INTRODUCTION

The El Dorado County Fire Safe Council (EDCFSC) has received grant funding from the United States Forest Service through the California Fire Safe Council Grants Clearinghouse to continue offering residential chipping for the residents on the western slope of El Dorado County in 2011/2012. A qualified business will be contracted to conduct chipping for residential fuel reduction in wildland urban interface communities. The grant has $150,200 (one hundred fifty thousand and two hundred dollars) available for contracted residential chipping services to be expended by May 31, 2012.

MORE (Mother Lode Rehabilitation Enterprises has a contract to provide residential clearing (trimming, pruning, brush cutting, raking) for Senior and Disabled residents of El Dorado County. However, some of this work is outside of their operating range and some work may involve chipping or hauling away cleared material. This work that MORE cannot do should be included in this proposal. The amount of this work is unknown but expected to be limited because of limited funding.

To ensure that all applicants are receiving the same information there will be one bidders meeting. Questions pertaining to this RFP or about the program will only be answered at this public meeting. The meeting is set for Wednesday May 18 at 9:00 am. The meeting location will be at the Gold Hill Station 27, at 6051 Gold Hill Rd, Placerville, CA 95667.

BACKGROUND

The El Dorado County Fire Safe Council has operated a Residential Chipping Program since 2002. In the past year it is estimated that over 350,000 cubic yards of cut and stacked brush and limbs have been chipped to create defensible space near homes and structures. This project will assist the residents of El Dorado County in obtaining compliance with California Public Resources Code 4291.

EDCFSC policy in conformance with Federal Regulations 2 CFR 215 and 2 CFR 230 requires that Grant funded projects exceeding the definition of a major purchase of $25,000 be subject to competitive bidding process.

PROPOSAL

The El Dorado County Fire Safe Council (EDCFSC) has received funding for the Residential Chipper Program for the residents on the western slope of El Dorado County. A contractor with chipper and vegetation clearing capability will be hired to conduct these services for residential fuels reduction on the Western Slope of El Dorado County. This Request for Proposals (RFP) is to contract with a qualified business capable of providing fuels reduction chipping services and clearing work to the citizens of El Dorado County.

The Residential Chipping Program operates in the following manner: A resident of El Dorado County piles their brush adjacent to a street or driveway that can accommodate a truck and chipper. The resident then fills out the "Request for Chipping" form, preferably on-line at our website www.edcfiresafe.org, or mails the hard copy form to the EDCFSC. The selected contractor will receive the electronic submission directly from the website or the staff of the EDCFSC will fax or email the request forms to the contractor. It is the responsibility of the selected contractor to maintain an Excel spreadsheet as the Master Chipping Schedule that contains all chipping requests and the specific information provided by the resident as to size of piles, time preparing the piles, etc. This is critical information needed by the EDCFSC for project management and future grant proposal requests. The selected contractor will then contact the resident and schedule their chipping service. The contractor is only required to chip the piles that meet the criteria listed on the checklist. The contractor will document the exact time chipping at each residence and add that information to the Master Schedule. An electronic copy of this Excel spreadsheet will be emailed to the EDCFSC along with each monthly invoice.

The Senior and Disabled Assistance Program is a referral program with the local fire districts, CAL FIRE and local Fire Safe Councils. A Request for Assistance form will be filled out by the referring entity and will be submitted to the EDCFSC staff with either the CAL FIRE LE-100 inspection form or the EDCFSC Residential Evaluation Form. Upon receipt of this documentation, the Program Coordinator will verify the information on the form and forward it to the selected contractor. It is the responsibility of the selected contractor to maintain an Excel spreadsheet as the Master Assistance Schedule that contains all of the information of work requested. The selected contractor will contact the resident requesting assistance and schedule a day and time to perform the vegetation clearing. The contractor will document the work performed and add that information to the Master Assistance Schedule. This Master Assistance Schedule will be emailed to the EDCFSC at the end of each month.

Questions regarding this RFP will be answered only at the bidders conference held on May 18, 2011 at 9:00 am at Gold Hill Station 27, at 6051 Gold Hill Rd, Placerville, CA 95667. Prospective bidders may withdraw their proposal at any time during the open bidding period. All bidders will be notified of the results of the selection process.

RESPONSIBILITIES / SCOPE OF WORK

The Residential Chipper Contractor will be responsible for the following tasks:

1. Commercial processing (chipping) of woody vegetative material located on private properties, which has been removed from around structures to create defensible space per the California Public Resources Code 4291.
    
2. Chipped material will be deposited on the property.
    
3. The contractor should be equipped with chipping machinery, chainsaws, yard tools, blower and personnel necessary to implement the chipping service. Contractor may be requested to furnish records of equipment maintenance as well as appropriate training records of their personnel in safety and machine operations.
    
4. The Fire Safe Council expects the contractors to be timely in the performance of their scheduled work and to submit all reporting documents on a monthly basis.
    
