/ Ministry of Forests
Forest Practices Branch / Procedures
Manual / SITE PREPARATION
Forms Management

APPENDIX 1
Forms Management

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The Forms Management appendix contains all forms specific to the planning, carrying out, and evaluation of site preparation activities. The appendix provides these forms in a sequential order as indicated below. Each sample form is preceded by standard procedural information covering these topics:

  • Purpose
  • Completion
  • Distribution

Each form is presented in the same manner throughout the Forms Management appendix. Where available, a link to the form has been provided. To view these forms you need the <A HREF=" Acrobat Reader</A>, available for free at the <A HREF=" Web Site</A>.

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List of Forms

FS 117 – Site Preparation Guide

FS 117A – Prescribed Burn Analysis

FS 117B – Prescribed Burning Plan

FS 737 – Site Preparation Report

FS 738 – Seedbed Assessment

FS 759 – Tender Form for Site Preparation Contract

FS 759A – Silviculture Contract for Mechanical Site Preparation, Schedule A

FS 759B-1, B-2 – Silviculture Contract for Mechanical Site Preparation, Schedule B

FS 787C – Silviculture Contract, Schedule C

FS 791E – Stop Work Order,Silviculture Contract

/ Ministry of Forests
Forest Practices Branch / Procedures
Manual / SITE PREPARATION
Forms Management

FS 117
Site Preparation Guide

Purpose

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The FS 117 is used to refine treatment prescriptions post-harvest as well as to ensure that the treatment chosen on the PHSP is feasible and appropriate. The treatment should be consistent with the management objectives for the area considering the fire hazard and risk, the reforestation objectives, and the feasibility and impact of the treatment.

The FS 117 is designed as an aid for mechanical site preparation and prescribed fire. This form is not designed to determine chemical feasibility. Chemical feasibility should be determined according to the decision-making profile for vegetation management options (“Vegetation Management” chapter, Appendix 12.3.1). If a chemical treatment is proposed, all appropriate forms relating to pesticide use must be completed.

Completion

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The FS 117 is a decision aid that has been designed to assist in finalizing the site preparation prescription. It should be completed after harvesting and prior to site preparation. When site preparation is complete, the “targets” set on the FS 117 should be evaluated and the results should be entered on the FS 737.

Explanatory notes for completing the FS 117 are found on page 6 of the form. For more detailed information on setting appropriate impact ranks for prescribed fire, see the Prescribed Fire Predictor [Muraro 1975] and in this chapter, the section on “Fire,” under “1.4, Effects ofPrescribed Fire on Site Productivity” and “2.3,Developing the Burn Prescription.”

Distribution

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The form is to be filed on the opening file at the District office. Where site preparation is to be completed under contract, the FS 117 should be included in the bidders information package.

Sample FS 117 – Unavailable at this time.

FS 117A
Prescribed Burn Analysis

Purpose

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The FS 117A is a field form used to record burn objectives, and the conditions required to meet these objectives. The form also provides a record of on site weather conditions, fire behavior, area treated, and costs.

Completion

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The FS 117A is completed in 3 stages. Prior to the burn, objectives such as desired impact rank and the burning conditions required to meet these objectives are determined. At the time of the burn, weather conditions are recorded, daily predictor readings are calculated and fire behaviour is recorded. After burning is complete, the area treated, costs and other administrative details are recorded. The FS 117A is designed to be used with the prescribed fire predictor [Muraro 1975]. If a more detailed burn analysis is required, see procedures outlined in Trowbridge [1987].

Distribution

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The form is to be filed on the opening file at the District office. Pertinent information should be transferred from the field form (117A) to the site preparation summary report FS 737.

Sample FS 117A – Unavailable at this time.

FS 117B
Prescribed Burning Plan

Purpose

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The FS 117B records specific burn details such as work required to prepare the site for burning, the ignition plan, control requirements, mop up objectives, and the resources that will be required in the event of an escape. Burn plans and permits identify the liability of the permittee in the event of an escape and insure compliance with the Smoke Management Policy and the Policy on the Use of Prescribed Fire.

Completion

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The 117B is to be completed by the responsible party, and submitted for ministry approval. Burning carried out under the authority of the burning permit will be in accordance with the following burning plan. A separate plan should be prepared for each opening. Maps are to be supplied to light-up crews (escape routes are to be clearly shown on map). Prevailing winds in the area of burn are to be indicated on the map.

Distribution

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The form is to be filed on the opening file at the District office.

Sample FS 117B – Unavailable at this time.

FS 737
Site Preparation Report

Purpose

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The FS 737 is used to provide a summary of site preparation accomplishments. It is designed to be used in conjunction with the FS117 prescription form — the 737 indicates if the objectives and targets set on the FS 117 have been achieved.

Completion

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The Site Preparation Report is divided into five components. Detailed instructions for completion of the form are found on the reverse side of the form.

Distribution

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The form is to be filed on the opening file at the District office.

Sample FS 737 – Unavailable at this time.

FS 738
Seedbed Assessment

Purpose

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The Seedbed Assessment is used to record the data necessary to assess the quality of site treatment for natural regeneration. It is a formal survey method used by the ministry officer to determine if work has been performed in accordance with contract specifications.

Completion

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Detailed instructions for the completion of this form are found in “Project Management,” under “2.5, Evaluation of Work.” Instructions are provided for drag and blade scarification.

Distribution

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The form is to be filed on the opening file at the District office.

Sample FS 738 – Unavailable at this time.

