Government Contracts

Government Contracts for Log Structures in Colorado — Expert Guidance in Plain English

Pencil Log Pros restores, preserves, and repairs log-built facilities for Colorado public agencies—state and municipal departments, higher-education campuses, special districts, and historic sites. We combine specialty craft with compliance discipline so your project is inspectable, auditable, and on schedule. Acronyms appear in the copy because procurement expects them; each is explained briefly the first time, so new staff aren’t left guessing.

Built for Public Work

Your facility serves the public every day. Our job is to protect that mission while we improve the building. Pencil Log Pros is organized around three promises:

• Log-only specialists: We focus exclusively on log structures—restoration, chinking/sealants, rot repair, finish systems, and emergency stabilization—so scoping is accurate and inspections are straightforward.
• Government-ready documentation: Every project includes a Site-Specific Safety Plan (SSSP), Job Hazard Analyses (JHAs), and a Quality Assurance/Quality Control (QA/QC) plan with mockups and documented hold points—exactly what inspectors expect.
• Altitude-proven methods: Colorado’s high UV, low humidity, and freeze–thaw cycles demand the right materials and sequencing. We specify finish systems and sealants that are tested at elevation and validated with on-wall mockups.

Why Government Contracting Officers Choose Us First

• Predictable delivery: Scopes are mapped to real conditions with photo logs and moisture/finish tests; hold points are agreed before production; closeouts arrive complete the first time.
• Compliance without friction: We meet Davis–Bacon prevailing wage when required and submit certified payroll on schedule. Insurance/bonding limits align with solicitation requirements. Preservation methods are reversible where standards apply.
• Phasing for occupied sites: Quiet hours and wayfinding keep parks open, programs running, and visitors safe. We protect adjacent finishes, signage, and landscaping with containment and housekeeping that can stand up to public scrutiny.
• Transparent pricing: Unit rates, clear alternates, and proactive risk notes make approvals fast and audit-ready. If discovered conditions arise, we document cause, options, and impacts before proceeding.

Core Capabilities (Ready to Scope Today)

Log Restoration & Preservation

We start with gentle, non-destructive cleaning (HEPA vacuuming and dry-chemical sponges). Where embedded soils remain, we deploy controlled media blasting (soda or corn cob) inside containment to protect the public realm. Surfaces are pH-neutralized to arrest residue activity and prepare the fiber for finishes. Finish systems are rebuilt in layers—with on-wall color and sheen mockups in sun and shade—so inspectors and stakeholders approve before full production. The result: even color continuity and durable protection.

Chinking, Caulking & Envelope Control

Sealant systems fail early when the joint geometry is wrong. We remove compromised materials, reset the joint with correct backer size and bond-line depth, and apply high-performance chinking and caulks that accommodate log movement through freeze–thaw. Windows, doors, fixtures, and penetrations receive edge detailing to remove water traps and draft paths. This is where occupant comfort improves—and where maintenance budgets shrink.

Rot Repair & Structural Rehabilitation

Where moisture has compromised fiber, we stabilize the structure with Dutchman patches, scarf splices, or partial log replacements to sound wood. Species are matched (pine, spruce, fir, cedar) and grain orientation is respected for both appearance and strength. Borate treatments deter future decay and insects in previously wet zones. All interventions are photographed and mapped for your records.

Fire, Smoke & Emergency Stabilization

For wildfire smoke or local fire events, we act fast: board-up and tarping; negative-air containment where needed; soot removal and residue neutralization; and odor mitigation selected to match occupancy (thermal fogging; hydroxyl for occupied spaces; ozone in sealed, unoccupied areas). Moisture mapping and structural drying are tracked with daily meter logs; finishes are rebuilt only after surfaces are clean and balanced.

Historic Preservation (When Required)

Interpretive structures, museum cabins, and historic visitor centers require reversible methods and careful documentation. We protect adjacent artifacts, match profiles and species discretely, and maintain a photographic record aligned with preservation standards—so stewardship extends beyond today’s scope.

Registration & Codes — What Your Files Need (Explained Once, Then Done)

• SAM — System for Award Management: The federal vendor registry used for awards and electronic payments. We maintain current SAM status so onboarding is straightforward.
• UEI — Unique Entity ID: The current federal identifier issued through SAM (replaced most uses of DUNS). Agencies use the UEI to verify identity and eligibility.
• DUNS — Data Universal Numbering System: A legacy identifier some local forms still reference. We can provide it if your paperwork requests it.
• NAICS — North American Industry Classification System: Six-digit codes describing work type (e.g., finishing, specialty contractors, disaster restoration). We mirror the NAICS listed in your solicitation and cite it in our proposal.

How to Buy From Us — Contract “Vehicles” (Buying Paths)

Contract vehicles are the official, pre-approved ways your agency purchases services. Each has known rules for competition, pricing, and documentation. We work under the vehicles listed below and align our reporting to your program.

