RFP FAQs

To ensure a fair, transparent, and competitive procurement process, all submitted questions and corresponding responses will be reviewed and posted publicly on this page.

Only written responses posted on this webpage shall be considered official clarifications to the RFP. Verbal discussions, phone conversations, or informal email exchanges are not binding and shall not modify the terms of the RFP.

CLERC reserves the right to update this page periodically. Contractors are responsible for reviewing this page prior to submitting a proposal.

RFP-0003 Point Lakeview Phase 2

RFP-0006 Adamson Ranch Phase 1

RFP-0004 Konocti Road Below the Gate Phase 1

RFP-0018 Meadowood SNF SFB

RFP-0019 Lower Aves Phase 1

RFP-0013 Panorama Sunrise Shaded Fuel Break

RFP-0015 Wheeler Point

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your on-site contact and will approve invoices.

Proposal deadline: Friday, May 1, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

The Site Visit is not required. Though highly encouraged, all CLERC pre-qualified contractors are welcome to bid on any project regardless of their attendance to the Site Visit. You're always welcome to reach out to us at documents@theclerc.org or (707) 261-0008 ext. 3.

Remove vegetation under 6” dbh (except for large trees) to 30’ of the roadside edge. Treatment will be shaded fuel break from 30 to 100’. Cut stumps as close to the ground as possible, everything else should be left at 6 to 12”. Take out anything in a tree’s drip line, remove branches 8 to 10’ from the ground, remove gray pines. If you come across burn piles, you may masticate them. If not, we’ll come out next year and burn them.

We’ll pay for acreage that’s done, so please work on slopes that you feel comfortable with. We understand that some slopes may be difficult to traverse. That said, equipment should not work on slopes greater than 35% and we expect slopes up to 30% to be treated. We want to get as much work done as possible on the slopes below the road.

The prescription is to chip everything, however, burn piles can be created with approval from CLERC.

Leaving burn piles is not preferred on this project, however, we understand that there may be some limited areas that will warrant this. Since it’s not in the prescription, there’s not a clear answer to that. Please talk to Cindy before you leave any burn piles.

All of the parcels where the work is being done has a place for vehicles to pull off. Most have gate access that allows work to be done off of the road.

The prescription is to broadcast the chips, up to 4". This is better for the soil and will help prevent revegetation. However, if you have too many chips, Cindy may have a location for them to be delivered. Otherwise, you may take them to Quakenbush.

This prescription does not include hazard tree removal. However, if the trees are small enough, please take them down!

Cindy has already talked with all the landowners on this project, so your presence will not be a surprise to them. If you are approached, please defer to Cindy. She will reach out to the landowner and address any concerns.

Do not approach the encampment. Avoid the area and Cindy will contact the appropriate authorities. She will endeavor to clear the area with the goal of allowing the work to continue.

CLERC has a team of biologists that conducts nesting bird surveys at all of our work sites a day or two before work commences. Crews need to be aware of this because sometimes they are conducting the surveys early in the morning before your work starts. Please let Cindy know if you find an injured animal. If you do discover a bird nest, please move out of that area for the day, give the nest a 200’ clearance, and call Cindy.

Monthly Progress Billing is acceptable, however, we want at least 10 acres completed per invoice.

You don’t need a certified traffic controller on county roads. On this project, you’ll be able to do most of your work off of the road anyway. An encroachment permit will be required.

We’re not asking for hazardous tree removal, as this is a fire abatement project. However, if you’re a tree contractor, we may be able to make an amendment to the contract. Trees that are felled need to be removed, even if they fall beyond the 100’ border of the project. Please talk to Cindy before removing any hazardous trees.

Please do not pull anything out of the soil. Ground disturbance should be minimal (however, we understand that some equipment may leave tracks).

There are not any restrictions on this species. We want it thinned in accordance with the Scope of Work.

Leave grasses, but remove brush and thin, young trees – that will be your acreage. Grass areas will not be counted in acres worked. The first 30' from the roadside edge will always be considered acres worked, however.

This is a remote location, so please bring water for your crew.

Sometimes there are weather conditions that prevent work, as we require that there will not be any work during red flag days. Also, if temperatures over 100 degrees, work may be conducted in the mornings. We always suggest that contractors monitor dew point and humidity as well. There are plenty of other reasons that project commencement may be delayed, such as a vacation or illness. That said, we always work with our contractors when schedules need to be adjusted for a variety of reasons.

Yes.

Contractors are not required to use this app, however, it is very helpful to be able to see the project boundaries and where rare/native/nesting species have been identified.

Downed logs may stay where they are, as long as there are no branches on it or has become habitat for wildlife. Cindy will be available during the project for questions.

Be sure to take before and after photos! Also, many of the landowners on this project don’t live in Lake County.

Large tree removal is not in the scope of this project. We’ll get those with another grant. However, the vegetation still needs to be treated per the scope of work – removal and thinning of shrubs and removal of tree limbs up to 10 feet.

Not necessarily. We are going to select the most well thought out plan.

We want to minimize this, but If you go over the border of the project, that area will be included in your acreage.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, May 8, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

There are many rare species to be aware of. It's very dry year-round. There is constant traffic as there is a public park at the top. There are also private landowners, some of whom do not want any work done on their property and we will respect their wishes.

We will not need encroachment permits for this project. Mt. Konocti is known for mountain lion sightings. Please do not approach or disturb their dens. Other known dangers include rattle snakes, bees, and rocky, loose soil.

This project will take place from "gate to gate" along Konocti Road. Thin vegetation, creating a shaded fuel break (not clear cut) 100' on each side of the road and around the two picnic areas as far as you can, hopefully up to 100', prioritizing native vegetation such as redbud, toyon, and buckeye. We will want some vegetation clusters for this project, so we expect the need for a lot of hand work. There are a lot of cut banks where machinery cannot be used. You may begin work early in the morning at this site. Equipment is allowed to leave the roadway. We will flag private property lines, but not the entire project.

The prescription is to chip everything, however, burn piles can be created with approval from CLERC. We will need to get permission from the county for this, and piles left behind will need to be minimal and small (< 4').

We don't know. We still need to get the burn pile parameters.

We use CAL FIRE standards for this:

Minimum typical setup for heavy equipment:

300-500 gallon water tank minimum
Pump capable of ~20–50 GPM
Hose line attached and ready (not buried in the truck)
Multiple suppression tools (water + extinguishers + hand tools)

Preferred High fire danger / WUI work:

500 – 1,000+ gallons staged
Multiple suppression tools (water + extinguishers + hand tools)
Sometimes dedicated "fire watch" with water unit

CAL FIRE & local Fire Protection District are aware of all of our projects and will be aware of current operations.

General CalFire standards:
>30% RH — generally safe with mitigation
25–30% RH — proceed cautiously
20–25% RH — expect restrictions / possible shutdown
<20% RH — plan for shutdown
<15% RH — assume no work

We prefer masticators not be used on this project, though we are waiting to hear back from the county as to the extent they'll be allowed. Even with masticators, we want cleaner cuts and a small fiber left behind.

There is a potential for more acres that could be added if we are able to obtain the rights of entry.

This is a grant funded project and we have a limited time to spend the money. There will be another project along this road above the gate that will be done this winter.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, May 15, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

The Site Visit is not required. Though highly encouraged, All CLERC pre-qualified contractors are welcome to bid on any project regardless of their attendance to the Site Visit. You're always welcome to reach out to us at documents@theclerc.org or (707) 261-0008 ext. 3.

