44DOC-S2219 - RFP - Final for Release.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Solicitation: 40DOC-S2219 For

SEPTIC AND GREASE TRAP PUMPING – NORTH AND SOUTH

Release Date: 01/06/2023 Deadline for Submission and Opening Date and Time: 03/13/2023 @ 2:00 pm

Single point of contact for the solicitation:

ANNETTE MORFIN, PURCHASING OFFICER

Email Address, amorfin@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of the Nevada Department of Corrections (NDOC) is seeking proposals from qualified vendors who are able to meet the needs of NDOC to provide septic and grease trap pumping services as described in the scope of work and attachments. These services will be required at the following correctional facilities:

Carlin Conservation Camp (CCC) is located at 124 Suzie Creek Road, Carlin, NV 89822;

Ely Conservation Camp (ECC) is temporarily closed and is located at Horse & Cattle Camp Road, Ely, NV 89301;

Ely State Prison (ESP) is located at 4569 N State Rd 490, Ely, NV 89301;

Humboldt Conservation Camp (HCC) is located at 8105 Conservation Road, Winnemucca, NV 89446;

Lovelock Correctional Center (LCC) is located at 1200 Prison Road, Lovelock, NV 89419;

Pioche Conservation Camp (PCC) is located at 1 Hardtimes Road, Pioche, NV 89043;

Tonopah Conservation Camp (TCC) is located at 100 Conservation road, Tonopah, NV 89049;

Wells Conservation Camp (WCC) is located at HC 67-50, Wells, NV 89835;

Northern Nevada Transitional Housing (NNTH) is located at 225 Sunshine Lane, Reno, NV 89502;

Casa Grande Transitional Housing (CGCH) is located at 3955 W. Russell Road, Las Vegas, NV 89118;

Florence McClure Women's Correctional Center (FMWCC) is located at 4370 Smiley Road, North Las Vegas, NV 89115;

Jean Conservation Camp (JCC) is located at 3 Prison Road, Jean, NV 89019;

High Desert State Prison (HDSP) is located at 22010 Cold Creek Road, Indian Springs, NV 89018;

Southern Desert Correctional Center (SDCC) is located at 21055 Cold Creek Road, Indian Springs, NV 89018; and Three Lakes Valley Correctional Center (TLVCC) is located at 20825 Cold Creek Road, Indian Springs, NV 89018.

2.1.1 through 2.1.9 is anticipated to be under one (1) contract and 2.1.10 through 2.1.15 is anticipated be under a separate contract.

The State intends to award a maximum of two (2) contract in conjunction with this Request for Proposals (RFP), as determined in the best interests of the State. NDOC shall administer contract(s) resulting from this solicitation. The resulting contract(s) are expected to be for a contract term of five (5) years, subject to Board of Examiners approval.

NDOC reserves the right to add and/or delete facilities/services during the contract term, upon mutual agreement of all parties.

There are mandatory site visits required at each facility and pre-registration is required.

No telecommunication devices (including, but not limited to cell phones and PDA’s), cameras, or electronic devices of any kind will be permitted with the institutions during the mandatory site visits.

Site visit attendees cannot wear BLUE clothing of any type, this includes, but is not limited to:

Blue jeans, Blue shirts, Blue denim jackets, and/or Blue hats, etc.

SCOPE OF WORK

This section defines the minimum requirements necessary to provide regularly scheduled septic and grease trap pumping.

Proposing vendors must submit a proposal based on the facility’s individual needs, including a detailed description of recommended services, including, but not limited to how often services should be provided.

SEPTIC TANK PUMPING SPECIFICATIONS

The awarded vendor(s) will be required to work closely with each facility when pumping tanks in order to ensure the correct tank is pumped as necessary.

Each pumping of the septic tank requires:

The tank sludge needs to be agitated to free the compacted sludge at the bottom and corners of the tank. This is necessary because the bottom of the tank is unusually deep.

The scum on top must be broken apart.

The liquid and scum pumped.

Water mixed with bottom sludge pumped.

The awarded vendor(s) will be responsible for helping ensure that sludge does not clog the septic leach lines.

The awarded vendor(s) must provide tickets stating the volume removed from the septic system with each billing.

Facility Septic Tanks:

ECC: 6,500 gallons pump semi-annually and 10,000 gallons pump annually.

CCC: First section of septic tank pump annually.

HCC: First section of septic tank pump annually.

TCC: 20,000 gallons pump annually.

WCC: 20,000 gallons pump annually.

GREASE TRAP PUMPING SPECIFICATIONS

The awarded vendor(s) will be required to work closely with the facility to ensure the tank is pumped as necessary.

Currently, grease traps that are being pumped on a semi-annual basis should be pumped ideally in July and January of each year.

Each pumping shall pump the entire content in the tanks.

