fishers island ferry district › rfp › race_point_equipment_rfp_2...new london, ct 06320 or...

Fishers Island Ferry District

Request for Proposals:

Marine Equipment for the Ferry Race Point

Released: June 2, 2020

Electronic Response Due Date: June 12, 2020

Remit Response To: Fishers Island Ferry District

261 Trumbull Drive

Fishers Island, NY 06390

Attention: Geb Cook

1

1 INFORMATION FOR PROPOSERS

1.1 Background & Context

In August 2019, the Connecticut Department of Energy & Environmental Protection

(CT DEEP) published a request for applications related to Connecticut’s allocated portion

of the Volkswagen Diesel Emission Settlement, to offer funding assistance for projects

designed to reduce diesel emissions.

Fishers Island Ferry Service (FIFD) submitted an application to CT DEEP for funding of

a marine repower. FIFD proposed to replace two (2) propulsion engines, two (2)

auxiliary generator sets and associated equipment on their ferry Race Point. In general,

the project will replace the existing main propulsion marine engines and auxiliary

generator sets with new, EPA Tier 3 certified engines1. FIFD has engaged M.J. Bradley

& Associates LLC (MJB&A) to assist in the RFP process.

1.2 Organization of this RFP

FIFD is undertaking an emission reduction repower program that includes outfitting the

Race Point with two (2) new EPA Tier 3 emissions certified main propulsion engines and

associated equipment.

This document solicits responses for supply of marine equipment for the repower of the

ferry Race Point. Respondents may submit responses to include any combination of

equipment and services as discussed further in Section 1.6; however, response costs for

each must be itemized and severable. Supply of main propulsion engines, auxiliary

generator sets and/or gearboxes must include labor support by proposer for vessel start-

up, commissioning and sea trial. FIFD reserves the right to perform hardware

installations using in-house resources or separately contracted shipyard services.

This RFP has been prepared with existing information about the vessel and technical

requirements of new equipment; however, M.J. Bradley & Associates and FIFD do not

presume that all combinations of engines, gearboxes and controls appropriate for the

Race Point are covered by the specification. As such, proposers are encouraged to

suggest alternative technology solutions that they believe may best serve FIFD’s goal of

repowering the Race Point. Where these technology solutions differ from the

specifications included herein, Proposers are encouraged/requested to identify these

differences.

This section, Information for Proposers, contains general background information

regarding the scope of the project and details concerning the ferry Race Point. Section 2

and Attachment B - Equipment Specifications provide specific requirements of the

responses including technical specifications of the individual equipment, vendor

responsibilities and submission requirements. Section 3 contains terms and conditions

for this RFP.

1 The term Tier 3 as it is used here is the same term as it is used in 40 CFR 1042.

2

1.3 Minimum Requirements

Further detail regarding proposal content is provided in Section 2; however, proposals in

response to this RFP must include, at a minimum, the following:

(1) A Cover Letter containing:

a. Name and address of the Proposer and an original signature on the Cover

Letter by an authorized representative on behalf of the Respondent;

b. Name(s), title(s) and telephone number(s) of the individual(s) who is/are

authorized to negotiate and execute a contract or agreement;

c. Name, title and telephone number of a contact person to which FIFD can

address questions or issues related to this RFP.

d. Brief description of the equipment and services offered by the Responder.

e. Location of nearest service outlet (address, point of contact name and

phone number) for the equipment proposed to be supplied.

f. Proposer’s DUNS Number

(2) At least one completed and signed Pricing Form and Summary Sheet

(Attachment A).

(3) EPA Certificate of Conformity for the engine family of the proposed engines.

(4) A manufacturer’s brochure and/or data sheet for all equipment proposed to be

supplied.

(5) Manufacturer’s standard warranty language for all equipment proposed to be

supplied.

Completed sealed submissions shall be received by 11:00 AM EDT, June 12, 2020 and

can be hand delivered at the Ferry Districts New London Terminal, 5 Waterfront Park,

New London, CT 06320 or mailed to Fishers Island Ferry District, PO Box 607, Fishers

Island, NY 06390 Attn: G. Cook. Email submissions will be accepted and must be

transmitted via email to [email protected] as long as a sealed paper copy is provided

within 5 days of the deadline. Submissions will be opened at 2:00PM June 12, 2020 at

the Fishers Island Ferry District Office, 261 Trumbull Drive, Fishers Island, NY.


