Amended S000000305 IFB, Incinerator.pdf

Amended S000000305 Page 1 of 17

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: Amended S000000305 Solicitation Issued: February 26, 2024

Description: Incinerator

Department: Arkansas Department of Agriculture

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: March 13, 2024 Bid Opening Time: 1:30 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely.

LIVE BID OPENING INFORMATION

Teams Meeting Link: Click here to join the meeting

Meeting ID: 279 612 504 917

Passcode: cQ6iQL

Call in (audio only): 501.244.3310 or find a local number

Phone conference ID: 368 287 042#

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Procurement Specialist:

Julia Shackelford Procurement Specialist’s Direct Phone Number:

501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP Website: transform.ar.gov/procurement file://///tss-file-p1/INDOSPADMIN$/%23_GENERAL_%20PROCUREMENT_%20TEAM_%23/BUYERS/Brandi%20Schroeder/Bid%20Folder%20Documents/%23New%20Drafts/IFB/1%20OSP%20Use/arbuy.arkansas.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWYyMmI4NmItYzQ5Mi00MGQ4LTk0OTEtNzI5YTlhNzc4Njkz%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%22a202d409-7a31-4076-91b4-f7352fde7396%22%7d https://dialin.teams.microsoft.com/6b6513dc-a034-48d2-8d06-7e711c4ecc0b?id=719036839 https://www.transform.ar.gov/procurement/

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SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Department of Agriculture/Livestock and Poultry Commission (“Agency”) to obtain pricing and a contract for an incinerator to be used by the AR Veterinary Diagnostics Laboratory (AVDL).

Direct all correspondence regarding this Solicitation to TSS OSP and not to the Agency.

1.2 OBJECTIVE

The Agency seeks to purchase an incinerator for immediate bio-secure disposal of large animal carcasses eliminating risk of contamination associated with animal diseases, viruses and the spread of infection.

1.3 BACKGROUND AND CURRENT ENVIRONMENT

Veterinary Diagnostics Laboratory (VDL) at the Arkansas Department of Agriculture (ADA), is a full-service ISO 17025 accredited veterinary diagnostics laboratory centrally located in the city of Little Rock, Arkansas. It is a Level-2 National Animal Health Laboratory Network (NAHLN) and FDA’s Veterinary Laboratory Investigation and Response Network (Vet-LIRN) recognized laboratory. VDL is organized around the veterinary pathology service with sections devoted to necropsy, histopathology, immunohistochemistry, virology, microbiology, clinical pathology, serology, and analytical chemistry where toxicological analyses are performed.

A central mission of the VDL is diagnosis and monitoring of disease in animals. The Pathology section performs necropsies on many animal species, including commercial and backyard poultry, livestock (cattle, sheep, goats, camelids), horses, and companion animals such as dogs and cats. Disposal of animal remains following completion of necropsies is a necessary part of this diagnostic service.

An important component of equipment infrastructure at the VDL is the stand-alone incinerator. The incinerator is used to dispose of animal tissues in a controlled manner that eliminates infectious disease agents, reducing risk to public health and safety. Incineration is the process of burning carcasses and other materials at temperatures high enough to destroy contaminants and infectious agents, combusting organic material into carbon dioxide and water. The incinerator consists of two chambers, with the upper chamber providing secondary combustion of fine particulate matter. The incinerator is on a sixteen (16) by twelve (12) foot pad of reinforced concrete and is fueled by propane stored in a nearby 1000-gallon tank. It is operated under a permit issued by Arkansas Department of Environmental Quality.

The VDL also assists state and federal partners with incineration needs, including contraband organic material seized by USDA APHIS, fish carcasses from the ADA Baitfish Inspection Program, hemp samples from the ADA Hemp Program, lab materials and tissue samples from the VDL Chronic Wasting Disease testing program, and wild animal carcasses from Arkansas Game and Fish Commission. We also incinerate rabies-suspect and rabies-positive animals in cooperation with the Arkansas Department of Health.

In 2021, the VDL incinerated 43,360 lb. of material requiring 4,972 gallons of propane consumed during 450 hours of operation. In 2023, this had increased to 52,002 lb. incinerated with 6,381 gallons of propane consumed during 595 hours of operation.

