Invitation for Bid #0052546

Invitation for Bid #0052546

For

Forest Productivity Cooperative Study Measurements

August 31, 2017

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

INVITATION FOR SEALED # 0052546

Forest Productivity Cooperative Study Measurements

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (VIRGINIA TECH)

PROCUREMENT DEPARTMENT (MC 0333)

NORTH END CENTER, SUITE 2100, 300 TURNER STREET NW

BLACKSBURG, VIRGINIA 24061

DATE
August 31, 2017 / BID RETURN DATE AND HOUR / BID OPENING DATE AND HOUR
Friday, September 15, 2017 3PM

BIDDERS ADDRESS

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO:
Kimberly Dulaney, CPSM, CUPO
Assistant Director and Contracts Manager
E-MAIL ADDRESS:
TELEPHONE NUMBER (540) 231-8543
FAX NUMBER (540) 231-9628
AFTER HOUR MESSAGES (540) 231-6221

SPECIAL INSTRUCTIONS

1.  Sealed Bids must be mailed, express mailed or hand delivered directly to the Procurement Department.

Sealed Bids cannot be faxed or emailed directly to the Procurement Department, see “Facsimile Bids” of the attached General Terms and Conditions.

2.  Unsealed Bids can be faxed or emailed and must be received prior to the time and date designated.

3.  Responses must be submitted on this form and the attachment (s) provided.

4.  Responses shall be signed below.

5.  Responses will be received in the Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333), North End Center, Suite 2100, 300 Turner Street, NW, Blacksburg, VA 24061 until the bid opening date and hour or, if specified, the bid return date and hour shown above.

Please note that USPS is delivered to a central location and is not delivered directly to Procurement. Allow extra time if sending proposal via USPS. It is the vendor’s responsibility to ensure proposals are received in the Procurement office at the appropriate date and time for consideration

6.  Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish to obtain price information.

7.  DELIVERY IS F.O.B. DESTINATION UNLESS OTHERWISE NOTED IN THE BODY OF THE BID.

8.  Any ADDENDUM issued for this solicitation may be accessed at http://www.apps.vpfin.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

9.  Bidders must be aware of the fees associated with the eVA Business-To-Government Vendor Registration requirement described herein and at http://www.eva.state.va.us/ and submit prices accordingly.

CERTIFICATION: IN ACCORDANCE WITH THIS INVITATION FOR SEALED BID AND SUBJECT TO ALL TERMS AND CONDITIONS CONTAINED HEREIN INCLUDING THE GENERAL TERMS AND CONDITIONS SHOWN AT http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/GTC_BID_01012016.pdf

THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE GOODS OR SERVICES FOR THE PRICE(S) OFFERED.

FULL LEGAL NAME (PRINT)
(Company name as it appears with your Federal Taxpayer Number) / FEDERAL TAXPAYER NUMBER (ID#) / DELIVERY DATE
BUSINESS NAME/DBA NAME/TA NAME
(If different than the Full Legal Name) / FEDERAL TAXPAYER NUMBER
(If different than ID# above)
BILLING NAME
(Company name as it appears on your invoice) / FEDERAL TAXPAYER NUMBER
(If different than ID# above)
PURCHASE ORDER ADDRESS / PAYMENT ADDRESS
CONTACT NAME/TITLE (PRINT) / SIGNATURE (IN INK) / DATE
E-MAIL ADDRESS / TELEPHONE NUMBER / TOLL FREE TELEPHONE NUMBER / FAX NUMBER
*BUSINESS CLASSIFICATION / LARGE / SMALL / MINORITY-OWNED / WOMEN-OWNED
*Business Classification definitions can be viewed at http://www.procurement.vt.edu/vendor/class.html
*Is your Classification certified by the Virginia Department of Small Business and Supplier Diversity (SBSD)? Yes No / If yes, provide Certification Number:
*For assistance with certification questions, please visit: http://sbsd.virginia.gov/

Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia? YES______NO______

SIGNATURE ______Date: ______

THIS IS NOT AN ORDER

Revised 7/01/2017

I. PURPOSE:

The intent and purpose of this Invitation For Sealed is to establish purchase orders with one or more qualified sources that can provide Forest Productivity Cooperative Study Measurements for Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II. Statement of Needs:

1.  FPC Measurement Protocols

Successful contractors will furnish all labor, tools, equipment, materials and transportation needed to perform the work. The successful contractor will work with landowners to gain access to study sites and comply with all regulations and requirements of the landowners. For each study to be measured, the contractor will follow the established Forest Productivity Cooperative study plan and guidelines for the trial series (protocols are found below).

