PROJECTS
PROVISION
Section 2610. Project Work. PURCHASER shall complete the following Projects (the “Project Work”) in accordance with the specifications provided in Exhibit(s) *
and written instructions from STATE. Project locations are shown on Exhibit A unless otherwise described. PURCHASER shall furnish all material unless otherwise specified.
[THE FOLLOWING OPTIONAL LANGUAGE MAY APPEAR IN THE CONTRACT WHEN THERE ARE SEASONAL RESTRICTIONS ON SPECIFIC PROJECTS OR PROJECTS REQUIRE “IN STREAM” WORK AND THAT IS LIMITED TO SPECIFIC TIME PERIODS]
Project Period. Work on Project Nos. *______and *____ shall not be allowed from *______through *______, unless otherwise approved in writing by STATE.
Activity in "Live" Streams shall not be allowed from * through * ,
unless otherwise approved in writing by STATE.
[ONE OR MORE OF THE FOLLOWING STATEMENTS WILL APPEAR IN THE CONTRACT TO DESCRIBE WHAT EACH PROJECT REQUIRES AND REFERS TO THE APPROPRIATE EXHIBIT FOR MORE DETAILED SPECIFICATIONS]
Project No. * . Construct roads between the following road points according to the specifications in Exhibit(*s)*:
Project No. * . Improve roads between the following road points according to the specifications in Exhibit(*s) * :
Project No. * . Improve and construct roads between the following road points according to the specifications in Exhibit(*s) * :
Improve:
Construct:
Project No. * . (*Crush and spread) (*Spread) road rock according to the specifications in Exhibit * .
Rock Source. The road rock may be obtained from STATE land at the location shown as (*"Rock Pit") (*"Stockpile Site") on Exhibit A, or from other locations acceptable to STATE. Development and use of the rock pit shall be in accordance with the specifications in Exhibit * .
Project No. * . Crush and stockpile * cubic yards of * rock, stockpile measurement
(*, and crush a sufficient amount of rock to meet the requirements of Project No. * ) (*, according to the specifications in Exhibit (*_____), at the location(s) shown on ExhibitA).
[OR]
Project No. * . PURCHASER shall have the choice of the following two options for crushing and stockpiling road rock:
(a) Crush and stockpile * cubic yards of * rock, stockpile measurement, and crush a sufficient amount of rock to meet the requirements of Project No. * .
(b) Crush and stockpile * cubic yards of * rock, stockpile measurement. Rock required for Project No. * shall be removed from this stockpile.
[ONE OR MORE OF THE FOLLOWING STATEMENTS MAY APPEAR IN THE CONTRACT TO PROVIDE FURTHER DIRECTION FOR ROAD ROCKING OPERATIONS]
( ) Development and use of the rock quarry shall be in accordance with the specifications in Exhibit* .
( ) Right-of-Way Hauling. Prior to approval to rock constructed roads, PURCHASER shall haul all right-of-way logs on those portions of road to be rocked, unless otherwise directed by STATE.
Rock Source. The rock for crushing may be obtained from STATE land at the location shown as "Rock Pit" on Exhibit A, or from other locations acceptable to STATE.
Project No. * . Place riprap according to the specifications in Exhibit * .
[THE FOLLOWING STATEMENT WILL APPEAR IN THE CONTRACT IF END-DUMPING IS PROHIBITED]
( ) End-dumping shall not be allowed, unless otherwise approved in writing by STATE.
Project No. * . Construct a bridge at Point * according to the specifications set forth in Forestry Department Drawing No. * .
Project No. * . Install a * gate at Point * as specified in Exhibit * .
Project No. * . Furnish and construct * feet of fencing according to STATE instructions. The fence shall consist of * .
Project No. * . Construct a cattle guard foundation and install a metal cattle guard at Point * as specified in Exhibit * .
Project No. * . Seed (*and mulch) areas of disturbed soil (*between Points *______(*on all roads and waste areas specified in Project No. *_____) according to the specifications in Exhibit(s) * .
Project No. * . Clear roadside vegetation (*between Points * )(*along roads designated on Exhibit A) according to the "Road Brushing Specifications" in Exhibit *_____.
Project No. * . Construct Landings at the following road points according to the specifications in Exhibit* :
Rev. 10/04
INTENT/EXPLANATION
This section provides brief descriptions of each project that must be completed by the Purchaser to meet the terms of the contract. More detailed descriptions and specifications are contained in the various Exhibits referenced in this section.
POLICY REFERENCES
Forest Practice Rules and Guidance – Division 625 Road Construction and Maintenance
http://intranet.odf.state.or.us/privateforests/Library/DraftFPAGuidance/OARDiv625.pdf
State Forests – Forest Roads Manual – Section 1 – Introduction
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMSEC1-INTRO.pdf
State Forests – Forest Roads Manual – Section 4 – Forest Road Construction
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMSec4-Const.pdf
State Forests – Forest Roads Manual – Section 5 – Forest Road Improvement
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMSEC5-impr.pdf
State Forests – Forest Roads Manual – Section 6 – Project Administration for Road Projects
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMSEC6-admin.pdf
State Forests – Roads Manual - Appendix 2 – Exhibits for Timber Sale Contracts/Service Contracts
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMAppendix2.pdf
State Forests – Roads Manual - Appendix 8 – Rocking State Forests Roads
http://www.odf.state.or.us/DIVISIONS/management/state_forests/RoadsManual/RMAppendix8.pdf
GUIDANCE FOR ADMINISTERING THE PROVISION
The majority of project work in most timber sales relates to the construction and/or improvement of forest roads, landings and related work (rock pit development, etc.) to access the timber sale areas. This guidance and the references provided focus on this type of project work. However, project work can include other activities not directly related to forest roads. If the contract includes unique projects, for which the references do not provide adequate guidance, the project administrator should consult with the appropriate resource specialists, and/or other district staff.
Road construction and road improvement projects are critical elements in providing a safe, cost-effective and environmentally sound forest access system on state forest lands. Forest roads and infrastructure are second only to the timber in the value of assets on State Forests. Forest roads that are not properly designed and constructed can also pose significant risks to water quality and aquatic habitats. The quality of project administration and the decisions made can have long-lasting effects, both financial and environmental. The Introduction Chapter in the State Forests Program Forest Roads Manual provides more detail on the vision and guiding principles for the forest road access system on State Forests. (See link in Policy References above).
Responsibility for project administration on timber sales can differ based on staffing and workload in different districts. Some districts assign a separate Project Administrator (Road Specialist or other engineering staff), while in other districts, the timber sale Contract Administrator handles all administration. In situations where a separate person is responsible for project administration, close coordination and communication between the primary Contract Administrator and the Project Administrator is essential to assure success and efficiency. Roles and responsibilities should be clearly established, and procedures put in place to assure that Purchasers and subcontractors will receive consistent directions and communications as the timber sale proceeds.
The State Forests Program Roads Manual includes a section on road project administration (see link in Policy References above). The following five objectives found there provide a good overall list of key things that lead to successful project administration:
1. Establish good communication with contractors and operators.
2. Make inspections as frequently as needed to ensure contract compliance.
3. Issue clear written and verbal instructions in a timely manner.
4. Answer operator’s questions in a timely manner.
5. Utilize professional level expertise and input (geotechnical specialists, engineers, biologists, etc.) for sensitive and/or unique operations. The same level of expertise should be utilized when it is necessary to make changes to the design/contract specifications.
As with general contract administration, successful project administration begins with establishing a strong working relationship with the Purchaser and any subcontractors through a Pre-Operations Meeting, and development of the required Operations Plan. Refer to the guidance for Sections 2445 and 2450 for additional guidance on these two important elements. The Contract/Project Administrator should thoroughly review the project requirements and exhibits, and consult with sale preparation staff if there are questions about any project locations or specifications.
Meeting on site with subcontractors prior to work commencing, and being present on site for frequent inspections as work proceeds are both very important to successful project administration. Reliance on Purchaser representatives to accurately pass on critical project methods or specifications to subcontractors can result in serious problems on the ground. As with other aspects of timber sale administration, the administrator should document instructions provided in written inspection reports, and maintain a thorough administrator’s log.
Technical expertise on project design and specifications is available from District Engineering staff, and from the State Forests Program Staff Engineer, and the Area Geotechnical Specialists. ODFW Fish Biologists should be consulted regarding any in-stream work related questions, or for input on road related impacts to streams. In addition, local Stewardship Foresters are also key resources both from a technical perspective and also to assure consistent administration in relation to Forest Practices Act rules related to forest roads.
