SAN ANTONIO WATER SYSTEM PURCHASING DEPARTMENT

Transcription

1 SAN ANTONIO WATER SYSTEM PURCHASING DEPARTMENT Issued By: Joseph Ramon Date Issued: April 29, 2016 BID NO.: FORMAL INVITATION FOR BEST VALUE BID (BVB) FOR GENERATOR MAINTENANCE SERVICE, REPAIR AND PARTS ADDENDUM 2 Sealed bids, one (1) Original and seven (7) copies, addressed to the Purchasing Director, San Antonio Water System, 2800 US Hwy 281 North, Administration Bldg., 5 th Floor, San Antonio, TX will be received until 3:00 p.m. May 10, 2016 and then publicly opened and read aloud for furnishing materials or services as described herein below, The San Antonio Water System Purchasing Department is willing to assist any bidder(s) in the interpretation of bid provisions or explanation of how bid forms are to be completed. Assistance may be received by visiting the Purchasing Office in the SAWS Main Office, 2800 US Hwy 281 North, San Antonio, TX 78212, or by calling (210) This invitation includes the following: Invitation for Bids Terms and Conditions of Invitation for Bids Specifications and General Requirements Price Schedule The undersigned, by his/her signature, represents that he/she is authorized to bind the Bidder to fully comply with the Specifications and General Requirements for the amount(s) shown on the accompanying bid sheet(s). By signing below, Bidder has read the entire document and agreed to the terms therein. Signer s Name: Firm Name: (Please Print or Type) Address: Signature of Person Authorized to Sign Bid City, State, Zip Code: Address: Telephone No.: Fax No.: Please complete the following: Prompt Payment Discount: % days. (If no discount is offered, Net 30 will apply.) Please check the following blanks which apply to your company: Ownership of firm (51% or more): Non-minority Hispanic African-American Other Minority (specify) Female Owned Handicapped Owned Small Business (less than $1 million annual receipts or 100 employees) Indicate Status: Partnership Corporation Sole Proprietorship Other (specify) Tax Identification Number: To report suspected ethics violations impacting the San Antonio Water System, please call Revised1 03/24/16 Page 1 of 12

2 ***** This Addendum 1 is issued to make the following changes on Bid Questions and Responses to questions 2. Non Mandatory Site Visit will be held at San Antonio Water System, Medio Plant, located at 2231 Hunt Lane, San Antonio, TX on May 3, 2016, 9:00 a.m. for all prospective bidders to see generators rated 900kw and above to clarify any questions pertaining to the specifications and to obtain precise measurements. Secondary site visit will take place afterwards. Those who previously attended the initial Pre-Bid Meeting do not need to attend. 3. Revised Evaluation Criteria name page 14 section B. REFERENCES/ SIMILAR PRIOR EXPERIENCE (20 POINTS) Bidder has been actively engaged for a minimum of three (3) consecutive years as a contractor providing the specified services. SAWS require Contractor technicians to be generator maintenance certified for all manufacturer s stated with this document. Generator Maintenance Technicians shall at a minimum possess a high school diploma and two (2) years of journey-level experience in the repair and maintenance of standby generator and/or uninterrupted power supply systems. Changed to EXPERIENCE, COMPANY AND PERSONNEL Bidder has been actively engaged for a minimum of three (3) consecutive years as a contractor providing the specified services. SAWS require Contractor technicians to be generator maintenance certified for all manufacturer s stated with this document. Generator Maintenance Technicians shall at a minimum possess a high school diploma and two (2) years of journey-level experience in the repair and maintenance of standby generator and/or uninterrupted power supply systems. 4. Delete section 18 page 17 A bid bond will be required if SAWS Contracting Officer estimates that the purchase price of the materials or services under any contract with SAWS will exceed $10, If a bid bond is required, the bid must be accompanied by a Bid Bond, Certified Check or Cashier s Check on a state or national bank in the amount of not less than five percent (5%) of the total bid payable without recourse to SAWS, and no bid will be considered unless it is in compliance with this section. Bid Bonds or Checks in lieu thereof will be retained until the contract is awarded, and will be returned to the unsuccessful bidders immediately after opening. Said Bond or Check shall be returned to the successful bidder unless such bidder fails to execute the required contract acceptance document within 10 days following the Notification of Award. 5. Revised Repair Service Warranty page 24 The vendor warranty shall guarantee that any equipment proving defective in workmanship or materials within one (1) year after installation will be replaced without charge and F. O. B. SAWS delivery address. SAWS shall not be responsible for additional repairs, replacement parts or labor as a result of faulty PM or repair services. Changed to the vendor warranty shall guarantee that any equipment proving defective in workmanship or materials within one (1) year warranty on workmanship and manufacturer s warranty on materials after installation will be replaced without charge and F. O. B. SAWS delivery address. SAWS shall not be responsible for additional repairs, replacement parts or labor as a result of faulty PM or repair services. 6. Revised Preventative Maintenance (PM) Warranty page 24 The vendor warranty shall guarantee that any equipment proving defective in workmanship or materials within one (1) year after installation will be replaced without charge and F. O. B. SAWS delivery address. SAWS shall not be responsible for freight. Changed to the vendor warranty shall guarantee that any equipment proving defective in workmanship or materials within one (1) year warranty on workmanship and manufacturer s warranty will be replaced without charge and F. O. B. SAWS delivery address. SAWS shall not be responsible for freight 7. Revised Load Bank Testing required annually for most applications (see NFPA 110 & NFPA 99) Page 2 of 12

