SOW Wastewater Treatment.docx

A. BACKGROUND:

The Department of Veterans Affairs, Northport VA Medical Center in Northport, NY (VAMC Northport) maintains and operates a wastewater treatment plant (WWTP). This Statement of Work is for a contract that is base year with 4 additional option years for the operation and maintenance (O&M) of the WWTP at VAMC Northport.

B. SCOPE OF SERVICES:

The Contractor will maintain and operate the VAMC Northport WWTP in accordance with the New York State Pollutant Discharge Elimination System (SPDES) Permit. The system was installed in 1973 and upgraded during 2006 and 2023. Contractor personnel operating this plant must possess the minimum appropriate New York State license of Grade 2A (based on New York State scoring system of 40-points calculated using Wastewater Treatment Plant Rating Worksheet for Wastewater Treatment Plant Certification – Ref: Part 650.3, 650.6) and operate and maintain the WWTP within the parameters defined by the SPDES permit. SPDES Permit parameters will be detailed subsequently in a stand-alone section of this document. The WWTP is a 350,000-gallon-per-day (GPD), activated sludge, nitrification / denitrification plant – Modified Ludzack-Ettinger (MLE) Process. There are two clarifiers and four (4) on-site discharge lagoons. All wastewater influent to this facility is treated prior to being discharged to on-site lagoons. Normal flow rate varies between 140,000 and 225,000 GPD for a monthly average of 200,000 GPD. All testing shall be complete and performed on schedule. Samples are taken and operational tests are performed on-site daily; permit-required laboratory tests are performed by an independent vendor laboratory off site. United States Environmental Protection Agency (USEPA) Discharge Monitoring Report(s) (DMR) are prepared monthly by the Operator and signed by the VAMC Northport Chief Engineer for submission to NY State via the USEPA Central Data Exchange (CDX) electronic reporting website prior to the permit specified monthly deadline of the 28th for each month.

In addition to the WWTP O&M, periodic clean out of a grease trap is included for this solicitation. The grease trap is located in the central courtyard that is southeast of Building 200 (hospital). This will be discussed further in below section 1.5.

1.1 General Wastewater Treatment Plant Operations

WWTP operations shall be conducted to provide continuous, cost effective, and efficient treatment of all wastewaters. The system shall operate 24-hours a day, 7-days a week. Such operations shall include general operations and maintenance of equipment, pumps, blowers, valves, piping, discharge lagoons, chemical additions, waste disposal, treatment plant sampling, groundwater monitoring well sampling, and laboratory analyses for waste and effluent disposal, and other related services as listed in TE-6. All operations shall be accomplished in accordance with the treatment facility operations manuals and industry standards. Facility operations and effluent discharge practices shall comply with the SPDES Permit, U.S. EPA regulations, New York State DEC Regulations and Suffolk County Department of Health Services Regulations. The contractor shall prepare and maintain all related correspondence and operating & maintenance reports. All correspondence and reports shall be computer generated.

1.2 Preventive Maintenance Inspection (PMI) Program

The contractor shall implement preventive maintenance inspection programs to help prevent, correct, and repair deficiencies with equipment items, minimizing breakdown and service interruptions, extending component service life, and maximizing operating efficiency. The contractor’s PMI Plan shall include inspections and services of lubrication, adjustment, and repair of components. At the end of each year, each equipment item within every system included in this contract will have been addressed. The PMI program is to be established based upon manufactures’ recommendations, handbooks, operation & maintenance manuals, contractor expertise, and general engineering judgments. The contractor shall update schedules as necessary to reflect any changes in equipment inventory.

1.3 Sampling and Laboratory Analysis

The contractor shall provide sampling and laboratory analytical services for process control and to support VAMC Northport and regulatory agency operating requirements. Such sampling and testing procedures shall be accomplished in accordance with the SPDES Permit requirements. Contractor shall keep a complete set of laboratory records for all SPDES-related parameters to include: date and time of sampling, type of sample, name of sample, location of sample, analytical parameters performed, Chain of Custody documentation, analytical results, Quality Assurance / Quality Control (QA/QC) sampling and analytical results. Assemble results of such laboratory analyses into reports to be submitted on the monthly report. The contractor shall provide independent laboratory results on a monthly basis.

1.4 Submittal Requirements of Reports and Logs

Monthly Operating Report (MOR), Analytical Results, and Discharge Monitoring Report (DMR) shall be submitted to VAMC Northport every month by the fifteenth day of the month for review, finalization, signature by VAMC Engineering, and submittal to the USEPA via the CDX website.

