New bid from UTAH DOGM in re coal mine reclamation review

8/14/2019 New bid from UTAH DOGM in re coal mine reclamation review

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REQUEST FOR STATEMENTS OF INTEREST

ForAbandoned Mine Reclamation ProgramReclamation Engineering and Design

Summit-Morgan Coal Mine Maintenance Inventory

PURPOSE

The purpose of this Request for Statements of Interest (REQUEST) is to procure qualifiedprofessional engineering services for the Utah Division of Oil, Gas and Mining, Abandoned MineReclamation Program (AMRP), hereafter referred to as OWNER. The services include aninventory of previously reclaimed abandoned coal mines, GPS surveys of key site features, andan analysis/evaluation of the associated public safety hazards and environmental problems. Afirm submitting an SOI will hereafter be referred to as OFFEROR.

All work shall be performed by or under the direct supervision of a professional engineer (PE)registered in the State of Utah with a PE license in civil or mining engineering.

OWNER will evaluate and rank each Statement of Interest (SOI) based on the evaluation criteria

outlined in this REQUEST. OWNER will negotiate a contract with OFFEROR submitting thehighest-ranking SOI. The contract is subject to approval of the Utah Division of Purchasing andthe Utah Division of Finance, and is not binding on OWNER or the successful OFFEROR untilsuch approval is obtained. Upon contract approval the successful OFFEROR will be referred toas CONSULTANT.

This REQUEST differs substantially from OWNERs previous solicitations for noncoal abandoned


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Request for Statements of InterestSummit-Morgan Coal Mine Maintenance InventoryPage 2

PRE-PROPOSAL MEETING

The OWNER will hold an informational meeting on Thursday, September 11, at 3:00 p.m. TheOWNER will discuss the scope of work and will have examples of project documents available forreview. The meeting is optional; attendance is not required to submit a Statement of Interest.

RESPONSE DATE

Three (3) copies of the SOI must be received by the Utah Division of Purchasing prior to theclosing date and time specified. Any SOI en route, either in the mail or in other locations in the

State Office Building, will not be considered timely. SOIs received after the deadline will be lateand ineligible for consideration. SOIs must be delivered in envelopes with the Requisition Numberclearly written on the outside. The address for submissions is:

Division of Purchasing3150 State Office BuildingSalt Lake City, Utah 84114Attention: UAMRP Statement of InterestRequisition No. 560 92000000002

SOIs will be received until 5:00 p.m. on Wednesday, September 24, 2008 at the Division ofPurchasing only. Do not deliver SOIs to OWNER.

ISSUING OFFICE AND REFERENCE NUMBER

The Utah Division of Purchasing is the issuing office for this REQUEST and all subsequent


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RECORDS REVIEW

DIGITIZATION OF MINE FEATURE LOCATIONSDOCUMENTATION OF CURRENT CONDITIONSREPORT AND PRODUCTFor each of these sections, include a general but complete narrative overview of OFFERORsassessment of the work to be performed and their ability to perform the work. Each sectionshould clearly demonstrate OFFERORs understanding of the desired product and how they canprovide that product. OFFERORs must show that they understand the scope and importance ofeach individual task. A mere repetition of the tasks taken from OWNERs scope of work will notbe considered responsive to the Request for SOIs.

The SOI should describe or list previous work that demonstrates the firms ability to perform thework discussed under each of the four headings. Emphasis should be placed on previous workmost closely related to that required by this REQUEST. The description should be sufficient toshow OFFERORs experience and qualifications. Resumes or synopses of qualifications andexperience of the firm and key personnel may be included in this section. Limit resumes to thosepeople to be assigned to the project. It is not necessary to reproduce lengthy curricula vitae orproject lists if they will not aid in evaluation of the SOI.

TIME SCHEDULE AND STAFF ASSIGNMENTS:OWNER requires all deliverables on or before May 31, 2009. The SOI should contain theproposed project schedule. Show, in bar chart form, the major activities required to do the work.Also summarize the firms expertise by listing the personnel to be assigned, their functions in theproject, their labor categories, and their time allocations.

ALTERNATIVES:This section contains suggestions the firm has to improve OWNERs system of inventory and


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OFFERORs qualifications.

SOI Evaluation Criteria:

0. Contract Terms: (qualifying/disqualifying)Firm is able to meet the terms and requirements of the contract.

1. Quality and Suitability of SOI: (15%) (75 points possible)a. Package is clear, concise, and responsive. (weight = 5)b. Technical approach to all tasks as defined in the scope of work evidences a sound

understanding of the goals and needs of OWNER and the nature of the requiredwork. (weight = 10)

2. Records Review: (4%) (20 points possible)Demonstrated ability to conduct research in government records, to understand contractprocurement and accounting documents, and to assimilate and understand otherorganizations procedures for doing business. (weight = 4)

3. Digitization of Mine Feature Locations: (31%) (155 points possible)a. Technical approach to the digitization task as defined in the scope of work evidences

a sound understanding of the goals and needs of OWNER and the nature of therequired work. (weight = 10)

b. Direct experience and expertise in GIS (geographic information systems) software.(weight = 7)

c. Direct experience and expertise in acquiring GIS data from analog (nondigital)sources and translating spatial data among different coordinate systems and mapprojections (weight = 8)


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COST PROPOSAL NOT REQUESTED

Please note that cost estimates for the WORK are not being requested as part of this REQUESTaccording to current state regulations. Cost data should notbe submitted as part of any SOI.Formal negotiations with the successful OFFEROR will include resolution of a negotiated contractprice and any pertinent cost estimates for the WORK.

CONSIDERATION OF STATEMENTS OF INTEREST

The State of Utah may select a successful OFFEROR based solely on the initial SOI, without any

discussion of such SOI. Accordingly, each initial SOI should be submitted from the mostfavorable services standpoint. OWNER reserves the right to reject any and all SOIs received.