The current incinerator unit has a top-loading, roll-back design. It is undersized and underpowered for both per-load and annual volumes of material that must be incinerated. The lower chamber is too small to contain adult large animals. The upper chamber is undersized for the temperatures it sustains during average burns (2000F for 10 to 20 hours), and steel panels comprising the upper chamber flue and the flue linking upper and lower chambers are warped and rusted due to excessive temperatures. The unit has experienced constant controller and burner failures, including a 15-week shutdown during the summer of 2023 due to warping and failure of couplings between the upper burner and upper chamber caused by excessive temperatures. Large animal necropsy services were shut down during this period.

With time, the unit has become increasingly inefficient. We have had to increase burn times for the same load weight to obtain complete burns, increasing costs due to increased propane usage. We have also

Amended S000000305 Page 3 of 17 had to decrease the weight of individual loads to obtain complete burns, requiring more individual burn events and increased man-hours spent in incineration activities.

When the current incinerator unit fails, most necropsy functions at the VDL will immediately stop. The negative impact on diagnosis and monitoring of animal health and food safety in Arkansas will be immediate and severe. A core function of the VDL will no longer be available to food animal producers.

Poultry and beef cattle production results in billions of dollars of annual revenue to the State of Arkansas.

Necropsy services at the VDL, and the required incineration of animal remains, provide critical support for those activities.

1.4 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor (see Contractor

Selection). AVDL will have the final approval for awarding the incinerator.

B. The anticipated starting date for any resulting contract will be from date of award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

1.5 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Agency” and “Department” are used synonymously in this document to represent the Arkansas Department of Agriculture/Livestock and Poultry Division.

C. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

D. “Large Animal Carcass” means a mature horse or cow or other large animal of similar size.

E. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets the Requirements and criteria set forth in this Solicitation.

F. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination thereof, that is obligated under the Solicitation, resulting contract, or both.

G. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.

H. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any Requirement for inspecting, testing, or preparing a commodity or service for delivery.

I. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this Solicitation, that obligation is limited to the Department using such a contract.

1.6 CONTRACTOR SELECTION

A. Award is expected to be made to the responsive and responsible Prospective Contractor determined to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based on the Total Cost as shown in ARBuy submitted by the Prospective Contractor.

B. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

2. It appears that additional savings to the state may result from negotiation.

C. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding, responsive and responsible Prospective Contractor.

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1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or until such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

D. Once the anticipated awardee has been determined, the anticipated award will be posted to ARBuy, generally for a period of fourteen (14) days prior to the issuance of a contract. The postings are anticipated awards only, subject to protest.

E. A contract is not effective prior to final award being made by the State; some contracts may be subject to Legislative review prior to final award.

1.7 CLARIFICATION OF SOLICITATION

A. Submit questions regarding this Solicitation via the Solicitation posting in ARBuy by 1:00 P.M. Central

Time on or before March 4, 2024.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the Solicitation posting in ARBuy by March 5, 2024. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP Procurement Specialist of any term, condition, etc., that precludes the Prospective Contractor from submitting a Responsive Bid.

Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP Procurement Specialist with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.8 RESPONSE DOCUMENTS

A. All bids must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at arbuy.arkansas.gov.

1. Prospective Contractors must be registered in ARBuy to submit bids.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation in ARBuy to submit their bids.

2. The following are bid submission Requirements and must be submitted as part of a Prospective Contractor’s bid.

a. Signed Bid Signature Page; signature may be ink or digital.

b. Completed Bid Response Packet, which must be in English.

c. Completed pricing response submitted by the Prospective Contractor in ARBuy.

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor must bid unit price on the estimated quantity and unit of measure specified.

https://arbuy.arkansas.gov/

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• The State may order more or less than the estimated quantity on term contracts, and the Contractor shall sell to the Agency quantities ordered at no more than the bid price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should notify the TSS OSP Procurement Specialist at least seventy-two (72) hours before the bid opening time.

iv. Prices must be firm offers.

v. Discount from list bids pricing is not acceptable unless requested elsewhere in the Solicitation.

vi. State and local sales taxes should not be included in the bid price. Trade discounts should be deducted from the unit price and the net price should be shown in the bid.

d. Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-11-104, OSP requires a Prospective Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an EO Policy must submit a written statement to that effect.

e. Proposed Subcontractors Form (see Section 14 of the Services Contract Form, SRV-1).

3. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form (see Standard Commodities Contract, Section 11.)

4. Prospective Contractors should not include any other documents or ancillary information, such as a cover letter or promotional marketing information.

C. Prospective Contractors should not alter any language in Solicitation document(s) or any document(s) provided by the State.

D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as permitted by law or rule.

E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s bid response.

F. Prospective Contractors may submit multiple bids.

https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf https://www.transform.ar.gov/wp-content/uploads/2020/06/Standard-Commodities-Contract-Template-6.18.20.docx

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SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

2.1 PROSPECTIVE CONTRACTOR QUALIFICATIONS

A. Prospective Contractor shall be a manufacturer or an approved distributor of the manufacturer of the brand of Incinerator they are bidding on. AVDL will have the final approval for awarding the incinerator.

1. The Agency reserves the right to request verification of manufacturer or the approved distributor, prior to Anticipation to Award.

B. Prospective Contractor should submit the following information with their bid response, but must be provided when requested by TSS OSP and/or the Agency:

1. Provide a minimum of three (3) references from companies, that are located within the continental United States, and to whom the Prospective Contractor has provided equipment and installation of similar projects as specified within this IFB.

a. References must include a contact name, phone number, and email address.

2. Provide documentation of testing data from the existing system in which the Contractor has provided similar equipment as specified herein. Data must contain stack emission discharge of pollutants showing actual discharge and EPA limits at time of installation.

2.2 PROSPECTIVE CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

A. Prospective Contractor shall provide a non-commercial incineration system that meets the relevant portions of the following codes:

1. American Institute of Steel Construction (AISC)

2. American Iron and Steel Institute (AISI)

3. American National Standards Institute (ANSI)

4. American Society of Mechanical Engineers (ASME)

5. American Society of Testing and Materials (ASTM)

6. American Welding Society (AWS)

7. Instrument Society of America (ISA)

8. National Electrical Code (NEC)

9. National Electrical Manufacturers Association (NEMA)

10. National Fire Protection Association (NFPA)

11. Occupational Safety and Health Act (OSHA)

12. Steel Deck Institute (SDI)

13. Steel Structures Painting Council (SSPC)

B. Prospective Contractor shall provide a complete and operational system and all components that complies with the Arkansas Department of Environmental Quality (ADEQ) Requirements for general Air Permit for Minor Source Animal/Human Remains Incinerator Facilities.

1. When requested by TSS OSP and/or the Agency, the Contractor shall provide documentation that the incinerator they are bidding on meets the ADEQ Requirements.

C. Prospective Contractor should provide the following information with their bid response but must be provided when requested by TSS OSP and/or the Agency:

1. A complete system schematic, showing all components and all services required by others for a complete operational system.

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a. Any components and/or services required to meet the Requirements but not specified in this bid document but deemed necessary during installation will be at no additional cost to the Agency.

3. Complete sequence of operation to include loading, unloading procedures, primary and secondary chamber operation, pollution control operations, and environmental monitoring.

4. Operation and maintenance description, including estimates of monthly, quarterly, semi-annual, and annual typical maintenance duties. Description should include estimated man-hours and total cost of each item.

5. Final Stack documentation, application, and approval through the Arkansas Department of Environmental Quality (ADEQ).

D. Prospective Contractor should submit shop drawings with their bid response but must be provided when requested by TSS OSP and/or the Agency.

1. Shop drawings must include large scale drawings that completely illustrates the proposed incinerator. The shop drawings must include dimensions of individual components, other information regarding materials, finishes, gauges, fasteners, calculations, and material descriptions.

E. Prospective Contractor shall provide a minimum one (1) year warranty or standard manufacturer’s warranty, whichever is the greatest, on a newly manufactured incinerator that is free from manufacturing defects from date of acceptance by the Agency.

1. If any defects occur within the one (1) year warranty or within the standard manufacturer’s warranty, the Prospective Contractor shall either repair or replace the defective parts at no additional cost to the Agency and provide the Agency with a written notice of the alleged defect.

