HomeMy WebLinkAbout03-11-16_AgendaPkt Metropolitan Wastewater Management Commission
SPRINGFIELD
LIREGOH
partners in wastewater management
MWMC MEETING AGENDA
Friday, March 11 , 2016 @ 7:30 a.m.
Water Pollution Control Facility
410 River Avenue, Eugene, OR
Willamette Meeting Room
Please Turn Off Cell Phones
7:30 — 7:35 I. ROLL CALL
7:35 — 7:40 II. ELECTION OF OFFICERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Matt Stouder
Action Requested: To nominate and elect from among its members a
Commission President and Vice-President to serve through March 2017
7:40 — 7:45 III. PUBLIC COMMENT
Request to Speak slips are available at the sign-in desk. Please present request
slips to the MWMC Secretary.
7:45 — 7:50 IV. CONSENT CALENDAR
a. MWMC 2/12/16 Meeting Minutes
Action Requested: By motion, approve the Consent Calendar.
7:50 — 8:00 V. AWARD OF CONTRACT TO GREENWOOD RESOURCES FOR BIOCYCLE
FARM POPLAR REPLANTING SERVICES — RESOLUTION 16-05
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Todd Miller
Action Requested: By motion, approve Resolution 16-05
8:00 — 8:30 VI. PRELIMINARY FY 2016-17 REGIONAL WASTEWATER PROGRAM BUDGET
. . . . . . . . . . . . . . . . . Matt Stouder/ Michelle Cahill/ Katherine Bishop/Tonja Kling
Action Requested: Provide comments and direction to staff
8:30 — 8:45 VII. EXECUTIVE SESSION . . . . . . . . . . . . . . . . . . . . . . . . Matt Stouder/ Murray Petit
The Metropolitan Wastewater Management Commission will now meet in Executive
Session pursuant to ORS 192.660(2)(h)for the purpose of consulting with legal counsel
regarding MWMC"s legal rights and duties in regard to current litigation or litigation
that is likely to be filed, and to consider information that is exempt from public
inspection pursuant to ORS 192.660(2)(f).
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Representatives of the news media and designated staff shall be allowed to attend the
executive session.All other members of the audience are asked to leave the room. If
any news media are present please announce yourself and the news media you are
representing.
Representatives of the news media are specifically directed not to report on any of the
deliberations during the Executive Session, except to state the general subject of the
session as previously announced. No final decision will be made in Executive Session.
At the end of the Executive Session, we will return to open session and welcome the
audience back into the room.
Note: Memos presented in Executive Session are confidential and must be turned in at the
end of the meeting.
8:45 — 9:05 VIII. PHASE 3 RECYCLED WATER PLANNING STUDY UPDATE . . . . . Todd Miller
Action Requested: Information only
9:05 — 9:20 IX. BUSINESS FROM COMMISSION, GENERAL MANAGER, AND
WASTEWATER DIRECTOR
9:20 X. ADJOURNMENT
The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can be provided with
48-hours-notice prior to the meeting. To arrange for service, call 541-726-3694.
All proceedings before the MWMC are recorded
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AGENDA ITEM II.
Metropolitan Wastewater Management Commission
SPRINGFIELD
OR€GOAT
partners in wastewater management
MEMORANDUM
DATE: March 4, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Matt Stouder, MWMC General Manager
SUBJECT: Election of Officers
ACTION Nominate and elect from among its members a Commission
REQUESTED: President and Vice-President to serve through March, 2017
ISSUE
The Commission elects new officers in March of every year for one-year terms. The
Commission needs to determine officer positions for the term of March 2016 through
March 2017.
DISCUSSION
Traditionally, the Commission has employed a practice of rotating the officer positions
among the three jurisdictions on an annual basis, and rotates the Commissioner serving
as Vice President to President. However, there are no formalized guidelines in the
MWMC Bylaws regarding the rotation of officers among the jurisdictions, or any
restrictions on the number of consecutive years a Commissioner serves in a particular
office.
President Hillary Loud is a Eugene representative, and Joe Pishionieri, a Springfiel City
Councilor, is Vice-President. If the Commission chooses to follow its traditional
practice, Commissioner Pishioneri would become President, and the new Vice-
President would be a representative of Lane County.
REQUESTED ACTION
The Commission is requested to nominate and elect from among its members a
Commission President and Vice-President to serve through March, 2017.
AGENDA ITEM IV.
Metropolitan Wastewater Management Commission
SPRINGFIELD
%I OREGON
partners in wastewater management
MWMC MEETING MINUTES
Friday, February 12, 2016 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
President Loud opened the meeting at 7:30 a.m. Roll call was taken by Kevin Kraaz.
ROLL CALL
Commissioners Present: George Brown, Bill Inge, Doug Keeler, Hilary Loud, Walt Meyer,
Joe Pishioneri and Faye Stewart
Staff in Attendance: Meg Allocco, Jolynn Barker, Katherine Bishop, Dave Breitenstein, Judy
Castleman, Amber Fossen, K.C. Huffman (attorney), Tonja Kling, Kevin Kraaz, Shawn
Krueger, Troy McAllister, Todd Miller, Josh Newman, Kim Olsen, Anette Spickard, Loralyn
Spiro, Matt Stouder, and Mark Van Eeckhout,
CONSENT CALENDAR
a. MWMC 1/8/16 Meeting Minutes
MOTION: IT WAS MOVED BY COMMISSIONER MEYER TO APPROVE THE CONSENT
CALENDAR. THE MOTION WAS SECONDED BY COMMISSIONER.STEWART
THE MOTION PASSED UNANIMOUSLY 7/0.
PUBLIC COMMENT
There was no public comment.
REVENUE BOND COST REDUCTION — RESOLUTION 16-02
Katherine Bishop, ESD Program Manager, and Meg Allocco, MWMC Accountant, made the
staff presentation. They requested the Commission's approval of Resolution 16-02 authorizing
the sale of regional sewerage facilities revenue refunding bonds. Adoption of this resolution will
allow for the payoff of the 2006 revenue bonds, plus an advance refunding of the 2008
revenue bonds within FY 2015-16, for the purpose of interest savings.
Summary of Proposal— The total bonds payable on the MWMC's balance sheet as of
December 31, 2015 is $69.4 million. The proposal is to remove both of the outstanding loans
by paying off the 2006 revenue bond principal and refunding the existing 2008 revenue bond
debt at a lower interest rate resulting in the 2016 revenue bonds. The 2016 bonds would be
$33.3 million with the annual payment remaining at $4 million, which is the same as the current
annual payment on the 2008 revenue bonds. The term of the 2016 revenue bonds assumes
MWMC Meeting Minutes
February 12, 2016
Page 2 of 7
10-years beginning November 1, 2016 through November 1, 2026 and retiring the bond
obligation two years earlier with an estimated net savings of$12.97 million in interest. The
Bond counsel suggested that this transaction could be completed in April 2016.
Ms. Allocco stated that the Capital Reserve funds would hit a low point around 2020-23
($20.8M) and then would start coming back up again. Commissioner Stewart mentioned that
the old Hynix plant is going to come back into use again. He was told that it could possibly be
back up to full use within three years. That could help to build reserves quicker.
Ms. Allocco went over the outstanding SRF loans; stating as of June 30, 2015 the MWMC had
$15.8M total in five SRF loans. She stated that if the MWMC became more cash flush, it could
pay any or all of these off early without penalty.
DISCUSSION: Commissioner Inge asked about adding the SRF loans to the bonds to be paid
off. Ms. Allocco explained that once you refinance the bond it is locked in for 10 years and
can't be paid off early. SRF loans are more flexible and the MWMC could pay them off early if
there is an increase in revenue.
Commissioner Inge asked if paying both bonds (2006 and 2008) off at once would affect the
MWMC's credit rating. Ms. Bishop responded that the MWMC is having a review of its credit
rating; it could improve or stay the same but it would not result in a negative impact.
Commissioner Keeler asked about execution and timing of paying off the old bonds and
acquiring the new bonds. Ms. Allocco replied that it is planned to happen at the same time.
MOTION: IT WAS MOVED BY COMMISSIONER MEYER TO APPROVE RESOLUTION 16-
02. THE MOTION WAS SECONDED BY COMMISSIONER.PISHIONERI. THE
MOTION PASSED UNANIMOUSLY 7/0.
Commissioner Stewart thanked staff, stating that they deserve kudos for saving the citizens
about $13 million. He said, hopefully that will stabilize rates and allow us to do things in the
future that are very positive for the people we serve.
FY 2015-16 SUPPLEMENTAL BUDGET #2(b)
Ms. Allocco stated that in order to pay the cash out on the 2006 Revenue Bonds, the
Commission would need to approve Resolution 16-03 which authorizes Supplemental Budget
#2(b). The supplemental budget allows the payoff of the 2006 revenue bond balance, as well
as the refinance of the 2008 revenue bond. This will retire $69.4 million of existing bond
obligations through a combination of a capital contribution ($28 million) and bond reserves
being contributed to principal ($8.1 million), for a combined contribution of$36.1 million, plus
the new refinanced 2016 obligation of$33.3 million. The supplemental budget, as outlined in
Resolution 16-03, makes provisions for bond sale costs, interest expense, and the necessary
transfers between funds for accounting purposes.
MOTION: IT WAS MOVED BY COMMISSIONER PISHIONERI TO APPROVE RESOLUTION
16-03. THE MOTION WAS SECONDED BY COMMISSIONER INGE. THE
MOTION PASSED UNANIMOUSLY 7/0.
MWMC Meeting Minutes
February 12, 2016
Page 3 of 7
FACILITIES PLAN ENGINEERING SERVICES CONTRACT
Josh Newman, Managing Civil Engineer, requested the Commission's approval of Resolution
16-04 authorizing the Executive Officer or designee to finalize and execute a contract
amendment with CH2M Hill for on-call services spanning three fiscal years for a not-to-exceed
amount of$210,000.
Mr. Newman stated that historically the MWMC has procured an engineering consultant to
provide on-call technical assistance for the continuing implementation of the MWMC's Capital
Improvements Program (CIP). This assistance provides specialized technical resources to
address needs that:
• Span multiple projects (such as plant-wide utility assessments, general automated
controls systems analysis, plant hydraulics, plant-wide electrical assessments, etc.)
• Provide supplemental technical information (for example, revising project cost
estimation for budget planning purposes)
• Support staff led studies (such as biogas utilization; fats, oils, and grease [FOG]); wet
weather flow management/CMOM, infrastructure capacity/condition assessment
• Provide engineering support for Job Order Contract tasks
DISCUSSION: Commissioner Meyer asked, of the existing authorizations that the MWMC has
had for the consultant, is there any monies remaining. Mr. Newman replied that there is
carryover from the last contract (November 2011).
Commissioner Pishioneri asked where the money is rolling to and is this $70,000 a year going
to be paid to the consultant regardless if we call them up. Mr. Newman replied that the
consultant is only paid for services provided and that the money rolls over to the next year if
not spent.
MOTION: IT WAS MOVED BY COMMISSIONER KEELER TO APPROVE RESOLUTION 16-
04. THE MOTION WAS SECONDED BY COMMISSIONER STEWART. THE
MOTION PASSED UNANIMOUSLY 7/0.
DRAFT FY 2016-17 REGIONAL WASTEWATER PROGRAM (RWP) CAPITAL BUDGET
AND 5-YEAR CAPITAL PLAN
Troy McAllister and Josh Newman, Managing Civil Engineers, along with Dave Breitenstein,
Wastewater Operations Manager made the staff presentation.
Mr. McAllister stated that the following capital projects will be completed in FY 2015-16:
Repair/Replacement of Biosolids Force Main, Sodium Hypochlorite Conversion, and Influent
Pumping and Headworks Expansion. He said the following projects will be carried forward to
FY 2016-17:
• Increase Digestion Capacity— expecting a 90% design package on the fourth digester
in April.
• WPCF Lagoon Removal/Decommissioning — gearing up for design which will be talked
about at the April meeting.
MWMC Meeting Minutes
February 12, 2016
Page 4 of 7
Commissioner Keeler asked if there was any demand for that property. Mr.
McAllister replied that it would be leveled and the opportunity would exist to
utilize it in the future if the need arises.
• Operations & Maintenance Building Improvements Design - 50% design package will be
available this week.
Mr. Newman continued discussing the carryover projects stating that his part is in the planning
of projects.
• Poplar Harvest Management Services — exploring new markets for product.
• Thermal Load Mitigation: Pre-Implementation (the study portion)
• Thermal Load Mitigation: Phase 1
Mr. Newman referred to page 5 in the CIP budget which shows a table of all the projects and
costs for FY 2015-16 and FY 2016-17. Commissioner Keeler said that the table shows that we
are going to spend about 1/3 of the budget project money this fiscal year and asked what the
reason is for that. Mr. McAllister answered that there are three projects that will be completed
this fiscal year; the Sodium Hypochlorite project has had a dispute and staff has been holding
the retainage money. That is where most of it is coming from.
Mr. Breitenstein went over the regional wastewater Asset Management Capital Program. He
stated that the Eugene managed portion of the Capital Program has three components:
• Equipment Replacement is a dedicated fund for qualifying equipment - plant process
equipment that has an estimated life up to 20 years and an asset purchase value from
$10,000 to $200,000 (includes fleet replacement).
• Major Rehabilitation — supports upkeep renovation, rebuild of existing structural
facilities.
• Major Capital Outlay— supports replacement of equipment and other large one-time
replacement type purchases that do not meet the criteria of equipment replacement.
Equipment Replacement for FY 2016-17 includes the following: aerial lift ($100,000), electric
carts and 10-yard dump truck bed (fleet replacement $90,000), portable generator ($80,000),
plasma spectrometer ($77,000), BMF security camera system ($25,000), and computer file
server ($9,000) for a total of$381,000.
Commissioner Pishioneri asked in regards to the security camera system if just two cameras
were being replaced for $25,000. Mr. Breitenstein replied that the $25,000 would replace the
four cameras and the control system. Commissioner Pishioneri said there have been a lot
changes recently and that probably a whole lot more could be done with that amount of
money.
Major Rehabilitation projects for FY 2016-17 are the following:
• (2) air drying beds resurfaced ($180,000) and (11) beds crack/fog sealed ($64,000)
• Solids Pretreat Building roof replacement ($95,000)
• Plant fuel tank replacing underground with above ground tanks. ($85,000)
o Matt Stouder, MWMC General Manager, explained that moving the underground
tanks to above ground was in response to the Commission's request last year in
MWMC Meeting Minutes
February 12, 2016
Page 5 of 7
regards to pollution liability insurance and costs associated with having
underground tanks.
• Replace the Maintenance building's high bay air handlers — mounting them on the roof
instead of the ceiling as they are currently. It will provide easier and safer access for
maintenance ($60,000).
