RFP NUMBER: 17-1703
RFP DUE DATE: 09/15/2016
Request for Proposal
CNG FuelSupplier for the Metropolitan Tulsa Transit Authority
The Metropolitan Tulsa Transit Authority (MTTA)is requesting proposals from qualified providers for the following project:
1) Provide a 5-year maintenancecontract for MTTA’s CNG fueling station effective 11/01/2016 – 10/31/2121.
MTTA will select the best overall proposal from the responsive proposals received.
All project pricing submitted by responsive proposers will be firm for 90-days after submittal date. At any date after the 90-days all prices will be subject to adjustment by the published National Consumer Price Index for All Urban Consumers, U.S. owner Average (All Items; 1982-84 = 100) as issued by the U.S. Department of Labor, Bureau of Labor Statistics (the “CPI”).
Please limit RFP response to no more than 20 pages excluding required certifications contained in this RFP.
Proposers shall submit (via courier or overnight delivery) one (1) signed original and three (3) copies of their proposal no later than 4:30 pm local timeon9/15/16 to the following address:
Metropolitan Tulsa Transit Authority
Attn: Accounting & Grants Manager
RFP 17-1703
510 South Rockford
Tulsa, Oklahoma74120
Bid Packets should be clearly marked with RFP Number and “Attn: Accounting & Grants Manager”.
Any RFP’s received after this time will be returned un-opened to the proposer. All RFP’s will be opened on 09/16/2016. As this is an RFP and not an Invitation for Bids (IFB) the opening of the proposals will not be a public meeting.
Questions with regard to the RFP must be submitted via email and addressed to the following contact no laterthan 09/02/2016at 4:30 p.m. local time. All questions received after the deadline will not be responded to.
Jack Van Hooser
Accounting & Grants Manager
(918) 560-5609
Schedule of Events:
The anticipated schedule for selection of a contract is as follows:
Request for Proposal released08/23/16
Written questions and requests for clarification 09/02/16 at 4:30 pm CST
Question responses to proposers09/07/16 at 4:30 pm CST
Proposals due09/15/16 at 4:30 p.m.CST
Oral interviews with providers in competitive range (if needed)Week of Sept 19th
Tulsa Transit board awards contract(s)09/27/16
SCOPE OF WORK
CNGFuel Station Maintenance
1. General
The Contractor shall provide proactive, scheduled, and emergency maintenance services for the entire CNG facility covered in this project. This includes providing all labor, parts, materials, replacement equipment, emergency fueling services, inspections and testing. All planned and unplanned CNG facility repair work shall be coordinated with MTTA Maintenance Department.
- Contractor shall perform maintenance and inspection a minimum of once a week.
- The Contractor shall respond remotely within one (1) hour of an emergency shutdown event and be onsite within three (3) hours of an emergency shutdown event.
- Contractor service must be of such high quantity and quality so that all CNG vehicles will be fully fueled for operational rollout on any given morning during the contract. Contractor shall have the capability to remotely monitor the key compressor system variables such as flow, temperature and pressure with a laptop computer and remote alarm 24/7, 365 days a year.
- An electronic and hard copy of the maintenance records shall be kept at the Facility site for MTTA’s inspection and must be updated on a monthly basis. MTTA shall permit Contractor trained and certified O/M personnel and its approved vendor subcontractors to enter the compressor compound area and the fueling island area for O/M services.
At the end of the maintenance agreement, Contractor shall transfer the complete right or license of all software to MTTA. All additional electronic files and programs, equipment manuals, and the entire O/M record database shall also be transferred to MTTA.