This project is a shaded fuel break on the land between an access driveway off of Sunrise Drive that goes behind the homes on the uphill side and either Sunrise Drive or Panorama Road. This community only has one way in and out, so this protection is important for them. There are boulders in the project area, so contractors need to be careful not to disturb them. We want thinning of small diameter trees, though we want a few snags left behind for the woodpeckers. We want blooming flowers to be as undisturbed as possible for the pollinators. We want it to look like a park when you're finished.

All information to be used to consider a contractor's bid must be included on the Contractor Proposal form. You may include as much information as needed, even if the writing becomes very small. Additional information will not be accepted as part of the application. To be considered, contractors are expected to bid on the entire project.

Due to the structure of the grant that we are using for this project, we are unable to provide advances. To receive payment, contractors may submit a monthly invoice dated on the last working day of each month and should be submitted no later than 5-10 days after the end of the month. Contractors will be paid when CLERC is reimbursed by the USDA. Our standard payment terms are Net 30.

7.8 acres.

That's not part of the treatment plan and probably won't be an issue, as movement through the project will tamper the grass down.

Removing dead and dying trees is part of the treatment plan. Logs stripped of branches and flush to the ground may stay. Caution should be used when removing trees to avoid future erosion issues. If there is a question about a particular tree, please assess it with the Program Manager.

There is an access driveway that goes behind the homes on the uphill side of Sunrise Drive. You may bring trucks and a chipper on that road. The road goes all the way through to Panorama Road where there's a locked gate to exit.

This is a shaded fuel break project. The border of the project is from the access driveway off of Sunrise Drive to either Sunrise Drive or Panorama Road above. Anything on the downhill side of the access driveway will be in another project that we'll release later this season.

If there are areas that should be untouched, they will be flagged. Cindy is usually able to visit each project site at least daily. She will also be available via text and phone.

Cindy would rely on the expertise of the contractor. These decisions will be made on a case-by-case basis. If there is a question about a particular tree, please assess it with the Program Manager.

Yes, hazardous tree removal is part of the treatment plan.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, May 22, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

It is a fuel break maintenance project that will be done largely by masticator. We want to get as far down the grade as possible. Most of the project is Chaparral. The Blue Oak and mixed Oak Woodlands will be included in a different phase of the project (including thinning and limbing). Feel free, however, to take down the Gray Pines (limbed and flush to the ground for larger trunks).

Known dangers include rattle snakes, bees, and rocky, loose soil. You'll be working between a blue oak woodland, so Mediterranean oak borer is a possibility – if there's a suspicion, please let the Program Manager. There is also cattle that make an occasional appearance, though they generally stay on the other side of the project (where their barn is). Equipment needs to be thoroughly washed and disinfected before leaving the site as there is a strong potential for "trespassers." The roads and ground can get slick and soft after a rain – please proceed with caution in that event.

You will need to bring your own source of water for this project. The minimum is 500 gallons, though we would prefer if you had 1,000 gallons.

Equipment can be kept in the flat area at the top of the first grade of the project site. We cannot guarantee the safety of your equipment as there are occasional trespassers that ride dirt bikes or ATVs. Be certain not to block the driveway at the top of the first grade, close to the entrance of the project site.

You may start working at 6am each day. It does get very windy in the afternoons at this project site.

We want to go as far as you can, once you clear it with the Project Manager, yes.

If your equipment creates a large rut or ditch, yes. But it's not required generally.

Yes. However, CLERC may be able to work something out with one of our partners (such as CAL FIRE) so that work can continue. Please discuss options with the Program Manager.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, May 22, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

This project is 20 acres of undeveloped land that was never acquired by the nearby HOA. The first 100' of the area should be a clear-cut fuel break. Everything after that, all the way to the center of the property, should be a shaded fuel break. Spacing is in the Scope of Work and is based on CAL FIRE standards. Equipment may be staged at the lot on Boren Bega (you are free to enter the project site through this lot if you'd like to hike in between now and the proposal submission deadline), though access to the project is best done on Northslope. There are some community members unfriendly to equipment, so please be sure to take security measures, which includes erecting a security fence, if it fits. The brush is very dense. At the beginning of the project, we will ask the contractor to create trails for the CLERC staff to conduct nesting bird and botanical surveys. All gray pines need to come down (limbed and left flush to the ground).