1.5 Servicing Grease Traps

The one (1) grease trap within the VAMC Northport premises shall be serviced on a regular basis by the Contractor, with the minimum frequency of cleaning shall be at least once in three months. Servicing of the grease trap shall include but not limited to cleaning, aerating, high-pressure washing (to break up grease), pumping, vacuum truck extraction, transporting, and legally disposing of generated waste in accordance with local, state, and federal regulations. The grease trap is to be serviced four (4) times per contract year. This is to be shown as a separate line item on fee proposal.

1.6 Grounds and Facility Maintenance

The contractor shall mow and trim inside the fenced area of the WWTP. The Contractor shall mow and trim outside the perimeter fences to obvious boundary lines not to exceed 10 feet. The contractor shall maintain grass to a height not to exceed 4 inches at the WWTP and its grass-trimming perimeter. General housekeeping is the responsibility of the contractor.

1.7. Operator’s Duties and Responsibilities

The contractor shall operate the WWTP and system to ensure the system is continuously operational 24-hours per day, 365-days per year. A minimum of one operator, licensed by the State of New York, shall be on duty a minimum of 8-hours per day Monday through Friday during VAMC Northport business hours of 8AM to 4:30PM and 4-hours during weekends and holidays, 2-hours per day on Saturday and Sunday. License /certification must be Grade 2A based on NYS Wastewater Treatment Plant Rating Worksheet FOAS 100-4/95 scoring of 40-points for VAMC Northport’s WWTP with respect to Wastewater Treatment Plant Certification. The operator must provide documentation that demonstrates at least ten years of on-site plant operating experience. Certification must be current throughout the life of the contract. The contractor may be required to work other than normal hours to ensure all operations are functional. The operator shall perform to include but not limited to the following tasks:

· Daily operation of the treatment plant (see attached TE-6)

· Daily inspection and maintenance of the treatment plant

· Sampling and analysis for parameters as specified in the SPDES Permits including:

· Outfall 001-M (Monthly SPDES required submittal)

· pH – Effluent Gross: Min. 6.5 SU / Max 8.5 SU

· pH – Raw Sewage Influent

· Total Nitrogen- Effluent Gross: </= 10.0 Daily Maximum

· Treatment Plant Flow-through – Effluent Gross: </=0.35 Million Gallons Per Day (MGD) Monthly Average

· Total Dissolved Solids – Effluent Gross: </=1000.0 Milligrams per Liter (mg/L) -Daily Maximum

· Ground Water Monitoring Wells #1 (Upgrade), #2 (Upgrade), and #3 (Downgrade) (Quarterly SPDES required submittal for each)

· Total Nitrogen – Intake from Wells (bailed)

· Ammonia Total Nitrogen - Intake from Wells (bailed)

· Nitrite Total Nitrogen - Intake from Wells (bailed)

· Nitrite Total Nitrogen - Intake from Wells (bailed)

· Kjeldahl Total Nitrogen - Intake from Wells (bailed)

· Total Dissolved Solids - Intake from Wells (measured)

· Preparing daily operating reports and logs including:

· Day of the Week / Date

· Weather

· Coloration of Wastewater Influent

· Coloration of Wastewater Effluent

· Total Flow of Wastewater Plant through-put in Gallons Per Day (GPD)

· Weekly Measurement of Mixed Liquor Suspended Solids (MLSS) in Aeration Tanks #1 and #2

· Daily Temperature of Influent Stream and Effluent Stream

· Daily pH measured in Standard Units (SU) for:

· Influent Flow

· Final Settling Tank #1 (after Aeration Tank #1)

· Final Settling Tank #2 (after Aeration Tank #2)

· Effluent Flow

· Daily Mixed Liquor Settleability Test from Aeration Tank #1 and #2

· Daily Ammonia (NH3) measurements for both WWTP Influent and Effluent Flows

· Weekly Total Dissolved Solids (TDS) as conducted on-site and via samples analyzed by a laboratory with the proper New York State accreditation

· Daily Nitrogen Dioxide (NO2) for Influent and Effluent Flows

· Daily Nitrate (NO3) for Influent and Effluent Flows

· Daily Alkalinity for Influent and Effluent Flows

· Daily Centrifugal Spin for Mixed Liquor Suspended Solids for Aeration Tank #1 and #2

· Daily Suspended Solids Blanket Depths for Final Settling Tank (FST) #1 and #2

· Daily Anoxic Zone Dissolved Oxygen measurements for Aeration Tank #1 and #2

· Daily Aerobic Zone Dissolved Oxygen measurements for Aeration Tank #1 and #2

· Daily Blower pressure readings measured in Pounds Per Square Inch (PSI) and frequency readings in Hertz (HZ) for Blower #1 and #2

