April 17, 2013 TO: All Potential Proposers SUBJECT: RFP #14-B City Generator Maintenance Service RE: Addendum#1- Meeting Minutes, RFI s Received and City Response, Model/Serial # Listing This addendum is made part of the Bidding Documents to the same extent as though it was originally included therein. In the event of conflict with the original Contract Documents, the Addendum shall govern all other contract documents to the extent specified. Subsequent Addendums shall govern over prior addenda only to the extent specified. The Bidder shall be required to acknowledge receipt of the Informational Addendum by signing the Addendum and including it with the Bid Proposal. Failure of a bidder to include a signed Informational Addendum in their Bid Proposal shall deem their Bid nonresponsive, however, the City may waive this requirement if determined to be in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative. We look forward to receiving your bids. Sincerely, CITY OF FREDERICK Kandi Fullerton, CPPB, Purchasing Manager
ACKNOWLEDGEMENT OF ADDENDUM #1 The undersigned acknowledges that Addendum No.1 for RFP# 14-B has been received by the undersigned and will be incorporated in all copies of said Bid in the possession of the undersigned. It is understood that all proposals submitted in response to this project will be presumed to be based upon full knowledge of the contents of Addendum No. 1. (Company Name) (Signature-Authorized Official) (Title) (Date) NOTE: IMPORTANT Please sign and date this Acknowledgement of Receipt and return via facsimile or e-mail to The City of Frederick, Purchasing Department at (301) 600-3871, Attention: Ms. Kandi Fullerton or kfullerton@cityoffrederick.com
MEETING MINUTES April 16, 2013 10 a.m. At: Project: The City of Frederick Department of Public Works 111 Airport Drive East Frederick, MD 21701 RFP 14-B Generator Maintenance Service Attendees: Kandi Fullerton City of Frederick Purchasing Manager Keisha Brown Jason Michael Prospective Proposers City of Frederick Purchasing Administrative Assistant City of Frederick Superintendent of Water/Sewer Facilities Maintenance See sign-in sheet issued by The City of Frederick A. Comments by Purchasing 1. This is an optional pre-proposal meeting for all prospective proposers. 2. Site visits will be held at the end of this meeting. No questions are to be asked during the visits. All questions must be put in writing and directed to Kandi Fullerton. 3. Any and all questions pertaining to this solicitation shall be sent to Kandi Fullerton, Purchasing Manager, in writing. Kandi can be reached via email at kfullerton@cityoffrederick.com. 4. All addendums pertaining to this solicitation will be posted on The City of Frederick s Purchasing website; http://www.cityoffrederick.com/index.aspx?nid=251. An attempt will be made to email them to you if you signed in and left a business card. 5. Minutes of this meeting and responses to any previously submitted RFI s, as well as, an equipment listing will be part of an addendum which will be issued by 4/19/13.
6. The meeting sign-in sheet will be posted to the Purchasing website today. 7. Last day for questions prior to submittal date is 4/26/13 by 3:00 p.m. B. Comments by WSFM 1. Regarding the statement prohibiting subcontracting; some exceptions would be made. For example, lab analysis on oil samples is fine. Also, any repairs (machining, etc.) that may be needed would be evaluated on a case-by-case basis. 2. All units are standby, none are emergency. 3. The units have had a mediocre level of maintenance up to this point. All are operational and a list of minor deficiencies has been compiled. 4. Our electrical testing company has recently been doing annual inspections and severe issues have been addressed. 5. We ve been trying to improve the maintenance on the units for about a decade with the goal of having them clean, neat, well-kept, and reliable. 6. We have developed what could be considered an aggressive inspection list based on NFPE 70-E, equipment manuals, state standards, and input from engine mechanics. 7. We are gathering model and serial number information for all the units, which will be provided with Addendum 1. 8. Access to most of the units is simple, but two have some issues. They are West Patrick Street (near the Courthouse) and Storm Water Station 2 (2 nd level of Carroll Creek Parking Deck). C. Questions from Prospective Proposers Question: Is the City coming off a current contract? Answer: No. Typically when we have an issue, our mechanics will handle it. We ve only addressed issues when they have prevented units from running. Q: Is the City affiliated with Maryland Rural Water Association? A: Yes. Q: Is there a way to get close to West Patrick Street for things like load tests?
A: They have been done every year, so yes, it s possible. The City typically puts equipment on the sidewalk in that area. Q: Is permission needed to park on the sidewalk? A: MET (electrical contractor) has done it without issue. We will look into it further. There has been talk of the spot nearest the station being designated as no parking for this purpose. Q: What is the average age of the units? A: They range from fairly old to within a couple years. Average would probably be 15-20 years old. The Wastewater Treatment Plant is a cogeneration site that has three of the oldest 825kw units (26 years). Q: Has there ever been a problem getting parts for the older units? A: No, we just rebuilt #3 generator at the WWTP and there wasn t an issue. They did have to re-use the block. Q: How are they tagged? Primary standby? A: They are not tagged. The nameplates may offer some information. Q: All 480s? A: Many are, but not all. We will put that information on the serial #/model listing for load testing purposes. Q: Type of fuel? A: A couple are natural gas or liquid propane. Most are #2 diesel. D. Site Visits The meeting concluded at 10:20am and site visits commenced beginning with the DPW site. End of Meeting Minutes The preceding constitutes the Purchasing AA s understanding of the meeting. If clarification is required on the content presented herein, please notify Kandi Fullerton in writing within three working days of receipt of these minutes.
Generator Model/Serial # Listing Wastewater Treatment Department 1. Wastewater Treatment Plant 100 Treatment Plant Rd, Frederick, MD 21701 825 KW Cummins (3) Model KTA-38-G2 Serial No. 3311160/3311161/3311162 Output Voltage 4160 (3PH) This facility has a fixed load test system in place Water Treatment Department 2. Linganore Water Treatment Plant 6436 Plant Rd., Frederick, MD 21701 750 KW Detroit Model 750DS4 Serial No. 0667435 3. Fishing Creek Reservoir 5733 Mountaindale Rd., Thurmont, MD 21788 8 KW Kohler Model 8.5RES Serial No. 2263004 Output Voltage 120/240 (1PH) Fuel Type Liquid Propane 4. Ballenger Creek Interconnect 315A Ballenger Center Drive, Frederick, MD 21703 25 KW Kohler Model 20REOZJC Serial No. 2222541 Output Voltage 120/240 (1PH) Water Distribution Department 5. Lester Dingle BPS 5111 Christopher s Crossing, Frederick, MD 21702 300 KW Cummins-Onan Model 300DFCB38337F Serial No. H900343470
6. Whittier BPS 2273 West Greenleaf Dr., Frederick, MD 21702 200 KW Cummins-Onan Model DGFC-5745867 Serial No. L050864580 Sewer Department (Sanitary) 7. Amber Meadows Pump Station 160 Thomas Johnson Dr., Frederick, MD 21702 100 KW Kohler Model 100REOZJB Serial No. 2054927 8. DPW Pump Station 111 Airport Dr. East, Frederick, MD 21701 60 KW Kohler Model 60ROZJ81 Serial No. 267785 Output Voltage 208 (3PH) 9. Monarch Ridge Pump Station 737 Monarch Ridge Rd., Frederick, MD 21702 40 KW Kohler Model 40ROZJ61 Serial No. 253553 Output Voltage 208 (3PH) 10. Rosenstock Pump Station 1680 Monocacy Blvd., Frederick, MD 21701 35 KW Kohler Model 30ROZJ Serial No. 0658948
11. Tilco Dr. Pump Station 1547 Tilco Dr., Frederick, MD 21704 35 KW Kohler Model 30RZG Serial No. 2002097 Output Voltage 208 (3PH) Fuel Type Natural Gas 12. West Patrick St. Pump Station 161 West Patrick St., Frederick, MD 21701 25 KW Kohler Model 20ROZJ81 Serial No. 277668 Output Voltage 120/240 (1PH) Sewer Department (Storm Water) 10. Storm Water Pump Station1&2 42 East Patrick St., Frederick, MD 21701 35 KW Kohler Model 35RZ72 Serial No. 364741 Fuel Type Natural Gas 11. Storm Water Pump Station 3 407 Sagner Ave., Frederick, MD 21701 750 KW Detroit Model 750DS60 Serial No. 379081 Parking Department 12. Municipal Office Annex/Parking Deck 4 140 West Patrick St., Frederick, MD 21701 60 KW Cummins Model GGHE-S764656 Serial No. EO60928255 Fuel Type Natural Gas
13. Parking Deck 5 125 East All Saints St., Frederick, MD 21701 125 KW Kohler Model 125RZG Serial No. 2237948 Fuel Type Natural Gas Airport 14. Frederick Airport Tower 111 Airport Dr. East, Frederick, MD 21701 100 KW Cummins Model DSGAA-7660809 Serial No. H110237603 Output Voltage 208 (3PH) Police Department 15. Vernon Ave. Water Tank 750 Vernon Ave., Frederick, MD 21701 30 KW Kohler Model 30RZ262 Serial No. 328000 Output Voltage 120/240 (3PH) Fuel Type Liquid Propane LIST OF KNOWN DEFICIENCIES Wastewater Treatment Department 1. Wastewater Treatment Plant Generator #2 has loose insulation Generator #2 volt meter is broken Generator #3 engine temperature gauge switch indicating higher than actual temperature Water Treatment Department 2. Linganore Water Treatment Plant Coolant solution concentration is high 3. Ballenger Creek Interconnect Crankcase oil is overfilled Water Distribution Department 4. Lester Dingle BPS Block heater is on continuously at 186 deg. F. A thermostat is need to maintain the correct temperature Crankcase oil is overfilled
Sewer Department (Sanitary) 5. Amber Meadows Pump Station Battery cells have low electrolyte solution level Temperature gauge swings erratically 6. DPW Pump Station Oil found in the coolant solution Coolant solution concentration is high Belts are loose Crankcase oil is overfilled 7. Monarch Ridge Pump Station Coolant solution concentration is high Unit is wet stacking 8. Rosenstock Pump Station Oil leak or spilled oil on engine block Crankcase oil is overfilled 9. Tilco Dr. Pump Station Alarm not working Cap & rotor contacts are worn and need to be replaced Coolant solution concentration is high Sewer Department (Storm Water) 10. Storm Water Pump Station 3 Battery charger output low and varying. Needs further investigation. Crankcase oil is overfilled Police Department 11. Vernon Ave. Water Tank Crushed fuel line Spark plugs are fouled Battery charger output is low Coolant solution concentration is high Please be advised that it is the City s intent to include all the locations and generators under this contract, however the City reserves the right to assign locations and generators at the City s discretion, depending upon budgetary approvals.