User Guide for Propane Air System contract 2019 8-7-19.pdf

Contract Name: PROPANE AIR SYSTEM START UP & TESTING

Contract Number: 505 ENT-M20 – PRETEST & MAIWI-00 Date: August 7, 2019

1.0 SCOPE:

Selected State of Wisconsin facilities shall use this contract for Propane - Air System start up and preventive maintenance inspection service accordance with NFPA 56/58 at State owned facilities on an annual basis.

The contractor shall provide complete Propane-Air system inspections, adjustments, calibration, and testing. This includes providing labor plus any calibration and testing equipment etc. required during inspections, startup, adjustment, initial testing/operation.

The testing must be scheduled with the Building & Grounds Superintendent so as not to disrupt their normal facility operations. Further, the testing shall be performed at the Owner’s convenience.

The contractor shall review maintenance plan which includes:

Storage tank system, piping, valves, vaporizer, compressor and mixing system components.

Operation and startup procedures.

Testing pressure settings

SPS 340 compliance

NFPA 58 compliance

Startup testing of the standby system

Written logs of all the calibration and testing of the wiring continuity, safety controls, vaporizer, compressor or mixing system controls, valves, & pumps, alarms, annunciators and cutouts shall be incorporated into the final written report of this work to be turned over to the owner upon completion.

Upon successful completion of all above specified field testing, provide electronic written instruction to operating personnel in the safe and proper operation of the storage tank, vaporizer, compressor and its operating controls.

Fuels, water, and electric power required for the burner unit during startup, adjustment and operation shall be furnished by the Owner.

2.0 AGENCIES:

All State-owned heating plants that use Propane as a backup fuel.

3.0 VENDOR:

Energy USA, INC.

1987 Spindt Dr.

Waupaca, WI 54981 Attn: Brandon Ihm Phone: (715) 258-9798

FAX: (715) 258-9709

FEIN:

4.0 CONTRACT TERM:

This Contract will run for an initial three-year period. At the end of the initial period, DFDM reserves the right to renew the contract for additional two one (1) year terms or re-bid upon completion of each one-year term.

As required by Wisconsin Statutes, continuance of a contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the contract by lack of appropriations shall be without penalty.

The RFB documents, the awarded Bidder's response as accepted by DOA/DFDM, and any purchase order related to this RFB, shall become the Contract between the parties unless a separate Contract is executed.

5.0 FIRM PRICES:

Pricing must remain firm for the initial contract term. Any proposed price increases after the initial contract term must be submitted to DOA/DFD in writing. All increases in pricing for future contract periods must be fully documented by contractor, shall be based upon industry-wide effects, and must be approved or rejected by DOA/DFD 90 days prior to the renewal of the next contract term.

6.0 OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES:

The Department of Administration performs administrative and executive functions for the State of Wisconsin. The DOA, (DFDM), will manage this contract.

There shall be no formal Purchase Order Number issued for this contract. Use the contract number as the Purchase Order Number. Contractor’s original invoice shall indicate the address to which the payment is to be forwarded.

7.0 TECHNICAL REQUIREMENTS:

7.1 TESTING & PREVENTIVE MAINTENANCE

Propane - Air Backup testing and tune up service Tests shall be conducted annually in accordance with NFPA 56, 58 and SPS 340 and the results of the testing should be available to the inspector during propane tank inspections.

The propane-air back-up fuel system shall be operationally tested for a minimum of one hundred & twenty (120) minutes duration at a load of at least 30% of rated output capacity--preferably up to 100% if feasible. During this test the following should be performed:

1. Startup testing of the Standby System

2. Review and Testing of Pressure Settings

3. Glycol condition and levels testing

4. Review of storage tank system, piping, valves, vaporizer and mixing system components

5. Review of operation and startup procedures

The timing of such tests to be at the discretion of each Building & Grounds Superintendent but shall be completed prior to December 30th.

Operational testing of the propane-air system should include awareness of the training level of all facility operators that may be called upon to make the fuel switch. All operators shall be capable of switching to propane-air as the situation requires, and periodically demonstrate that ability to the Building & Grounds Superintendent.

Documentation of safety training in changing fuels should be recorded in the facility operator’s training record.

Full phone support and troubleshooting with contractor’s certified technician in case of a system failure.

The contractor shall check all system linkages, ball joints, and assemblies for wear.

