SOLICITATION NOTICE
Y -- RECOVERY Y--Roof Mounted Wind Turbine System - Salt Lake City
- Notice Date
- 5/12/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 237130
— Power and Communication Line and Related Structures Construction
- Contracting Office
- Department of Veterans Affairs;National Energy Business Center (VA-NEBC;4141 Rockside Road - Suite 110;Seven Hills OH 44131
- ZIP Code
- 44131
- Solicitation Number
- VA70110RA0117
- Response Due
- 6/11/2010
- Archive Date
- 8/10/2010
- Point of Contact
- Steven Grzybowski
- E-Mail Address
-
ct
- Small Business Set-Aside
- Total Small Business
- Description
- DESCRIPTION: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-33. This synopsis is a streamlined solicitation of offers for commercial items for use where appropriate. This is intended to simplify the process of preparing and issuing solicitations/synopsis for evaluating offers for commercial items consistent with commercial practices. Only written requests received directly from the requester are acceptable. The NAICS code is 237130, with a size standard of $33.5 M per Annum. This announcement constitutes a Total Small Business Set Aside solicitation. This to notify contractors that the government intends to issue a Firm Fixed Price contract in accordance with FAR 13.106 for the following statement of work, under the Simplified acquisition procedures. Any firm that believes it is capable of providing the required services as stated herein may submit a capability statement. A determination to compete this procurement based on a response to this notice is solely within the discretion of the Government. The Government reserves the right to award a contract without discussions if the Contracting Officer determines that the initial offer(s) are providing the Best Value and discussions are not necessary. The Government may award this contract to other than the lowest priced technically acceptable quote. Technical specifications and past performance is significantly more important than price. Requirement: The Department of Veterans Affairs (VA) intends to procure a small single wind turbine project at Salt Lake City VA Medical Center via a Design-Build acquisition process. The address of the medical center is: 500 Foothill Drive, Salt Lake City, UT 84148. The rated capacity of the wind turbine will be 10 kW. This project is a "Turn-Key" project to be installed at the roof of Building 1 (Figure 2). Two LED outdoor rated lights operated by a low voltage photo-sensor on the turbine, and an outdoor rated camera will be installed on the turbine. A new LCD monitor shall be installed in the Lobby of Building 1, which will display a live video feed of the windmill along with real time data on electrical production, total electricity produced by the unit and the tons of CO2 that is not being put into the atmosphere due to the electrical production of this windmill. This wind project will be completed in the following phases: 1.A-E Design 2.Construction 3.3rd Party Independent Commissioning. REQUIRED SERVICES A. Overview: The Contractor shall be responsible for designing and constructing the turbine, including construction of a tower, all structural, electrical, mechanical components, any required system upgrades to accommodate the wind turbine, and interconnection to the existing electrical grid. The Contractor shall be responsible for community liaison support services, and zoning processes, obtaining required permits, attending meetings, coordinating with local communities and government agencies including contacting the relevant environmental agencies to identify the potential presence of state- or federal-protected species on or within the immediate vicinity of the project site. The project shall be designed and constructed in accordance with all local, state and federal rules and regulations. Additionally, the contractor shall be responsible for the operation and maintenance manual and providing training to the VA personnel pertaining to this project. B. General Requirements: The contractor is to design and install a 1 to 10kW Vertical Axis Wind Turbine atop of the 7th floor roof of the Building 1 of Salt Lake City VAMC. The turbine will sit upon a prefabricated, four-leg, angular weather proof (preferably aluminum) pedestal. The contractor shall determine height and base size of the pedestal and the tower. Work to include but not be limited to providing and installing a new 1 to 10 kW wind turbine electrical generator. The contractor shall also provide and install an outdoor rated camera at the turbine, two LED outdoor rated lights operated by a low voltage photo-sensor on the turbine, a new LCD monitor to be located in the Lobby of Building 1, which will display a live video feed of the windmill along with real time data on electrical production, total electricity produced by the unit and the tons of CO2 that is not being put into the atmosphere due to the electrical production of this windmill. The camera will be connected to a dedicated system computer that will also monitor power output from the turbine and a connection to the future solar PV array and feed to an LCD display located in the hospital lobby of Building 1 via the existing hospital network. Contractor shall: 1.Be responsible for the verification of existing site conditions that may affect required equipment clearances, electrical, control, mechanical, structural and federal, state and local requirements of the contract. 