REQUEST FOR PROPOSALS

FOR

The Design of a New Sawmill Building

AT

The CT DEEP Portland Complex

In Portland, CT

September 16th, 2019

Key Dates:

Pre-Bid Conference – September 26th, 2019

Bids Due - October 16th, 2019

The State is an Equal Opportunity and Affirmative Action employer and does not discriminate in its hiring, employment, or business practices. The State is committed to complying with the Americans with Disabilities Act of 1990 (ADA) and does not discriminate on the basis of disability, in admission to, access to or operation of its programs, services, or activities.

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I. Introduction

Title: The design of a new sawmill building at the Portland Complex.

Issuing Agency, Address and Contact: Department of Energy and Environmental Protection (DEEP) Bureau of Central Services Engineering & Field Support Services Division Engineering Unit 163 Great Hill Road Portland, Connecticut 06480 Attention: Alex Curry, Engineer Intern Phone: (860) 424-3407 Email: alexander.curry@ct.gov

Location: DEEP Portland Complex, 163 Great Hill Rd, Portland, CT 06480

Purpose: CT DEEP Engineering and Support Services seeks architectural services for the design of a new sawmill building.

Background: CT DEEP Engineering and Support Services operates a sawmill at the Portland Complex in Portland, CT. The existing sawmill building is primarily a timber structure with a footprint of approximately 85’ x 45’. The sawmill uses logs cut from CT State Forests and mills lumber for many products such as picnic tables for parks or building material on DEEP structures.

The existing sawmill is outdated, inefficient, and hazardous compared to modern sawmills. DEEP Engineering and Support Services plans to purchase a new band-saw mill, comparable to a Wood-Mizer WM4500 industrial sawmill. The condition and footprint of the existing sawmill building will not accommodate the installation of the new mill. Renovating the existing structure to accommodate the new sawmill has been deemed impractical and not economical. DEEP Engineering and Support Services plans to operate the existing mill until the new mill has been installed.

The size of the existing mill building is a primary issue. The current building is not large enough to fit the proposed saw and accessory equipment such as a new log deck and edger. The floor of the existing building is also a key factor in the decision to construct a new mill. The floor of the existing building consists of multiple levels with a mix of wood, concrete, and dirt. The floor in the mill is inadequate for the installing of a new sawmill system. The new sawmill requires a uniform and level concrete floor throughout the entire milling area.

It is the goal of DEEP Engineering and Support Services to construct a new sawmill building adjacent to the existing sawmill building. This new building is anticipated to be a Morton style metal building, with a rectangular footprint, on a concrete slab foundation. The sawmill building must satisfy the following needs: provide space for the new sawmill and auxiliary equipment, protect the equipment from environmental elements (e.g. precipitation, humidity, and extreme cold), and functionality for the milling process. The new building will house the sawmill, edger, a 20 foot log deck, 3 way lumber transfer deck, a chipper, and a room to store and maintain

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band saw blades. The new building is estimated to have a footprint of approximately 110’ x 40’. Radiant floor heating is proposed as the heating method for the building. The building will not be cooled. It will not have restroom facilities and will operate off of existing site utilities. The new sawmill building shall be in compliance with OSHA 1910.265 Sawmill regulations.

II. Project Scope

Vendors are invited to submit proposals to complete the following tasks:

A. Attend a project initiation meeting with all parties at the project site. B. Complete a full onsite inspection of the proposed sawmill site and the existing sawmill. C. Develop 100% Schematic Design plans. D. Meet with DEEP to discuss the schematic design. E. Complete the design development phase with review submittals at 50% and 100%. Design

drawings of the new sawmill building shall include: 1. Sawmill equipment layout; Location of all equipment and electrical services.

Equipment proposed in the new sawmill; models comparable to:- WM4500 bandsaw- 20’ Log Deck- EG400 edger- Three-way Lumber deck- 9’ Roll Case Conveyor- 9’ Slave Conveyor Extension- Wood chipper

2. Blade maintenance and storage room3. Sawdust collection system4. Necessary mechanical, electrical, and plumbing systems

F. Site design including excavation, grading, and foundation. G. Develop a cost estimate for the proposed sawmill building. H. Develop contract documents for bidding and construction. I. Provide construction administration support to DEEP:

- Review and approval of shop drawings and other submittals - Attend weekly construction progress meetings

J. Deliverables and milestones: 1. 100% Schematic Design2. Cost estimates for construction of the new sawmill building3. 50% Design Development4. 100% Design Development5. 100% Contract Documents

III. Attachments and References

A. Plan drawings of existing and proposed sawmill layout B. Project location maps C. Property boundary survey

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D. Portland Complex Utilities Plan E. Example specifications for the sawmill and accessory equipment F. Sample sawmill and accessory equipment layout G. Photos of the existing building and site

IV. Bid Requirements

Project Approach:The Vendor shall clearly outline the firm’s understanding of the project.