3 (LBT) page 22 section third paragraph. Contractor will conduct Load Bank Testing for a minimum of two continuous hours at % of the nameplate rating on the customer s generator, which will exceed the requirements of the National Fire Protection Association, unless otherwise specified by the customer. Changed to Contractor will conduct Load Bank Testing for a minimum of two continuous hours at 25 percent load for 30 minutes, followed by 50 percent load for 30 minutes, followed by 75 percent load for 60 minutes of the nameplate rating on the customer s generator, which will exceed the requirements of the National Fire Protection Association, unless otherwise specified by the customer. 8. Bidder must submit a safety and health plan, and a maintenance schedule plan with their bid. Complete and submit as Attachment B, Experience Place as Tab Direct Drive scope of work- FUEL SYSTEM Fuel Filter Replace. Inspect for proper sealing operation. LUBE OIL SYSTM Oil and Filters Change. Inspect all gaskets and seals. S.O.S. Obtain oil sample for analysis. Results must be provided to appropriate manager within 15-days. Crankcase Breather Inspect and clean. COOLING SYSTEM Obtain coolant sample for analysis. Results must be provided to appropriate manager within 15- days. AIR INDUCTION SYSTEM Turbocharger Inspect turbocharger for proper rotating assembly. Check for oil leakage or unusual noises. Air Filter Inspect and replace. ENGINE MONITORS AND SAFETY CONTROLS Gauge Operation Check oil pressure, water temperature, and alternator gauges for proper operation. Safety Controls Inspect for proper operation, loose connections, and wiring deterioration and replace as necessary. Check all safety controls for proper operation. Remote Annunciator and Alarms Inspect and test all panel and system alarms for proper operation. Sending Unit Switches Check water temperature and oil pressure. Couplings Inspect for wear Check alignment Batteries Inspect Check charger Page 3 of 12

4 10. Revised price schedule- Price schedule has been revised as follows. Group 1 Standard Scheduled/Services Changed column title from unit price to unit price/unit. PM1 quantities reduced from 4 to 3. Added item 17 Direct Drive Units, revised quantities from 50 to 15. Added item 18 Fuel Analysis -Fuel Sample Cost All Sites revised quantities from 50 each to 150. Group 2 Optional Services Delete item 26 Delete item 27 Item 25 Changed quantity for Megger Test All Sites from 50 to 25. Group 3 Emergency/Afterhours Services Delete line 4. IT IS NECESSARY TO RETURN THIS ADDENDUM 2 AS PART OF YOUR BID SUBMISSION *************************************************************************************** I. QUESTIONS: General 1) At the pre-bid, it was stated that the Direct Drive Units scope shall be that of the PM2? Response: Yes, the Direct Drive will be a PM2. 2) At the pre-bid, it was mentioned that the bid-bond will be $10,000. However, in the documents, it states a 5% Bid Bond. Which Bond Amount is correct? Response: There will be no bid bond for this bid. Page 17 Section 18 deleted. 3) Can you provide the manufacturer, model number, serial number, fuel type, voltage, and physical address for each generator? Response: Please see Exhibit 1, posted on website. This list may not include all generators and Direct Drive. 4) Would it be possible to schedule site visits for at least the six (6) generators rated at 900kW and above? Response: We will have a site visit at one of the locations and visit another site afterwards. 5) Is it possible for a service truck/trailer mounted load bank to get within fifty (50) feet of each generator? Response: Yes, the trucks can get within 50 feet of each generator. 6) Are all of the generators located at ground level? Response: Yes, all generators are located on ground level. 7) Will a performance deposit be required separate from the Bid Bond? Response: Please see question number 2. Page 4 of 12