PO Box 607


Attention: Geb Cook

1.4 Vessel Information

The Race Point operates between the ports of New London, CT and Fishers Island, NY

providing passenger and cargo service to the island.

The Race Point is a U.S. Coast Guard (USCG) inspected vessel.

mailto:[email protected]

3

The vessel and existing equipment are described in Table 1.

Table 1: Existing Vessel Information

A. Vessel Information

Name Race Point Net Tonnage 59 Length (ft) 162 ft

Hull form Model Gross Tonnage 87

B. Existing Main Propulsion Engines (to be replaced)

Number 2 Model

year/make 1985 Caterpillar Model 3412T

Rated HP 540 Max RPM 1,800 rpm

C. Existing Gear Boxes (to be replaced)

Make Twin-Disc Model 518 Reduction

ratio 2.5:1

Vertical Offset To be confirmed by Vendor during site visit

D. Existing Auxiliary Generator Sets (to be replaced)

Number 2

Model

year/make 1985 Detroit

Diesel Model 3-71

Rated kW 30 Max RPM 1,800 rpm

E. Existing Propellers

Number

of blades 3 Dimensions 44”D x 30” P Material Bronze

1.5 Pre-Response Vessel Access

The Race Point will be made available for prospective responders at a place and time to

be determined. All vendors wishing to bid this project must contact Mr. Geb Cook or

Mr. Jon Haney of Fishers Island Ferry to setup a site-visit onboard the vessel. Both can

be reached at (860) 442-0165. Questions may be posed during the walk-through;

however, FIFD reserves the right to defer responses to a later date by written addenda to

this RFP. The written responses will prevail over any verbal responses.

4

Those vendors who do not perform a site visit of the vessel will not be given the

opportunity to have their proposals reviewed. FIFD understands the severity of the

current COVID-19 health crisis and takes personal safety and concern for the virus very

seriously. FIFD will maintain safe practices and personnel distancing to prevent risk to

all parties concerned.

1.6 Response Options

This RFP is a request for equipment and supporting services (i.e., vendor representative

on-site during installation and sea trial as appropriate) necessary for the repowering of

main propulsion engines, auxiliary generator sets, reduction gearboxes and associated

equipment in the ferry Race Point. Shipyard services will be contracted separately and

the location where the installation will occur has not yet been determined, although it will

be on the East Coast. If shipping costs are expected to vary between regions on the East

Coast, respondents are encouraged to specify FOB costs for different regions (e.g., New

England, Mid-Atlantic, etc.). Minimum requirements for equipment have been

provided in Appendix B – Response Technical Specifications.

Respondents should offer unit pricing for one or more of the following options:

Option 1 – Main propulsion engines delivered FOB to an East Coast Shipyard or

designated location where the equipment is to be installed. This requires

responder involvement with vessel commissioning and sea trials.

Option 2 – Reduction Gearboxes with torsional couplings delivered FOB to an

East Coast Shipyard or designated location where the equipment is to be installed.

This requires responder involvement with vessel commissioning and sea trials.

Option 3 – Auxiliary Generator sets delivered FOB to an East Coast Shipyard or

designated location where the equipment will be installed. This requires


Option 4 – Propulsion Controls delivered FOB to an East Coast Shipyard or

designated location where the equipment is to be installed. This requires


Option 5 – Main propulsion engine extended warranty.

For Main Propulsion Engines and Auxiliary Generator Sets, FIFD will give preferential

consideration to Proposers who offer the same engine manufacturer for both. The scoring

criteria shown in Section 3 Terms and Conditions for the Submission of a Proposal

reflects this preferential consideration.

5

2 INSTRUCTIONS TO PROPOSERS

2.1 Vendor Responsibilities

1. Vendor will provide a clearly defined delivery schedule for FOB delivery at the

preferred location. Schedule does not need to specify dates and can be presented

in terms of weeks or months from a purchase order.

2. Purchased equipment will be shipped to FIFD’s preferred location. The physical

address will be provided to the vendor after award.

3. All costs shall be FOB to the shipyard or FIFD’s preferred location.

4. Title to all material and equipment provided in accordance with the contract shall

transfer to FIFD upon receipt of such material and equipment by FIFD at the

facility designated herein for delivery contingent on payment.

5. At a minimum, all equipment components provided must have a 90-day no fault

warranty and a 1-year defect warranty. The warranty period will begin on the day

that the vessel completes a successful sea trial as determined by the owner’s

representative.

6. The equipment vendor shall provide appropriate EPA certification materials to

document the claimed emission performance.

7. The equipment vendor shall provide written manuals and full documentation (up

to 3 copies) for the new engines and gearboxes including, but not limited to the

following:

a. maintenance manual including requirements/procedures,

b. any special tools required in performance of maintenance duties,

c. recommended spare parts list including manufacturer part numbers, and

d. parts manual

2.2 Submission of Proposal

Proposals must be received no later than 11:00 AM EDT, June 12, 2020. Please submit

an electronic submittal (scanned PDF with signature) via email ([email protected]). A

hard copy must be provided as backup and should be one (1) reproducible original

containing original signatures. Original paper copies must be provided within five (5)

days of the due date (June 12, 2020). Proposals must not be bound in any permanent

fashion (e.g., tape bound).

Time is of the essence for this project and Proposers are encouraged to provide responses

in advance of the due date to allow FIFD the opportunity to more quickly evaluate

responses.

The proposal shall be clear and concise. Proposals must not be bound in any permanent

fashion (e.g., tape bound).

6

FIFD, and their representative(s) assume no responsibility for delays caused by any

delivery service. FIFD, in their sole discretion, will have final decision of accepting late

responses.

Paper responses must be in a sealed envelope addressed as follows:


PO Box 607


Attention: Geb Cook

2.3 Communications Regarding this RFP

All questions regarding this RFP must be submitted in writing to Geb Cook via email

([email protected]) no later than 3:00 PM EDT, June 8, 2020.

If interpretation or other information is required, it will be communicated to proposers by

written addenda and such writing shall form a part of this RFP.

2.4 Proposal Acceptance or Rejection

Acceptance shall be only by mail to or delivery (including via email) at the office

designated by the Proposer in its proposal, a notice in writing signed by an authorized

representative on behalf of FIFD specifically stating that the proposal is accepted or by

execution of an agreement covering the subject matter of this solicitation signed by

authorized representatives of FIFD and the Proposer. No other act of FIFD, its officers,

agents, representatives, or employees shall constitute acceptance of a proposal. Rejection

of a proposal shall be only by either (a) a notice in writing specifically stating that the

proposal is not accepted, signed by an authorized representative of FIFD and mailed to or

delivered to (including via email) the Respondent at the office designated in the Proposal,

or (b) omission of FIFD to accept the proposal within 180 days after the Proposal Due

Date. No other act of FIFD, its officers, agents, representatives or employees shall

constitute rejection of a proposal.

2.5 Proposal Submission Requirements

In order to expedite the evaluation of proposals the Proposer’s response to this

solicitation should comply with the format and content identified as follows. This

includes order of items and paragraph identifiers, as set forth below.

2.5.1 Cover Letter

The Proposer shall submit a letter on its letterhead, signed by an authorized

representative, stating its experience and qualifications in meeting the requirements of

this RFP.

The Cover Letter shall contain:

(1) Name and address of the Proposer and an original signature on the Cover Letter

by an authorized representative on behalf of the Respondent.

7

(2) Name(s), title(s) and telephone number(s) of the individual(s) who is/are

authorized to negotiate and execute a contract or agreement.

(3) Name, title and telephone number of a contact person to which FIFD can address

questions or issues related to this RFP.

(4) Brief description of the equipment and services offered by the Responder.

(5) Location of nearest service outlet (address, point of contact name and phone

number) for the equipment proposed to be supplied.

(6) Proposer’s DUNS Number

2.5.2 Terms and Conditions for Submission of a Proposal

By submitting a proposal, responder hereby agrees to the Terms and Conditions for the

Submission of a Proposal. Upon award, FIFD and vendor(s) will evaluate terms related

to delivery, sea trial and payment and establish terms as appropriate.