The awarded vendor(s) must provide tickets stating the volume removed from each tank with each billing.

The pumping schedules may be changed and/or adjusted to meet the needs of the NDOC facility. Any changes are to be upon mutual agreement between awarded vendor(s) and NDOC facility supervisors.

The awarded vendor(s) will be required to work in conjunction with the awarded vendor who provides monitoring and testing of the water systems and operations management of waste-water systems at various NDOC facilities. Their responsibilities include but are not limited to:

Inspect the septic tanks for proper operating level, sludge and matt depths, corrosion, structure integrity, inlet/outlet structures and general condition of the tanks.

Verify septic tank and grease trap pumping was performed satisfactorily per the pumping contract. Coordinate and oversee pumping of tanks in conjunction with the requirements of the respective contract(s).

Scheduling of services must be coordinated between the awarded vendor, the testing and monitoring awarded vendor and the NDOC facility.

The awarded vendor(s) should provide one (1) month advance notice for a general date and a minimum of two (2) weeks notice with a specific date of the anticipated service.

Facility Grease Traps:

ECC: 1,350 gallons pump semi-annually. This facility is temporarily closed and contact vendor will be notified when and if it reopens.

ESP: Two (2) 250 gallons pump as needed, 250 gallons pump semi-annually and 4,000 gallons pump semi-annually.

PCC: 8,000 gallons pump semi-annually or as needed.

CCC: 2,250 gallons pump semi-annually.

HCC: 1,000 gallons pump semi-annually.

LCC: 4,500 gallons pump quarterly.

TCC: 2,500 gallons pump semi-annually and 250-gallon grease bin pump semi-annually.

WCC: 750 gallons pump semi-annually.

NNTH: 1,000 gallons pump quarterly.

CGTH: Empty one (1) 1,500-gallon tank to be pumped every three (3) months or four (4) times per year.

FMWCC: Empty one (1) 4,500-tallon tank to be pumped every three (3) months or four (4) times per year. This requires additional scraping and pressure washing inside of the grease trap as necessary and should be included in the cost of grease trap pumping. Pump down and dispose of debris from sewer lift station bi-monthly or six (6) times per year.

HDSP: Empty one (1) 4,000-gallon tank to be pumped every three (3) months or four (4) times per year. First and Second stage weirs within trap system requires additional scraping and pressure washing as necessary.

JCC: Empty one (1) 1,500-gallon tank to be pumped every three (3) months or four (4) times per year.

SDCC: Empty two (2) 2,200-gallon tanks to be pumped every three (3) months or four (4) times per year. Empty one (1) 750-gallon tank to be pumped annually. Empty one (1) 2,000-gallon tank to be pumped annually.

TLVCC: Empty one (1) 5,000-gallon tank to be pumped annually and skimmed annually.

Grease interceptors at all facilities must be pressure washed. Awarded vendor(s) will be required to coordinate with each Facility Supervisor as to when pressure washing is required.

Additional services on a pump on an as needed basis only.

HCC: Waste Activated Sludge Holding Tank (17,000 gallons) and Garbage Wash (1,000 gallons).

CCC: Waste Activated Sludge Holding Tank (5,000 gallons).

TCC: Laundry (750 gallons).

LCC: Sand/Oil Separator (1,000 gallons) and Sand/Oil Separate (500 gallons).

WCC: Waste Activated Sludge Holding Tank (5,000 gallons).

NNCC: Clean out main sewer line (4,000 gallons) bi-annually or as needed. Pumping will be disposed of on site at NNCC.

The pumping schedules may be changed and/or adjusted to meet the needs of the facility. Any changes are to be upon mutual agreement between all parties involved.

The awarded vendor(s) of this RFP will be required to work in conjunction with the awarded vendor who provides monitoring and testing of the water systems and operations management of waste-water systems at various NDOC facilities. Their responsibilities include but are not limited to:

Inspect the traps for proper operating level, sludge and matt depths, corrosion, structure integrity, inlet/outlet structures and general condition of the traps.

Verify grease trap pumping was performed satisfactorily per the pumping contract. Coordinate and oversee pumping of traps is in conjunction with the requirements of the respective contract.

Scheduling of services must be coordinated between the awarded vendor, the testing and monitoring awarded vendor and the NDOC facility.

Awarded vendor(s) should provide one (1) month advance notice for a general date and a minimum of two (2) weeks notice with a specific date of the anticipated service.

COST

Cost shall be inclusive of all labor, permits and disposal fees material and/or equipment required to perform the necessary services and must be submitted using the Cost Schedule which is attached.

Cost must be charged as a “per gallon” pumped. NDOC will only pay for the number of gallons actually pumped.

Cost must be submitted for each fiscal year of the contract and is to be inclusive of all parts, labor tools fuel waste processing fees and equipment needed to perform the proposed services.