LIST OF CNG STATION EQUIPMENT
Quantity1 / 5-stage compressor – approximately 400 SCFM each w/ PLC controller / 2
2 / Single Tower Inlet Gas Dryer with Manual on-skid regeneration rated for more than 900scfm at 15 psig inlet pressure / 1
3 / Single-hose, time-fill post with standard “Staubli” nozzle for filling one vehicle at a time (configured for K-rail mounting) / 45
4 / Stand Alone Compressor PLC site controller - ½” or ¾” priority panel ESD arrangement for fast-fill system / 1
5 / ASME storage tank 3-Pak capable of storing 36,671scf Natural Gas at 5000 psig (contains 90dge of usage CNG) / 1
6 / Fast-fill dispenser – Dual hose transit/NGV1 / 1
7 / 350 KW Backup Generator / 1
8 / Defueling Panel / 1
Estimated DGE utilized per year
Year 1 / Year 2 / Year 3 / Year 4 / Year 5Volume / > 500k / > 600k / > 700k / > 900k / >900k
2. Types of Maintenance
There are three types of maintenance that the Contractor is required to perform.
- Proactive maintenance, which is the daily monitoring, of CNG station systems including critical flow, temperature, pressure, vibrations, fugitive leaks, and false alarms. Electronic monitoring is an acceptable alternative to on-site inspection. This is necessary to minimize emergency shutdowns, which are unacceptable if more than 2 times per month unless caused by MTTA personnel negligence or abuse.
- Scheduled maintenance is specific maintenance performed in conformance with manufacturer’s recommendations and industry best practices. Contractor shall develop a scheduled maintenance process per each manufacturer’s or vendor’s requirements and perform all this maintenance on a timely basis. This is necessary to eliminate emergency shutdowns and catastrophic failures.
- Emergency maintenance is unplanned service resulting from a system shutdown or failure causing the CNG station to not be fully operational. This is an unacceptable situation and is limited to 2 times per month after the third month of operation. Contractor shall provide MTTA a report of the emergency covering the resources required to fix the problem, the length of time the CNG station or compressor was shutdown, the cause, steps taken to fix the problem, and steps taken to prevent it from happening again. The Contractor shall locally store and maintain an adequate supply of critical spare parts, based on manufacturers’ recommendations, for use in an emergency and the list must be approved by MTTA.
3. Maintenance Labor
The Contractor is responsible for all operations and maintenance. Contractor personnel and subcontractors shall perform the actual on-site service and maintenance activities for MTTA’s equipment.
All O/M activities performed by the Contractor will be done in accordance to Manufacturer’s and vendor’s manuals and instructions and in accordance with best industry standards. Any activity involved with the venting of gas or welding in the general vicinity of the CNG station shall be approved by MTTA. Contractor to review all work proactive, scheduled, and emergency maintenance being performed with the MTTA personnel prior to commencement.
The Contractor is responsible for recruiting and maintaining a staff of high quality, committed, dependable maintenance service personnel for performing the on-site work at the MTTA facility. These service personnel shall be factory trained and certified by the equipment manufacturers to work on CNG equipment and be OSHA certified. The Contractor is to provide names and qualifications of key personnel and any subcontractors assigned to the project in addition to primary contact person. Include a project organizational chart that clearly delineates communication/reporting relationships among the project staff, including subcontractors.
Each person shall meet the personal, technical, and experience requirements to perform CNG station maintenance work. Contractor shall provide OEM certified compressor technician. MTTA and Contractor shall mutually agree on the minimum qualifications needed to perform maintenance service. MTTA shall approve Contractor pool of maintenance service personnel 2 weeks prior to execution of the Maintenance Agreement.
The Contractor is responsible for furnishing its personnel with vehicles, safety equipment, computers, hand tools, pagers, cell phones, general test equipment, gas detectors and other equipment required to service a CNG station. Contractor service personnel shall wear all protection equipment necessary for the job such as but not limited to hard hat, goggles, and a yellow safety jacket or shirt while doing maintenance in the MTTA facility.
The Contractor’s personnel will be required to check-in with the Maintenance Department each visit to the site and at check-out give a report of the service completed.
Contractor CNG Technicians to be available with on-call response leading to an onsite presence within 3 hours, 365 days per year for the duration of the maintenance agreement.
The Contractor is responsible for disposal of all unclassified liquid and solid waste from the CNG station O/M work.