• Operations/Maintenance Building improvements ($50,000 is budgeted yearly for this
item)
Total Major Rehabilitation budget is $534,000.
Commissioner Inge requested that in the Major Rehabilitation Program Budget table show that
the air drying bed resurfacing is for 2 beds.
Major Capital Outlay budget for FY 2016-17 includes the engine generator replacement
($5,300,000) and the residuals aerator tractor replacement ($370,000). Mr. Breitenstein added
that the tractor replacement will be more versatile than the current one so that staff can
perform different tasks with it. Total Major Capital Outlay budget is $5,670,000.
Commissioner Inge asked what kind of lights are in the tractor bay. He stated that we may be
able to get state funding to do relighting projects. Mr. Breitenstein stated the tractor bay is
open and gets a lot of daylight. The need to have lighting in the bays is not as critical as other
locations. He said he would get back to Commissioner Inge regarding the lights.
Commissioner Stewart asked, in regards to equipment replacement, if staff considers trade-ins
versus selling it outright or in an auction. Mr. Breitenstein replied that it is taken into
consideration at the time of developing the specs. Sometimes an allowance is requested for
trade-in so that staff can decide whether they are going to take the trade-in value, opt to sell it
outright, or in an auction.
Mr. McAllister stated that the 5-Year Capital Programs budget is shown in a table on page 9 in
the memo's attached budget. Mr. Stouder stated that this is just a part of the budget and the
whole budget will be presented at next month's meeting which is being held at the WPCF.
THE MWMC VIDEO SERIES
Amber Fossen, Communications Coordinator, stated that a survey the MWMC did last fall
showed a very low level of awareness of the MWMC but a very high appreciation for protecting
water quality. So with that in mind, staff set out to do the video series showing what the
MWMC does through the wastewater treatment process, how we do our work, sustainability,
personal reasonability for pollution prevention, and what individuals can do to help improve
water quality. The video series is to raise awareness of the MWMC and what it does to keep
local waterways healthy.
The videos was done by Jake Wehrman Video Production. He has done work for both cities
(Springfield and Eugene) in the past. It was done with a narrative approach — an off camera
guide. The idea was to take pressure off staff that had to act and also for continuity through all
the videos. Taylor Worley, Librarian at the City of Springfield, did the narration. Todd Miller's
son, Silas, is the star of the videos. Also appearing are staff members from both Eugene and
Springfield: Kim Olsen is in the Wastewater video, Trail Smith is in the Sustainability video,
MWMC Meeting Minutes
February 12, 2016
Page 6 of 7
and Meghan Murphy is in the Pollution Prevention video. The videos are 3 — 4 minutes long.
The biggest challenge of the project was creating bite size stories to tell.
The wastewater video will be sent out to groups before they come out for a tour of the
treatment plant. It will give them an idea of what they are going to see and experience. The
official launch date for the videos is March 1. Ms. Fossen will create a Vimeo account so
people will have a place to link to for the high quality video. She wants to get it to the schools
to be used as part of their curriculum and out to community groups. Ms. Fossen and Mr. Miller
will be going to Kennedy Middle School on February 22 to do a viewing with Silas' class.
Commissioner Keeler said he thought the videos were really good and asked if there is an
opportunity for earned media, if the newspapers or the television stations would be willing to
give us a little press and show our links. Ms. Fossen said that in the past, she has not had
much success with media; they tend to want to do their own footage. But what she has found
successful is that if we do anchor it within a story pitch, they are more likely to add it as a
supplement to their story.
Commissioner Loud said that she would put the videos on Channel 29. Ms. Fossen said she
would get her some resources.
Commissioner Meyer asked if the videos would be on the MWMC's website. Ms. Fossen said
they would as well as the Vimeo site.
Commissioner Brown asked if there was any thought to putting the videos on Channel 21 —
local government. Ms. Fossen replied she would look into that.
Commissioner Pishioneri thinks the videos are worth putting on the local television stations
and that we should find out how much that would cost us. Commissioner Keeler added that we
could use small clips for PSAs on television stations. Ms. Fossen stated that we got all the raw
footage that was not used in the series that we could retool and repackage for PSAs.
Mr. Stouder pointed out that staff intentionally used the term regional partnership rather than
MWMC in order to keep the videos applicable, depending upon where the imaging takes us.
He added that after watching the videos it makes him feel good about his job.
BUSINESS FROM COMMISSION, GENERAL MANAGER, AND WASTEWATER DIRECTOR
General Manager:
• Congratulations to Commissioner Meyer, Commissioner Keeler, and Commissioner
Inge for being reappointed to the Commission. Mr. Stouder thanked them for their
service.
• Recognize and congratulate Shawn Krueger who is now the Pretreatment Supervisor
for the City of Springfield. Mr. Krueger has been with the city 17 years.
• EWEB's board met last month and advised to put the Citizen Advisory Committee
(CAC) process for the power and rate structure on hold until April. They will talk about it
at their March meeting. There will be an application process for the CAC. Mr. Stouder
MWMC Meeting Minutes
February 12, 2016
Page 7 of 7
stated that he could write a letter of recommendation if the Commission is still interested
in having someone on the committee. The Commission is interested in having
Commissioner Meyer on that committee. Mr. Stouder said that he was still planning on
writing a letter to the EWEB board regarding the MWMC's position on the rate structure.
• The staff survey was sent out to the regional wastewater program staff. Responses are
coming in and the results will be discussed with the Commission at the April meeting.
• The Sodium Hypochlorite Conversion has been on-going for some time. There is
around $120,000 in retainage that was kept due to work not being built to specifications.
The work has now been completed but the dispute has not been settled. We have been
going back and forth with the contractor's legal team and are working to negotiate a
settlement based on what staff and legal counsel feels is a reasonable offer. The offer
was sent out about a week and a half ago but so far the contractor has not yet
responded. The next step if they don't respond would be to go through the Claims
Review process. The Commission nominated Commissioner Keeler to sit on that board.
Wastewater Director:
• Mr. Breitenstein stated that the MWMC has an Air Contaminate Discharge Permit which
is issued and enforced by LRAPA. It expires at the end of this year. Today he is going to
deliver the renewal application and he doesn't foresee any complications with the
renewal.
Mr. Stouder told the Commission that the reason that Michelle Cahill, Wastewater Director,
was not at the meeting was because she had a death in the family. We extend condolences to
her. He said that Sonja Biorn-Hansen, who we work with at DEQ on a regular basis, has
unexpectedly passed away last week. The Commission expressed condolences.
ADJOURNMENT
President Loud adjourned the meeting at 9:03 a.m.
AGENDA ITEM V.
Metropolitan Wastewater Management Commission
SPRINGFIELD
OREGON
partners in wastewater management
MEMORANDUM
DATE: March 4, 2016
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Todd Miller, Environmental Management Analyst
Award of Contract to GreenWood Resources for Biocycle Farm
SUBJECT: Poplar Replanting Services
ACTION
REQUESTED: Approve Resolution 16-05
ISSUE
In response to a Request for Proposals (RFP) for poplar farm replanting services, the
MWMC received one responsive proposal. The sole proposer was GreenWood
Resources. An evaluation committee reviewed the proposal and recommends the
MWMC authorize a contract with GreenWood Resources to provide the poplar
replanting services needed by the MWMC.
BACKGROUND
The MWMC Project P80083 — Poplar Harvest Management Services planning effort
calls for complete harvest and replanting of the first three poplar plantings (planted in
phases in Management Units 1, 2, and 3, chronologically). In fall 2015, staff outlined
recommendations for fully replanting the recently harvested 156-acre Management Unit
1 (MU1) in spring 2016.
Staff's recommendations included advertising an RFP for poplar replanting services in
winter 2016 and for optionally securing a pre-order of poplar cuttings needed for
replanting in advance of the service contract. Based on past performance of poplar
varieties grown at the Biocycle Farm as well as input from poplar veneer producers,
staff concluded that OP-367 is a preferred variety for replanting. Additionally, staff
recommended that previously untested varieties, including proprietary stock, should be
considered.
The MWMC released the RFP for Poplar Farm Planting Services— MU1 on January 15,
2016. The RFP solicited qualified contractors' proposals for developing and
implementing a replanting plan to establish a new crop of poplar on MU1.
The RFP outlined the following service objectives:
Memo: Award of Contract to GreenWood Resources for Biocycle Farm Poplar
Replanting Services
March 4, 2016
Page 2 of 3
• Ensure complete and successful replanting of MU1 in 2016.
• Coordination of replanting to ensure the MWMC's biosolids application
program needs is maintained.
• Ensure the poplar replanting strategy aligns with best market potential for tree
use forecast at 10-12 years of growth.
• Manage plantings within guidelines for FSC certification, including minimizing
use of herbicides.
• Manage replanting to be as cost-effective as possible while ensuring the
above objectives are met, including efficient use of contract services.
DISCUSSION
The RFP (provided as Attachment 2) was made available on the MWMC's website and
was advertised in the Register Guard and Daily Journal of Commerce. Staff also
advertised the RFP through regional networks of poplar interests and colleagues. Upon
RFP release, four potentially interested respondents contacted the MWMC and were
placed on the plan-holders' list. A voluntary pre-proposal meeting and site tour was held
at the Biocycle Farm on February 3, 2016. The only attendees of the pre-proposal
meeting were representatives from GreenWood Resources. The RFP closed on
February 12, 2016 with GreenWood Resources as the sole respondent. GreenWood
Resources is a known entity, having planted the MWMC's first three phases of poplar
trees as well as other municipal poplar farms in the Willamette Valley. GreenWood
Resources' proposal is provided as Attachment 3.
A five-member proposal evaluation committee comprised of Springfield capital planning
staff and Eugene operations staff reviewed and scored the proposal. The committee
determined that GreenWood Resources' proposal satisfactorily met the project
requirements.
Attachment 4 presents the committee's final scores by review elements and total final
score. GreenWood Resources scored above 5 ("meets expectations") in all categories,
and scored highest for planting plan approach and cost effectiveness. The proposed
cost per acre (including the cost of the pre-ordered poplar cuttings) of re-establishing
trees in MU1 are lower than the costs of any of the first three phased plantings.
Additionally, the proposed price includes contingent costs for replanting and soil
amendment tasks that may be deemed unnecessary (thereby reducing the total project
cost further). The table below presents a comparison of historical planting costs.
Memo: Award of Contract to GreenWood Resources for Biocycle Farm Poplar
Replanting Services
March 4, 2016
Page 3 of 3
Previous Costs (adjusted to 2015 dollars) Proposed Cost
Expense MU1 MU2 MU3 Average GreenWood
(2004) (2007) (2009) (2016)
Soil Treatment
(pre-tilling, liming, and $753 $1,032 $1,630 $1,138 $557
herbicide application
Tree Establishment
(tree stock, field prep, and $502 $671 $865 $679 $602*
planting)
Monitoring & Maintenance
(maintenance, monitoring, $542 $224 $227 $331 $93
replanting, and reporting)
Total Implementation Cost $1,798 $1,928 $2,721 $2,149 $1,252
Per Acre
*Includes $18,220 in pre-ordered tree stock ($116.80 per acre).
RECOMMENDATION
Staff recommends negotiation of a contract with GreenWood Resources for an amount
not to exceed $177,092.
ACTION REQUESTED
Approve Resolution 16-05 which authorizes a contract agreement with GreenWood
Resources for an amount not to exceed $177,092 for poplar planting services and
execution of contract amendments as needed not to exceed a cumulative total of 15%
($26,564) of the initial contract amount.
ATTACHMENTS
1. Resolution 16-05
2. RFP for Poplar Farm Replanting Services — MW
3. GreenWood Resources proposal
4. Evaluation committee scoring sheet
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 16-05 ) IN THE MATTER OF CONTRACT AWARD
FOR MWMC PROJECT P80083 —
POPLAR HARVEST MANAGEMENT
SERVICES - FIRST REPLANTING OF MU1
WHEREAS, Fiscal Year 2015/2016 Budget includes Biocycle Farm Poplar Harvest
Management Services, Project P80083;
WHEREAS, the Metropolitan Wastewater Management Commission (MWMC) has
followed the procedures set forth in MWMC's Procurement Rules, Section 137-047-0260;
WHEREAS, MWMC advertised a Request for Proposals (RFP) for Poplar Farm
Planting Services — MU1 contract on January 15, 2016;
WHEREAS, MWMC received proposals from one (1) respondent on February 12,
2016;
WHEREAS, an interagency evaluation committee comprised of members from the
Springfield Environmental Services Division and the Eugene Wastewater Division
(Evaluation Committee) evaluated the proposal pursuant to the criteria in the RFP and
applicable law and determined that GreenWood Resources, Inc. was the highest ranked
responsive proposer;
WHEREAS, pursuant to MWMC Procurement Rule 137-047-0610, a notice of
MWMC's intent to award the contract was issued to the sole proposer on February 23,
2016;
WHEREAS, pursuant to MWMC Rule 137-047-0740, the award of the contract
became final as no protest was received within seven (7) calendar days after the date of
the notice of intent to award the contract;
WHEREAS, contract negotiations between regional wastewater staff and
GreenWood Resources are expected to be successful; and
WHEREAS, the MWMC has appointed Anette Spickard as its duly authorized
Executive Officer for efficient execution of the day-to-day administration of MWMC
business.
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN WASTEWATER
MANAGEMENT COMMISSION:
Anette Spickard, as the duly authorized Executive Officer of the MWMC, is hereby
authorized to:
a) Execute a contract agreement with GreenWood Resources, Inc. for Poplar Farm
Planting Management Services — MU1, Project P80083 for an authorized amount not-to-
exceed $177,092; and
ATTACHMENT 1
Resolution 16-05
Page 1 of 2
b) Delegate performance of project management functions including, but not limited to,
issuance of notices to proceed, execution of contract amendments not to exceed a
cumulative total of 15% ($26,564) of the initial contract amount, and management of the
contract to ensure deliverables and services meet the contract requirements.
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT
COMMISSION OF THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE 11TH
DAY OF MARCH 2016.
