CITY OF BATON ROUGE PARISH OF EAST BATON ROUGE DEPARTMENT OF ENVIRONMENTAL SERVICES January 11, 2018 ADDENDUM NO. 3 TO: ALL PROPOSERS SUBJECT: RESTORATION OF PUMP STATION ELECTRICAL, INSTRUMENTATION AND CONTROL COMPONENTS, REQUEST FOR PROPOSAL PROJECT NO. FEMA-4277-DR-LA SOLICITATION NO. 20008 ORIGINAL PROPOSAL DATE: Thursday, December 15, 2017 at 2:00 p.m. CURRENT PROPOSAL DATE: Thursday, February 1, 2018 at 2:00 p.m. The following revisions shall be incorporated in and take precedence over any conflicting part of the original proposal document: PART 1 – ADMINISTRATIVE AND GENERAL INFORMATION: 1.1 Background: Replace the word “Thirteen” with “Fourteen” in the second sentence of this paragraph. PART 2 – SCOPE OF WORK/SERVICES: Remove Part II and replace Part II in its entirety with the following: 2.1 Scope of Work/Services A. Work shall consist of permanent repair of flood damaged pump station control panels including but not limited to the removal and disposal of flood damaged equipment and parts, photo documentation of damaged equipment and parts, installation of new CONTRACTOR FURNISHED replacement equipment and parts, instrumentation programming of PLCs, specifically TESCO L2000, and startup to demonstrate proper operation. Contractor to provide all necessary personnel, materials, tools and equipment required to complete the work, including all connections and terminations, in accordance with the specifications and description/listing provided in Attachment E. Factory and field testing, factory technical assistance, and PLC programming associated with these facilities shall be included. All work shall be in accordance with applicable NEC codes. B. This work is being completed under the Public Assistance Program administered by the Federal Emergency Management Agency (FEMA) under declared disaster FEMA-4277-DR-LA. All work, documentation and records retention shall be in accordance with applicable FEMA guidelines. C. All pump station by-pass will be provided by the Contractor. Bypass pumping shall be at no direct cost and the Contractor shall include the cost in the price proposed on the individual pump station lump sum items. Pump station design flows and head conditions are provided in Attachment A. Addendum No. 3 Dated: January 5, 2018 Page 1 of 5 2.2 Warranty A. Contractor shall provide guarantee for a minimum period of one (1) year against defects in workmanship, parts, and materials for all repairs. The warranty period shall begin upon formal acceptance of the work order. Upon written notification, the Contractor shall promptly correct all work found to be defective during the 1- year period. If the Contractor does not promptly comply with such instructions, or where delay would cause a risk of serious loss of injury, the City-Parish may have the defective work corrected, and all costs thereof shall be borne by the Vendor or the Contractor’s surety. 2.3 Safety Requirements A. The importance of safety in the performance of this scope of work cannot be overemphasized. To that end, the Contractor shall conduct his operation in a manner such that the safety and convenience of both the public and workers is regarded as of prime importance. The City-Parish reserves the right to stop the Contractor from working or to order any piece of equipment taken off the project, should it be determined that minimum safety standards are not being met. 2.4 Finishing and Cleanup A. It is important that each site be cleaned up of all Contractor generated debris daily as long as construction activities take place at that site. The site will not be accepted by the City-Parish until it is completely cleaned up of any construction debris. If this critical activity is not followed, the City-Parish’s representative will issue a formal warning to the Contractor notifying him that failure to comply will result in a directive to stop work on any future facilities, pending the completion of all cleanup activities as directed by the City-Parish. 2.5 Period of Agreement A. The term of any contract resulting from this solicitation shall begin within 30 days of the Notice of Intent to Award. A shop drawing and procurement phase of 180 days shall begin after the Notice of Award. The work shall be complete within 90 days of the completion of the shop drawing phase. Time is of the essence with this contract as many of the electrical components are in need of immediate repair. 