Replacement and upgrade of the area radiation monitoring system in the existing guide hall, the new guide hall addition and the confinement building

This solicitation is hereby amended to respond to technical questions submitted, incorporate technical changes and extend the due date for quotations. 1. Vendor questions and answers: The following questions and answers apply to the system specifications for Line Item 0001: Question: Does "central data collection / data logger unit" refer to a centralized computer, running appropriate collection / logging software? Answer: It can be a "centralized computer, running appropriate collection/logging software" or it can be any other piece of equipment (computer or otherwise) that provides for the display of the information received from the individual area monitors in real time as well as logging/ archiving this same data for later trending. Question: Specification 2, "Provide indication of master alarm, such that if any one channel is in an alarm state the master alarm will indicate alarm status and radiation level". Does "indication of master alarm" refer to an alarm indication at the central data collection / data logger unit? Answer: Yes, that is correct. Question: Specification 3 "Capable of acknowledging an alarm event without clearing the alarm from the master location only". Does this requirement mean that an alarm should be able to be acknowledged at the local monitor without clearing the alarm status at the master location? Answer: No, just the opposite. The master location should only be able to acknowledge an alarm received, not reset it. The ability to reset (or clear) the alarm should only be locally at the area monitor itself. Question: Specification 3 " Capable of acknowledging an alarm event without clearing the alarm from master location only" Does this mean when the alarm is acknowledged from the master computer terminal it will also be acknowledged at the field processing unit? Answer: Yes, the alarm should be acknowledged (i.e., silenced) both locally and at the central or master location. It should only be resettable (i.e., cleared) locally at the remote location. Question: Specification 5 "Allow detectors to be placed at locations separate from the local readout". What is the approximate distance (or maximum distance) expected between the detectors and the local readouts? Answer: At this time, all detectors are collocated with their readout module. The requirement here is to ensure that the detector is not an integral part of the electronics/readout unit. Question: Specification 5 " Allow detectors to be placed at locations separate from the local readout" Please provide the required cable lengths, or an estimate of the average cable length, between the detector and local readout location. Answer: At this time, all detectors are collocated with their readout module. The requirement here is to ensure that the detector is not an integral part of the electronics/readout unit. Question: Specification 7 "Provide a central data logging and data display / trending of all channels". Assuming that this requirement refer to contractor-supplied software that performs the indicated functions, would the software be run at the master location only? Answer: Yes, only at the centralized location not at each remote area monitor unit. Question: Specification 9 "Automatic restart with all data and parameters saved in the event of a power interruption". Does NIST intend to use AC to power the area monitors? How far from the intended locations of the local area monitors will the AC outlets be? Answer: The present system distributes the power from the centralized radiation recorder rack to the individual locations through the interconnecting cabling. This can be duplicated by the Contractor or, if the Contractor's proposed equipment requires local power, it can be provided by NIST. The new installation has two (2) conduits leading to two (2) electrical boxes (4"x4"). One of these can be fitted with a duplex outlet fed from the building power system. Question: Specification 11 "Able to communicate through Ethernet based network or to be adaptable to Ethernet based network". Does this requirement refer to the communication between the local area monitor and the central data collection / data logger unit? Answer: No, only applies to the communication link between the central data collection/data logger unit and our equipment in the Control Room. How they communicate between each area monitor unit and the centralized data collection equipment is determined by the Contractor. Question: Specification 11 "Able to communicate through Ethernet based network or be adaptable to Ethernet based network" Does NIST desire Ethernet communication between the master computer terminal and each field processing unit (monitor)? If not, what provisions will be made for serial link communications between the local readouts and the master computer terminal? What would the intended use be for the Ethernet communication and where would the Ethernet connect (monitor and/or master location)? Answer: NIST is only concerned with the protocol between the master unit and the equipment in the Main Control Room (MCR). The decision on how to communicate between the central or master unit and the remote units are up to the Contractor. The intended use of the information in the MCR is to allow the reactor operators to see the levels and to be