Sly Creek Governor Replacement

1 REQUEST FOR PROPOSAL FOR THE SLY CREEK POWERHOUSE GOVERNOR CONTROL SYSTEM REPLACEMENT SOUTH FEATHER WATER AND POWER AGENCY SOUTH FEATHER POWER PROJECT FERC Project No. 2088 Issue date: May 8, 2023 Proposal Due Date: August 7, 2023 Prepared by: Kyle Newkirk, Civil Engineer knewkirk@southfeather.com South Feather Water and Power Agency 2310 Oro-Quincy Highway Oroville, CA 95966 (530) 532-1701 FAX (530) 675-0361 South Feather Water and Power Agency Request for Proposals 2023 2 SECTION 1 – INTRODUCTION 1.1 Background The Sly Creek Hydro Generator was originally constructed in 1923 as the old Melones Powerhouse. It was relocated and recommissioned under South Feather Water and Power’s ownership in 1986. The powerhouse is fed directly from the Sly Creek storage reservoir, and its operational head varies from 128-208 feet. The powerhouse can generate up to 13MW, depending on the lake elevation, and is the highest elevation

powerhouse in our project, at just under 3500 feet. When the powerhouse was recommissioned in 1986, the Woodward Cabinet Governor was updated to electronic actuation. In recent years, the agency has experienced an increase in electrical issues within the analog electronic components of the governor. The principal goal with this project is to increase the reliability and controllability of the unit throughout its operating range. 1.2 Project Summary The selected consultant will deliver a ready-to-install, digital PLC governor control system, assist in the installation by SFWPA agency staff, and provide testing and commissioning after the installation. Specifics of the project include: A detailed site inspection to assess and analyze the existing equipment, engineering and design of the new digital PLC system, fabrication and testing of the Digital PLC system and all components necessary for its fully functional installation, field support of agency staff during installation, field commissioning and testing of the system, warranty and product support, and technical training for Agency employees. 1.3 Consultant Qualifications Project team members shall possess demonstrated experience with digital governor upgrades, and be able to provide examples of successful installations. The Consultant’s Proposal shall include a brief biography for each project team member describing their experience relevant to the role and discipline they will be fulfilling. 1.4 Agency Responsibility The Agency will provide to the selected Consultant all documents, guides, and manuals that have been developed for the Project, which contain information that may be pertinent to the work to be performed under this RFP. SFWPA will also provide:  Staff attendance at meetings, inspection(s), etc.  Timely response to questions and requests for information.  Installation of the PLC during a scheduled maintenance outage. 1.5 Project Assumptions The following assumptions were made in the development of this Scope of Work: South Feather Water and Power Agency Request for Proposals 2023 3  The Agency has assigned the Project a highly restricted security designation. The Consultant shall sign a Non-Disclosure Agreement prior to receiving any of the relevant information deemed Critical Infrastructure Information (CII).  The Consultant shall provide the engineering resources in all disciplines necessary to achieve the complete scope of work.  The Consultant shall at all times be deemed an independent contractor wholly responsible for the manner in which it performs the complete scope of work, and fully liable for the acts and omissions of its employees, sub-consultants and agents. 1.6 Project Schedule Deadline for Completion Task May 8, 2023 Proposal issued to consultants June 14, 2023 Mandatory Site Visit July 12, 2023 Written Questions Due August, 7 2023 Proposal due date August 22, 2023 Board hearing to approve selected consultant October 2-21, 2023 Powerhouse Outage. The selected consultant will be allowed to conduct further investigation of the powerhouse and governor systems September 9, 2024 Delivery of ready-to-install system October 2024 Start of outage, SFWPA Crew Begins install October 2024 Consultant commissioning of the system October 2024 Unit Returned to service, Training of SFWPA employees 1.7 Cost of Services Pursuant to Labor Code Sec. 1771.1, contractors and subcontractors are notified that you are not qualified to bid or to be listed on a bid proposal as a subcontractor unless currently registered with the California Department of Industrial Relations pursuant to Labor Code Sec. 1725.5.  The CONSULTANT, and any subcontractor, shall pay not less than the general prevailing rate of wages and the general prevailing rate for holiday and overtime work in the locality in which the public work is to be performed for each craft, classification, or type of worker needed to perform the public work. The prevailing rates on wages shall be as determined by the Director of the Department of Industrial Relations of the State of California. Copies of the published prevailing rates are on file at SFWPA's main office.  