Request for

Proposal

 

U.S. Virgin Islands Territorial Mooring Installation Project

 

May 15th 2021

 

ISSUED BY

Virgin Islands professional Charter Association, Inc.

 

REPRESENTATIVE

Oriel Blake, Executive Director

Email: info@VIPCA.org

Web: www.VIPCA.org

Mailing: VIPCA, Building R, 5304 Yacht Haven Grande, Suite 105, St. Thomas, VI 00802

Phone: 1(340)642-0656

Introduction & Background

 

The Virgin Islands Professional Charter Association (VIPCA) is the nonprofit 501(c)(6) founded to meet the demands of the U.S. Virgin Islands marine industry and to foster its growth. VIPCA is accepting proposals in response to this Request for Proposal (this “RFP,” or this “Request for Proposal”) in order to find a qualified source to install the moorings and thereafter to maintain their upkeep quarterly. Our goal with the moorings installation contractor is to:

 

  1. Achieve the best engineering design of the moorings in value:quality ratio

  2. Achieve the best overall quote for 200 mooring installations by providing a per mooring total installation cost.

  3. Appoint a company who may not only perform the initial installations, but thereafter (separately budgeted for) to continue the maintenance of all newly installed moorings

  4. Consider the same moorings installation contractor for future mooring installations with double the number of moorings potential over the next 4 years.

 

The objective of this Request for Proposal is to locate a moorings installation contractor that will provide the best overall value while complying with the highest standards and greatest quality  (both for design components and workmanship)  to VIPCA. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.

 

Submission Guidelines & Requirements

 

The following submission guidelines & requirements apply to this Request for Proposal:

 

  1. First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this Request for Proposal.

  2. Bidders intent on submitting a proposal should notify the representative identified on the cover page no later than July 1st 2021.

  3. Bidders must list at least 3 projects that are substantially similar to this project as part of their response, including references for each. Examples of work should be provided as well.

  4. A technical proposal must be provided. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.

  5. A price proposal must be provided per mooring. This price proposal should indicate the price for each mooring installation based upon an average for 25 foot sea depth, as well as hourly rates and an estimated total number of hours to install one or a group of moorings in any one location, should VIPCA decide to award a contract on an hourly rate basis. This price per mooring should further be used to provide the overall price for 200 mooring installations. The actual cost of each mooring shall be determined by the sea depth of each location, and therefore is understood that the cost shall be variable.

  6. Workman’s Compensation Insurance, Public Liability Insurance and Builder's Risk Insurance (if applicable) is required to be maintained by the contractor and all subcontractors.

  7. A 5% bid bond and 100% performance bond and payment bond is required.

  8. Current prevailing Davis-Bacon wage rate determination

  9. Proposals must be signed by a representative that is authorized to commit bidder’s company.

  10. If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.

  11. Proposals must be received prior to July 1st 2021 to be considered.

  12. Proposals must remain valid for a period of 90 days.

  13. VIPCA anticipates selecting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms.

 

Project Description

 

The purpose of this project is as follows:

 

  1. To expand the number of public mooring buoys for public transient (overnight) vessel use by vessels up to 65ft thereby reducing anchoring of vessels near ecologically important natural resources such as coral reef and seagrass while increasing the appeal for marine tourism. These moorings may be to the maximum of 100 per existing transient vessel mooring permit assigned to VIPCA.

  2. To expand the number of public mooring buoys for public day/dive vessel use by vessels between 65ft- 200ft thereby reducing anchoring of vessels near ecologically important natural resources  such as coral reef and seagrass while increasing the appeal for marine tourism. These moorings may be to the maximum of 10 out of the 100 of the aforementioned transient mooring permit assigned to VIPCA.

  3. To expand the number of public mooring buoys for public day/dive vessel use by vessels up to 65ft thereby reducing anchoring of vessels near ecologically important natural resources  such as coral reef and seagrass while increasing the appeal for marine tourism. These moorings may be to the maximum of 100 of a second day/dive mooring permit assigned to VIPCA.