• IDIQ — Indefinite Delivery, Indefinite Quantity: A multi-year umbrella that sets terms now and releases jobs later as needs arise. Each job is a task order with its own scope, schedule, and not-to-exceed amount. We help define log-specific scopes, response times, deliverables, and inspection hold points so task orders move quickly.
• BPA — Blanket Purchase Agreement: Pre-agreed pricing and rules for fast, repeated orders. Ideal for recurring small tasks—sealant touch-ups, spot repairs, or emergency board-ups. We provide rate sheets, response windows, and standard submittals to keep paperwork light.
• Task Orders: The specific assignments issued under an IDIQ or BPA. Our task-order package includes submittals, a short phasing plan, and a daily/weekly reporting cadence for straightforward oversight.
• Cooperative Purchasing (State/Local): Where policy allows, agencies can “piggyback” an existing competitively awarded government contract to save time. We furnish the underlying contract documentation and confirm eligibility with your procurement team.

Our Project Delivery Workflow (Predictable & Inspectable)

1) Assessment & Scope Development

We perform a documented site walk with your staff. Logs are photo-mapped by elevation; moisture meters and finish tests inform cleaning and finish selection; joints and penetrations are inventoried. You receive a written scope with options and a Rough Order of Magnitude (ROM) budget if you are still planning funding. This reduces changes later and aligns expectations early.

2) Submittals & Planning

Product data and SDS sheets are provided for finishes, chinking, and any cleaning chemistry. Safety documentation includes the SSSP (project safety playbook) and JHAs (task-by-task hazard controls). Environmental controls detail containment, media capture, and debris handling. A phasing schedule is shaped around public hours, events, and weather windows—particularly cure temperatures at elevation.

3) Mobilization & Protection

Staging is set with attention to public interface. Barricades and wayfinding maintain ADA routes. Landscaping, signage, and adjacent finishes are protected. Housekeeping protocols keep paths clean and reduce dust or nuisance complaints. The principle is simple: protect people first, then property, then schedule.

4) Execution with QA/QC Hold Points

Work proceeds in defined phases. QA/QC hold points—such as “post-neutralization/pre-finish” and “first-coat adhesion check”—are documented, photographed, and signed before we advance. This accelerates inspection and virtually eliminates rework. Unexpected conditions are recorded with cause, options, and cost/schedule impacts for fast, auditable decisions.

5) Reporting & Change Management

Daily reports summarize crew counts, weather, tasks completed, and photo notes. Weekly updates provide schedule snapshots and the look-ahead plan. If changes are required, our memos reference the triggering condition, list options with line-item impacts, and request a simple approval so the file stays clean for future audits.

6) Closeout, Training & Maintenance

Punch lists are resolved quickly. Caretaker training covers finish care, sealant inspection, and seasonal maintenance. Closeout contains warranties, product data, O&M guidance, a maintenance calendar, and an as-restored photo log—giving you a reliable baseline for the next capital cycle.

Materials & Methods Tailored to Colorado

Species-Specific Treatments

Pine, spruce, fir, and cedar each respond differently to moisture, abrasion, and UV. We tune cleaning pressures, media type, and finish chemistry by species and by profile (round, D-log, square). Shadow lines and drip edges are detailed so weathering doesn’t reappear in the same patterns next season.

Controlled Cleaning & Neutralization

We begin with HEPA vacuuming and dry-chemical sponges, reserving media blasting for embedded soils in checks, notches, and corners. Neutralization stops residue activity and prepares the fiber for adhesion. Containment prevents dust migration; media is reclaimed; and adjacent finishes are shielded.

High-Performance Finish Systems

At elevation, UV intensity and dry air shorten finish life if products or sequencing are wrong. We specify layered systems (primer/base/topcoat as required), apply on-wall mockups in sun and shade, verify adhesion at a hold point, and time coats to cure windows. The outcome is even color and longer service intervals.

Chinking/Sealant Systems

Good sealants fail in bad joints. We size backer correctly, set bond lines for elasticity, and tool profiles that shed water. At windows, doors, thresholds, and service penetrations, edge detailing prevents water traps and drafts. This is a measurable upgrade in occupant comfort and energy performance.

Documentation Package You’ll Receive

• Photo logs: Baseline, milestones, and final acceptance—captioned to match the scope map.
• Safety records: SSSP, JHAs, and toolbox talk summaries available for inspection.
• QA/QC: Mockup approvals, signed hold points, measurement logs, and adhesion checks.
• Labor compliance: Certified payroll where prevailing wage applies; records maintained for audits.
• Closeout: Warranties, product data, O&M guidance, maintenance calendar, and an as-restored photo set.

Case Snapshots (Outcome-Focused)

State Park Visitor Center — Envelope Restoration

Constraint: Open seven days with heavy visitor traffic and limited closures.

Delivery: Phased work by elevation; full containment and media capture; neutralization and adhesion checks; layered finish system; re-chinking at critical joints; wayfinding and safe detours.

Outcome: Even color continuity, tighter envelope, and a documented maintenance plan. The facility remained open, and inspections passed at each hold point.

University Lodge — Occupied Refinish & Sealant Rehab

Constraint: Dorm occupancy and testing periods constrained noise and odor windows.

Delivery: Off-peak scheduling for loud tasks; on-wall samples for approvals; substrate prep and chinking reset; QA/QC hold points before each finish layer.

