ADDENDUM NO. 1 TO SOUTHERLY TRUCK SCALE REPLACEMENT DESIGN BUILD PROJECT (TSR-2) RFP FOR THE NORTHEAST OHIO REGIONAL SEWER DISTRICT AUGUST 13, 2012

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1 ADDENDUM NO. 1 TO SOUTHERLY TRUCK SCALE REPLACEMENT DESIGN BUILD PROJECT (TSR-2) RFP FOR THE NORTHEAST OHIO REGIONAL SEWER DISTRICT AUGUST 13, 2012 PROPOSALS DUE: 4:30 P.M. (OFFICIAL LOCAL TIME) ON TUESDAY, AUGUST 21, 2012 Addendum No.1 consists of five (5) pages and the following Attachments: Attachment TSR Attachment TSR Attachment TSR Pre-Proposal Meeting Attendees (1 page) Pre-Proposal Presentation Slides (12 pages) Reference Drawing E34B ATTENTION BIDDERS The following, as additions to and modifications in the Request for Proposal, will be included in, and become part of the Southerly Truck Scale Replacement Design Build Project (TSR-2). Proposers are, therefore, instructed to take the following into account in rendering any Proposal for this work. I. PRE-PROPOSAL CONFERENCE A. A pre-proposal conference was held on August 01, 2012 at the Environmental and Maintenance Services Center of the Northeast Ohio Regional Sewer District (NEORSD) located at 4747 East 49 th St., Cuyahoga Heights, OH. A list of attendees who signed in at the meeting is included as Attachment TSR-2-1-1, and the presentation is included as Attachment TSR The meeting convened at 9:00 AM, with Patricia Martinak, Project Manager, introducing herself and the following individuals: Mr. Gary Hoffman Mr. Terry Bolden Mr. Larry Osborne Mr. Li Xu NEORSD, Engineering & Construction NEORSD, Contract Compliance Officer NEORSD, Engineering and Construction NEORSD, Information & Technology B. NEORSD began the meeting with Ms. Martinak introducing the concept of the progressive design-build process, and the schedule of events for the proposal and interview process. Some of the key dates discussed were as follows: a. Deadline for Questions August 07, 4:30PM 2012 Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 1 of 6

2 b. Proposals Due August 21, 4:30PM c. Selection of Design Builder and Interviews (if necessary) August 24 d. Contract Negotiations August 24 through August 28 e. Board Authorization to Award September 20 C. MBE/WBE/SBE Participation The NEORSD s Business Opportunity Program is on the NEORSD web page as well as the certified list of MBE/WBE/SBE companies. The MBE/WBE goal for this contract has been set at 5%. If you have any questions or concerns, please call Ms. Tiffany Jordan, Office of Contract Compliance (216) D. Ms. Martinak stated that verbal questions would be accepted at the pre-proposal meeting. After the pre-proposal meeting, all questions must be submitted to Patty Martinak and Gary Hoffman in writing by the close of business (4:30 PM) on August 7, 2012 via to martinakp@neorsd.org and hoffmang@neorsd.org. Answers to questions will be issued via Addendum and posted to the project s Sharefile site. E. The meeting was open to questions from the attendees. The following are the questions asked at the meeting and answers to those questions: No questions were asked. MISCELLANEOUS COMMENTS FROM THE PRE-PROPOSAL MEETING No Comments were made. II. QUESTIONS SUBMITTED, BY 1. Clarification - The software used to interface with hardware such as scale indicators, printers, Kiosks, PLC based traffic controls, etc. is non-web based and would be run from a server within the client side LAN/WAN. The software used to access/manage data or generate reports is web accessible. Refer to Technical Specification section titled Technology Related Requirements 2. Would you like for us to provide entrance/exit gates and controls for the scale, or just controls for existing equipment? For existing equipment, what is the control voltage? Revise Technical Specification e: The software must provide a go/stop light, gate arm and remote display- upon successful capture of truck weight information once the truck has been scanned and identified with a valid 2012 Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 2 of 6

3 permanent device to read The software must provide to the facility - a go/stop light and remote display that activates upon successful capture of truck weight information once the truck has been scanned and identified with a valid device. Existing gates are to remain. Design/Builder may have to remove and reinstall in order to perform the Work. Existing voltage 120. Voltage must be verified by scale manufacturer prior to commencement of Work. 3. We would like clarification of the scan/store/maintain driver s license# functionality. When/where in the process will the scanning take place? Add the following: in order to identify all incoming and outgoing drivers upon entry to the scale area to Technical Specification h. 4. A Safety coordinator is mentioned throughout the project. Will a state certified scale technician that is a lead safety person work for this project? or will a corporate safety coordinator be required on site at all times? Refer to Division 1 Specification 01_35_29 Safety Program 1.2 Submittals G. Safety Coordinator 5. We would like to offer end cleanouts and sectional cleanouts, rather than access panels that will span the width of the scale. These cleanouts will be required to be bolted down. We will use never seize on the bolts that will keep them from rusting or seizing up, is this acceptable? Add the following: Bolted access panels/cleanouts are not permitted. to Technical Specification Section titled Weigh Bridge after 3rd sentence in first paragraph. 6. The software for the scale we will be utilizing is our own WeighMaster NTEP (National Type Evaluation Program) Approved Software for legal for trade applications. Will you require NTEP Software? Refer to Technical Specification Quality Assurance and Section 2.02 Scale Instrument for NTEP reference. Replace in Technical Specification : permanent device with assigned device Replace in Technical Specification : assigned permanent device with assigned device 2012 Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 3 of 6

4 Revise Technical Specification Section 2.02 a: A permanent device to assign and identify hauler/truck through the use of a permanent device such as a Radio Frequency Identification (RFID) device or similar identification technology (i.e. Bar Coding) that will be attached to the vehicle and will automatically identify said vehicle. to read A device to assign and identify hauler/truck through the use of an assigned device such as a Radio Frequency Identification (RFID) device or similar identification technology (i.e. Bar Coding) that will automatically identify the vehicle. Delete from Technical Specification Section 2.02 a: The RFID device and software must support assignment of a number that matches the NEORSD customer number in its financial system - a 4 digit (format nnnn) field. Delete from Technical Specification Section 2.02 g:...billing Account#, LabLynx ID # etc. Delete from Technical Specification Section 2.02 WEIGH-IN PROCESS a: Attendant ID (e.g. security guard/attendant badge number or employee ID number of the attendant on duty monitoring the incoming/outgoing process. Billing Account Number to be used for interfacing to the Owner s Oracle Finance system for billing purposes. LabLynx ID to be used for interfacing to the Owner s LabLynx application Load Destination such as Southerly, Westerly, etc. as trucks may weigh in at the Southerly WWTC and then proceed to other locations. It is preferable that the software be able to default for haulers with assigned device/id and that this default may be manually overridden by the attendant as necessary. Delete from Technical Specification Section 2.02 WEIGH-IN PROCESS b: Attendant ID (e.g. security guard/attendant badge number or employee ID number of the attendant on duty monitoring the incoming/outgoing process. Load Destination such as Southerly, Westerly, etc. (Trucks may weigh in at the Southerly WWTC and then proceed to other plants Attendant must have the ability to select from a valid list of values. Delete from Technical Specification Section 2.02 WEIGH-IN PROCESS c: 2012 Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 4 of 6

5 The ability to automatically provide truck driver with sample bottle label if applicable. Upon validating their entry to the scale, this requirement must trigger the printing of label that the driver attaches to a sample bottle received from the attendant upon entry. Label data is expected to be housed in the Truck Identification Table discussed above. Delete from Technical Specification and 12 SCALE DATA INTERFACE TO THE LABLYNX APPLICATION Delete from Technical Specification and 13 SCALE DATA INTERFACE TO THE ORACLE FINANCIALS APPLICATION III. PROJECT SITE TOUR A site tour was conducted after the Pre-Proposal Meeting. The following are the questions asked at the site visit and answers to those questions: 1. Can we submit questions by fax or mail? questions as directed during the pre-proposal meeting. 2. Are IT personnel required by the proposers in this Contract? Refer to the draft Technical Specification in the Attachment A: Design Criteria Package. 3. Are clean-outs in the scale deck required? Refer to Attachment A: Design Criteria Package Draft Technical Specification page May the Design-Builder repair the existing coping instead of replacing? Refer to the Request For Proposal Section 3.1 Description of Project and the Attachment A Design Criteria Package Draft Technical Specification page 5 Foundation. IV. REQUEST FOR PROPOSAL Revise RFP page 5: Demolition of the existing truck scale system including the traffic lights, intercom system, ultrasonic sensors, display, recording and reporting system. to 2012 Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 5 of 6

6 read Demolition of the existing truck scale system including the traffic lights, intercom system, sensors, display, recording and reporting system. END OF ADDENDUM NO Northeast Ohio Regional Sewer District 109_Rev 03/2012 ADDENDUM #1; TSR-2 Page 6 of 6

7 ATTACHMENT NO. TSR Pre-Proposal Meeting Attendees

9 ATTACHMENT NO. TSR Pre-Proposal Meeting Presentation

10 Southerly WWTC Truck Scale Replacement Design-Build Project Pre-Proposal Meeting August 01, 2012

11 Introduction Progressive Design-Build Procurement Approach Request For Proposals (RFP) Requirements Technical Scope of Work Procurement Schedule Questions and Answers Site Visit

12 design- Qualifications-based selection of a single contract builder Design Builder starts design and the construction cost estimate is progressively developed in an open book format until the Owner and Design- Builder mutually agree upon a Guaranteed Maximum Price (GMP) Once GMP agreed upon, the Design Builder proceeds to construction phase of the project If no acceptable GMP is reached, Owner has the option to bid out the construction in the typical design-bid build format.

13 Advantages Design & Construction single point of responsibility Early collaboration with District on solutions and details Meet project budget and schedule requirements with early construction cost assessment and continuous scope management Accelerated procurement and delivery Streamlined procurement process

14 Issue Request For Proposal Respond to questions Select D-B based on approach and fee Agree on GMP Optional short list & interview Preconstruction Notice To Proceed Project RFP Response Proposal Negotiate Guide Design/Scope Verify DB Concept Period Evaluation Performance Typical:60% Design Off Ramp if necessary Prepare Proposal, attend pre-proposal meeting, submit questions Proposal submitted Interview if required Negotiate Design/Estimates Complete Design Construction Construction Notice To Proceed Design- Builder NEORSD

15 Form A: Preconstruction Services Lump Sum All services through establishment of Target Price of construction Project Management Engineering & Design Constructor involved in design process Development of Estimate & Quantity Scope Management Equipment/Material Procurement Management Project Controls Form B: General Conditions Lump Sum Inclusive of all fixed construction costs requirements Field Facilities/some Construction Equipment Field Engineers/Inspectors Field management Staff Environmental, Quality and Safety Programs Project Controls Form C: Fee % on Cost of Construction Inclusive of all: Overhead and expenses Profit on Construction Form D: Truck Scale Lump Sum Inclusive of all truck scale system equipment ie: Scale deck including load cells Weighing Equipment Recording Equipment Stop/Go Lights; Photo Cells, Intercom, etc. Qualification Assessment Experience of firm and project team Project Understanding Technical Approach Cost Savings & Innovation

16 Contract Amount/ Guaranteed Maximum Price (GMP $0.15M) General Allowance (GA) DB Fee% of Construction DB Fee% of Construction Truck Scale Lump Sum General Conditions Lump Sum Design & Preconstruction Lump Sum NEORSD/DB Agreed Cost of Construction Estimate Truck Scale Lump Sum General Conditions Lump Sum Design & Preconstruction Lump Sum As Proposed/Bid Negotiated Contract Amount/GMP

17 Design-Build Team Arrangements Business Opportunity Program Participation Financial and Bonding Capacity Safety Performance Comments on Proposed Owner/D-B Agreement

18 Design Criteria Package Draft Criteria Package Drawings Demolition and Proposed New Draft Specifications: Technical and Division 1

repair Demolition includes: existing scale, traffic

19 Proposed new work includes: new scale, traffic lights, bollards, intercom, weigh Station, concrete repair Demolition includes: existing scale, traffic lights, bollards, intercom, weigh station, concrete repair

20 August 01, 2012 August 07, 2012 August 21, 2012 August 24,2012 August 24, 2012 August 28, 2012 September 20, 2012 October 19, 2012 Mandatory pre-proposal meeting Deadline for submittal of respondents questions on RFP Proposals due Notification to selected Design Builder Interviews (if required at District s sole discretion) Contract negotiations complete District Board of Trustees approval Notice to Proceed for Preconstruction period

21 Questions: In writing to with cc to Site Visit Immediately following

22 ATTACHMENT NO. TSR Reference Drawing E34B

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