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Licensee projects are carried out under Industry Outstanding Project procedures - see "Contract Management" chapter. Other projects are carried out as detailed in this section.
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:
FS 720 A and FS 720B, Schedules A and B: Silviculture Contract for Vegetation Management: Aerial Herbicide Application (see the chapter, "Vegetation Management"), or
as appropriate, since which form used depends on the treatment.
The bidders information package consists of the foregoing plus:
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.
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).
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:
Points to be covered on the Work Progress Plan include:
When the Work Progress Plan is signed by the contractor and the ministry officer, it becomes part of the contract.
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.
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.
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).
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.
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.
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.
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.
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:
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.
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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