alerted to any alarms associated with the Radiation Monitoring System. Question: Specification 13 "Provide relay contacts to operate auxiliary equipment for alarm event or equipment failure". How many relays are required for the local area monitor? Answer: Two (2) sets of dry contacts. Question: Specification 14 "Provide all necessary equipment to allow the ability to check the internal electronics or expose detector to an internal radiation check source and specify the methodology for the ability" Would you accept an alternate methodology? Answer: It is up to the Contractor to quote a system that is capable of meeting the minimum requirements as stated within. The Government shall not specify what methodology a Contractor shall use to meet them. Question: Spec 15 "Documentation to be provided at time of delivery, Detailed information about communication protocol for allowing NIST staff to adapt output from their unit to third party software and specify the method for the ability to check the internal electronics or expose detector to an internal radiation check source". Please clarify what is meant by "their unit" and "third party software." Does "their unit" refer to the contractor-supplied area monitors, or some other (pre-existing) instrument used by NIST staff. As well, does "third party software" refer to the contractor-supplied software? Answer: This requirement concerns the definition of the communication protocol between the central data collection/data logger provided by the successful bidder and the equipment in the Main Control Room. It does not refer to the communications link between the central data collection/data logger equipment and the area monitors. "Third party software" refers to the software used in the equipment located in the Main Control Room. Question: "Documentation to be provided at time of delivery, detailed information about communication protocol for allowing NIST staff to adapt output from their unit to third party software and specify the method for the ability to check the internal electronics or expose detector to an internal radiation check source". Is the purpose of this for communication with the monitor other than from the master computer terminal? How would these checks be performed? Answer: This is really two separate and independent requirements. The first concerning the communications protocol deals with our ability to get this information up to the Main Control Room. The second concerns how the equipment supplied is tested. Currently, each remote unit has a check source used to verify that the channel is working. This is a manual test. The NCNR needs to know how the bidders intend to meet this requirement. Question: Specification 18 " Allow remote (central location) set up of individual channel and group calibration parameters". Does the requirement of "remote set up" mean that the central data collection / data logger unit should also be able to send commands / parameters changes to the local area monitors? Please clarify what is meant by "calibration parameters." Typically, area monitors are calibrated in a controlled environment (e.g. calibration laboratory) while off line. Does NIST intend to calibrate the area monitors remotely? Answer: NIST will maintain and calibrate the equipment provided on a regular basis using known sources. There may be times when it will be necessary to remotely configure the area monitors or to download calibration parameters. This capability is desirable, which is why preference shall be given to equipment with these capabilities. The following questions apply to Line Item 0002 for system installation: Question: Will NIST be supplying Ethernet cable and/or other cable that may be required for monitor communications? Answer: NIST (NCNR) will supply the cable between the central or master unit and the Main Control Room. The system supplied by the Contractor must include the interconnecting wiring for their system. Question: Will NIST be installing cable and conduit or will it be the responsibility of the Contractor? Answer: The cabling between the central or master unit and the remote units is the responsibility of the Contractor. As stated above, the cabling between the central or master unit and existing equipment in the Main Control Room will be the responsibility of NIST (NCNR). Additionally, the current system in the existing Guide Hall utilizes cable trays which are available. The new Guide Hall had conduit and cable trays installed. Question: Is the contractor responsible for design change associated with mounting the monitors and the subsequent installation? Answer: The remote sensors for the existing system are mounted on brackets on the vertical columns that run around the perimeter of the building. Provisions have been made in the construction of the new building for them to be mounted to the vertical columns in a similar manner. Question: Are detailed drawings available if contractor is responsible for any or all of the above? Answer: Detailed drawings of the existing and new Guide Hall buildings are available if required by the contractor. Question: Will 120V 60Hz power be available at the radiation monitor location? Answer: The present installation draws power from a centralized location. No provision was included in the construction of the new building. Question: What is the building material that the monitor will attach to? Answer: Brackets are mounted to the