Invitation for Bid #0057849

For

Forest Productivity Cooperative Study Measurements

August 30, 2018Note: 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 BID # 0057849

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 30 2018

BID RETURN DATE AND HOUR BID OPENING DATE AND HOUR

Friday, September 14, 2018 3pm

BIDDERS ADDRESS                    

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO:Levi HenryBuyer SpecialistE-MAIL ADDRESS: lhenry29@vt.eduTELEPHONE NUMBER (540) 231-7852FAX NUMBER (540) 231-9628AFTER HOUR MESSAGES (540) 231-6221

SPECIAL INSTRUCTIONS1. 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

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CONDITIONS SHOWN AT http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/

terms/GTC_BID_01012018.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/

I acknowledge that I have received the following addendums posted for this solicitation.

1 _____ 2 _____ 3 _____ 4 _____ 5_____ 6_____ (Please check all that apply)

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: _______________________

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THIS IS NOT AN ORDERRevised 01/01/2018

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I. PURPOSE:

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

II. SMALL, WOMAN-OWNED AND MINORITY (SWAM) BUSINESS PARTICIPATION:

The mission of the Virginia Tech supplier opportunity program is to foster inclusion in the university supply chain and accelerate economic growth in our local communities through the engagement and empowerment of high quality and cost competitive small, minority-owned, women-owned, and local suppliers. Virginia Tech encourages prime suppliers, contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

III. BACKGROUND:

Virginia Polytechnic Institute and State University (Virginia Tech) is located in Blacksburg, Virginia, approximately 40 miles southwest of Roanoke, Virginia, the major commercial hub of the area. In addition to the university’s main campus in Blacksburg, major off campus locations include twelve agriculture experiment research stations, the Marion duPont Scott Equine Medical Center and graduate centers in Roanoke and Fairfax, Virginia. Regularly scheduled air service is provided at the Roanoke Regional Airport.

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech takes a hands-on, engaging approach to education, preparing scholars to be leaders in their fields and communities. As the Commonwealth’s most comprehensive university and its leading research institution, Virginia Tech offers 240 undergraduate degree programs to more than 31,000 students and manages a research portfolio of nearly $513 million. The university fulfills its land-grant mission of transforming knowledge to practice through technological leadership and by fueling economic growth and job creation locally, regionally, and across Virginia.

The Forest Productivity Cooperative (FPC) is a partnership among Virginia Tech, North Carolina State University, Universidad de Concepción, Universidade Federal de Santa Catarina and forest industry and landowners. The mission of the FPC is to create innovative solutions to enhance forest productivity and value through sustainable management of site resources. The cooperative has operated since 1969 and has research trials installed throughout the southeast United States. This request for bids is to complete measurements on some of thes trials.

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eVA system.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

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Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: http://www.eva.virginia.gov, or call 866-289-7367 or 804-371-2525.

V. STATEMENT OF NEEDS     

1. FPC Measurement ProtocolsSuccessful 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 (Tim_Albaugh@vt.edu).

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

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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) or have not been nailed, 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. If a tree has a severe lean, wind throw or is otherwise not vertical but is still alive, then the appropriate height measurement is distance along the stem.

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 spreadsheet must have a mortality code assigned to them. Only one damage code should be assigned to each tree. If more than one type of damage is evident for a tree, assign the damage code that is having the greatest effect on tree growth. Additional damage codes may be added to the Comments field with this notation: Additional damage codes: (list codes). All damage and mortality codes are capital letters. Spreadsheets where the mortality and damage fields are not completed correctly will be returned to the contractor. 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.

 

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Lowest branch with live foliage.

Correct measurement of height to live crown.

Correct measurement of height to live crown.

Measure where branches join main stem.

Dead or broken branch.

Ramicorn branch

Epicormic shoot

6. HEIGHT TO LIVE CROWN MEASUREMENT PROTOCOLThe 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.

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7. STEM STRAIGHTNESSStem 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

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8. FOLIAGE SAMPLING PROTOCOLPlease 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 65-70oC (149-158oF) for a period of 24-48 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 (tim_albaugh@vt.edu).

Send foliage samples to: Waters Agricultural LabPOB 382257 Newton HighwayCamilla, GA 31730-0382Contact Tim Albaugh (919-451-7328, tim_albaugh@vt.edu) 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.

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9. PLOT PHOTOGRAPHY PROTOCOLFor 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.

10. LEAF AREA INDEX MEASUREMENT USING THE LAI COMPARATORFollow instructions in the comparator. For each plot, record the date of the measurement and your estimate of LAI based on comparison of the images in the comparator and what is observed in each plot. Send data FPC Data Manager the data in a spreadsheet file.