Cleaning of all burners and pilot assembly on vaporizers with the replacement of ignitor and thermocouple if needed. This shall include battery replacement on direct fired units.

Temperature control adjustment and verification of operation of vaporizers.

The contractor shall inspect all propane systems and make recommendations for repairs and efficiency up-grades as necessary.

The contractor shall make recommendations for repairs and upgrades to meet current code and NFPA requirements with pricing.

At the end of the test, the contractor shall provide documentation stating whether the propane system or failed inspection. Any defects found shall be brought to the attention of the facility owner immediately.

Provide complete propane adjustments, calibration, and testing. This includes providing labor plus any calibration and testing equipment etc. required during adjustment, initial testing/operation.

An operational failure in the standby system operation (controls, compressor, vaporizer or mixing system components, valves, and pumps) shall be immediately reported to the DFDM representative. At the same time, the facility will be pursuing repair actions as appropriate to restore the intended equipment design and function.

The service schedule must be coordinated with the Building & Grounds Superintendent to ensure that there is adequate load on the backup system and to prevent any disruption to the facility.

Written logs of all the calibration, safety controls, alarms, annunciators and cutouts shall be incorporated into the final written report and shall be turned over to the owner upon completion of the work.

7.2 REPORT SUBMITTAL

The Propane -Air Backup testing and tune up service technician shall complete the attached data spreadsheet (fill in or update fields) and note any unusual and or severe deterioration and make a preliminary verbal report to the site contact before leaving the test site, and to the authorized DFDM representative, David Bender (Phone #: 608- 261-1008) on findings when testing is completed. Official confirmation of these conditions shall be contained in the written report.

The written report shall include as a minimum:

Test site identification information.

Propane Tank Manufacturer serial and compressor & vaporizer model numbers.

Recommendations for corrective action.

Data spreadsheet

Test Summary sheet

7.3 SCHEDULING TESTING SERVICES:

Bidder shall coordinate with the facility contact and DFDM to perform the tests at a mutually agreeable time, the contractor shall coordinate in writing at least 3 weeks prior to starting the testing with the individual Building & Grounds Superintendent. This coordination will allow staff to prepare the propane air back-up system for testing & tuning.

The testing must be scheduled with the Building & Grounds Superintendent so as not to disrupt their capability of providing service to the facility.

7.4 PERFORMANCE AND SUPPORT REQUIREMENTS

7.4.1 CANCELLATION & RESCHEDULING:

Cancellation is defined to be a termination of a scheduled inspection services.

Direct costs mean labor costs and actual incurred per diem expenses for the day of the originally scheduled inspection. When cancellation is due to errors or omissions by the contractor the state will not pay for any costs incurred by the contractor, in addition the cancellation may be cause for termination of the contract.

When a testing service is cancelled by the State, the contractor may bill for direct costs incurred for the set-up day and the inspection day. Cancellation billings may not exceed the bid cost of the scheduled inspection.

Rescheduling is defined to be a postponement, or delay of a scheduled testing without 7 calendar days’ notice. If rescheduling occurs at the request of the State of Wisconsin such that a scheduled testing date on the contractor’s work schedule remains unfilled, the contractor may bill for direct costs associated with the delay.

The State will not pay a rescheduling penalty when another testing site is substituted for the originally scheduled testing location. If rescheduling occurs at the request of the contractor or due to errors or omissions by the contractor the State will not pay for any costs incurred by the contractor, in addition the rescheduling may be cause for termination of the contract. Rescheduling billing may not exceed the bid cost of the schedule testing.

7.4.2 PRIME CONTRACTOR:

There shall be one contract between the DOA/DFDM and a single Bidder for the award of the entire contract. If subcontractors are planned to be used, this should be clearly explained in the bid. However, the prime Bidder will be responsible for contract performance if subcontractors are used.

No subcontracting will be allowed without the prior approval of the Contract Officer managing this contract.

7.4.3 REPORT RESULTS

At the end of the tests, no later than 2-weeks after performing work, at each location, the contractor shall provide owner, Department of Administration with digital copies of complete formal legibly written logs and reports of all above propane air backup system testing and inspection.

Each of the copies of these written reports shall be e-mailed to each Facility Building & Grounds Superintendent and to the DFDM representative. Any defects found shall be brought to the attention of the propane air backup system owner immediately.

The report must (at a minimum) include the following information: propane tank number and facility location, a list of key personnel involved including the facility, results signed and dated by the field service representative who completed the work.