2. Equipment parts or accessories manufactured by others must carry the warranty of the Contractor.

F. Prospective Contractor should submit the following information with their bid response but must be provided when requested by TSS OSP and/or the Agency:

1. Application (applicability for small animals, large animals, and non-pathological waste incineration).

2. Installation.

3. Start-up instruction.

2. Training information.

3. Operation and maintenance manual(s) for the incinerator the Prospective Contractor is bidding on.

G. Prospective Contractors’ bid price shall include all cost, but exclude all taxes, that is associated with fulfilling the Requirements of this IFB, including but not limited to the following cost:

1. Incinerator system

2. FOB Destination, Freight & Shipping Paid

2. On-site installation

3. On-site training

4. Travel expenses

5. Warranty

6. Annual operation and maintenance service

7. Engineering

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H. Prospective Contractor should list the manufacturer brand and model number they are bidding on (See Bid Response Packet) but must be provided when requested by TSS OSP.

2.3 CONTRACTOR REQUIREMENTS

A. The Contractor shall provide the following engineering and installation services to provide a fully engineered, operational system and to include the following activities:

1. Sizing and design of all components, based on the operational conditions specified.

2. Design of all piping, venting, and other accessories within the skid boundaries. Drawings must be created for all systems, complete with dimensional information, piping and valve sizes, and pipe and valve numbers.

3. Creation of general arrangement and structural load diagram drawings. General arrangement drawings must show plan and elevation views of the supplied equipment.

4. Arrangement of all piping, venting, and equipment on each major component to allow for proper equipment access.

5. Creation of valve list and instrument data sheets.

6. Creation of preliminary and final Input/Output list.

B. The Contractor shall assemble a complete package, including the necessary requirements and specifications for field piping, venting, wiring and insulation, as well as for installing the equipment.

C. The Contractor shall provide the design of all wiring systems and supply of wiring interconnecting diagrams, schematics, and loop diagrams for all electrical equipment.

2.4 MINIMUM SPECIFICATIONS FOR INCINERATOR

A. Prospective Contractor shall provide an independent self-contained Pathological Waste Incineration

System capable of processing up to two hundred (200) pounds per hour and consists of the following:

1. Incinerator

a. The incinerator must run on Liquid Propane Gas (LPG).

b. The incinerator must utilize three (3) phase power with a single-point electrical connection.

i. The facility is equipped to offer single-point electrical connections. The existing electrical source is 240V60Hz/30 amp.

c. The incinerator must utilize a minimum of two (2) combustion chambers, with a minimum of one (1) second residence time in the secondary chamber. The temperature set point of the primary chamber must be 1600˚F, and the temperature set point of the secondary chamber must be 1800˚F.

d. The incinerator must have a flue-gas stack.

e. The incinerator must fit onto the existing sixteen (16) by twelve (12) foot reinforced concrete pad with adequate clearance on all sides.

2. Incinerator Design Criteria

a. The incinerator must process a projected average weekly load in less than four (4) to eight (8) hour shifts with the assumption that during peak loading times more shifts can be added or even operate continuously. The incinerator must permit handling of individual loads that may take place on consecutive days or even continuously.

i. Estimated weekly input to the incinerator is one thousand (1000) to three thousand (3000) pounds of waste, primarily consisting of animal carcass waste.

b. The incinerator must contain and control fluids produced during incineration.

3. Primary Combustion Chamber

a. The primary chamber must have a minimum volume of eighty-five (85) cubic feet. Refractory lining must be rated for 3000oF and ASTM Class E.

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4. Loading Door

a. The loading door must be refractory lined with a minimum of four (4) inches thickness throughout and the steel shell must be a minimum of 0.250 inches thickness throughout by twelve (12) inch thickness of gage steel, automated safety clasps with manual lockout capability.

b. Loading door must open and close via hydraulic actuators. Hydraulic reservoir, pumps, and all related piping must be located adjacent to the equipment.

c. The incinerator must have a large-carcass hydraulic bucket loader.

5. Combustion Chamber

a. The combustion chamber must be refractory lined at a minimum of four (4) by twelve (12) inches thickness of gage steel. Design must be engineered to resist the impact of a full load dropped from the loading door.

b. Refractory must be designed to be resistive to corrosion from chemicals which may be contained within the waste. During the design phase, the Contractor should provide a list of probable materials and chemicals which may be in the waste stream.

c. Ventilation openings and burner position must be engineered to perform a complete burn of all material within the incinerator, reducing the material to an unrecognizable ash (understanding metals and other materials with melting/boiling temperatures above 1800F will remain as is).

d. The combustion chamber must provide redundant temperature sensors to monitor the incinerator temperature during the combustion process.

e. The combustion chamber must provide a manually operated hinged access door. The access door must be large enough to accommodate internal inspection, maintenance, and manual ash removal.