construction steel of the building. Question: Is NIST a union only shop? Will the contractor/subcontractor be required to provide union craft labor for the purpose of installing the monitoring system? Answer: No, as this installation shall apply to equipment. Question: "System Installation" Does this mean that NIST needs "turn-key installation" or "installation assistance?" Answer: Our desire is for turn-key installation for the guide hall channels, only. NCNR staff will install those channels located in the Confinement Building. The following question and answer applies to Line Item 0003: Question: In order to facilitate the necessary time and material required for a fixed price training session, how many personnel will be trained? Answer: The contractor should plan on training 12-15 people on the new equipment. Question: Is a drawing of the Guide Hall and the proposed monitor locations available? Answer: See attachment Drawing E043 Rev 0 for existing monitor locations and Drawing 235-665 Rev 1 for the layout of the new guide hall. Question: Is the Confinement Building a different building than the Guide Hall? If so, can we have a drawing of that building also? Answer: Yes, however, installation in the confinement building is not a part of this solicitation. Question: Is a Centralized Data Acquisition System a part of this inquiry, or will it be provided by the Purchaser? Answer: The Centralized Data Acquisition System is a part of this requirement. Question: Is the Master Alarm part of the Centralized Data Acquisition System? Answer: Yes, the master alarm is part of the centralized data acquisition system. Question: What is the required delivery time frame for the equipment? Answer: The required delivery time for the equipment, upon receipt of the approval of the design, shall be not later than seventy five (75) days. 2. The following technical changes are hereby incorporated: FROM: General Description: Quantity One (1) Job for the replacement and upgrade of the Area Radiation Monitoring System in the existing guide hall, the new guide hall addition and the confinement building. The system must meet or exceed all of the minimum specifications identified herein. All equipment must be new. Used or remanufactured equipment will not be considered for award. System Specifications for Line Item 0001: The Contractor shall provide a minimum of seventy four (74) Area Radiation Monitoring units and a central data collection/data logger unit according the requirements below: 1. Provide audible and visual indication of an alarm status and visual readout of dose rate locally and remotely 2. Provide indication of master alarm, such that if any one channel is in an alarm state the master alarm will indicate alarm status and radiation level 3. Capable of acknowledging an alarm event without clearing the alarm from master location only 4. Capable of reading a dose rate and allowing independent alarm point settings for each channel in the following ranges: *60 Channels with a 0.01 mR/HR to 1 R/HR range *10 Channels with a 0.01 mR/HR to 10 R/HR range *4 Channels with a 0.01 mR/HR to 100 R/HR range 5. Allow detectors to be placed at locations separate from the local readout 6. Allow independent channel QA checks, calibrations, and removal from service without disabling the entire system 7. Provide a central data logging and data display/trending of all channels 8. Capable of a flat rate response with in dose rate - 20% of true value to gamma radiation ranging in energy from 100 KeV to 1.333 MeV. 9. Automatic restart with all data and parameters saved in the event of a power interruption 10. Provide access control to prevent unauthorized modification of alarm set points and system parameters 11. Able to communicate through Ethernet based network or be adaptable to Ethernet based network 12. The channel response time shall be short enough to quickly respond to a large step change in radiation level while long enough to prevent spurious alarms due to noise. 13. Provide relay contacts to operate auxiliary equipment for alarm event or equipment failure 14. Provide all necessary equipment to allow the ability to check the internal electronics or expose detector to an internal radiation check source and specify the methodology for the ability. 15. Documentation to be provided at time of delivery: -A list of recommended spare parts and replacement components, including their current cost and availability -Instruction manuals and drawings associated with the Area Radiation Monitoring Units. -Guidance on preventative maintenance to be followed by the staff for the new units -Detailed information about communication protocol for allowing NIST staff to adapt output from their unit to third party software and specify the method for the ability to check the internal electronics or expose detector to an internal radiation check source; The Government shall give preference to equipment that can provide the following additional capabilities: 16. Allow remote display of trend data for individual channels, multiple channels or all monitored channels. On screen trend data time display scales shall be adjustable from less than ten minutes up to two months 17. Allow download of data to common application software, such as Microsoft Office Excel without taking the system off line. Allow long term data analysis for periods up to two years 18. Allow remote (central location) set up of