2.5.3 Project Timeline

The proposer must submit a delivery schedule to FIFD’s preferred location. Proposers

are encouraged to provide specific information regarding time to manufacture, or a

statement that the engines have already been manufactured, and any anticipated back-

orders. The schedule does not need to show specific calendar dates, and can be from time

of award (i.e., Propulsion Engines will be ready for shipment 45 days after award;

auxiliary generator sets will be ready in 60 days).

2.5.4 Acknowledgment of Addenda

If any Addenda are issued with respect to this solicitation, the Proposer shall initial and

include with its Proposal the addenda form(s). In the event any Proposer fails to conform

to these instructions, its proposal will nevertheless be construed as though the Addenda

had been acknowledged.

2.5.5 Pricing Forms

The Proposer shall use the forms in Attachment A, as appropriate, to submit a summary

of the costs, and then transfer these cost values into the “Option Summary Form”. All

Pricing shall be FOB to FIFD’s preferred location.

2.5.6 EPA Certificate of Conformity

The Proposer shall provide an EPA Certificate of Conformity for the engine family of the

proposed engines.

2.5.7 References

The proposer shall provide a table with references for at least three (3) similar marine

sales. The table should include: purchasing company, vessel type and particulars (e.g.,

ferry, tug, yacht, etc.), model (of engine), and year of sale.

8

3 TERMS AND CONDITIONS FOR THE SUBMISSION OF A

PROPOSAL

In addition to all other requirements of this solicitation, the Proposer agrees to the

following conditions for the submission of its proposal.

Changes to the solicitation

At any time, in its sole discretion, FIFD may by written addenda, modify, correct, amend,

cancel and/or reissue this solicitation. If an addendum is issued prior to the date

proposals are due, it will be provided to all parties to whom solicitations were sent. If an

addendum is issued after proposals have been received, the addendum will be provided

only to those whose proposals remain under consideration at such time.

Proposal Preparation Costs

FIFD shall not be liable for any costs incurred by the Proposer in the preparation,

submittal, presentation, or revision of its proposal, or in any other aspect of the

Proposer’s pre-contract activity. No Proposer is entitled to any compensation except

under an agreement for performance of services signed by an authorized representative of

FIFD and the Proposer.

Disclosure of Proposal Contents / Use of Ideas and Materials

Proposal information is not generally considered confidential or proprietary. All

information contained in the proposal is subject to the “Terms and Conditions for

Submission of a Proposal”. FIFD, however, does not intend to publish cost data received.

Ownership of Submitted Materials

All materials submitted in response to or in connection with this solicitation shall become

the property of FIFD. Selection or rejection of a Proposal shall not affect this right.

Prices to Include

By submission of a Pricing Form in response to this RFP, proposers commit to providing

complete engines, gearboxes or other equipment., including installation kit, in

compliance with all technical specifications and Terms and Conditions herein, for the

prices noted. Such prices shall remain in effect for any equipment ordered by FIFD

between March 2020 and June 2020.

Warranty

The vendor (and as appropriate, the manufacturer) shall warrant all equipment, including

the elements of the installation kit, to be free of defects and shall warrant equipment

continue to operate as designed for a minimum period of one (1) year from the date the

vessel successfully completes a sea trial.

For all warrantable failures, the manufacturer shall be liable to provide a replacement part

or device, or shall reimburse FIFD the cost of repair or the replacement purchase price.

9

Conflict of Interest

If the Proposer may have a possible conflict of interest, or may give the appearance of a

possible conflict of interest, the Proposer shall include in its proposal a statement

indicating the nature of the conflict. FIFD reserves the right to disqualify the Proposer if,

in its sole discretion, any interest disclosed from any source could create a conflict of

interest or give the appearance of a conflict of interest. FIFD’s determination regarding

any questions of conflict of interest shall be final.

Authorized Signature

Proposals must be signed by an authorized corporate officer (e.g., President or Vice

President), General Partner, or such other individual authorized to bind the Proposer to

the provisions of its proposal and this solicitation.

References

FIFD may consult any reference familiar with the Proposer regarding its current or prior

operations and projects, financial resources, reputation, performance, or other matters.

Submission of a proposal shall constitute permission by the Proposer for FIFD to make

such inquiries and authorization to third parties to respond thereto.

Evaluation Procedures and Negotiation

FIFD may use such procedures that it deems appropriate to evaluate proposals. During

the period of proposal evaluation, additional information may be requested from one or

more Proposers.

