CS 2027-001 RFQ Caleb Smith RFI Answers Summary_082826.pdf

RFQ CS 2027-001 Fuel Tank and Burner Replacements at Caleb Smith State Park Site Visit & RFI Question Log – August 19, 2026

Question: OPRHP Response:

Please confirm responsibility for all NYSDEC Petroleum Bulk Storage (PBS) closure and registration documentation associated with removal of the existing 2,400-gallon underground fuel oil tank. Drawing G-001 indicates that the Contractor is to provide a minimum 30-day notice so that OPRHP may notify NYSDEC and submit the required pre-work notification and PBS registration documents. Please confirm that OPRHP/NYS representatives will prepare, sign, and submit all PBS closure, modification, registration, and related regulatory filings, and identify any specific documentation or services that the Contractor is required to provide.

Answer: OPRHP will prepare and submit the required NYSDEC PBS closure/registration filings. The Contractor shall provide the required environmental tank closure report, soil sampling/laboratory results, disposal documentation, and other information necessary for OPRHP to complete the filings. This is consistent with the previously issued response requiring a full environmental tank closure report in addition to soil sampling and laboratory analysis.

The Contract Documents identify the existing underground fuel oil tank as approximately 2,400 gallons. Please confirm that the base bid is to be based upon removal of one 2,400-gallon UST and approximately 275 gallons of remaining product, if that is the quantity established by the Owner. If the actual tank size, quantity of remaining product, sludge, water, or other material requiring pump-out and disposal diƯers from the bid information, please confirm that the additional work will be addressed by Change Order or other equitable adjustment.

Answer: Base bid shall be based on removal of the existing 2,400-gallon underground fuel oil tank. The tank contained approximately 275 gallons when measured in August 2026; the actual quantity at the time of removal may vary based on continued facility use. The Contractor shall include pump-out and proper disposal of the remaining contents in its bid.

Drawing G-001 requires the Contractor to stop work and notify the Parks Representative if petroleum contamination is encountered during tank removal. Please identify responsibility for environmental consultant services, soil or groundwater sampling, laboratory analysis, contaminated soil excavation, transportation and disposal, groundwater handling/dewatering, additional excavation, and associated regulatory reporting. Please confirm that environmental remediation beyond the normal removal of the identified UST is not included in the base bid unless specific quantities and requirements are provided.

Answer: Environmental remediation beyond normal removal and closure of the identified UST is not included in the project. Contractor shall perform the required tank closure sampling/testing and report. If evidence of contamination is encountered, the Contractor shall immediately stop aƯected operations and notify the Parks Representative for direction.

RFQ Item 1 includes disposal of approximately 60 cubic yards of soil associated with installation of the new propane tank. Please confirm how quantities exceeding the stated approximately 60 CY are to be handled if additional excavation or disposal becomes necessary due to unsuitable material, rock, groundwater, contamination, required over-excavation, or other unforeseen field conditions. Should bidders provide a unit price for additional excavation/disposal, or will such work be handled by Change Order?

Answer: In the event there is additional material encountered, Parks will evaluate the volume against the rate established in the RFQ bid.

Excavated soil is assumed to be clean unless contaminants are encountered or testing results are positive for contamination. Disposal costs for “clean” soil should be included in the bid. However, NYS Parks reserves the right to keep the excavated soil at an approved location.

Please clarify the required backfill and restoration associated specifically with removal of the existing 2,400-gallon UST. Identify the required backfill material, compaction requirements, testing requirements, quantities, surface restoration, and responsibility for unsuitable material encountered within the existing tank excavation. Please also identify under which RFQ bid item this work is to be included.

Answer: Refer to Drawings C-102 and C-501 for the applicable excavation, backfill, aggregate, compaction and restoration requirements. Contractor shall restore disturbed areas to the conditions indicated in the Contract Documents. Refer to Response No. 4 regarding unforeseen subsurface conditions.

Drawing G-001 states, “There is no work on the historic structure of this facility.” However, the Contract Documents require installation of a second-stage gas regulator on an existing porch column, gas piping through/into the existing building, installation of a new burner in the basement, and installation of a chimney liner within the existing chimney.

Please clarify this apparent conflict and confirm that the work shown has received all required historic-preservation review/approval. Please also provide requirements for attachments, penetrations, patching, restoration, and protection of historic materials. Any work required beyond the conditions depicted due to historic-preservation restrictions should be clearly identified prior to bid.