individual channel and group calibration parameters Design: Not later than 30 days after award, the Contractor shall provide computer generated, scaled, top and side view drawings of the system in AutoCAD format. The drawings shall be detailed sufficiently to serve as "as-built drawings" for the system the Contractor intends to manufacture. Drawings shall be submitted to the NIST Contracting Officer's Representative (COR), (to be identified at the time of award), for approval before the Contractor orders parts or commences manufacturing of the system. Drawings will be reviewed and written comments or approval provided to the Contractor within 5 business days. The Contractor shall revise drawings, based on comments provided by the COR, and submit final drawings for review and final approval. Revisions shall be completed at no additional cost to the Government. The Contractor shall not proceed to manufacture the system without the written approval of the COR. The system shall be manufactured in accordance with the design drawing and the specifications. Should the design require a change, the Contractor must obtain the approval of the COR and the Contracting Officer prior to implementing the change. A final as-built drawing shall be delivered within 30 days after delivery of the area radiation monitoring units are delivered and accepted by the COR. Approval by the Government as required above shall not relieve the Contractor of its obligation to comply with the specifications and with all other requirements of the contract, nor shall it impose upon the Government any liability it would not have had in the absence of such approval. Line Item 0002: Install System: The Contractor shall provide installation for the system. Installation, at a minimum, shall include un-crating/un-packaging of all equipment, set-up and hook-up of the system and initial parameter setup and calibration. Installation shall be completed within 30 days following delivery. Line Item 0003: Training: The Contractor shall schedule and conduct one (1) training session for NIST personnel on-site at NIST in Gaithersburg, MD. The training shall provide a thorough demonstration of all equipment functions, maintenance, data administration, and basic troubleshooting. The training may be completed at NIST immediately after installation and demonstration of performance specifications, but no later than 30 days after installation. TO: General Description: Quantity One (1) Job for the replacement and upgrade of the Area Radiation Monitoring System in the existing guide hall, the new guide hall addition and the confinement building. The system must meet or exceed all of the minimum specifications identified herein. All equipment must be new. Used or remanufactured equipment will not be considered for award. System Specifications for Line Item 0001: The Contractor shall provide a minimum of seventy four (74) Area Radiation Monitoring units and a central data collection/data logger unit according the requirements below: 1. Provide audible and visual indication of an alarm status and visual readout of dose rate locally and remotely 2. Provide indication of master alarm, such that if any one channel is in an alarm state the master alarm will indicate alarm status and radiation level 3. Capable of acknowledging an alarm event without clearing the alarm from master location only 4. Capable of reading a dose rate and allowing independent alarm point settings for each channel in the following ranges: *60 Channels with a 0.01 mR/HR to 1 R/HR range *10 Channels with a 0.01 mR/HR to 10 R/HR range *4 Channels with a 0.01 mR/HR to 100 R/HR range 5. Allow detectors to be placed at locations separate from the local readout 6. Allow independent channel QA checks, calibrations, and removal from service without disabling the entire system 7. Provide a central data logging and data display/trending of all channels 8. Capable of a flat rate response with in dose rate - 20% of true value to gamma radiation ranging in energy from 100 KeV to 1.333 MeV. 9. Automatic restart with all data and parameters saved in the event of a power interruption 10. Provide access control to prevent unauthorized modification of alarm set points and system parameters 11. Able to communicate through Ethernet based network or be adaptable to Ethernet based network 12. The channel response time shall be short enough to quickly respond to a large step change in radiation level while long enough to prevent spurious alarms due to noise. 13. Provide two (2) sets of dry relay contacts to operate auxiliary equipment for alarm event or equipment failure 14. Provide all necessary equipment to allow the ability to check the internal electronics or expose detector to an internal radiation check source and specify the methodology for the ability. 