When administering road construction or improvement projects, there are often changes that must be made. Unit and District Foresters have the authority to make “minor operational changes that do not affect sale volume or value, or costs to Purchasers or State”. These types of changes could include changes to project specifications, project completion dates, Exhibit specifications, and rock sources. If these types of changes do affect sale volume or value, or Purchaser costs, refer to the guidance for Section 1540, Contract Modifications, and Section 1550, Adjustment of Contract to determine how best to proceed .
Final acceptance of project work is a key action on the part of a Project Administrator, and should not occur until the work fully complies with all the requirements and specifications in the contract. Once a project has been accepted by State, responsibility for damage that occurs to the improvements (other than that cause by Purchasers actions), is with the State. Prior to acceptance, Purchaser may be responsible for such damage. Improper construction that is accepted and later causes problems with other aspects of the operation, or damage to other resource values, can create difficult and contentious negotiations with a Purchaser. Completion and acceptance of project work requires notifying the Asset Management Unit via a Timber Sale Status Report that the project has been completed. This notification prompts the Asset Management Unit to proceed with assigning project credits (recovery sales), potential reduction of a Purchasers performance bond, or other actions. Refer to the guidance for Section 2630, Credit for Project Work.
Key FPA rules related to construction of forest roads and infrastructure are:
o 629-625-0100 - Written Plans for Road Construction
o 629-625-0200 - Road Location
o 629-625-0310 - Road Prism
o 629-625-0320 - Stream Crossing Structures
o 629-625-0330 - Drainage
o 629-625-0340 - Waste Disposal Areas
o 629-625-0400 - Road Construction
o 629-625-0410 - Disposal of Waste Materials
o 629-625-0420 - Drainage
o 629-625-0430 - Stream Protection
o 629-625-0440 - Stabilization
o 629-625-0500 - Rock Pits and Quarries
o 629-625-0650 - Vacating Forest Roads
o 629-625-0700 – Wet Weather Road Use
Contract/Project Administrators should be familiar with the requirements of these rules, and should consult with their local Stewardship Forester if they have questions about the consistency of timber sale project work with FPA rules, or if they believe a violation of a rule has occurred.
APPROVAL AUTHORITIES
The Contract or Project Administrator has the authority to evaluate project work and determine compliance with contract specifications. The Unit and District Forester have the authority to make minor changes as described in the guidance. Changes that rise to the level of contract modifications or adjustments require higher level approval, as described in the guidance for Sections 1540 and 1550.
WHO TO CALL
Questions related to the technical aspects of projects should be referred to District Engineering Specialists or Road Specialists, the State Forests Program Staff Engineer, or in some cases, Area Geotechnical Specialists. Business related questions should be referred to the Contracts Team Leader. Issues related to FPA rule compliance or enforcement should be discussed with the local Stewardship Forester and/or Protection Unit Forester.
TRAINING METHODS
Classroom/field training on forest road design and construction practices is recommended. On the job training with District Engineering staff, Geotechnical Specialists, the Unit Forester or an experienced Contract Administrator. Participating in several Pre-Operations meetings and on-site meetings as an observer is recommended prior to participating as the Project Administrator.
PROVISION
Section 2620. Completion of Projects. PURCHASER shall complete the Project Work in the preceding section (*prior to .) (as follows:)
.
( ) After commencement of work on a road section, complete all Projects on that section prior to log hauling, unless otherwise approved in writing by STATE.
( ) Complete all Projects on a road section prior to log hauling on that section.
If the logging operation will cause damage to a project, STATE may waive the completion date requirement until logging in that area is completed. Right-of-way logs (*may) (*shall) be removed from the road section before completion of the Project.
Rev. 10/04
INTENT/EXPLANATION
This section establishes the completion dates and/or sequence for the projects listed in the previous section.
POLICY REFERENCES
Directive 3-4-1-330 - Duration of Contract.
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GUIDANCE FOR ADMINISTERING THE PROVISION
The Contract/Project Administrator should check to make sure that each project required in Section 2610 has a completion date specified in this section, or if commencement of other contract work is contingent upon completion of specific projects. These deadlines and requirements should be discussed with the Purchaser at the Pre-Operations Meeting. If time is getting short for timely completion of projects, the Contract/Project Administrator should notify the Purchaser via an "Important Notice" (form no.343-364) as an official reminder of upcoming completion dates as outlined in this section.