520-21_Specs_Amendment_2_2023-12-20__1_.docx

Invitation No.: 520-21 Location: Statewide Facilities Commodity: Water and Wastewater Operations Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/520pricing.xls

REQUEST FOR PROPOSAL(RFP)

State of Ohio, Department of Transportation Office of Contract Sales, Purchasing Services Jack Marchbanks, Ph. D., Director

Bid Submission Deadline (Bid Opening Date):

November 24, 2020 at 1:00 P.M. eastern time

Submitted by:

Company Name:

Federal Tax ID No.:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Return Properly Marked, Complete Bid Packages To:

contracts.purchasing@dot.ohio.gov

BIDDERS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS RFP THE FOLLOWING WEBSITE:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx

Ohio Department of Transportation Request for Proposal #520-21 Statewide Facilities Operations Water and Wastewater Operations and Maintenance

General Purpose Purpose The Ohio Department of Transportation is soliciting proposals from highly qualified and sufficiently capable vendors to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems at required facilities in ODOT Districts 1, 2, 3, 4, 5, 6, 7, 9, 10 and 11 in accordance with the requirements of the Ohio Environmental Protection Agency (hereinafter OEPA), the specifications below, and ODOT’s standard terms and conditions contained herein. Vendor shall furnish all labor, equipment, materials, and incidental items necessary to perform the required services. The purpose of this solicitation is to obtain specific proposals from potential vendors to include how they believe their capabilities and services best match the needs of the Department. The intent of this Request for Proposal is to select the most qualified and highest scoring Proposer(s) to provide these services while promoting the greatest extent of competition that is practicable.

Background The Ohio Department of Transportation operates over 300 facility locations throughout the State, encompassing more than 1.5 million square feet and covering more than 3,500 acres of property. Many of these facilities are in remote locations where domestic water and sanitary sewer services are not available for connection. As a result, the Department possesses many water wells, septic systems, lift stations, wastewater treatment systems and associated components necessary for the satisfactory operation of these facilities. Because the operation and management of these systems is critical to the public health, highly specific, requires various EPA certifications and licenses, along with timely reporting and sampling activities, the Department has elected to contract the operation and maintenance of these systems to allow the Department to focus on their core services.

Overview of the Project The Department is soliciting proposals from highly qualified and sufficiently capable vendors to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems throughout the State for an initial period of three (3) years beginning January 1, 2021 and extending through December 31, 2023, with two (2) optional, one (1) year renewals that could extend the end date to no later than December 31, 2025.

Objectives of the Project The selected vendor shall:

· Maintain satisfactory regulatory compliance for the water and wastewater systems identified, and

· Provide management, operation, maintenance and repair services for the water and wastewater systems identified, and

· Provide cost and/or time saving initiatives that will improve efficiencies, reduce recurring costs, maintenance and monthly fees whenever possible.

Project Locations The services described in this RFP shall be conducted at the locations listed in Attachment A at the following link:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/520AttachmentA.xlsx

Pre-Proposal Submission Site Visits Bidders are strongly encouraged to visit the sites covered by this RFP to certify knowledge of the systems to be maintained prior to submitting their proposal.

Please contact the appropriate District Facility Program Administrator below to schedule no later than Tuesday November 17, 2020 if you plan to visit the sites.

Procurement Process Information Anticipated Procurement Timetable

- RFP becomes active; vendors may submit inquiries for RFP clarification.

- No further inquiries for RFP clarification will be accepted.

- Late proposals will not be considered. No exceptions will be made.

- Vendors that submitted proposals in response to this RFP will be sent notification of award recommendation. This is an estimated date.

The Department reserves the right to revise this schedule in the best interest of the Department and/or to comply with federal and State of Ohio procurement procedures and regulations.

Proposal Inquiries Pre-proposal questions must be received no later than the close of business the Thursday prior to the scheduled opening date. An addendum being issued is dependent upon the information received and the impact on the competitive bidding process.

From the release date of this RFP until proposals are opened, other than the Proposal Inquiries process listed above, there may be no communications concerning the RFP between any vendor which expects to submit a proposal and any employee of ODOT in the issuing office, or any other ODOT employee, or any other individual regardless of their employment status, who is in any way involved in the development of the RFP or the selection of the contractor.

All pre-proposal inquiries must have the following: Name of the Sender, Contractor or Company Name, Phone Number, Project Number, Letting Date, a detailed description of the question.

Proposal Inquiries will not be accepted after November 19, 2020 at 1:00 PM.

Proposal Inquiries may be submitted at this link:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx

Department responses will be posted to the following website:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc

Based upon the content of any received questions/clarifications, proposal requirements may, solely at the discretion of ODOT, be modified, changed or deleted. Any such changes to this RFP will be communicated by addendum and published to the ODOT website at the following URL:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx

Vendor Experience and Qualifications Proposals must address all the following mandatory qualifications as well as organizational and staff experience and capabilities:

Mandatory Vendor Qualification To be considered for the contract expected to result from this RFP, ODOT requires that vendors shall meet, at minimum, the following qualification requirement:

· The vendor or proposed candidate must have at least ten (10) years of documented experience in large scale, multi-site management and operation of regulated water and wastewater systems.

Vendors which do not meet the above qualification will be disqualified from further consideration.

