ENG420021 - ADVANCE - SOW.pdf

ILLINOIS DEPARTMENT OF NATURAL RESOURCES

SMALL PURCHASE PROCUREMENT

SCOPE OF WORK & PROJECT REQUIREMENTS

Date: September 13, 2024

File# 4-20-021

LOCATION: ‘ADVANCE’ – a historic Pullman Corporate Heavyweight Rail Car is located at Gateway Rail Services, Inc. in Madison, Illinois (destined for Silvis, Illinois)

PROJECT TITLE: Specialized Relocation Expertise & Storage Facility for ‘ADVANCE’

PROJECT NARRATIVE:

The Historic & Significant Corporate Heavyweight Rail Car ‘ADVANCE’ (eligible for listing to the National Register of Historic Places - NRHP) is currently being stored in unacceptable conditions. Despite military-grade tarps placed of the 'ADVANCE', water continues to infiltrate the car and is causing the steel to “rot” – the technical term for rail car steel deteriorating to point of failure. Due to the Landmark eligibility of the rare and unique artifact, the Agency has prioritized ‘ADVANCE’ and cannot allow it to deteriorate further. The car also of great significance to the Pullman State Historic Site story (where the car is part of the transition from wood to steel construction, part of the Pullman Porter's story, and likely tied to Robert T. Lincoln who was eligible to utilize the car as President of the Pullman Factory and may have traveled on it two months prior to his death in 1926).

The ‘ADVANCE’ is currently stored at Gateway Rail Services Inc. in Madison, IL. Originally, in 2009, the ‘ADVANCE’ was stored under cover; however, at some point (exactly when is unclear), the car was moved outside (when Gateway prioritized their under cover space for other active projects). After almost a decade of being exposed to the elements, the former HPA purchased two (2) military-grade tarps to cover the ‘ADVANCE’. These tarps have not stopped water from infiltrating the car to the point where there is standing water on the open-end platforms and infiltrating the steel and filling up the voids between windowpanes (before slowly seeping into the steel frame). Furthermore, since the car was stored at Gateway Rail Service (2009), the car has been tagged (white spray paint) in several locations, windows have been broken (and have not been boarded up despite IDNR direction to do so), and raccoons and mice are living (and dying) in the car. In 2023, Gateway Rail Service was directed to remove a raccoon carcass; in 2024, the carcass remained, and a second raccoon carcass was discovered.

Moving 'ADVANCE' to a storage facility (under cover, conditioned, and with appropriate doors and track space) is critical to preserving the historic car. While the current conditions are deplorable, relocating 'ADVANCE' will require specialized expertise (specifically, knowledge of 1911 Class I standards as opposed to modern "AMTRAK" Class I standards) and to identify / remove non-historic additions to the car (a refrigeration unit, etc.). Furthermore, specialized expertise is required to strategically, disassemble the trucks from the car (as the car cannot be moved by rail) and craned onto a flatbed truck (including expert supervision to reduce risk of damage during crane operations both at its current location and destination). Lastly, due to the deteriorated condition of the car, the distance moved must be limited (to reduce costs and risk of catastrophic damage to the car).

SCOPE OF WORK:

This project includes specialized expertise needed to identify & preserve the historic nature of the ‘ADVANCE’ in preparation for relocation and during the move of ‘ADVANCE’ from its current location in Madison, IL (Gateway Rail Services, Inc.) to a suitable facility in Silvis, IL (Railroading Heritage of Midwest America – RRHMA):

Specialized Expertise to Maintain 1911 Class I Standards:

Ability to move the ‘ADVANCE’ while maintaining historic standards (as opposed to modern Class I standards) is required. The Interstate Commerce Commission (ICC) classified railroads by their annual gross revenue -- Class I ($1 million criterion) was established in 1911; Class I was updated in 1956 and many other times (but most recently in 1992 where the latest Class I standards are held for carriers earning revenue greater than $250 million). While the Pullman Factory always maintained the highest safety / Class (and so ‘ADVANCE’ would have been held to a 1911 Class I Standards) these standards most resemble an archaic Interchange Standard.

Modern 1992 Class I standards would require that the entire car be completely changed / updated (the historic trucks would have to be completely modernized). Most repair and restoration services are well-versed with modern Class I requirements (AMTRAK standard) but not in 1911 Class I (Interchange) standards.