11. SAWTIMBER QUALITY ASSESSMENTGoal is to determine saw timber quality for each tree. Complete assessment for all trees, regardless of diameter. For large (>11” diameter) trees make the assessment for sawtimber potential now. For small (<11” diameter) make the assessment for future potential sawtimber.

For each tree record Yes in the Potential Sawtimber column in the Error Checking Module if the tree is a sawtimber tree (straight, no forks or ramicorms, branches not excessive degrade, no rust galls). Record No in this column if the tree is not a potential sawtimber tree (crooked, sweep, large branches, rust, broken top, etc). The defects on trees receiving a ‘No’ will often be captured in the Damage Code column. However if additional information is required to justify tree as a ‘No’ tree please add a comment in the Comment column.

12. MAINTENANCE PROTOCOLStudy maintenance is maintaining tree nails, the numbers on the nails and insuring that plot corner posts are in place. If the tree is growing over the nail such that the nail will not be visible in one year then the nail should be removed and replaced. If the nail is damaged or compromised in any other way that would prevent you from being able to read it and use it one year from now then replace the nail. When replacing nails make sure the nail is positioned at the diameter at breast height on the same side of the tree as the original nail. Write the tree number on the nail head using a pencil. Nails should be aluminum.

Locate the measurement and treatment plot corners. All corners should be upright with the appropriate plot code labeled on an aluminum tag. If the plot corner is broken replace it with a similar post (usually PVC).

When study maintenance is completed the study should be ready for measurement one year from now where it is easy to locate the plots because all corners are upright and intact with proper labels and all trees have labeled nails at the correct place on the tree.

13. SOIL SAMPLING PROTOCOLCooperators will collect A horizon soil samples for chemical and physical analyses from each measurement plot prior to the thinning operation and during the dormant season (November through March) at years 6 and 12 years after installation. If there is no A horizon present or if the A horizon averages less than 2 inches thick then soil samples from the subsurface horizon should be collected. Each soil sample is a composite of at least 10 cores. Each composite sample should fill a quart size zip-lock bag. For non-bedded sites, collect one composite sample per plot. For bedded sites, collect one composite sample from the beds and one composite sample from between beds. When sampling beds, take the sample from the center of the bed down to a depth equal to the height of the bed. Measure depth from the top of the bed to top of interbed.

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Note that if the 10 random sample points indicate that the A horizon is less than 2 inches thick, then follow the procedure below but sample the subsoil. In addition to the study number and plot number, please mark on the plastic bag that it is a subsoil sample.

a. Methods:

1) Select 10 random sample points within the measurement plot. A single randomized pattern can be used for every plot. The 10 randomly located cores will form a single composite sample for the plot.

2) At each sample point, remove the litter layer to expose the mineral soil. Using a probe or auger, extract soil to a depth greater than the depth of A horizon. Measure the depth of the A horizon. Place A horizon soil in a plastic bucket. Do not use galvanized metal containers (no coffee cans). Discard any non-A horizon soil. Remove any soil adhering to the soil sampling tool.

3) Repeat procedure 2 at 10 sample points. If the 10 samples do not completely fill quart-size zip lock plastic bag, continue sampling the A horizon until enough soil is collected. Recording the depth of A horizon at any additional sampling points is not necessary. If the sample point does not have an A horizon, enter “0” on soil sampling form.

4) Thoroughly mix the A horizon soil in plastic bucket. Removing any stones, completely fill a quart-size zip lock plastic bag. Using an indelible marker (Sharpie), clearly label plastic zip-lock bag with study number and plot number. Ensure zip lock bag is completely closed. If zip-lock bag does not close, clean zip lock edge of excess soil or moisture and reclose. Discard remaining soil and wipe out bucket before sampling next plot to eliminate contamination.

5) Fill out soil sampling form for each plot with plot number and depth of the A horizon.

6) Send soil samples to FPC including soil sampling form:Tim AlbaughVirginia TechDepartment of Forest Resources and Environmental Conservation228 Cheatham HallBlacksburg, VA 24061

If the zip loc bags containing the soil samples cannot be immediately sent to the FPC for analysis – please open the tops of the bags to allow the soils to air dry. Failure to do this will result in inaccurate soil N concentrations being recorded due to N transformations occurring during storage.

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SOIL SAMPLING FORMPlease return form with soil samples.