4. System Monitoring and Alarms
The CNG station monitoring and alarm system must be operational at all times. Bypassing of alarms and shutdown systems will not be allowed without specific approval of MTTA. The monitoring and alarm system shall be tested monthly preferably during the morning during minimum fuel demand periods. The ESD system shall be tested monthly and reset. Contractor’s monitoring system shall be capable of proactively troubleshooting and diagnosing CNG station failures remotely and dispatching technician support as needed.
5. Fuel Dispensing Area
The fueling panels, hoses, nozzles, and related fueling components shall be free from defects or wear, in good working order and free of detectable leaks. All valves, fittings, connections and joints in piping shall be leaked tested with a gas detector every three months. All leaks shall be immediately repaired. Contractor will not be responsible for equipment failures resulting from abuse or neglect by MTTA personnel.
6. CNG Compressor Compound Area
Each compressor and related controls, hardware, and associated CNG system equipment shall be free from defects or wear, in good working order and free of detectable leaks. Waste oil and other disposable liquids shall be stored in the proper containers and removed and emptied once per month in a safe and legal manner per MTTA’s requirements.
7. Record Keeping and System Monitoring
Contractor shall provide a monthly report to MTTA for the CNG station.
8. Permits and Local Licenses
The Contractor shall obtain and pay for all permits and licenses necessitated by his operations. Prior to starting any work, the Contractor will be required to have all certifications required by the State of Oklahoma and to maintain such certifications for the life of the contract. If required, the Contractor shall arrange and pay for site inspections related to permits and licenses.
9. Work Performance
All work shall be completed in a competent manner according to industry best practices. All persons engaged in the work, including subcontractors, will be considered as employees of the Contractor. The Contractor will be held responsible for their work. MTTA will deal directly with and make all payments to the prime Contractor. The subcontracting of any or all of the work to be done will in no way relieve the Contractor of any part of responsibilities under the Contract.
Proposer Qualifications:
The following are mandatory requirements for qualifying as a responsible proposer. Aproposer that is found to not meet these qualification requirements may be determined to be non-responsive and its proposal rejected. The following table details which requirements proposers must meet for each project within this RFP:
1. Proof that the proposer’s human and physical resources are sufficient to allow it to perform the contract as specified and to assure delivery of all products and equipment within the time specified by the contract. Please supply a list of all staff complete with a description of their role, relevant work experience, certifications and expertise, within your response. Please include A description of spare parts procurement and distribution system sufficient to support equipment maintenance without delays and a service organization with skills, experience and equipment sufficient to perform all work.
2. Evidence of satisfactory performance on at least three (3) past contracts of a similar nature.
a)Project name and description of services provided
b)Project location
c)Size of project
d)Completiondate
e)Customer name and contact information (be sure to include email address)
3. Proposers shall also include a list of organizations that they have contracted with for the last three (3) years with contact information that, at a minimum includes names, email addresses, and phone numbers, AND/OR any customers that have cancelled a contract in the last three (3) years and reason for cancellation.
4. Proposers must fully complete the included price proposal worksheet and all applicable forms/certifications to be considered responsive proposers. Failure to fully complete the price proposal worksheet will result in the proposer being classified as non-responsive.
5. Insurance Requirements:
A. Ability to obtain insurance with coverage values that meet minimum requirements evidenced by a letter from an underwriter confirming that the proposer can be insured for the amount required by MTTA.
B. Proposer agrees to obtain, maintain and pay the premiums for the following types and amounts of insurance coverage for the entire term of the contract to insure against liabilities, claims, losses, or damages resulting from work required by the contract documents:
a) Workers’ Compensation Insurance as required by the State of Oklahoma and endorsed to include Broad Form All States Coverage, which shall cover all proposer employees engaged in the performance of the work; and Employer’s Liability with limits of not less than $1,000,000 each accident; $1,000,000 each employee by disease and $1,000,000 policy limit by disease;
b) Business Automobile Liability Insurance covering claims for Bodily Injury or Property Damage, including onsite and off-site operations, and including owned, non-owned and hired vehicles with at least a $1,000,000 combined single limit of liability;
c) Commercial General Liability Insurance covering claims that the proposer or any of its employees, agents or sub-proposers become legally obligated to pay as damages due to Bodily Injury or Property Damage with limits of $1,000,000 each occurrence and $2,000,000 general aggregate. The policy shall include Products/Completed Operations; Contractual Liability; Personal Injury Liability and Broad Form Property Damage. If insurance is written on a claims-made form, coverage shall continue for a period of not less than 3 years following termination of this contract. Coverage shall also provide for a retroactive date of placement prior to the effective date of the contract.
d) Umbrella Liability Insurance for an amount of not less than $5,000,000 per occurrence and in the aggregate that follows form and applies excess of the primary coverage stated in a, b & c above.