President: Joe Pishioneri
ATTEST:
Secretary: Kevin Kraaz
Approved as to form:
MWMC Legal Counsel: K.C. Huffman
ATTACHMENT 1
Resolution 16-05
Page 2 of 2
ATTACHMENT 2
Electronic Procurement Page 1 of 65
Metropolitan Wastewater Management Commission
SPRINGFIELD
6
s
O REflO N
partners in wastewater management
www.mwmcpartners.org
REQUEST FOR PROPOSALS
for
POPLAR FARM PLANTING SERVICES— MU1
Electronic Procurement
January 15, 2016
Project Name&Number:
Poplar Harvest Management Services
Procurement Type: Goods&Services
Prosect Location:
MWMC Biosolids Management Facility and Biocycle Farm
29686 Awbrey Lane, Eugene, Oregon 97402
MWMC Project Manager/Contact:
Mr.Todd Miller
Environmental Management Analyst
City of Springfield—Development& Public Works Department
Environmental Services Division
225 Fifth Street, Springfield, OR 97477
tmiller@springfield-or.gov
(541)736-7137
Proposals Due:
February 12, 2016, 12:00 noon
Website Information:
http://www.mwmcpartners.org/proposals.html
ATTACHMENT 2
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ATTACHMENT 2
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REQUEST FOR PROPOSALS
POPLAR FARM PLANTING SERVICES - MU1
Poplar Harvest Management Services
Table of Contents
TABLE OF CONTENTS.............................................................................................................................................III
LISTOF ACRONYMS.........................................................................................................................................................I
SECTION I: PROJECT OVERVIEW.........................................................................................................................1
A. SOLICITING AGENCY:THE MWMC.....................................................................................................................1
ProjectLocation.............................................................................................................................................1
ProjectManager............................................................................................................................................1
B. REQUESTED SERVICES.......................................................................................................................................1
ServicesRequired...........................................................................................................................................2
Durationof Service Need...............................................................................................................................2
ProjectObjectives..........................................................................................................................................2
SECTION II: NOTICES AND REQUIREMENTS........................................................................................................3
A. NOTICES AND ADDENDA...................................................................................................................................3
Viewingthe RFP.............................................................................................................................................3
Termsof the RFP............................................................................................................................................3
Addenda Issuance and Notification...............................................................................................................3
Requestfor Clarifications...............................................................................................................................4
B. PROPOSAL PROCESS..........................................................................................................................................4
ProposalSchedule..........................................................................................................................................4
ProposalSubmittal........................................................................................................................................5
ProposalOpening..........................................................................................................................................5
Proposal Ownership and Public Record.........................................................................................................5
Recourse for Exceptions to RFP......................................................................................................................5
SECTION III: BACKGROUND INFORMATION........................................................................................................7
A. THE EUGENE-SPRINGFIELD REGIONAL WASTEWATER PROGRAM....................................................................7
Regional Wastewater Program Partnership..................................................................................................7
City of Eugene:Facilities Operation...............................................................................................................7
City of Springfield:Program Administration..................................................................................................7
Governance....................................................................................................................................................7
PurposeStatement........................................................................................................................................8
B. THE MWMC'S BIOCYCLE FARM .........................................................................................................................8
GeographicLocation......................................................................................................................................8
BiocycleFarm Establishment.........................................................................................................................9
OperatingConditions...................................................................................................................................10
SustainabilityGoals.....................................................................................................................................11
CommunityRelations...................................................................................................................................11
C. POPLAR MARKET OPPORTUNITIES..................................................................................................................11
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SECTION IV: SCOPE OF WORK...........................................................................................................................13
A. PROJECT PURPOSE AND NEED.........................................................................................................................13
PoplarReplanting Objectives.......................................................................................................................13
PlantingPlan Objectives..............................................................................................................................13
B. PERFORMANCE EXPECTATIONS......................................................................................................................13
SECTION V: QUALIFICATIONS AND REQUIREMENTS.........................................................................................15
A. EXPERIENCE AND PAST PERFORMANCE..........................................................................................................15
B. FINANCIAL CAPACITY.......................................................................................................................................15
C. INSURANCE COVERAGE...................................................................................................................................15
SECTION VI: PROPOSAL GUIDELINES................................................................................................................17
A. GENERAL CONDITIONS....................................................................................................................................17
B. PROPOSAL ORGANIZATION.............................................................................................................................18
Part1:Cover Letter......................................................................................................................................18
Part2:Title Page.........................................................................................................................................18
Part 3:Statement of Qualifications.............................................................................................................18
Part 4:Applicable Preferences.....................................................................................................................19
Part5:Planting Plan Approach...................................................................................................................19
Part 6:Recommended Alternatives.............................................................................................................20
Part 7:Environmental Considerations.........................................................................................................21
Part8:Cost Schedule...................................................................................................................................21
Part9:Certifications....................................................................................................................................22
Part10:Attachments...................................................................................................................................22
C. ELECTRONIC SUBMITTAL PROCESS..................................................................................................................22
SECTION VII: PROPOSAL EVALUATION AND SELECTION PROCESS ....................................................................25
A. PROPOSAL EVALUATION.................................................................................................................................25
Certification of non-discrimination..............................................................................................................25
B. AWARD OF CONTRACT....................................................................................................................................25
Notice of Intent to Award Contract.............................................................................................................25
Negotiationof Agreement...........................................................................................................................26
Durationof Contract....................................................................................................................................26
EXHIBIT A LEGAL REQUIREMENTS AND TERMS OF PROCUREMENT...................................................................27
A. RIGHT TO CANCEL...........................................................................................................................................27
B. PROPOSAL DISCLOSURE..................................................................................................................................27
C. PROPOSAL REVISION AND NEGOTIATION .......................................................................................................27
D. STANDARDS OF PERFORMANCE.....................................................................................................................28
E. PROTEST ISSUES..............................................................................................................................................28
F. ELECTRONIC PROCUREMENT CONSIDERATIONS.............................................................................................29
EXHIBIT B INSURANCE REQUIREMENTS.............................................................................................................31
EXHIBIT C BASELINE REPLANTING FRAMEWORK..................................................................................................33
C-1. SITE LAYOUTAND FIELD PREP......................................................................................................................33
C-1.1 Basic Scope of Work Needed..........................................................................................................33
C-1.2 Background Considerations............................................................................................................33
C-1.3 General Guideline Recommendations............................................................................................34
C-1.4 Specifications Prescribed for Initial Farm Start Up.........................................................................34
C-1.5 Optional and Work Assignment Considerations.............................................................................34
C-2. TREE PROCUREMENT...................................................................................................................................34
C-2.1 Basic Scope of Work Needed..........................................................................................................34
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C-2.2 Background Considerations............................................................................................................35
C-2.3 General Guideline Recommendations............................................................................................35
C-2.4 Specifications Prescribed for Initial Farm Start Up.........................................................................35
C-2.5 Optional and Work Assignment Considerations.............................................................................35
C-3. PLANTING.....................................................................................................................................................36
C-3.1 Basic Scope of Work Needed..........................................................................................................36
C-3.2 Background Considerations............................................................................................................36
C-3.3 General Guideline Recommendations............................................................................................36
C-3.4 Specifications Prescribed for Initial Farm Start Up.........................................................................36
C-3.5 Optional and Work Assignment Considerations.............................................................................36
C-4. WEED&PEST CONTROLS.............................................................................................................................37
C-4.1 Basic Scope of Work Needed..........................................................................................................37
C-4.2 Background Considerations............................................................................................................37
C-4.3 General Guideline Recommendations............................................................................................37
C-4.4 Specifications Prescribed for Initial Farm Start Up.........................................................................37
C-4.5 Optional and Work Assignment Considerations.............................................................................38
C-5. MONITORING&MAINTENANCE..................................................................................................................38
C-5.1 Basic Scope of Work Needed..........................................................................................................38
C-5.2 Background Considerations............................................................................................................38
C-5.3 General Guideline Recommendations............................................................................................38
C-5.4 Specifications Prescribed for Initial Farm Start Up.........................................................................39
C-5.5 Optional and Work Assignment Considerations.............................................................................39
EXHIBIT D PROPOSAL EVALUATION CRITERIA AND SCORING SHEET....................................................................59
APPENDIX I GLOSSARY OF TERMS.....................................................................................................................59
GLOSSARYOF TERMS....................................................................................................................................................59
APPENDIX II MANAGEMENT UNIT 1 GEOGRAPHIC INFORMATION....................................................................59
APPENDIX III PROPOSER CERTIFICATIONS.........................................................................................................70
List of Figures and Tables
Figure 1. Biocycle Farm Vicinity Location and Site Layout....................................................................9
Table 1. Biocycle Farm Phased Poplar Plantings..................................................................................9
Table 2. Approximate Initial Planting Costs per Acre ........................................................................10
Table 3.Anticipated Contractor Duties.............................................................................................14
Table 4. Proposal Organization.........................................................................................................18
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ATTACHMENT 2
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List of Acronyms
CAC Citizen Advisory Committee
DEQ Department of Environmental Quality
EFU Exclusive Farm Use
FSC Forest Stewardship Council
GMO Genetically Modified Organism
IGA Inter Governmental Agreement
MU Management Unit (e.g. MU1, MU2, MU3)
MWMC Metropolitan Wastewater Management Commission
NPDES National Pollutant Discharge Elimination System
OAR Oregon Administrative Regulation
ORS Oregon Revised Statute
RFP Request for Proposals
UGB Urban Growth Boundary
ATTACHMENT 2
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ATTACHMENT 2
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SECTION "PROJECTOVERVIEW
This section provides a summary of the soliciting agency and the requested services.
A. SOLICITING AGENCY: THE MWMC
The Metropolitan Wastewater Management Commission (MWMC) is an intergovernmental entity
formed by the City of Eugene, the City of Springfield, and Lane County, Oregon (collectively the Regional
Partners).The MWMC oversees the operations and administration of the regional wastewater program,
which includes the Biocycle Farm—a hybrid poplar tree farm for application of processed biosolids and
recycled water. A designated MWMC Project Manager from the City of Springfield oversees contractual
services for the initial harvesting and replanting of the Biocycle Farm.The MWMC Project Manager
coordinates these contractual services with City of Eugene staff who manage the Biocycle Farm
operations.
MWMC Biocycle Farm MWMC Administration
Eugene-Springfield Biosolids Management Facility City of Springfield
29686 Awbrey Lane Development& Public Works Department
Eugene, Oregon 97402 225 Fifth Street,Springfield, OR 97477
Tel: (541)726-3694
Google Map Link: http://goo.gl/maps/vBlLo
http://www.mwmcpartners.org/biocyclefarm.htmi
Project Manager
Todd Miller—Environmental Management Analyst Contact Info:
Environmental Services Division E-mail:tmiller@springfield-or.gov
Desk: (541) 736-7137
City of Springfield Cell:(541)520-8353
Development& Public Works Department
225 Fifth Street,Springfield,OR 97477
B. REQUESTED SERVICES
The MWMC seeks contract services to develop and implement a poplar farm replanting plan.The plan
will identify the strategy for the replanting of the MWMC's Biocycle Farm Management Unit 1 (MU1).
MU1 was harvested in 2013 through 2015. MU1 comprises 156 acres.The MWMC intends to retain a
planting density of approximately 222 trees per acre (based on a 14-foot by 14-foot tree spacing grid);
MU1 replanting will total around 35,000 trees.The MWMC seeks to streamline planting services and to
greatly reduce costs per acre over those previously experienced to establish the tree farm.
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Services Required
The MWMC requires the services of a contractor that has the following capabilities:
• Field and soil preparation for tree planting, including survey controls
• Planting of tree starts (hybrid poplar or similar species)
• Establishment of tree plantings through appropriate monitoring and maintenance.
The basic scope of work involves development and implementation of a planting plan to be approved by
the MWMC Project Manager which establishes the following work elements:
• Planting layout
• Procurement of tree starts
• Planting protocol
• Weed management
• Growth monitoring and dead tree replacement
• Optional and alternative services
• Division of labor among contracted and in-house services
Duration of Service Need
The anticipated contract is projected to run from March 2016 through September 2017.Shorter or
longer duration contracts may be negotiated pending the final negotiated scope of work and services
provided.
:Project Objective-
The services sought are required to fulfill the following objectives:
• Ensure complete and successful replanting of MU1 in 2016.
• Coordination of replanting to ensure the MWMC's biosolids application program needs are
maintained.
• Ensure poplar replanting strategy aligns with best market potential for tree use forecast at 10-12
years of growth.
• Manage plantings within guidelines for FSC certification', including minimizing use of herbicides.
• Manage replanting to be as cost-effective as possible while ensuring the above objectives are met,
including efficient use of contract services.
'The MWMC is investigating the feasibility of FSC certification of the Biocycle Farm, and will pursue meeting the
requirements in replanting of MU1 if conducive to the other project objectives.
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SECTION1 1 REQUIREMENTS
A. NOTICES AND ADDENDA
This document along with all attachments and exhibits constitutes an invitation for sealed competitive
proposals for Goods and Services under MWMC Rules 137-047-0000 through 0810 as adopted by the
MWMC and in accordance with the requirements and provisions herein. A listing of legal requirements
and terms of the procurement is presented as Exhibit A.
Viewing the RFF
The full RFP, including all documents and supporting materials referenced in the RFP, will be available
for online or in-print viewing beginning on the date of the RFP advertisement as noted in the schedule
presented in Section II B, below.
To View Online: To View in Print:
• http://www.mwmcpartners.org/proposals.html Customer Services counter
Environmental Services Division
• Or, navigate to MWMC website home page, Springfield City Hall, Northwest Quad
following links to Capital Improvements 225 Fifth Street,Springfield,Oregon 97477
Program>Requests for Proposal.
'erms of the RFP
The MWMC reserves the right to:
• Change the schedule of the proposal and selection process.
• Delay, suspend, or cancel the procurement or reject any or all proposals.2
• Seek clarification of each Proposer's proposal if necessary during the evaluation process.
• Award different items or groups of items of the final contract, if so itemized in this RFP,to different
Proposers.'
Partnerships. The MWMC intends to enter into a single agreement with a lead contractor to deliver the
services solicited under this RFP. Proposers are encouraged to submit in partnership with others that
would best deliver the services and cost efficiency sought by the MWMC. Proposals must be submitted
by thelead contractor,with the project partner(s) designated as sub-contractors.
Addenda Issuance and Notification
Any changes or additions to the RFP content developed after release of the RFP will be described in
addenda. Such changes and/or additions include any change of dates in the RFP Schedule. In the event
that it is necessary to amend, revise, or supplement any part of the RFP, an addendum will be issued and
2 When in the MWMC's best interest, in accordance with ORS 279B.100
3 I accordance with ORS 279B.060(1)and MWMC Rule 137-047-0600(4)(a)and (d)).
3 1 POPLAR FARM PLANTING SERVICES—MU1 RFP-January 1S, 2016
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posted online via the MWMC website.4 Any addenda so issued shall be considered part of the
specifications of the RFP.
The MWMC is not responsible for any explanation, clarification, interpretation, or approval made or
given in any manner except by written addenda issued by the MWMC. In case of any doubt or
differences of opinion as to the services to be furnished hereunder, or the interpretation of the
provisions of the RFP,the decision of the MWMC shall be final and binding upon all parties.
The MWMC will not issue addenda less than 72 hours(3 calendar days) prior to 8:00 a.m. on the
proposal closing date. Should the proposal closing date be extended by addendum, the extended
proposal closing date will supersede the prior closing date in determining the 72-hour addendum
window. Proposers should check the MWMC website frequently until the closing date (i.e. at least
weekly leading up to the week of closing and daily during the week of closing).