2.Analyze the existing structural stability of the roof to ensure that roof will be stable for the proposed project. If the contractor determines that the roof will not be stable, the contractor shall be responsible to retrofit the roof in a manner to sustain the additional load caused by the proposed project. 3.Be responsible for the management (planning, supervision and contract coordination), all labor, material, permits, supplies and equipment to furnish, and install, the wind energy system including all necessary devices and connections between the wind turbine and main electrical service to meet requirements of this contract. 4.Be responsible to coordinate with the VA to determine the location and types and size of the camera, and the LED lights and the LCD Monitor. 5. Be responsible for furnishing and installing the turbine components and turbine itself including, but not limited to, all conduits, cables, one camera, LED lights (to shine on the turbine), conductors, inverter, lightning protection cable, LCD Monitor, converter box, power sensors and power meter, and other relevant items necessary to complete this project. 6.Provide crane service for the hoisting of the turbine from the delivery truck and onto the pedestal structure at ground level. This task is to include the uncrating of the turbine and disposal of crating materials, bolting down of the turbine to the pedestal with hardware and torque specifications supplied by the manufacturer and rigging of turbine/pedestal for hoisting to the roof. 7.Provide hoisting of the turbine to the top of the Building 1 and install it. 8.Repair roof to existing condition with like materials. C. Site Visit: The Contractor shall visit the proposed project site prior to start of the design. The Contracting Officer shall be notified of these site visits well in advance of their occurrence. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and a copy of the report shall be provided to the VA. D. Design Documents Requirements: The contractor shall prepare design documents (design analyses, drawings, and specifications) in three distinctive phases - 50%, 100% and final design documents. During each phase, the contractor shall submit the documents to be reviewed and approved by the VA. Each final document shall be signed by, bear the seal of, and show the State Certificate Number of the Architectural Engineer who prepared the document. The VA will review Contractor design submissions to verify adherence to contract requirements and the Contractor's proposal. Design review by the VA are not to be interpreted as resulting in an approval of the Contractor's apparent progress toward meeting contract requirements but are intended to discover any information which can be brought to the Contractor's attention which might prevent costly errors and misdirection. The Contractor shall remain completely responsible for designing, and constructing the wind energy system in full compliance with the requirements of this contract. The Contractor shall submit shop drawings and product data (catalog cuts). Shop drawing/product data submissions to the VA shall be made after review and approval by the Contractor's A-E firm. This is in addition to and separate from specification submission material. E. Other Documents: 1. Post Award Document Submission 2. Pre-construction Document 3. Construction Phase Document 4. Post -construction Document 5. Submittal Register F. Reviews and Comments and Resolutions: Should shop drawings and/or product data changes take place after initial the VA review, the Contractor shall resubmit the altered and/or corrected shop drawings/product data material within three (3) days of the change or sooner, in order to avoid schedule disruption. The VA will review all documents identified under this contract. Formal comments generated by the VA during the review will be provided to the Contractor. Both parties will discuss the comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review. G. Meetings/Conferences: The contractor shall attend meetings as deemed necessary including in regard to obtaining permits from several agencies. Minutes shall be prepared in typed form, signed by Contractor Project Manger and furnished to the COTR within five days after the meeting/conference for concurrence and distribution to attendees. H. Delivery Plan: The Contractor shall complete a schedule updated to indicate actual dates based upon the Notice to Proceed. Schedule shall show all major milestones involved in the project, their relationships, start dates, completion dates and planned duration. The schedule must include allowances for normal delays due to weather and other anticipated events to the extent foreseeable. CHANGES AND MODIFICATIONS: Any variation which constitutes a change during construction shall be processed through the Contracting Officer with a copy to COTR regardless of whether there is a change in contract price. A change order will be issued accordingly. No construction change shall proceed until a change order is approved in writing and signed by the Contracting Officer. DESIGN AND CONSTRUCTION LIMITATION: 1.The wind turbine system shall be capable of providing 3-phase power at interconnection. 2.The capacity of the wind turbine shall be 10kW. Slight variation in the capacity will be acceptable to the VA. 3.The area south of Building T5 is scheduled to have two additional EUL buildings constructed in 2010/2011. There is also a storm water detention pond locates south of Parking Lot 8. 4.The wind turbine has to be coordinated with the emergency helipad located west of Building 14. 5.The FAA will determine impacts to public airports. Based upon our review of public airports, there are no nearby public airports to require notification of the FAA if the turbine full extended height is less than 200 feet. If the full extended height is over 200 feet, the FAA will require notification and determination of hazard. This process has already been started. 6.The structures highlighted in blue in Figure 2 are scheduled to be expanded in the near future. DELIVERABLES, SUBMITTALS, SCHEDULES: A. Format of the Design Documents: 1. Drawings: The drawings and all other submittal items for this task order will be prepared using English units of measurement. The cover sheet will be signed and stamped by principal of the firm who is registered professional engineer licensed in the State of Utah. All drawings will be created using Computer Aided Design and Drafting (CADD) technology. All original drawings shall be 24 x 36 inch, with each sheet offering north-arrows, key plans and graphic scales. 2. Specifications: The Contractor shall utilize the VA Guide Specifications which are the master guide specifications reflecting the VA technical policy. These guide specifications are available at the following website: www.va.gov/facmgt/ae.htm. Specifications submissions shall use standard white bond paper or formatted sheets, 8 1/2 x 11 inches, bound in three-ring notebooks. Sample form is available on line at: www.va.gov/facmgt/ae/standard.htm. B. Design Document Submission: 1. 50% Design Documents: The Contractor shall submit a preliminary (50%) design, drawings, specifications including outline specifications, design analysis, a proposed construction schedule, site plans, a complete order of work clause describing the required sequence of construction operations, and other supporting documents to the VA for review and approval no more than 45 days after NTP is issued. The VA has 14 days to review and submit comments to the Contractor. 2. 100% Design Documents: The Contractor shall submit (100%) design analysis, drawings, and specifications for the VA review and approval within 21 days after receipt of 50% design review comments. The VA has 14 days to review and submit comments to the Contractor. 3. Final Design Documents: The Contractor shall submit final design analysis, drawings, and specifications with implementation of the VA comments provided during (100%) for review and approval, 7 days after receipt of 100% design review comments. C. Post Award Document Submission: 1.Performance and payment bonds - 10 days after award. 2.Proof of Insurance - 10 days after award. D. Pre-Construction Document Submission: 1. Quality Control Plan: The Contractor shall submit a Quality Control Plan to the VA for review and approval, 30 days after award of the contract. The VA has 14 days to review and submit comments to the Contractor. The contractor has 7 days to incorporate the comments and submit the final plan. 2. Safety Plan: The contractor shall submit a safety plan to the VA for review no later than 14 days after the award of the contract. The safety plan shall be in accordance with OSHA and General Industry Safety and Health Standards. The VA has 14 days to review and submit comments to the Contractor. 3. Environmental Plan: The contractor shall submit an environmental plan shall to the VA for review no later than 14 days after the award of the contract. The VA has 14 days to review and submit comments to the Contractor E. Construction Phase Document Submission: During the construction phase, Contractor shall submit Shop Drawings to the VA for review and approval. Additionally, the contractor shall submit to the VA 1.Progress report 2.Monthly invoices 3.Inspection report. 4.Test reports. 5.Upgraded schedule. 6.Other as needed F. Post -construction Document Requirements: During the completion of the project, the contractor shall submit to the VA the following documents: 1.Substantial completion report. 2.Punch-list to the VA for review. 3.Final inspection report. 4.O & M manual. 5.Warranty documents. 6.Government furnished equipment & items (If any) 7.Final Invoice. G. Submittal Register: 1.The Contractor shall prepare a complete listing of submittal requirements. 2.Contractor is required to submit shop drawings, samples, manufacturer's data, certificates, test reports and other items to the COTR. No construction/installation of such item will be performed until the submittal is approved in written by the VA. H. Operation and Maintenance Manual and Training: The Contractor shall prepare an Operations and Maintenance (O&M) Manual and furnish to the VA upon completion of the project. The O&M Manual will include coverage of all O&M subjects required by existing regulations. In addition, the contractor shall provide a minimum of 4 hours of training to the VA personnel to operate and maintain the wind turbine. THIRD PARTY COMMISSIONING: Commissioning is required for this project to verify that the intended design as reflected in the contract documents has been achieved and to serve as the government process for acceptance. Acceptance occurs after successful commissioning. Commissioning shall be the responsibility of the VA. The VA will procure a third party/independent agency to conduct the system commissioning. SECURITY: 1.All personnel who are provided access to any VA facility must comply with local security requirements of the facility. 2.The contractor and his/her personnel shall wear visible identification at all times while he/she is on the premises. 3.Possession of weapons is prohibited per the VA policy. 4.The contractor shall obtain all necessary licenses and/or permits required to perform the work. 5.The contractor shall maintain physical security at all facilities housing the activities under this SOW, including any subcontractor facilities. 6.The VA, as well as any contractor (or subcontractor) systems used to support testing, provide the capability to cancel immediately all access privileges and authorizations upon employee termination. OTHER PERSONNEL CONSIDERATIONS: 1.The contractor and his/her personnel shall follow all the VA policies, standard operating procedures, applicable laws and regulations while on Federal VA property. Violations of the VA regulations and policies may result in citation and disciplinary measures for persons violating the law. 2.The contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. 3.It is the responsibility of the contractor to park in the appropriate designated parking areas. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. 4.Smoking is prohibited inside/outside any building other than the designated smoking areas. 5.The contractor must notify the Contracting Officer in advance to approve or reject new proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications and the Contractor Personnel Change Control form to the Contracting Officer. All contractor employees are subject to possible immediate removal from performance of this contract when they are involved in a violation of the law, the VA security, confidentiality requirements, and/or other disciplinary reasons. PROJECT CLOSEOUT: A. Preparation for Final Inspection and Tests: The following steps shall be taken to assure the project is in a condition to receive inspections and tests. 1.Record Drawings: Finalize Record Drawings/Manuals, indicating all "As-Built" conditions. 2.Start-up: Complete start-up testing of systems and equipment/components as recommended by manufacturers and presented within the QCP. B. Stock: Provide an inventory list of all stock items within the O&M manual. Inventory sheets shall indicate item name, model number, manufacturer, any separate order number and any description information needed to indicate that exact stock part. C. Tools: Provide all specialized tools, testing apparatus, and other devices as recommended by the manufacturer to operate, adjust, and calibrate equipment provided under this contract. D. O & M Manuals: The Contractor shall provide manuals/documentation reflecting operation/maintenance requirements. Manuals shall be bound in three ring binders and fitted with tab sheets to identify major text divisions. All content shall be legible, first generation photocopies or prints of published material. Each manual shall be appropriately titled and provided with an introduction and table of contents. The Contractor shall prepare three (3) detailed Operation and Maintenance Manuals, identifying all procedures, tools, equipment and parts necessary to assure satisfactory operations and to provide maintenance per manufacturer's recommendations. Should the VA establish that a submitted manual/document fails to represent installed equipment/material; the document shall be returned and corrected by the Contractor to the satisfaction of the VA. VIII. PERIOD OF PERFORMANCE: The anticipated completion of this project is 180 days after "notice to proceed". IX. CONTRACT ADMINISTRATION: A. General Administration: 1. General Contractor Function payment and Performance Bonds: Insurance for the general Contractor functions shall be provided as required by FAR 52.228-5--Insurance--Work on a VA Facility. The performance and payment bonds shall not exclude the amount attributable to design services. a.Performance Bond = 100% of price (per FAR 52.228-15). b.Payment Bond = 100% of price (per FAR 52.228-15). 2. Liability Insurance. Furnish Evidence of Insurance, Certificates. The contractor shall submit certificates in form and substance satisfactory to the VA as evidence of the insurance requirements of this section. The certificates shall provide the VA with 30 days notice prior to cancellation, material change, or non-renewal of the application coverage, as evidenced by return receipt, certified mail to the CO. The United States of America, acting by and through the VA shall be named as an additional insured party, as primary coverage and not contributing, on all insurance policies required by this Section except the professional liability and worker's compensation policies. The VA reserves the right to require the contractor to provide a loss report from their insurance carriers. 3. Workers Compensation: The Contractor is required to comply with applicable Federal and State worker's compensation and occupational disease statutes; however, notwithstanding the permissibility of deductibles under those statutes, worker's compensation shall be obtained without any deductibles. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy. Employer's liability coverage of at least the following limits (and without a deductible) shall be provided, except in states with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers. 1.Bodily Injury by Accident - $100,000 each accident 2.Bodily Injury by Disease - $500,000 policy limit 3.Bodily Injury by Disease - $100,000 each employee 4. Contract Coordination: The VA may enter into additional contracts to support the VA needs not included as part of this contract. The Contractor shall provide site/project access for these VA contract activities and coordinate this contract's work to not impede their execution. The Contractor shall maintain contact with the VA to establish/monitor the status of these contracts and shall represent their development within schedules. SPECIAL CONTRACT REQUIREMENTS: A. Personnel Qualifications: The Contractor shall exclusively utilize the key personnel named in the proposal to perform identified services. In the event that any personnel named in the technical proposal are unable to perform their duties due to death, illness, resignation from the Contractor's employ, the CO's request for removal, or similar reasons, the Contractor shall promptly submit to the CO, in written, the name and qualifications of a proposed replacement with equal or superior qualifications. No substitution shall be made without prior approval of the CO. Any approved substitutions shall be made at no increase in contract price. B. Qualifications Acceptance: 1. Acceptance: The CO shall accept or reject key personnel proposed by the Contractor. The Contractor shall make a timely and prompt re-submittal to provide other personnel required to replace any that are rejected by the CO, both at initial submittal or any subsequent rejection or substitution of personnel. 2. Removal: The CO shall have the right to effect removal of any Contractor employee at any time during the duration of the contract if that employee is for any reason found to be in violation of law, regulation or contract requirements. In such case, the Contractor shall promptly submit the name and qualifications of a replacement. 3. Further Documentation: The Contractor shall provide further evidence or documentation of ability and suitability for their intended position if requested by the CO. At the CO's discretion, this may include submission of a detailed resume, work examples or evidence, oral interview, testing, or other appropriate means. C. Failure to Provide Qualified Personnel: Repeated failure or excessive delay by the Contractor to provide qualified personnel that meet project requirements and are acceptable to the VA may be deemed sufficient reason by the CO to terminate work as provided in the Termination for Default clause of this contract. Figure 1 VI. Figure 2 NOTE: The Range of Magnitude for this project is $100,000 to $250,000. The Government reserves the right to award without discussions, vendors shall submit the most favorable terms. Invoices shall be submitted in accordance with Federal Regulations 52.212-4(g) and shall be submitted to Financial Management Systems, PO Box 149971, Austin, Texas 78714. Remittance address: Payments under this contract shall be made to the address indicated in your proposal. Offerors shall complete FAR 52.212-3 Offerors Representations and Certifications-Commercial Items available for online registration at http://orca.bpn.gov or include a written copy with the offer submitted. The clause at 52.212-4 Contract Terms and Conditions-Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses: 52.222-21, 52.222-26, 52.222-35, 52.22236,52.222-37,52.225-3 Alternate I. The preceding Federal Acquisition Regulations (FAR) clauses and provisions may be accessed on the Internet at http://www.arnet.gov/far. The preceding Veterans Administration (VAAR) clauses and provisions may be accessed on the Internet at http://www.va.gov/oa&mmlvarr/. Proposals and accompanying information are due no later than 12 p.m. EST, Friday June 11, 2010. Offers must be submitted by electronic means only; email or CD to Steven Grzybowski 4141 Rockside Road, Suite 110 Seven Hills, OH 44131 or steven.grzybowski@va.gov. The successful offeror must be registered with the Central Contractor Registration (CCR) to be awarded a contract. You may register easily and quickly on-line at http://www.ccr.gov. Service Disabled Veteran Owned Small Businesses (SDVOSB's) must be registered in VetBizOpps: http://www.vip.vetbiz.gov/general_user/register/default.asp.
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