1.The proposer shall require its sub-proposers, if any, to obtain an amount of insurance coverage which is deemed adequate by the proposer. The sub-proposers, prior to commencing any of the work, shall submit certificates evidencing such insurance coverage to the proposer.
2.The certificates of insurance will specify that the insurer will endeavor to provide a 30 day written notice to MTTA of cancellation of such insurance. Coverage provided is primary and is not in excess of or contributing with any insurance or self-insurance maintained by MTTA.
3.The policies listed in (1) and (3) above will name MTTA as an Additional Insured. Proposer will supply proper certificates of insurance to MTTA prior to the commencement of the agreement and will furnish to MTTA certificates of insurance annually thereafter for the term of the agreement.
4.All such insurance as indicated above shall be provided by insurance companies having a Best’s rating of not less than AVIII.
Basis of Award
Any contract resulting from this RFP will be awarded to that firm whose proposal is deemed by MTTA to be qualified considering the evaluation criteria stated above, and provides MTTAwith the best value among those considered technically acceptable.
“Best Value” will be determined solely by MTTA.
MTTA reserves the right to meet or communicate with any proposer to clarify the responsiveness of its proposal and the responsibility of the proposer’s organization and its sub-proposers, in order to ascertain technical acceptability.
The following scoring criteria will be used to assist MTTA in making it final decisions regarding the contract award recommendations associated with this RFP:
1)Project Cost – 45%
MTTA desires to satisfy the RFP requirements on a timely basis and will consider costs between suppliers along with the value added services that are provided.
2)References/Contractor Qualifications – 30%
This will be based upon the supplier’s ability to meet requirements for qualifying as a responsible supplier. MTTA will call the references listed by the supplier and may also call references not listed by the supplier to verify the satisfaction of the supplier’s past customers.
3)Overall Value – 15%
MTTA will assess all supplier attributes, both tangible and intangible, to determine which proposal gives MTTA the best overall value in terms of:
- Reliability
- Scheduling
- Sustainability
- Coordination with MTTA
- Options provided to MTTA
- Other factors identified during the RFP process that may become relevant
4)CNG Expertise/Knowledge – 10%
This will be based upon the supplier’s specific knowledge of CNG Fleet Operator’s needs.
Bonus Points
Disadvantaged Business Enterprise
The proposer will be awarded up to ten (10) bonus points for Oklahoma Certified DBE participation.
Appendix A
MTTA’s projected 5-year CNG fuel usage
Total1 / FY17 (8 additional vehicles) / 82,700
2 / FY18 (5 additional vehicles) / 88,000
3 / FY19 (3 additional vehicles) / 91,200
4 / FY20 (1 additional vehicle) / 92,250
5 / FY21 (3 additional vehicles) / 95,500
449,650
Calculated in Dekatherms.
Currently the fleet of vehicles using CNG for its fuel needs are 42 twenty three foot Low Floor Lift Vehicles and 28thirty five and forty foot Low Floor Fixed Route buses. The Lift Vehicles are all CNG fueled and this number is not expected to increase. The FY16 CNG usage was 74,215 Dekatherms.
The fixed route buses (35’ and 40’) vehicles are not all CNG fueled. There are still 36 Fixed Route vehicles that are currently running Diesel fuel. As these vehicles are retired and new vehicles purchased to replace them, all new vehicles will be fueled with CNG fuel. The estimates listed above represent our best estimate of usage based on increasing the number of vehicles to be purchased that run on CNG fuel.