Pre-Bid MEETING MINUTES 8-31-17.pdf

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MEETING MINUTES

PRE-BID MEETING

NAME OF PROJECT: Ft. Randall Oil Room Clean Agent Fire Suppression System MEETING LOCATION: Project Site DATE & TIME: August 5, 2021 @ 10:00 am

SOLICITATION #: W9128F21Q0069

A. Introductions & Upfront Items

1. Items in red signify critical items, clarifications, or items being added to the contract by amendment.

2. Items in blue signify notes taken during the pre-bid meeting.

B. Contract Items

1. Period of Performance: 180 calendar days from date of award (no Notice to Proceed will be provided)

2. Bonding & Insurance Requirements:

• Insurance - Requirements listed on page 12 of 44 in the solicitation document.

• Bonding – Requirements listed on page 31 of 44 in the solicitation document.

3. Payment:

• Per specification 1.15, payment will be made after supply and installation have been inspected and accepted. Supply and installation shall consist of completing all items listed in the subparts of specification 5.0 including provision of the 1 year warranty letter. Progress payments may be allowed if requested once on site installation has begun.

• Payment will be made by Electronic Funds Transfer (EFT)

4. Buy American:

• All materials provided on this contract must comply with the BUY AMERICAN Standards.

Any problems with large lead times or unavailability of materials should be submitted for a waiver with your proposal. Contractor to list in proposal reason for using materials outside of the BUY AMERICAN standard. USACE and contractor will work through any issues if they arise.

5. Davis Bacon:

• Davis Bacon Wage Rules will apply while the contractor is performing work on site.

Wages to employees must meet or exceed those listed on the wage determination sheet starting on page 39 of 44 in the solicitation document. During on site work, weekly

2 | P a g e submission of certified payrolls will be required and labor interviews will be conducted by the government. Labor Interviews will be conducted by Ft. Randall QA.

6. Contract Drawings and Specifications:

• Upon contract award, the Government will provide to the Contractor, without charge, one set of contract drawings and specifications, except publications incorporated into the technical provisions by reference, in electronic or paper media as chosen by the Contracting Officer.

7. Contractor Allowed Working Hours:

• The Contractor can work Monday through Friday 7am to 5:30pm except during federal holidays.

• The contractor will be allotted up to 2 hours of crane usage. However, crane use requires a 48 hour notice to the government prior to being available. Crane usage will be allowed from 7am to 4pm, Monday through Thursday. More information is available in specification part 3.2.2 Contractor is responsible for rigging the materials that will be lowered down. USACE powerhouse crew will be responsible for crane operation during the lifts. Ft. Randall stressed the importance of giving notice when the materials and equipment will need to be lowered down by the crane. Powerhouse crew members who are trained to operate the crane do not work on Fridays.

• Crane hatchways located nearby can provide access from the main generator bay level down to the level where work is being performed.

8. Contractor Personnel (see specification part 1.5):

• The contractor shall perform all work under this contract using his or her own forces except as provided in Paragraph 1.5.2 ‘Subcontracting’. Employees who perform this work shall be qualified persons on the contractor’s own payroll.

• The distributer/installation contractor shall have a minimum of five years’ experience in the design and installation of similar clean agent suppression systems.

9. Contractor Quality Control (CQC) manager – see specification 1.6

• Contractor shall name the primary contact person for matters involving quality and performance or nonperformance of the required work assigned to that crew. This person is to be on site at all times while work is being performed and must be employed by the prime contractor. It is important for the CQC to be on site at all times so Ft.

Randall will know who the point of contact is and the same person will be on site day to day.

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10. Security Requirements:

• Submit the provided Fort Randall Access Form for review 10 days prior to mobilization.

(Specification part 1.8 and 1.14.1.1) This is a list of crew members on site.

• E-Verify – each person that expects to work on site must be pre-screened via the E-

Verify program. (Specification 1.14.2 and page 38 of 44 in the solicitation document)

Website verifying that each crew member is legal to work in the USA.

• Personnel Risk Assessment (for unescorted access) – required for supervisors and/or oversight personnel in order to escort their own team while on site. Per specification

1.14.3, PRA requirements include:

a. Criminal Background Check

b. ID Verification upon entering site to escort other non-authorized individuals

• The following security requirements as listed on pages 37 through 39 are NOT applicable to this contract:

a. Part 1 - AT Level 1 Training

b. Part 2a – Contractors will not require CAC

c. Part 3 – AT Awareness Training

d. Part 4 – Suspicious Activity Reporting Training

e. Part 5 – Access to Government Information Systems

f. Part 6 – OPSEC SOP/Plan

g. Part 7 – OPSEC Awareness Training

h. Part 8 – Information Assurance/Information Technology training

i. Part 9 - Information Assurance/Information Technology certification

j. Part 10 – Authorization to accompany the Force

k. Part 11- Delivery in a Foreign Country

l. Part 12 – Handling / Access to Classified Information

m. Part 14 – Clearance

n. Part 16 – Armed Guards

o. Part 17 – TARP Training

11. Submittals: See Submittal Register. The following list highlights a few items included on the submittal register that are of particular interest:

• Abbreviated Accident Prevention Plan – the provided checklist will serve as a guide for the contractor’s use when creating this document.

a. One item to be included on this plan will consist of Lock Out Tag Out processes.

Any work performed by the Contractor that requires taking Project operated equipment out of service shall be done only after a formal clearance is obtained through the Government. Work performed on the fire suppression system requires taking project operating equipment out of service which will be done only after a formal clearance is obtained by the Government with a 24-hour minimum notice. After the Government clearance tag has been placed on the equipment, the Contractor shall place his own lock on the Project's clearance lock box. Contractor to provide his own lock.

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• Room Integrity Fan Test – this submittal will require the contractor to demonstrate the airtightness of the room and the integrity of the door seal. Depending on means and methods, this may require more than one test to provide the required information.

C. Bid Schedule

This Pricing Schedule is as shown in the image below. The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will provide the best value to the Government. Evaluation criteria can be found on page 14 of the solicitation document.

The contractor shall install the new system utilizing the fewest working days possible to minimize the amount of downtime of the fire suppression system. Removal work shall not begin until all components of the new system are on site.

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1. Basic CLINS 0001, 0002, and 0003 consist of:

• Removal and disposal of all piping components associated with the CO2 system

‘downstream’ of the location shown in photo 13 of the Scope of Work document.

a. Note: contractor will be required to cap the pipe that remains in place

• Supply and install of all equipment and controls to make a functional clean agent system

a. Clean agent must comply with the requirements listed in specifications part 1.13

b. Review part 5.1.3

c. Part 5.1.7: The system shall include but not limited to the following:

✓ Cylinder(s) (Existing cylinders are to be left in place)

✓ UL listed and compatible releasing control panel – location on exterior wall to be coordinated with Government

✓ Nozzles

✓ Piping, hangers and supports as necessary – contractor may be allowed to use the existing pipe supports as long as the new piping is protected from direct contact with these existing supports (must provide protection from galvanic corrosion and wear due to vibration).

✓ Conduit and wiring

✓ UL listed and compatible smoke detectors

✓ Actuators and controls to perform door and ventilation system damper opening and closing

✓ Manual override to allow for opening of the dampers after a discharge event

✓ Dampers for the air intake and exhaust grates

✓ Wiring and controls as applicable to integrate damper system with the system

✓ Manual pull station outside the Lube Oil Storage Room with placard identifying as such

✓ Abort station outside the Lube Oil Storage Room with placard identifying as such

✓ Horn and strobe (replacement of both the interior and exterior strobe)

✓ Output contact for future remote alarm

✓ Maintenance Switch

✓ Selector switch for primary and reserve agent storage containers – this item is no longer required

✓ System commissioning

✓ Perform a room integrity fan test and provide report on results

✓ Seal new and existing room piping penetrations to minimize leakage locations

✓ Perform anchoring of the agent storage container to the adjacent concrete wall for restraint

✓ Warning Signs at the room entrance

✓ New fire rated entry door (OPTIONS 1 & 2)

d. Part 5.1.8 – O&M manuals

e. Part 5.1.9 – Provision of passwords

f. Part 5.1.10 – Stamped design by a Registered Fire Protection Engineer

g. Part 5.1.11 – Two training sessions for training USACE staff

h. Part 5.2 – Disposal

i. Part 5.3 – Warranty

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2. OPTION CLINS

(The Contracting Officer may exercise the contract option(s) by written notice to the Contractor within the active period of the award)

• CLIN 0004

a. This contract option is for replacement of the door, track, and actuator mechanism. Remove existing equipment and provide a new door, track, actuator, seals, and any required linkage to be incorporated with the new system. Door shall function so that it may be manually opened or closed by Ft.

Randall Maintenance Staff without impairing functionality or causing a trouble alarm. See specification part 6.0 for more information.

• CLIN 0005

a. This contract option is for supply of replacement door, track, actuator, seals, and any required linkage to be incorporated with the new system. See specification part 6.0 for more information.

D. Miscellaneous Items

1. Government Provisions:

a) The government will provide a 120V AC electrical service up to the new control panel. Upon contract award, the contractor shall coordinate with USACE to specify where this service should be installed. Service will consist of a 20 amp, single pole circuit breaker and a Dayton

Disconnect Switch (model # 35JF64). Contractor to verify if this service works and should let

USACE know.

2. Government Assistance

b) The Contractor is to be aware that no government tools, equipment, or personnel will be made available for Contractor use or assistance at any time during the project.

3. Power / Raw Water

c) The Government will make available, from existing outlets and supplies, all reasonably required amounts of raw water and electricity required in the performance of the work without charge to the Contractor. (specification part 3.1)

4. Drinking Water

d) Drinking Water will not be made available to the contractor.