The CONSULTANT shall be subject to all applicable provisions of the Labor Code, including, but not limited to, Section 1775 (forfeitures for failure to pay prevailing wages), Section 1776 (payroll records), Section 1777.5 (apprentices), and Sections 1810-1815 (working hours). The complete proposed cost of the project should be presented in lump sum form but, all proposals must include a complete and current table of all rates and charges to perform all the proposed services with detailed itemization of each task by team member hours, rates and costs. South Feather Water and Power Agency Request for Proposals 2023 4 The rates and charges provided shall include all overhead rates to cover costs and other compensation of consultant’s officers, executives, principals (of partnership and sole proprietorships), general managers, engineers, architects, specialists, estimators, lawyers, auditors, accountants, purchasing and contracting agents, expediters, timekeepers, clerks and other personnel employed by consultant whether at the site or in its principal or a branch office for general administration of the work and not specifically included in the list of personnel. Rates and charges shall also include any part of consultant’s capital expenses, including necessary transportation, travel and subsistence expenses of consultant’s employees incurred in discharge of duties connected with performance of the services. The rates and charges shall also include minor expenses connected with performance of the services such as copies, computers, software, on-line legal research, office supplies, postage, faxes, long-distance telephone calls, telephone, and any other expense incurred to accomplish the work. Note that no separate charges for these items will be allowed. Note also that no administrative charges will be allowed, except a markup of five percent (5%) on sub-consultants’ billings. SECTION 2 – SCOPE OF SERVICES Pre-Award: Task 1: Perform Pre-Proposal Mandatory Site Visit at Sly Creek Powerhouse  Consultants attending the site walk will be required to sign an NDA, which will be provided on the day of the site visit.  The site walk provides an opportunity for consultants to review and survey the existing governor installation, and make note of anything that may be pertinent to their proposals, prior to the submittal of their proposals.  SFWPA staff will be in attendance during the site visit in order to answer as many questions as we can for the attendees. Upon Award: Task 2: Perform Detailed Site Inspection  Interview SFWPA crew on the current operation, maintenance, and issues with the governor.  Consultant will be allowed to gather field information as needed for their work. Any information or testing that requires the powerhouse to be offline shall be conducted during the 2023 powerhouse outage, from October 2nd to October 21st.  SFWPA will provide existing as-built drawings and O&M documentation to the consultant, for their reference during the design of the new governor control system. Task 3: Perform Engineering and Design  Design new replacement governor control system, hardware and software, feedback loop (megawatt transducer), and communication pathways to existing GE RTU (DNP 3 Protocol), including everything required to make the new PLC work with all other existing systems within the powerhouse. South Feather Water and Power Agency Request for Proposals 2023 5  PLC programming that is capable of effectively operating the unit at varying head levels.  Develop submittal shop drawings, installation and wiring diagrams for Agency approval.  Provide all drawings in CAD (DWG.) format to the Agency.  Produce a bill of materials.  Provide options and recommendations for redundant PLC architecture or cold standby backup (and the costs associated with those options). Task 4: Perform Fabrication and Testing  Fabricate the new governor control system, feedback loop, and communication pathways to RTU, including everything to make the new system work with other existing systems and components in the powerhouse.  Perform in-house testing to ensure intended functionality upon installation.  Perform in-house customer witness testing. Task 5: Provide Support of Field Installation by Agency Employees  Furnish fully engineered complete installation package for new governor control system.  Provide on-site field technical assistance and support for Agency employees while they are installing the system.  Verify correct installation of new governor control system.  Provide complete product documentation and instructions. Task 6: Perform Field Commissioning and Testing  Inspect installation and perform pre-energization checks of new governor control system.  Perform testing, operation and tuning of new governor control system.  Provide technical training for Agency employees. Task 7: Perform Project Close-Out  Provide complete O&M manuals including all mechanical and electrical wiring diagrams for the agency’s use and records.  Provide spare parts for unplanned replacements and a list of recommended maintenance parts that the agency should plan to replace.  Warranty support period to begin the first day the unit is returned to service.  Provide software code listing to the Agency (in electronic form).  Provide PLC configuration and programming software to the agency. SECTION 3 – PROPOSAL SUBMITTAL REQUIREMENTS 3.1 Responses Firms or individuals that are interested in providing professional services for the Sly Creek Powerhouse Governor Control System Replacement Project are to submit a proposal containing, at a minimum, sufficient information for an objective evaluation of the criteria described in Section 2. Consultants will describe their qualifications in terms of experience and performance on similar South Feather Water and Power Agency Request for Proposals 2023 6 projects within the past ten years. Any requests for clarification or additional information regarding the submission of Proposals shall be submitted in writing via email (knewkirk@southfeather.com). 