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Project Management

2.1 Tendered Contracts

2.2 Hourly-rate Contracts

2.3 Monitoring Work Standards

2.4 Payment

2.5 Evaluation of Work

2.6 Non-compliance with Agreement Conditions

2.7 Reporting and Method of Payment

2 The Project

Licensee projects are carried out under Industry Outstanding Project procedures - see "Contract Management" chapter. Other projects are carried out as detailed in this section.

2.1 Tendered Contracts

Administration of site preparation contracts is essentially the same as for other silviculture activities with regard to general policy and procedure. The major differences relate to inspection procedures, performance standards, forms and documents.


See the chapter on "Contract Management."

Contract Document Preparation and Bidders Information Package

The field information supplied in FS 117 and the project maps are used to prepare the following contract documents as appropriate:

  1. FS 700, Silviculture Contract (see "Contract Management" chapter), or Multi-year Silviculture Contract, as required
  2. FS 719A and FS 719B, Schedules A and B: Silviculture Contract for Vegetation Management: Ground Herbicide Application (see the chapter, "Vegetation Management"), or

    FS 720 A and FS 720B, Schedules A and B: Silviculture Contract for Vegetation Management: Aerial Herbicide Application (see the chapter, "Vegetation Management"), or

    FS 759A and FS 759B-1, and FS 759B-2, Schedules A and B: Silviculture Contract for Mechanical Site Preparation (see Appendix 1, Forms Management)

    as appropriate, since which form used depends on the treatment.

  1. FS 759, Tender Form for Site Preparation Contract (see Appendix 1, Forms Management)
  2. FS 776, Schedule D: Camp Standards (see the chapter, "Contract Management")
  3. FS 787, Schedule C: Silviculture Contract Supplemental Specifications (see the chapter, "Contract Management")

The bidders information package consists of the foregoing plus:

  • maps of the project area;
  • FS 423 - Universal Tender Envelope with subject, contract number, closing date and time shown (see the chapter, "Contract Management").


It is strongly recommended that viewing be mandatory for all site preparation contracts. See the chapter, "Contract Management" for details.

Prior to the viewing, the ministry should clearly ribbon out, or clearly delineate on the project map, areas not to be treated so that they are visible to the machine or aircraft operator. For mechanical site preparation (MSP), such areas will include advance regeneration, rock outcroppings, soils not suited to the treatment (e.g., gravelly patches in areas to be mounded), slope not suited to the equipment (e.g., steep gullies), swamps or excessively wet ground and groups of heavy residuals; for aerial herbicide application, areas will include adjacent stands, water courses, swamps or areas near habitation (see Handbook for Pesticide Applicators and Dispensers: Forestry Supplement, 1991.)

Eligibility to Bid

There is no specific eligibility requirement for site preparation, however, the tenderer must be in a position to comply with stipulations outlined in the appropriate Schedule A. Any specific requirements for the prime mover or attachment or for application equipment, in the case of herbicide application, should be specified in Schedules B and C.

Tender Receipt

See the chapter, "Contract Management" and the Contract Administration Manual. Note that the Tender Form for site preparation is FS 759 (see Appendix 1, Forms Management and the Contract Administration Manual).

Tender Opening

See the chapter, "Contract Management" and the Contract Administration Manual.

Awarding the Contract

For general guidelines for awarding contracts, see the chapter, "Contract Management" and the Contract Administration Manual.

Notification to Commence Work

See the chapter, "Contract Management."

Failure of Contractor to Commence Work

See the chapter, "Contract Management."

Pre-work Conference, Work Progress Plan

At the pre-work conference the supervisor must explain to the contractor the exact requirements of the job and the pattern by which it is to be accomplished. These requirements will vary depending on management objectives. Items to be discussed at the pre-work conference include:

  • description of an acceptable microsite;
  • explanation of inspection procedure;
  • explanation of method of calculating payments/assessments;
  • procedure for cancellation;
  • areas not to be treated;
  • clarification (for WCB) of "prime contractor" and contractor's sole responsibilities for training, safety plan, and adherence to WCB regulations.
  • provide the contractor with a map clearly indicating streams or dry stream beds to be avoided and showing such detail as may be required.

Points to be covered on the Work Progress Plan include:

  • confirmation of starting date;
  • sequence to work by units;
  • minimum production rate;
  • name of contractor's representative when the former is absent;
  • contractor's current address and phone number;
  • contractor's WCB number;
  • mutual agreement of payment areas.

When the Work Progress Plan is signed by the contractor and the ministry officer, it becomes part of the contract.

2.2 Hourly-rate Contracts

In situations where equipment must be hired on an emergency basis, or to carry out trials, or for use in untried situations, costs can often not be predetermined. Examples include minor road construction, snow plowing, bridge repair, and testing of new equipment.

It is acceptable in such situations to hire equipment on an hourly basis, as per Section 4.01 of the FS 759 A or by using the FS 21. Use the Forest Protection Equipment Rental Rate Schedule (FS 1021, Schedule B) as a guide and check to ensure that the equipment is in good condition and is suitable for the project.

2.3 Monitoring Work Standards

The ministry must conduct adequate inspections to ensure that the work is performed to an acceptable standard (see Contract Administration Manual).

Monitoring is the key to the success of the project. Failure to provide adequate monitoring may result in unwanted over-scarification or poor spray coverage in the case of an aerial herbicide application.

2.4 Payment

Payment for area satisfactorily treated will be either on a per hour, per hectare or treatment unit basis, depending on how bids were requested. Payments are subject to deductions as specified in the contract documents. The basis for judging satisfactory performance on the project shall be a series of sample plots and/or other measurements established by the ministry officer (or designated inspector).

2.5 Evaluation of Work

The ministry officer may perform a walk-through assessment of treatment units to determine if work has been performed in accordance with contract specifications. If deemed necessary, the ministry officer may use one of the following formal survey methods, as appropriate.

  1. Where the work is being performed to obtain natural regeneration from adjacent seed.
    • The basis for determining satisfactory performance is called a Seedbed Assessment. The size of the plot is 5 m2 (1.26 m radius - 0.0005 ha).
    • A plot is satisfactorily scarified if there is at least 900 cm2 (30 cm × 30 cm or r = 17 cm) of mineral soil or mixed mineral/humus exposed in one patch.
    • The sampling procedure is as follows:
    • Step 1: Pending further investigation of sampling levels to meet accuracy requirements, a sampling intensity of 3 plots per hectare with a minimum of 100 plots per stratified treated unit should be established on random compass bearings that transect representative sections of the unit.

      Step 2: Each plot is dot tallied while those that contain at least 900 cm2 of seedbed are again dot tallied under the appropriate heading. Form FS 738, Seedbed Assessment (see Appendix 1) can be used for this purpose.

      Step 3: Calculate the plots with satisfactory seedbed as a percentage of the total number of plots.

    • To qualify for credit at the proposed price per unit at least 60 percent of the number of sample plots established must be satisfactorily scarified.
    • Where the percentage of plots with mineral soil or mixed mineral/humus exposed is less than 60 percent, on the written request of the forest officer, the contractor shall upgrade the standard of scarification to the required 60 percent minimum at their own expense. Failure to do so will result in no payment for those areas which do not meet the 60 percent standard.
  1. Where work is being performed to obtain natural regeneration from seed on site.
    • The basis for determining satisfactory performance is called a Seedbed Assessment. The size of plot is 5 m2 (1.26 m radius - 0.0005 ha).
    • A plot is satisfactory if it contains at least 225 cm2 (15 cm × 15 cm or r = 8.5 cm) of mineral soil or mixed mineral/humus exposed in one patch.
    • The Sampling Procedure is as follows:
    • Step 1: Divide the scarified area into a number of blocks on a map. Block boundaries can be skid roads, draws, or creeks. The exact area of the block is unimportant, but a convenient size of 5 to 10 ha is suggested.

      Step 2: Establish four blocks, selected at random and approximately 100 well-distributed plots of 5 m2 (1.26 m radius) at regular intervals throughout each block. Choose the intervals between the plots and between the lines of plots to suit the block size and shape so that 100 plots can be established. Include only potentially productive forest land in this assessment. When the plot falls upon rock or swamp, it is excluded.

      Step 3: Dot tally each plot and dot tally again under an appropriate heading those plots that contain at least 225 cm2 of seedbed. Use form FS 738 (see Appendix 1). Calculate the percent distribution and by reference to the Decision Chart, record a decision. Complete the process outlined above on a single FS 738, including the Decision Chart.

    • If the decision based on 400 plots is "accept" and if all the decisions based on 100 plots are either "marginal" or "accept," the scarification is tentatively accepted. The remaining blocks should be checked for large unscarified patches (2+ ha). If any are found, the job may be accepted subject to their completion.
    • If the decision based on 400 plots is "marginal," and all the decisions based on 100 plots are either "marginal" or "accept," refer to Step 4.
    • If the decision based on 400 plots is either "accept" or "marginal," but one or more of the decisions based on 100 plots is "reject," refer to Step 5.
    • If the decision based on 400 plots is "reject," a tentative rejection decision is made and the procedure in Step 5 followed.
    • Step 4: All cases referred here require more intensive sampling. Select an additional block at random and record the percent-distribution survey as before on the original tally sheet. Note the decision on this additional 100 sample and record a new decision based on the 500 plot total. Examine the decision column as explained in Step 3, except read 500 instead of 400. If the decision is still Step 3, point 2, refer the procedure to Step 4 again and repeat the process.