Answer: The note stating that there is no work on the historic structure means that no independent historic restoration scope is included in this project. The limited work shown on the Contract Documents, including the gas regulator, piping, burner and chimney work, is part of the approved project scope and shall be performed as shown.

Existing building materials and finishes shall be protected, and any areas disturbed by the Contractor shall be patched/restored to match existing conditions. No additional historic-preservation work beyond the work shown is anticipated. C-102 specifically locates the regulator on the existing porch column, directs use of the original wall penetration, and shows the new chimney flue.

Please confirm that the existing boiler has been evaluated by the Engineer of Record and is approved and suitable for conversion to propane using the specified Carlin 201GAS burner. Please confirm compatibility with the required firing rate, combustion chamber, draft requirements, controls, venting, and proposed chimney liner system. The Contractor should not be responsible for redesign or replacement of the existing boiler if it is subsequently determined to be unsuitable for the specified conversion.

Answer: The Contract Documents were designed on the basis of retaining the existing boiler and converting it to propane using the specified Carlin 201GAS burner or approved equal. The existing boiler is specifically identified to remain while the existing burner is removed.

Contractor shall furnish, install, start, test and adjust the burner and associated equipment in accordance with the Contract Documents and manufacturer requirements. Required field verification shall be performed prior to installation, and any actual field condition inconsistent with the Contract Documents shall be brought to the Parks Representative’s attention before proceeding.

Please confirm that the existing boiler, heating distribution system, pumps, controls, domestic hot water equipment, and associated transfer systems are currently operational.

We recommend that a joint operational test be performed and documented prior to commencement of work. Please confirm that the Contractor’s responsibility is limited to properly installing, starting, testing, and commissioning the new propane burner/conversion system and does not include correcting pre-existing deficiencies in the existing boiler or connected heating/HW systems.

Answer: Existing systems not specifically identified for replacement are to remain. The Contractor is responsible for the new propane conversion work and for protecting existing systems during construction.

Contractor shall verify existing conditions prior to commencing work and notify Parks of any discrepancies.

Pre-existing deficiencies unrelated to the Contractor’s work are not intended to become part of the project scope. A preconstruction walkthrough will be conducted prior to work commencing.

Drawing G-001 requires that the facility remain in full and continuous operation throughout all phases of the work.

The project also requires removal of the existing oil storage system and burner prior to completion of the new propane system. Please clarify how continuous heat and building operation are to be maintained during this transition. If a temporary fuel tank, temporary burner, temporary heating system, or other temporary arrangement is required, please provide a separate bid allowance/pay item or confirm that such temporary work will be handled by Change Order.

Answer: Contractor shall sequence the work to maintain facility operation to the maximum extent practicable and minimize the duration of the final fuel-system cutover. The new propane system shall be advanced suƯiciently to permit an orderly transition from the existing oil system. Any required service shutdown shall be coordinated with the Parks Representative a minimum of 72 hours in advance.

A separate temporary-heating allowance is not being provided.

Temporary measures required as part of the Contractor’s means, methods, sequencing, or coordination to satisfy the Contract Documents shall be included in the bid.

Drawing G-001 notes that hazardous materials, including asbestos and lead, may be encountered. Possible suspect material was observed in the vicinity of the existing boiler/header. Please provide all available asbestos, lead, and hazardous-material surveys applicable to the project areas. Please confirm that asbestos/lead sampling, abatement, air monitoring, regulatory notifications, disposal, and other hazardous-material activities are by others and are not included in the Contractor’s base bid unless specifically identified. If hazardous materials must be disturbed to perform the burner, gas piping, or chimney work, please confirm that abatement will be completed prior to the Contractor performing aƯected work.

Answer: No specific asbestos or lead abatement scope has been identified as part of this project. The Contract Documents advise bidders that hazardous materials may be encountered and require compliance with applicable regulations.

If suspect hazardous material not identified in the Contract Documents is encountered and must be disturbed to perform the work, the Contractor shall stop the aƯected operation and notify the Parks Representative prior to disturbance. No additional hazardous material survey is being provided as part of this clarification.

Please clarify the required material and sizes for the underground propane piping. Drawing C-102 identifies underground Type K soft copper gas tubing, while Tank Installation Note 1 on Drawing C-501 states that all buried propane piping shall be polyethylene plastic conforming to

Answer: Tank Installation Note 1 on Drawing C-501 shall govern for buried propane piping. Buried propane piping shall be polyethylene plastic conforming to ASTM D2513. PVC and

ASTM D2513. Please provide the governing requirement for piping material, diameter, fittings, transition fittings/risers, and installation method so that all bidders price the same system.

