Propane Patch Heater Bidders Meeting 2-4-15.docx

This is a Bidders Meeting minutes document for a Propane Patch Heater procurement involving H.P. Fairfield and Fleet Services, dated February 4, 2015. The meeting addressed clarifications regarding the specifications and capabilities of a propane patch heater unit. Key specifications discussed include loading door requirements (bi-fold steel doors with insulation preferred), material reclamation capacity (full load of old pavement to useable patch material), temperature control systems (two or three-position switches approved), and maximum height constraints (82 inches with doors fully open). The meeting participants included Dan Matchett and Mike Knox from H.P. Fairfield, and Bob Sidelinger and Dan Rolfe from Fleet Services.

Critical clarifications issued during the meeting addressed vendor concerns regarding performance guarantees. The Department of Transportation acknowledged that the 16-hour timeline for reclaiming a full load of old pavement to useable patch material would be subject to variations based on air temperature changes and material size, and therefore would not hold vendors to this strict timeline. Additionally, the meeting approved the use of a three-position temperature switch (up, center/off, and down positions) as an alternative to the originally specified two-position switch, providing vendors with flexibility in temperature controller design while maintaining maximum skin temperatures of 300 degrees for hot mix and 100 degrees for cold mix applications.