2.6 Payment A. All work performed shall be paid on a lump sum basis for each pump station as included in the pricing schedule, which shall be full compensation for furnishing all labor, equipment, materials, parts, tools, supplies and incidentals necessary to complete the work as described in Attachment E. B. Any additional work performed beyond the scope of the lump sum work as described in Attachment E and, as directed and approved by the Engineer, shall be paid at the hourly rates included in the pricing schedule. The hourly rates shall be full compensation for furnishing all labor, equipment, tools, supplies, and incidentals necessary to complete the work. Any additional parts or materials required outside the scope of the lump sum work as described in Attachment E and, as directed and approved by the Engineer, shall be furnished by the Owner and installed by the Contractor as additional work. It is the intent of this proposal that these hours are not guaranteed to be utilized, and shall only be used when directed and approved by the Engineer. C. Payment for shop drawings, equipment manufacturing, programming, and general requirements shall be included in the individual pump station lump sum price. Contractor may request payment of 10% of the individual pump station lump sum Addendum No. 3 Dated: January 5, 2018 Page 2 of 5 item for payment of shop drawings, submittals equipment manufacturing, programming, and general requirements required for pump station rehab upon satisfactory approval of the shop drawings and/or submittals for each pump station. D. Payment will not be made for the following: 1. Loading, hauling, and disposing of rejected material. 2. Quantities of material wasted or disposed of in manner not called for under Contract Documents. 3. Rejected loads of material, including material rejected after it has been placed by reason of failure of Contractor to conform to provisions of Contract Documents. 4. Material not unloaded from transporting vehicle. 5. Defective Work not accepted by Engineer. 6. Material remaining on hand after completion of Work. 7. Material damaged during transportation between Contract facilities. 2.7 Price Schedule A. Prices proposed by the proposers should be submitted on the Proposal Form furnished herein as Attachment C. Prices submitted shall be firm for the term of the contract and inclusive of all charges Contractor wishes City-Parish to consider for proposed services. 2.8 Supervision A. The Proposer shall provide on a daily basis notification by fax or email to the City/Parish’s designated office of their crews and/or their subcontractor’s crews daily work location prior to 7:00 a.m. Proposer shall provide two (2) week’s notice to the Owner prior to adding more than one (1) additional work crew to the project. B. The Proposer shall supply all employees and subcontractors working at the site with photo identification cards. These cards shall be visible at all times while working at the site. The identification cards shall have at a minimum Proposer’s name or subcontractor’s name, employee’s name, and employee’s photo. The Proposer’s and subcontractor’s vehicles used at the work sites shall have the company name, telephone number, and physical address prominently displayed at all times while on the site. The Proposer shall provide the City/Parish with a list of all ID badge employees; this list shall be current at all times. 2.9 Location A. The pump station sites affected by the August 2016 flood are throughout East Baton Rouge Parish. Physical addresses and a vicinity map are provided in Attachment A. 2.10 Proposal Elements A. Financial 1. Prices proposed by the proposers should be submitted on the Proposal Form furnished herein as Attachment C. Addendum No. 3 Dated: January 5, 2018 Page 3 of 5 B. Technical 1. Proposer should address how the company will meet all the requirements of this RFP, with particular attention to: • Personnel to be assigned to this contract and their experience with this type of work. • Resumes for electrical/instrument technicians and project managers to be assigned to this project, including those of subcontractors, if any. • Information demonstrating the Proposer’s experience in repairing electrical components in control panels, programming TESCO PLCs and performing startup of pump stations. • Vehicles, tools and equipment allocated to this contract. • Contingency plans for broken equipment, adverse weather days, etc. • Safety of contractor’s personnel, Department personnel and the public. • Information demonstrating the Proposer's financial stability (financial statements, annual reports, or similar data for the last three years). • Information demonstrating the Proposer’s understanding of the nature and scope of this project. • Ability to procure and furnish required parts and materials in a timely manner. • Any other information deemed pertinent by the Proposer including terms and conditions which the Proposer wishes the City-Parish to consider. • Information demonstrating the Proposer’s experience with proper documentation during the repair process for FEMA reimbursement. • For the purposes of FEMA reimbursement for this scope of work, Contractor shall submit a schedule a values. At a minimum, the schedule shall include: labor, materials, by-pass pumping, shop drawings. PART 3 – SCOPE OF WORK/SERVICES: Remove Part III and replace Part III in its entirety with the following: The following criteria cited herein will be evaluated when reviewing the proposals: The proposal will be evaluated in light of the material and the substantiating evidence presented to the City-Parish, not on the basis of what may be inferred.