 

The description of the project is as follows:

 

To provide by re-installation 70-100 pre-existing day/dive moorings and 100 new transient vessel moorings, of which up to 10 may be fore large yacht moorings where approval is provided by the Department of Planning and Natural Resources, without collateral damage to site submerged aquatic resources whether by impact or shading. Mooring system technology is to restrain each vessel on a minimum mooring swing radius and to be compatible with on-going vessel traffic in the project area.

 

Scope of Work

 

The project contemplated for completion via this contract is the construction of the Virgin Islands Professional Charter Association, Inc.

 

Locations may be found at: https://www.google.com/maps/d/viewer?mid=1oBlqIsbUNVnepGTTnKUPdUoRn5FTGYIM&ll=18.332225620699315%2C-64.85641749037845&z=11

 

The number of moorings to be installed in each location is as yet to be confirmed, sites provided are a guidance only.  The timeline for installations is dependent upon the Department of Planning and Natural Resources permissions given to VIPCA and may be over a period of 1.5 years from contract approval with the winning bidder.

 

The scope of the project entails the providing of engineer drawings to be approved for the moorings design, to order the components and thereafter to install 170-200 moorings between St. Thomas, St. John and St. Croix over a duration of 1.5 years. All mooring field construction will be on Government-owned submerged lands within the U.S. Virgin  Islands. All work shall be in accordance with general and specific conditions of permits issued for the project by the Virgin Islands, the Department of Planning and Natural Resources,  and the US Army Corps of Engineers. These permits and associated conditions are made a part of this contract.

 

The Mooring Fields are to be Standard Mooring Units manufactured, delivered and installed as specified.

 

Mooring field contractor shall be regularly engaged in the business of installing mooring field buoy systems and helical anchors for projects of similar size, scope, and complexity.  Contractor shall be a helical anchor manufacturer’s certified helical anchor installer and shall be certified by the Association of Diving Contractors.

 

Each mooring buoy system shall include a helmken helical screw anchor (either sand or rock type) hydraulically embedded, a downline, a buoy, and a pennant. The general mooring buoy configuration shall be provided by the contractor in drawings. All proposed equivalent helical screw anchors shall be approved by the engineer. Submittals of proposed equivalent helical screw anchors shall include complete product specification sheets, a detailed explanation of the proposed product substitution as compared with the helmken anchor specified, and all specified certifications and test data.

 

Anchor head shall be secured to the anchor and securely retain the downline with freedom for the specified swivel, downline, buoy, and moored vessel to rotate around the vertical axis of the anchor. The mooring buoy system shall be installed such that the maximum swing radius of 50LF and shall not be exceeded, taking into consideration water levels and tide variance anticipated at the site.

 

Helical screw anchors shall meet or exceed the following requirements, as documented by complete submittal of system product data and specifications.

 

Helical screw anchor blades:

A. Sand anchors shall have at least three (3) 3/8 inch thick (minimum) blades, of either 8 inch (minimum), 10 inch, or 12 inch diameter, as required by site conditions to develop the minimum 18,000 lbs. pull-out capacity, using the existing substrate soils underlying the site.

B. Rock anchors shall have at least two(2) 3/8 inch thick (minimum) diameter, as required by site conditions to develop the minimum 18,000 lbs. pull-out capacity, using the existing substrate soils underlying the site.

C. Blade material:  ASTM A36 modified

 

Carbon:     0.20-0.33

Manganese:     0.30 min.

 

Anchor extensions and termination head:

A. Where the specified minimum pull-out capacity for a specific mooring buoy system is not achieved by full embedment of the base bid anchor length (10 ft into sand and 6 ft into rock), the anchor embedment shall be advanced further in 3 ft minimum increments, utilizing anchor extensions.

 

B. Anchor extensions shall be comprised of mated fittings at the upper and lower ends, attached to the upper end of the anchor and the lower end of the additional anchor extension. The extension shafts shall be the same size, material, and rated load capacity as the base bid anchor shaft.

 

C. When the specified minimum pull-out capacity has been achieved, terminate with a helmken mooring anchor termination fitting.

 

Downline and buoy:

A .Each mooring buoy system shall be provided with a minimum of a 1-1/4 inch diameter downline. Total length of downline assembly, including all hardware from the buoy waterline to the sea floor, shall be equal to the mean high water depth plus a minimum of 2 ft. Any necessary extensions to the downline shall be assembled to provide a (minimum breaking strength of 18,000 lbs.) using a minimum of a 1 inch poly-plus rope, with 1 inch minimum deep well galvanized thimbles (ASTM A153) and ¾ inch minimum galvanized safety bolt type shackles (ASTM A153).