The data collected table shall be included for each propane air backup system tested at each facility.

E-mailed copies of the report must be received by the Department of two (2) weeks after completion of the on-site inspection to david.bender@wisconsin.gov

7.4.4 PRIME CONTRACTOR LIABILITY

As necessary, the Contractor shall communicate or meet with the DFDM representative to discuss ordering, invoicing, contract updates, procedure updates or other contracting issues.

Any problems that cannot be resolved between the DFDM and the Contractor will be referred to the Contract Administrator. The Contract Administrator will inform the Contractor in writing of the unresolved issues and the Contractor will respond with proposed corrective actions.

As necessary, Contractor shall meet with the DOA Contract Administrator to discuss issues related to specific contract performance.

The Contractor may request meetings to address unresolved contract issues.

7.4.5 CUSTOMER SERVICE

Awarded vendors shall provide business hours contact information for customer service. This information shall include name of contact person, telephone number, email address, hours available. Customer service shall be made available to the State, at a minimum, from 8:00 a.m. to 4:00 p.m., Monday through Friday on non-state Holidays.

Awarded vendors shall provide emergency contact information. This information shall include the name of the contact person(s) and their telephone numbers. The State shall be able to reach these individuals 24 hours/day in case of an emergency.

8.0 SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate special terms and conditions when it is in the best interest of the State to do so. The Bidder shall not submit its own Contract document as a substitute for the State's Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The State may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State. All requirements in this section are mandatory and shall be met with no additional cost to the State.

8.1 PAYMENT

Bidder will accept payment from authorized end-users by check or electronic funds transfer.

8.2 CONTRACT AUDITS AND CREDITS

The State reserves the right to audit any report submitted by the Contractor for accuracy and to identify any pricing problems. If pricing problems are identified by the DOA Contract Manager, the Contractor shall issue credits within thirty (30) calendar days of notification of the problem.

8.3 BACKGROUND CHECKS

Due to the nature of this solicitation, the Procuring Agency reserves the right to conduct background checks on the organization, its officers and employees, and subcontractors, if applicable, to determine whether any conviction exists that is substantially related to the solicited Commodity or service, or if such conviction may otherwise adversely affect the Bidder's ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) will negatively impact the Contractor's ability to meet contractual obligations and requirements.

8.4 FRATERNIZATION/AGENCY WORK RULES

All Contractors and their subcontractors (if applicable) working on-site are subject to departmental rules. A copy of these rules may be obtained by written request to the Procuring Agency's Procurement Manager identified in this RFB.

8.5 PAYMENT TERMS

Payment will not be made until the product is determined to meet all meet all Specifications, requirements and has been accepted by DOA/ DFDM.

8.6 CERTIFICATES OF INSURANCE

INSURANCE POLICY INSPECTION

Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance certificates in effect during this Contract.

The insurance policies shall be issued by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the State's Contract Administrator and the signature of an authorized agent.

The policies and/or certificates shall be submitted to the State upon request, for annual review, and/or when insurance coverage(s) or providers are changed. In the event the Contractor's required insurance policies in effect during this Contract are modified or cancelled, Contractor shall immediately provide notice to the State of Wisconsin.

8.7 ACCESS TO SECURE FACILITIES

Execution of this contract may require access/entrance into DOC or DHS secure facilities.

All contractor staff may be required to submit to a Criminal Background Check, which must be successfully completed prior to arrival. Although specific policies vary somewhat between facilities, the following (but not limited to) will apply:

All vehicles entering and leaving the facility may be searched, causing up to 30 minutes delay each way. Within the fence, contraband items are prohibited in the vehicle as well as on the person. Contraband items include but are not limited to drugs, tobacco products, cell phones, adult or pornographic materials, explosives and weapons (including pocketknives, box cutters, and razor knives, unless a part of an inventoried toolbox.) In many locations, drivers must turn off vehicle motors and lock cab doors whenever their truck is unattended.

Toolboxes should be inventoried prior to arrival to facilitate security staff accounting. Items may be left with security; however illegal items may not be returned. Possession of contraband may be reported to local law enforcement. Contractor staff may be required to pass through a metal detector and/or have all carry-in items x-rayed or searched.