· Daily Water Treatment Chemical additions for:

· Micro-C 2000 (gallons)

· Soda Ash (pounds)

· Aqua Fix (pounds)

· Bluebook D500-C (pounds)

· All others added to the process

· Preventive maintenance work

· Corrective (unscheduled) maintenance work:

· Unscheduled Maintenance

· Routine Maintenance

· Urgent Maintenance (repaired during diagnosis)

· Emergency maintenance work

· Response and completion times shall be in accordance with the table below:

Scheduled

Hours 95% completion rate or better

Urgent (Repaired during diagnosis)

(pending parts availability)

· Grounds and facility maintenance

· General housekeeping, cleaning, painting, etc.

· Daily communications with the contractor’s Professional Engineer (PE), attending site meetings with PE as required and implementing technical solutions put forward by the PE to solve problems or to improve the treatment process.

1.8. Professional Engineer’s Duties and Responsibilities

The contractor shall have a Professional Engineer (PE) on staff. This PE shall have extensive experience in designing, troubleshooting, operating, and maintaining wastewater treatment systems. This PE shall provide all the technical assistance required to operate the treatment plant in a most efficient manner and provide expertise to achieve the best treatment possible with the existing unit processes to be in compliance with the USEPA regulations, New York State DEC Regulations, and Suffolk County Department of Health Services Regulations. The PE shall perform to include but not limited to the following tasks.

· Visit the treatment plant to inspect the plant, review records, and have meetings with operators to assess the performance of the plant and the performance of the operators and to provide technical assistance to solve problems and / or to improve the treatment process.

· Preparation and Submittal of all reports to VAMC Northport in a timely manner not to exceed 15-days or as required by the SPDES Permit.

· Daily telephone communications with the facility operators to assess the progress and to provide technical assistance in solving problems and / or to improve the treatment process.

· Communications and correspondences with New York State Department of Environmental Conservation, Suffolk County Department of Health Services, and the VAMC Northport regarding the WWTP.

· Attending meetings with New York State Department of Environmental Conservation, Suffolk County Department of Health Services, and the VAMC Northport as, and when, required.

· Providing VAMC Northport with technical assistance and cost estimates regarding capital improvements.

The Professional Engineer is considered Key Personnel by the government. The vendor must ensure that personnel working under the capacity of this contract meet the below criteria:

1.9 Sludge Waste, Grit, and Drags Removal from Treatment Process On an as needed basis, the wasted sludge, grit, and drags from the WWTP shall be transported off-site and disposed of legally in accordance with local, state, and federal regulations. The contractor shall account for 20,000 gallons per month of sludge removal. This should be a separate line item within the fee proposal. Any additional removal of sludge, grit, and drags will need to be submitted through a fee proposal to the contracting office and COR and subsequently a modification needs to be completed for additional removal to be approved.

1.10 Place of Performance

Department of Veterans Affairs Northport VA Medical Center 79 Middleville Road Northport, NY 11768

1.11 Quality Control Program

The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program is how he assures himself / herself that his or her work complies with the requirement of the contract. After acceptance of the Quality Control Plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QCP system. FINAL QC MUST BE SUBMITTED TO THE COR WITHIN FIVE (5) BUSINESS DAYS OF RECEIPT OF AWARD. The QCP shall include:

a) An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections, and the names of the individuals performing the inspection.

b) The checklist shall include every area of the contractor's operation as well as every task required to be performed.

c) A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR inspectors point out the deficiencies.

d) A file of all inspections conducted by the contractor and the corrective action taken. This documentation shall be made available to the COR upon request at any time during the term of the contract.

C. WORKING BUSINESS HOURS:

All services will be performed during normal business hours unless proper alternate arrangements have been coordinated beforehand with the COR to minimize disruptions to the facility.

Working hours will be Monday to Friday from 08:00 AM EST to 4:30 PM EST excluding Federal Holidays. Attendance logs will be maintained for the project and will be located in Building 10, Room 216, will be signed upon entry to the facility and immediately before end-of-day departure from it. Weekend and holiday attendance documentation will be via e-mail similarly upon entry to the facility and departure from it.

NOTE: The WWTP, and facility in its entirety, are under security video surveillance at all times.

Federal Holidays which are observed by the federal government are annotated below.

· New Year’s Day

· Martin Luther King’s Birthday

· President’s Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day And any other day specifically declared by the President of the United States to be a national holiday.

D. PERIOD OF PERFORMANCE:

E. PLACE OF PERFORMANCE:

The work shall be performed at the VAMC facility located at: