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Replacement of Chiller at Metro-Rail Stations Pre-Bid Conference

Join the pre-bid conference for IFB-FQ18102/KKB to replace chillers at 8 Metro-rail stations in DC, MD, and VA. Learn about the requirements, safety, risk, and more. Submit mandatory bid items and engage in a networking opportunity. Questions must be emailed by May 2, 2018.

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Replacement of Chiller at Metro-Rail Stations Pre-Bid Conference

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  1. PRE-BID CONFERENCE SOLICITATION NO.: IFB-FQ18102/KKB REPLACEMENT OF CHILLER AND COOLING ACCESSORIES AT EIGHT (8) METRO-RAIL STATIONS: DC, MD, AND VA Contract Number – FQ18102 April 30, 2018, 08:00am-10:00am EST. PRMT CONFERENCE ROOM

  2. GREETINGS! Good morning, on behalf of the Washington Metropolitan Area Transit Authority, we would like to welcome you to the Pre-bid meeting for the Replacement of Chiller and Cooling Tower Accessories at Eight (8) Metro-rail Stations: DC, MD, and VA. Before we continue, we would like everyone to complete attendance sheet, and include E-mail. This is an informal meeting, feel free to interrupt.

  3. AGENDA • Opening Remarks • Introduction Of WMATA Personnel • Disclaimer Regarding Changes To The Solicitation • Proposing And Contracting Requirements Presentation • DBE Compliance “Appendix B” • Risk, Insurance Requirements • Safety • Technical Presentation and Project Overview • Pre-Bid Question Form

  4. OPENING REMARKS • Silence all Cell phones and pagers • Please Sign-In for today’s Meeting • No Recording devices • This presentation and attendee litany will be provided on WMATA.com website • Safety Tip: Always be aware of your surroundings; Never carry/yank a tool by its cord or hose; Keep other people well away from machine-operating areas.

  5. INTRODUCTION OF WMATA PERSONNEL • Norie Calvert, Contract Officer, PRMT • Kamoru Banjo, Contract Administrator, PRMT • Sylvia Edwards, DBE Manager, PRMT • John Cribben, SAFE • Mary-Jane Johnson, RISK • Terrence Britt, Construction Engineer, IRPG/DECO • Lisle Oliver, Construction Engineer, IRPG/DECO

  6. WHY ARE WE HERE? • To promote a common understanding of: • INVITATION FOR BIDS • Authority’s requirements • Solicitation Instructions • To provide answers to questions regarding the IFB • Networking opportunity

  7. ADMONITORY NOTICE After today’s conference, if you have additional questions, they must be received via electronic mail by the Contracting Officer. Email your questions to Kamoru Banjo at kkbanjo@wmata.com by May 2, 2018, NLT 5:00pm.

  8. DISCLAIMER REGARDING CHANGES TO THE SOLICITATION Remarks and explanations at this Pre-bid conference shall not qualify the terms of the solicitation. All conferees are advised that unless the solicitation is amended in writing, it will remain unchanged and that if an amendment is issued, normal procedures relating to the acknowledgement and receipt of solicitation amendments shall be applied.

  9. VENDOR REGISTRATION All Contractors must register with WMATA at www.wmata.com “New Vendor Registration”. Question regarding vendor registration should be addressed to Demetrius Smith at drsmith3@wmata.com WMATA solicitations are publicized at www.wmata.com and www.fbo.gov

  10. MANDATORY BID SUBMISSIONS • The following items are required to be submitted with your offer: • BID: • Bid Form, Section 00413 (properly executed); • Bid Price Schedule, Section 00434; • Bid Guarantee, Section 00431; • Completed and signed Representations and Certifications, Section 00451; • Compliance Information, Section 00432; • Buy America Certification, Section 00451, Sub-section 15; • List of DBE Certified Firms, Section 00865; • DBE Data, Section 00453

  11. MANDATORY SUBMISSIONS (Cont’d) OFFER: • All electronic copies shall be labeled with the IFB number and the Offeror’s identity. • One (1) hard copy AND One (1) electronic copy submitted on USB • WMATA requires a minimum acceptance period of 90 calendar days. Failure to submit the mandatory Bid submission may cause for Offer to be deemed non-responsive

  12. PRE-AWARD SUBMISSIONS • The following items are required to be submitted within five (5) Calendar Days of the Authority’s written request: • Bid Data Form, Section 00452; • Past Experience and Qualifications, Section 00204; • Performance Plan, Section 00204; • Financial Statements, Section 00204; • Safety Requirements, Section 00204 • Failure to submit information in a timely manner as indicated may cause to consider the Bidder non-responsible

  13. AWARD SUBMISSION • The following items are required to be submitted within ten (10) calendar days after the date of the Authority’s written notification of Intent to Award a Contract: • Construction Contract Form; • Power of Attorney; • Power of Execution; • Performance Bond; • Material Bond; • Insurance • Failure to submit information in a timely manner as indicated may cause to consider the Bidder non-responsible.

