Addendum #1 8-14-2024.pdf

Date Printed: Aug 14, 2024 Page: 1 FORM ID: WV-PRC-CRFP-002 2020\05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Centralized Request for Proposals

Service - Prof

Proc Folder: 1465803 Reason for Modification:

Doc Description: DEP OOG - Methane Emission Quantification Addendum #1 issued to publish agency responses to vendor submitted questions, extend bid due date, c..... See Page 2 for complete infoProc Type: Central Master Agreement

Date Issued Solicitation Closes Solicitation No Version

2024-08-14 2024-08-27 13:30 CRFP 0313 DEP2500000001 2

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Joseph E Hager III

(304) 558-2306 joseph.e.hageriii@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 14, 2024 Page: 2 FORM ID: WV-PRC-CRFP-002 2020\05

Reason for Modification:

Addendum #1 issued to publish agency responses to vendor submitted questions, extend bid due date, correct contract terms.

ADDITIONAL INFORMATION

The West Virginia Department of Administration, Purchasing Division (hereinafter referred to as the "Purchasing Division") is issuing this solicitation as a request for proposal ("RFP"), as authorized by W. Va. Code 5A-3-10b, for the West Virginia Department of Environmental Protection (hereinafter referred to as the "Agency") to provide methane emission quantification ("MEQ") services for selected oil and natural gas wells per the attached specifications and terms and conditions.

***Online responses have been prohibited for this solicitation, if you have questions contact the Buyer - Josh Hager - Joseph.E.HagerIII@wv.gov

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

REAP OFFICE

601 57TH ST SE

CHARLESTON WV 25304

US

STATE OF WEST VIRGINIA

VARIOUS LOCATIONS AS INDICATED BY ORDER

No City WV 99999

US

Line Comm Ln Desc Qty Unit of Measure Unit Price Total Price 1 4.2.1.1 Measure pre-plugging methane emissions

200.00000 EA

Comm Code Manufacturer Specification Model # 77121506

Extended Description:

4.2.1.1 Measure pre-plugging methane emissions

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

REAP OFFICE

601 57TH ST SE

CHARLESTON WV 25304

US

STATE OF WEST VIRGINIA

VARIOUS LOCATIONS AS INDICATED BY ORDER

No City WV 99999

US

Line Comm Ln Desc Qty Unit of Measure Unit Price Total Price 2 4.2.1.2 Measure post-plugging methane emissions

200.00000 EA

Comm Code Manufacturer Specification Model # 77121506

Extended Description:

4.2.1.2 Measure post-plugging methane emissions

Date Printed: Aug 14, 2024 Page: 3 FORM ID: WV-PRC-CRFP-002 2020\05

INVOICE TO SHIP TO

ENVIRONMENTAL PROTECTION

REAP OFFICE

601 57TH ST SE

CHARLESTON WV 25304

US

STATE OF WEST VIRGINIA

VARIOUS LOCATIONS AS INDICATED BY ORDER

No City WV 99999

US

Line Comm Ln Desc Qty Unit of Measure Unit Price Total Price 3 4.2.1.3 Screen wells for methane emissions 200.00000 EA

Comm Code Manufacturer Specification Model # 77121506

Extended Description:

4.2.1.3 Screen wells for methane emissions

SCHEDULE OF EVENTS

Line Event Event Date

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

ATTACHMENT A

RFI: Questions from vendors for CRFQ DEP25*01 Methane Emissions

Q.1. Does the Agency plan to make one or multiple awards?

A. The Agency is issuing one award regarding this specific RFQ.

Q.2. Does prevailing wage apply to this contract?

A. No, the Davis-Bacon Act only applies to laborers or mechanics, and investigative efforts such as these do not qualify as either.

Q.3. Is a West Virginia Contractor License required to perform this work?

A. No.

Q.4. Section 4.2.1.4 of the RFP states the following:

“If the vendor proposes to provide equipment only, it should describe how it will train Agency personnel to effectively use and deploy such equipment to the standards identified in BIL guidelines.”

If a vendor proposes to provide equipment and training, how should the associated costs be presented in the vendor’s costing submittal?

A. The agency envisioned that there may be (at least) two approaches to providing MEQ solutions to the state. One approach would involve a vendor providing direct measurements. The other would be the vendor providing equipment and training necessary to allow the agency to perform its own measurements. In either case, the cost structure should be determined on a per-well basis. 200 wells is an estimation on the number of wells that will be plugged annually using these collective funds.