CPVC are not permitted. C-501 further requires a minimum 18-inch cover, 6-inch sand bed, tracer wire, and anodeless risers at transitions to aboveground piping. Aboveground propane piping shall be Schedule 40 galvanized steel.

The Type K copper callout conflicting with this requirement shall not govern the buried piping. Pipe sizes and routing shall otherwise be as indicated on C-102/C-501 and coordinated with the specified regulators and burner.

RFQ Item 7 identifies approximately 70 LF of chimney flue liner, while the drawings require the Contractor to verify the existing chimney diameter prior to ordering the liner. Please clarify how deviations from the indicated 70 LF will be handled. Additionally, please identify responsibility if the existing chimney contains oƯsets, obstructions, deterioration, insuƯicient clearances, inadequate dimensions, or other conditions requiring masonry modification, opening/repair of the chimney, or additional work beyond installation of the specified liner.

Answer: Contractor shall include the approximately 70 LF of chimney liner identified in the RFQ and shall field verify the existing chimney dimensions and conditions prior to ordering material. The Contract Documents require a minimum 8-inch-diameter double-wall stainless steel chimney flue installed in accordance with applicable codes and expressly require the Contractor to verify the chimney diameter prior to ordering.

Minor field adjustments necessary for a complete installation shall be included. If a concealed condition is discovered that prevents installation substantially as shown, notify the Parks Representative before proceeding.

Please clarify the complete electrical scope associated with removal of the existing burner and tank monitoring equipment and installation of the new 120 VAC propane burner and controls. Identify responsibility for electrical disconnects, removal/capping of existing wiring and conduit, branch circuit modifications, new wiring/conduit, burner controls, safety interlocks, power connections, Answer: Contractor shall provide the electrical work incidental and necessary to provide a complete and operational burner conversion system.

Existing OMNTEC/Pneumercator tank-monitoring equipment is to be removed and conduits remaining are to testing, electrical inspection, and any modifications required to the existing electrical system.

be tagged and capped for possible future use.

The new burner is 120 VAC, 60 Hz, single-phase. Electrical removal and capping shall comply with NEC, NFPA and the current NYS Building Code.

Include disconnect/reconnection, wiring/conduit modifications, controls and safety interlocks required by the burner manufacturer, power connection, startup/testing, and incidental work necessary for a complete operating installation.

Drawing C-102 identifies a proposed underground Paraco 1,000-gallon LP tank, while the RFQ requires the Contractor to furnish and install the new propane tank. We are under the impression that Paraco is a propane retailer and service provider, not a tank manufacturer & does not manufacture propane tanks. We obtained pricing on a Manchester 1,000 gallon propane tank. Will this be acceptable (pending submittals)? Please also confirm ownership of the installed tank after completion and identify who is responsible for furnishing and paying for the initial propane fill necessary for startup, burner testing, commissioning, and final acceptance.

Answer: An approved-equal 1,000-gallon underground LP tank may be submitted for review; the specifications expressly permit equipment meeting the listed manufacturer’s requirements or approved equal.

The Manchester tank may therefore be proposed through the normal submittal process provided it meets or exceeds the specified requirements.

Upon acceptance and installation, the tank becomes the property of NYS Parks. Propane fuel, including fuel required for startup and commissioning, will be supplied and paid for directly by NYS Parks and is not to be included in the Contractor’s bid, consistent with the previously issued site-visit response.

Drawing C-101 indicates approximately 129 LF of temporary construction fence, while RFQ Item 4 calls for 152 LF.

Please confirm the quantity to be included in the bid and whether payment will be adjusted to actual installed

Answer: Base bid shall include the quantity stated in the RFQ bid item.

The drawing depicts approximately 129 LF based on the anticipated layout;

footage. In addition, Drawing G-001 lists several project permits as N/A but elsewhere requires the Contractor to obtain inspections and final approvals. Please identify all permits, inspections, testing, certificates, approvals, and fees required for this project and clearly state which are the responsibility of the Contractor versus OPRHP/NYS.

final fence configuration shall be coordinated with the Parks Representative as required for safe execution of the work. C-101 identifies the 129 LF layout.

A NYS OPRHP construction permit will be issued through the Parks to the successful bidder; no municipal permit is required, as previously clarified. The Contract Documents list environmental, NYSDEC, USACE, SHPO/LPC, County and DOT permits as N/A for this project. The Contractor remains responsible for inspections, testing, certifications and final approvals applicable to its work and for coordinating them with Parks.