Request for Clarifications
Specific questions or clarifications should be directed to the MWMC Project Manager. Proposers are
encouraged to contact the MWMC Project Manager prior to submitting their proposal to discuss general
information regarding this RFP,the project in more detail, the work that has been done to date, and the
project objectives and scope. Statements made by the MWMC Project Manager are not binding on the
MWMC unless confirmed in writing via an addendum.
B. PROPOSAL PROCESSS
Proposal Schedule
This solicitation is open for submittal of proposals and subsequent evaluation and award of contract in
accordance with the schedule below.
SELECTION SCHEDULE MILESTONES DATE
RFP announced and open Jan. 15, 2016
Pre-proposal meeting and site visit Feb. 3, 2016 (2:00-4:00)
Deadline to submit proposals Feb. 12, 2016(12:00 noon)
Proposal opening Feb. 12, 2016(time to be announced)
Evaluation period Feb. 16-25, 2016
Notice of Intent to Award Contract Feb. 26, 2016
MWMC contract authorization Mar. 11, 2016
Negotiate and execute contract* Mar. 14-18, 2016
Notice to proceed with contract services* Mar. 21,2016
*tentative
4 MWMC website can be accessed as described in Section ILA"Viewing the RFP."
5 The information in this section is presented per requirements of MWMC Rule 137-047-0260.
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Proposal Submittal
Each Proposer shall provide the information as requested and described in Section VI of this RFP.The
MWMC invites Proposers, at their discretion,to submit proposals in partnership with organizations best
suited to provide the range of services required. Partnerships must designate a lead organization to
submit one proposal in response to the RFP. Submittals must meet the electronic submittal process
described in Section VI.
Late Proposals Not Considered. The Project Manager will verify proposals are received by 5:00 p.m. on
the due date. Electronic time stamping of proposals will be relied upon for verification of timely
submittal. Any proposals received after the deadline may not be considered. Proposers should submit
proposals early to ensure timely receipt.
)roposal Opening
Proposals will be opened at Springfield City Hall, 225 Fifth Street, Springfield, OR 97477 on the
scheduled opening date (see above Schedule).The meeting room location and time will be posted on
the MWMC website at least 24 hours prior to the opening. Opening of electronic documents will consist
of viewing electronic submittals to record Proposers identities and verify the apparent receipt of a
complete proposal submittal. Proposer names become part of the public record available to disclosure
upon opening. Refer to Exhibit A for related legal terms and conditions.
Proposal Ownership and Public Record
All materials submitted by the Proposer as part of their proposal shall be considered property of the
MWMC, and the MWMC shall not be required to return or delete the materials unless otherwise noted
in this RFP.The material submitted by Proposers will be treated in the same manner as the MWMC's
own records.
Upon announcement of intent to award contract,6 all proposals become part of the public record unless
exempt under Oregon Public Records law. Proposers wishing to exempt appropriate portions of their
proposals from disclosure as public records shall identify the portions requested for exemption from
disclosure in the proposal cover letter(as described in Section VI) as well as take all other steps required
by law. Proposers are encouraged to discuss their disclosure concerns with the MWMC Project Manager
prior to the submission of their proposals. Refer to Exhibit A for related legal terms and conditions.
Recourse for Exceptions to RFP
If for any reason, a Proposer should find fault with the structure of this RFP or with the evaluation
process, concerns may be submitted in writing(in hardcopy or electronic means)to the MWMC Project
Manager. Further information on procurement rules and RFP protest is located in Section VI. Refer to
Exhibit A for related legal terms and conditions.
6 Section VI describes the announcement of intent to award contract procedure.
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SECTIONBACKGROUND INFORMATION
This section provides information about the MWMC's Regional Wastewater Program,the Biocycle
Farm poplar plantation, and the MWMC's understanding of poplar material markets.
A. THE EUGENE-SPRINGFIELD REGIONAL WASTEWATER PROGRAM
Regional Wastewater Program Partnership
The MWMC is the governing body that directs the Regional Wastewater Program.The Regional
Wastewater Program comprises the administration, operation, and management of the regional
Eugene-Springfield wastewater system. The regional system includes the Water Pollution Control
Facility(WPCF) and associated satellite facilities to provide wastewater management services, including
the Biocycle Farm poplar tree farm and the Beneficial Reuse Site, a seasonal water storage and
agricultural use facility.
The City of Eugene operates and maintains the regional wastewater facilities,which include the
treatment plant (WPCF), the Biosolids Management Facility,the Biocycle Farm,the Beneficial Reuse Site,
the regional pump stations, and the regional force mains and gravity sewers. In addition, major
equipment replacement, infrastructure rehabilitation programs, and laboratory services are also
managed by the City of Eugene.
City of Springfield:Program Administration
Administration of the MWMC is provided by the City of Springfield.This includes legal and risk
management services,financial management and accounting, budget and rate development, capital
program administration, public policy development, intergovernmental coordination, and public
education.The City of Springfield also provides long-range capital planning, design, and construction
management.
Governance
The MWMC was formed by Eugene, Springfield, and Lane County through an intergovernmental
agreement(IGA) in 1977 to provide wastewater collection and treatment services for the Eugene-
Springfield metropolitan area.The seven-member Commission is composed of members appointed by
the City Councils of Eugene (3 representatives), Springfield (2 representatives) and the Lane County
Board of Commissioners (2 representatives). Since its inception,the Commission, in accordance with the
IGA, has been responsible for oversight of the Regional Wastewater Program including: construction,
maintenance, and operation of the regional sewerage facilities; adoption of financing plans; adoption of
budgets, user fees and connection fees; adoption of minimum standards for industrial pretreatment and
local sewage collection systems; and recommendations for the expansion of regional facilities to meet
future community growth.
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The purpose of the Regional Wastewater Program is to protect the environment and the public's health
and safety by providing high quality wastewater management services to the Eugene-Springfield
metropolitan area.The MWMC and the Regional Partners are committed to providing these services in a
manner that will achieve, sustain, and promote balance between community, environmental, and
economic needs while meeting customer service expectations. In carrying out the daily activities of
managing the regional wastewater system,the MWMC will strive to achieve and maintain:
1. High environmental standards;
2. Fiscal management that is effective and efficient;
3. A successful intergovernmental partnership;
4. Maximum reliability and useful life of regional assets and infrastructure;
S. Public awareness and understanding of the MWMC, the regional wastewater system, and the
MWMC's objectives for maintaining water quality and a sustainable environment.
More information about the MWMC, Regional Wastewater Program management, and wastewater
facility operations is available at www.mwmcpartners.org.
B. THE MWMC'S BIOCYCLE FARM
The MWMC operates the Biocycle Farm, an approximately 596-acre facility hosting three hybrid poplar
management units which comprise nearly 400 acres.The farm was established as a permanent land
application site for Class B biosolids,which are reclaimed from the wastewater treatment process.The
farm is irrigated through application of biosolids and recycled water. Land application of biosolids and
recycled water is authorized under a National Pollutant Discharge Elimination (NPDES) Permit which
includes a eiosolids Management Plan and Recycled Water Use Plan approved by the Department of
Environmental Quality(DEQ).
The Biocycle Farm is an agricultural hybrid poplar operation with a maximum allowed rotation age of 12
years.7 The farm is organized into three management units—MU1, MU2, and MU3.The MWMC
operates the Biocycle Farm for environmental benefits and economic efficiency.To that end, the
MWMC seeks to cultivate poplar aligned with end user markets.
GPagraphk toratr n
The Biocycle Farm is located northwest of Eugene, Oregon, adjacent to the MWMC's Biosolids
Management Facility operations at 29686 Awbrey Lane, Eugene, Oregon 97402. Figure 1 shows the
general proximity map and the three management units established over Phase 1, Phase 2, and Phase 3
of the initial plantings. Phase 1 comprised the 156-acre MU1.
The Biocycle Farm operates under agricultural rules associated with its designated land use as"farmed wetland,"
which limits growth of poplar crops to 12 years or less(ORS 308A.056(3)(j)).
8 1 POPLAR FARM PLANTING SERVICES–MU1 RFP-January 15, 2016
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99
\
Phase 2 \
2005-2006 `\ ,
,MeadawO aw lid` r
Phase 3 \\ _`
2907-2008
Phase 1 n
2003-2004 \\ S F r
156 Acres of \ "
Poplar Trees \ t o
\
\ + 8 n H
Site E rce F0SOLI G \
FACILITY \
hwciex....
Figure 1. Biocycle Farm Vicinity Location and Site Layout
Biocycle Farm Establishment
Hybrid Poplar Plantings
The Biocycle Farm's three management units total approximately 394 acres in plantation.To date,
several different hybrid poplar varieties have been planted in sections of each management unit to
provide crop resiliency and to adapt future rotations to best performing stocks. Each management unit
was established at an approximate density of 222 tree stems per acre on 14 foot spacings.Table 1
(Biocycle Farm Phased Poplar Plantings) presents the tree varieties planted, stem count, and acreage of
each management unit. Maps of MW are presented as Appendix II to this RFP.
Table 1. Biocycle Farm Phased Poplar Plantings
Hybrid Varieties Planted*
Number of ^ N N rl N a, Ln Harvest
MU Acres Trees m °�' N m N Initial Plantings Time-frames
(approximate) 0- o N e, `n a `^
1n 1A 00 -T M N e-I
14
MU1 156 35,000 • • 41 • 41 • • Spring 2004 2013-2015
MU2 122 27,000 • • 0 • 0 • Spring 2007 2017-2018
MU3 116 26,000 0 0 0 0 Spring 2009 2019-2020
* The poplar varieties planted are all hybrid cottonwood species commercially available as non-proprietary clones;
the numeric identifiers are industry references to the hybrid stock sourced.The top performers at the Biocycle
Farm,in order,are 013-367,52-225,49-177,and 50-197. Darker shading indicates lower performing varieties.
9 1 POPLAR FARM PLANTING SERVICES—MW RFP-January 15, 2016
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Initial Tree Establishment Costs
The MWMC tracks costs associated with the Biocycle Farm to make management decisions related to
harvest, planting, and maintenance.The initial startup costs for establishing the Biocycle Farm trees
included intensive soil preparation and conditioning as well as experimentation with hybrid varieties and
maintenance approaches. As such,the MWMC anticipates replanting costs should be lower than initial
planting costs. Furthermore,the farm is now staffed and equipped to handle routine maintenance tasks,
and the soils in MU1 were recently reworked from harvest activities.Table 2 presents the total costs per
acre of establishing trees over the phased startup of the three management units.
Table 2. Approximate Initial Planting Costs per Acre
Expense(adjusted to 2015 dollars) MU1(2004) MU2(2007) MU3(2009)
Soil Treatment
(pre-tilling, liming, and herbicide application) $753 $1,032 $1,630
Tree Establishment
(tree stock,field prep, and planting) $502 $671 $865
Monitoring&Maintenance
(Maintenance manual, monitoring, replanting, and $542 $224 $227
reporting)
Total Implementation Cost Per Acre $1,798 $1,928 $2,721
Operating Conditions
Land Use Zoning.The Biocycle Farm land is classified as farmed wetland and is zoned for exclusive farm
use (EFU)with the exception of the southwestern 200 acres of MU1 that lie with the urban growth
boundary(UGB).The land within the UGB is zoned Heavy Industrial(1-3) and is potentially suitable for
future industrial uses; however,the wetland soils prevalent at the site may make poplar the best use of
the land for the near term.
Farmed Wetland Management. As farmed wetland, only agricultural and wetland uses are permissible
on the EFU land."The Biocycle Farm is managed to retain seasonal wetland hydrology while under
agricultural use.Two wetland swales transect the site, one of which results in a 400-foot-wide buffer
dividing MU1 and MU2.The other swale borders the northern boundary to MU2 and MU3.
Site Access.The Biocycle Farm is a controlled biosolids application site.9 The entire site is fenced and
access is controlled through the main entrance to the MWMC's Biosolids Management Facility at 29686
Awbrey Lane. Additional access points are available and can be considered as needed for poplar planting
activities. Potential alternative access points include the south end of MU1 from Awbrey Lane and the
north end of MU2 from Meadowview Road.
8 As farmed wetland,the Biocycle Farm is managed under agricultural rules,which limits the rotation age of hybrid
poplar grown as a crop to a maximum of 12 years.
9 As a Class B biosolids application site and Class D recycled water application site,the Biocycle Farm is entirely
fenced at the required setback distances from operations to prevent untrained personnel from entering the site.
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Biosolids Management.The MWMC applies biosolids10 to the poplar during the summer months.
Biosolids are applied in either liquid form via sprayers attached to hose reels or in dewatered form via
mechanical spreaders. Recycled water is also applied via the hose reel system as warranted to augment
irrigation. Site access may be restricted during active biosolids application and recycled water irrigation.
Poplar planting activities must be managed in coordination with the MWMC's ongoing biosolids and
recycled water application needs.
The Biocycle Farm was established in 2003 under the recommendation of a citizen's advisory committee
(CAC).The CAC was entrusted with the MWMC's policy commitment to beneficial reuse, recognizing
biosolids as a beneficial product to be used in an environmentally sound way.The farm continues to
honor the natural, archeological, and agricultural history of the Willamette Valley through retained
wetland functions, a protected Native American artifact site, and continued use as farmland.To that
end,the MWMC seeks to fulfill that commitment through sustainable harvest and beneficial use of
poplar products grown on the Biocycle Farm.
Because of these attributes,the poplar produced at the MWMC's Biocycle Farm may be attractive in the
sustainable materials market. Current market interests suggest that FSC-certification will be an asset to
greater demand and product pricing. Hybrid poplar is not a genetically-modified organism (GMO).11
Furthermore, poplar trees sequester carbon and reduce greenhouse gas impacts during each growing
cycle.12
Community Relations
The MWMC maintains a good neighbor policy and exercises diligence and good stewardship of
ratepayer resources.The Biocycle Farm is a community asset in terms of the sustainability attributes
described above, including wetland hydrology, as well as a being a visually appealing element of the
landscape. Control of noise, odors, and other nuisances are maintained through operations of the
Biocycle Farm.The upcoming planting activities may attract community interest. Low-impact, low-
nuisance planting operations will promote the good neighbor policy of the MWMC. Furthermore,the
MWMC intends to schedule at least one open-house day at the Biocycle Farm during planting to
demonstrate tree planting, poplar production, and biosolids management to the public.The MWMC will
coordinate public activities with the Proposer upon selection.
C. POPLAR MARKET OPPORTUNITIES
The MWMC is actively involved with researching and promoting markets for short-rotation hybrid
poplar in the Pacific Northwest. Current demand exists for poplar veneer for plywood manufacture.