Outcome: Verified adhesion, uniform appearance, improved comfort readings, and a maintenance plan aligned with the academic calendar.

Municipal Trailheads — Wildfire Smoke Recovery

Constraint: Repeated smoke events with ongoing public use and signage sensitivity.

Delivery: HEPA cleaning; odor mitigation in enclosed kiosks; protective finish selected for easy future cleanups; signage protection; public detours during active work.

Outcome: Odor-free facilities, reduced cleanup times after subsequent smoke days, and fewer public complaints reported by the municipality.

Historic Cabin Exhibit — Reversible Stabilization

Constraint: Adjacent artifacts and moisture retention in lower courses.

Delivery: Reversible cleaning, discreet species-matched repairs, splash-back control at grade, artifact protection, and archival photography.

Outcome: Stabilized envelope with minimal visual impact and preservation-ready documentation for the site’s records.

Phasing on Occupied Public Sites

• Quiet hours & noise control: Loud or dusty tasks shift to off-peak times; odor control is planned with product selection and ventilation strategies.
• Access & wayfinding: Barricades and detours maintain ADA routes and clear paths of travel; signage communicates work zones simply and respectfully.
• Weather & seasonality: Cure windows at elevation guide scheduling; alternates are provided for cold snaps or precipitation.

Service Coverage

We mobilize across the Front Range, foothills, and high country throughout Colorado. Remote sites are welcomed; we plan staging, access, crew housing, and weather contingencies to guard your schedule and budget.

How to Initiate Work — Three Fast Paths

1. One-time project: Issue a purchase order after an RFQ (Request for Quote) or RFP (Request for Proposal). We submit scope, schedule, unit pricing, and submittals for quick approval.
2. Multiple projects: Use an IDIQ (Indefinite Delivery, Indefinite Quantity) or BPA (Blanket Purchase Agreement) for repeat needs; we execute under individual task orders with pre-agreed terms.
3. Need speed (policy allowing): Source via cooperative purchasing—piggybacking on an existing competitively awarded government contracts to reduce procurement time.

What We Need From Your Team (Checklist)

• Buying path: One-time PO, task order under your IDIQ/BPA, or cooperative purchasing.
• Scope basics: Photos, approximate square footage, elevations/exposures, and known leak/rot locations.
• Operating constraints: Public hours, quiet times, special events, seasonal limits, or wildlife windows.
• Compliance: Prevailing wage requirements (Davis–Bacon), insurance limits, bond requirements, and any historic standards.

Acronyms at a Glance (For Your File)

• SAM — System for Award Management (federal vendor registry)
• UEI — Unique Entity ID (current federal identifier)
• DUNS — Legacy identifier, sometimes still requested locally
• NAICS — North American Industry Classification System (work codes)
• IDIQ — Indefinite Delivery, Indefinite Quantity (umbrella)
• BPA — Blanket Purchase Agreement (quick repeat orders)
• Task Order — Specific assignment under IDIQ/BPA
• QA/QC — Quality Assurance/Quality Control
• SSSP — Site-Specific Safety Plan
• JHA — Job Hazard Analysis
• Davis–Bacon — Prevailing wage with certified payroll
• ROM — Rough Order of Magnitude (planning estimate).

Government Contracts — “For Contracting Officers” Resources

For Government Contracting Officers
Quick, authoritative Colorado links so you can validate process items without leaving this page for long:

Colorado Vendor Self Service (ColoradoVSS): “View open State solicitations / register a vendor.”
Official vendor portal used by most State agencies and many higher-ed institutions to post solicitations; includes registration help and support contacts.

Statewide Price Agreements (DPA / State Purchasing & Contracts Office) / Cooperative Purchasing (State & CDOT references): Directory of State Price Agreements managed by Colorado’s State Purchasing & Contracts Office (SPCO); useful for cooperative use and confirming existing terms. This is also where you’ll find official pages outlining State Price Agreements and CDOT cooperative agreements—useful when policy allows piggybacking to accelerate purchases.

Colorado Procurement Rules (Code of Colorado Regulations): The governing rules for State purchasing—handy for confirming thresholds, documented quotes, and process requirements.

Prevailing Wage & Certified Payroll (CDOT): State-hosted guidance and FAQs on Davis–Bacon/prevailing wage and certified payroll expectations for public construction work.

Prevailing Wage & Apprenticeship Requirements for Public Projects (CDLE): Current statewide guidance on when Colorado’s prevailing wage and apprenticeship rules apply (distinct from federal DBRA).

Historic Preservation Funding & Guidance (History Colorado / SHPO, State Historical Fund): Grant programs, standards, and best-practice guidance relevant to historic log structures and preservation-sensitive scopes.
historycolorado.org

Bottom Line

You need a log-structure specialist who already speaks procurement, arrives with the proper safety and QA/QC paperwork, and delivers inspection-ready work on occupied public sites. That is Pencil Log Pros. Share your buying path and a few project details, and we’ll reply with a clear scope, schedule options, and a bid you can take straight to approval—so your facility can move from planning to punch list with confidence.