Experience and References:The vendor shall demonstrate experience with projects similar in scope and adhering to allquality assurance and qualification requirements of this RFP. The vendor shall specificallyitemize experience with similar projects. Relevant experience shall involve the architecturaland site design of new industrial buildings. Include staff resumes, roles and specific referenceswith contact information.

Time and Cost:Provide detailed cost and time breakdown based on Section II Project Scope. Provide atimeline/schedule for the work items in the Section II Project Scope. The schedule shall bebased on the vendor’s ability to complete the work items in the Section II Project Scope assoon as possible.

Vendor shall assume a two week review period for all submissions to DEEP.

V. Bid and Selection Process

All submissions to the RFP for the sawmill building design at the Portland Complex must be in the possession of the DEEP Engineering Unit no later than October 16th, 2019. Bidder must submit one (1) copy, hard or electronic (PDF), of their bid submittal.

No submissions will be accepted after this date.

Method of Evaluation: An evaluation panel composed of DEEP representatives will review the bid submittals. The criteria requested under Section IV Bid Requirements will be used to evaluate the submittals.

Interviews, if required, will be held on a mutually agreed upon date. Candidates must be represented in interviews by managers and senior staff that will be responsible for the project, if applicable.

Upon selection of a vendor, a Purchase Order and Project Agreement outlining roles and responsibilities and financial terms and other conditions shall be negotiated between the selected vendor and the DEEP.

The following represents the timeline for the RFP and the final selection of the vendor for this work:

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RFP and Selection Timeline:

RFP Formally Announced Pre-Bid Conference (convened on-site) Bids Due at 163 Great Hill Road, Portland, Connecticut Award of Work

9/16/20199/26/201910/16/2019Approximately 1 week after bid opening

VI. General ConditionsAll bidders shall be willing to adhere to the following conditions and shall positively state thisin the bid:

1. All bids in response to this RFP are to be the property of the DEEP. All materialsassociated with this procurement process are subject to the terms of state laws definingfreedom of information and privacy and all rules, regulations and interpretationsresulting from those laws.

2. Any product, whether acceptable or unacceptable, developed under a contract awardedas a result of the RFP is to be the sole property of the DEEP.

3. Timing and sequence of events resulting from this RFP will ultimately be determinedby the DEEP.

4. The bidder agrees that the bid will remain valid for a period of 90 days after the closingdate for the submission and may be extended beyond that time by mutual agreement.

5. The DEEP may amend or cancel this RFP, prior to the due date and time, if the DEEPdeems it to be necessary, appropriate or otherwise in the best interests of the DEEP.Failure to acknowledge receipt of amendments, in accordance with the instructionscontained in the amendments, may result in a firm’s bid not being considered.

6. The bidder must certify that the personnel identified in its response to this RFP will bethe persons actually assigned to the project. Any additions, deletions or changes inpersonnel from the bid during the course of the project must be approved by the DEEP,with the exception of personnel who have terminated employment. Replacements forpersonnel who have terminated employment are subject to approval by the DEEP. Atits discretion, DEEP may require the removal and replacement of any of the bidder’spersonnel who do not perform adequately, regardless of whether they were previouslyapproved by the DEEP.

7. Any costs and expenses incurred by bidders in preparing or submitting bids are the soleresponsibility of the bidder.

8. A bidder, if requested, must be prepared to present evidence of experience, ability,service facilities, and financial standing necessary to satisfactorily meet therequirements set forth or implied in the bid.

9. No additions or changes to the original bid will be allowed after submittal. Whilechanges are not permitted, clarification of bids may be required by the DEEP at thebidder’s sole cost and expense.

10. In some cases, bidders may have to give presentations or further explanation to the RFPscreening committee.

11. The bidder represents and warrants that the bid is not made in connection with any otherbidder and is in all respects fair and without collusion or fraud. The bidder furtherrepresents and warrants that they did not participate in any part of the RFP development

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process, had no knowledge of the specific contents of the RFP prior to its issuance, and that no agent, representative or employee of the DEEP participated directly in the bidder’s submittal preparation.

12. All Responses to the RFP must conform to instruction. Failure to answer all questions or to follow the requested format may be considered appropriate cause for rejection of the response.

13. The DEEP shall assume no liability for payment of services under the terms of the contract until the successful bidder is notified that the contract has been accepted and approved by the DEEP. The contract may be amended only by means of a written instrument signed by the DEEP and the bidder.

