Scope of Work - Small 1~36.docx

ILLINOIS DEPARTMENT OF NATURAL RESOURCES

SMALL PURCHASE PROCUREMENT

SCOPE OF WORK & PROJECT REQUIREMENTS

Date: March 1, 2024 File# 5-24-031

PROJECT TITLE: Construct Temporary Water Supply Inlet for Hatchery Operations

PROJECT NARRATIVE:

Little Grassy Lake at Crab Orchard Wildlife Refuge, under the jurisdiction of the U.S. Fish and Wildlife Service (USFWS), provides water supply needed for the operations of the Little Grassy Fish Hatchery. USFWS currently has drawn down the lake approximately four (4’) feet below normal pool in order to conduct a study to evaluate the need for potential spillway repairs, with anticipation that significant repairs will be warranted. Water is supplied to the Fish Hatchery via two (2) conduits, the low lake intake is a 12” diameter pipe at an elevation of 474.7 feet (approximately 24.3 feet below normal pool elevation) and the high lake intake is an 18” diameter pipe at an elevation of 492 feet (approximately 7 feet below normal pool elevation).

Given the pool elevation of Little Grassy Lake is currently at 495’, there is only 3’ of water above the elevation of the high lake intake. During dry summer months as water evaporates and the pool elevation gets lower, a vortex was noted at the location of the intake. When vortexing occurs, it causes saturation of nitrogen from the air into the water which is harmful to the fish hatchery operations. The operation of the Little Grassy Fish Hatchery relies on a specific flowrate of water from the high lake intake, a desired temperature, and a precise level of dissolved oxygen. With the possibility that the lake may be lowered even further due to dam safety concerns and/or the need to lower the lake level for repairs, an extension is necessary to establish a new high lake intake elevation to ensure the parameters necessary for the operation of the fish hatchery is sustained. Refer to Attachment 1 for the project location and Attachment 2 for the location the scope of work is to be performed.

SCOPE OF WORK:

This project will consist of, but not limited to, the Contractor providing all labor, equipment, and materials needed to install a twenty (20’) feet extension onto the existing 18” high lake intake pipe in order to establish a new intake elevation at 487 feet. Note that the scope of work to be performed will require underwater operations as the current lake level is not anticipated to be lowered in the immediate future. The tasks to be performed to complete the scope of work includes the following:

1) The existing trash rack (approximately 2’ wide by 3’ tall wire cage) shall be removed from the high lake intake. This trash rack is slid over the pipe inlet and wedged by two (2) metal rods. Once the rods are removed, the trash rack shall slide off the pipe inlet. The trash rack will be retained by site staff for future use.

2) Remove the existing high lake intake 4-piece elbow. The elbow is fastened to the steel pipe via a bolted flange.

3) Replace the elbow with an 18” diameter carbon steel flanged “T” fitting (min. wall thickness: 0.188”). This fitting will bolt to the existing steel pipe. The top leg of the “T” fitting shall be 15” in length in order to maintain the original high lake intake elevation of 492 feet. The top opening shall be sealed with a bolted on steel plate which can be removed in the future. Contractor is responsible for ensuring flanges and hole patterns of new fittings are compatible with existing piping.

4) Install a 20’ in length 18” diameter flexible intake pipe extension. Each end of the pipe shall have built in carbon steels flanges in order to connect to the “T” fitting and to attach a trash rack on the inlet end of the pipe extension. The extension piping shall be constructed of a steel-reinforced black weather resistant synthetic rubber type material (or equivalent), with a maximum working pressure rating of at least 250 psi, and an allowable bend radius of less than 110 inches for a 20-foot long section to allow for the flexibility required to adjust the elevations of the inlet elevation as needed. Also, the pipe material shall withstand being continually submerged in water.

5) A 3-dimensional trash rack shall be fabricated from 4” Sq. Wire Mesh (min. wire dia. = 0.25”) welded to a steel flange ring in order to attach to the flanged end of the pipe extension. The maximum spacing for the trash rack grid shall be no more than 4” to protect the intake from capturing underwater species and clogging the pipe. The edges of the trash rack shall have a minimum offset distance of 14” from the flanged end of the flexible extension pipe.

6) Install drum floats (or other flotation devices) to ensure the desired elevation of the temporary inlet. The connection between the floats and inlet shall be an 8’ stainless steel cable. If the pool elevation is to be lowered, the inlet will be controlled by the lake level.

7) Install anchor weights as needed to control horizontal movement and to equalize the elevation of the temporary inlet with the floats. The connection between the inlet and the anchor weights shall be a stainless-steel cable with the ability to adjust the length of the cable based on pool elevation and the bottom elevation of the lake.

8) Once all work is complete, the Contractor shall remove all debris from construction activities and dispose of off-site.

ATTACHMENTS:

The following documents are included:

PROJECT SPECIFICATIONS & REQUIREMENTS:

A. Project Specifications:

1) The awarded contractor must have 3 years of experience in the general construction industry and be able to provide documentation of completion of at least 2 projects similar in size and scope to this one.

B. Project Instructions and Notes:

This work will be conducted on Little Grassy Lake which is under the jurisdiction of the U.S. Fish and Wildlife Service (USFWS). The Contractor will be responsible for abiding by all USFWS site regulations and work with site staff regarding working hours, staging areas, and securing the work site. Once construction is complete, the Contractor is required to clean-up all construction debris and haul off site.

Underwater operations will be necessary to perform the scope of work required by the contract. All underwater operations shall be completed by professional Illinois certified divers. The Contractor shall provide documentation to the Department prior to the commencement of work.

All workers that are within the confines of the lake performing the scope of work required by this contract must wear a personal flotation device at all times.

1) Work Completed by Prime Contractor:

A minimum of fifty-one percent (51%) 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 Crab Orchard U.S. Fish and Wildlife Service. The Fish Hatchery Manager and the DNR Engineer shall also notified of when the work is to begin.

3) Deliverables and Staff Training:

Not applicable.

4) Independent Testing:

Not applicable.

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:

Awarded vendor shall submit for the approval of the DNR Project Architect/Engineer product data for the following items prior to starting work or ordering items:

a. Extension Pipe and Tee fitting

b. Trash Rack

c. Diver Certification

7) As-Built Markups:

The Contractor shall hand mark one set of drawings with corrections, dimensions, and "As-Built" notes. These Drawings shall be delivered to the DNR Project Architect/Engineer upon construction completion and prior to final payment request.

8) Extended Warranty:

Workmanship, materials and equipment subject to seasonal loads will be in conformance with the contract and free from defects for a period of one year, commencing from the goods acceptance date.

C. Project Requirements:

No pre-bid meeting will be conducted for this project.

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 The Contractor awarded the project must be registered as a small business, as required by the Small Business Set-Aside Program. (For complete requirements, to become registered, or to certify your business is in the Small Business Set-Aside Program, visit the Illinois Procurement Gateway (IPG) at https://ipg.vendorreg.com/ or call (217) 782-1270.

Pursuant to Title 44 Illinois Admin. Code 1.4545(g)(2), a small business awarded a contract procured as a small business set-aside may subcontract no more than 49% of the value of the contract to a business not registered in the Small Business Set-Aside Program.

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 two years 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.