FS 759
Tender Form for
Site Preparation Contract

Purpose

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The Tender Form is designed to provide in one place and in an easy to understand format the minimum essential information:

  1. needed by potential contractors to complete their bid, and
  2. required by the Province for a bid to be considered.

Completion

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The FS 759 should be included in the bidder’s information package.

First Four Lines:The first four lines of the contract are to be completed by the ministry contract officer prior to sending the form to the bidders.

Bid Deposit:Complete the bid deposit amount under point number 3 prior to sending the form to the bidders.

Tender for Contract No.:Take the number from the top left-hand corner of the FS700 form.

Distribution

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The form is to be filed on the opening file at the District office.

Sample FS 759 – Unavailable at this time.

FS 759A
Silviculture Contract
for Mechanical Site Preparation
Schedule A

Purpose

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The purpose of Schedule A is to include the general clauses that are applicable to the activity of mechanical site preparation. No specifics are given as to the particular areas involved, nor the particular contract provisions that may be appropriate for any specific contract. These are included in Schedules B and C respectively.

This schedule complements the FS 700 (see the chapter, “Contract Management”), which is a generic contract form that must be completed for all silviculture activities.

Completion

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The form is divided into 5 parts. Parts 1 and 2are on the front page, the remaining 3parts are on the reverse side of the form.

Part 1: General Terms and Conditions

Part 2: Standard of Performance and Work Progress

Part 3: Inspection and Acceptance

Part 4: Measurement and Payment

Part 5: Non-compliance, Termination

A clause by clause discussion of the FS 759A is available from the Regional Planting and Site Preparation Forester or from the Silviculture Branch, Site Preparation Specialist.

Fill in the contract number and date of the contract. Both the contractor and the Province will initial the form to show agreement with the terms of the contract.

Distribution

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White (original)–Contract file

Canary–Accounts payable

Pink–Contractor

Green–Field copy

Sample FS 759A – Unavailable at this time.

FS 759B-1, B-2
Silviculture Contract
for Mechanical Site Preparation
Schedule B

Purpose

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The general purpose of Schedule B is to provide details about the areas to be treated, the types of treatments to be carried out, and the payment rates for each of the treatment Units. In addition, Schedule B provides the contractor with the required equipment specifications and treatment concerns on a site-specific basis. Furthermore, it specifies the treatment objectives so that the contractor is aware of the particular methods that will be used to evaluate performance.

Completion

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The form is divided into 3 pages:

Page 1:Used to describe the unit, identify the treatment type and bid price.

Page 2:(written on the reverse side of page 1) Outlines the survey techniques used to evaluate performance. It also identifies the minimum standards required for payment. For further information on survey techniques and minimum standards see “Project Management,” under “2.5 Evaluation of Work.”

Page 3:(on a separate sheet, the FS 759B-2) Used to provide specific information on the equipment type and treatment objectives.

A clause by clause discussion of the FS 759B is available from the Regional Planting and Site Preparation Forester or from the Silviculture Branch, Site Preparation Specialist.

Fill in the contract number and date of the contract. Both the contractor and the Province will initial the form to show agreement with the terms of the contract.

Distribution

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White (original)–Contract file

Canary–Accounts payable

Pink–Contractor

Green–Field copy

Sample FS 759B – Unavailable at this time.

FS 787C
Silviculture Contract
Schedule C

Purpose

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The FS 787C, (like the FS 700) is a generic form used for all silviculture contracts. While the FS 759B is site specific and deals with treatment requirements in the field, Schedule C is used to provide specific information that will not have been included in the FS 700 or other schedules. The FS787C is also used to make amendments to the requirements of the contract document itself, or the schedules.

Completion

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Information included here should be such things as:

  • changes to the security deposit requirements;
  • changes to insurance requirements;
  • any equipment details not given in Schedule B;
  • the rate of compensation that will be given in the event of a suspension of work that lasts more than five days;
  • specifics about what constitutes unacceptable “site degradation”;
  • any waiver of the Progressive Treatment provision;
  • any specific changes to the survey technique to be used;
  • elaboration on any map details for such things as those areas that are not to be treated;
  • details about the method of calculation for any fine that is to be imposed for non-production or under-production; and
  • any other project-specific or district-specific requirements.

When completing Schedule C, care should be taken not to unintentionally harm the integrity of the associated documents by adding specifications that conflict with, duplicate, or negate specifications in the contract or schedules.

Fill in the contract administration number and date of contract for which Schedule C provides supplemental specifications.

Both the contractor and the Province will initial the form to show agreement with the terms of the contract.

Distribution

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White (original)–Contract file

Copy–Contractor

Distribution should be as for the rest of the contract document and schedules.

The FS 787 Schedule C should be attached to the FS 700, FS 759A and B.

Sample FS 787C – Unavailable at this time.

FS 791E
Stop Work Order
Silviculture Contract

Purpose

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The Stop Work Order is to be completed by the ministry officer in the event of faltering performance on behalf of the contractor or where work must stop because of circumstances beyond the control of either party. It is essential that written instructions be given to the contractor.

Completion

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The ministry officer will complete the Stop Work Order, indicating the reasons for the decision. It will be signed by both the Officer and the contractor or Representative. If the contractor or representative fails or refuses to sign the Stop Work Order, make a note of this on the form.

Distribution

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Original–Ministry officer; to contract file

Copy–Contractor or representative

Sample FS 791E – Unavailable at this time.

Revised: December 1993 / 1