Attachment A:

Existing and Proposed Drawings

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Electrical Panel

Cutoff saw

Log Deck

Chipper

Bathroom

Office

Sawdust Room

Saw

Furnace

Closet

Log Carriage

Edger

Streetlight

Stone Wall

B

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Property Boundary

E

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P

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B

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tin

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hed

Loading Dock

Outfeed Conveyor

C

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ils

Electrical

Substation

Power

Shed

Property Boundary

Meeting Room

Tool Room

Storm Drainage

Proposed Sawmill Building

INITIALS

ENGINEERING AND FIELD SUPPORT SERVICES

DEPARTMENT OF ENERGY

STATE OF CONNECTICUT

DESIGNED:

DRAWN:

SHEET #:

CAD FILE:

DATE:

SCALE:

DATE DESCRIPTION

REVISIONS

PORTLAND, CONNECTICUT

ENGINEERING UNIT

163 GREAT HILL ROAD

PHONE: 860-342-2215

FAX: 860-344-2560

PROJECT NAME & NUMBER:

SHEET TITLE:

AND ENVIRONMENTAL PROTECTION

Portland Complex Sawmill

S:PrtlndCmplx/Sawmill

APC

08/21/2019

Not to Scale

Existing Sawmill Building and Site

CHECKED:

1/2

Bathroom

Streetlight

Stone Wall

Gravel Parking Area

Property Boundary

Property Boundary

22'

13'

32'

6'6"

4'

110'

40'

Garage Door

Wood Chip

Trailer

Conveyor

9' Slave Unit

Chipper

Storm Drainage

12'

20'

22'

Edger

20' Log Deck

Sawdust

Trailer

Transfer

Table

Blade

Maintenance

& Storage

Room

Garage Doors

Headrig w/

Cab &

Powerpack

Three-way

Tranfer Deck

Incline Conveyor

Roll Case

9' Drive

Transfer

Table

Sawdust Blower

Garage Door

Sawdust Ductwork

12'

18'

INITIALS

ENGINEERING AND FIELD SUPPORT SERVICES

DEPARTMENT OF ENERGY

STATE OF CONNECTICUT

DESIGNED:

DRAWN:

SHEET #:

CAD FILE:

DATE:

SCALE:

DATE DESCRIPTION

REVISIONS

PORTLAND, CONNECTICUT

ENGINEERING UNIT

163 GREAT HILL ROAD

PHONE: 860-342-2215

FAX: 860-344-2560

PROJECT NAME & NUMBER:

SHEET TITLE:

AND ENVIRONMENTAL PROTECTION

Portland Complex Sawmill

S:PrtlndCmplx/Sawmill

APC

08/21/2019

2/2

Not to Scale

Proposed Sawmill Building

CHECKED:

Existing Sawmill Building

Attachment B:

Project Location Maps

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Map data ©2019 2000 ft

163 Great Hill Rd

Sawmill Location

163 Great Hill Rd - Google Maps

https://www.google.com/maps/place/163+Great+Hill+Rd,+Portland,+CT+06480/@41.5910... 8/1/2019

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Imagery ©2019 Google, Map data ©2019 100 ft

163 Great Hill Rd

163 Great Hill Rd - Google Maps

/

https://www.google.com/maps/place/163+Great+Hill+Rd,+Portland,+CT+06480/@41.5981... 1

/ 9Page

1

2 of 321

Imagery ©2019 Google, Map data ©2019 50 ft

163 Great Hill Rd

Portland Sawmill

163 Great Hill Rd - Google Maps

7/18/2019https://www.google.com/maps/place/163+Great+Hill+Rd,+Portland,+CT+06480/@41.599...

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Attachment C:

Property Boundary Survey

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Attachment D:

Portland Complex Utilities Plan

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Attachment E:

Sample Equipment

Specifications

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Industrial Sawmill

3-way Conveyor

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Edger

20 Foot Log Deck

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9' Roll Case Conveyor

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Attachment F:

Photos of Existing Building and Site

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Above Photo: Sawmill meeting room. This will continue to be used after construction of the new sawmill building.

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Above Photo: Tool room in the existing sawmill building. This will continue to be used after construction of the new sawmill building.

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Above Photo: Existing Sawmill building viewed from the east.

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Above Photo: Inside the existing sawmill building viewed from the east.

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Above Photo: Inside the existing sawmill building viewed from the west.

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Above photo: Existing sawmill building viewed from the north.

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Above photo: Existing sawmill building and yard viewed from the west.

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Above photo: Gravel yard outside the existing sawmill building; approximate location of the proposed sawmill building.

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Above photo: Gravel yard and parking area viewed from the north; approximate location of the proposed sawmill building.

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