Addendum 2.pdf

Date Printed: Jul 16, 2025 Page: 1 FORM ID: WV-PRC-CRFQ-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 Quote

Construction

Proc Folder: 1723547 Reason for Modification:

Doc Description: Camp Dawson Automatic Transfer Switchgear Replacement Addendum No. 2

Proc Type: Central Purchase Order

Date Issued Solicitation Closes Solicitation No Version

2025-07-16 2025-07-23 13:30 CRFQ 0603 ADJ2500000041 3

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

David H Pauline 304-558-0067 david.h.pauline@wv.gov

Vendor Signature X FEIN# DATE

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Jul 16, 2025 Page: 2 FORM ID: WV-PRC-CRFQ-002 2020/05

ADDITIONAL INFORMATION

Addendum No. 2

To provide responses to vendor technical questions (See attached) To provide clarifications to the specifications. (See attached) To move the bid opening date to July 23rd at 1:30pm.

No other changes.

INVOICE TO SHIP TO

ADJUTANT GENERALS

OFFICE

CAMP DAWSON ARMY

TRAINING SITE

1707 COONSKIN DR 240 ARMY RD

CHARLESTON WV KINGWOOD WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Camp Dawson Automatic Transfer Switchgear

Replacement

Comm Code Manufacturer Specification Model #

72000000

Extended Description:

Contract Item #1- Labor & materials per the construction documents

SCHEDULE OF EVENTS

Line Event Event Date 1 Mandatory Prebid Meeting At 9:00 am., est. 2025-06-24 2 Vendor Technical Questions Due By 11:00 am., est. 2025-07-14

SOLICITATION NUMBER: CRFQ ADJ2500000041

Addendum Number: 2

The purpose of this addendum is to modify the solicitation identified as (“ADJ2500000041”) 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:

1. To provide responses to vendor questions regarding the solicitation (See attached)

2. To provide clarifications to the specifications for the solicitation. (See attached)

3. To move the bid opening date to July 23rd at 1:30pm

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.

DEPARTMENT OF THE ARMY

JOINT FORCES HEADQUARTERS WEST VIRGINIA

1707 COONSKIN DRIVE

CHARLESTON, WEST VIRGINIA 25311-1026

July 16, 2025

ADDENDUM NO. 2- CRFQ-ADJ2500000041

RE: Construction – Camp Dawson Automatic Transfer Switchgear Replacement West Virginia Adjutant Generals Office Kingwood, WV

TO: Prospective Bidders

FROM: West Virginia Adjutant Generals Office

NOTE: This Addendum forms a part of the Contract Documents and modifies the original Bidding Documents.

PART 1 – INFORMATION FOR BIDDERS

Bid Opening Date remains July 23, 2025 @ 1:30 pm EST

PART 2 – VENDOR QUESTIONS AND RESPONSES

Question No. 1: We respectfully request that the bid date be extended at least two weeks due to numerous other projects out to bid at the same time?

Response No. 1: As Per Addendum #1, Technical Question deadline was extended to July 14th at 11:00am and Bid opening date extended to July 23rd at 1:30pm

Question No. 2: Is there any ground grid that we may dig through around the existing switchgear and generators? If so, what can be expected, single conductors or grounding mesh?

Response No. 2: 12” x 12” x #6 grounding mesh was used in front of equipment controls to equalize potential and 4/0 bare copper was utilized for equipment ground grids around equipment. If encountered during excavation the 12x12x6 grid will not be required to be replaced / repaired. 4/0 ground cables will need to be thermally reconnected if severed during excavation.

Question No. 3: If the ATS building supplier requires a down payment, how is this to be handled with payments from the State of WV?

Response No. 3: The awarded vendor will submit a pay application in the amount of the down payment and attach a copy of their invoice from the manufacturer as backup and the agency will pay it just like a progress payment on any services/construction contract.

Question No. 4: Are the current Cummins generators paralleled?

Response No. 4: No. Cummins Representative Alan Beasley (304-964-3007) has been listed in case control upgrades/programming is necessary and for switchgear control of generator speed and voltage for parallelling. Government will be responsible to repair any items that are found defective on generators as listed in their original bill of material. Control upgrades (If needed) and generator connection / control is the responsibility of the contractor. If control upgrades are needed on the Cummins Generators all parts/programming must be Cummins.

Question No. 5: After speaking with Dan Hill of Danhill Construction, Travis Coffen of ASCO, and Alan Beasley of Cummins, each one of them has asked me to request an extension on the bid date. Due to the size, complexity, and coordination required to put together a price on this project, we collectively think that we need at a very minimum one week more. However; to be completely transparent, all parties would prefer two weeks more for everyone to get a more accurate price put together for the bid.?

Response No. 5: As Per Addendum #1, Technical Question deadline was extended to July 14th at 11:00am and Bid opening date extended to July 23rd at 1:30pm

Question No. 6: Can the bid date be extended by two weeks?

Response No. 6: As Per Addendum #1, Technical Question deadline was extended to July 14th at 11:00am and Bid opening date extended to July 23rd at 1:30pm

Question No. 7: Several suppliers have asked if I could submit alternate manufacturers for the switchgear.

Response No. 7: As this is a Federally Funded State managed project substitution(s) must be equal or superior to the item specified. Switchgear substitution will transfer all design responsibility to the Contractor. Engineer will review substitution specifications line by line to compare substituted equipment to specified equipment. No deviations will be allowed from switchgear specifications. Approved submittals will not release the contractor from requirements to meet/exceed specifications. Deviations from specifications found after submittal approval will require correction before retainage release. Also please pay close attention to factory engineer response time for emergencies. Historical data for Camp Dawson shows that some manufacturers cannot meet the required emergency response time.