Delivery persons will need to be properly documented with approved identification: a valid Wisconsin or other State’s driver’s license. Vehicles will be subject to search upon entering and leaving said Facility. Vehicles containing weapons, drugs or drug paraphernalia, live animals, additional passengers, and/or any other restricted items will not be allowed to enter the facility.

The State will not be responsible for any additional delivery charges resulting from being denied entry by non-compliant delivery personnel.

8.8. CANCELLATION AND TERMINATION

8.8.1 TERMINATION FOR CAUSE

The State may terminate this Contract after providing the Contractor with thirty

(30) calendar days written notice of the Contractor's right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate this Contract after providing the State a one hundred and twenty (120) calendar day notice of the State's right to cure a failure of the State to perform under the terms of this Contract.

Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

8.8.2 TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice; the State of Wisconsin by providing at least a thirty (30) calendar day notice to the Contractor, and the Contractor providing at least a one hundred and twenty (120) calendar day notice to the State in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such Services as set forth in the Contract.

Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods or Services paid for but not received or implemented, such refund to be paid within thirty (30) days of written notice to the Contractor requesting the refund.

8.8.3 CONTRACT CANCELLATION

The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

Fails to perform any service/material obligation required under the Contract.

Files a petition in bankruptcy, becomes insolvent, or otherwise acts to dissolve as a legal entity.

Allows any final judgment not to be satisfied or a lien not to be disputed after a legally imposed, 30-day notice.

Makes an assignment for the benefit of creditors.

Fails to follow the sales and use tax certification requirements of §77.66 of the

Wisconsin Statutes.

Incurs a delinquent Wisconsin tax liability.

Fails to submit a non-discrimination or affirmative action plan as required in the

Standard Terms and Conditions (DOA-3054).

Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin's Fair

Employment Law).

Becomes a federally debarred Contractor.

Is excluded from federal procurement and non-procurement contracts.

Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract.

Fails to maintain the confidentiality of the State's information that is

Confidential Information, proprietary, or containing Personally Identifiable

Information.

Contractor performance threatens the health or safety of a State employee or

State customer.

8.9 CHECK LIST

1. Container distance requirements

2. Bulk tank data

3. Combustibles around the tanks, piping and bulkheads.

4. Container paint and decals

5. Bulk tanks piping and bulkhead protection

6. Condition of piers and saddle pads

7. Plugged tank openings

8. Pressure gauges.

9. Float gauge dials.

10. Relief valve weep holes and metallic stacks.

11. Anchoring of catwalks/stairways.

12. Bulk paint signs.

13. Piping and valve supports.

14. Piping flexibility.

15. Conditions of flexible connectors

16. Piping materials/corrosion.

17. Shutoff Valves – Materials and ease of operation.

18. Hydrostatic Relief Valves

19. Cathodic and Pressure Testing of

Underground Lines

20. Explosion-proof electrical equipment

21. Pumps, compressors and motors

22. Belt guards on all pumps and compressors.

23. Hose protection

24. Emergency shutdown devices and remote shutdown station

25. Hose Plugs and gaps

26. ACME connectors

27. Fire extinguishers

28. Backflow check valves on transport risers

29. Screens on transport risers

30. Odorant

31. Underground liquid and high vapor piping

32. Piping and valves checked for leaks

33. Tank installation security.

34. Fire Safety Analysis.

35. Regulators.

36. Other Equipment.

37. 2011 requirements for system emergency shutdown.

38. Operation and maintenance manual.

8.10 CHECK LIST – REPORT

REQUIRED ACTION Yes No N/A

1 Does the container meet distance requirements?

2 Are Bulk tank data plates attached and protected from rust & damage?

3 Is the area around bulk tanks, piping and bulkheads free from combustibles?

4 Are tanks properly painted, decaled and in good condition?

5 Are bulk tanks, piping and bulkheads properly protected?

6 Are piers, saddle pads in good condition?

7 Are all tank openings plugged or protected?

8 Are all pressure gauges in good condition?

9 Are float gauges readable and intact, and /or do rotary gauges swing freely?

10 Are relief valve weep holes clear of debris and equipped with metallic stacks?

11 Are catwalks/stairways anchored?

12 Are all bulk plant signs posted and up to date?

13 Is all piping and valves properly supported?

14 Does all piping have adequate flexibility?

15 Are all flexible connectors free of kinking, twisting, bulging, fraying or distortion?

16 Is all piping safe and free from damage or corrosion and fabricated from proper material?

17 Are all shutoff valves made of approved material and do they operate properly?

18 Are all HSVs installed where necessary, capped, and free from dirt and corrosion?

19 Is all electrical equipment explosion-proof and are seal offs installed where necessary?

20 Are all pumps, compressors and motors properly secured and lubricated?

21 Do all pumps, compressors have belt guards properly installed?

22 If present are all loading hoses and transport off-loading piping properly protected?

Are manually operated emergency shutdown devices and remote shutdown stations clearly identified?