5. The contractor will report to the EDCFSC Board Chairperson or Executive Coordinator should any issues arise in the performance of their services. The contractor will be reimbursed for all completed work on a monthly basis upon receipt of their invoice and will be paid directly to contractor by the El Dorado County Fire Safe Council.
    
6. Contractor will maintain an Excel Spreadsheet Master Schedule that will be emailed to the Board Chairperson or Executive Coordinator on a monthly basis. Format of this spreadsheet will be provided by the EDCFSC.
    
7. The Fire Safe Council is open to all possible utilization solutions for biomass material generated through the creation of defensible space. The contractor shall propose any ideas they have for expanding this program to the EDCFSC.
    
8. The Contractor should be equipped with the appropriate equipment such as chainsaws, yard tools, pole saws, ladders, and personnel necessary to implement the yard clearance work for Senior/Disabled Assistance.
    

QUALIFICATIONS AND SELECTION CRITERIA

The El Dorado County Fire Safe Council Board of Directors will review the proposals and make contractor selection based on the following criteria:

• Contractor's responsiveness in addressing the "Scope of Work" and preparing a proposal responsive to the Request for Proposal. All questions must be answered for your proposal to be considered.
   
• Contractor's experience in fire prevention practices (CPRC 4291), fuel load reduction, forestry practices, type of equipment, effective communication and other background relative to the project.
   
• Contractor must possess current insurance. The insurance must include public liability, property damage, and workman compensation.
   
• As a requirement of the California Air Resources Board (CARB) Statewide Portable Equipment Registration Program, all chippers used in the Chipping Program must be permitted through CARB. If contractor does not currently have a Statewide Portable Equipment Permit, then the contractor is required to summit proof of starting the process by submitting a copy of the letter of Completion from CARB within 30 days of being awarded the contract.

EVALUATION

Members of the El Dorado County Fire Safe Council Board of Directors will evaluate the proposals. If necessary, qualifying candidates may be asked to interview with a panel of EDCFSC representatives. Notification of Contractor selection will be made on or before June 9, 2011.

AVAILABLE FUNDS

The maximum amount of funds available for the chipper contractor service in this grant is $150,200.00. The contractor selected must be capable of completing the tasks outlined in the "Scope of Work" within the amount allocated by the grant.

PROPOSAL FORMAT

A qualifying proposal must address all of the following items:

1. Letter of Interest, including a statement that the contractor will perform the services outline in this RFP.
    
2. Cover Sheet with the following information:
    
   1. Title of Proposal
       
   2. Name and Address of contracting company
       
   3. Contact person, telephone and fax numbers, and email
       
3. Understanding of the Project: The contractor shall provide a brief response that demonstrates an understanding of project and their knowledge of the California Public Resources Code 4291.
    
4. Approach and Objectives: The contractor shall briefly outline how their proposal will be responsive the "Scope of Work."
    
5. Qualifications of Key Personnel: The contractor shall provide the names of the key people who will be working for the contractor, their role in the project and a synopsis of their experience relevant to these roles. The FSC requires that there be at least two people on site when chipping.
    
6. Previous Experience: Please list all previous work for the past 5 years.
    
7. Business License: Please submit a copy of your business license.
    
8. Cost proposal::
    
   1. The contractors shall provide a proposal based on an hourly rate for equipment and crews. If the rates for chipping differ from clearing work please indicate that as well.
       
   2. Also specify if drive time is included in the eight (8) hour day. If drive time is included in eight (8) hour day specify starting location.
       
9. Hours of Operation: Include your hours of operation. If you have different hours of operation based on seasons, please indicate those hours.
    
10. Communication: The majority of communication will be done via email; however you do need to be available during normal business hours. Please indicate if you have clerical staff to assist with continuity of communication. Your staff will be required to contact homeowners and schedule as needed. We will also meet you at job sites at times to ensure work quality. The EDCFSC prefers that a cell phone be present at all times with the chipper in case of an emergency. Indicate if you have a cell phone and the phone number.
     
11. Equipment Specifications: Include a detailed description and pictures of all equipment to be used. Include a description of how you will handle the maintenance on the equipment if there is a mechanical malfunction.
     
12. Computer skills and internet access: Indicate your skills with Microsoft Word and Excel. The primary method of communication will be through email, so please indicate if you have internet access and your ability to send/ receive and modify emails.
     
13. References: The contractors shall provide a minimum of three references from similar or related projects, including an appropriate contact name, telephone number and e-mail (if available).
     
14. Insurance: The contractor will show proof of liability insurance, public liability, and property damage. Include proof of workman compensation if there are employees. If you do not include proof of insurance with submittal of RFP, you will have 3 (three) days from the time the contract is awarded to provide proof of insurance. Proof must be submitted by close of business on June 17, 2011.
     

PROJECT MILESTONES

PROPOSAL SUBMISSION

Four 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 May 31, 2011. If proposal is postmarked after May 31, 2011 it will be disqualified. Faxed, emailed or late proposals will not be accepted. No proposals will be accepted after this deadline.

NONDISCRIMINATION

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.