestly and faithfully performed the work required and the only variance consists of infrequent minor omissions or deficiencies.
Work will be considered not to have been completed or performed when any of the following conditions exits:
All or any portion of the task(s) was not performed.
The submitted Commercial Pesticide Application Records or GPS data files are not in strict accordance with the performance standards and procedures.
The appropriate equipment, tools and chemicals were not properly used; or were not in good operational condition for completing the requirement in a timely, satisfactory manner.
The following pay deductions may be made for services when the QAE determines during the follow-up inspection or photo print review that the contractor did not complete acceptable treatment:
40% - 49% acceptable coverage may lead to a 10% deduction in pay;
30% - 39% acceptable coverage may lead up to a 20% deduction in pay;
20% - 29% acceptable coverage may lead up to a 30% deduction in pay;
10% - 19% acceptable coverage may lead up to a 40% deduction in pay;
Less than 10% acceptable coverage may lead to a 100% deduction in pay.
Payment deductions will in no way affect the Governments right under the Default clause of the purchase order. All work shall be subject to inspection, approval, and acceptance by the Government. The Government explicitly reserves the right to unilaterally apply payment provisions and to unilaterally deduct any appropriate amounts from contractor submitted invoices prior to payment of such invoices for work not completed or performed
8. DELIVERABLES - The contractor shall submit the following reports in accordance with paragraph 7.0, DATA AND REPORTS:
1. Shapefile(s), or preferably, data stored within a geodatabase containing GPS data of treated areas. Data shall contain the attribute fields displayed in Table 1 below. GPS data can be collected using any geometry type (i.e. point, line, or polygon), but must be post-processed and converted to polygons, if necessary, prior to submittal to Reclamation. Polygons shall be species specific (one target invasive pest species per polygon). Data shall be collected in the 1983 North American Datum (NAD83) with projection set to the appropriate Universal Transverse Mercator (UTM) Zone. All GIS data files shall be in open format. All delineated GIS data (points, lines or polygons) should be established in compliance with the approved open data standards with complete feature level metadata in accordance with the Geospatial Data Act of 2018, Pub. L. 115-254, Subtitle F - Geospatial Data, §§ 751-759C, codified at 43 U.S.C. §§ 2801¿2811. Reclamation requires fully compliant metadata on all Geographic Information Systems files.
2. Copies of daily application records, using Montana Department of Agricultures Daily Pesticide Application Record form, to the Dillon Field Office.
8.1. REQUIRED SUBMITTALS - Submittals from the contractor are required during the term of the purchase order to ensure quality and safe work under the purchase order.
All Submittals shall be submitted electronically to the CO or QAE as designated in the table above.
8.2. SUBMITTAL REVIEW
8.2.1. Time Required for Submittal Review - Submittal review will require 10 days for review of each submittal or re-submittal, unless otherwise specified. Time required for review of each submittal or re-submittal begins when complete sets of materials required for a particular RSN are received and extends through the return mailing postmark date.
8.2.2. Reviewer Addresses - Submittals shall be provided to the following addresses and/or individuals:
All Submittals shall be submitted electronically to the CO or QAE as designated in the table above.
Contracting Officer: Stormy Gallagher at sgallagher@usbr.gov
Quality Assurance Evaluator: Charles Hueth at chueth@usbr.gov
In accordance with the procedures in FAR Part 12 and 13, RFQ 140R6023Q0005 is available for viewing through electronic commerce via Reclamations website at https://beta.sam.gov/
The Government will award a purchase order resulting from this solicitation to the responsible offeror whose offer is conforming to the solicitation and is the lowest price technically acceptable. To be considered technically acceptable all documentation as requested in the PWS must demonstrate the contractors abilities to perform all required services and MUST be included with the quote, otherwise the quote will be non-responsive.
Quotes are due Monday, March 13, 2023, by 4:00 p.m. Mountain Time. Contractors submit quotes by e-mail to awhetham@usbr.gov.
NOTE: Effective August 1, 2012, any contractor to submit an acceptable quote or be awarded a government contract must be registered and active in System for Award Management (SAM). Contractors must register at www.sam.gov
Note: Contractor's must submit their Unique Entity ID (SAM) (UEI) and CAGE code with their quote.
For further information about this requirement, offerors should contact Audrey Whetham at awhetham@usbr.gov.
The provisions and clauses attached apply to this solicitation:
