How To Work With The US Forest Service On

How To Work With The US Forest Service On
The Tongass National Forest
A Toolkit for Individuals and Small Businesses Trying to Get
Contracts on the Tongass
The purpose of this document
The purpose of this document is to provide small businesses and individuals
throughout Southeast Alaska a better understanding of the Forest Service contracting
and permitting process. It also contains the necessary information that any small
business will have to provide if they wish to bid on any project with the NFS.
The National Forest Service is a large bureaucracy and many people have voiced their
frustrations at how difficult it is to maneuver through the red tape. In 2011 a survey was
taken by SEACC on Prince of Wales Island to get a better idea of the current capacity of skills
and the desire to work with the Forest Service. Numerous individuals and small businesses
have shared how hard it is for small organization, with limited resources, to do business with
the NFS.
This toolkit will be broken into 3 parts.
Part I Become a business. This will give you many of the basic information you will need to
be a business that works with the Forest Service.
Part II How the Forest Service Operates. This gives a basic breakdown of the Tongass Ranger
Districts. It then describes how actions (potential jobs) are posted online through the
Schedule of Proposed Actions. Lastly, we describe Fedbizopps. This is an online database
where one will bid on all potential jobs.
Part III Additional information on permitting and contracts.
Reminder: This toolkit can help anyone who wants to work with in the Tongass National Forest,
but it is not to be considered the last step. It is always important to check with your local
district ranger to see if any changes have taken place or any new information has been added.
It is also important to check the Tongass website for additional updates.
First Step: Become a Business
To successfully bid and perform Federal government and Forest Service contracts,
businesses are expected to follow applicable Federal, state, and local laws. From a business
perspective, this includes being appropriately registered as a business under state and local
rules; carrying adequate insurance including workers compensation if an employer; and in the
case of construction contracts, having the ability to adequately bond projects under the Federal
government’s surety bonding requirements, which are different than the state license bonding
requirements required of some businesses. A computer, or computer access, is also
needed and a valid email address as contracting in the Federal government is dependent in
many cases on computer processes through “on-line” databases. When formed in a businesslike way, a business is then ready to learn more about winning contracts with the Federal
government.
Get a Duns #
Registrations: All entities applying for Federal financial assistance must have a valid
Dun & Bradstreet Data Universal Number System (DUNS) number and have a current registration
in the System for Award Management (SAM). Exemptions: The SAM registration requirement
does not apply to individuals submitting an application on their own behalf and not on behalf of a
company or other for-profit entity, State, local or Tribal government, academia or other type of
organization.
DUNS Registration - Request a DUNS number online at
http://fedgov.dnb.com/webform. U.S.-based entities may also request a DUNS number by
telephone by calling the Dun & Bradstreet Government Customer Response Center, Monday –
Friday, 7 AM to 8 PM CST at the following numbers:
 U.S. and U.S Virgin Islands: 1-866-705-5711
 Alaska and Puerto Rico: 1-800-234-3867 (Select Option 2, then Option 1)
 For Hearing Impaired Customers Only call: 1-877-807-1679 (TTY Line)
Once assigned a DUNS number, entities are responsible for maintaining up-to-date information
with Dun & Bradstreet.
Get a SAM
The System for Award Management (SAM) is a Federal Government owned and operated free
web site that consolidates the various federal contractor registration requirements previously
called CCR/FedReg, ORCA, and EPLS. Future phases of SAM will add the capabilities of other
systems used in Federal procurement and awards processes. Registration is required prior to
being awarded a contract with any federal government agency. This registration collects
general information about a company and information required to perform Electronic Funds
Transfer (EFT). This requirement covers all federal agencies.
The SAM website (www.gsa.sam) includes a robust Help section with FAQs, Users Guides and
Tutorial Videos. These resources can answer many of your questions and step you through the
process.
Additional Information:
Company Name – As noted in Step One, following State and local requirements for registering a
business is important to doing business with the Federal government.
Federal Tax Identification Number (TIN) – In cases of a sole proprietorship, this may be a
Social Security Number; for corporations and other business formations, a TIN is needed and obtained
from the Internal Revenue Service (IRS). Go to
http://www.irs.gov/businesses/small/international/article/0,,id=96696,00.html
Financial Institution Information – Business bank information will be required including the
American Business Association (ABA) routing number for the account, account number, and other
information that will be used by Federal agencies to make payment when the business has won a
contract.
Work’s Compensation Laws - Alaska state law requires that all employers have Worker’s
Compensation Insurance for their employees. The Forest Service furnishes contract award information to
the Alaska Department of Labor. Failure to comply with the state worker’s compensation laws can be a
felony offense in Alaska. The Alaska Workers’ Compensation Division can also fine employers up to
$1,000 per employee for each day they are conducting business with employee labor without the required
insurance. For the definitions of “employer”, “employee”, and “subcontractor”, and other pertinent
information contact:
Alaska Department of Labor
Workers Compensation Division
Special Investigations Unit
P.O. Box 115512
Juneau, AK 99802-5521
907.465.5875 (Direct)
1-888-372-8330 (toll free), 907.465-2797 (FAX)
Other Information – Also needed is information about the business such as address,
number of employees, annual receipts, etc. Additionally information about the goods/services
provided identified by NAICS number, Product Service Code (PSC), Federal Supply
Classification (FSC), and other needs will be requested.
How the Forest Service Operates
The mission of the USDA Forest Service is to sustain the health, diversity, and productivity of
the Nation’s forests and grasslands to meet the needs of present and future generations.
The Tongass National Forest is roughly the size of West Virginia, and is the largest National
Forest. There are ten Ranger District offices across the Tongass and the most important thing
one can do when working with the Forest Service is to introduce oneself to the staff of your
district office. The offices are:
Admiralty Island National Monument
8510 Mendenhall Loop Road
Juneau, AK 99801
Monument Ranger: Chad Van Ormer
Phone: 907-586-8800
Fax: 907-586-8808
Petersburg Ranger District
12 North Nordic Drive
PO Box 1328
Petersburg, AK 99833-1328
District Ranger: Jason Anderson
Phone: 907-772-3871 Voice; 907-772-4636 TTY
Fax: 907-772-5995
Craig Ranger District
900 Main Street
PO Box 705
Craig, AK 99921-9998
District Ranger: Matt Anderson
Phone: 907-826-3271
Fax: 907-826-2972
Sitka Ranger District
204 Siginaka Way
Sitka, AK 99835
District Ranger: Carol Goularte
Phone: 907-747-6671 Voice; 907-747-4335 TTY
Fax: 907-747-4253
Hoonah Ranger District
430 Airport Way
PO Box 135
Hoonah, AK 99829-0135
District Ranger: Art Burbank
Phone: 907-945-3631
Fax: 907-945-3385
Thorne Bay Ranger District
1312 Federal Way
PO Box 19001
Thorne Bay, AK 99919-0001
District Ranger: Rachelle Huddleston
Phone: 907-828-3304
Fax: 907-828-3309
Juneau Ranger District
8510 Mendenhall Loop Road
Juneau, AK 99801
District Ranger: Marti Marshall
Phone: 907-586-8800 Voice;907-790-7444 TTY
Fax: 907-586-8808
Wrangell Ranger District
525 Bennett Street
PO Box 51
Wrangell, AK 99929-0051
District Ranger: Bob Dalrymple
Phone: 907-874-2323
Fax: 907-874-7595
Ketchikan Misty Fiords Ranger District
3031 Tongass Avenue
Ketchikan, AK 99901-5743
District Ranger: Jeff DeFreest
Phone: 907-225-2148 Voice; 907-225-0414 TTY
Fax: 907-225-8738
Yakutat Ranger District
712 Ocean Cape Road
PO Box 327
Yakutat, AK 99689-0327
District Ranger: Lee Benson
Phone: 907-784-3359
Fax: 907-784-3457
The Forest Service utilizes databases to inform the public of proposals and
planning events. The two important ones that almost all bids go through is
the SOPA and Fedbizopps (www.fbo.gov)
SOPA
What is a SOPA?
As part of carrying out the mission of the Forest Service, agency resource specialists develop
proposals that will enhance or maintain resource values on public lands, as well as generate
products. In addition, the public may submit proposals for various uses such as rights-ofway, land exchanges, and recreational events. A necessary part of the planning for these is
the environmental analysis and documentation, pursuant to the National Environmental
Policy Act (NEPA) and agency direction.
The Schedule of Proposed Actions provides a list of proposals that will begin or are
undergoing environmental analysis and documentation so that people can become aware of
and indicate their interest in specific proposals.
The Schedule of Proposed Actions includes proposals whose decisions are expected to be
documented in a Decision Memo, Decision Notice, or Record of Decision, pursuant to the
National Environmental Policy Act (NEPA) and agency direction.
The Schedule of Proposed Actions is published in January, April, July, and October. It contains
the best available information at that time. Proposals that start and finish before the next
schedule is produced will be listed in the next schedule as Completed.
Future Involvement: To be included in future public involvement for a specific proposal,
contact the corresponding "Project Contact" listed in the SOPA and indicate your interest in
being involved.
Example: How to Read a SOPA
Box 1- contains the project name and expected type of analysis
Box 2- contains the thematic purpose of the project (Ex. Recreation, Mining, Wildlife)
Box3 thru 5- contains the estimated and actual status and timing of the project
Box 6- contains the project contact information
Box 7&8- contains the description of the project, and what type of work and location
FEDBIZOPPS- How to bid on a proposal
Almost all Federal project solicitations for bids or proposals over $25,000 are advertised on
Federal Business Opportunities, also known as FedBizOpps.gov and found at
https://www.fbo.gov
A user guide is available for a “Vendor” on the website. Look over the User Guide to help you
navigate through FedBizOpps.gov. This site is always being updated and proposals often
change. It is important that you become comfortable with this site it is your gateway to the
Forest Service Contract and all other Federal contracts.
Procurement Technical Assistance Center (PTAC) – Located in every state, PTAC’s
assist businesses in understanding how to prepare bids and proposals on Federal government
contracts. Alaska PTAC can be found at www.ptacalaska.org
Alaska PTAC provides procurement training and counseling services throughout the state, and
helps Alaska businesses keep in touch with contracting opportunities through our awardwinning Bid Match program. The staff members possess backgrounds in government
acquisitions and participate in ongoing training, enabling them to keep pace with the
continually changing acquisition marketplace, its policies, and procedures.
PTAC Alaska is based out of Anchorage, with an office in Fairbanks, but they have numerous
trainings across the State and on the web for your convenience. The PTAC Alaska website
provides additional background information to start your business and get those contracts.
List of Small Business Support:
Alaska Division of Economic Development http://www.commerce.state.ak.us/ded/
The Division of Economic Development is a one-stop shop that helps businesses and developers navigate
the network of programs offering technical assistance and support for start-ups, expansions, and
relocations.
Resources for Conducting Business in the State of
Alaskahttp://www.alaska.gov/businessHome.html
U.S. Small Business Administration (SBA) http://www.sba.gov/
SBA provides small businesses with an array of financing for small businesses from the smallest needs in
micro-lending --- to substantial debt and equity investment capital (venture capital).
SBA Alaska http://www.sba.gov/about-offices-content/2/2821
is the local Alaska chapter of the U.S. SBA that provides financial, technical, and management assistance
in a variety of ways to the Alaska small business owner.
US Department of Agriculture (USDA) - Rural Development
http://www.usda.gov/wps/portal/usda/usdahome?contentid=RD_Agency_Splash.xml&contentidonly=true
The USDA-RD role is to increase rural residents' economic opportunities and improve their quality of life.
We also provide technical assistance and financial backing for rural businesses and cooperatives to create
quality jobs in rural areas.
USDA Alaska http://www.rurdev.usda.gov/ak/
Promoting a dynamic business environment in rural Alaska is the goal of USDA Rural Development's
varied business programs.
Special Use Permit
Each year, the Forest Service receives thousands of individual and business applications for
authorization for use of NFS land for such activities as water transmission, agriculture,
outfitting and guiding, recreation, telecommunication, research, photography and video
productions, and granting road and utility rights-of-ways. The Forest Service carefully reviews
each application to determine how the request affects the public's use of NFS land. Normally,
NFS land is not made available if the overall needs of the individual or business can be met on
nonfederal lands.
What are special use authorizations
A special-use authorization is a legal document such as a permit, term permit, lease, or
easement, which allows occupancy, use, rights, or privileges of NFS land. The authorization is
granted for a specific use of the land for a specific period of time.
When do you need an authorization
1. If you will need to occupy, use, or build on NFS land for personal or business purposes,
whether the duration is temporary or long term.
2. If there is a fee being charged or if income is derived from the use.
3. If an activity on NFS land involves individuals or organization with 75 or more participants or
spectators.
Application ProcessIs my proposal appropriate
1. Your request must be consistent with laws, regulations, orders, policies of NFS lands, other
federal laws, and applicable State and local health and sanitation laws.
2. Your request must be consistent or made consistent with the standards and guidelines in the
applicable Forest Land and Resource Management Plan.
3. Your request must not pose serious or substantial risk to public health or safety.
4. Your request must not require exclusive or perpetual right of use or occupancy.
5. Your request does not unreasonably conflict or interfere with administrative uses, other
scheduled or authorized existing uses, or use of adjacent non-NFS lands.
6. The proponent must not owe any fees to the Forest Service from a prior or existing specialuse authorization.
7. No gambling or providing of sexually oriented commercial services can be authorized on NFS
land, even if permitted under state law.
8. No military or paramilitary training or exercises by private organizations or individuals can
be authorized on NFS land, unless it is federally funded.
9. No disposal of solid waste or storage or disposal of radioactive or other hazardous
substances can be authorized on NFS land.
How do you apply
1. Contact a Forest Service office and request an application. Application information is also
available on the special uses home page at http://www.fs.fed.us/recreation/permits
2. Prior to submitting the proposal, you are required to arrange a preapplication meeting at the
local Forest Service office where the use is being requested. A staff member will discuss your
proposal, potential land use conflicts, application procedures and qualifications, probable time
frames, fees, bonding requirements, additional coordination with other agencies,
environmental reports, and field reviews.
3. Most commercial uses require additional information with the application. You may need
business plans, operating plans, liability insurance, licenses/registrations, or other documents.
A commercial use is when an applicant intends to make use of NFS lands for business or
financial gain.
4. Complete and submit the application form, including supporting documents, to the local
Forest Service office. An incomplete proposal could delay the processing.
How do you answer all the questions
Name and Address - Include the full name(s) to be used. If the application includes real property, the
name(s) on the legal document must match the application.
Applicant's Agent - This person must be at least 21 years old and may or may not be the same as the
applicant. Documentation should be included to verify that this person may sign on behalf of the
applicant.
Project Description - Include enough detail to enable the Forest Service to determine feasibility,
environmental impacts, benefits to the public, the safety of the request, lands to be occupied or used,
and compliance with applicable laws and regulations.
Environmental Protection Plan - Include proposed plans for environmental
rehabilitation during construction, maintenance, removal, and reclamation of the land.
protection
and
Map - Provide a detailed map (U.S. Geological Survey quadrangle or equivalent) or plat (survey or
equivalent) showing the requested use in relation to NFS land, identification of applicant's property (if
applicable), scale, map legend, legal description, and a north arrow.
Technical and Financial Capability - Provide documentation to assure the Forest Service you are
capable of constructing, operating, maintaining, removing the use off NFS land, and reclaiming the land
after the authorization terminates.
Alternatives - You must first consider using nonfederal land. Lower costs or fewer restrictions are not
adequate reasons for use of NFS lands. Provide alternative locations for the proposal in your application.
What does an authorization cost
Cost Recovery Fees – An assessment of fees to recover agency processing costs for special use
applications and monitoring costs for special use authorizations. These fees are separate from any fees
charged for the use and occupancy of NFS lands.
Land Use Fees - This is an annual rental fee based on the fair market value for the uses authorized and
is payable in advance. Fees are established by appraisal or other sound business management principles.
Other Associated Costs - You may be responsible for providing information and reports necessary to
determine the feasibility and environmental impacts of your proposal; compliance with applicable laws
and regulations; and terms and conditions to be included in the authorization.
Stewardship Contracting
The Forest Service and Bureau of Land Management are authorized by Congress to enter into
stewardship contracting projects until 2013. Stewardship contracting is a tool the agencies can
use “to perform services to achieve land management goals for the national forests that meet
local and rural community needs.”
Stewardship contracting helps achieve land management goals while meeting local and rural
community needs, including contributing to the sustainability of rural communities and
providing a continuing source of local income and employment. It focuses on the “end result”
ecosystem benefits and outcomes, rather than on what’s removed from the land.
Definitions for Stewardship Contracts:
Best value contracting: Projects using stewardship contracting authorities must be awarded
on a best value basis, which means that factors other than price must be considered. The
Forest Service Renewable Resources Handbook explains that “these non-price criteria include,
but are not limited to, the contractor’s past performance, work quality, existing public or
private agreements or contracts, on-time delivery, experience, technical approach, and
benefits to the local community.”
Goods for services: The Forest Service and BLM may apply the value of timber or other
forest products removed as an offset against any services received from the contractor.
Retention of receipts: Funds received from the sale of forest products or vegetation removed
under a stewardship contract may be retained by the agencies and used for other appropriate
work on the same or other stewardship project locations.
Multi-year contracting: Contracts used to implement stewardship projects may have terms
of up to 10 years.
Designation by description: The agency can describe the trees that should be removed or
retained by using verifiable characteristics; such as, the species and diameters of trees. This
can be accomplished without marking individual trees.
Designation by prescription: The agency can specify the end result expected to be achieved
on the ground and then allow the contractor to propose the methods to be used to achieve that
result, including which individual trees to cut. This authority enables land managers and
contractors to more effectively deal with unique or changing forest conditions, and takes better
advantage of qualified contractors’ professional skills and knowledge.
Additionally, the Forest Service has provided a brochure on stewardship contracting:
http://www.fs.fed.us/restoration/documents/stewardship/stewardship_brochure.pdf
Go to this webpage for further instruction and history on Stewardship Contracts:
http://www.fs.fed.us/restoration/Stewardship_Contracting/overview.shtml
This page provides the regulations for this specific type of contracting and should be read if
you are considering bidding on Stewardship Contracts. The Tongass National Forest has not
used this type of contracting much to date but it is our belief that these contracts will be used
much more across the Tongass. Currently, a collaboration team is working to compile a list of
potential stewardship projects within the Tongass.