Q.5. Pricing: There are several variables that affect the level of effort needed to complete methane screening and quantification at abandoned and orphaned wells. Is the Agency able to provide additional information and/or parameters to assist with preparing the per well unit cost for Items 1, 2, and 3 in

Attachment A of the RFP? Please provide a list of well locations. Please provide information regarding physical access to the wells.

A. There is no pre-selected list of wells as determined by the Agency; therefore, the Agency can not provide specific information regarding per-well unit costs or physical access to well sites. General information regarding West Virginia’s unique and diverse geographical layout should be taken into consideration by all vendors when bidding.

Q.6. Are all wells accessible via vehicle?

A. None of the wells have been pre-selected at this time, so it is unknown what the condition of the roads are leading to these wells; however, it is likely that not all of the wells will be accessible by vehicle.

Q.7. If the wells are only accessible via foot, please provide information regarding estimated distance to travel via foot, including types of terrain and need to perform light bushwhacking. Please provide photo-documentation of the wells, if available. Please provide available information regarding the amount and configuration of surface infrastructure remaining at each well.

A. The wells have not been pre-selected so this information is not known.

Q.8. Will the Agency be responsible for obtaining access from private landowners and/or third parties to perform the methane measurement work?

A. Parties under contract with the state will have authority to access property under the terms of W.

Va. Code §22-6-2(d).

Q.9. Schedule: Can work be performed as a “milk run” per a schedule prepared by the vendor and approved by the Agency or will the schedule be dictated by others (ex., plug and abandonment firms) and be on an “on-call” basis?

A. The Agency intends to identify groups of wells as plugging packages, and each of those packages will be released on a quasi-regular basis. All pre-plugging measurement data should be collected prior to bidding, so there is a need for prompt service, but not necessarily on-call. The Agency is willing to work with the vendor to develop a schedule that is mutually agreeable.

Q.10. Should the Agency request that 5% of the wells have a second measurement for quality assurance/quality control (QA/QC), wells that receive the second measurement will incur additional costs. How should this be factored into the per well unit pricing?

A. Per-well price structure should include consideration of 5% QA/QC analyses.

Q.11. If overnight travel costs (i.e., lodging and meals) are incurred, should these costs be factored into the per well unit cost or should they be invoiced separately per the applicable United States General

Services Administration (GSA) rates?

A. Yes, all costs should be factored in per-well.

Q.12. On page 30, item 4.3, “Qualifications and Experience,” the section requests “copies of any staff certifications or degrees applicable to this project.” Can you provide examples of certifications/degrees that would be applicable? And, are we expected to provide copies of all degrees for each personnel shown?

A. The Agency is unaware of any technical certifications provided for MEQ analysis, but if any exist and apply to vendor staff, please provide.

Q.13. Is the Agency willing to provide a one week extension for the proposal deadline?

A. Yes, the Agency is willing to provide a one week extension for the proposal deadline.

Q.14. Would be possible to see a map or get coordinates to where the 200 wells are located. Pricing can obviously fluctuate depending on distance required to travel between wells.

A. Wells have not been pre-selected. Also note that the Agency is only estimating 200 wells to be analyzed. The final number may be more or less than 200. The Agency has been awarded multiple grants, each of which require MEQ analysis. The Agency can only estimate the number of wells based on available funding and cost projections.

Q.15. Does WV Department of Environmental Protection Office of Oil and Gas have a predetermined list of 200 orphan wells to measure?

A. No, the wells have not been selected in advance.

Q.16. Will this project be released in sections or in its entirety?

A. Wells will be compiled as packages of approximately 20 wells each. Those wells will be provided to the vendor as a group. Well plugging packages are expected to be released on a semi-regular basis throughout the lifecycle of the contract.

Q.17. If in sections are these sections grouped geographically?

A. Yes, the Agency is focusing on “community level projects” which will be within a county. Overall projects are expected to be released across the state.

Q.18. Is there a minimum measurement duration per unit (well)?

A. The vendor is only responsible for meeting the requirements identified in the MEQ guidelines.

Q.19. Are there any technological requirements or limitations on the measurement equipment?

A. The equipment must meet the technology requirements or limitations cited in the MEQ guidelines.

Q.20. Does US EPA Method 21 Standard meet the 1 gram / hour rate requirement set by the Division of

Interior guidelines?

A. MEQ guidelines state that leak quantification and methods appropriate for wellheads/infrastructure follow EPA Method 21 for leak detection methodology. The Agency believes that EPA Method 21 pertains to how leaks are detected and are not specific to the sensitivity of the equipment used to quantify those emissions. Regardless, all methods and approaches should be entirely within the MEQ guidelines.

Q.21. Is there a list of specific requirements or technical specifications for the measurement technologies to be used for the 200 wells?