Identification of Historic Elements & Select Demolition of Non-Historic Elements of the Undercarriage:

o Any service moving ‘ADVANCE’ would be required to both Identify historic and selectively remove non-historic elements of the undercarriage (air conditioning unit, modern Class I equipment, etc.) and maintain historic Class I standards. While many railroad repair and restoration groups can update cars to modern Class I standards, only one facility in Illinois has the specialized expertise to differentiate/meet historic Class I requirements (including specialized equipment) -- the Railroading Heritage of Midwest America (RRHMA).

o Removal of non-structural components (rough cut) shall be completed by Sawzall (where possible) to reduce fire risk.

o Disconnection of wheels & bogey trucks, removal of center pins, truck safety chains, brake disconnection, and any other components necessary for over-the-road transportation.

The Landmark-eligible status of the ‘ADVANCE’ requires additional effort protect the rare & unique car (during preparation for re-location, transport, delivery, and storage):

Protection of Car During Re-location, Transport, Delivery:

Due to the age (and deteriorated) condition, any moves of the car should be minimized (along with physical distance) to reduce risk. Specialized expertise (specifically on-site supervision by an experienced specialist) is required to safely load / unload by crane the ‘ADVANCE’ at its current location (Madison, IL) and transfer to its future location with track capacity (under cover in a conditioned space). This relocation effort will require identification (and removal) of non-historic items added to the undercarriage of the car (air conditioner, etc.); removal of these non-historic items will reduce risk of damage to the car during relocation.

o Disconnection of wheels & bogey trucks, removal of center pins, truck safety chains, brake disconnection, and any other components necessary for over-the-road transportation.

o Transportation shall be performed in compliance with ASME B30 Series, ASME P30, and

29 CFR 1926 S.CC.

Specialized Storage Facility:

The ‘ADVANCE’ should no longer be exposed to elements and should be stored in a covered and conditioned space to maintain the historic asset until it can be restored. The location of the covered & conditioned space should have 16’-0” doors and at least 82’-0” (the overall length of the car including the open-end platforms). The location of the covered & conditioned space should also be within proximity of Statewide Operations staff (and specialized experts) to periodically inspect the car to ensure that conditions are maintained and no additional damage to the car is sustained.

ATTACHMENTS:

The following documents are included:

1) N/A

PROJECT SPECIFICATIONS & REQUIREMENTS:

Acceptable Services:

1. Railroading Heritage of Midwest America (RRHMA) – Silvis Facility

A. Project Specifications:

1) The awarded contractor must have a minimum of 5 years of specialized historic train car repairs

& restoration industry experience and be able to provide documentation of completion of at least 5 projects similar in size and scope to this one.

B. Project Instructions and Notes:

Please coordinate upcoming work schedule with the IDNR Project Manager - Erick Huck at 217 / 782 – 5694.

1) Work Completed by Prime Contractor:

A minimum of fifty-one percent of the work shall be completed by the Prime Contractor on this project. Pursuant to (30 ILCS 500/1-15.17) the Contractor is the person having a contract with the Illinois Department of Natural Resources.

2) Coordination of Work Activities:

All work activities and entry to the site must be coordinated with the IDNR Project Manager – Erick Huck at (217)782-5694.

3) Deliverables and Staff Training:

N/A

4) Independent Testing:

5) Contractor’s Licensing and/or Certifications:

Contractor shall be responsible for compliance with all applicable contractor and trades person licensing with the appropriate State agency. This includes, but is not limited to:

a) N/A

6) Shop Drawings:

Submit for the approval of the DNR Project Manager, shop drawings and product data for the following items:

a. N/A

7) As-Built Markups:

8) Extended Warranty:

a) N/A

C. Project Requirements:

1) Project Meeting

PROJECT MEETING TO BE HELD: YES NO

MANDATORY ATTENDANCE: YES NO

2) COVID-19 Requirements

In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

3) Duration Bids shall be good for ninety (90) calendar days after the submittal date, or for an extended period, if agreed to in writing by the Bidder and DNR.