 

B .Downline shall be connected between two heavy-duty, galvanized steel integral thimbles (ASTM A153),spliced as terminal fittings using 1 ¼ inch 3 strand nylon line, and a heavy duty underwater float, of sufficient size to keep downline off the sea floor, suitable for the specific site conditions. The downline shall require a minimum of a ¾ inch galvanized safety bolt type shackle (ASTM A153), at each end.

 

C .Braided high-strength polyester downline shall not absorb water and shall retain 100 percent of its 18,000 lbs. minimum dry breaking strength, for each mooring buoy system.

 

D .Two heavy-duty galvanized steel thimbles (ASTM A153) shall be sized to meet or exceed the specified minimum 18,000 lbs, design capacity.

 

E.18 in spherical, white PVC buoy with reflective stripe (color shall correspond to the mooring type specified) and 1 inch minimum through-buoy hole. Buoy manufacturer shall be either “Walsh Marine Buoy” or “Carolina Waterworks Buoy”, or engineer approved equal. Provide a through-buoy line consisting of a 1 inch minimum three-strand poly-plus line affixed at the upper end of the 1 inch through-buoy hole with a back splice and an eye-splice beneath the buoy. The eye shall be chafe guarded with red 1-1/4 inch Goodyear horizon rubber chafing hose and attached to a 1 inch minimum eye-to-eye swivel with a 1-1/4 inch minimum galvanized safety bolt type shackle (ASTM A153).

 

Mooring unit pendant (pick-up line):

1 inch minimum diameter three-strand nylon line 8 ft long, between eye-spliced ends. Vessel end of pendant shall be eye-spliced around a 2-1/2 inch minimum nylon seadog thimble. Pendant float shall be kept in place, as close as practical to the nylon thimble. Lower end of pendant shall be eye-spliced around a 1 inch minimum galvanized deep well thimble (ASTM A 153). The rope inside the thimble shall be covered by a 1 inch black cordura chafe hose and the spliced rope shall be covered by a 2-1/2 inch by 24 inch long black cordura chafe hose. The 24 inch chafing hose shall run up from the lower eye-splice, to guard against chafing from the swivel and shackles.

Anchor penetration into the sea floor shall be advanced sufficiently to achieve the required extraction loading restraint (18,000 pounds for three minutes) whether in rock or sand/mud. Where the required restraint has not been achieved by full penetration of the basic anchor unit, the unit penetration shall be advanced further in three foot increments utilizing anchor extension units comprised of mating fittings at the upper and Iower ends to attach to the upper end of the anchor and the lower end of an additional extension, or if sufficient restraint has been achieved, the Helmken Mooring Anchor Termination fitting. The extension hubs shall be of the same materials as the basic anchor unit.

 

For Vessel Moorings to be installed for vessels with length overall of more than 65ft but less than 200ft:

 Each system consists of the following components and specifications with a minimum breaking strength rating of 32,000 pounds.  For each mooring anchor system, two modified helical solid square shaft galvanized anchors with extensions and customized heads will be installed and hydraulically embedded into the sea floor as per manufacturer’s instructions.  The head of each anchor must accept a hydraulic load testing device, to test and verify a combined minimum holding capacity of 32,000 pounds is achieved.  Once installed, the two modified helical anchors must equally share a load across a horizontal plane using a beam, and transfer the holding strength (force) upward through an integral yoke component fastened to the beam.  The yoke must move or toggle parallel to the beam and be designed to stay connected to the beam if the toggle-connection were to fail.  The top end of the yoke must be modified to accept and attach a minimum ¾ inch galvanized chain that passes through a subsurface buoy of sufficient size to completely suspend the beam and yoke component above the sea floor.

The opposite (upward) end of the chain attaches to an appropriately sized galvanized eye-to-eye swivel.

