RFR-ITT57 2017 10-18.pdf

COMMONWEALTH OF MASSACHUSETTS

REQUEST FOR RESPONSE (RFR)

Department of Conservation and Recreation ITT57 2-way Radio Equipment and Supplies

RFR# ITT57 2-way Radio Equipment and Supplies Contract Category Radio Equipment and Supplies Service Date: 2017

COMMONWEALTH ELIGIBLE ENTITY ENGAGING A VENDOR:

Eligible Entity Name: Department of Conservation and Recreation (DCR) Identify if Eligible Entity is a State Department or other type of Eligible Entity: State Agency Eligible Entity Mailing Address: 251 Causeway Street – Suite 600, Boston, MA 021114 Contact Name: Barbara Farina E-Mail Address: barbara.farina@state.ma.us Telephone: 617.626.1439 Fax: 617.626 1349

The Department of Conservation and Recreation (DCR) seeks a qualified vendor to provide and install one self-supporting tower at DCR Blue Hill Observatory. This RFR and all quotes submitted by vendors hereto shall become public record, maintained by the eligible entity.

This Request for Response (RFR) does not commit the eligible entity to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a bidder’s response to this RFR, or to engage for products or services. The eligible entity reserves the right to accept or reject any and all quotes received as a result of this RFR, and to contract for some, all, or none of the identified products and services as a result of this RFR. DCR further reserves the right to negotiate with any or all qualified vendors and to cancel this RFR, in part or in its entirety, if it is in the best interest of the eligible entity to do so.

CHECK ONE OPTION BELOW:

X New Engagement

☐ Amendment

SERVICE OPTIONS SOUGHT UNDER THIS RFQ: The DCR seeks a qualified vendor to provide and install a self-supported lattice tower, and provide power/data connections from the existing service to new tower at Blue Hill Observatory in Milton, MA, for weather instrumentation and other equipment. Some mounting of equipment is included.

General qualifications, key personnel, and pricing are listed in the Vendors’ RFR Response and pricing summary. For general information regarding ITT57, interested parties may refer to the guide at http://www.mass.gov/anf/docs/osd/uguide/ITT57.pdf . Prices may not exceed those listed in the RFR Response and Pricing documents posted for this Statewide Contract.

DESCRIBE SCOPE OF PERFORMANCE UNDER ENGAGEMENT/AMENDMENT:

The historic Blue Hill Observatory building will undergo structural work and all weather instruments and other equipment indicated on the attached spread sheet must be relocated off the top of the building to a new nearby tower with the same altitude and exposure. The Observatory maintains the longest continuous weather records in mailto:barbara.farina@state.ma.us

North America and data collection must be maintained during the reconstruction work. Proximity to the existing location, and the existing height of instruments and equipment is critical.

Schedule:

Tower must be installed by February 1, 2018, sooner preferred.

Duration:

Equipment, instruments and connections on this tower at this location will be in use for 2-4 years. We are assuming 3-6 months for calibration of instruments, 8-12 months for Observatory building reconstruction, and 3-6 months for recalibration of instruments. Then the tower will be removed and relocated. Removal of instruments, equipment and tower are not part of this contract.

Scope:

Design, Engineer and Install tower to meet all applicable codes for the specified uses.

Acquire all applicable Federal, State and Local permits. (e.g., State Building Permit, Local Wiring Permit, etc.)

Provide a Structural Analysis including all equipment and instruments to be installed incorporating:

1. Massachusetts State Building Code, current addition, and all subsequent amendments, incorporating the

2015 International Building Code.

2. Structural Standards for Antenna Supporting Structures and Antennas ANSI/TIA-222-G-05 including any latest Addendums

3. Basic Wind Speed. TBD by PE.

4. Exposure Category. TBD by PE.

5. Structure Class TBD by PE.

6. Topographic Category TBD by PE.

7. Specification for Structural Steel

Design, provide and install tower and foundation.

Provide all conduits, wiring, cable, cable trays, raceways and electrical conductors necessary to operate instruments and equipment. Pathways of electrical conductors shall run from existing Observatory locations to the new Tower location and individual mounting sites with extra cable/wire coiled there. For the four (4) weather instruments at the top, provide mounting hardware; final connection will be done by BHMO meteorological technicians. TCC Networks will mount and connect their own equipment at designated locations with wires and cables provided under this contract. All other equipment to be wired and mounted under this contract.

Tower Requirements:

Self-supporting Lattice or ladder type tower, approximate Ht. 60’ depending on location. Height to be verified in the Field. Existing height of instruments is approximately 46.25’ above grade measured at tower base, at spot Elevation 199.75’on 1996 survey.

It will be the responsibility of the successful bidder to replicate the existing heights (AGL) of all devices and equipment from the existing tower parapet to the new tower being cognizant of a change in the Above Mean Sea Level (AMSL).

Previous information indicates that from the floor of the existing tower roof to ground level, a distance of 29.5’ exists. The current masts are approximately 16.5’ tall above that. The successful bidder will verify these measurements and utilize them as reference for the new tower AMSL. It is assumed that the new tower base will have a lower AMSL than the existing tower base which will require an increase in height of the self-supporting tower to make up the difference.

Tower to be Hot Dip Galvanized Steel.

Provide safe climbing system with step bolts. Protect from public access. Potential sites are located in an enclosed courtyard, locked at night. However, walls are climbable.

Deflection shall be limited to the most stringent requirements of T1A-222, most current version.

Channel, Cable tray, Raceway or Ice Bridge for wiring. Separate line voltage and low voltage per NEC.

Cable Ladder for wiring on tower.

Provide Lightning Protection, tied into existing ground loop surrounding the observatory.

Provide foundation anchor template.

Minimal disruption to site for foundation work is required. This tower will be removed.

Four (4) weather instruments will be mounted at the top, at cardinal locations. These may be placed slightly higher than, but not lower than their current elevation. (Refer to information on spreadsheet and diagram)

Two (2) TCC Networks Ubiquiti Air Fiber24HD units and two (2) antennas will be remounted at a minimum of five (5’) feet below the weather instruments and must retain lines of sight over nearby tree lines for proper operation. The new tower location may also alter the height for the required azimuth. TCC Networks will provide required height and install these.

Two weather Haze cameras will be mounted below the TCC dishes. (Information on attached spreadsheet)

A radio base antenna (Audubon) will also be mounted, Vertex 7000. Vendor to provide new transmission line and connection. (Information on attached spreadsheet)

Two (2) additional Air Fiber 24HD units will be installed at a later date and must be included in the structural design analysis. TCC Networks will provide information on these units. (See attached spreadsheet)

All attachment arms, hardware, power lines and cables for identified equipment and instruments, to be included in the SOW.

Specified horizontal and vertical separation between instruments and equipment must be maintained. The vendor is directed to work with TCC Networks to coordinate mounting arrangements for both their existing and proposed systems at a certain vertical distance, but at a height allowing unobstructed paths and Fresnel zone clearance.

Electrical Requirements:

Refer to information on the attached spreadsheet.

Tower Location: Two (2) locations are proposed, A and B, see attached plan. Select and provide proposal price for one location.

Site A reuses existing concrete foundation 8’x 8’ and 16” visible above grade, at SW side of building.

Site B is anchored into rock, at SW side of building.

Testing: Concrete testing was done on Site A, existing concrete foundation. (Concrete Report included).

Bidders are required to include a $7,000 allowance for foundation condition testing as determined by the site selected. (X-rays of reinforcing or pins to rocks in concrete slab, soil or rock borings may be required as applicable.)

Tower Manufacturers:

Tower to be supplied by these manufacturers or approved equal:

Rohn Industries

Valmont Towers

Sabre Industries

Warranty:

Provide minimum one (1) year warranty on workmanship and materials. If at any time during the one (1) year from the date of completion, any part of such work shall in the reasonable opinion of the DCR be defective or require replacing or repairing, or damage to other property of the DCR is caused by any defect in the Work, the DCR shall notify the contractor in writing to make the required repairs or replacements and repair such damage. If the Contractors shall neglect to commence such repairs or replacements to the satisfaction of the DCR within ten (10) days from the date of the giving of such notice, then the DCR may employ others persons to make the same. The Contractor agrees, upon demand, to pay to the DCR all amounts which it expends for such repairs, replacements, and/or damages. During this one-year guarantee period any corrective work shall be performed under all the applicable terms of this contract, and if Change Orders are issued in accordance with the terms of the Contract, the Contractor shall be entitled to compensation for special insurance, as required. This one-year guarantee shall not limit any express guaranty or warranty provided elsewhere in the Contract.

Additional Data and Documents: (Attached)

1996 Site Survey with 1ft contours. Not tied to Sea level

Plan with tower sites A and B identified.