Question No. 8: Can Eaton be approved as an acceptable switchgear manufacturer?

Response No. 8: As this is a Federally Funded State managed project substitution(s) must be equal or superior to the item specified. Switchgear substitution will transfer all design responsibility to the Contractor. Engineer will review substitution specifications line by line to compare substituted equipment to specified equipment. No deviations will be allowed from switchgear specifications. Approved submittals will not release the contractor from requirements to meet/exceed specifications. Deviations from specifications found after submittal approval will require correction before retainage release. Also please pay close attention to factory engineer response time for emergencies. Historical data for Camp Dawson shows that some manufacturers cannot meet the required emergency response time.

Question No. 9: Can Russ electric be approved as an acceptable switchgear manufacturer?

Response No. 9: As this is a Federally Funded State managed project substitution(s) must be equal or superior to the item specified. Switchgear substitution will transfer all design responsibility to the Contractor. Engineer will review substitution specifications line by line to compare substituted equipment to specified equipment. No deviations will be allowed from switchgear specifications. Approved submittals will not release the contractor from requirements to meet/exceed specifications. Deviations from specifications found after submittal approval will require correction before retainage release. Also please pay close attention to factory engineer response time for emergencies. Historical data for Camp Dawson shows that some manufacturers cannot meet the required emergency response time.

Question No. 10: Payment information, the company building the equipment will require payments before equipment is delivered to site. On pay App, will this project let us request payment in advance to cover these costs since build time of the equipment could take a year to receive? Example 10% when submittals are approved, 30% when drawings and production begins, and 60% when equipment is being shipped or is delivered to Camp Dawson?

Response No. 10: The awarded vendor will submit a pay application in the amount of the down payment, or periodic equipment payments to the manufacturer as required, example 10%, 30%, 60% etc., and attach a copy of their invoice from the manufacturer as backup and the agency will pay it just like a progress payment on any services/construction contract.

Question No. 11: Can all the stumps and trees be pushed to the end of the site and left or does everything have to be hauled off site?

Response No. 11: Marketable timber will be stacked near the south gate. Non-Marketable wood products may be placed at the end of the excavation site as approved by the government project manager.

Question No. 12: Can it be confirmed that the conduits currently serving the site from the bottom of the hill for utility, circuit A, and circuit B are all 2-5" conduits and the conduit type meets the specifications?

Response No. 12: Conduits as listed are to be reused. Conduits extended shall be extended as PVC SCH-40. Except for the end routings of the Circuits A and B over the hill you should not have to redo any conduit on the slope of the bank. .

Question No. 13: The existing generator panels are said to be 120/240v. The new panel in the new switchgear enclosure is specified to be 120/208v. Is this correct, or should it be revised?

Response No. 13: 120/208v is correct for the panel in the switchgear. Generator panels will be refed with 120/208 via 2 pole breakers.

Question No. 14: Can you confirm what type of underground conduit is required for the medium voltage cabling runs?

Response No. 14: Underground Conduits shall be PVC SCH-40.

Question No. 15: Can you confirm the required conduit type for all other underground conduit (600v and less)?

Response No. 15: Underground Conduits shall be PVC SCH-40 .

Question No. 16: Specifications call for a 4/0 bare copper above medium voltage duct banks for grounding to equipment or concrete pad ground loops. Will it be required to add to existing duct banks that are to be reused if not present?

Response No. 16: No.

Question No. 17: Please confirm redundant PLCs are needed and they are required to be hot swappable for the paralleling switchgear?

Response No. 17: Yes Confirmed.

Question No. 18: Please confirm redundant I/O is needed for the paralleling switchgear?

Response No. 18: Yes Confirmed.

Question No. 19: Please confirm if email & text alerts are required as a form of notifications from the paralleling switchgear?

Response No. 19: Yes Confirmed.

Question No.20: Please confirm automated performance reports are required?

Response No. 20: Yes Confirmed.

Question No. 21: Please confirm if the electrical dynamic one-line playback is needed for visual forensic analysis?

Response No. 21: Yes Confirmed.

Question No. 22: Please confirm if the manufacturer is required to have 15-years of documented experience?

Response No. 22: Yes Confirmed.

Question No. 23: Please confirm that the load sharing is to be provided by the switchgear manufacturer?

Response No. 23: Yes Confirmed.

Question No. 24: Please confirm if wireless thermal sensors are need for continuous monitoring or are IR windows sufficient?

Response No. 24: Yes Confirmed.

ADDITIONAL NOTES TO ATTACH TO THE SPECIFICATIONS MANUAL:

1. General Conduit Requirements:

SCH-40 PVC Underground, EMT aboveground indoors, GRC aboveground Outdoors. GRC is not required through concrete slabs. End Bells are required on all PVC ends where not connected to another pipe Mouse Proofing: All conduits entering switchgear will be sealed.

Contractor will ensure enclosure is sealed from insect/rodent penetration at all conduit entry points as per section 33-71-02 Page 7, 2.1.5

2. Warranty: Change Section 26.13.99 Page 2 1.6 to:

“Switchgear Manufacturer shall warrant the Switchgear for 5 Years 100% parts and labor. Warranty will start upon successful startup and acceptance of the switchgear.

3. Manufacturer’s field service representatives shall be on call and available for immediate dispatch 24 hours a day, 365 days a year. All field service personnel shall be factory trained, by the manufacturer, and certified in the maintenance and repair of the specified equipment.

Manufacturer must employ a minimum of 2 field service technicians within a 100 mile radius of the installation site. Field service representatives shall have access to common replacement components locally and the service organization shall have a detailed counter-to-counter process for providing emergency spares 24 hours a day 7 days a week.

END OF ADDENDUM

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: CRFQ ADJ2500000041

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 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.