Technical Questions and Answers - Grease Trap MR Services .pdf

Technical Questions and Answers

RFQ 36C25726Q0066

Grease Trap Maintenance and Repairs Services

1. Who is the incumbent and what is the obligation number.

36C25723P0001

2. The City of Big Spring Sec. 12-2 (4) states: Cleaning schedules.

a. Grease traps and grease interceptors shall be cleaned as often as necessary to ensure that sediment and floating materials do not accumulate to impair the efficiency of the grease trap/interceptor; to ensure the discharge is in compliance with local discharge limits; and to ensure no visible grease is observed in discharge.

b. Grease traps and grease interceptors subject to these standards shall be completely evacuated a minimum of every 90 days, or more frequently when:

1. Twenty-five percent or more of the wetted height of the grease trap or grease interceptor, as measured from the bottom of the device to the invert of the outlet pipe, contains floating materials, sediment, oils or greases;

Question: We stick all grease traps with a Sludge Judge device to measure % of grease prior to pumping. If the interceptors routinely exceed 25% how will that be addressed. We would discuss this issue and determine the best way to address if this occurred.

Question: the ordinance states every 90 days. Not once per quarter. We understand that 90 days is a quarter, however the interceptor actually needs to be serviced every 90 days. Can that be stated in the SOW? It is still 4 services per option year.

Yes, this can be stated in the SOW to be serviced every 90 days.

3. The SOW section 2 b. states: “Services include removal of waste and grease build-up from trap walls and all associated equipment within the traps. The entire grease traps area shall be flushed down with water and any remaining residue pumped out. The Government will furnish water necessary to complete the maintenance.”

Question: Does the VA intend on the contractor performing confined space entry to perform this task. We provide this service to multiple VA locations and all of them are confined space entry to properly provide this service. Since the contractor isn’t required to enter the tanks, then there is no need for confined space permits.

4. Most grease traps require repair at some point. We provide this to all other VA locations via a CLIN for emergent services with a NTE number set by the government. Can that be added to the SOW CLN structure? No, all repairs are completed in-house.

5. City of Big Spring Ordnance 12-2 (c) (2) states” (2) Cleaning and maintenance.

a. Grease traps and grease interceptors shall be maintained in an efficient operating condition at all times.

b. Each grease trap pumped shall be fully evacuated unless the trap volume is greater than the tank capacity on the vacuum truck in which case the transporter shall arrange for additional transportation capacity so that the trap is fully evacuated within a 24-hour-period, in accordance with title 30 Tex. Admin. Code § 312.143.

Question: Under (c) (2) (a) the maintained in an operating condition requires an inspection of the grease trap. We perform this for all other VA locations and have a form for this. Some municipalities have a required format form and some do not. Big Spring does not have an official form, but does require inspection. We have a VA approved form and also a City of Big Spring form. Can this requirement be added to the SOW.

No, this requirement cannot be added to the SOW.

Question: If inspections are required by the VA (since they are required by the City of Big Spring, can a CLIN be added for the inspection annually. To include comprehensive cleaning and pictures of the interceptor to show year over year degradation of the tanks for possible repair when they fall outside operational limits per the City of Big Spring Ordnance to maintain per the manufactures design. No, we do not need a CLIN added for this.

6. What are the sizes of the tanks to be pumped out in gallons. The SOW references three interceptors to be pumped and each tank will have an outlet and inlet side to create a total interceptor size.

Tank Capacity N&FS – 1700 gal, Canteen – 1550 gal, Domiciliary – 250 gal.

7. The SOW does not address hydro jetting services, is that required for this contract. 95% of all interceptors we service require at least annually hydro jetting of the lines. Every VA location w service also requires hydro jetting as part of the annual inspection. Multiple locations have a CLIN for hydro jetting services both scheduled annually and on call. Can this be added to the SOW CLIN lines. Yes, the hydro jetting service can be added to the SOW. It will need to be completed once annually on all three tanks.

8. SOW section 3 b , 3 c, and section 2 b reference removal of grease for the walls floors and all surfaces. Normally in a 90 days service the grease trap is fully evacuated or liquids and loose solids. Annually, the trap is entered, scraped, pressure washed, inspected, and then photographed. Thus cleaning the walls, floors, and ceiling. Is this acceptable to the VA? We ask because to properly remove the grease form the walls, and ceiling, the tank must be entered, you cannot perform that simply from dropping a hose and removing the grease trap waste. No, we do not want the contractor entering the tanks.

9. SOW Section 5 a. references normal work hours. However due to smell, traffic disruption, and noise most grease traps are serviced very early in the morning before normal business hours or very late at night after normal business hours. How has the current vendor been servicing the interceptors. Current vendor completes service during normal business hours starting at 8:00am.

10. Will the Limitations on Subcontracting be STRICTLY enforced? Many times for grease trap services facilities utilize septic or other companies to perform this. This is not correct due to mixed waste per TCEQ, and there are very few actual SDVOSB companies with this equipment. We are one of the ones who owns the equipment and the disposal facility. No, as long as the subcontractor can perform the work they are hired to do.

11. Could you please provide the size/capacity of each grease trap to ensure accurate cost preparation?

12. Would you be able to share the gallon capacities of each grease trap (Nutrition & Food Service, Canteen, and Domiciliary) to prepare accurate pricing for this requirement.

Could you please confirm the approximate sizes or provide any available specifications or facility drawings that indicate their capacities.

13. There are 3 outdoor traps to be cleaned, but it doesn’t say what the capacity of each one

is. At your convenience I would like to know how many gallons each trap holds?

Tank Capacity N&FS – 1700 gal, Canteen – 1550 gal, Domiciliary– 250 gal.