Aerial photo of site

Instrumentation and equipment data spread sheet.

Diagram of Weather instrumentation layout.

Concrete Swiss Hammer test results report for Site A identified as a tower location.

DCR will provide:

Submission to Massachusetts Historical Commission (MHC) for approval of proposed work.

A listing of contact information for individuals associated with specific devices for additional information that may be required. No additional equipment shall be added other than what is listed herein by any company or individual without prior approval of DCR Legal/Permits and Leases.

Building Plans 1996

Site Conditions and Access:

The site is atop Great Blue Hill. Approximate height of Great Blue Hill summit is six-hundred twenty-nine (629’) feet MSL. Successful respondent must verify heights in the field and certify. The site is atop a large exposed hill.

Rock ledge is present and visible in the entire area. The highest wind gust recorded at the summit in the last 50 years was 109mph during Hurricane Gloria.

The building address is Milton. However, the building straddles the town line placing the rear of the stone building (SW) in Canton where the tower will be sited. The summit is accessed via a restricted use, single lane paved road entered off Canton Avenue right at the split with Rte. 138, at the Trailside Museum.

There is a small paved area at the summit. A narrow dirt road leads to a double leaf gate entry to the courtyard where the tower will be located. Crane staging will be limited due to the topography and access to the rear courtyard.

Schedule: Provide schedule with start and duration times for design and confirmation of equipment layout, fabrication, delivery, erection, electrical work and other construction phases of work.

Meetings:

The vendor must include participation in planning meetings (at least three, 90 minute meetings) with DCR and Blue Hill Observatory staff prior or during the project.

Submittals: Vendor to provide:

Construction Schedule, Stamped Shop drawings and plans for proposed tower. Preliminary and final loading calculations, tower erection plan.

Pre Bid Meeting: A pre response meeting will be held on site at the summit at 11am on Thursday, October 26 2017. Due to limited space at the summit please contact Barbara Farina via barbara.farina@state.ma.us, to receive directions on where to park and so DCR will know how many vehicles to expect.

Attendance is strongly recommended.

Payment Bond: Upon award of contract a payment bond equal to Fifty (50%) percent of contract value is required.

Insurance:

The ultimate Contractor shall take out and maintain the insurance coverages listed in this Section with respect to the operations as well as the completed operations of this Contract. The insurance requirements required shall cover all damage to the land and property, whether above or below ground, and shall apply to all of the Work to be performed under a proposed Contract with DCR. This insurance shall be provided at the Contractor’s expense and shall be in full force and effect for the full term of the Contract.

All policies shall be written on an occurrence basis and be issued by companies authorized to write that type of insurance under the laws of the Commonwealth and rated in the A.M. Best’s Ratings (or any successor thereto or replacement thereof) as having a general policy holder rating of “A” or better and a financial rating of at least “IX” or otherwise acceptable to the DCR.

The Contractor shall submit copies of each certificate of insurance, acceptable to the DCR, simultaneously with the execution of any Contract. Certificates shall show the Commonwealth of Massachusetts, Department of Conservation and Recreation as an” additional insured” as to all policies of liability insurance and shall state that the Contractor has paid all premiums and that none of the coverages shall be cancelled, terminated, or materially modified unless and until thirty (30) days prior notice is given in writing to the DCR. The Contractor shall submit updated certificates prior to the expiration of any of the policies referenced in the certificates so that the DCR shall at all times possess certificates indicating current coverage. Certificates shall indicate that the contractual liability coverages required as well as the Contractor’s Protective Liability or Builder’s Risk coverage is in force. Certificates mailto:barbara.farina@state.ma.us shall include specific acknowledgment or endorsements showing that the coverages required are included in the policies.

Types and Amounts of Insurance Contractor’s Commercial General Liability Bodily Injury & no less than $500,000.00 each occurrence Property Damage no less than $1,000,000.00 general aggregate, per project

This policy shall include coverage relating to explosion, collapse, and underground property damage if blasting operations constitute part of the Work to be performed under this Contract.