24 Does Cathodic and Pressure Testing of Underground Lines meet NAC standard?

25 Are all hoses capped, plugged or attached to fixed ACME connector when not in use?

26 Are transport unloading risers equipped with a backflow check valve in the liquid line?

27 Does the propane in the container pass a “Sniff Test”?

28 Check underground liquid piping and high-pressure vapor piping for leaks?

29 Does the system meet the 2011 requirements for emergency shutdown?

30 Does the system have an Operations and Maintenance manual in place?

31 Does the system meet NFPA code requirements?

8.11 PROPANE SYSTEM INFORMATION

Facility Name Location Number of tanks

Tank Size (gallons)

System Propane or Propane air

Type of vaporizer Total (Max) MMBTU load on the backup system

Fox Lake CI Fox Lake 1 18,000 Propane air Water Bath 67

Lincoln Hills School Irma 1 18,000 Propane air Water Bath 37

Oshkosh CI Oshkosh 1 30,000 Propane air Electric 56

Kettle Moraine CI Plymouth 1 18,000 Propane air Water Bath 45

Columbia CI Portage 1 18,000 Propane air Water Bath 40

Jackson CI Black River Falls

1 45,000 Propane air Water Bath 70

Sangor Power CC Oneida 3 1,000 Propane air Direct fired 4.2

Stanley CI Stanley

30,000 Propane air Water Bath 40

8.12 FACILITY CONTACT

Facility Name Facility Location Contact Name Contact Number Contact Email

Fox Lake CI Fox Lake Pat Chamberlin

920-928-6950

Patrick.Chamberlin@wisconsin.gov

Lincoln Hills School Irma Michael Stockowitz

715-536-8386 ext. 1259

Michael.Stockowitz@wisconsin.gov

Oshkosh CI Oshkosh Patrick Doyle

920-232-2654

Patrick.Doyle@wisconsin.gov

Kettle Moraine CI Plymouth Michael Showers

920-526-9212

Michael.Showers@wisconsin.gov

Columbia CI Portage Jason Thompson

608-742-9100 ext. 9271

Jasonr.thompson@wisconsin.gov

Jackson CI Black River Falls Robert Mann

715 284-7396 Robert.Mann@wisconsin.gov

Sangor Power CC Oneida Jeffrey A. Kroll

920-869-1095

JeffreyA.Kroll@wisconsin.gov

Oneida Zachary Blair 608-240-5376 ZacharyP.Blair@wisconsin.gov

Stanley CI Stanley Thomas Zemaitis

715-644-2960

Thomas.Zemaitis@wisconsin.gov

Contract Name: Propane Air System Start Up Testing

Contract Number: 505 ENT- M20 - PRETEST & MAIWI-00 Date: July 16, 2019

8.12 BID COST

LOCATION FACILITY COST COST COST

2019 2020 2021

1 Fox Lake Fox Lake CI $1500.00 $1500.00 $1500.00

2 Irma Lincoln Hills School $1500.00 $1500.00 $1500.00

3 Oshkosh Oshkosh CI $1500.00 $1500.00 $1500.00

4 Plymouth Kettle Moraine CI $1500.00 $1500.00 $1500.00

5 Portage Columbia CI $1500.00 $1500.00 $1500.00

6 Black River Falls Jackson CI $1500.00 $1500.00 $1500.00

7 Oneida Sangor Power CC $1500.00 $1500.00 $1500.00

8 Stanley Stanley CI $1500.00 $1500.00 $1500.00

TOTAL ANNUAL COST $12,000.00 $12,000.00 $12,000.00

TOTAL BID COST

(Sum of (2019+2020+2021)

$36,000.00

Additional Fees if test program is delayed due to source operating problems or severe weather conditions:

Lodging, and per diem expenses will be billed as actual cost.

Project Manager, (per day) $

Field Technicians, (per day) $ 300.00 (Each) Other fees (per day) $

Explain: Covers the cost at the extra time