15. Documentation to be provided at time of delivery: -A list of recommended spare parts and replacement components, including their current cost and availability; - Instruction manuals and drawings associated with the Area Radiation Monitoring Units; -Guidance on preventative maintenance to be followed by the staff for the new units and -Detailed information about communication protocol for allowing NIST staff to adapt output from their unit to third party software and specify the method for the ability to check the internal electronics or expose detector to an internal radiation check source; The Government shall give preference to equipment that can provide the following additional capabilities: 16. Allow remote display of trend data for individual channels, multiple channels or all monitored channels. On screen trend data time display scales shall be adjustable from less than ten minutes up to two months 17. Allow download of data to common application software, such as Microsoft Office Excel without taking the system off line. Allow long term data analysis for periods up to two years 18. Allow remote (central location) set up of individual channel and group calibration parameters Design: Not later than 30 days after award, the Contractor shall provide computer generated, scaled, top and side view drawings of the system in AutoCAD format. The drawings shall be detailed sufficiently to serve as "as-built drawings" for the system the Contractor intends to manufacture. Drawings shall be submitted to the NIST Contracting Officer's Representative (COR), (to be identified at the time of award), for approval before the Contractor orders parts or commences manufacturing of the system. Drawings will be reviewed and written comments or approval provided to the Contractor within 5 business days. The Contractor shall revise drawings, based on comments provided by the COR, and submit final drawings for review and final approval. Revisions shall be completed at no additional cost to the Government. The Contractor shall not proceed to manufacture the system without the written approval of the COR. The system shall be manufactured in accordance with the design drawing and the specifications. Should the design require a change, the Contractor must obtain the approval of the COR and the Contracting Officer prior to implementing the change. A final as-built drawing shall be delivered within 30 days after delivery of the area radiation monitoring units are delivered and accepted by the COR. Approval by the Government as required above shall not relieve the Contractor of its obligation to comply with the specifications and with all other requirements of the contract, nor shall it impose upon the Government any liability it would not have had in the absence of such approval. Delivery of the equipment shall be provided within 75 days following the Governments approval of the design. Line Item 0002: Install System: The Contractor shall provide turn-key installation for the guide hall channels only. Installation, at a minimum, shall include un-crating/un-packaging of all equipment, set-up and hook-up of the system and initial parameter setup and calibration. NIST shall be responsible for installation of the channels located in the Confinement Building. NIST will supply the cable between the central or master unit and the Main Control Room. The Contractor shall supply the cabling between the central or master unit and the remote units. The current system in the existing Guide Hall utilizes cable trays which are available to the Contractor. The new Guide Hall has conduit and cable trays installed. The existing monitors are mounted around the perimeter of the old Guide Hall on the structural steel. Drawing E043 Rev 0 shows this installation. The individual channels are located on the east and west wall at columns G1, G3, G5, G7, G9, and G11, on the north wall on columns GC and GE, and on the south it is mounted to the concrete between GC and GD. The monitored located at column GE is actually in the basement of the Guide Hall. The centralized radiation rack is located on the west wall of the entrance vestibule to the Guide Hall in line with column GC. Cable trays and conduits run between this centralized location and each monitor location. The new installation shall replace all of these monitors with new ones except for those that are located on the west wall at column locations G3, G5, G7, and G9. The new monitors are to be mounted around the perimeter of the new Guide Hall on the structural steel. Drawing 235-665 Rev 1 shows the layout of the new Guide Hall. The new channels on the north and south wall are to be located at column GJ while those on the west wall are to be located at columns G1, G3, G5, G7, G9, AND G11. One additional channel is located in the basement of the new building on the north wall between columns GH and GI. Cable trays and conduits run around the perimeter of the new building on the south, west and north walls. Electrical boxes (4"x4") are mounted on the structural steel for use in mounting the new monitors. The following additional attachments have been added for further reference: IMG_4149R.jpg (Typical mounting installation in new Guide Hal) IMG_4150.jpg (View of west wall from south end of new Guide Hall) IMG_4151R.jpg (View of centralized radiation rack) IMG_4152R.jpg (Typical mounting installation in existing Guide Hall) Installation shall be completed within 30 days following delivery. Line Item 0003: Training: The Contractor shall schedule and conduct one (1) training session for 12-15 NIST personnel on-site at NIST in Gaithersburg, MD. The training shall provide a thorough demonstration of all equipment functions, maintenance, data administration, and basic troubleshooting. The training may be completed at NIST immediately after installation and demonstration of performance specifications, but no later than 14 days after installation. 3. The due date for quotes has been changed as follows: FROM: April 4, 2011 @ 3pm EST TO: April 18, 2010 @ 3pm EST