2.  INSURANCE: A current insurance certificate demonstrating Contractor Liability Limits, Worker’s Compensation, and Vehicle Liability Insurance, in an amount equal to or exceeding Virginia requirements needs to be provided to the FPC prior to beginning work. Contractors will have insurance that meets the requirements of the landowners where they will be working.

3.  REQUIRED EXPERIENCE: The contractor will provide a crew leader who will supervise the crew at all times. The crew leader will have the following qualifications: a minimum of five (5) years experience in the field of silvicultural research trial measurement and sampling. Experience with Forest Productivity Cooperative research trials and experience working on research trials with member companies is preferred.

4.  FOREST PRODUCTIVITY COOPERATIVE MEASUREMENT PROTOCOLS: Protocols are found at the end of this document for all the requested work. Please review the protocols before submitting bids. If any clarification is required please contact Tim Albaugh ().

a.  Coordination with landowners. Once a bid is accepted, the contractor and the land owner will be notified. The Forest Productivity Cooperative Data Manager will provide study plot maps and/or coordinates; driving instructions will be obtained from the landowner. The Forest Productivity Cooperative Data Manager will provide the contractor with the land owner’s contact information. It is the contractor’s responsibility to coordinate study access and to comply with all landowner regulations. The contractor will provide the contact person at each company/study site at least one weeks’ notice of when the site will be accessed. Because the exact dates of the work may vary depending on weather, work at other sites etc., a range of dates may be provided. The contractor must receive a response from the cooperator before entering the property.Once exact dates of work are known, the contractor will notify the landowner. When the work has been completed, the contractor will inform the landowner. If the landowner has any other requirements regarding communication, the contractor will need to comply.

b.  Data acceptability. Once the data or samples have been received, the contractor will be notified if the data and/or samples are acceptable within one week of receipt unless otherwise noted. If the work is not acceptable to the Forest Productivity Cooperative Data Manager, the contractor will be notified within one week. The contractor may return to the study to re-measure or re-collect samples at no additional cost to the Forest Productivity Cooperative. Re-measurements and re-sampling will occur within two weeks. Payment for services will be released when acceptable data and/or samples are received.

5.  TREE GROWTH MEASUREMENT PROTOCOL

Complete measurements within the time specified for the project. Enter all data in the error-checking spreadsheet provided by the Forest Productivity Cooperative Data Manager. Send the completed spreadsheet to the Forest Productivity Cooperative Data Manager by the date specified for the project. The error-checking spreadsheet contains instructions, previous measurements, damage codes, mortality codes, and minimum and maximum expected growth.

When data is entered into the error-checking spread sheet, values that are less than or greater than the expected growth will be flagged by the cells turning yellow. Where a cell turns yellow, re-check the value in the field and correct as needed. If the tree has damage or disease that would explain the measurement, enter the damage or disease code in the damage column. If the tree does not have damage or disease that explains the flagged value, provide an explanation in the comments cell. Do not change the values for expected growth unless the change is approved by the Forest Productivity Cooperative Data Manager.

Measure diameter at breast height (DBH; 4.5 feet) to the nearest 0.1 inches, total height to the nearest 0.1 foot, and record FPC damage and mortality codes for all measurement trees. See the Height To Live Crown Protocol (below) for details on measuring this variable. Take DBH measurements at exactly the same place each period; therefore, place the diameter tape above and touching the nail on each tree. For trees that are too small to be nailed (DBH< 3 inches), use a 4.5 ft pole as the reference point for DBH measurement. Collect height measurements including height to the live crown with a height pole for trees less than or equal to 15 feet in height. Measure height and height to the live crown with a laser hypsometer or similar device on trees taller than 15 feet. Calibrate the accuracy and precision of the hypsometer at the beginning of each day of measurement and during each day when a break of more than 30 minutes occurs in measuring.

Examine each tree for damage or disease and record the damage code. If a tree has died, indicate the cause of death in the error-checking spreadsheet by entering a mortality code. All trees listed in the error checking spread sheet must have a mortality code assigned to them.

A tree is defined to have a unique root system. Consequently, count forked or multi-stem trees as one tree. Measure the dominant (largest) stem for DBH and height. Do not tag or measure non-dominant forks. There will be only one set of measurements for each tree.