5. Portable Toilets

e) Toilet facilities will not be available for Contractor's use. The Contractor shall provide and maintain portable toilets for use by the Contractor's staff. (specification part 4.1.1)

6. Parking / Staging

f) Parking along the switchyard or tailrace parking lots is allowed (on the south end). Contractor shall not park along the road in front of the lobby doors or in the concrete bay door driveway.

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g) Staging of equipment can be coordinated with the government QA at the time of mobilizations. Several locations in the immediate area of the lube oil room can be made available.

7. CDC Guidelines and/or local Federal Requirements regarding COVID will be required

h) Fort Randall is currently requiring masks, regardless of vaccination status. These rules are subject to change.

E. Amendment items

1. This document will be posted as an amendment to ensure all clarifications and additions are formally added to the contract’s Scope of Work. The following items are now contractual.

• Submittal register will require submission of a Work Schedule to be submitted at least 2 weeks prior to mobilization

• Electrical conduit must be rigid steel conduit that complies with UL 6 and is galvanized by hot-dip process. Use threaded fittings for rigid steel conduit. Use solid gaskets and ensure conduit fittings with blank covers have gaskets, except in clean, dry areas or at the lowest point of a conduit run where drainage is required. Ensure covers have captive screws and are accessible after the work has been completed.

• All panels, junction boxes, piping, tubing, controls shall be labeled to show:

a. Identification of Piping/Tubing Systems

i. Provide color coded piping /tubing identification label wraps on all tubing and piping. All identifications on the label must conform to ASME

A13.1 and at a minimum, include; pipe or tubing OD with material, type of substance in the piping or tubing, flow direction with an arrow, and designated hazard classifications with a specific color. Provide identification label wraps every 10 ft on piping or tubing unless otherwise recommended per applicable standard.

b. Nameplates

i. Each piece of equipment provided must have the manufacturer's name, type or style, model or serial number, on a plate secured to the item of equipment. Plates must be durable and legible throughout equipment life and made of stainless steel. Plates must be fixed in prominent locations with nonferrous screws or bolts. Nameplates for valves and cylinders must be constructed of stamped metal tags. Minimum size of nameplates is be 1 inch by 2.5 inches. Lettering must be a minimum of

0.125 inch high, normal block style. Nameplate convention to be coordinated with government prior to fabrication.

F. Bid Submission

Bids are due on August 24, 2021 at 2:00pm Central Time.

• Electronic quotations are preferred over paper responses, unless other arrangements have been made. Send completed quotation to Timothy Boyte at timothy.b.boyte@usace.army.mil This is the correct email to use. Contractor was advised to call Tim Boyte directly once bids are submitted to verify that the submission was successful.

G. Questions mailto:timothy.b.boyte@usace.army.mil

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• Technical inquiries and questions relating to technical requirements, quote procedures or bonds are to be submitted via Bidder Inquiry in ProjNet at:

https://www.projnet.org/projnet/

Questions can be submitted no later than COB 13 August 2019, in order that questions may be given consideration or actions taken prior to receipt of offers. More information regarding this process is included on page 12 and 13 of the solicitation document.

1. What is the heat detector voltage inside the lube oil room?

a) 125 VDC

2. What is the function of the maintenance switch in part 5.1.3?

a) The function of this maintenance switch is to be utilized during lock out tag out activities and will override the system, so it does not function or go off when maintenance is being performed. This is a safety feature for anyone working on the system when it is active.

3. What is the existing CO2 pipe size coming through the wall into the lube oil room?

a) 1.5 inch

4. How often will Powerhouse crew be in the lube oil room and battery room?

a) Ft. Randall must perform work in these areas during unit outages. During these outages Fort Randall personnel will need to conduct work in the lube oil room and battery room. The contractor must maintain access to Fort Randall personnel to ensure maintenance work is performed on schedule.

Maintenance work typically requires 1 or 2 Fort Randall mechanics to operate valves and pumps and monitor performance. It is expected that the contractor and Fort Randall maintenance staff can work around each other with minimal interference. The unit outage dates are as follows. November

01, 2021 though November 10, 2021; November 15, 2021 though November 24, 2021; November

29, 2021 through December 09, 2021; December 13, 2021 through December 23, 2021; January

31,2022 through February 10, 2022.

5. Where should the panel be located?

a) Panel to be located outside of the lube oil room. Exact location to be determined onsite during pre-construction meeting. Items that may influence the location of the panel are power service, size of panel and CO2 tank location.

6. Is touch up paint required as part of the contract?

a) Yes contractor will be required to perform paint touch up if existing paint system is affected or damaged in matter that touch up paint needs to be applied to restore the paint system to its original condition.

7. Is there a square footage requirement or limitation for floor space taken up by the clean agent containers?

a) Yes, per scope of work part 1.13, “Agent storage containers must fit on a floor area of 3 feet by 3 feet by 6 feet high and be securely anchored to the structure.”

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