FIFD may elect to initiate contract negotiations with one or more Proposers including

negotiation of costs/price(s) and any other term or condition, including modifying any

requirement of this solicitation. The option of whether or not to initiate contract

negotiations rests solely with FIFD.

The following response criteria will be used to evaluate each offering provided by the

Proposer:

Response Criteria Categories

Cost (or Life-cycle Cost);

Schedule;

Technical Specifications (i.e., engine width);

Warranty;

Previous Equipment/Service Experience; and

Ease of Integration

Identical Engine Manufacturer for Options 1 & 3 (this does not affect scoring for

Options 2, 4 & 5)

10

Most Advantageous Proposal/No Obligation to Award

FIFD reserves the right to award a Contract to other than the Proposer proposing the

lowest price. Contracts will be awarded to Proposers whose proposals FIFD believes, in

its sole discretion, will be the most advantageous to FIFD. Neither the release of this

solicitation nor the acceptance of any response thereto shall compel FIFD to accept any

proposal. FIFD shall not be obligated in any manner whatsoever to any Proposer until a

proposal is accepted by FIFD in the manner provided in the Section of this solicitation

entitled “Proposal Acceptance or Rejection.”

Multiple Contract Awards

FIFD reserves the right to award multiple Contracts for program participation and

Proposers are hereby given notice that they may not be FIFD’s only Awarded Firm.

Payment Terms

FIFD will make payments for all shipped equipment net 45 days of receipt of a proper

invoice from the vendor, and proof of delivery to the designated location. FIFD will

exercise a hold back of 10% of costs to be payable upon demonstration of a successful

sea trial.

Rights of FIFD

FIFD reserves all its rights at law and equity with respect to this solicitation including,

but not limited to, the unqualified right, at any time and in its sole discretion, to change or

modify this solicitation, to reject any and all proposals, to waive defects or irregularities

in proposals received, to seek clarification of proposals, to request additional information,

to request any or all Proposers to make a presentation, to undertake discussions and

modifications with one or more Proposers, or to negotiate an agreement with any

Proposer or third person who, at any time, subsequent to the deadline for submissions to

this solicitation, may express an interest in the subject matter hereof, to terminate further

participation in the proposal process by a Proposer or to proceed with any proposal or

modified proposal, which in its judgment will, under all circumstances, best serve FIFD’s

interest. FIFD may, but shall not be obliged to, consider incomplete proposals or to

request or accept additional material or information. The holding of any discussions with

any Proposer shall not constitute acceptance of a proposal, and a proposal may be

accepted or rejected with or without discussions.

11

No Proposer shall have any rights against FIFD arising from the contents of this

solicitation, the receipt of proposals, or the incorporation in or rejection of information

contained in any proposal or in any other document. FIFD makes no representations,

warranties, or guarantees that the information contained herein, or in any addenda hereto,

is accurate, complete, or timely or that such information accurately represents the

conditions that would be encountered during the performance of the contract. The

furnishing of such information by FIFD shall not create or be deemed to create any

obligation or liability upon it for any reason whatsoever and each Proposer, by submitting

its proposal, expressly agrees that it has not relied upon the foregoing information, and

that it shall not hold FIFD liable or responsible therefore in any manner whatsoever.

Accordingly, nothing contained herein and no representation, statement or promise, of

FIFD, its officers, agents, representatives, or employees, oral or in writing, shall impair or

limit the effect of the warranties of the Proposer required by this solicitation or Contract

and the Proposer agrees that it shall not hold FIFD liable or responsible therefore in any

manner whatsoever.

At any time and from time to time after the opening of the proposals, FIFD may give oral

or written notice to one or more Proposers to furnish additional information relating to its

proposal and/or qualifications to participate in the program described by this solicitation,

or to meet with designated representatives of FIFD. The giving of such notice shall not

be construed as an acceptance of a proposal. Information shall be submitted within three

(3) calendar days after FIFD’s request unless a shorter or longer time is specified therein.

No Personal Liability

Neither the officers of FIFD, nor any agent or employee thereof shall be charged

personally with any liability by a Proposer or another or held liable to a Proposer or

another under any term or provision of this solicitation or any statements made herein or

because of the submission or attempted submission of a proposal or other response hereto

or otherwise.