 

The VIPCA  Mooring Field project proposes to achieve specific objectives relating to environmental improvements and proper vessel management. Mooring field project experiences elsewhere utilizing embedment anchors and associated mooring system components have demonstrated that these important project objectives can only be achieved by careful selection of system components that are manufactured, assembled and installed under specific constraints to meet these objectives.

Criteria to achieve successful project completion:

 

  1. Submission of engineer design plans for moorings

  2. Proposed rate of work referencing how many installations may be made per site per day with per mooring installation cost reflecting this.

  3. All 170-200 moorings installed as per the proposed per mooring installation  rate with consideration given to the varying lengths of anchor chain for each mooring, which is site dependent.

  4. Compliance with Workman’s Compensation Insurance, Public Liability Insurance and Builder's Risk Insurance (if applicable) is required to be maintained by the contractor and all subcontractors.

  5. A 5% bid bond and 100% performance bond and payment bond is required.

  6. Compliance with the current prevailing Davis-Bacon wage rate determination

  7. Compliance with the EDA Contracting Provisions for Construction Projects, enclosed

  8. Completion of EDA Lobbying Restriction Form (Form CD-512).

  9. Compliance with EDA Site Sign Specifications.

    1. Federal Participation Disclosure – “This project will be partially funded with Federal funds from the United States Department of Commerce, Economic Development Administration and therefore is subject to the Federal laws and regulations associated with that program.”

  10. Unit Cost or Lump Sum or Combination

  11. Unexecuted Contract/Agreement

 

General Conditions

  1. All mooring GPS  locations  on plans are subject to verification in the field.

  2. It is the intent of these plans to be in accordance with applicable codes and authorities having jurisdiction. Any discrepancies between these plans and applicable codes shall be immediately brought to the attention of the engineer before proceeding with work. Contractor and all subcontractors are responsible for all lines, elevations, and measurements in connection with their work.

  3. It is the intent of these plans and the responsibility of the contractor to comply with local, state, and federal environmental permits issued for this project.  It shall be the contractor's responsibility to familiarize and govern himself by all provisions of these permits.

  4. Approved contractor to determine the suitability of existing structures and verify all dimensions/locations. The approved contractor is responsible for all methods, means, sequences and procedures of work.

  5. Contractor to verify location of underwater utilities prior to commencing work.

  6. Contractor shall use all possible care to protect all existing materials, surfaces, and furnishings from damage during all phases of construction.

RFP & Project Timelines

 

The Request for Proposal timeline is as follows:

 

Request for Proposal Issuance

05/15/2021

Selection of Top Bidders /
Notification to Unsuccessful Bidders

07/01/2021

Start of Negotiation

07/15/2021

Contract Award /
Notification to Unsuccessful Bidders

08/01/2021

 

The contractor is to occupy each the initially approved by DPNR mooring anchor sites within 3 weeks following the Notice to Proceed and determine the type and length of embedment anchor for that particular mooring site in order to place the order with the anchor supplier for manufacturing to commence. It is anticipated that anchor manufacturing may take up to three months for completion.

Once the mooring anchors have been manufactured and delivered, the contractor is to notify VIPCA of his intention to re-mobilize to the site and commence construction of the mooring unit within one month. It is to be mutually consented to and understood that the timeline for the installation of the moorings shall be based upon the preparation by DPNR to provide approval to proceed with installations at each site according to their approval of GPS positions for the moorings. This could take for all of the moorings up to 1.5 years overall.

The project is to provide completed functioning systems in place and able to meet the intended objectives. The cost(s) for any item(s) for which a unit price is not provided shall be included in the most appropriate bid item provided.

 

Budget

 

Virgin Islands Professional Charter Association’s budget for the project is $522,000

 

Evaluation Factors

 

VIPCA will rate proposals based on the following factors, with cost being the most important factor:

 

  1. Responsiveness to the requirements set forth in this Request for Proposal

  2. Most responsible bidder

  3. Relevant past performance/experience

  4. Samples of work

  5. Lowest cost per mooring installation, including an assessment of total cost

  6. Technical expertise/experience of bidder and bidder’s staff

  7. Locality within U.S. Virgin Islands based business considered first

 

VIPCA reserves the right to award to the bidder that presents the best value to the grant awarded for installations by the Economic Development Authority  as determined solely by VIPCA in its absolute discretion.