4) Prevailing Wage Rates This contract [or agreement] calls for the construction of a “public work,” within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (“the Act”). The Act requires contractors and subcontractors to pay laborers, workers and mechanics performing services on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus, amount for fringe benefits) in the county where the work is performed. The Illinois Department of Labor (IDOL) publishes the prevailing wage rates on its website at http://labor.illinois.gov/. IDOL revises the prevailing wage rates and the contractor/subcontractor has an obligation to check the IDOL’s web site for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to IDOL’s website. All contractors and subcontractors rendering services under this contract must comply with all requirements of the Act, including but not limited to, all wage requirements and notice and record keeping duties.

5) Certified Payroll State law 820 ILCS 130/5 requires all contractors and sub-contractors working on state http://labor.illinois.gov/ construction projects to submit certified payroll records to the Department of Natural Resources. The payroll records must include all workers employed by contractors on the project.

In accordance with 820 ILCS 130/5, the contractor and sub-contractor(s) shall make and keep, for a period of 5 years from the date of the last payment made on or after January 1, 2014 (the effective date of Public Act 98-328) on a contract or subcontract for public works, records of all laborers, mechanics, and other workers employed by them on the project.

No later than the 15th day of each calendar month, the contractor shall file a certified payroll for the immediately preceding month with the Department of Natural Resources.

6) Small Business Set-Aside

The contractor awarded the bid must be registered as a small business, as required by the Small Business Set-Aside program. (For complete requirements, to become registered, or certify your business in the Small Business Set-Aside Program, visit http://www.sell2.illinois.gov/sbsp/set_aside.htm. or contact the Department of Central Management Services’ small business coordinator at 1-866-455-2897.)

7) Apprenticeship-in-Training When applicable, the contractor and all subcontractors must be participants in apprenticeship and training programs that are both approved by and registered with the U.S. Department of Labor’s Bureau of Apprenticeship and Training. The program(s) must be in the same trade(s) in which the contractor or subcontractor performs work. For information on how to participate in or set up a program, contractors may call the U.S. Department of Labor at 312/596-5508 or visit their website http://www.doleta.gov/oa/ .

8) Illinois Office The bidder must certify that the bidder will maintain an Illinois office as the primary place of employment for persons employed in the construction authorized by the contract.

9) Subcontractors The Contractor shall identify the names of all subcontractors to be utilized by them in the performance of this contract, together with the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. Pursuant to Illinois Procurement Code (30 ILCS 500/1-15-108), a person or entity is not a “subcontractor” if that person only Provides goods or supplies that are incidental to the performance of a contract by a person who has a contract subject to the Code.

10) Insurance

Contractor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty

(30) days’ notice has been provided to the State. Contractor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law. Insurance shall not limit Contractor’s obligation to indemnify, defend, or settle any claims.

11) Performance Bond/Labor and Material Payment Bond

Pursuant to the Public Construction Bond Act (30 ILCS 550/), a performance bond and a labor and material payment bond covering the faithful performance of the contract and the payment of all http://www.sell2.illinois.gov/sbsp/set_aside.htm http://www.doleta.gov/oa/ obligations arising thereunder, shall be required if the project cost exceeds $50,000. Each bond shall be in the full amount of the contract. The bond must be from a surety licensed to do business within the State of Illinois and acceptable to IDNR.

12) Minority Contractor Opportunity Initiative The State requires a fee of $15 to cover Expenses related to the administration of the Minority Contractor Opportunity Initiative. Any Vendor awarded a contract under Section 20-10, 20-15, 20- 25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) of $1000 or more is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund.

13) Permits and Licenses

Permits and licenses necessary for the execution of the work shall be secured and paid for by the Contractor.

14) Utilities Before starting excavation, establish location and extent of underground utilities occurring in the work area. Contractor shall contact Joint Utility Locating Information for Excavators (J.U.L.I.E.) 800-892-0123.

15) Highway Permits The Contractor is responsible for contacting the appropriate County Superintendent(s) of Highways and/or other appropriate local officials concerning the proposed work activities on the project as they may relate to use of the County and local road system. Coordination of any activities of concern to the County or Township shall be the responsibility of the Contractor.

Special attention shall be given to load limits and seasonal restrictions.

16) New Products Unless otherwise specifically provided in the contract documents, all materials, equipment and products incorporated in the work under the contract shall be new and of a suitable grade for the purpose intended.

17) Steel Products Any steel product(s) used or supplied in the performance of this contract shall be manufactured or produced in the United States, in accordance with the Steel Products Procurement Act, unless a waiver is granted by IDNR (30 ILCS 565/).