Vehicle Liability

The Contractor shall provide the following minimum coverage with respect to the operations of any employee, including coverage for owned, non-owned, and hired vehicles:

Combined Single Limit: no less than $1,000,000.00

Worker’s Compensation The Contractor shall provide the following coverage in accordance with M.G.L. c. 149, sec. 34A and M.G.L.

c. 152 as amended, unless a higher coverage is specified below:

Part One Provide Statutory Minimum Employer’s Liability no less than $500,000.00 each accident Part Two no less than $500,000.00 disease per employee no less than $500,000.00 disease policy aggregate

Prevailing Wage Rates. All or part of the services available under this contract may require the payment of prevailing wages. All work must be proposed on a project based rate, despite this, compensation to vendor’s employees under this solicitation is according to prevailing wage requirements for the specific location of the project. Copies of prevailing wages for the applicable trades and counties are attached.

Proposals: Vendors shall supply the Department with a lump sum proposal for the vendor selected tower site to design, fabricate and install tower, instruments and equipment as described above. Only one tower site will be selected and identified - A or B. The cost shall be broken into fabrication, delivery and installation costs with a final lump sum provided.

Questions are to be submitted via Q&A section on COMMBUYS.

The proposal shall be submitted via COMMBUYS on or before 4:00 PM on November 7th 017.

CONTRACT END DATE: SOW performance shall terminate as of March 1th 2018 with no new performance after this date unless the SOW is amended. An SOW entered into prior to this termination day (or as amended) may complete the engagement as executed.

KEY PERSONS ASSIGNED TO THE TASK ORDER AND THEIR ROLES: The vendor must identify the Project Team that will be assigned to this project.

VENDOR: Please include with your response an outline of the project team including:

Vendor Project Team

Member

Name Title

Role/Responsibilities (include details of day to day responsibilities)

Phone

Email Address

Project Manager

Vendor Project Team Members may not be replaced without prior written approval from the Eligible Entity and must be replaced with individuals with comparable experience and skills to ensure no loss in the quality or level of services PRICING: The compensation structure for ITT57 contract is according to the specific project described and agreed to in the SOW and the accepted response. This is a fixed price request. Awarded vendors are required to provide specific and transparent prices in all responses to quotation requests.

COST/BILLING SPECIFICATIONS: The vendor will be reimbursed for costs submitted and approved through this request for quotes. If the vendor offers a Prompt Pay Discount that should be itemized and shown in their response (see below).

PAYMENT TERMS: Pursuant to state finance law and the terms of the contract, payments cannot be made until deliverables are received and accepted by DCR.

Prompt Payment Discount (PPD): Vendors have listed Prompt Pay Discounts in the Standard Contract Form for payment of invoices issued in less than the standard 45 days from an accurately submitted invoice. Payments cannot be made in less than 45 days from the receipt of an invoice without a PPD. Discounts must be entered into the state accounting system as a percentage off the total payment and may not be taken as credits or other reductions. Timely review and turnaround of deliverables are critical to meeting the project schedule, and all parties agree that they will use best efforts to expedite the review process.

EVALUATION CRITERIA: Respondents must submit responses proposals demonstrating the respondent’s ability to meet the objectives and goals of the scope of services above. Responses must outline both the experience of the vendor as well as the tasks recommended to implement the project.

Reponses will be evaluated according the following criteria:

Respondent’s approach to the overall objective(s) Examples of recent similar tower projects successfully undertaken Capacity to meet needs Time frame Price

ACCEPTANCE OF TERMS OF STATEMENT OF WORK (SOW): When DCR has selected a vendor and the terms of the SOW performance have been negotiated and finalized, funding has been identified, and a performance timeline is established, the selected vendor will execute a binding contract including the agreed upon SOW. Once the contract is finalized and executed by authorized signatories of DCR and vendor, performance may begin. A Notice to Proceed (NTP) will be issued.

STATEMENT OF WORK CHANGE ORDERS: Any additional work that may be required outside the scope of an executed Statement of Work (SOW) will require the SOW to be amended prior to the start of performance of the additional work. It will be the responsibility of the vendor project manager to maintain work discipline within scope.

VENDOR RESPONSE REQUESTED: Each proposal should include a project narrative demonstrating the Bidder’s their understanding of the nature of the objectives of this RFR and how those objectives will be addressed. The narrative should provide the reader a clear and concise understanding of the project, and should be written in such a way that any technical information provided is clear to a general audience.

QUESTIONS: Interested vendors may submit questions for clarification purposes via COMMBUYS until 4:00 PM on October 30th 2017. DCR may provide answers and will make every effort to do so on or before 4:00 PM on November 2nd 2017.

All Responses are due by Tuesday, November 7th 2017 at 4:00 PM. Responses are to be submitted to DCR electronically via the “Create Quote” functionality contained in COMMBUYS system.