There appears to be a flex liner type of material in the base of the chimney. See photo and zoom so you can see the metal behind the smoke pipe. If this runs up the chimney, it will need to be removed prior to new installation. Is there any information on this?

Answer: New stainless steel chimney flue shall be installed in accordance with all applicable state codes.

Can we support the port to erect scaƯolding for proper access for the install process? As the porch has an overhang, we would like to shore up the area around the chimney so we can erect scaƯolding for the installation.

Answer: No, this is not an approved method for installation for the chimney liner. Other means and methods will need to be considered, man lift for example.

Is there a need for this pipe to be double wall? Without access to the interior, we can’t tell the size of the flue chamber and using a double wall product means +4” for the banding system that these prefabricated products include.

Since this liner will run through a masonry chamber (which is typically considered their fireproofing) will they approve a UL approved single wall product? See attached for product suggestion.

Answer: New stainless steel chimney flue shall be installed in accordance with all state codes applicable. See attached drone photos for reference regarding diameter of chimney.

RFQ # CS 2027-001 Fuel Tank and Burner Replacements at Caleb Smith State Park

Question: OPRHP Response:

Please advise on how much fuel left in the existing buried 2,400 Gal tank that is being removed?

The tank currently contains approximately 275 gallons of oil.

We would like to confirm that a bid security is not required for the above-mentioned project.

Yes, that is correct, a bid security is not required for the above-mentioned project.

Is there a bond or other security required for this bid? No, there is no bond or other security required for this bid.

Will the contractor be required to contact, coordinate, and secure approvals from SuƯolk County Dept. of Health Services (SCDHS) for the fuel oil tank removal? Or is this property & project fully exempt from SCDHS jurisdiction & regulations?

This property and project are fully exempt from SCDHS jurisdiction and regulations.

Do you require ANY municipal work permits for this project? Please specify.

A construction permit will be issued by the Codes Division of NYSOPHP to the winning bidder.

For the fuel oil tank removal, is a full environmental tank closure report being required? Or just soil samples with lab analysis? (sampling from under and around the removed tank) (See Note 12, center of drawing G-001)

Yes, a full environmental tank closure report is required in addition to soil samples and lab analysis.

For the fuel oil tank removal, how much fuel shall we figure on being in the tank at the time of its removal? (needed for our disposal costs)

As of August 13, 2026 there is 275 gallons of fuel oil in the tank.

For the fuel oil tank removal, is that existing tank made of steel or fiberglass? Do you know the date of installation?

Existing tank is made of fiberglass reinforced plastic and was installed on 07/01/2009 as per NYSDEC Tank Registration.

Drawing C-102 appears to call for a new cultured-stone paver patio, with landscaping features, above the new underground propane tank. However, the drawings don’t show specific details on construction, material selections, etc. The elevation view (C-501) doesn’t show this patio at all, it only shows grass. Please clarify what is required here, with design details.

This will be discussed at the site meeting on August 19. As the drawings indicate, the final plantings will be coordinated by the Park Manager. The intent is to protect the above ground propane dome from maintenance vehicles and improve the appearance in front of the building.

RFQ # CS 2027-001 Fuel Tank and Burner Replacements at Caleb Smith State Park

Bid Line Item #1 mentions the concrete pad under the new propane tank. Bid Line item #5 also mentions the concrete pad. Please clarify which line item should include the cost of the pad.

Bid Line item #5 should include the cost of the concrete pad.

For the excavation, and to pour the new concrete pad for the new propane tank, we’d need to know the static groundwater levels. No geotechnical or subsurface information was provided with the bid documents. Please provide guidance on the existing groundwater levels and what dewatering requirements (if any) will be required.

Soil boring completed on June 16, 2016 within 100 feet of the proposed underground propane tank reported the depth to water of 13.5 feet. Total depth of excavation from finished grade is 6.5 feet. See attached Site Plan with Drillers Log.

For installation of the new propane tank and removal of the existing fuel oil tank, there will be excess excavated & stockpiled soils. Are we to assume those soils are “clean”, not contaminated, and we should include disposal costs in our bid? What if the soils are tested and confirmed contaminated?

Yes, excavated soil is assumed to be clean unless contaminants are encountered or if the required testing results are positive for contamination.

Disposal costs for “clean” soil should be included in the bid. However, NYS Parks reserves the right to keep the excavated soil at an approved location.

As drawing notes mention, if contaminants are encountered the contractor shall contact park representative and stop all operations.

Is there any work requirements for this project that will require “historic preservation” treatment?

No.