The nature of the proposed work is for “As and When” Forest Service Road Maintenance activities in the Chilliwack Forest District . The scope of the work includes, but is not limited to, mechanical and manual brushing, ditching, culvert maintenance and culvert installation and/or replacement, cross-ditch installation and/or maintenance, end-hauling, hand falling, grading, sign installation, and emergency road repairs listed in the Schedule A - of this contract.
The locations for road maintenance works are identified through road maintenance inspections and prescriptions by Ministry staff. The road maintenance works will be assigned on an “as needed” basis in accordance with the occurrence of situations evaluated as requiring “Forest Road Maintenance and Repairs” and deemed appropriate for action within the terms specified.
When emergency repairs are identified, the contractor must provide the services in a timely manner.
The work standards specific to this type of work are described in Schedule C – Project Specifications, and Schedule D – General Specifications
Program Information
The Chilliwack Forest District surrounds British Columbia’s largest population of approximately 2.7 million people and it is comprised of over 2000 km of Forest Service Roads (FSRs) as per shown on Appendix VIII - Chilliwack Forest District Overview Map . The FSR road network provides industrial road use and public access to the many recreational opportunities which include provincial and regional parks, recreation sites and trails and sites of interest. FSRs also provide access to communities and rural residences. First Nations use the FSRs as the primary access to their traditional territories for cultural and spiritual purposes and gathering of traditional medicines and food. Without maintenance, the FSRs over time will suffer new or continual degradation, resulting in risks to public safety and the environment.
Site Conditions
Site conditions will vary with location. Areas with fine soils or history of instability will require extra measures during times of heavy rainfall.
Vandalism of equipment is a risk during road maintenance works in the Chilliwack Forest District.
The successful bidder is responsible for the security of equipment when not in operation. Any additional costs for security will be the successful bidder’s responsibility.
Known Field Safety Hazards on this Contract
Ministry staff and contractors, in the course of planning and developing this project, have identified the following known field safety hazards associated with this project:
Note, it is the Contractor’s responsibility to familiarize themselves with the worksite given there may be unknown hazards and this list does not identify routine safety hazards associated with forestry operations.
Program and Prime Contractor Responsibilities
The Successful Bidder will be designated the Prime Contractor for this contract and must bid accordingly and meet the bidder eligibility stated in the Conditions of Tender.
The successful Contractor must plan to maintain and implement a program of systems or processes (a safety program) that will address occupational health and safety concerns and practices that will eliminate or minimize risk of injuries. The Province may ask to examine the safety program and ask for evidence to support the implementation of same as part of the contract administration.
Bidders must be aware of the Safety Conditions Schedule and the Prime Contractor Agreement attached to the contract agreement.
Ministry Staff Do Not Direct Operations
Ministry employees (Ministry Representatives) do not direct or supervise the contractor or the contractor’s workers. The Ministry will set out the contract standards and required outcomes as well as any changes to contract conditions as work progresses.
Obligation to Report Unsafe Conditions or Practices
The Workers Compensation Act , Occupational Health and Safety Regulation 3.10 requires that any person (including ministry staff) report any observed unsafe conditions or practices to the person in charge of the workplace. Ministry staff will do this in the course of their work on the contract area should they come across such conditions or practices.
Site Viewing/Information Meeting
Information on whether a site viewing or information meeting is applicable to this tender call can be found in the Conditions of Tender.
Contract Term/Work Schedule
The term of the contract will be upon execution of contract EN25LMN305 to March 31, 2026 .
The successful Contractor shall be required to have a pre-work meeting with the Ministry Representative to review the contract prior to commencement of the work. Any subjects discussed and decisions made at the pre-work conference shall form an integral part of the Contract.
Option-to-renew
A continuous service without further tendering is desired. Therefore, the contract being tendered contains an "option-to-renew" clause. Refer to the Conditions of Tender for further information.
Contractor Invoicing
An invoice must identify the contract it pertains to.
The Province will pay any applicable taxes payable by it under law or agreement with the relevant taxation authorities. Invoices must show the calculation of any applicable taxes (excluding taxes paid directly by you to a supplier and which were inclusive in the bid price) to be paid as a separate line item for the Billing Period(s).
Payment Policy
Invoices and progress payments are not usually paid before 30 days from the date the Ministry receives the invoice, or the date the Ministry Representative authorizes payment, whichever is the latter. However, every effort is made to pay accounts between 30 to 40 days, maximum 60 days.
The Financial Administration Act does not permit interest payments on progress payments, performance security deposits or holdbacks, until the 61st day after the date the money becomes due. The due date is calculated from the date the Ministry receives the invoice or the Ministry authorizes payment/release (whichever is the latter), to the date the Ministry of Finance prints the cheque. Interest rates are set by the Office of the Comptroller General. Interest claims of less than $5 are not payable.
Direct Deposit
In order to reduce mail time in the payment process, contractors may be registered with the Provincial Treasury. Payment will then be deposited directly to the contractor's bank account. Contact the finance section of the tendering office for information and/or application for registration. New applications require four to six weeks to process.
Bidders’ Dispute Resolution
If a problem should occur during this tender call, it should be resolved informally with the Ministry Representative named in the invitation to tender. If the bidder is not satisfied with the outcome at this stage, or they prefer to bypass the informal route, they may engage the formal vendor complaint review process.
Formal complaints concerning a competitive process or a pending or awarded contract, or other procurement process may be submitted by the bidder in writing at any time during the procurement process and up to thirty (30) business days after they have received notification from the ministry of the final outcome of the procurement process.
Complaints in the formal process are submitted on the ministry approved Vendor Complaint Form. This ministry specific form is available to the general public through the Ministry of Technology, Innovations & Citizen’s Services, Procurement Service Branch, BC Bid website located at
http://www.bcbid.gov.bc.ca/open.dll/welcome
.
Disputes occurring during the performance of the work/service will be governed by the dispute resolution terms and conditions of the Agreement.
Forest Ministry Safety Requirements
Safe Certification Requirement
If indicated in the Conditions of Tender as applicable, bidders must be aware of the safe certification requirements in order to be eligible to bid, including the Safe Certification Requirements Schedule attached to the contract agreement.
Additional information can be found from the following websites:
https://intranet.gov.bc.ca/flnrord/bcts/safety
http://www.bcforestsafe.org/
Hand Falling Operations
All forestry and non-forestry related activities that include or have the potential to include hand falling, requires the Contractor to designate a Falling Supervisor. Bidders should refer to the Safety Conditions Schedule attached to the Agreement and bid accordingly.
Lobbyist Registration Act
It is the contractor’s responsibility to abide by all applicable laws. If the contractor falls within the parameters of the Lobbyists Registration Act , then it is the contractor’s responsibility to make this determination and register if necessary.