3.2 Content The Proposal shall outline the Consultant’s Scope of Services, which at a minimum must include the criteria set forth within this Request for Proposal, and the Consultant’s approach to administer and complete the project.  Cover Letter.  Project approach clearly identifying all assumptions.  Project team clearly identifying the responsibilities, roles, and technical disciplines each person will fill. Include a brief biography for each project team member describing their experience relevant to the role and discipline they will be providing. Identify the availability of key staff to execute the project within the identified schedule. All key personnel proposed for the Project must remain available and perform for the entirety of the Project, a change of project personnel will only be permitted in extreme circumstances and may be subject to a monetary penalty.  Firm qualifications. Briefly describe firm qualifications to support the team in executing this type of work.  etailed schedule with any deviations from the schedule included herein clearly identified and tied to the project approach.  References, including; names, companies and contact information, for similar work performed.  Written statement regarding the Consultant’s eligibility to perform the work without a conflict of interest. 3.3 Pre-Proposal Job Walk A mandatory site visit will be conducted on June 14, 2023. This is an opportunity for consultants to see the powerhouse and governor, ask questions, identify problems, and refine their proposals, and for the SFWPA staff to become acquainted with the project teams. The meeting will begin at Sly Creek Reservoir Dam, at 10:00am, after which all personnel will descend the short drive to the powerhouse. Sly Creek Dam is located on Lewis Ridge Road, from Barton Hill Road, Left off of Quincy-La Porte Road. Access to Sly Creek Dam is all paved roads, with a short, well maintained dirt road down to the powerhouse. Unless there is an unusually cold storm prior to the site visit, the powerhouse should be accessible by any vehicle. Consultants are expected to bring their own PPE: hard hats, closed toed shoes, long pants, etc. 3.4 Deadlines Written requests for interpretation, clarification, and/or additional information must be received no later than noon, Pacific Standard Time, July 12, 2023. South Feather Water and Power Agency Request for Proposals 2023 7 Proposals must be received by the Agency via email no later than 3:00 p.m., PST, on August 7, 2023, as determined by the email receipt time. Send proposals to knewkirk@southfeather.com. Submit your proposal as one (1) PDF formatted file. The email Subject Line should be addressed “Sly Powerhouse Governor Control System Replacement”. NOTE: The Agency’s email size limit is 10 MB. If the file size exceeds this limit, please submit an email request for secure file share access to knewkirk@southfeather.com. It is the responsibility of the proposer to assure that the proposal is received prior to the deadline date and time. Proposals received after the submission deadline will not be accepted. SFWPA suggests that all proposers send a test email to the delivery address knewkirk@southfeather.com prior to the proposal due date to confirm that they have the correct email address. SECTION 4 – PROPOSAL MODIFICATION, CLARIFICATION AND SELECTION 4.1 SFWPA will not reimburse the respondents to this request for any costs involved with the preparation and submission of proposals, or for preparation for or travel to facilities prior to award of contract. 4.2 This Request for Proposal (RFP) does not obligate SFWPA to contract for any services expressed or implied. 4.3 SFWPA reserves the right to:  Request any firm submitting a proposal to clarify its proposal;  Modify or alter any of the requirements herein (In the event of such modification, all respondents will be given an equal opportunity to modify their proposals in the specific areas impacted);  Reject any or all proposals, waive immaterial irregularities in any proposal and reissue this or a modified RFP; and  Negotiate a contract with the selected firm. 4.4 Selection Criteria It is anticipated that proposals will be evaluated based on experience with similar projects and bid price, which shall be given such weight as SFWPA, in its sole discretion, deems appropriate to determine the firm which best meets the needs of SFWPA. 4.5 Selection Procedure A review panel consisting of the Civil Engineer, Power Division Manager and Maintenance Foreman will review the responses. South Feather Water and Power Agency Request for Proposals 2023 8 Once the panel has ranked the responses, the Power Division Manager will present the results to the General Manager and Board of Directors and obtain approval to offer a contract to the highest ranked respondent. SECTION 5 - ADDITIONAL INFORMATION 5.1 For technical questions, please contact Brian Howerton, Maintenance Foreman, at (530) 538-8844 or via email at bhowerton@southfeather.com. All other questions should be directed to Kyle Newkirk, Civil Engineer, at (530) 532-1701, or via email at knewkirk@southfeather.com. 5.2 NON-CONFORMING PROPOSALS Any bid that does not comply with the requirements of this RFP may be considered non-conforming and ineligible for consideration.