SAMPLE CONTRACT

The successful OFFEROR will negotiate and enter a contract agreement with the Utah Division ofOil, Gas and Mining. The contract agreement will be on a form similar to the agency contractattached as part of this REQUEST on page 8. In order for OFFERORs SOI to qualify forevaluation, OFFEROR must be able to meet all requirements of this contract.

TERM OF CONTRACT

Notice to Proceed with the project will be issued immediately upon the award and execution ofthe contract. The contract will be for a period of one year with an option to renew for anadditional three years at OWNERs discretion and by mutual agreement.


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SOI EVALUATION SCORESHEET

Consultant: .Evaluator: .Date: .

SCORE WEIGHT POINTS

(0-5)

1. QUALITY AND SUITABILITY OF SOI (75 points possible)a. Clear, concise, responsive _____ x 5 _____b. Understanding OWNERs goals and scope of work _____ x 10 _____

2. RECORDS REVIEW (20 points possible) _____ x 4 _____

3. DIGITIZATION OF MINE FEATURE LOCATIONS (155 points possible)

a. Technical approach to digitization _____ x 10 _____b. Direct experience/expertise with GIS _____ x 7 _____c. Direct experience/expertise with analog data acquisition

& manipulation of coordinate systems and projections _____ x 8 _____d. Direct experience/expertise with GPS _____ x 6 _____

4. DOCUMENTATION OF CURRENT CONDITIONS (125 points possible)T h i l h t fi ld 10


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APPLICANT/VIOLATOR SYSTEM ELIGIBILITY CHECK

Federal regulations (30 CFR 874.16) effective July 1, 1994, require all successful OFFERORs oncontracts funded through Title IV of the Surface Mining Control and Reclamation Act of 1977(SMCRA) to be eligible under 30 CFR 773.15(b)(1) to receive a permit to conduct surface coalmining operations. In general, this means that the Utah Abandoned Mine Reclamation Programmay not hire CONSULTANT who is or whose company is associated with a coal mine operatorwith outstanding unabated violations under SMCRA. The regulations further require thatOFFEROR eligibility be confirmed by the Applicant/Violator System (AVS) at the U.S. Office ofSurface Mining (OSM). Compliance checks are also required for all subcontractors receiving

10% or more of the total contract amount.

To comply with these rules, OFFERORs must provide the Division of Oil, Gas and Mining withinformation on ownership and control of the contractors firm for AVS review. An OFFEROR mustreceive a recommendation of "Issue" or "Conditional Issue" from the OSM AVS office to beawarded the contract.

The two most qualified OFFERORs shall submit to OWNER, when requested, a copy of the "AMLContractor Information Form". The OWNER will provide forms for this submission. OWNER will

submit ownership and control information to OSM for AVS review. OSM's review will becompleted within 72 hours if ownership and control data entry is complete.

OFFERORs may choose to submit the required information prior to submitting the proposal inorder to facilitate data entry by OSM and expedite the AVS review and contract award process.Forms may be obtained from OWNER.

Th f ll i i f ti i i d f th "AML C t t I f ti F "


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SAMPLE CONTRACT FORM

Contract #

STATE OF UTAH CONTRACT

1. CONTRACTING PARTIES: This contract is between the following agency of the State of Utah:Department: Natural Resources Agency Code: 560 Division: Oil, Gas and Mining, referred to asOWNER, and the following CONSULTANT:

LEGAL STATUS OF CONSULTANTName Sole Proprietor

Non-Profit CorporationAddress For-Profit Corporation

PartnershipCity State Zip Government Agency

Contact PersonPhone # (000) 000-0000 EmailFederal Tax ID# Vendor # Commodity Code # 91842

FI-NET Accounting Codes: Summit-Morgan Coal Mine Maintenance Inventory Engineering ContractFund Agency Unit Org Approp. Unit Program Phase

1000 560 2510 2881 REE GACOALINV GF08P

2. GENERAL PURPOSE OF CONTRACT: The general purpose of this contract is to provideprofessional engineering expertise in evaluating previously reclaimed abandoned coal mines to


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APPENDIX E: [Reserved]

APPENDIX F: Scanned Project DocumentsAPPENDIX G: List of Mine FeaturesAPPENDIX H: Sample Project Documents

Any conflicts between Attachment A and other Attachments will be resolved in favor of AttachmentA.

7. DOCUMENTS INCORPORATED INTO THIS CONTRACT BY REFERENCE BUT NOTATTACHED:a. All other governmental laws, regulations, or actions applicable to the goods and/or services

authorized by this contract.b. Utah State Procurement Code, Procurement Rules, and CONSULTANT'S response to Bid #

NO**** , dated ***MONTH DAY, YEAR .

IN WITNESS WHEREOF, the parties sign and cause this contract to be executed.

FOR THE CONSULTANT:

ATTEST: CONSULTANT:

Secretary of Corporation Date Signature Dateor Witness

Type or Print Name

Title


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ATTACHMENT A: STANDARD TERMS AND CONDITIONS

A.1 AUTHORITY: Provisions of this contract are pursuant to the authority set forth in 63-56,Utah Code Annotated, 1953, as amended, Utah State Procurement Rules (Utah AdministrativeCode Section R33), and related statutes which permit the State to purchase certain specifiedservices, and other approved purchases for the State.

A.2 CONTRACT JURISDICTION, CHOICE OF LAW, AND VENUE: The provisions of thiscontract shall be governed by the laws of the State of Utah. The parties will submit to the

jurisdiction of the courts of the State of Utah for any dispute arising out of this Contract or the

breach thereof. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt LakeCounty.

A.3 LAWS AND REGULATIONS: The CONSULTANT and any and all supplies, services,equipment, and construction furnished under this contract will comply fully with all applicableFederal and State laws and regulations.

A.4 RECORDS ADMINISTRATION: The CONTRACTOR shall maintain, or supervise themaintenance of all records necessary to properly account for the payments made to the

CONSULTANT for costs authorized by this contract. These records shall be retained by theCONSULTANT for at least four years after the contract terminates, or until all audits initiatedwithin the four years, have been completed, whichever is later. The CONSULTANT agrees toallow State and Federal auditors, and State Agency Staff, access to all the records to thiscontract, for audit and inspection, and monitoring of services. Such access will be during normalbusiness hours, or by appointment.

A 5 CONFLICT OF INTEREST CONSULTANT t th t f it ffi l


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basis of disabilities. Also, the CONSULTANT agrees to abide by Utah's Executive Order, dated

March 17, 1993, which prohibits sexual harassment in the work place.

A.9 SEPARABILITY CLAUSE: A declaration by any court, or any other binding legal source, thatany provision of this contract is illegal and void shall not affect the legality and enforceability ofany other provision of this contract, unless the provisions are mutually dependent.

A.10 RENEGOTIATION OR MODIFICATIONS: This contract may be amended, modified, orsupplemented only by written amendment to the contract, executed by authorized persons of theparties hereto, and attached to the original signed copy of the contract. Automatic renewals will

not apply to this contract.

A.11 DEBARMENT: The CONSULTANT certifies that neither it nor its principals are presentlydebarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded fromparticipation in this transaction (contract), by any governmental department or agency. If theCONSULTANT cannot certify this statement, attach a written explanation for review by the State.The CONSULTANT must notify the State Director of Purchasing within 30 days if debarred byany governmental entity during the Contract period.

A.12 TERMINATION: Unless otherwise stated in the Special Terms and Conditions, thiscontract may be terminated, with cause by either party, in advance of the specified terminationdate, upon written notice being given by the other party. The party in violation will be given ten(10) working days after notification to correct and cease the violations, after which the contractmay be terminated for cause. This contract may be terminated without cause, in advance of thespecified expiration date, by either party, upon sixty (60) days prior written notice being given theother party. On termination of this contract, all accounts and payments will be processedaccording to the financial arrangements set forth herein for approved services rendered to date of


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manufacturer makes in their advertisements, (3) the product will be suitable for the ordinary

purposes for which such product is used, (4) the product will be suitable for any special purposesthat the State has relied on the CONSULTANTs skill or judgment to consider when it advised theState about the product, (5) the product has been properly designed and manufactured, and (6)the product is free of significant defects or unusual problems about which the State has not beenwarned. Remedies available to the State include the following: The CONSULTANT will repair orreplace (at no charge to the State) the product whose nonconformance is discovered and madeknown to the CONSULTANT in writing. If the repaired and/or replaced product proves to beinadequate, or fails of its essential purpose, the CONSULTANT will refund the full amount of anypayments that have been made. Nothing in this warranty will be construed to limit any rights or

remedies the State of Utah may otherwise have under this contract.

A.16 PUBLIC INFORMATION: Except as identified in writing and expressly approved by theState Division of Purchasing, CONSULTANT agrees that the contract and related Sales Ordersand Invoices will be public documents, and may be available for distribution. CONSULTANTgives the State express permission to make copies of the contract, the response to thesolicitation, and related Sales Orders and Invoices in accordance with the State of UtahGovernment Records Access and Management Act. The permission to make copies as notedwill take precedence over any statements of confidentiality, proprietary information, copyrightinformation, or similar notation.

A.17 DELIVERY: Unless otherwise specified in this contract, all deliveries will be F.O.B.destination with all transportation and handling charges paid by the CONSULTANT.Responsibility and liability for loss or damage will remain with CONSULTANT until final inspectionand acceptance when responsibility will pass to the State except as to latent defects, fraud andCONSULTANT's warranty obligations.


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for damages. If the default remains, after CONSULTANT has been provided the opportunity to

cure, the State may do one or more of the following: 1. Exercise any remedy provided by law; 2.Terminate this contract and any related contracts or portions thereof; 3. Impose liquidateddamages, if liquidated damages are listed in the contract; 4. Suspend CONSULTANT fromreceiving future solicitations.

A.23 FORCE MAJEURE: Neither party to this contract will be held responsible for delay ordefault caused by fire, riot, acts of God and/or war which is beyond that party's reasonablecontrol. The State may terminate this contract after determining such delay or default willreasonably prevent successful performance of the contract.

A.24 PROCUREMENT ETHICS: The CONSULTANT understands that a person who isinterested in any way in the sale of any supplies, services, construction, or insurance to the Stateof Utah is violating the law if the person gives or offers to give any compensation, gratuity,contribution, loan or reward, or any promise thereof to any person acting as a procurement officeron behalf of the State, or who in any official capacity participates in the procurement of suchsupplies, services, construction, or insurance, whether it is given for their own use or for the useor benefit of any other person or organization (63-56-1002, Utah Code Annotated, 1953, asamended).

A.25 CONFLICT OF TERMS: CONSULTANT Terms and Conditions that apply must be inwriting and attached to the contract. No other Terms and Conditions will apply to this contractincluding terms listed or referenced on a CONSULTANTs website, terms listed in aCONSULTANT quotation/sales order, etc. In the event of any conflict in the contract terms andconditions, the order of precedence shall be: 1. Attachment A: State of Utah Standard Termsand Conditions; 2. State of Utah Contract Signature Page(s); 3. State Additional Terms andConditions; 4 CONSULTANT Terms and Conditions


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ATTACHMENT B: SPECIAL TERMS AND CONDITIONS

B.1 LIQUIDATED DAMAGES: In the event consultant fails to complete the work within the timeagreed upon in consultant's schedule as set forth in part 4, or within such additional time asmay have been allowed by owner, there will be deducted from any moneys due or that maybecome due consultant the sum of $748.00 per day, for each and every calendar daybeyond the agreed or extended completion day, that the work remains uncompleted. Suchsum is fixed and agreed upon by the owner and consultant as liquidated damages due theowner by reason of the inconvenience and added costs of administration, engineering andsupervision resulting from consultant's default, and not as a penalty.

Permitting CONSULTANT to continue and finish the WORK or any part of it after the timefixed for its completion, or after the date to which the time for completion may have beenextended, in no way operates as a waiver on the part of the OWNER of any of the OWNERsrights under the CONTRACT.

B.2 TERMINATION: This contract may be terminated, with or without cause, in advance of thespecified expiration date, by either party, upon 30 days prior written notice being given to theother party. In the event of DEFAULT by CONSULTANT, termination may be executed asdescribed by the DEFAULT Clause of the DIVISION OF OIL, GAS AND MINING GENERALCONDITIONS FOR ABANDONED MINE RECLAMATION PROJECTS. On termination ofthis contract all accounts and payments will be processed according to financialarrangements set forth herein for services rendered to the date of termination.

B.3 NONAPPROPRIATION OF FUNDS: Financial obligations of the OWNER payable after thecurrent fiscal year are contingent upon funds for the purpose being appropriated, budgeted

th i d il bl If f d t i t d th i il bl t ti


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debarment, declared ineligible, or voluntarily excluded from participation in this transaction

(contract), by any Federal department or agency. 2) Where the CONSULTANT is unable tocertify to any of the statements in this certification, such prospective participant shall attachan explanation to this proposal. PART B: Certification Regarding Lobbying. Theundersigned certifies, to the best of his or her knowledge and belief, that: 1) No Federalappropriated funds have been paid or will be paid, by or on behalf of the undersigned, to anyperson for influencing or attempting to influence an officer or employee of an agency, aMember of Congress and officer or employee of Congress, or an employee of a Member ofCongress in connection with the awarding of any Federal contract, the making of anyFederal grant, the making of any Federal loan, the entering into of any cooperative

agreement and the extension, continuation, renewal, amendment, or modification of anyFederal contract, grant, loan, or cooperative agreement. 2) If any funds other than Federalappropriated funds have been paid or will be paid to any person for influencing or attemptingto influence an officer or employee of any agency, a Member of Congress, an officer oremployee of Congress, or an employee of a Member of Congress in connection with thisFederal contract, grant, loan, or cooperative agreement, the undersigned shall complete andsubmit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with itsinstructions. This certification is a material representation of fact upon which reliance wasplaced when this transaction was made or entered into. Submission of this certification is aprerequisite for making or entering into this transaction imposed by Section 1352, title 31,

U.S. Code. Any person who fails to file the required certification shall be subject to a civilpenalty of not less than $10,000 and not more than $100,000 for each such failure.


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ATTACHMENT C: SCOPE OF WORK

C.1 THE WORK

The WORK to be performed is described in the following tasks: (1) records review, (2) digitizationof mine feature locations, (3) documentation of current conditions from field visit, (4) preparationof report and deliverables. The data will be used in GIS applications and will be incorporated intoa customized Microsoft Access database. Developed in-house specifically by and for theOWNER, the database requires that data conform to standard and exact formats. Detailedrequirements for each task are presented in sections C.3, C.4, C.5, C.6 and C.7.

The geographic scope of the WORK is centered in Summit County, Utah. One site is in farnortheastern Summit County on the north slope of the Uinta Mountains near Hoop Lake, Utah,accessible through Wyoming. Two sites are in Morgan County north of Croydon near Lost CreekLake. The rest of the mines to be evaluated are located within a ten-mile radius of the town ofCoalville.

C.1.1 OBJECTIVES OF THE WORK

The five primary objectives of this WORK are to: Compile location information for mine features in a standardized, UTM-based format. Document the current condition of the mines and mine features. Identify reclamation-related problems that require maintenance. Identify unreclaimed mining-related problems that could be addressed now. Provide data in a format that can be used in database and GIS applications.


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Thus much of OWNERs coal mine data are in outdated formats not fully compliant with the

current data standards. The coal project data and records are almost entirely non-digital (exceptfor some word processing files). Small coal projects relied on hand drawn sketch maps for sitelayouts. Large coal projects used topographic maps drafted on Mylar, generated usingphotogrammetric methods. Location maps for some sites used 1:62,500 scale USGS 15topographic quadrangles because the 7.5 series was not then available statewide. Because ofthis, the OWNER does not have accurate location information for many coal mine features.Where accurate mapping exists, it is in State Plane coordinate systems, not in the preferred UTMcoordinates.

Some of the reclaimed coal mines have not been revisited by the OWNER since the reclamationwas completed. Many projects were inspected in the years immediately following reclamation,but not since. The majority of reclaimed coal mines have not been inspected by OWNER for adecade or more. Consequently, the OWNER needs information on the current condition of themines to identify maintenance needs.

C.2.2 CATEGORIES OF MINES

For the purposes of this WORK, the coal mines to be evaluated are divided into three categories:

Category 1. Mine sites that were inventoried and subsequently reclaimed. This categorycan be subdivided into two groups:

1A. Mine sites with large-scale, survey-based, topographic mapping1B. Mine sites without such mapping

Category 2. Mine sites that were inventoried but not reclaimed.Category 3. Mine sites that were never inventoried.


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or naming convention. This includes nearly all of the abandoned coal mines in the state.

Typically, the OWNER defined a mine site and mine openings or other features were thensequentially numbered within each site using two letter abbreviations for the feature type (e.g.HO= horizontal opening, or adit; ES= equipment and structures). However, other ID systemswere used as well. Examples of typical ways the OWNER identified features from this periodwould be Anderson Mine HO2 and Sego Canyon HO12. The mine site boundaries might bebased on the extent of the actual historical mining operation or on an arbitrary geographicgrouping of features. Similarly, mine site names might either be an actual historical name of theoperation or an arbitrary coined named with no historical significance.

As the OWNER incorporates data from older projects into the database, standardized ID numbersare assigned to the features with the older nonstandard IDs. The database contains both IDs tomake cross-referencing possible.

The OWNER has reviewed the project records and assigned tag numbers to all abandoned coalmine features that were included in a reclamation project that was carried through to construction(Category 1 sites). These are listed in Appendix G. There are 274 features in this list. Thefeatures have been mapped and UTM coordinates generated from onscreen digitizing usingUSGS topography as the base map. The list has not yet undergone rigorous quality control;several minor errors and discrepancies have been noted.

C.2.4 EXISTING PROJECT DATA

OWNER has compiled the following project information for use in accomplishing the WORK:

Project MapsMost larger coal mine reclamation project plans were depicted on topographic maps created


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Table of Features

The OWNER has reviewed the project records of all projects that were carried through toconstruction (Category 1), tabulated the mine features defined, and assigned tag numbers tothem. These include features listed in the original bid package and features added by changeorder during the course of construction. The tabulation of Category 1 mine features with assignedtag numbers is provided in Appendix G.

Electronic AvailabilityThe OWNER has scanned all of its large-scale map holdings and the relevant parts of all of itscoal project construction specifications to Adobe pdf format files. These files are listed inAppendix F. Samples of typical documents are provided in Appendix H.

Other Project DataPaper files with inventory forms, contract change orders, or other parts of the project record thatmay be helpful to the CONSULTANT are kept in the DOGM Public Information Center (PICRoom). Photographs consist primarily of 35mm color slides, with some prints. The OWNER hasnot yet scanned these other records to electronic form, but they are available for review at theOWNERs office.

C.3 ORIENTATION AND TRAINING

Because of the complexity of some tasks and the subjectivity in interpretation and evaluation offeatures in the field, CONSULTANT shall conduct a mandatory field training exercise inconjunction with the OWNERs representative and/or other staff. The purpose of the training is toorient the field crew to the WORK, calibrate expectations, and to ensure that proposed fieldprotocols work as planned. The OWNER expects CONSULTANT to maintain an ongoing dialogwith the OWNER and to provide draft product during the course of the WORK to maintain quality


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locations from the project maps, using any appropriate method to convert from the source map

coordinate system to UTMs. CONSULTANT shall ground-truth the accuracy of the finalcoordinates by relocating a statistically significant sample of the features in the field. Calculatedcoordinates should be within 5 meters of the actual field location. CONSULTANT shall be awarethat some features plotted on the project design drawings, such as proposed burial pit locationsor topsoil borrow sites, may not represent the final as-built location. As-built locations arepreferred over as-specified locations whenever it is possible to determine them.

C.5.3 CATEGORY 1B SITES

For Category 1B sites, CONSULTANT shall relocate the features in the field and collect GPSlocation points. Some features may have been destroyed or relocated by the reclamation. Forthese features, CONSULTANT shall make a concerted effort to determine the pre-reclamationlocation. It may be necessary to settle for a centroid point for features that would normally besurveyed by GPS as a polygon. CONSULTANT may need to aggregate features in a polygon if itis not possible to find individual features (e.g. cluster of structures or coal refuse piles that havebeen removed or buried). The level of uncertainty for feature locations shall be tracked in thedata (see the sample inspection form in Appendix D for a suggested method and criteria).

C.5.4 FEATURE LOCATION DATA REQUIREMENTS

The majority of the feature locations will be recorded as points, with a few lines and a fewpolygons. For the point locations, CONSULTANT shall produce an Excel spreadsheet(FeatureData.xls, with a Location tab), suitable for importing into GIS, listing a record for each ofthe tagged features in Appendix G with columns (fields) for the following attributes at minimum:

Attribute Response Options


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Riprap intact/undercut/failing

Acid mine drainage (yellowboy)

Structures/EquipmentStability, integrityEvidence of hazardous materials

Other:Signs, historical markers vandalizedNew mine subsidence events since the reclamationVisitation problems (litter, fire rings, graffiti)Off-road vehicle activity (tire tracks, vegetation damage)Livestock problems (overgrazing, trampling, bedding down areas, damaged fences)Evidence of underground or surface coal fire (ash or clinker in coal refuse, fumes, odors,altered vegetation, vents)Features originally left unreclaimed now require workEncroaching residential or commercial development calls for re-evaluation of reclamationAccess issues (access road washouts, locked gates) that could affect repair workRisk/urgency (problems have stabilized/problems are getting worse; intervention now willpreclude greater problem later)

Can repair be performed in-house by OWNER or must it be contracted out? (see thesample inspection form in Appendix D for suggested criteria)

The above is not intended as a comprehensive list, nor would every item apply to every feature orsite. It is meant to indicate the types of issues that might occur and ought to be considered in thefield inspection.


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attributes, at a minimum:

Attribute Response OptionsFeature Visited? yes/no/did not findDate Visited dateFeature Photographed? yes/noFeature GPSed? yes/noGPS Feature Type point/line/polygonMaintenance Category 1A/1B/2/3Monument numeral/missing/did not findMap Sheet Reference defined text stringFeature Condition fixed list of response options

C.6.5 SITE CONDITIONS

CONSULTANT shall assess and document conditions at each mine site. This is intended as abig picture look at the sites to note general problems that may not be tied to a particular featureor problems that become cumulatively significant when several minor issues are aggregated.CONSULTANT shall photograph each site.

C.6.6 SITE CONDITION DATA REQUIREMENTS

CONSULTANT shall produce an Excel spreadsheet (SiteData.xls) listing a record for each of themine sites in Appendix C with columns (fields) for the following attributes, at a minimum:

Attribute Response OptionsSite Visited? yes/no


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C.7.4 FIELD INVENTORY

CONSULTANT shall assign tag numbers to all new features located, record their locations withGPS, and photograph them. In addition, CONSULTANT shall describe and document thefeatures with dimensioned plan view and cross-sectional sketches.

C.7.5 INVENTORY DATA REQUIREMENTS

The core data and deliverable requirements for Category 2 and 3 sites are the same as specifiedfor Category 1 sites in parts C.6.4 and C.6.6. However, CONSULTANT shall keep narrativediscussion of Category 2 and 3 sites separate from Category 1 sites in the reports.

C.8 PRODUCT SPECIFICATIONSC.8.1 GPS DATA

All GPS data will be collected using a GPS unit capable of storing data in a data dictionary. GPSdata must be accurate within 5 meters and suitable for output to a shapefile.

CONSULTANT shall collect GPS location points for all features listed in Appendix G and new

sites as described in parts C.6.3 and C.7.4. CONSULTANT shall GPS the perimeter (as apolygon) of any mine feature with a diameter greater than approximately 50 feet. CONSULTANTshall GPS constructed ditches and altered stream channels as lines (polylines). Other featuresone specifically mentioned shall be recorded as the appropriate feature type: point, line, orpolygon. CONSULTANT shall provide both the raw and differentially corrected GPS files aselectronic deliverables.


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with damage or problems for which additional work is recommended. Feature sketches shall

utilize standard map notation and include a north arrow and scale. Each sketch shall show theextent of the problem with relevant dimensions. CONSULTANT shall estimate material quantities(e.g., cubic yards of backfill or square feet of wall) required to perform maintenance actions basedon OWNERs standard construction specifications and recommend a reclamation method (e.g.,hand labor or heavy equipment). CONSULTANT shall indicate equipment access routes andnote limitations, if any, to each mine feature recommended for maintenance construction. Theseestimated quantities and methods will be used by OWNER to prepare site-specific workdescriptions and a detailed cost schedule in the construction bid package.

C.8.4 DIGITAL PHOTOS

CONSULTANT shall take at minimum a close-up, an intermediate range, and an overview digitalphoto of each mine feature. Detailed photos shall be taken of any damage or problems requiringattention. Field inventory and photography shall not be performed on days when snow coverlimits visibility of mining features. Lighting, exposure, and image composition should be managedto clearly illustrate the feature. Underexposed, overexposed, or extremely high contrast photosare not acceptable. The photos shall be in JPG format with a minimum resolution of 300 pixelsper inch (ppi) at 4-inch by 6-inch image size (2.16-megapixel resolution).

CONSULTANT shall use the following naming convention for digital photo files of individual minefeatures: Tag Number + lowercase m (for maintenance photograph) + a sequential number.For example, file names for two photos of HO1 in section 7 would be 3270407HO001m1.jpg and3270407HO001m2.jpg. For photos of newly inventoried features (features not part of areclamation project), substitute a lowercase i (for inventory photograph) in the file name(3270407HO001i1.jpg). If a single image contains two tagged features, it should be copied andassigned a file name referencing each features tag number


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C.9.2 PROJECT REPORTS

CONSULTANT shall provide a report documenting the conditions observed by the field inventory.The report shall be organized by project and by site within a project as necessary. Each projectdiscussion will contain maps showing the features in that project. It will identify problem areasand recommend sites requiring maintenance. Photos, drawings, and maps of problems shouldbe included. The report shall be provided in bound, hard copy and in Microsoft Word and AdobeAcrobat format.

C.9.3 MAPS

Hard copy maps shall be created for features requiring maintenance. CONSULTANT shallsubmit hard copy maps on 8.5 x 11 sheets or on 11 x 17 sheets, as appropriate for mapcontent.

The preferred map layout is at 1:12,000 scale on a USGS topographic base. This is a suitablescale to portray most mine areas legibly without substantial overlap of symbols. Some areas witha high density of mine features may require larger scale mapping.

Each map block shall contain a written (rational and/or expression of equivalent units) and

graphic scale, north arrow, and legend.

CONSULTANT shall identify mine features on maps using an abbreviated Tag Number as a labelso that labels are discernible. For example, an adit should be labeled 34HO5 instead of4120434HO005 or, where section lines are shown and labeled, the same adit may be labeledHO5 without the section prefix.


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data produced shall be certified and stamped with the seal of the professional engineer.

C.13 SPECIAL PRECAUTIONS

ABANDONED MINE SITES ARE HAZARDOUS. CONSULTANT will exercise extreme cautionwhen working near abandoned mines, equipment and structures. Some hazards, such asdangerous atmospheres or unstable ground may not be readily apparent. CONSULTANTssafety plan must be adequate to protect all personnel working within the project area.CONSULTANT shall not enter mines. All work requiring entering underground mine workings isextremely hazardous and extra precautions should be taken. CONSULTANT shall not enterunderground mine workings for any reason beyond the minimum observation needed to assess

portal condition and maintenance requirements as specified in this Scope of WORK.


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ATTACHMENT D: DELIVERABLES SCHEDULE

D.1 LIST OF DELIVERABLES

CONSULTANT shall provide the following deliverables:

ONE (1) HARD COPY OF EACH THE FOLLOWING:

Item Format Description

Final Report of Investigations 3-ring binder or other binding C.9.1

Project Reports(organized by original projectnumber)Project NarrativeDrawings of selected features

with damage/concerns

3-ring binder or other binding C.9.2

Photographs of selectedfeatures with damage/concerns, labeled withdescriptive information


Feature Maps of selectedfeatures with damage/concerns


ON PROJECT DATA CD


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Item Filename Format Description

Digital photographs (other) Native camera filename 300 ppi JPEG at4 x 6 inchesimage size (2.16megapixels orbetter)

C.8.4

Original and differentiallycorrected GPS files

C.8.1

Shapefiles LineFeature.shp,PolygonFeature.shp

Shapefile C.8.2

D.2 DELIVERY SCHEDULE FOR DRAFTS AND FINAL COPIES

CONSULTANT shall furnish all deliverables in draft form, including electronic deliverables, forapproval prior to submitting final copies. The OWNER strongly encourages CONSULTANT tosubmit draft components for approval as early as possible and on an ongoing basis.OWNER also expects ongoing communication with CONSULTANT as the work progresses,to ensure compatibility of the product with the OWNERs requirements. Any revisions madeof aforementioned draft by the OWNER will be incorporated into the product and resubmitted to

the OWNER as a draft until the draft is considered complete and approved.


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ATTACHMENT E: COST SCHEDULE

E.1 FIXED NOT-TO-EXCEED PRICEPrice is to be negotiated upon selection of CONSULTANT.

E.2 FIXED UNIT COST PRICESUnit costs are to be negotiated upon selection of CONSULTANT.

ATTACHMENT F: TIME SCHEDULE

F.1 The successful CONSULTANT shall show in bar chart form, on a weekly schedule, theactivities required to complete the SCOPE OF WORK as shown in this Agreement, basedon a contract award of October 6, 2008 and approval to start WORK on October 20,2008. All deliverables are due May 31, 2009. The OWNER may extend the contract forup to three (3) years beyond December 31, 2009 at OWNERs discretion.

F.2 The bar chart shall show field time and office time (literature review and research,digitizing, report preparation, etc).

F.3 Constraints and float allowed for in the bar chart should be identified and explained in the

schedule. Considerations for weather, access and normal delays should be accountedfor within the schedule.

ATTACHMENT G: SERVICES AND FACILITIES PROVIDED BY OWNER

G.1 OWNER shall provide any information that has been gathered in the initial field


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SAMPLE CONTRACT CHANGE ORDER FORM

STATE OF UTAHCONTRACT AMENDMENT

AMENDMENT # 0 to CONTRACT # 00-0000TO BE ATTACHED TO AND MADE A PART OF the above numbered contract by and between the State ofUtah, Division of Oil, Gas and Mining, referred to as STATE and,__________, referred to asCONTRACTOR.

Project Name: Coal Mine Statewide Maintenance Inventory DOGM Project Number: AMR/000/900

FI-NET Accounting Codes:

Fund Agency Unit OrgApprop.

UnitProgram Phase

1000 560 2510 2881 REE GA

THE PARTIES AGREE TO AMEND THE CONTRACT AS FOLLOWS:

1. Contract period: 2. Contract amount:mm/dd/yyyy (original starting date) $000.00 (current contract amount)mm/dd/yyyy (current ending date) $000.00 (amendment amount)mm/dd/yyyy new ending date $000.00 new contract amount

(add current amount to amendmentamount)

3 Other Changes: (expand table as needed)


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APPENDIX A: CONSULTANT PERFORMANCE RATING FORM

CONSULTANT PERFORMANCE RATINGUtah Division of Oil, Gas and Mining

Abandoned Mine Reclamation Program

Consultant:

Project: AMR/ / .

Contract Number: .

Rating: Satisfactory= 1; Unsatisfactory= 0

1. Achieved the specified level of project quality and quantity.2. Prompt, diligent, and systematic prosecution of work.3. Adequate personnel (number and skill level).

4. Adequate equipment (number, type, and operating condition).5. Effective management and supervision of work.6. Cooperation, responsiveness, and communication with project manager.7. Cooperation and timely response in negotiation of contract changes.8. Cooperation in negotiation of claims.9. Record of prompt payment for labor, materials, equipment, and subcontract work.10 O ti b i i f d t d t


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APPENDIX B: FEATURE, SITE, AND PROJECT ID SYSTEMS

FEATURE ID (TAG NUMBER)

The tag number consists of seven leading digits, two letters, and three following digits. The firstdigit (1-8) indicates the quadrant around the Salt Lake baseline and meridian or the Uinta specialmeridian (counterclockwise from the northeast, see Tables 1 and 2). The second and third digitsindicate the township, the fourth and fifth digits indicate the range, and the sixth and seventhdigits indicate the section. These numbers are followed by two-letter codes indicating the type ofmine opening or feature (see Table 3). These letters are followed by numbers that are sequentialnumbers assigned as the openings were encountered during the field inventory. Thus, sitenumber 4060318HO003 is the third horizontal opening (HO) inventoried in Township 6 South,Range 3 East, Section 18. The leading zeros in the sequential number part of the ID number arefrequently omitted (i.e. HO3 instead of HO003) in casual shorthand usage.

Table 1. Township/Range quadrant numbers around the Salt Lake Baseline and Meridian:

2 TN, RW 1 TN, RE3 TS, RW 4 TS, RE

Table 2. Township/Range quadrant numbers around the Uinta Special Meridian:

6 TN, RW 5 TN, RE7 TS, RW 8 TS, RE

Table 3. Alphabetic codes for mine features (abbreviated list):


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the site number and file number AMR/007/001. The second Carbon County mine site wasAMR/007/002, and so on. Noncoal mine sites inventoried in the early years were treated in thesame way, although site boundaries were less well defined on the ground and thus tended to bemore arbitrary.

As areas were selected for reclamation, it became clear that projects or contracts could consist ofmore than one mine site. To keep records for projects distinct from those for individual sites inthe file room, the OWNER started numbering projects at 900 (on the incorrect, as it turned outassumption that there would not be a county with more than 899 sites, nor was it likely that therewould be more than 99 projects in a county). The Book Cliffs Project (AMR/007/913), thethirteenth AMRP project in Carbon County, consisted of ten different mine sites. Over the years,

the AMR/000/000 site number series has become less important and less relevant, especiallyafter the standardized tag number system was adopted. The 900 series reserved for projectnumbers is the key location of records for maintenance inspections. (In addition, there are a fewprojects that were performed by federal Office of Surface Mining that were assigned projectnumbers in an 800 series to keep the federal projects separate from the state ones.)

The sequence of the project numbers is based on when the projects were identified and chosen,not when reclamation was performed. Because planning issues vary from project to project, ittakes some projects longer than others to get underway. Construction of project AMR/015/902

may have been done after that of project AMR/015/907. Also, a single project number mayrepresent more than one construction contract, and vice versa. The three phases of the PriceRiver Coal Pile Project (AMR/007/907) were bid as three different contracts over several years.The Rilda Project (AMR/015/903) and Meetinghouse Project (AMR/015/904) were bid together asa single contract. Sometimes the same site may show up in different projects. The OWNERsContract Representative can assist with clarifying confusing project histories.


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APPENDIX C: CATEGORY 1 MINE SITES

Category 1A Sites1:480 scale topographic maps in nominal State Plane coordinates available

Project Number Project Name Site Name Feature Count

AMR/043/901 Coalville Chappell Mine 16

AMR/043/901 Coalville Weber Mine 50

AMR/043/903 Coalville II (Grass Creek) Church mine 11

AMR/043/903 Coalville II (Grass Creek) Rees-Grass Creek site 9

AMR/043/903 Coalville II (Grass Creek) Tuttle site 9

AMR/043/903 Coalville II (Grass Creek) Union Fuel mine 18

AMR/043/904 Coalville III Union Pacific Mine 3

AMR/043/905 Weber Mine Fire Weber Mine Fire 3

AMR/043/907 Blackhawk Blackhawk Mine 12

AMR/043/909 Boyer Boyer Mine 5

TOTAL 10 sites 136

Category 1B SitesSketch maps or maps in arbitrary coordinate systems


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APPENDIX D: SAMPLE MAINTENANCE INSPECTION FORM

This is a facsimile of a form originally developed by the OWNER for in-house maintenanceinspections. CONSULTANT is encouraged to adapt the form to its particular needs. Instructionsfollow the form.

Utah Abandoned Mine Reclamation ProgramCOAL MAINTENANCE

MAINTENANCE INSPECTION FORMPage 1

Project Name: Xxxxxxxxxxxxxxxxxxxxxxxx Project Number: AMR/000/900Site Name: Xxxxxxxxxxxxxxxxxxxxxxxx

Tag NumberFeatureDesignationIn Specs

Recl orClosureAction

WorkDate

Mon.No.

GPSPLG

LocationConfidence

Photo? Condition

4000000HO000 HO-1Wall-S/BFM

00/00/00 000 P High OK

4000000HO000 Portal 2

Wall-

S/BFM 00/00/00 000 P High OK

4000000ST000StructureST1

Demol 00/00/00 000 G High sparsevegn

4000000WP000 Waste Pile 2 Burial 00/00/00 000 G Low weeds

Site boundary GPSed? Yes No


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Utah Abandoned Mine Reclamation ProgramCOAL MAINTENANCE

MAINTENANCE INSPECTION FORMPage 2

Project Name: Xxxxxxxxxxxxxxxxxxxxxxxx Project Number: AMR/000/900Site Name: Xxxxxxxxxxxxxxxxxxxxxxxx

Describe the site conditions observed:


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provided in the general comment section of the form and in the Excel spreadsheet. Appropriatecomments would be: good, OK, vandalized, open, piping, no vegn, sparse vegn, weeds, gullies,see below, etc.

Site boundary GPSed?:In addition to GPSing the individual features, did you GPS an overall site perimeter?

GPS Rover File Name:Self-explanatory

Photograph Numbers to :

Enter the first and last photo numbers (from the camera) for this site. Record all photos on thephoto log form.

Comments Portion of the Form (Page 2):

Describe the site conditions observed:Include a brief mention of the level of effort or thoroughness of coverage of the inspection (didyou see all or just part of the site, note parts of the site not visited, etc.), although it should nearly

always be a 100% survey. Describe overall impressions of reclamation success and vegetationconditions. Note new developments or activity on or near the site. Summarize the problemsitemized below.

Were any problems observed or encountered?Note safety hazards, erosion, lack of vegetation, weeds, sediment control failure, opened portals,vandalism etc

R t f St t t f I t t


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APPENDIX E: [RESERVED]


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Request for Statements of Interest


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Total: 18 files, approx. 48 Mb

Bid Schedule: indicates file contains itemized list of features specified for construction tasks in bid package.

Site Specific Text: indicates file contains narrative description of the site-specific scope of work for construction. In the Abando

standard spec package, this would be Section 0300: Specific Site Requirements.Design Drawings: indicates file contains standard mine closure drawings, site grading and earthwork plans, earthwork cross-se

USGS Location Map:

indicates file contains location maps with mines plotted on USGS 7.5 topographic maps (1:24,000 scale).Detailed Site Maps: indicates file contains detailed site maps showing site layouts and feature locations.

Detailed Site Map Scale:Scale of the detailed site maps. NTS= not to scale. Most site maps are either based on 1:480 topography wit

sketches.

See Appendix H for examples of these documents.


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Request for Statements of InterestS it M C l Mi M i t I t


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Summit-Morgan Coal Mine Maintenance InventoryPage 52

APPENDIX H: SAMPLE PROJECT DOCUMENTS

Selected excerpts from the scanned project documents listed in Appendix F.

Pages from 043903_Coalville2_0300-maps-dwgs.pdfExcerpt from Section 0300 of construction specifications with site-specific description and scopeof workUSGS Site location map

Page from 043901_Coalville_reclplan.pdfExample of Category 1A map of the Chappell mine

Pages from 043904_Coalville3_0300-maps-dwgs.pdfExamples of Category 1B maps of the Sargent, Lower Allen Hollow, and Hoffman mines


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