  14. BASIS FOR AWARD • Award will be made to that Bidder: • Award of this Solicitation will be made based solely on the lowest price as stated in Section 00203, BID PROCEDURES, EVALUATION FACTORS, AND INSTRUCTIONS, and • (i) Whose bid is judged to be responsive to the terms of the solicitation; • (ii) Who demonstrates to the Contracting Officer’s satisfaction, that it is responsible for purposes of award of solicitation. • The Authority reserves the right to reject all bids and cancel this solicitation at any time prior to award. • WMATA Procurement Procedures Manual.

  15. BID SUBMISSION IFB opening date is May 16, 2018 at 2:00 PM EST.

  16. BIDDING MATERIALS The outside of the envelope shall show: - THE AMENDMENTS RECEIVED (lower left hand corner). Failure to acknowledge all amendments may cause the Offer to be considered non responsive. - HOUR and DATE specified in the IFB for the bid opening date, the IFB number, and the full legal name and address of the Bidder on the face of the envelope

  17. PROJECT BID SCHEDULE SCHEDULE EVENTDATE IFB Release April 17, 2018 Deadline for Bidders’ Questions May 02, 2018 IFB Opening Date May 16, 2018 Contract Award (estimated) July 02, 2018 Notice To Proceed (estimated) September 24, 2018 Contract Duration NTP+210cd. Dates Subject to Change .

  18. WMATA DISADVANTAGED BUSINESS ENTERPRISES (DBEs) DBE Compliance, Appendix “B”

  19. WMATA DBE POLICY The goal of DBE participation established for this Contract is 26% of the Contract Price. NAICS Codes: (1) 238910 Demolition, (2) 333415 Chiller Manufacturer, (3) 238220 Plumbing, Heating and Air conditioning Contractor, and (4) 238210 Electrical Contractor. It is the policy of WMATA, the Federal Transit Administration (FTA) and the U.S. Department of Transportation (US DOT) that Disadvantaged Business Enterprises (DBE’s) shall have an equal opportunity to receive and participate in performing federally -assisted contracts, including contractors and subcontractors at any tier.

  20. SUMMARY OF DBE SUBMITTALS Submit With the Bid 1. Completed “Schedule of DBE Participation” (Attachment B-1) with current certification letters attached for each listed DBE. 2. Executed “Letters of Intent to Perform as a Subcontractor/Joint Venture” (Attachment B-2). 3. Justification for grant of relief (waiver of DBE goal), if applicable. Include completed “DBE Unavailability Certifications” (Attachment B-3) as appropriate.

  21. SUMMARY OF DBE SUBMITTALS (Cont’d) Bidding Requirements 1. All DBEs must submit a copy of their current WMATA or DC DOT certification letters or a certification letter issued by the MWUCP. 2. DBE Manufacturer’s Affidavit, if applicable, must be submitted in order to receive 100 percent of the allowable credit for expenditures to DBE manufacturers/suppliers (Attachment B-4). • Schedule B Information for Determining Joint Venture Eligibility, if applicable (Attachment B-5, pgs. 1, 2, 3, 4). • Copy of Joint Venture Agreement, if applicable • Certification Letter of the DBE Regulation Dealer/Supplier, if applicable.

  22. SUMMARY OF DBE SUBMITTALS (Cont’d) After Contract Award 1. “Prompt Payment Report-Prime Contractor’s Report” Attachment B-6) – submitted monthly to WMATA’s Small Business Program Office on the WMATA website at www.wmata.com. • “Prompt Payment Report-Subcontractor’s Report” (Attachment B-7) – submitted monthly to WMATA’s Small Business Program Office on the WMATA website at www.wmata.com. • The Contractor and the subcontractor are required to have Prompt Payment reporting training for each WMATA contract which has been awarded to them. Failure to complete this training may result in suspension of contractpayments.

  23. SUMMARY OF DBE SUBMITTALS (Cont’d) After Contract Award • Request to substitute DBE contractor (see paragraph 8.C.) – submitted as required. 5. Copies of subcontracts-submitted at the time of their execution.