A. All equipment specifications must meet the MEQ guidelines.

Q.22. In addition to the 1 gram per hour sensitivity defined by the DOI guidelines, are there any other specific requirements for the technology?

A. Only those requirements defined in the MEQ guidelines.

Q.24. What is the time period for the 200 wells to be evaluated pre-abandonment?

A. As the agency anticipates a steady rollout of well plugging packages over the contract period, it expects that the work to be completed in a reasonable time frame.

Q.25. What is the documentation requirement for the pre- and post-P&A evaluations?

A. The Agency will require the Vendor to provide a report for each well (pre- and post-plugging) clearly identifying the rate of methane emissions in the units of g/hr.

Q.26. For the 200 wells reference in the subject RFP, could we please have the following: Well API number, Coordinates (latitude, longitude), Any other well related information you have to determine location.

A. Wells have not been pre-selected.

Q.27. Would you please confirm that the only signature forms that must be included in our RFP response are the following: RFP Form (3 pages), Addendum Acknowledgement Form, Designated

Contact Signature Page.

A. Yes

Q.28. Terms & Conditions, Sec. 8 – This says we would be obligated to comply with “any additional insurance requirements contained in the specifications prior to Contract award”. Could you please clarify what those additional requirements are, if any.

A. The only insurance requirements that apply to the solicitation are marked.

Q.29. Terms & Conditions, Sec. 13 – Can you please clarify that Atlas’s pricing is only fixed for the “life of the (one-year) Contract”. We would hope that beyond the initial one-year contract the Atlas team will have the opportunity to re-evaluate it’s pricing based on a new set of wells in different locations and well groupings. Please clarify this for us.

A. This RFP is structured as a 1-year contract that is renewable at the contracted rates if both parties agree. If the winning vendor would elect to restructure the prices, it would necessitate re-bidding.

Q.30. Well Names and API Numbers.

A. Wells have not been pre-selected.

Q.31. Will the Agency provide the contractor with a Letter of Authorization to present to the

Landowners confirming that Orphan Well Measurements are official Stave of WV Business.

A. WV has the authority under W. Va. Code § 22-6-2(d) to inspect any well. Any contractor performing contract work on behalf of the State will have that same authority. The Agency will provide documentation to the winning vendor explaining that authority if necessary.

Q.32. Please confirm if State of WV is obtaining an Official Access Agreement with the Landowners and if same is required for Orphan Well Measurement activities.

A. WV has the authority under W. Va. Code § 22-6-2(d) to inspect any well. Any contractor performing contract work on behalf of the State will have that same authority. No landowner agreements are necessary.

Revised 8/24/2023

3. CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be determined in accordance with the category that has been identified as applicable to this

Contract below:

[ ] Term Contract

Initial Contract Term: The Initial Contract Term will be for a period of _____________

_______________________. The Initial Contract Term becomes effective on the effective start date listed on the first page of this Contract, identified as the State of West Virginia contract cover page containing the signatures of the Purchasing Division, Attorney General, and Encumbrance clerk (or another page identified as __________________________________), and the Initial

Contract Term ends on the effective end date also shown on the first page of this Contract.

Renewal Term: This Contract may be renewed upon the mutual written consent of the Agency, and the Vendor, with approval of the Purchasing Division and the Attorney General’s office

(Attorney General approval is as to form only). Any request for renewal should be delivered to the

Agency and then submitted to the Purchasing Division thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A Contract renewal shall be in accordance with the terms and conditions of the original contract. Unless otherwise specified below, renewal of this Contract is limited to ___________________ successive one (1) year periods or multiple renewal periods of less than one year, provided that the multiple renewal periods do not exceed the total number of months available in all renewal years combined. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing Division and Attorney General’s office (Attorney General approval is as to form only)

[ ] Alternate Renewal Term – This contract may be renewed for __________________ successive __________ year periods or shorter periods provided that they do not exceed the total number of months contained in all available renewals. Automatic renewal of this

Contract is prohibited. Renewals must be approved by the Vendor, Agency, Purchasing

Division and Attorney General’s office (Attorney General approval is as to form only)

Delivery Order Limitations: In the event that this contract permits delivery orders, a delivery order may only be issued during the time this Contract is in effect. Any delivery order issued within one year of the expiration of this Contract shall be effective for one year from the date the delivery order is issued. No delivery order may be extended beyond one year after this Contract has expired.

[ ] Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and must be completed within days.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:_____________

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

1. To publish agency responses to all vendor submitted questions

2. To extend bid close date until 8/27/2024 @ 1:30 PM ET

3. To correct the contract terms from 1 year with 4 renewals to state 1 year with 3 renewals.