Several other market opportunities may emerge in the near future, including feedstock for cross-
10 The MWMC manages its biosolids as Class B under DEQ rules. The biosolids are treated to levels that could meet
Class A standards should the end use warrant the additional monitoring procedures required.
11 Most of the trees are cross-fertilized varieties of Oregon black cottonwood and eastern cottonwood; one variety
is a hybrid of eastern cottonwood and European poplar.
12 The MWMC estimates that the tree farm sequesters 16,000 metric tons of COze(carbon dioxide equivalents) per
year. Ensuring that the poplar is used in a durable building product helps keep that carbon out of the atmosphere.
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laminated timber(CLT) products, biofuel and biochemical refining, and architectural wood panels.The
MWMC intends to optimize the MU1 replanting to be positioned for those markets by growing large
diameter, straight trees.The MWMC intends to replant MU1 under the following market position
recommendations:
• Maintain Current Tree Spacing: The 14-foot by 14-foot tree spacing (222 trees per acre density) in
current practice at the Biocycle Farm is recommended for growing trees to at least 10-12 years of
age and intended for milled wood product markets.
• Concentrate on Best Performer: Hybrid variety OP-367 is a desired tree for veneer use and has been
tested as compatible with the growing needs at the Biocycle Farm. Market users have indicated that
replanting fully in OP-367 would be desirable.
• Weigh Certainty with Diversity: For tree farm resilience, the MWMC may want to consider planting
at least one other hybrid variety to balance with OP-367. One of the varieties previously grown with
good results at the Biocycle Farm could be considered.
• Grow New Varieties for Improved Performance: Untested hybrid varieties, such as proprietary
clones that may have promising attributes for the market end uses in mind, could be planted in
small acreages for performance testing.
• FSC Certification:Veneer buyers are driven by FSC-certified stock for their plywood markets.
Producing FSC-certified poplar could be a significant market plus for the MWMC to ensure
marketability and opportunity for premium pricing at harvest.The requirements for FSC
certification, steps needed to ensure certification eligibility, and costs of those steps and
requirements must be accounted for in determining whether to pursue FSC certification on the MU1
replanting project.
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SECTION1 ' OF WORK
This section provides details about the services required,the scope of work to be performed, and
the performance expectations of the service provider(Proposer).
A. PROJECT PURPOSE AND NEED
The MWMC requires the services of a qualified provider to replant MU1 poplar trees in spring of 2016.
This RFP solicits a proposal to develop and implement a planting plan to cost-effectively re-plant MU1 in
poplar and ensure establishment of a tree crop primed for high-end market sale within 10-12 years.
Exhibit C presents the "Baseline Replanting Framework" as a basis for developing the planting plan to be
proposed.The Proposer shall use best professional judgment to propose a scope of work that best
meets the MWMC's needs for cost-effective replanting.
Poplar Replanting Objective,-
• Prepare ground including any ripping/tilling or other soil work as appropriate.
• Replant poplar plantation to acceptable specifications.
• Provide or coordinate weed growth control with the MWMC.
• Monitor and maintain plantings to ensure establishment in the first season.
• Replant failed plantings as agreed to in a developed Planting Plan.
Planting Plan Objectives
The proposer will document a planting plan for approval from the MWMC project manager prior to
planting activities to meet the below objectives.
• Ensure protocols, methods, and schedule for tree planting are in place to guarantee successful
tree establishment in MU1.
• Identify cost-effective practices for replanting as compared to planting specifications required
for initial startup of Biocycle Farm plantings.
• Test methods of soil prep and weed management to gauge necessary future practices or
adaptive management approaches
S. PERFORMANCE EXPECTATIONS
Table 4,Anticipated Contractor Duties, presents the key services, principal tasks,deliverable products,
and service milestones anticipated under the described scope of work.The primary scope of work under
the contract is development and implementation of a planting plan, including planting layout and
designation of alternative method test plots (for weed control, soil conditioning,tree varieties, and
other potential alternative strategies employed for testing effectiveness and cost efficiency in MU1),
field preparation for planting(including any mapping and marking of tree locations), procurement of
planting stock,tree planting, and monitoring, maintenance, and mitigation for tree mortality.
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Table 3. Anticipated Contractor Duties
Key Service Principal Tasks Main Deliverables Milestones
Development of a written Planting Plan to
include:
• Project schedule(with milestone dates) ♦ Draft Planting
• Site layout Plan submitted
• Planting protocol ♦ Draft Planting
Planting Plan • Maintenances elements ✓ Planting Plan Plan finalization
• Monitoring metrics for approval by
• Guarantee and mitigation plan the MWMC
• Optional or alternative services or Project Manager
approaches for consideration pending
MWMC approval
• Confirmation of inventory of MWMC-
procured tree starts
Tree • Procurement of additional cuttings as ✓ Procurement Delivery of trees
Procurement recommended and available agreement to site
• Delivery,storage, and handling of tree starts
for planting
• Soil treatment as deemed necessary per
Site Planting Plan ✓ Map of planting + Site ready for
Preparation • Mapping of tree planting layout(staking, layout planting
GPS,etc.)
Tree Planting • Full planting of all trees in MU1
✓ Notice of planting + Trees planting
completion completed
♦ Completed
• Periodic site visits to assess tree health per ✓ Monitoring
Monitoring monitoring
Planting Plan summaries events
• Tending to plant starts, including any Notice of ♦ Completed
Maintenance irrigation,weed control, pruning,or other maintenance maintenance
maintenance tasks per Planting Plan events and tasks
summary of tasks.
✓
• Final report of project completion to be Final project
Reports as
report ♦ Re
submitted with invoicing. p
Reporting ✓ Monitoring scheduled
• Any other monitoring or end of project
assessment
reports per Planting Plan.
reports
♦ Completion of
✓ Notice of mitigations to
Mitigation • Replanting of trees due to mortality per mitigation extent of
g
Planting Plan
activities Planting Plan
requirements
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SECTIONQUALIFICATIONS 1 •
This section describes the qualifications required of the Proposer,including business experience,
professional resources,financial capacity, insurance coverage, and special considerations.
A. EXPERIENCE AND PAST PERFORMANCE
Qualifying Proposers must demonstrate the following capabilities:
• Team qualifications and relevant experience with tree establishment, including planning,
planting, care, and maintenance.
• Demonstrated ability to provide the services requested,whether as a single firm, partnership, or
primary/subcontractor arrangement, specifically in regard to the proposed management plan.
• Experience with at least three similar or closely related projects over the past five years.
S. FINANCIAL CAPACITY
The financial strength, bonding capability, operational experience, and ability of the Proposer to
financially undertake the project will be considered. Qualified Proposers shall be able to comply with the
following financial requirements:
• Demonstrate financial integrity through documentation of three years of similar work or
services.
• Carry a performance bond to guarantee the delivery of services requested.
C. INSURANCE COVERAGE
Proposers are strongly encouraged to review the insurance requirements specified in Exhibit C with their
insurer to determine their ability to obtain the required insurance prior to submitting a proposal.These
insurance requirements may generate additional premiums which must be anticipated in the proposal.
If a Proposer is not able to procure the required insurance,the Proposer shall note any and all
exceptions in the proposal cover letter and any other relevant sections with related appropriate
details.
All insurance required shall be obtained through a company or companies having a policyholders' best's
rating of at least A-/VIII. Such company or companies shall be duly authorized to transact business in the
State of Oregon and shall be acceptable to the MWMC. All insurance carried by the Contractor shall be
primary to any insurance or self-insurance of the MWMC.
The Proposer awarded the contract (Contractor) shall not commence work until it has provided the
MWMC with the required insurance certificates in a manner acceptable to the MWMC.The Contractor's
failure to maintain any of the required insurance shall be sufficient cause for termination or suspension
of the contract.
The Contractor shall ensure that all of its subcontractors of any tier provide insurance coverage and
limits identical to the insurance required of the Contractor under the contract, unless lesser coverage is
proposed, reasonable, and acceptable to the MWMC.
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SECTIONPROPOSAL" 1
This section provides details on how to prepare and submit the proposal, including content,
organization, and items to address.
A. GENERAL CONDITIONS
The MWMC is providing the information and content herein to benefit Proposers in assessing the
current condition and developing and implementing an appropriate and feasible planting plan.
Proposers should seek clarification and further details as necessary to develop their Proposals.The
MWMC has the following set of expectations related to this solicitation:
• Proposers will make their own assessments of the soil conditions and readiness to plant.
• Proposers will make their own assessments of the best method to prepare the planting layout in
accordance with MWMC requirements.
• Proposers will make their own assessments of other poplar varieties to be planted, if other than
OP-367,to best meet the MWMC's biosolids, recycled water, and end-market needs.
• Proposers may assess and develop steps, requirements, and measures for FSC certification (or
agreed upon equivalent), if proposed.
Proposers are encouraged to fully develop their proposal in whatever format most clearly describes
their experience, proposed methodology, ideas, economic considerations, and abilities to meet project
objectives and the MWMC's needs. Proposals must be clear, succinct, and not exceed twenty(20) pages,
excluding cover letter,title page, and attachments. Proposers who submit more than the pages
indicated may not have the additional pages of the proposal read or considered. Proposals must outline
the quality, completeness, and methodology of the technical approach envisioned for the project under
the RFP. All submittals will be evaluated on the completeness and quality of the content. Sufficient
detail must be provided to fully characterize:
• Planting recommendations
• How the work will be performed
• End-market considerations
• Cost effectiveness considerations 13
The Proposal shall also address:
• Local, state, and federal regulatory environmental agency issues
• Specialized equipment/facility requirements
• Precautions to be taken
Further, the Proposal must include evidence that the proposed plan is suitable and technically sound.
13 Cost effectiveness" refers to any streamlining and/or cost saving improvements identified by the proposer
compared to the MWMC's initial planting specifications presented in Exhibit C—Baseline Replanting Framework.
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B. PROPOSAL ORGANIZATION
All proposals must include the eight elements outlined in Table 4, as further described below.
Table 4. Proposal Organization
Section Proposal Element
Part 1 Cover Letter
Part 2 Title Page
Part 3 Statement of Qualifications
Part 4 Applicable Preferences
Part 5 Planting Plan Approach
Part 6 Recommended Alternatives
Part 7 Environmental, Regulatory, and Sustainability Considerations
Part 8 Proposed Cost Schedule
Part 9 Certifications
Part 10 Attachments (if added)
Part 1: Cover Letter
A principal member of the Proposer's firm capable of binding the firm must sign proposals. Included
with the signature should be the principal's printed name,title, address, and telephone number.
Proposers who are unable or unwilling to meet one or more the requirements of this RFP, including
required insurance, should include as part of their response,written exceptions to those requirements.
Any exceptions to the RFP or conditions of the contract taken by the Proposer must be specified in the
cover letter.
Part 2: Title Page
Title page with business name, mailing address, e-mail address,website address, and telephone number
of the primary contact for the project and to whom all related correspondence from the MWMC would
be sent.
Part 3:Statement of O ealification
• Provide basic information about your company(and partners, if applicable), including Oregon
Contractors License number
• Describe Proposer's capability to provide this service including background and experience.
Indicate how many years the company, or in the case of a joint venture,the prime contractor
and subcontractor(s) have been in business. If this is a team proposal, indicate whether this
team has worked together before.
• Provide a list of projects completed involving similar work with the following information:
o Project description
o Client organization
o Names and telephone numbers of client contacts whom the MWMC may contact for a
reference during the proposal evaluation process.
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• Include a list of proposed subcontractors, if any, and anticipated work to be provided by the
subcontractor(s). All subcontractors who could be used to perform more than S%of the work
shall be included on the list.
• Provide the names of key personnel who would act in supervisory and professional capacities on
the project. Specifically identify the proposed main contact for the MWMC for the duration of
the project. For proposals from teams of more than one organization, clearly assign the project
management to the lead organization and indicate the management structure and relationship
with key subcontracted firms. Include an organizational chart of the key project team members.
• Describe the Proposer's management and organizational capabilities, internal procedures,
and/or policies associated or related to work quality and cost control and ability to respond
promptly to resource or staffing issues and any other operational changes.
• Identify and list any claims, lawsuits, or judgments against or pending with the proposing
organization(s). In the event the MWMC desires additional information regarding the
documentation of such claims, lawsuits, or judgments,the MWMC shall ask for such information
and Proposer shall promptly provide it.
Part 4:Applicable Preferenc
The following preferences apply to Proposers and will weigh in the final evaluation of proposals as
indicated on the Proposal Evaluation Criteria and Scoring Sheet. Proposer should provide statements
that reflect meeting of these applicable preferences.
Oregon Based Business. Location in Oregon and exhibition of workforce and market ties to the Oregon
economy are preferred. Firms and markets local to the Eugene-Springfield metropolitan area are also
preferred.
Sustainable Business Practices.The preferred Proposer shall exhibit sustainable business practices in its
standard operations, project approach, and/or market use of materials produced.
Recycled Content. Contractors shall use recyclable products to the maximum extent economically
feasible in the performance of the contract work set forth in this document.14 No hard copies of
Proposals shall be submitted or accepted.
Part 5: Planting Plan Approach
State the approaches, assumptions and methodologies the Proposer intends to undertake in order to
meet the stated objectives of the MWMC. It is not necessary to reiterate project requirements that have
been stated in the RFP. Rather, the Proposer should focus on unique aspects of the proposed plan. If
selected, the Contractor will submit a formal planting plan based on the proposed approach.At
minimum,the Proposer must address the following aspects of the plan:
Approach: Describe how the Proposer will fulfill the anticipated contractor duties outlined in Table 3
located in Section IV. Describe the planting plan and how it will meet or differ from the baseline
replanting framework in Exhibit C. Proposers should also review elements of the Poplar Crop Manual
and Stand Assessment Report previously completed for the Biocycle Farm (these documents are
available on the MWMC website's Proposals area) and describe any deviations or additions
recommended for the replanting project performance.
14 In following with the requirement for state agencies per ORS 279B.060(2)(f).
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FSC Certification: Describe, if known,the formalities required to ensure the MU1 replanting could
qualify for FSC(or acceptable alternative) certification of the mature harvest-age trees.
Schedule: Define the overall plan and schedule for planting.
Quality Control: For quality control purposes, all Proposers shall have stated methods for accurate
record keeping and reporting, and when necessary, corrective action plans to assure high standards
of operation. Identify how the proposed operation addresses quality control.
MWMC Resource Requirements: Describe any anticipated or requested Regional Wastewater
Program staff participation or other MWMC resources that will be needed in order for the Proposer
to provide these services.
Operational Contingencies: Define the contingency for planting poplar in the event of prolonged
inclement weather conditions or process interruption for any reason.
Site Access: Address proposed access points and anticipated traffic into the Biocycle Farm. Some
project components may be impacted by seasonal restrictions, such as staging areas, sites, or
roads that will withstand traffic only during dry weather periods.Address any access needs or
demands to the site other than the existing road from the MWMC's Biosolids Management Facility
or other seasonal or physical access needs required for project success.