6. Burner Assembly

a. The burner configuration must be Liquid Propane Gas (LPG) fired.

b. Engineer and provide gas control valve train for the burner.

c. The burner position must be engineered to reduce any remaining ash to a clear vapor.

d. The burners must have a capacity range of 150,000 to 20,000,000 btu/hr (44 to 5860 kW), with a 50:1 turndown and a maximum process temperature of at least 2800°F (1540°C).

7. Combustion Air

a. The incinerator must have a single, central combustion air supply with a distribution header providing controlled air supply to burners, underfire air, and secondary air injection.

8. Secondary Combustion Chamber

a. The secondary chamber must have a minimum volume of fifty (50) cubic feet. Refractory lining must be rated for three thousand (3000) degrees F and ASTM Class E.

b. Designed resident time through the secondary combustion chamber must be a minimum of one (1) second.

9. Burner Assembly

a. The burner must be natural gas fired Liquid Propane Gas (LPG) fired.

b. The burner must be engineered and provide natural gas Liquid Propane Gas (LPG) control valve train for the burner.

c. Combustion air must be piped from the combustion fan to provide airflow in the combustion chamber.

10. Refractory Lining

10.1 Chemical Compatibility

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a. The Agency will supply the Contractor a list of waste material to be incinerated and chemical composition. Contractor shall provide refractory chemically compatible with waste material identified.

10.2 Thermal Relief Stack

a. The Contractor shall provide structural design and supports, bracing, and construction of the thermal relief stack to terminate a minimum of ten (10) feet above the top of the secondary chamber. The thermal relief stack must be refractory lined.

10.3 Vent Stack

a. The vent stack shell and lining must be refractory construction with minimum ten (10) gage carbon steel shell and minimum 2,400°F, 3” 155 lb/ft lining.

b. The Contractor shall provide refractory construction structural design, bracing, and construction of stack to terminate a minimum of ten (10) feet above the top of the secondary chamber.

10.4 Other Steel

a. The Contractor shall provide tank saddles, lifting lugs, and all other miscellaneous steel required to facilitate the installation of the Contractor’s product.

b. Steel must be shop hot dipped galvanized: access grating, stair treads, platforms, and handrails.

c. All galvanizing must comply with OSHA Standards.

d. All galvanized steel must have surface preparations conforming to SSPC- SP8 prior to galvanization. Cleaned surfaces must be coated with flux until being galvanized.

e. All galvanized steel must be galvanized with a minimum coat of 0.61kg/sq meter per the latest version of ASTM 123. This includes all other ASTM codes referenced in Section 2 of ASTM 123. Warpage must be minimized wherever possible.

10.5 Painting

a. The Contractor shall provide all labor, supervision, materials, and equipment required to shop paint the equipment.

b. The Contractor shall paint all exterior, uninsulated, ungalvanized steel, including, but not limited to, the following major components: permanent mounting brackets, lugs and permanent exposed steel.

c. The Contractor shall provide the application of touch-up paint.

d. The Contractor shall provide paint that is suitable for exposure to mild chemicals, outdoor operations, and high temperatures experienced from the incinerator operation.

11. Incinerator Components

11.1 Control System

a. The Contractor shall provide one (1) NEMA 4X control panel for the incinerator as follows:

i. Contain all hardware required to control the incinerator.

ii. Power disconnect switch with lockable handle.

iii. Circuit breakers.

iv. Transformers.

v. The Programmable Logic Controller (PLC) must be modular and contain the necessary input, output, analog, thermocouple and communication cards.

vi. The interface screen must be touch screen and have a graphical description of the system, including combustion chambers, burners, isolation dampers, fans, doors, pollution control, stack sensors, hydraulic systems, etc. The interface must show the

Amended S000000305 Page 11 of 17 operator run times, and temperatures of the primary and secondary chambers. An alarm screen must be provided to document and track system alarms.

vii. An oxygen-monitoring combustion air control system must also be integral to the PLC.

viii. A setpoint screen must allow viewing and changing system setpoints.

ix. The system must incorporate security measures to prevent unauthorized access.

x. The PLC system must be capable of interfacing with other digital control and data acquisition systems.

xi. On loss of power, the PLC must shut down in a precise order to ensure the unit will come back up without any issues. In the event of power loss, the unit must shut down in a manner with all Input and Output parameters being predictable state, as determined by the Agency.

