Scope of Work - Large 1~10.docx

ILLINOIS DEPARTMENT OF NATURAL RESOURCES

SMALL PURCHASE PROCUREMENT

SCOPE OF WORK & PROJECT REQUIREMENTS

Date: November 14, 2023 File# 1-24-009

PROJECT TITLE: Replace Diesel Engine Drive Unit

PROJECT NARRATIVE:

The Illinois Department of Natural Resources, hereinafter referred to as IDNR, manages the Anderson Lake State Fish and Wildlife Area (SFWA) for public benefit. Waterfowl hunting is a main attraction for hunters. The waterfowl impoundments are seasonally flooded, for either hunting opportunities or refuge purposes, then drained to promote moist soil food production. Seasonal flooding uses water supplied by a 32,000 gallon per minute pump. The pump, and associated diesel drive unit, were installed in the late 90’s. The original Deutz diesel engine has been maintained but has reached the end of its design life. This effort provides for the acquisition of a new trailer-mounted, diesel engine to power this pump.

SCOPE OF WORK:

This effort shall provide a complete portable power unit consisting of a diesel engine, rated to deliver a minimum 145 Horsepower at 1500 RPM, mounted on a tandem axle trailer that is USDOT compliant for on and off-road travel. The trailer shall include the complete diesel power unit which includes the engine, electrical starting system, fueling system, cooling system, air intake and exhaust system(s), lubricating system, heavy duty power take-off system, speed reduction assembly, side mounted hand operated clutch and PTO driveshaft.

ATTACHMENTS:

The following documents are included:

1) Existing Drive Unit Photo and Shop Drawing

PROJECT SPECIFICATIONS & REQUIREMENTS:

A. Project Specifications:

1) The awarded contractor must have 3 years of experience in the commercial large volume water handling pump and/or trailer fabrication industry and be able to provide documentation of completion of at least 2 projects similar in size and scope to this one prior to award.

2) Acceptable Manufacturers: Manufacturers listed below have been recognized for providing quality products with superior performance by such entities as Underwriters Laboratories (UL), Applied Research Laboratory (ARL), or consumer-based organizations such as Consumer Reports. They are chosen to describe the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition.

“Or Equal” submissions will not be rejected because of minor differences in design, construction or features that do not affect the suitability of the product for its intended use. Burden of proof that the product is equal is on the bidder.

3) Diesel Engine shall meet or exceed the following:

a. Shall meet current EPA emission standards.

b. Be liquid cooled and rated to deliver not less than one hundred forty-five horsepower (145 HP), continuous duty, at fifteen hundred revolutions per minute (1500 rpm).

c. Be equipped with air cleaner, pre-piped air-cooled radiator with anti-freeze/water mixture, and engine driven fan.

d. Exhaust system shall employ a flange mounted residential grade muffler, including weather cap.

e. Fuel system shall be filtered and include primary and secondary transfer pumps that will source fuel from a separate fuel storage tank via “Camlock” fuel line fittings. Fittings shall be affixed to trailer with metal fuel lines to engine.

f. Starting system shall be initiated manually and shall be 12-volt electric, utilizing lead-acid batteries. A battery box, or rack, shall be mounted to the trailer and be wired with all necessary cables. Provide an engine mounted, alternator type battery charging system with automatic voltage regulator.

g. Engine shall have an emergency shut-down mode initiated by low lubricating oil, high cooling water temperature and engine overspeed.

h. Provide gauges for lubricating oil pressure, coolant temperature, elapsed runtime, battery charging ammeter, and tachometer. Visual alarms for high engine temperature, low oil pressure and engine overspeed shall also be provided. Visual alarms shall remain indicating until manually reset.

i. Provide a pre-wired, fixed control panel to house the gauges and alarms referenced above. The panel shall also contain switches for emergency stop and engine start. An external fuse holder will also be included. Vibration dampeners are to be installed, as needed, to lessen the potential impacts to the control panel.

j. Power take-off assembly, complete with side load hand-operated clutch, shaft, and bearings mounted in a cast iron housing, shall be provided with the engine. Centerline of PTO shaft should be approximately 42” above ground level.

k. Acceptable manufacturers: John Deere, Caterpillar, Cummins

4) Engine Trailer shall meet or exceed the following:

a. Provide a US DOT compliant tandem axle trailer designed to support the complete pump drive unit, incorporating mounts and vibration dampeners as needed.

b. Designed for on and off-road travel, and shall incorporate suitable suspension, fenders, wiring, lights (ICC approved / 6 pin round connector), wheels, tires, brakes, safety chains, tie downs, protective coatings, two (2) rear stabilizing jacks (7000 lbs. each minimum), and a swivel tongue jack w/ wheel (5000 lb. minimum).

c. Trailer tongue shall be fitted with a pintle type hitch rated for 10,000 lb. load minimum.

B. Project Instructions and Notes:

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 Delivery:

Delivery shall be coordinated with the site superintendent at least 48 hours in advance and take place between 8:00 am and 3:00 pm Monday - Friday. Deliver location is Anderson Lake State Fish & Wildlife Area, 647 N. State Highway 100, Astoria, IL 61501.

3) Deliverables and Staff Training:

Three (3) sets of operating and maintenance manual and start-up procedures shall be provided to DNR. DNR staff shall receive proper training and instruction on the operation and maintenance of all new equipment.

4) Independent Testing:

The Contractor shall pay all independent laboratory testing if needed.

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.

6) Product Data:

Submit for the approval of the DNR Project Architect/Engineer product data for the following items prior to ordering items or beginning work:

a. Diesel Engine

b. Trailer Assembly

2) Duration Bids shall be good for ninety (90) calendar days after the Bid Opening Date.

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.

5) Employment of Public Workers on Public Works:

In a period of excessive unemployment rates, State contractors (1) constructing or building any public works or (2) cleaning-up and disposing on-site of hazardous waste, and that clean-up or on-site disposal is funded or financed in whole or in part with State funds or funds administered by the State, are required to employ at least 90% Illinois laborers on such project. For projects involving clean-up and on-site disposal of hazardous waste, emergency response or immediate removal activities are excluded. This requirement applies to all labor whether skilled, semi-skilled or unskilled, whether manual or non- manual.

A period of excessive unemployment rates is defined as any month immediately following two consecutive calendar months during which the level of unemployment in the State of Illinois has exceeded 5% as measured by the United States Bureau of Labor Statistics in its monthly publication of employment and unemployment figures.

Any public works project financed in whole or in part by federal funds administered by the State of Illinois is covered under the provisions of this requirement, to the extent permitted by any applicable federal law or regulation. 30 ILCS 570.

Contractors may receive an exception from this requirement by submitting a request and supporting documents certifying that Illinois laborers are either not available or are incapable of performing the particular type of work involved. The certification must: (a) be submitted to the agency within the first quarter of the Contract Term; (b) provide sufficient support that demonstrates the exception is met; (c) be signed by an authorized signatory of the contractor; and (d) be approved by the agency.

6) Small Business Set-Aside N/A

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.

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 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.

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 Any change order authorized under this Section shall be made in writing. Any person employed by and authorized by any unit of State or local government to approve a change order to any public contract who knowingly grants that approval without first obtaining from the unit of State or local government on whose behalf the contract was signed, or from a designee authorized by that unit of State or local government, a determination in writing that (1) the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed, or (2) the change is germane to the original contract as signed, or (3) the change order is in the best interest of the unit of State or local government and authorized by law, commits a Class 4 felony. The written determination and the written change order resulting from that determination shall be preserved in the contract's file which shall be open to the public for inspection. This Section shall only apply to 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. 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.

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.

27) 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.

28) 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.