Equipment: Identify the reliability and availability of equipment or practices used. If any disruption
of needed equipment could occur due to limited supply, weather, or other issues, please describe
any possible mitigation measures (temporary alternatives, etc.).
Permits: Indicate all environmental and other permits required for herbicide application and other
aspects of the planting operation. Describe permits, certifications, or regulatory approvals the
Proposer needs for the operation.
Nuisance Control: Indicate the nuisance control measures that would be in place to ensure
operations do not create undue dust, odors, emissions, noise, or other offsite nuisances.
Site Safety and Sanitation: Describe Proposer's structure to ensure site safety, such as a written plan
and a site safety officer, particularly in regard to performing services at an operating biosolids
management site. Indicate Proposer's plan for site sanitation, including fresh water and toilet
facilities for on-site personnel.
Part 6:Recommended Alternatives
Identify and describe any optional tasks or subtasks that should be considered by the MWMC to meet
objectives, satisfy the requirements listed herein, and make the project a success, particularly in
contrast to work elements identified in Exhibit C—Baseline Planting Framework. Discuss the benefits of
the optional tasks and/or subtasks to the present project and to future improvements of the MWMC's
replanting operations. Provide and explain associated costs of the optional tasks and/or subtasks, and
overall impact to project budget (both for potential cost saving measures and discretionary additional
services).
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Alternatives may include recommendations for:
• Labor(e.g. contractor, sub-contractor, MWMC staff, alternative work force)
• Field preparation (e.g.till/no-till options)
• Weed management (e.g. alternative treatment options)
• Planting methods (e.g. tree stock handling, planting protocols, quality control)
• Tree establishment and maintenance (e.g. plan for care, maintenance, and monitoring)
• Mitigation plan (e.g. measures of success, acceptable attrition rate, and tree mortality
replacement plan)
Part 7:Environmental Considerations
Describe or highlight sustainable attributes of any and all elements of the proposed services. Highlight
how practices meet and bolster requirements for FSC certification. Describe how recycled materials will
be used or incorporated into the delivery of services and work products. Include the following
information:
Integrated Weed and Pest Management Approaches: Describe how the weed management approaches
proposed balance reduced chemical use, soil health, labor constraints, and tree vitality to achieve the
best environmental outcome.
Environmental Impacts:Address efforts to reduce carbon footprint and measures taken to minimize
overall operational environmental impacts, including fuel conservation and alternative fuel use, and
efficiency application of, or alternatives to, motorized equipment.
Waste Management: Describe any wastes that would be generated from the proposal's processes.
Estimate how much waste would be generated. Describe any recycling, reuse, or disposed of the waste
material(s) generated.
Torr 6. c ost.5CDedUie
The gross cost per acre shall cover all expenses associated with this project including fuel, labor,
supervision, material, equipment,tools, insurance, bonds, debt service or financing, permits,
certifications,tipping cost and recycling fees, and other fees. Use the following table or similar cost
breakdown to outline the proposed cost schedule. Define any optional or cost-saving task elements to
be negotiated or considered by the MWMC.
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Table S. Example Cost Schedule Breakdown
Task Unit Cost Total Cost
Site Preparation /acre $
Tree Handling& Planting /acre $
Weed/Pest Management /acre $
Establishment& Maintenance /acre $
Other activities /acre $
TOTAL PROJECT /acre $
The MWMC anticipates a contract with the selected Proposer will be performed at an agreed to not-to-
exceed total cost per acre.The agreed upon not-to-exceed total cost per acre may not be exceeded
without prior written authorization by the MWMC.The Contractor will be required to complete the full
scope of the work for tasks and subtasks for the not-to-exceed total cost per acre and value of the
contract regardless of cost to the Contractor.
Part 9: Certifications
Proposer must sign and return the certifications presented in Appendix III.
Part 10:Attachments
Attachments, links, or examples of work products helpful in the review team's proposal evaluation may
be included at the Proposer's discretion. Such examples will not serve as substitutes for complete
demonstration of the Proposer's capabilities in the written proposal.
C. ELECTRONIC SUBMITTAL PROCESS
Proposers shall follow the requirements and procedures below in preparing their final proposal
document and ensuring proper submittal and receipt. Only proposals prepared and submitted in
electronic format will be accepted.ls
• Submit one electronic copy of the proposal in PDF format 16 submitted to the MWMC Project
Manager's e-mail address.
• The PDF document must be organized to ensure proper electronic viewing and navigation to
proposal sections by reviewers.
• All attachments and other materials shall also be included in PDF format as a single submittal.
• Multiple files must be compressed/zipped into one deliverable file if the separate files are not
suitable for including in the primary PDF submittal.
15 Electronic procurements are as provided for and in accordance with ORS 279B.060(2)(a)and OAR 137-047-0330.
16 PDF requires document be published in Portable Document Format viewable in Adobe Acrobat Reader XI.
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• Submittals must not exceed 10MB in file size; submittals in excess of 10MB may be rejected by
the e-mail server and will not be delivered to the MWMC Project Manager. Furthermore,
proposals in excess of 10MB may be rejected by the MWMC Project Manager as undeliverable
to the proposal review team.
• The PDF document must be named as follows:
[Proposer's Name] + "_Poplar_Replanting_Proposal"+ .pdf
If submitted as a compressed file folder,the compressed folder shall also follow the same
naming convention, except without the ".pdf" extension.
• Submit the proposal package as an email attachment addressed
tmiller@springfield-or.gov
with the subject line reading "Poplar_Replanting_Proposal_"+ [Proposer's Name].
No email text is necessary for receipt of the proposal. Proposers may wish to request an
electronic delivery receipt; however,the MWMC makes no guarantee that the such receipts will
be generated.
• Submit no later than 5:00 p.m. on the proposal closing date. Electronic submittals that are time
stamped after 5:00 p.m. by the e-mail server could be rejected. Proposers are highly encouraged
to submit well in advance of the due time to avoid delays in the electronic transmittal.
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SECTION VII: PROPOSAL
This section describes the criteria by which proposals will be evaluated,the process selection of the
highest ranked Proposer,and contract negotiation.
A. PROPOSAL EVALUATION
The MWMC shall provide written determination of the proposal that is the most advantageous to the
MWMC based on the evaluation process,factors described in this RFP, and any negotiation with
proposers as authorized in this RFP.The MWMC intends to award the contract to the Proposer that:
• Presents the best capabilities, approach, and value to provide the required services as outlined
in this RFP.
• Best demonstrates cost effectiveness to the MWMC.
A selection committee chaired by the MWMC Project Manager and staff members of the Regional
Wastewater Program will evaluate proposals based on the scoring criteria presented in Exhibit D
(Proposal Evaluation Criteria and Scoring Sheet).The selection committee's recommendation will be
authorized by the MWMC prior to contract.
Certification of non-discrimination
The Proposer shall certify that the Proposer has not discriminated and will not discriminate against any
minority,women or emerging small business enterprise or against a business enterprise that is owned
or controlled by or that employs a disabled veteran in obtaining a required subcontract.17 Proposer shall
not be listed on the Bureau of Labor and Industries list of persons having violated prevailing wage rate
laws. Proposer shall not be in violation of any tax laws.18 The Proposer must sign and return the
Proposer Certifications form presented in Appendix III.
B. AWARD OF CONTRACT
:Notice of Intent to Award Contract
The MWMC shall notify Proposers of the results of competitive evaluation upon the date of the top
proposal identification.19 Notification will occur via e-mail to the contact address provided by the
Proposer.
17 Discrimination is defined as being in violation of subsection (1)of ORS 279A.110
1s In accordance with ORS 701.227 and ORS 30S.38S.
19 Pursuant to ORS 2796.060(12).
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Negotiation of Agreement
The MWMC reserves the right to negotiate a final contract that is in the best interest of the MWMC
considering cost effectiveness and other factors the MWMC determines are relevant. Once the selection
committee has made a preliminary selection satisfactory to the MWMC, the MWMC will authorize
Regional Wastewater Program staff to negotiate an agreement with the preferred candidate. If the
negotiations are not successful, staff will negotiate with other qualified Proposers in the order of their
respective proposal rating until an agreement is reached or staff decides to terminate the selection
process. If contract negotiations are successful,the agreement will be formalized and signed by the
MWMC's and Contractor's authorized representatives.
Duration 01 contract
The minimum service need is for the spring 2016 planting period.The resulting contract for service is
intended to be for a maximum term of 18 months starting in March 2016 and continuing through the
first year of plant establishment and over-winter plant survival. Shorter or longer-term contract
durations may be negotiated pending the agreed upon scope of services.
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EXHIBIT
LEGAL REQUIREMENTS AND TERMS OF PROCUREMENT
A. RIGHT TO CANCEL
ORS 2796.060(2)(e):The MWMC may cancel the procurement or reject any or all proposals in accordance
with ORS 27913.100.
ORS 2796.060(6)(c): If a request for proposals is canceled under ORS 27913.100 after proposals are received or
if a proposal is rejected,the contracting agency may return a proposal to the proposer that made the
proposal.The contracting agency shall keep a list of returned proposals in the file for the solicitation.
B. PROPOSAL DISCLOSURE
ORS 2796.060(6)(a): Notwithstanding ORS 192.410 to 192.505, proposals may be opened in a manner to
avoid disclosing contents to competing proposers during,when applicable,the process of negotiation, but the
contracting agency shall record and make available the identity of all proposers as part of the contracting
agency's public records after the proposals are opened. Notwithstanding ORS 192.410 to 192.505, proposals
are not required to be open for public inspection until after the notice of intent to award a contract is issued.
The fact that proposals are opened at a meeting,as defined in ORS 192.610, does not make the contents of
the proposals subject to disclosure, regardless of whether the public body opening the proposals fails to give
notice of or provide for an executive session for the purpose of opening proposals.
ORS 2796.060(6)(b): Notwithstanding a requirement to make proposals open to public inspection after the
contracting agency issues notice of intent to award a contract,a contracting agency may withhold from
disclosure to the public materials included in a proposal that are exempt or conditionally exempt from
disclosure under ORS 192.501 or 192.502.
C. PROPOSAL REVISION AND NEGOTIATION
ORS 2796.060(8): For purposes of evaluation,when provided for in the request for proposals,the contracting
agency may employ methods of contractor selection that include, but are not limited to:
(a)An award or awards based solely on the ranking of proposals;
(b) Discussions leading to best and final offers, in which the contracting agency may not disclose private
discussions leading to best and final offers;
(c) Discussions leading to best and final offers, in which the contracting agency may not disclose
information derived from proposals submitted by competing proposers;
(d)Serial negotiations, beginning with the highest ranked proposer;
(e)Competitive simultaneous negotiations;
(f) Multiple-tiered competition designed to identify,at each level, a class of proposers that fall within a
competitive range or to otherwise eliminate from consideration a class of lower ranked proposers;
(g)A multistep request for proposals requesting the submission of unpriced technical submittals, and then
later issuing a request for proposals limited to the proposers whose technical submittals the contracting
agency had determined to be qualified under the criteria set forth in the initial request for proposals;or
(h)A combination of methods described in this subsection,as authorized or prescribed by rules adopted
under ORS 279A.065.
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ORS 279B.060(9): Revisions of proposals may be permitted after the submission of proposals and before
award for the purpose of obtaining best offers or best and final offers.
ORS 279B.060(10):After the opening of proposals,a contracting agency may issue or electronically post an
addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of
competition before the start of the tier to which the addendum applies.The contracting agency shall send an
addendum that is issued by a method other than electronic posting to all proposers who are eligible to
compete under the addendum.The contracting agency shall issue or post the addendum at least five days
before the start of the subject tier of competition or as the contracting agency otherwise determines is
adequate to allow eligible proposers to prepare for the competition in accordance with rules adopted under
ORS 279A.065.
As provided in the request for proposals or in written addenda issued thereunder,the contracting agency may
conduct site tours, demonstrations, individual or group discussions and other informational activities with
proposers before or after the opening of proposals for the purpose of clarification to ensure full understanding
of, and responsiveness to,the solicitation requirements or to consider and respond to requests for
modifications of the proposal requirements.The contracting agency shall use procedures designed to accord
proposer's fair and equal treatment with respect to any opportunity for discussion and revision of proposals.
D. STANDARDS OF PERFORMANCE
ORS 279B.060(2)(c): Unless the contractor is providing architectural, engineering and land surveying services
or related services, both as defined in ORS 279C.100,or unless the contracting agency for good cause specifies
otherwise,the scope of work shall require the contractor to meet the highest standards prevalent in the
industry or business most closely involved in providing the appropriate goods or services.
Consequences for Failure to Perform the Scope of Work
In accordance with ORS 279B.060(2)(h): In the event of the Contractor's failure to perform the scope of work
as identified in this RFP,or Contractor's failure to meet established performance standards,the MWMC shall
have the right to do the following in addition to,or in lieu of,all other remedies available to the MWMC.
1. Reduce or withhold payment;
2. Require Contractor to perform,at Contractor's expense, additional work necessary to perform the
indentified scope of work or meet the established performance standards; or
3. Declare a default,terminating the contract and seek damages and other relief available under the
terms of the contract or other applicable law.
E. PROTEST ISSUES
Proposers who believe that this selection process is contrary to law or that it is unnecessarily restrictive or that
it is legally flawed or improperly specifies a brand name are encouraged to convey their comments and
specific recommendations for improving the selection process to the MWMC by submitting them in writing to
the MWMC Project Manager. Comments must be submitted at least seven (7)calendar days prior to the
proposal submittal deadline.
Furthermore,the MWMC has adopted Procurement Protest Procedures that are applicable to this selection
process. Protests based on the alleged violation of ORS Chapter 2796 or the MWMC's Administrative Rules
governing procurement may only be filed by a party with an adversely affected direct financial interest. Copies
of the Procurement Protest Procedures may be obtained, upon request from the MWMC, by contacting the
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MWMC Project Manager. Protests must be received not less than ten (10)calendar days prior to the proposal
submittal deadline.
F. ELECTRONIC PROCUREMENT CONSIDERATIONS
Electronic transactions are subject to all other applicable substantive law requirements including, but not
limited to, MWMC Rule 137-047-0330(reproduced below), ORS 279, 279A, 279B and 279C as well as MWMC
public contracting requirements.The applicable provisions of the Uniform Electronic Transactions Act: ORS
84.001 et seq. shall apply to all electronic transactions undertaken by the MWMC.
MWMC Rule 137-047-0330 Electronic Procurement
(1) Electronic Procurement Authorized.
(a)A Contracting Agency may conduct all phases of a Procurement, including without limitation the
posting of Electronic Advertisements and the receipt of Electronic Offers, by electronic methods if and to
the extent the Contracting Agency specifies in a Solicitation Document, a Request for Quotes,or any other
Written instructions on how to participate in the Procurement.