12. Heat Shielding

a. The Contractor shall provide reflective heat shields for all control components to reflect radiated heat away from control components.

13. Wiring

a. All control and signal wiring and instruments must terminate at a junction box for each piece of equipment.

b. The Contractor shall provide all field wiring from control panel to all equipment specified as part of the incinerator system for installation by the installing Contractor. Where more than two

(2) wires are required, wiring harnesses must be clearly labelled and provided by the Contractor for installation.

c. Power for control panel must be provided by the Contractor according to equipment requirements.

14. Thermocouples

a. Thermocouples must be wired directly to thermocouple input cards on the PLC.

b. Device must maintain accuracy in a severe environment with an operation temperature range of -40˚F to 2000˚F.

c. Device accuracy must be ±1% of calibrated span.

d. Thermocouples for pollution control skid must have a range of 0-250˚F, with transmitters in thermocouple head directly wired to the duct heater.

15. System Start Up & Testing

a. The Contractor shall be on site during start up. If a Subcontractor is used, the Contractor shall provide a schedule to the Subcontractor for start-up and testing and coordinate schedule with Subcontractor and the Agency. Schedule must allow for testing of all components and all modes of operation including failures. Final tests must include full operational parameters including specified temperatures and cycle times.

b. Any failed components or control sequences must be rectified by the Contractor at no additional costs, and testing of those failed components or sequences must be re-performed, at no additional costs, after repairs are made.

c. The Agency will provide animal remains and other non-pathological materials for loading into the incinerator for testing.

16. Demonstration & Instruction

a. The Contractor shall provide the following:

i. A minimum of fifteen (15) days’ notice to the Agency of instruction schedule.

ii. Instructions to meet the Agency’s requirements and to aid in retaining the warranty.

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iii. A certification course to certify Pathological Waste Incinerator Operators of the Agency’s choosing.

iv. A minimum of fifteen (15) days’ notice to the Agency of certification course schedule.

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SECTION 3 – SOLICITATION TERMS AND CONDITIONS

3.1. ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor’s past performance with the State may be used to determine if the

Prospective Contractor is responsible (OSP Rule R1:19-11-235).

1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submitting a bid, the Prospective Contractor represents and warrants:

1. That the prices in the bid have been arrived at independently, without any collusion with another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment, and can be referred to the Attorney General’s officer for investigation and appropriate legal action (Arkansas Code Annotated § 19-11-240 and 19-11-245).

2. That the Prospective Contractor has not retained a person to solicit or secure the resulting contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the Prospective Contractor for the purpose of securing business.

D. Qualifications, services, and commodities must meet or exceed the required Specifications as set forth in the Solicitation.

3.2. GENERAL TERMS AND CONDITIONS

A. The Contractor must be registered as a vendor to receive payment and may register online by visiting ark.org/vendor/index and clicking the Start Here button.

B. The Prospective Contractor represents and warrants that, prior to being awarded any executed contract resulting from this solicitation, the Prospective Contractor has taken or shall take all actions necessary to receive payment from the State through Electronic Funds Transfer (EFT) for the services and/or commodities to be provided under any such contract. This includes, without limitation, the following actions:

1. Signing documents authorizing the State to make EFT payments into a bank account designated by the Prospective Contractor.

2. Providing all information requested by the State to set up EFT payments, including either a voided check or a letter from their financial institution that contains the following information:

a. Account holder’s name

b. Account number

c. Routing number

d. Financial institution official’s contact information and signature

3. In the event the EFT information changes, the Contractor shall be responsible for providing the updated information to the State. No interest or late payment penalty will apply if payment is delayed because of the Contractor’s failure to initially provide or update information necessary for the State to make EFT payment.

https://www.ark.org/vendor/index.html?_ga=2.231672543.1782009942.1693919943-292160598.1646079585

Amended S000000305 Page 14 of 17

C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to provide the goods or services for at least twenty percent (20%) less than the lowest certifying Prospective Contractor:

1. They are not engaged in and shall not, during the aggregate term of the resulting contract, engage in a boycott of Israel (Arkansas Code Annotated § 25-1-503),

2. They are not engaged in and shall not, during the aggregate term of the resulting contract, engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code Annotated § 25-1-1102).