Known dangers include rattle snakes, bees, steep terrain (especially in the middle of the property), mountain lions, and rocky, loose soil.

We will need to check with the water utility company, but it is unlikely. CAL FIRE will be alerted of the commencement of any projects.

You may mobilize your equipment at 6:30am and start working at 7am each day.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, May 29, 2026 by 5:00 PM
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

This is a defensible space project, important because if there is a wildfire event, residents of Meadowood Skilled Nursing Facility will have to shelter in place. There is also a school and two apartment complexes that will be better protected by this work. We need the vegetation to be thinned according to the scope of work around and between the apartment complexes. There are a couple of parcels that may be added to the project as amendments if we can mitigate an encampment (a warrant has already been issued). We are working with the City of Clearlake to get the trash cleared from the site, so that will not be included in the scope for this project. We want to have the baseball field at the school cleared of grass (in fact, all grasses will need to be removed as this is a defensible space project). Oaks will need to be trimmed around the solar panels at the apartment complexes.

Known dangers include rattle snakes, steep/rocky terrain, and tree limbs that may fall (dead and dying trees are part of the prescription for this project).

You may begin staging your equipment at 6:30am and begin work at 7:00am.

Cost/value is one criterion that the proposals are evaluated on. We have a rotating committee of three people that also score the proposals on project understanding/implementation approach, equipment/staffing/operational capacity, past performance/references, and responsiveness/completeness of proposals. The contractor with the highest score is awarded the contract.

The City of Clearlake requires a permit to remove oaks trees. They will need the location and number of trees to be removed. There is a cost for this permit, usually in the $300 range.

6 inches is in the scope of work. Anything under 6 inches needs to be removed.

Yes, the parameters are in the scope of work. Because Mediterranean Oak Borer (MOB) has been identified in the area, no wood should be removed from the site. To prevent spread of MOB, oaks should be chipped immediately and chips should be 1" in size, as this kills approximately 99.8% of the pests.

Yes, there are some access areas that Cindy can show the contract awardee during the pre-project site meeting.

We want as many gray pines as possible removed. We expect about 30% of the oaks will need to be removed.

That will probably not be needed for this project. It will be more important to watch where the trees are dropped. All workers will need to be aware of their surroundings at all times, since we are working in a densely populated area.

Yes, defensible space around all structures. Please do not disturb the ornamental landscaping at the apartment complexes. If you have questions, Cindy will clarify.

Contacts: Laura McAndrews Sammel, Operations Director, is your direct contact during the RFP process. Once the contract is awarded, Cindy Jassar, Fire Resilience Program Manager, will be your direct contact. Cindy will be on site often during your project's implementation and will approve the invoices.

Proposal deadline: Friday, June 5, 2026 by 5:00 PM
Decision expected: Friday, June 12, 2026
Questions? documents@theclerc.org · (707) 261-0008 ext. 3

This is a defensible space project serving a residential area that includes several single-family homes and an apartment complex. The scope below outlines treatment standards for all parcels currently under contract, though not all of the rights of entry have been obtained for all of the parcels on the project's map. The project will cover at least 30 acres (as indicated on the map), though may be increased by mutual agreement between CLERC and the contractor if rights of entry are secured for additional parcels. This project is about one-eighth of what is planned for the Lower Avenues in Clearlake.

Vegetation Treatment (Please refer to the Scope of Work for full treatment plan)

All grasses should be mowed or cut.
Chaparral should be cut at the base. Do not pull shrubs; ground disturbance is not permitted.
Quality native species such as Manzanita, Toyon, and Monkeyflower may be selectively trimmed and retained in accordance with the Scope of Work rather than removed.
All remaining chaparral should be treated per the Scope of Work.
Quality trees should be limbed up to ~10 feet.
All dead and dying trees should be removed. See Scope of Work to determine biowaste treatment.