(b)The Contracting Agency shall open an Electronic Offer in accordance with electronic security measures
in effect at the Contracting Agency at the time of its receipt of the Electronic Offer. Unless the Contracting
Agency provides procedures for the secure receipt of Electronic Offers,the Person submitting the
Electronic Offer assumes the risk of premature disclosure due to submission in unsealed form.
(c)The Contracting Agency's use of electronic Signatures shall be consistent with applicable statutes and
rules.A Contracting Agency may limit the use of electronic methods of conducting a Procurement as
Advantageous to the Contracting Agency.
(d) If the Contracting Agency determines that Bid or Proposal security is or will be required,the
Contracting Agency should not authorize Electronic Offers unless the Contracting Agency has another
method for receipt of such security.
(2) Rules Governing Electronic Procurements.The Contracting Agency shall conduct all portions of an
electronic Procurement in accordance with these Division 47 rules, unless otherwise set forth in this rule.
(3) Preliminary Matters.As a condition of participation in an electronic Procurement the Contracting Agency
may require potential Contractors to register with the Contracting Agency before the date and time on which
the Contracting Agency will first accept Offers,to agree to the terms, conditions,or other requirements of a
Solicitation Document, or to agree to terms and conditions governing the Procurement,such as procedures
that the Contracting Agency may use to attribute,authenticate or verify the accuracy of an Electronic Offer,or
the actions that constitute an electronic Signature.
(4)Offer Process.A Contracting Agency may specify that Persons must submit an Electronic Offer by a
particular date and time,or that Persons may submit multiple Electronic Offers during a period of time
established in the Electronic Advertisement.When the Contracting Agency specifies that Persons may submit
multiple Electronic Offers during a specified period of time,the Contracting Agency must designate a time and
date on which Persons may begin to submit Electronic Offers,and a time and date after which Persons may no
longer submit Electronic Offers.The date and time after which Persons may no longer submit Electronic Offers
need not be specified by a particular date and time, but may be specified by a description of the conditions
that,when they occur,will establish the date and time after which Persons may no longer submit Electronic
Offers.When the Contracting Agency will accept Electronic Offers for a period of time,then at the designated
date and time that the Contracting Agency will first receive Electronic Offers,the Contracting Agency must
begin to accept real time Electronic Offers on the Contracting Agency's Electronic Procurement System,and
shall continue to accept Electronic Offers in accordance with section (5)(b)of this rule until the date and time
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specified by the Contracting Agency,after which the Contracting Agency will no longer accept Electronic
Offers.
(5) Receipt of Electronic Offers.
(a)When a Contracting Agency conducts an electronic Procurement that provides that all Electronic
Offers must be submitted by a particular date and time,the Contracting Agency shall receive the
Electronic Offers in accordance with these Division 47 rules.
(b)When the Contracting Agency specifies that Persons may submit multiple Electronic Offers during a
period of time,the Contracting Agency shall accept Electronic Offers,and Persons may submit Electronic
Offers, in accordance with the following:
(A) Following receipt of the first Electronic Offer after the day and time the Contracting Agency first
receives Electronic Offers the Contracting Agency shall post on the Contracting Agency's Electronic
Procurement System,and updated on a real time basis,the lowest Electronic Offer price or the
highest ranking Electronic Offer.At any time before the date and time after which the Contracting
Agency will no longer receive Electronic Offers, a Person may revise its Electronic Offer,except that a
Person may not lower its price unless that price is below the then lowest Electronic Offer.
(B)A Person may not increase the price set forth in an Electronic Offer after the day and time that the
Contracting Agency first accepts Electronic Offers.
(C)A Person may withdraw an Electronic Offer only in compliance with these Division 47 rules. If a
Person withdraws an Electronic Offer, it may not later submit an Electronic Offer at a price higher
than that set forth in the withdrawn Electronic Offer.
(6) Failure of the E-Procurement System. In the event of a failure of the Contracting Agency's Electronic
Procurement System that interferes with the ability of Persons to submit Electronic Offers, protest or to
otherwise participate in the Procurement,the Contracting Agency may cancel the Procurement in accordance
with OAR 137-047-0660,or may extend the date and time for receipt of Electronic Offers by providing notice
of the extension immediately after the Electronic Procurement System becomes available.
Stat.Auth.:ORS 279A.065&279B.OSS
Stats. Implemented:ORS 279A.065
Hist.:DOJ 11-2004,f.9-1-04,cert.ef.3-1-05;DOJ 20-200S,f. 12-27-OS,cert.ef.1-1-06;DOJ 19-2007,f. 12-28-07,cert.ef.
1-1-08
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EXHIBIT B
INSURANCE REQUIREMENTS
The Proposer awarded this contract shall maintain in force during the duration of the agreement the
following insurance policies:
1. Worker's Compensation Insurance—coverage for its employees, officers, agents or partners
including employers' liability in compliance with the workers' compensation law, ORS Chapter 656,
as it may be amended. If workers' compensation insurance is required by ORS Chapter 656,the
contractor shall maintain coverage for all subject workers as defined by ORS Chapter 656 and shall
maintain a current,valid certificate of workers' compensation insurance on file with the MWMC for
the entire period during which work is performed under the contract.
2. Commercial General Liability Insurance—written on an occurrence basis with limits not less than
$1,000,000 per occurrence and $2,000,000 per project in the aggregate for bodily injury, property
damage, and personal injury.
The Contractor shall include as additional insured's under the above commercial general liability
policy or policies the Owner, City of Springfield, City of Eugene, Lane County, and all of their
directors, officers, principals, agents and employees by providing the fully completed Endorsement
CG2010 "Additional Insured -Owners, Lessees, or Contractors—Scheduled Person or Organization,"
or the equivalent thereof, and the fully completed Endorsement CG2037 "Additional Insured—
Owners, Lessees, or Contractors—Completed Operations," or the equivalent thereof,to the above
policy or policies. Such insurance shall be provided on an occurrence basis and include a "cross-
liability" coverage as provided under standard ISO Forms "Separation of Insured" clause.
3. Automobile Liability Insurance—in the amount of$3,000,000 combined single limit.
Furthermore,the Contractor shall include as additional insureds for both ongoing and completed
operations under the Contractor's automobile policy or policies,the Owner, City of Springfield, City
of Eugene, Lane County,the Contractor and all of their directors, officers, principals, agents and
employees by providing the fully completed Endorsement CA 2048, or the equivalent thereof, to the
automobile policy or policies.
4. Professional Liability/Errors&Omissions Insurance—not required.
5. Extended Reporting Coverage ("Tail Coverage")—this insurance extends coverage after a "claims
made" policy term has ended. "Claims made" policy means that any claim under the policy must be
reported during the policy period.
6. Umbrella Liability—written on an occurrence basis with limits no less than $1,000,000 per
occurrence and $2,000,000 in the aggregate.
7. Insurance Certificates — The successful proposer shall provide the MWMC with certificates of
insurance evidencing all policies required prior to the date of Contract execution. The successful
proposer shall, within five (5) business days of the provision of the Certificates of Insurance, also
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provide copies of the specific provisions of each policy of insurance setting forth the notification
requirements the insurer owes to the proposer. Thereafter, the proposer shall be required to
provide to the MWMC, within twenty-four (24) hours of the proposer receiving such notice, the
notice of lapse, cancellation, material reduction, or other modification provided to the proposer
from its insurer.
8. MWMC's Right of Coverage Rejection —The MWMC retains the right to reject any insurance policy
or certificate of insurance held or provided by the proposer that fails to meet the required
standards. The MWMC shall not unreasonably withhold its acceptance of the policies and
certifications provided by the Proposer.
9. Primary Coverage — Insurance carried by the proposer or the proposer's subcontractor(s) must be
the primary coverage and any insurance held by the MWMC is excess and solely for damages or
losses for which the MWMC is responsible.
10. Pollution Insurance — $2,000,000 occurrence or claims-made, $2,000,000 in the aggregate. If the
Pollution Liability is of a claims-made type, holder shall maintain Pollution Liability coverage for at
least twenty-four (24) months after the date of the last application of herbicide ("Pollution Tail
Coverage').
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EXHIBIT C
BASELINE REPLANTING FRAMEWORK
The following information provides the baseline replanting framework for proposing on the scope of
work.The following five work elements are addressed herein:
1. SITE LAYOUT AND FIELD PREP
2. TREE PROCUREMENT
3. PLANTING
4. WEED & PEST CONTROLS
5. MONITORING & MAINTENANCE
C-1. SITE LAYOUT AND FIELD PREP
C-1.1 Basic Scope of Work Needed
Map out the planting rows with field benchmarks to ensure correct planting locations. Delineate
subsections of MU1 based on pre-planting conditions(i.e. previously conducted stump removal method
and soil prep work) and other attributes (e.g. hydrology) and prescribe poplar varieties to be planted in
each section. Denote management approaches for each section based on differences in varieties to be
planted, starting conditions, weed control methods to be employed, or other tree establishment
considerations.
Assess soil conditions and need for pre-planting weed or grass control and any areas where additional
tilling may be warranted. Ensure appropriate soil readiness and weed control measures prior to
planting.
A pre-determined planting layout shall be produced delineating different portions of MU1 to be planted
in specific hybrid poplar varieties (if more than one), and pre-existing site conditions and soil treatment
and weed control methods to be tested.
C-1.2 Background Considerations
Appendix II provides geographic information including maps of MU1's tree planting layout, harvest area
stump removal and soil treatment variations, and coordinates of irrigation risers between the northern
and southern sections of MU1. All tree planting locations are deeply worked from stump grinding and
excavation activities conducting from 2013 to 2015. 104 acres of MU1 were completely raked over after
tilling planting rows. 52 acres of MU1 was planted in oats after tilling and raking in 2013. Soil pH is
greater than 5.5 and no liming amendment is necessary to address unfavorable pH nor is anticipated for
herbicide effectiveness.The MWMC intends to graze the MU1 planting area with sheep prior to
planting.
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C-1.3 General Guideline Recommendations
• Layout planting locations using survey-grade GPS equipment as documented in MU1 site maps
and GIS/GPS data from initial planting.
• Control and verify planting locations within tree rows to ensure accurate and true locating and
make necessary corrections.
C-1.4 Specifications Prescribed for Initial Farm Start Up
After fall herbicide application and following herbicide manufacturer recommendations, Contractor shall
apply dolomitic limestone compatible with site conditions at a rate of 6 tons of lime per acre (based on
100-score lime). Soil tillage occurs 1 week after lime application. Soiling tilling to a depth of 12 inches
with maximum clod size of 3-inch diameter shall be followed by ripping to depth of 18 inches within 2
feet of each side of the planting strip centerline. Planting strips will be finished with a final tilling to level
strips, eradicate large clods, and compact voids.
All soil treatment and planting shall occur on the 6-foot wide planting strips buffered by established 8-
foot wide mowing strips. Mowing strips shall not be rutted more than 2-inches deep. A 20-foot wide
strip between irrigation risers and the tree rows shall remain undisturbed. Planting lines shall be offset
14 feet on center from each other and aligned with irrigation risers where present.Trees shall be
planted within 6 inches of centerlines and spaced 14 feet from each other.Tree rows are to be checked
for cross-alignment at a minimum of every 10 trees. Contractor shall perform all survey, layout, and
measurement work using experienced and competent personnel and provide all equipment and
materials needed.All control points and layout shall be completed a minimum of 1 week prior to
planting for approval by the MWMC Project Manager.
C-1.5 Optional and Work Assignment Considerations
The MWMC may be open to, or may elect to, perform the following services with in-house or alternative
resources:
• Preparation of site map of planting locations
• Surveying and staking of planting locations
• Pre-planting grazing with sheep
C-2. TREE PROCUREMENT
C-2.1 Basic Scope of Work Needed
Confirm with the MWMC its pre-order of tree stock and arrange for order of any additionally needed
cuttings based on hybrid varieties as specified in the planting plan. Define specific tree cutting size and
characteristics to be obtained and rationale for sizing. Prescribe protocols and procedures to be
followed to ensure tree stock is appropriately stored,tracked, and kept healthy for planting.
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C-2.2 Background Considerations
Planting stock lead time is critical to timely spring planting coordination.The MWMC intends to order 8-
12 inch cuttings of hybrid poplar variety OP-367 for replanting MU1.These pre-ordered cuttings will be
stored by the nursery in cold storage until the planting contractor is ready for their use. If planting
additionally desired planting stock to be ordered by the Contractor is not available until the late spring,
the Contractor should coordinate with the MWMC on ensuring adequate soil moisture and irrigation
contingent on rainfall.The MWMC is aware of three potential nursery sources that could provide the
quantity of cuttings needed this spring: GreenWood Resources in Boardman, Oregon, Broadacres
Nursery in Hubbard, Oregon, and Segal Ranch Hybrid Poplars in Grandview,Washington.
C-2.3 General Guideline Recommendations
• Cuttings to be provided by a commercial nursery.
• Cuttings will be between 8-12 inches in length with a minimum diameter of 7/16 inch and
maximum diameter of 1 inch.
• Stock shall be OP-367 and possibly one or more of varieties 52-225,49-177, or 50-197.
• Each variety shall be packaged separately and be clearly labeled.
• Cuttings shall be delivered by refrigerated truck from the nursery to the Biocycle Farm and
parked on site for easy access during planting.
• Cuttings shall be removed from the refrigeration unit and soaked in water for 12-24 hours prior
to planting.
• Unplanted cuttings will be segregated and returned to the refrigeration unit for use in replanting
as needed.
rC-2.4 Specifications Prescribed for Initial Farm Start Up
Required to secure 10% more cuttings than identified for planting. Cuttings to be from 1-year-old shoots
of 3/8-to 1-inch diameter and 20 to 22 inches in length with 1 undamaged bud within 1 inch of top of
cutting. Cuttings must be disease free with no signs of black stem. Contractor to replace cuttings of poor
quality or poor health. Poplar varieties shall be packaged separately and clearly labeled, and maintained
covered, sealed, and out of sunlight in cold storage (below 32°F) until transported to site for use.
Cuttings shall be out of cold storage for a period of 12 to 24 hours prior to planting and soaked 24 hours
prior to planting to avoid moisture loss. A chain of custody report shall record date of cutting collection
and times of cold storage.
C-2.5 Optional and Work Assignment Considerations
The MWMC may be open to, or may elect to, perform the following services with in-house or alternative
resources:
• Trees can be ordered by the MWMC from a vendor of its choice or ordering can be part of the
planting contract.
• The Contractor shall specify the tree cutting delivery and storage protocols needed to guarantee
the work.
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C-3. PLANTING
C-3.1 Basic Scope of Work Needed
Schedule planting dates per planting plan. Arrange delivery of tree starts to planting site as needed to
complete planting. Demonstrate all planting personnel are appropriately trained and quality control
measures are in place. Follow planting plan protocols for planting methodology. Document planting
stock used in each planting location and ensure plantings follow the prescribed planting layout.