Any significant price increase to the awarded vendor(s) for fuel and waste processing fees must be justified and will require an amendment to the original contract.

invoices

A service invoice must be provided at the end of each service call.

All service orders must be signed off by NDOC Maintenance Staff and a copy of the service order must be attached to all invoices before they are submitted to NDOC for payment.

Invoices for payment are to be sent to: Nevada Department of Corrections, Accounting/Contracts, P.O. Box 7011, Carson City, NV 89701.

REPORTS

Upon completion of service, any applicable reports shall be provided to each NDOC facilities supervisor and to NDOC Plant Operations.

MISCELLANEOUS ADDITIONAL REQUIREMENTS

Violation of, or conflict with any code or standard requirement must be brought to the attention of NDOC prior to proposing.

All procedures, work schedules etc. must be approved by NDOC prior to service.

SITE VISIT/BACKGROUND CLEARANCE REQUIREMENTS

Mandatory site visits are a requirement to submit a proposal. See site visit schedule which is attached.

No cameras, cell phones, PDAs, or electronic devices of any kind will be permitted within the institution during the site visits. Vendors must ensure that, while at the facility, inmates do not have access to telecommunication devices in accordance with NRS 209.41 and NRS 212.165.

Site visit attendees cannot wear blue denim clothing similar to clothing worn by the inmates, including but not limited to, blue jeans.

MANDATORY SITE VISIT REQUIREMENTS

Prior to the mandatory site visits, each company attending must submit for each employee who will be attending the site visit the following:

One (1) signed NDOC Security Regulations Acknowledgement form (DOC 047), One (1) signed PREA Contractor and Volunteer Questionnaire form (DOC 052), One (1) Contractor Background Check Application form (DOC 560), and One (1) signed Agency PREA Zero Tolerance Policy form (DOC 053) All forms for site visits must be received by 9:00 AM, 01/19/2023

EMPLOYEE BACKGROUND CLEARANCE REQUIREMENTS

Upon contract award and a minimum of seven (7) days prior to beginning work, the awarded vendor shall submit for each employee who will be working on this project (unless previously cleared for the site visit) the following:

Contractor Background Check Application (DOC 560), Security Regulations Acknowledgement form (DOC 047), PREA Contractor and Volunteer Questionnaire form (DOC052), and Agency PREA Zero Tolerance Policy (DOC053).

No personnel entering the correctional facilities may be ex-felons.

All employees will be approved under the vendor name.

This requirement will be in effect until the termination of the contract award.

Forms must be sent to: Nevada Department of Corrections Contracts, Attn: Martha Simas, P.O. Box 7011, Carson City, NV 89701, Fax: 775-887-3225, Email: vendors@doc.nv.gov NDOC will accept faxed or emailed forms; however, the original forms must be sent by US postal mail within three (3) days or clearance may be revoked.

NDOC SECURITY REQUIREMENTS

All employees of the vendors entering correctional property must adhere to:

NDOC Security Regulations (DOC 047), NDOC PREA Contractor and Volunteer Questionnaire Form (DOC 052) in compliance with the Department of Justice, National Standards to Prevent, Detect, and Respond to Prison Rape 42 U.S.C. § 15601, et. Seq. and 28 C.F.R. § 115.17 (1); and Agency PREA Zero Tolerance Policy (DOC 053).

FINANCIAL

PAYMENT

Upon review and acceptance by the State, payments for invoices are normally made within 45-60 days of receipt, providing all required information, documents and/or attachments have been received.

Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provision of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

BILLING

The State does not issue payment prior to receipt of goods or services.

The vendor must bill the State as outlined in the approved contract and/or payment schedule.

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services NDOC Facility Map

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule NDOC Security Regulations Acknowledgement Form Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

ATTACHMENTS TO BE SUBMITTED PRIOR TO SITE VISITS AND TO BE TAKEN TO SITE VISIT

Facility Tour Registration Form Contractor and Volunteer PREA Questionnaire Form Contractor Background Check Application PREA Zero Tolerance Policy and Reporting Security Acknowledgement Form

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

NEVADA-BASED BUSINESS PREFERENCE

The State awards a five percent (5%) preference to Nevada-based businesses pursuant to NRS 333.3351 to 333.3356, inclusive.

Nevada-based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a business’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

INVERSE PREFERENCE

The State applies an inverse preference to vendors that have a principal place of business in a state other than Nevada and that state applies an in-state preference not afforded to Nevada based vendors, pursuant to AB28 passed in the 81st session of the Nevada Legislature.

The amount of the inverse preference is correlated to the amount of preference applied in the other state.

Vendors who meet this criterion must indicated it on their submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

Septic and Grease Trap Pumping - Page 1 of 6 44DOC-S2219 North and South image1.jpg