18) Specified Materials

Bids shall be based on providing all products/materials exactly as required by the project specifications. Contractor may select from the list of acceptable manufacturers, offer an “equal” product and provide proof of its capabilities to meet the project specifications or, for products specified only by reference or performance standards, select any product which meets or exceeds the specified standards, by any manufacturer, subject to the approval of DNR.

19) Final Cleaning

Contractor shall clean-up all work related debris and construction materials and properly dispose off-site. The Contractor shall repair and otherwise make good any damage caused by the work and leave the premises in the equivalent of the original condition.

20) Warranties

The Contractor warrants that all work provided under the contract will be in conformance with the contract and free from defects in workmanship, materials, and equipment for a period of one year from the goods acceptance date. See Section B. Project Instructions and Notes, for any extended warranties that may apply.

21) Change Orders

Change order shall be defined as a change in a contract term, other than as specifically provided for in the contract, which authorizes or necessitates any increase or decrease in the cost of the contract or the time for completion. A change order shall be executed by the State agency and vendor evidencing the change. All changes shall be approved by the CPO, or designee, and be accompanied by a written determination that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed and the change is germane to the original contract as signed.

A change order or series of change orders which authorize or necessitate an increase or decrease in either the cost of a public contract by a total of $25,000 or more or the time of completion by a total of 180 days or more. (720 ILCS 5/33E-9). Change orders to contracts over the Small Purchase Threshold of $100,000, shall be published to the Illinois Procurement Bulletin, pursuant to Section 15-25 of the Code and documented pursuant to Section 33E-9 of the Criminal Code of 2012, in advance of execution of the change order.

The DNR Architect/Engineer shall determine if the change was unforeseeable and/or germane to the original contract and that the price is fair and reasonable. When changes in or modifications to the work become necessary, the Contractor shall submit an itemized cost for the work and shall include appropriate documentation to support the cost for the labor, material, and equipment.

22) Inducement Resolution All or a portion of this project may be paid or reimbursed from the proceeds of tax-exempt bonds subsequently issued by the State.

23) Payment

Payments, including late payment charges, will be paid in accord with the State Prompt Payment Act and rules when applicable, 30 ILCS 540/; 74 III. Adm. Code 900. This shall be the Contractor’s sole remedy for late payments by the State. Payment terms contained in Contractor’s invoice(s) shall have no force or effect.

24) Contract Award Contract award will be made to the lowest, responsible, responsive bidder. The Department of

Natural Resources reserves the right to reject any or all bids.

25) Term of Contract All work shall be completed by December 1, 2024 unless agreed to by both the Contractor and DNR, that a time extension is warranted.

26) Bid Submittal

Bids may be submitted electronically on BidBuy or by submitting the attached Bid Form.

27) Bid Submittal Date and Time Refer to the BIDBUY solicitation for the bid date and time.

28) Questions

ALL QUESTIONS PERTAINING TO THE SCOPE OF WORK OR THE BIDBUY PROCEDURES, MUST

BE DIRECTED TO Frederick.Murphy@Illinois.gov ALL QUESTIONS MUST BE SUBMITTED IN

WRITING NO LATER THAN THREE (3) BUSINESS DAYS BEFORE THE BID DATE.

29) Project Contacts: The following individuals are listed as project contacts during the construction phase. The Bidder may not communicate directly with any of these individuals during the bidding process. All communication during the bidding phase must be directed to the Frederick.Murphy@Illinois.gov email address.

Project Manager:

PM: Erick O. Huck Illinois Department of Natural Resources

Address: One Natural Way Springfield, IL 62702

Phone: (217) 782-5694 E-mail: erick.huck@illinois.gov

Billing:

Erick Huck Illinois Department of Natural Resources One Natural Resources Way Springfield, IL 62702 Phone: (217) 782-5694 Fax: (217) 782-9599 E-mail: erick.huck@illinois.gov mailto:Frederick.Murphy@Illinois.gov mailto:Frederick.Murphy@Illinois.gov mailto:erick.huck@illinois.gov mailto:erick.huck@illinois.gov o:\ocdeng\engadm\projects\reg_2\fy24\2-24-042 illinois beach sp - repair lift station at lodge & conference center\procurement documents - bid\sow.docx