5 8) Do you require the Pricing Schedule be submitted in a sealed envelope separate from the eight (8) hard copies and one (1) CD or does inclusion in the hard copies satisfy this requirement? Response: Yes, all pricing shall be enclosed in a separate sealed envelope, marked PRICING with one (1) CD. Vendor must submit Pricing on Pricing Schedule provided in this best value bid. The CD (one copy) should contain the entire Bid (pricing schedule included) as submitted, and be encased in a paper CD envelope, clearly marked with the Bid number information. 9) Due to the proprietary nature of generator equipment and software, it is highly unlikely any one service company will have technicians that are manufacturer certified for all of the equipment. Will prior experience maintaining a similar range of equipment be considered sufficient? Response: Yes, prior experience is considered. 10) Please define what SAWS considers to be journey-level experience. Response: Journey-level is defined as two years hands on experience trouble shooting and repairing generators. 11) Will there be any provisions for price escalations on the three (3) renewal periods? Response: No, there are no provisions for price escalation for the three (3) renewal periods. 12) What does SAWS consider adequate staff and service trucks? Response: We normally have two techs out at any given time. We need to be able to call on an emergency while still covering maintenance needs. 13) Would it be acceptable to only perform this test during the PM2 once per year for Fuel Pressure Operational check of gauge and correct pressure? Response: Yes 14) Would it be acceptable to only perform this test during the PM2 once per year for Oil Pressure Operational check of gauge and correct pressure? Response: Yes 15) To avoid excessive and unnecessary expense, notifying and coordinating will be through a quote for the cost of battery replacement with the Owner? Response: Yes 16) Due to the possibility of proprietary software, can the wording be amended to Inspect all panel and system alarms, if accessible. for Quarterly Maintenance (PM1) Engine Monitors and Safety Controls?? Response: Yes 17) Due to the possibility of proprietary software, can the wording be amended to Inspect all panel and system alarms, if accessible. for Annual Maintenance (PM2) Engine Monitors and Safety Controls? Response: Yes 18) What type and how many batteries are on each generator? Page 5 of 12

6 Response: They are all different types of batteries. Some have one while some have up to four. All are lead acid 19) Can you provide the number of ATS, manufacturer, model number, serial number, and amperage rating for each location? Response: Please see Exhibit 1 20) Do any of the generators meet the usage exceptions as outlined in NFPA 110, 6-4.2? Response: No 21) Can you provide the manufacturer, model number, serial number, fuel type, use, and physical address for each Direct Drive Unit? Response: This information will be provided once available. 22) Will the Load Bank Tests be required annually as stated within the specification or will they be optional services as described in Attachment C Pricing Schedule Group 2? Response: Yes, they will be required annually as stated within the specification. 23) It was mentioned in the meeting by SAWS personnel that the statement on Page 22: Contractor will conduct Load Bank Testing for a minimum of two continuous hours at % of the nameplate rating on the customer s generator, which will exceed the requirements of the National Fire Protection Association, unless otherwise specified by the customer. should be removed because the NFPA 100 requirements will meet SAWS needs. Response: See item 7 page 2. 24) Will the Transfer Switch Preventive Maintenance be performed annually as recommended within the specification or will they be optional services as described in Attachment C Pricing Schedule Group 2? Response: They will be performed annually. 25) Are there any locations that will require the TSPM be performed after normal business hours? Response: There are only two locations and they are at SAWS main office and at East side service center. 26) It is recommended to eliminate the requirement to replace air filter during the PM2 unless called for on a case by case basis at which time a price quote will be provided to SAWS for approval. Response: Filter will be replaced during the PM2 as required in the scope of work. 27) Please provide a Scope of Services required for the Direct Drive Units? Response: Please see item 9 page 3. 28) In order to provide a draft scenario of a Maintenance Schedule Plan as required in the specification, please provide the seasonal maintenance requirements mentioned by SAWS personnel in the Pre-Bid Meeting as well as generator details and locations? Response: Please see Exhibit 1 Page 6 of 12