D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly employ or contract with illegal immigrants during the aggregate term of any contract with the State or any of its Departments, institutions, or political subdivisions (Arkansas Code Annotated § 19-11-105).

E. The Contractor shall invoice the State as required by the Department and should not invoice the State in advance of delivery and acceptance of any commodities or services (Arkansas Code Annotated § 19-4-1206).

1. The Contractor should invoice the agency by an itemized list of charges. The Department’s purchase order number and/or the contract number should be referenced on each invoice.

2. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance of commodities and services by the Department.

3. Payment will be made only after the Contractor has successfully satisfied the Department as to the reliability and effectiveness of the commodities or services purchased as a whole.

F. The Contractor should be able to accept the State’s authorized VISA Procurement Card (p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the State when accepting the p-card as a form of payment.

G. This IFB incorporates all terms of the Standard Commodities Contract Template (found here).

1. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms, conditions, or Requirements in this IFB.

H. The Prospective Contractor shall certify that they are not a company owned in whole or with a majority ownership by the government of the People's Republic of China (a “Scrutinized Company”) and that they do not and shall not during the aggregate term of the resulting contract employ a Scrutinized Company as a contractor (Arkansas Code Annotated § 25-1-1203).

I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if selected as the Contractor.

1. Items may only be modified if the legal requirement is satisfied and approved by the State during negotiations.

3.3. GUARANTEES, SAMPLES, AND BRAND NAME REFERENCES

A. By submitting a bid, the Prospective Contractor represents and warrants that goods its sells to the

Department under a resulting contract shall be merchantable.

B. Samples or demonstrators, when requested, must be furnished for inspection free of expense to the State.

1. Each sample should be marked with the Prospective Contractor's name and address, bid or contract number, and item number.

a. If requested, samples that are not destroyed during reasonable examination will be returned at Prospective Contractor's expense.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.transform.ar.gov%2Fwp-content%2Fuploads%2F2020%2F06%2FStandard-Commodities-Contract-Template-6.18.20.docx&data=05%7C01%7Cbrandi.schroeder%40arkansas.gov%7C9a1a244ccb3c41e3116e08db39ea4a05%7C5ec1d8f0cb624000b3278e63b0547048%7C0%7C0%7C638167450648138830%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=saEjjM86uWoaDF9dYm8vZyUNFnL%2FBE21Jmb4au4Nn70%3D&reserved=0

Amended S000000305 Page 15 of 17

b. After reasonable examination, all demonstrators will be returned at Prospective Contractor’s expense.

2. Tests may be performed on samples or demonstrators submitted with the bid or on samples taken from the regular shipment.

a. If products tested fail to meet or exceed all Requirements and Specifications, the cost of the sample used and the reasonable cost of the testing must be borne by the Prospective Contractor.

C. Unless otherwise specified in the Solicitation, a catalog brand name or manufacturer reference used in the Solicitation is descriptive only, not restrictive, and used to indicate the type and quality desired.

1. Bids on brands of like nature and quality will be considered.

a. The State shall have the right to determine whether a substitute offered is equivalent to and meets the standards of the item specified, and the State may require the Prospective Contractor to supply additional descriptive material.

b. Prospective Contractors not bidding an alternate to the referenced brand name or manufacturer shall furnish the product according to brand names, numbers, etc., as specified in the Solicitation.

3.4. DELIVERY: FOB DESTINATION

A. The Contractor shall deliver the incinerator to the following location:

AR Agriculture Department 1 Natural Resources Drive Little Rock, AR 72205

3.5 DELIVERY REQUIREMENTS: FOB DESTINATION, FREIGHT AND SHIPPING PAID

A. The Contractor shall take all reasonable measures to ensure that commodities purchased must be delivered within sixty (60) days of the Agency’s issuance of the relevant purchase order unless otherwise agreed upon in writing.

1. The Contactor shall contact Sharon Pulla at 501-366-1722 or Sharon.pulla@agriculture.arkansas.gov a minimum of seven (7) Business Days before delivery and unloading of the incinerator.