12

ATTACHMENT A

13

Option 1 Pricing Form

Main Propulsion Engines*

Fishers Island Ferry Service

Race Point

Proposer’s Company Name

Engine Information

Manufacturer

Model

Horsepower @ Speed (rpm)

Engine Rating (e.g., Unrestricted Maximum Continuous)

EPA Tier Rating (e.g., Tier 3 or Tier 4)

Heat Load to Keel Cooler – Jacket Water/Lube Oil BTU/min

Heat Load to Keel Cooler – Aftercooler BTU/min

Warranty Period, No Fault

Warranty Period, Defect

Unit Price of Engine (FOB) $

Number of Engines 2

Total Price FOB to an East Coast location $

Estimated Delivery from Time of Award

(days/weeks/months)

* – Includes vendor participation at a minimum during installation to include: installation oversight,

start-up/commissioning, sea trial.

Please fill out 1 form for each unique engine package offered. If additional forms are required to

accurately describe different engine packages and/or cooling arrangements, please provide separate

pricing forms.

Signed:

____________________________________ _____________________

Name and Title Date

14


Reduction Gearboxes with Torsional Couplings*


Race Point

Proposer Information


Compatible Main Engine(s)

(From Option 1)

Gearbox Information

Manufacturer

Model

Load Capacity (Horsepower)

Turndown Ratio

Heat Load to Keel Cooler (BTU/min)


Warranty – Extended $

Unit Price FOB an East Coast Shipyard $

Number of Gearboxes 2

Total Price FOB to an East Coast location $


(days/weeks/months)

* – Includes vendor participation at a minimum during installation to include: installation oversight,

start-up/commissioning, sea trial. Vendor offering must include a torsional vibration analysis to the

owner’s representative’s satisfaction.

Please fill out 1 form for each unique gearbox package offered. If additional forms are required to

accurately describe different gearbox packages, please provide separate pricing forms.

Signed:

____________________________________ _____________________

Name and Title Date

15


Auxiliary Generator Sets*


Race Point



Auxiliary Genset Information

Manufacturer

Model

kW Rating

Voltage Output (V, Phase)

Engine Make / Model

Engine – EPA Tier Rating

Warranty Period, No Fault


Main Switchboard Price FOB $

Unit Price FOB an East Coast Shipyard $

Number of Gensets 2

Total Price FOB to an East Coast Shipyard $


(days/weeks/months)

* – Includes vendor participation at a minimum during installation to include: installation

verification, start-up/commissioning, sea trial.

Please fill out one (1) form for each unique genset package offered. If additional forms are required to

accurately describe different genset packages, please provide separate pricing forms.

Signed:

____________________________________ _____________________

Name and Title Date

16


Propulsion Control System*


Race Point


Electronic Propulsion Controls


Manufacturer

Model

Number of Stations 3


Battery Back-up (*Required*)

Total Price FOB to an East Coast Shipyard $


(days/weeks/months)

* – Includes vendor participation at a minimum to include: installation start-up/commissioning, and

sea trial.

Please fill out 1 form for each unique control system package offered. If additional forms are required to

accurately describe different packages, please provide separate pricing forms.

Signed:

____________________________________ _____________________

Name and Title Date

17


Propulsion Engine Extended Warranty


Race Point


Engine Information

Manufacturer

Model

Horsepower @ Speed (rpm)

Extended Warranty Price $

Is this price per engine or total for 2?

Extended Warranty Term (months, years or hours)

If more than one term option is available, describe below or attach a separate sheet

Signed:

____________________________________ _____________________

Name and Title Date

18

Option Summary Form

Total of Requested Equipment Costs


Race Point



Option 1: Main Propulsion Engines

(Quantity 2)* $

Option 2: Reduction Gearboxes with Torsional

Couplings

(Quantity 2)*

$

Option 3: Auxiliary Generator Sets

(Quantity 2, with Main Switchboard)* $

Option 4: Propulsion Control System

(Quantity 1)* $

Option 5: Main Engine Extended Warranty

(Quantity 2) $

TOTAL RESPONSE PRICE: FOB to an East Coast location

$

* – Includes vendor participation at a minimum to include: installation oversight, start-

up/commissioning, and sea trial.

Signed:

____________________________________ _____________________

Name and Title Date

2

ATTACHMENT B

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