7 29) A one (1) year warranty is required on materials for the Repair Service and Preventive Maintenance. Many parts manufacturer do not provide a one (1) year warranty on their products. Could this requirement be revised to say one (1) year warranty on workmanship and manufacturer s warranty on materials? Response: See item 5 and 6 on page 2 30) Will the Fuel Analysis Tests be performed annually as recommended within the specification or will they be optional services as described in Attachment C Pricing Schedule Group 2? If they will be performed annually, the quantity should be adjusted to match the number of generators utilizing diesel fuel. Response: They will be performed annually. See item 10 revised price schedule. 31) Attachment C Pricing Schedule Group 1 Lines 1 8 show a Service per Unit per Year of four (4) PM1 Services. In practice, one (1) of the PM1s will be replaced be the PM2 and the Service per Unit per Year should be listed as three (3)? Response: Yes, please see revised price schedule. 32) Attachment C Pricing Schedule Group 3 Line 4, please explain what Unit Price is required. Should this be an hourly labor rate for a PM1 on a 180kW 300kW generator, or should this be the Unit Price as listed in Group 1 Line 4? Response: Line 4 removed from Group 3 Emergency/After Hours Services. Please see Exhibit 1. 33) Please verify if oil sample is to be performed during each PM1 visit? Response: Yes, this is to be performed annually. 34) Please verify if there will be 3-PM1 inspections and 1-PM2 inspection per generator, per year. BVB currently shows 4-PM1 inspections? Response: Yes, there will be three (3) PM1 and one (1) PM2. Please see revised price schedule. 35) Please verify if air filter replacements are to be performed during a PM2 as well as PM3. Response: Yes, they are to be performed for PM2 and PM3. 36) Please verify if TSPM is to be performed during regular business hours..? Response: Please see question ) Please provide a SOW for the direct drive units? Response: Please see item 9 page 3. 38) Please provide equipment list? Response: Please see Exhibit 1. Page 7 of 12

8 (TAB 5) ATTACHMENT C PRICING SCHEDULE REVISION 2 Pricing will be evaluated and will be a part of determining the overall Best- Value Bid. All pricing shall be enclosed in a separate sealed envelope, marked PRICING. Vendor must submit Pricing on Pricing Schedule provided in this best value bid. The pricing will be evaluated based upon the lowest total price submitted on the Pricing Schedule. The Proposal with the lowest price will receive forty (40) points. All other proposals will be allotted a percentage of the 40 points based on a comparison with the lowest priced proposal. The following formula will be used: Item No. [(Lowest price) (Bidder s price)] x 40 = Bidder s allotted points * All pricing shall be enclosed in a separate sealed envelope, marked PRICING. All vendors submitting a bid will be notified of the date and time for the opening of pricing. Quantities provided are only estimates and are in no way binding to SAWS. SAWS reserves the right to add or delete items and change quantities depending on SAWS needs. Service Unit Description Quantity per Unit Extended Price Price/Unit Per Year GROUP 1: STANDARD SCHEDULED/SERVICES PM1 Size 8KW to 30KW Lawson No $ 3 $ PM1 Size 35KW to 80KW Lawson No $ 3 $ PM1 Size 100KW to 175KW Lawson No $ 3 $ PM1 Size 180KW to 300KW Lawson No $ 3 $ PM1 Size 345KW to 480KW Lawson No $ 3 $ PM1 Size 500KW to 750KW Lawson No $ 3 $ PM1 Size 900KW to 1000KW Lawson No $ 3 $ PM1 Size 2000KW and larger Lawson No $ 3 $ PM2 Size 8KW to 30KW Lawson No $ 1 $ PM2 Size 35KW to 80KW Lawson No $ 1 $ PM2 Size 500KW to 750KW Lawson No $ 1 $ PM2 Size 180KW to 300KW Lawson No $ 1 $ Page 8 of 12