2. The Contractor shall give the Agency immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement. The Contractor will not be liable for delays in performance or for non-performance due to unforeseen circumstances or causes beyond the Contractor’s reasonable control.

3. If a delivery date specified in this IFB cannot be met, the Prospective Contractor must state the alternate number of days required to place the commodities in the ordering Agency’s designated location. (See the Bid Response Packet.)

4. Failure to state the alternate number of days in the Bid Response Packet obligates the Contractor to complete delivery by the Agency’s requested date. Extended number of days may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours unless otherwise arranged in advance and coordinated with the Agency.

C. The Contractor shall pay all transportation and handling charges, including FOB Destination, Freight/Shipping Paid, unless otherwise agreed upon in writing by the Agency and the Contractor.

D. The Contractor shall bear responsibility for loss or damage that occurs during shipping, prior to the order being received by the Agency.

mailto:Sharon.pulla@agriculture.arkansas.gov

Amended S000000305 Page 16 of 17

1. Risk of loss of the order will pass to the Agency upon Contractor’s delivery of the order conforming to the resulting pursuant to a purchase order.

2. The incinerator must be in protective skids or containers to prevent damage during shipping. All openings must be covered prior to shipping and must remain covered until installation.

E. The Agency will provide a secure dry storage area, protected from weather, construction debris, and construction traffic for the Contractor to store equipment.

F. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Agency’s purchase order.

G. Unless otherwise agreed upon in writing by the Agency and the Contractor, payment will be made within thirty (30) days of the date of the Contractor’s delivery of product(s) conforming to the resulting contract and receipt of the Contractor’s invoice, whichever is later.

3.6 INSPECTION AND ACCEPTANCE

A. The State may inspect any commodities delivered, tendered, or identified to the State as being procured under a resulting contract to determine whether they conform to the contract.

1. The State’s right to inspection may be exercised at any reasonable place and time and in any reasonable manner, as determined in the State’s reasonable discretion, prior to acceptance of and payment for any commodities procured under a resulting contract.

2. If the commodities are found to be conforming as the result of inspection, the State will bear the cost of inspection, if any.

3. If any of the commodities are found to be non-conforming, the State:

a. May elect to recover expenses of inspection, if any, from the Contractor and the Contractor shall bear the cost.

b. The Contractor shall be responsible for the cost of any retrieval, return, or disposal of the commodities. Payment for commodities does not constitute acceptance of the commodities as conforming to the contract if the State has not had a reasonable opportunity to inspect the commodities or in the event of Contractor’s fraud or concealment of defects.

B. The State has the option to reject and return any product(s) within the thirty (30) day timeframe for any reason.

C. The Contractor shall include a total satisfaction return policy for all products and shall not impose any liability on the State for such returns.

3.7 MINORITY AND WOMEN-OWNED BUSINESS

A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful permanent resident of this State who is:

• African American

• American Indian

• Asian American

• Hispanic American

• Pacific Islander American

• A Service-Disabled Veteran as designated by the United States Department of Veteran Affairs

B. A women-owned business is defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of this State.

C. The Arkansas Economic Development Commission conducts a certification process for minority-owned and women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included on the Bid Signature Page.

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3.8 PROPRIETARY INFORMATION

A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas

Code Annotated § 25-19-101 et. seq.).

B. Submission documents pertaining to the Solicitation become the property of the State and may be subject to the Arkansas Freedom of Information Act (FOIA).

C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed bidding, the State may maintain the confidentiality of certain types of information described in FOIA.

Such information may include trade secrets and other information exempted from public disclosure pursuant to FOIA.

D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids be designated as confidential after the sealed bids have been opened.

E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting any information contained in the bid, the Prospective Contractor warrants that, after having received such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good faith opinion that the portions redacted are not considered public records under FOIA.

F. If a Prospective Contractor deems part of the information contained in a response not to be a public record, the Prospective Contractor should submit one (1) complete copy of the submission documents from which any proprietary or confidential information has been redacted in their bid response. Except for the redacted information, the redacted copy must be identical to the original copy, reflecting the same pagination as the original and showing the space from which information was redacted.

G. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the electronic copy is protected against restoration of redacted data.

H. The redacted copy will be open to public inspection under the FOIA without further notice to the Prospective Contractor. If the State deems redacted information to be subject to a public record request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of the redacted record.

I. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor’s confidential or proprietary information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.