      Some jobs may be continually referred back to Step 4 until all the blocks are sampled. The total job in this case is marginal, but the benefit of the doubt given to the operator and the job accepted, subject to completion of any large (2+ ha) unscarified patches.

      Step 5: All cases referred here have one or more blocks that were rejected and may require additional scarification. However, until a definite relationship between the percent distribution of seedbeds and the success and distribution of regeneration is obtained, refer all "rejects" to the "operations supervisor" for final decision.

  1. Where the work done will be followed by planting.
    • A Plantable Spot Survey is the basis for determining satisfactory performance. The size of plot is 50 m2 (3.99 m radius - 0.005 ha).
    • The desired level of accuracy is ±10%, 19 times out of 20. The number of plots required to meet this level of accuracy will depend on the variation within the plots. A level of 1 plot per hectare is likely adequate in most situations. Establish plots on a systematic grid to ensure complete and uniform coverage (see the chapter, "Silviculture Surveys").
    • A plantable spot is defined as an area within which a tree can be planted with reasonable effort and with the expectation of satisfactory survival and
      growth. For a further indication of the suitability of an area for planting, see the chapter, "Planting."
    • To qualify for payment at the bid price per unit, a satisfactory work standard must provide a minimum of 90 percent of the specified number of plantable spots per hectare and must be well distributed throughout the unit being inspected.
    • Where the number of plantable spots created (as defined earlier; point 3, bullet 3) is less than 90 percent of the required number of spots per hectare specified in the written request of the forest officer, the contractor shall upgrade the number of spots to the required 90 percent minimum at their own expense. Failure to do so will result in no payment for those areas with less than 90 percent of the required number of plantable spots.
  1. Where work is being done for mistletoe eradication.
    • The basis for determining satisfactory work performance is called a mistletoe eradication survey. The plot size is 100 m2 (5.64 m radius - 0.01 ha) and the intensity is a minimum of 1 plot/ha.
    • A satisfactorily eradicated plot will be free of all stems over a specified height with all infected stems above this height being removed.
    • To qualify for payment at the proposed price per unit, a minimum of 85% of the sample plots must meet the standards set out in 4, point 2, above.
    • Where the number of satisfactorily eradicated plots is less than 85% the contractor will be required to rework the area to correct the situation to the satisfaction of the ministry officer.
    • Other conditions may be applied.

2.6 Non-compliance with Agreement Conditions

Where unsatisfactory performance may result in contract termination, the ministry officer may be required to substantiate reasons for the action. For this reason, where performance is faltering, it is essential that written instructions be given to the contractor. Forms have been devised to cover some situations. They include:

  • For Instructions - FS 242 (see the chapter, "Contract Management")
  • Stop Work Order - FS 791(e)
  • Cancellation of Contract - FS 791(f)
  • Notice to Comply - see FS 791(g) cross out "Stand Tending" and substitute "Site Preparation"

2.7 Reporting and Method of Payment

When the contractor advises the ministry that the work within a payment area has been completed it will be necessary to inspect the area using the appropriate post-treatment survey method. A Payment Certificate (FS 606) should be completed and attached to the contractor's invoice to either confirm or adjust the amount claimed. For details regarding contracts payments, deposits, holdbacks and forfeitures, refer to the chapter, "Contract Management" and Financial Services Branch Expenditure Management Procedures Manual (with respect to payments and release of deposits and holdbacks).

When the whole project is completed, report the work done on the Site Preparation Report (FS 737, Appendix 1). Attach to the report the summarized results, from all blocks, of the seedbed survey or plantable spot survey and a 1:10 000 or 1:20 000 scale map.

Where the site preparation has been done by burning, report the results on the Prescribed Burn Analysis (FS 117A, Appendix 1) and summarize the results on the FS 737.

If, following site preparation, the area is in a condition for planting, submit the Planting Site Prescription (FS 739, "Planting" chapter).

Enter the areas on the History of Crop Establishment record (FS 393) and history mylar maps, and program the opening for planting or for a regeneration survey.

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Copyright 1999 Province of British Columbia
Forest Practices Branch
BC Ministry of Forests
This page was last updated December 1993

Comments to: Tim Ebata <Tim.Ebata@gems8.gov.bc.ca>