Study Number Contact Person

Date Sampled Prepared By

TOTAL NUMBER OF SAMPLES

Soil Sampling Tool Used

Please enter depth of A horizon for each sample point.Sample Point

Plot Number 1 2 3 4 5 6 7 8 9 10

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14. FOREST FLOOR SAMPLING PROTOCOL

Forest Floor is all the organic material above the mineral soil excluding cones and branches larger than 0.5 inches in diameter. Collect 10 forest floor samples from each measurement plot using a ~30 cm diameter (need actual dimension from sampling pots) template with a sharp knife. Cooking pots with the bottom cut out and the sides sharpened make for good sampling templates, round templates are best because there are no corners.

a. Select 10 random sample points within the measurement plot. A single randomized pattern can be used for every plot.

b. At each sample point, remove any large branches and above ground portions of any plants. Lay the template on the ground. Keeping the template in place, use a knife to cut through the forest floor down to the mineral soil. Cut along the interior edge of the template. Place all the recognizable forest floor from within the template in a paper bag.

c. Repeat procedure 2 at all sample points within a plot. For each plot composite the forest floor sample. There will be one sample bag per plot. Additional bags can be used if there is too much sample for one bag.

d. Using an indelible marker (Sharpie), clearly label the paper bag(s) with study number, plot number, and the number of the bag if more there is more than one bag per plot (for example, 1 of 2; 2 of 2). Fold the paper bag and staple it shut so that sample material cannot fall out. Take care to ensure that paper bags do not tear as the forest floor material is likely to be damp or wet.

e. Fill out forest floor sampling form.

f. Samples should be kept cool and shipped to the Forest Productivity Cooperative lab at North Carolina State University within one week of collection.

g. Address questions to Tim Albaugh (tim_albaugh@vt.edu, 919-451-7328)Please advise Tim Albaugh prior to sending samples. Send samples to FPC including forest floor sampling form:

Attn: Tim AlbaughForest Productivity Cooperative2800 Faucette Drive3108 Jordan HallCB 8008North Carolina State UniversityRaleigh, NC 27695-8008

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FOREST FLOOR SAMPLING FORMPlease return form with forest floor samples.

Study NumberContact Person

Date SampledPrepared By

TOTAL NUMBER OF SAMPLE BAGS

Plot Number Number of bags Comments

     

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VI. METHOD OF PAYMENT:

Virginia Tech will authorize payment to the contractor after each satisfactory delivery of Forest measurements and receipt of the contractor’s invoice.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech’s Purchasing website:

http://www.procurement.vt.edu/vendor/wellsone.html or contact the person in Procurement Department identified in the IFB.

VII. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted by email to vtinvoices@vt.edu or by mail to:

Virginia Polytechnic Institute and State University (Virginia Tech)Accounts PayableNorth End Center, Suite 3300300 Turner Street NWBlacksburg, Virginia 24061

VIII. ADDENDUM:

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.

IX. CONTROLLING VERSION OF SOLICITATION:

The posted version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Bidder shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Bidder may be cause for rejection of the bid; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid.

X. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions.

XI. ATTACHMENTS:

Attachment A – Terms and ConditionsAttachment B – Letter to VendorsAttachment C – FPC Studies to be measuredAttachment D – Price Schedule to be completed by vendor

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ATTACHMENT A

TERMS AND CONDITIONS

RFP/BID GENERAL TERMS AND CONDITIONS

See http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/GTC_BID_01012018.pdf

ADDITIONAL TERMS AND CONDITIONS ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement, and should be provided at favored nations pricing, terms and conditions.

A. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

D. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package and identified as follows:

From: ____ Name of Bidder or Offeror Due Date Time Due

____ Street or Box No. Solicitation Number

____ City, State, Zip Code Solicitation Title

Name of Procurement Officer: __________

The envelope should be addressed to:

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (Virginia Tech)Procurement Department (MC 0333)North End Center, Suite 2100300 Turner Street NWBlacksburg, Virginia 24061

The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope.

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E. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address

If to Contractor: Address Shown On IFB Cover PageAttention: Name Of Person Signing IFB

If to Virginia Tech:

Virginia Polytechnic Institute and State University (Virginia Tech)Attn: Levi HenryProcurement Department (MC 0333)North End Center, Suite 2100 300 Turner Street NWBlacksburg, Virginia 24061

and

Virginia Polytechnic Institute and State University (Virginia Tech)Attn: Tim AlbaughDepartment of Forest Resources and Environmental ConservationCheatham Hall, Room 228 (0324)Blacksburg, Virginia 24061

F. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.

G. CLOUD OR WEB HOSTED SOFTWARE SOLUTIONS: For agreements involving Cloud-based Web-hosted software/applications refer to link for additional terms and conditions: http://www.ita.vt.edu/purchasing/VT_Cloud_Data_Protection_Addendum_final03102017.pdf

SPECIAL TERMS AND CONDITIONS

1. EVALUATION AND AWARD: Awards are made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. Unit prices, extensions and grand total must be shown. However, Virginia Tech reserves the right on multiple item procurements to make a separate award of each item, a group of items, and to make an award either in whole or in part, whichever is deemed in the best interest of Virginia Tech. In case of arithmetical errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. Virginia Tech reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

Virginia Tech reserves the right to award multiple contracts as a result of this solicitation.

2. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

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ATTACHMENT B

Letter to Vendors

May 20, 2023

Hi, You have worked or expressed interest in working on Forest Productivity Cooperative Study measurement. This is our request for bids on measurements and sample collections to be completed between December 1, 2018 and February 15, 2019. All work in the field must be completed between December 1, 2018 and February 15, 2019.

Attached is a spreadsheet listing the studies to be measured including location, number of plots and trees and the specific measurements or sample collections which are to be completed. Use the study number to reference the study. Studies may be priced individually or bundled with one price provided for a group of studies. If you bid on more than one study, indicate the total amount of work (in dollars or number of trees) you can complete between December 1, 2018 and February 15, 2019.

Protocols for all assessments are attached. Awarded bids will be managed and paid through Virginia Tech. Please note that a 1% fee is charged to the contractor to use the eVA invoicing system. Bids will be reviewed by the Virginia Tech Purchasing Department before we will be able to award the bid. After receiving bids, we will prioritize the list of studies and award bids until available funds are exhausted. Consequently, it is possible that not all studies will be measured this year. Please let me know if you require additional information. I look forward to receiving your bids and working with you on the measurements.

Regards

Tim Albaugh

Tim AlbaughResearch AssociateVirginia Tech

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Attachment C

FPC Studies to be measured

Study Latitude Longitude Nearest town County State Age YST Contact Contact email193501 33.436589 -91.730785 Monticello Drew AR 21 9 Larry Anderson Larry.Anderson4@weyerhaeuser.com193901 33.234758 -87.230628 Vance Tuscaloosa AL 27 12 Bruce DeHaan bdehaan@westervelt.com194202 30.667 -81.788 Yulee Nassau FL 19 5 Alan Wilson Alan.Wilson@Rayonier.com195501 37.42611 -78.659722 Appomattox Buckingham VA 25 10 Jerre Creighton Jerre.Creighton@dof.virginia.gov201301 36.640678 -80.146122 Critz Patrick VA 10 10 Kyle Peer krpeer@vt.edu201302 34.831333 -78.587333 Fayetteville Bladen NC 10 10 Hans Rohr hans.rohr@ncagr.gov201303 34.831333 -78.587333 Fayetteville Bladen NC 10 10 Hans Rohr hans.rohr@ncagr.gov201304 36.6456 -80.1513 Critz Patrick VA 10 10 Kyle Peer krpeer@vt.edu983501 33.436589 -91.730785 Monticello Drew AR 21 9 Larry Anderson Larry.Anderson4@weyerhaeuser.com983901 33.234758 -87.230628 Vance Tuscaloosa AL 27 12 Bruce DeHaan bdehaan@westervelt.com984006 30.667 -81.788 Yulee Nassau FL 19 5 Alan Wilson Alan.Wilson@Rayonier.com985501 37.42611 -78.659722 Appomattox Buckingham VA 25 10 Jerre Creighton Jerre.Creighton@dof.virginia.gov

Study SpeciesNumber of plots

Collect foliage from

each plot

Number of trees for dbh, mortality and

damage codes

Number of trees for height,

height to live crown and

crown width measurements

if requested

Average height at last

measurement (ft)

Measure DBH

Measure height

Measure height to

live crown

Record damage

and mortality

codes

Measure crown width in 2

dimensions

Measure plot LAI with LAI

comparatorPhotograph plot

193501 PTA 40 Yes 1388 1388 65.9 Yes Yes Yes Yes No Yes Yes193901 PTA 32 Yes 967 967 77.8 Yes Yes Yes Yes No Yes Yes194202 PTA 40 No 1776 1776 58.7 Yes No No Yes No Yes Yes195501 PTA 32 No 982 982 63.4 Yes Yes Yes Yes No Yes Yes201301 PTA 144 Yes 9913 3243 37.4 Yes Yes Yes Yes Yes Yes Yes201302 PTA 108 Yes 5908 2358 36.2 Yes Yes Yes Yes Yes Yes Yes201303 PTA 10 Yes 533 533 38.3 Yes Yes Yes Yes Yes Yes Yes201304 PTA 24 Yes 834 834 37.6 Yes Yes Yes Yes Yes Yes Yes983501 PTA 9 No 144 144 10.0 Yes Yes Yes Yes No No Yes983901 PTA 9 No 144 144 10.0 Yes Yes Yes Yes No No Yes984006 PTA 9 No 144 144 10.0 Yes Yes Yes Yes No No Yes985501 PTA 9 No 144 144 10.0 Yes Yes Yes Yes No No Yes

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Attachment D

Pricing Schedule

To Be Completed By Vendor

Bid for Measurement Work193501193901194202195501201301201302201303201304983501983901984006985501

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