C-3.2 Background Considerations
The Biocycle Farm is a farmed wetland and soil conditions can be extremely wet in spring. Successful
plantings have previously resulted from planting in standing-water conditions at the site. Depending on
spring rainfall and water table conditions,the Contractor should assess the range of conditions suitable
for their planting needs.
C-3.3 General Guideline Recommendations
• Cuttings will be planted within 6 inches of the centerline or marked location for tree layout.
• If ground is too resistant to insert cutting by hand, a dibble of roughly%-inch diameter will be
used to make a hole suitable for the cutting.
• Cuttings will be planted upright with one undamaged bud flush with ground level.
• Planters will work down and back consecutive rows; if transitioning to a different poplar variety,
planters will fully empty their planting bags and refill with the transitioned variety.
• Planters'work will be overseen by an auditor to ensure quality control for proper alignment and
planting technique.
C-3.4 Specifications Prescribed for Initial Farm Start Up
Cuttings shall be planted upright with bud tips oriented toward the top and the top undamaged bud
flush with the ground surface with no more than 1 inch of the cutting above the surface. Cuttings shall
be kept moist and prevented from drying out. Contractor is responsible for selecting tooling and
methodologies appropriate for soil conditions, including use of a dibble or hand drill if ground is hard or
compacted.
C-3.5 Optional and Work Assignment Considerations
The MWMC may be open to, or may elect to, perform the following services with in-house or alternative
resources:
• The MWMC may complete some planting using community volunteers for demonstration
purposes, using educational groups (such as Northwest Youth Corps), or other personnel.
Planting would follow the Contractor's planting plan specifications.
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C-4. WEED &PEST CONTROLS
C-4.1 Basic Scope of Work Needed
Follow prescribed weed and pest control methods to protect tree starts from damage and weed and
grass encroachment/competition. Integrated weed management measures included mulching, manual
eradication, mowing, spot spraying with alternative chemicals(such as 20%acetic acid solution), and
spot treatment with herbicide. Provide protective measures against browse damage, including rodent
deterrents (such as decoys) during tree establishment period, as deemed necessary.
Fc-4.2 Background Considerations
The MWMC seeks weed management with minimal herbicide prescriptions for alignment with FSC
certification guidelines.Alternative management techniques, including chemical treatment with 20%
acetic acid solution, integrated mulching around plantings, and manual eradication should be
considered.
Reduced herbicide use or alternative weed control practices are expected. MU1 soils were heavily tilled
at planting sites from stump removals, and most of the site has been disked (see Map 2 in Appendix II).
Site is prone to blackberry,thistle, and other invasive weeds that have been controlled with sheep
grazing in the harvested area in summer and fall of 2015.The MWMC intends to graze the site with
sheep again in 2016 prior to planting. Portions of MU1 have been mulched with hog fuel residuals from
the harvesting activities.Alternative weed control methods should be considered in different portions of
MU1 as differentiated (see Map 2 in Appendix II). Areas having oat cover cropping,tilled with no mulch,
or tilled with mulch present varying conditions for weed control.
C-4.3 General Guideline Recommendations
• Herbicide applications will be performed by commercial pesticide operators licensed by the
Oregon Department of Agriculture.
• Herbicides pre-approved for use on site include:
o Monsanto Roundup (glyphosate)
o DuPont Sinbar(terbacil)
o DuPont Karmex(diuron)
• Herbicides will be transported, stored, handled, and applied in compliance with federal and
state law and the product label.
• No herbicide will be applied outside the 6-foot planting strips.
• Herbicide will not be applied if rainfall is expected within 24 hours of application.
• A pesticide application record will be generated for each application including date, time,
equipment,tank mix, and weather conditions.
C-4.4 Specifications Prescribed for Initial Farm Start Up
Fall Weed Control: Fall herbicide application will occur after"greening up" of field by the MWMC.A mix
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of Glyphosate (as 2 quarts of Monsanto Roundup Ultra per acre) shall be applied to the planting rows.A
soil sterilant is to be applied after fall herbicide, lime, and tilling is completed. Sterilant application is
specified as 0.8 pounds of DuPont Sinbar 80W and 1 pound of DuPont Karmex 80W per acre applied to
the planting strips.
Spring Weed Control: Herbicide will be applied in spring prior to planting. A mix of 2 quarts of Monsanto
Roundup Ultra (Glyphosate) per acre shall be applied to the planting rows. Prior to planting,vegetation
shall be mowed, collected,and distributed thinly onto mowing strips to a maximum of% inch in depth.
Material Safety Data Sheets (MSDS)for all chemicals used shall be available at least 3 days prior to
chemical delivery to job site. Acceptable herbicides are Glyphosate,Terbacil, and Diuron. Herbicide shall
be applied using shielded applicators or during wind conditions of under 5 mph, spray shall not extend
more than 10 inches into mowing strips. No applications shall occur over areas of standing water or
when rain is forecast within the next 6 hours.Applications require a minimum of 10 gallons of water per
acre; 1 quart of non-ionic surfactant with greater than 50 percent active ingredient should be mixed
with every 100 gallons of spray solution.
C-4.5 Optional and Work Assignment Considerations
The MWMC may be open to, or may elect to, perform the following services with in-house or alternative
resources:
• MWMC to provide mulch material
• MWMC to provide mowing
• MWMC to provide follow up mechanical and/or manual weed control
C-5. MONITORING &MAINTENANCE
C-5.1 Basic Scope of Work Needed
Monitor plantings per planting plan to ensure appropriate establishment conditions and tree vitality.
Assess and document performance of different planting sections (per differentiated planting and
maintenance program). Maintain plantings for appropriate soil moisture,weed encroachment, and
other required metrics. Document tree vitality and mortality and replace plantings as necessary per the
survival guarantee.
C-5.2 Background Considerations
Contractor is expected to provide a monitoring and maintenance plan appropriate to guarantee its
planting work. Proposals shall outline recommendations and alternatives for work to be completed by
Contractor or the MWMC as well as optional services.
C-5.3 General Guideline Recommendations
No specific guidelines are recommended for monitoring and maintenance needs.The Proposer shall
prescribe monitoring and maintenance practices based on best professional judgment as necessary to
guarantee its work.
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C-5.4 Specifications Prescribed for Initial Farm Start Up
During the guarantee period,the Contractor shall document bi-weekly inspections reporting weed
competition and plant health; maintain a 90%weed free planting strip by methods that do not damage
root systems of tree starts, and selective use of herbicides as approved; keep trees free of insects and
disease by least toxic methods under an integrated pest management approach. Leaf shoots shall be
singled to one dominant shoot between 90 and 120 days after planting.Apply approximately 2 inches of
water per month to the planted area during July and August.
C-5.5 Optional and Work Assignment Considerations
The MWMC may be open to, or may elect to, perform the following services with in-house or alternative
resources:
• MWMC to assess performance of sections via in-house services.
• MWMC to provide follow up weed management after project is substantially completed (i.e. all
plantings in place and initial weed control measures in place).
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EXHIBIT D
PROPOSAL EVALUATION CRITERIA AND SCORING SHEET
EA POINTS
PERFORMANCE M - .
SCORE)SCORING FACTORS R
EXPECTATION M
hE hL
COST FACTORS percent of score:50%
Per acre costs are within or . Overall cost/acre(total of all services,if provided)
Base Costs per below the historical . Planting cost/acre(total of trees and planting services)
Acre expected range given the . Site management cost/acre(total of layout and soil preparation) 40
(Part 8) scope of work . Establishment cost/acre(total of weed/pest control,monitoring,
maintenance and mitigation)
Proposer demonstrates . Optional recommended services for deferral or adoption at the
Options for efficiency in replanting MWMC's discretion are outlined.
Cost and offers
Effectiveness approach Planting plan identifies opportunities for division of labor between 10
strategies to reduce overall consultant and MWMC or other alternative work force resources.
(Part 6) costro osed.
p p • Identified use of subcontractors demonstrates cost effectiveness.
CAPACITY FACTORS percent of score:25%
Contractor has minimum • Scope of work is directly within contractor's area of expertise and
qualifications to perform service delivery
Contractor required scope of work and . Contractor has experience with directly related work for more
Qualifications preferably demonstrates than 3 years 20
(Part 3) additional expertise. . Demonstrates depth of personnel knowledge and capacity
• Able to provide/assist with FSC certification
Demonstrates benefits to . Business headquarters and local offices proximity to
Contractor local economy, Eugene/Springfield and within Oregon.
Preferences environmental . Demonstration of sustainable business practices and project 5
(Part 4) sustainability,and social approach.
justice. . Project uses recycled or repurposed materials as appropriate.
METHODOLOGY FACTORS percent of score:25%
Overall approach to project . Prudent approach to soil treatment and weed control to establish
is well-contemplated and successful replanting
strategized for efficiency . Good understanding of Biocycle Farm site conditions and planting
and outcomes methods needed
Planting Plan
• Demonstrates recognition of MWMC needs and drivers
Approach • Robust plan and quality assurance for tree procurement and 20
(Part 5) handling.
• Provides reasonable duration of guarantee and proposed
mitigations
• Demonstrates innovative approaches to testing varied plant
establishment techniques involving soil treatment and weed
control
Proposed plan furthers the . Provides additional services and values toward FSC compliance,
Environmental goal of potential FSC reduced chemical and material use,and lower carbon footprint.
certification,reduced
Considerations 5
(Part 7) material use,and
moderated chemical
applications.
0 5 10 11',
unable to fulfill meets requirements exceptional
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APPENDIX I
GLOSSARY OF TERMS
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Glossary of Terms
Agricultural Poplar Poplar is grown in Oregon under three potential sets of rules: (1) as an
agricultural crop, limited to a maximum rotation age of 12 years (agricultural poplar), (2) as a non-
forestry woodlot stand with less than a 20-year rotation age, and (3) as a forest product under the
Oregon Forest Practices Act at rotations of greater than 20 years. The MWMC Biocycle Farm is limited
to agricultural land use, and therefore grows a maximum of 12-year rotations.
Biocycle Farm The MWMC Biocycle Farm is a 596-acre site operated for the application of biosolids as
part of Eugene-Springfield's regional wastewater management strategy. The farm is planted in three
management units of hybrid poplar of between 110 and 160 acres each. The poplars provide beneficial
uptake of water and nutrients supplied through land application of biosolids and recycled water.
Biosolids Biosolids are the nutrient-rich organic solids that are derived from the treatment of
domestic wastewater at municipal wastewater facilities. Once biosolids have been treated to meet
state and federal regulations, they can be beneficially used for land application or, in some cases, sold or
distributed for soil supplement use. The MWMC's biosolids are marketed and distributed to local
cooperative grass seed farmers for fertilizer. In Oregon, biosolids are categorized as Class A or Class B in
accordance with federal regulations, depending on the level of treatment, pathogen reduction, and
testing performed. The MWMC performs treatment capable of meeting Class A standards, but operates
as a Class B facility because the higher level of classification (and associated costs) is not necessary for
current uses.
Exclusive Farm Use Exclusive farm use (EFU) is the land use designation of most of the Biocycle Farm
property. According to Oregon law, "farm use" means the current employment of land for the primary
purpose of obtaining a profit in money by raising, harvesting and selling crops or the feeding, breeding,
management and sale of, or the production of livestock, poultry,fur-bearing animals or honeybees or
for dairying and the sale of dairy products or any other agricultural or horticultural use or animal
husbandry or any combination thereof. "Farm use" includes the preparation, storage and distribution
by marketing or otherwise of the products or by-products raised on such land for human or animal use.
"Farm use" includes the on-site construction and maintenance of equipment and facilities used for the
activities described.
Farmed Wetlands "Farmed wetland" is a US Department of Agriculture/Natural Resource
Conservation Service (USDA/NRCS) classification of wetlands that were drained, dredged,filled, leveled,
or otherwise manipulated before December 23, 1985 for the purpose of, or to have the effect of,
making the production of an agricultural commodity possible and continuing to meet specific wetland
hydrology criteria. The Guide to Oregon Permits issued by state and federal agencies notes that farmed
wetlands have the water characteristics,vegetation types, and soil conditions of wetlands, often with a
waterway running through it. This designation limits the Biocycle Farm land use to either wetland
functions or continued agricultural use as long as site hydrology is maintained.
Heavy Industrial (1-3) Land This designation generally accommodates industries that process large
volumes of raw materials into refined products and/or that have significant external impacts. Examples
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of heavy industry include: lumber and wood products manufacturing; paper, chemicals and primary
metal manufacturing; large-scale storage of hazardous materials; power plants; and railroad yards. Such
industries often are energy-intensive and resource-intensive. Heavy industrial transportation needs
often include truck and rail. This designation may also accommodate light and medium industrial uses
and supporting offices, as local regulations may permit.
Hybrid Poplar Hybrid poplar, also known as hybrid cottonwood, is a farmed tree stock produced from
hybrid crosses of cottonwood/poplar species (genus Populus) known as varieties. To date,the MWMC
has farmed only non-proprietary hybrids available in the public domain. Most of the MWMC's hybrids
are a cross of native black cottonwood with eastern cottonwood or European poplar.
Management Unit (MU) The Biocycle Farm is laid out in three distinct management units (MUs)
representing different age classes of poplar rotations and ranging from 116 to 156 acres each. Each MU
hosts a separate growing cycle (rotation) of hybrid poplar, and to date, each MU grows a different
selection of poplar varieties. MU1 is the 156-acre unit on the southwest end of the Biocycle Farm that
was harvested in 2013 to 2015.
Recycled Water Recycled water is the cleaned and disinfected reclaimed water product produced
from the wastewater treatment process. Recycled water is produced at the quality needed for the level
of use. In Oregon, recycled water is classed as Class A, Class B, Class C, or Class D. The MWMC currently
produces Class D recycled water, appropriate for non-food crop irrigation,for use at the Biocycle Farm.
Spring Planting Season (Spring) For the purposes of this RFP, "Spring Planting Season " means the
period of year approximately coinciding with the calendar months of March, April, May, and possibly
June.The Biocycle Farm's poplar plantings should occur in Spring when soil moisture is high to allow
adequate root establishment prior to the summer growing season.
Variety Different hybrid poplar crosses are known as a variety. Each variety is a hybrid resulting from
a cross of two different parent species of Populus (cottonwoods and poplars). The MWMC has planted
nine different varieties of hybrid poplar. Multiple varieties planted in each phase ensure the stand has
greater resiliency to pressures from disease, pests, and climatic conditions. The number of varieties
grown on each successive planting has reduced with demonstration of the best performers.The MWMC
initially planted 7 varieties on MU1 in 2013; only 4 varieties were planted in MU3.
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