CLERC is coordinating with the City of Clearlake to handle most of the trash on site prior to mobilization. Any remaining trash should be managed as follows:

Smaller debris: bag using CLERC-provided contractor bags and placed at the front of the site or in an accessible area.
Larger items: pile along the roadside for City of Clearlake pickup.

Please refer to the Scope of Work for complete treatment specifications and reach out with any questions before mobilizing.

Contractors should be aware of the following known hazards in the project area before mobilizing:

Snakes: Rattlesnakes are present in the area. Watch your step, especially around rocky terrain and debris.
Terrain: Ground conditions are rocky and uneven in places. Use appropriate footwear and exercise caution.
Falling limbs: Removal of dead and dying trees is part of the project prescription. Be alert to overhead hazards during felling and limbing operations.
Feral dogs: Wild dog packs have been observed in the area. Stay alert and do not approach.
Nearby encampments: Encampments are present in the surrounding area. Remain situationally aware and contact Cindy immediately if any issues arise.
Adjacent property: Please maintain a respectful distance from the private property located north of the apartment complex and avoid interaction with the property owner.

All crew members should review these hazards before beginning work each day. If new hazards are identified on site, report them to Cindy promptly.

You may begin staging your equipment at 6:30am and begin work at 7:00am.

The City of Clearlake requires a permit to remove oaks trees. They will need the location and number of trees to be removed. There is a cost for this permit, usually in the $300 range.

Yes, there are access areas that Cindy can show the contract awardee during the pre-project site meeting.

Yes, the nesting bird surveys will be conducted by CLERC staff directly before work begins. We will populate the Avenza map with pins showing the flagged areas. Botanical surveys have already occurred for this project. Please be aware that many young Quail have been observed in the area. Try to flush out an area before work begins.

No active encampments were observed in the Phase 1 area as of the pre-project drone flight conducted on May 27th. That said, encampments have been identified in the surrounding area. Contractors should remain situationally aware at all times and contact Cindy immediately if any concerns arise on site.

Equipment may be left on site at the contractor's own risk. If you choose to do so, please take the following precautions at minimum:

Remove keys and batteries.
Remove easily detachable parts or accessories.
Lock all gas caps.

CLERC is working to secure a safe equipment staging area near the project site. If fencing is needed to establish a more secure staging location, this will be discussed with the awarded contractor prior to the start of work.

Yes. The local Fire Department will be notified of the project. When available, they may coordinate to stage an engine on site during high-temperature work days.

Existing brush piles can be left on site. They will be burned at a later date.

Invasive weed species are widespread in the project area. Please blow out and clean equipment at the end of each workday to help prevent further spread. Additionally, please clean your equipment BEFORE bringing it to this project site.

Yes. CLERC is currently coordinating with property owners to secure access. Work in that area will consist primarily of tree limbing.

We understand that mastication may need to be paused during periods of extreme heat. Contract timelines will be extended as needed to accommodate weather-related stoppages. Contractor and crew safety is the priority, and no one should be working in unsafe conditions.

Gate combination codes or keys will be provided to the awarded contractor before work begins.

Yes, additional entry points and internal roads exist within the project area. However, some are currently blocked by k-rails, debris, or locked gates. If a silver locked gate is identified as a needed access point, contact Cindy directly for access coordination.

RFP FAQs

Point Lakeview Phase 2

Konocti Road Below the Gate Phase 1

Panorama Sunrise Fuel Break (CWDG-2)

Adamson Ranch Fuel Break Phase 1 (CWDG-1)

Wheeler Point (CWDG-2)

Meadowood (CWDG-2)

Lower Aves Phase 1 (CWDG-2)

CLEar lake Environmental REsearch Center