6. HEIGHT TO LIVE CROWN MEASUREMENT PROTOCOL

The height to live crown is defined as the height from the ground to the stem insertion point of the lowest branch with live foliage on it. Epicormic branches (less than the diameter of a pencil), branches with fusiform rust at the base of the branch, ramicorn branches and forks (both near parallel to stem) should not be considered the lowest live branch.

7. STEM STRAIGHTNESS

Stem straightness will be measured as the maximum deflection (nearest 0.1 feet) from an 8 ft pole set against the vertical axis of the tree. A straight edge is held next to the tree and moved up along the first log, reaching a height of approximately 16 ft. The maximum deflection should be measured in 0.1 ft increments or in inches. The maximum deflection together with the measurement units should be supplied to the Forest Productivity Cooperative Data Manager.

Method based on: Williams, C.G and C.C. Lambeth. 1989. Bole straightness measurements for advanced-generation loblolly pine genetic tests. Silvae Genetica 38(5-6) 212-217

8. FOLIAGE SAMPLING PROTOCOL

Please observe the following guidelines to ensure proper sample collection. Collect foliage from the measurement plots indicated in the document “foliage package list”. Foliage collections will be made from December 1 to February 15. Foliage samples will be collected from five dominant trees in each measurement plot unless specific trees are indicated in the foliage package list. To ensure that the same trees are sampled for foliage at each measurement period, sample trees must be clearly identified with paint or flagging and a list of foliage sample tree numbers for each plot must maintained and provided to FPC.

Collect pine needles from the uppermost laterals which contain a full year's complement of foliage. Select needles from the first flush produced during the just completed growing season on a primary lateral branch in the upper 1/3 of the live crown. Remove intact fascicles (generally consisting of 2-3 individual needles), including the bundle sheath, from sampled branches. Collect whole, healthy (i.e., free of insect and disease damage) needles that are typical of the crown (i.e., include 4-, 5-, and 6-needle fascicles if representative).

Each sample is a composite of exactly 100 fascicles collected from the five sample trees in each measurement plot (20 fascicles from each tree).

Clean foliage samples of contaminants (e.g., soils, twigs, etc) after collection; however, do not wash samples. Place the composite sample of fascicles from each measurement plot in separate lunch-bag-size paper sacks clearly labeled with Sample number associated with the FPC study and plot number where the sample was collected. Please align all fascicles in the same direction (e.g., place bundle sheaths either all up or all down). Keep needles as straight as possible during collection and shipping. Large paper clips may be used to hold the bags closed; do not use staples or rubber bands. Maintain foliage samples as close to 4oC as possible until drying is begun (i.e., keep in an ice chest during collection and transportation). Dry foliage in a forced-air oven at 6570oC (149158oF) for a period of 2448 hours. Oven temperatures must not exceed 70oC to prevent gaseous losses of nitrogen. Discuss alternative drying methods with FPC staff. Once thoroughly dried, store samples in a cool, dry place until sent to the lab. If drying facilities are not available, green and respiring tissues may be sent in sealed, plastic bags, labeled as described above. Green tissue (foliage that has not been dried) must be shipped to the lab overnight. Samples should be sent to Waters Agricultural Lab (address is below). Include a copy of the completed Foliage Packing List and Foliage Packing Label inside the shipping box. Send a copy of the completed Foliage Packing List along with the shipping company name and package tracking number to Tim Albaugh ().

Send foliage samples to:

Waters Agricultural Lab

POB 382

257 Newton Highway

Camilla, GA 31730-0382

Contact Tim Albaugh (919-451-7328, ) with any questions or concerns.

a. FOR FOLIAGE SAMPLING NELDER TRIALS:

Select five trees from the center spoke in each plot spanning the length of the spoke (ie. tree 2, 4, 6, 8 & 10). Record the tree number (Spoke&Position) for each tree sampled. Do not sample tree 1 or tree 12.

9. PLOT PHOTOGRAPHY PROTOCOL

For each plot, stand at the edge of the measurement plot with the sun at your back looking down the center row. Use the widest angle possible for your camera/lens. One photograph per plot is required. Each file should be named with the study, plot number, and date (example: 181101_1000_December152010.jpg). Use dropbox or other file transfer service to send photos to the FPC Data Manager. Place all photos for each study in a zip file so there is only one file that needs to be transferred for each site.