9 PM2 Size 345KW to 480KW Lawson No $ 1 $ PM2 Size 500KW to 750KW Lawson No $ 1 $ PM2 Size 900KW to 1000KW Lawson No $ 1 $ PM2 Size 2000KW and larger Lawson No $ 1 $ Direct Drive Units Engine and Drive Maintenance quarterly PM Lawson No $ 4 $ FA -Fuel Sample Cost All Sites (price per test) Lawson No $ 1 $ Note: (Total cost will be calculated by unit price x no. locations x service per unit per year). Sub Total for Group 1 $ Note: Item 17 is not a generator and was moved from optional services to standard scheduled services Item No. Description Quantity Unit Price UOM Extended Price GROUP 2: OPTIONAL SERVICES Size 8KW to 30KW Lawson No Size 35KW to 80KW Lawson No Size 100KW to 175KW Lawson No Size 180KW to 300KW Lawson No Level 3 Annual Preventative Maintenance Size 345KW to 480KW Lawson No Size 500KW to 750KW Lawson No Size 900KW to 1000KW Lawson No Size 2000KW and larger Lawson No KW to 30KW Lawson No KW to 80KW Lawson No $ EA $ 26 $ EA $ 28 $ EA $ 25 $ EA $ 13 $ EA $ 11 $ EA $ 4 $ EA $ 2 $ EA $ 11 $ EA $ 26 $ EA $ Page 9 of 12

10 KW to 750KW Lawson No TSPM - Transfer Switch Maintenance Size 180KW to 300KW Lawson No KW to 480KW Lawson No KW to 750KW Lawson No KW to 1000KW Lawson No KW and larger Lawson No $ EA $ 25 $ EA $ 12 $ EA $ 11 $ EA $ 4 $ EA $ 2 $ EA $ LBT - 2 hour Load Test Size 8KW to 30KW Lawson No $ EA $ LBT - 2 hour Load Test Size 35KW to 80KW Lawson No $ EA $ LBT - 2 hour Load Test Size 100KW to 175KW Lawson No $ EA $ LBT - 2 hour Load Test Size 180KW to 300KW Lawson No $ EA $ LBT - 2 hour Load Test Size 345KW to 480KW Lawson No $ EA $ LBT - 2 hour Load Test Size 500KW to 750KW Lawson No $ EA $ LBT - 2 hour Load Test Size 900KW to 1000KW Lawson No $ EA $ LBT - 2 hour Load Test Size 2000KW and larger Lawson No $ EA $ 25 MEGGER TEST Megohmeter Testing All Sites (price per test) Lawson No $ EA $ Sub Total for Group 2 $ Note: (Services performed on an as needed basis). Item No. Description Quantity Unit Price UOM Extended Price GROUP 3: EMERGENCY/AFTER HOURS SERVICES Trip Charge for Emergency/After Hours/ Mileage Travel (Flat Rate Trip Charge) Lawson No $ Hour $ Standard Labor Rate (Hour) Lawson No $ Hour $ Premium Labor Rate Emergencies/ After Hours (Hour) 50 $ Hour $ Page 10 of 12

11 Lawson No Sub Total for Group 3 $ Item No. Description Extended Price GROUP 4: GENERATOR REPAIR PARTS 1 Cost Plus applies to all Purchased Parts (a) Estimated Annual Purchase (b) Add Cost Plus Mark Up % convert to decimal 0. X $20,000 (c) Total (a + b) $ 20,000 (a) $ (b) $ (c) Sub Total for Group 4 $ Note: Cost Plus not to exceed 20% Item No. Description Extended Price GROUP 5: GENERATOR RENTAL 1 Cost Plus applies to all Generator Rental (a) Estimated Annual Purchase (b) Add Cost Plus Mark Up % convert to decimal 0. X $20,000 (c) Total (a + b) $ 20,000 (a) $ (b) $ (c) Sub Total for Group 5 $ Total for Groups 1-5 $ Note: Cost Plus not to exceed 20% NOTE: Any parts ordered for scheduled maintenance the contractor will not be allowed to charge shipping or freight. BY: TITLE: FOR: (Name of Firm Submitting Bid) DATE: Page 11 of 12

12 All other terms and conditions of the original bid remain unchanged. IT IS NECESSARY TO RETURN THIS ADDENDUM 2 AS PART OF YOUR BID SUBMISSION Page 12 of 12