  24. INSURANCE REQUIREMENTS OFFICE OF RISK MANAGEMENT

  25. VISION, MISSION, AND GOALS STATEMENTS VISION Metro moves the region forward by connecting communities and improving mobility for our customers MISSIONMetro provides safe, equitable, reliable and cost-effective public transit GOALS Build and maintain a premier safety culture and system * Meet or exceed customer expectations by consistently delivering quality service * Improve regional mobility and connect communities * Ensure financial stability and invest in our people and assets

  26. SAFETY REQUIREMENTS OFFICE OF SYSTEM SAFETY AND ENVIRONMENTAL MANAGEMENT

  27. TECHNICAL REQUIREMENTS TECHNICAL SPECIFICATIONS & PROJECT OVERVIEW

  28. TECHNICAL REQUIREMENTS(Cont’d) • Purpose • To provide an overview of the Scope of Work: • The general scope of this project includes furnishing and installation of the chillers, cooling tower accessories, refrigerant leak detection systems and chilled/condenser water system accessories at CWPA1 Farragut North (A02), CWPA5 Bethesda (A09), CWPA6 Medical Center (A10), CWPD2 Federal Center SW (D04), CWPE3 Columbia Heights (E04), CWPG2 Capitol Heights (G02), CWPK1 Clarendon (K02) and CWPK2 Ballston (K04) Chiller plant locations.

  29. TECHNICAL REQUIREMENTS (Cont’d) • To provide an overview of the Scope of Work: (Cont’d) • The Contractor shall furnish all labor, tools, permits, coordination, materials, transportation, and other items necessary to satisfactorily complete this Project as written in the Specifications and as indicated on the contract drawings.

  30. IFB FQ18102/KKB Chiller Replacements, DC, VA and MD Technical Presentation Presented : Pre-Bid Conference April 30, 2018 30

  31. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD Presented by: • Lisle Oliver Construction Engineer, DECO - IRPG

  32. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MDOVERVIEW PROJECT OVERVIEW • Program consists of the replacement of eleven water-cooled chillers; two chillers each at Federal Center, Clarendon & Ballston Chiller Plants, & one chiller each at Farragut North, Bethesda, Medical Center, Columbia Heights and Capitol Heights Chiller Plants. • Contract duration: NTP + 210 Calendar days

  33. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MDRigging

  34. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MDRigging (Cont’d)

  35. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MDRigging (Cont’d)

  36. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MD Rigging (Cont’d)

  37. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD • Access Panels, Grating & Skates

  38. IFB FQ18102/KKB – Chiller Replacements, DC,VA and MD • Beams & Lifting Eye Load Capacity • Contractor can no longer use existing lifting eye load capacity without verification of lifting capacity and approval from SAFE.

  39. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD • Breakers • Switch Orders • Pig Tails

  40. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD Entrance to Chiller Plant At Ballston Chiller Plant Located at 950 Fairfax Drive. The Removal of Grating & concrete Beams by riggers using A Crane to accomplish the delivery and Removal of Equipment.

  41. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD • Both entrances at Clarendon Chiller Plant Clarendon Gated entrance to Plant.

  42. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD • Columbia Heights Station Concrete Access Hatch outside • Chiller Plant located thru Chiller plant • Double Doors with leads • Down Hallway to plant entrance Interior of Chiller plant

  43. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD • Capitol Heights Entrance thru Vent Shaft for • Chiller Plant at Federal Center Chiller Plant • Davey Street & MD 214 • In Maryland Vent Shaft to Chiller Plant

  44. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD Welding, Cutting & Grinding • All welding & grinding must be approved by SAFE Department. • All welding & grinding must be stopped 1 hour before the Contractor ends daily work shift and fire watch must be established during this time. • Smoke detectors will be disabled during each work shift to allow the Contractor to weld, cut and grind. • Per SAFE approval, micro-traps can be used to allow welding , cutting and grinding during revenue hours (Contractor must submit a written request and submittal ).

  45. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD Micro-Traps

  46. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MD Bethesda Chiller Plant Site

  47. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MDMedical Center Chiller Plant site Interior of Existing Chiller Plant Exterior of Chiller Plant

  48. IFB FQ18102/KKB – Chiller Replacements, DC, VA and MD Farragut North Chiller Plant Site Concrete Access Hatch within the Floor of the plant for Equipment Delivery & Removal Existing Chiller to be replaced in underground Chiller Plant

  49. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MDFederal Center Chiller Plant Site – Cont’d Exterior View of Entrance to Chiller plant showing Hatch Which opens to stairs leading to down plant Existing Concrete Access Hatch to be removed to facilitate the delivery & removal of equipment

  50. IFB FQ18102/KKB– Chiller Replacements, DC, VA and MD HOUSEKEEPING

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