Organizational Experience and Capabilities As part of the evaluation process, vendors shall provide the following information to be scored by ODOT:

· Description of organization size, structure, and capability of meeting project requirements;

· Samples (or descriptions) of at least two (2) but no more than four (4) similarly sized projects undertaken in the past five (5) years that demonstrate expertise in large scale, multi-site management and operation of regulated water and wastewater systems.; and

· Names and contact information for at least three (3) organizational references for which they have performed similar scale projects in the past five (5) years. A sample or description of each project must be included.

Staff Experience and Capabilities Proposals are to demonstrate significant expertise by identifying leadership and key staff for this project. The vendor shall, at minimum:

· Identify, by position and by name, the leadership staff considered key to the project's success. Include a Table of Organization and a chart showing the number of hours devoted to the project by vendor or subcontractor staff. In addition, specify the administrative personnel who will be assigned to this project. The vendor must provide the percentage of time devoted to the project by leadership and key staff.

· Document that lead staff member assigned to the project has at least ten (10) years of experience in large scale, multi-site management and operation of regulated water and wastewater systems; and

· Document that additional staff each have at least five (5) years’ experience in management and operation of regulated water and wastewater systems; and

· Include resumes of key staff expected to work on the project, education and experience of staff in key positions, based on documentation presented and discussed in the vendor proposal.

Sensitive Personal Information: It is the sole responsibility of the vendor submitting a proposal to remove all personal confidential information (such as home addresses and social security numbers) of vendor staff and/or of any subcontractor and subcontractor staff from resumes or any other part of the proposal package. Following submission to ODOT, all proposals submitted may become part of the public record. ODOT reserves the right to disqualify any vendor whose proposal is found to contain such prohibited personal information.

Alternative Service Suggestions As part of the evaluation process, vendors should suggest, where possible, alternatives to the specifications that will result in streamlined operation, alternative service levels, cost savings and any other suggestions with their respective financial impact for the Department, that will be evaluated by ODOT based on the criteria established in the proposal evaluation and selection process.

Any suggested cost saving measures SHALL NOT reduce the service level below the minimum OEPA permitted requirements.

Scope of Services and Specifications General Requirements

· The water and wastewater systems identified shall be maintained as hereinafter described, in accordance with the detailed terms.

· Trained and certified operators of the Contractor(s) shall use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all standards and regulations.

· The terms and requirements of this contract are specified in the singular with the understanding that all provisions shall be applicable to all systems indicated unless otherwise specified.

· Except for only those items specifically identified as being performed by others and services outside the scope of work, the Contract Specifications are intended to include all engineering, material, labor, testing, and inspections needed to achieve the work specified by the Contract. In as much as it is understood that any incidental work necessary to execute the Agreement is also covered by the Contract Specifications, the Contractor is cautioned to become familiar with the existing equipment and job site conditions. Additional charges for material or labor shall not be permitted after execution of the Contractual Agreement for work, services or procedures covered herein.

· The contractor shall be responsible for any act or neglect of their employees when performing work under this contract. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

· The vendor shall bring all tools, chemicals, and materials, etc., with them to each service call and take all items with them when finished. No on-site storage shall be provided by ODOT except where already provided at wastewater treatment system locations.

· All work shall be performed as to not interfere with building operation or such interference is kept to a minimum. The vendor shall leave all areas neat and clean when finished.

· The contracted services provided must be performed in a workmanlike manner by properly trained personnel and shall conform to the highest professional standards.

· All vendors must have enough properly trained employees on active payroll and an adequate number of supervisory personnel to guarantee satisfactory performance of this contract. All work must be performed by trained and competent personnel qualified to perform the services contained herein. These personnel must be under the guidance of a supervisor that is a direct employee of the Vendor. The vendor shall be regularly engaged in the business of providing the services described herein.

· Contractor’s work teams used for this contract shall consist of EPA certified operators. The contractor should make every effort to ensure that staff assignments remain constant during the life of the contract. The water and wastewater services shall be performed only by operators directly employed and supervised by the Contractor, who are licensed, experienced and skilled in the operation and maintenance of water and wastewater systems like those to be maintained under this Contract and shall not be assigned or transferred to any agent or subcontractor without the express consent of the Owner.

· Upon completion of services, the contractor’s team shall leave the systems in satisfactory operation; if not in operation, the team shall contact the appropriate District Facilities Program Administrator or their designated representative and state why the system is inoperative, and what must be done to put into satisfactory operation.

· It shall be understood that, from time to time sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

· Communication must be maintained between all parties in a continual, prompt, and respectful manner during the entirety of the effective duration of the resulting contract.

· Removal and proper disposal of all material, including, but not limited to, oil, fluids, chemicals and any solids, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. When necessary, the vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance to State requirements.

· The contactor shall guarantee its workmanship and materials for a period of one (1) year from the date of acceptance by the facility and shall promptly remedy, at the contractor’s expense, all defects due thereto which becomes evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from work the awarded contractor performed.

· In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

· The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves Contractor’s Limitations It is mutually agreed that the Contractor shall not be under any obligation to make any repairs or replacements caused by malicious damage or fire (other than caused by Contractor or its Subcontractors), including electrical fire (other than electrical fire caused by failure of components covered by this Contract or caused by Contractor's work hereunder).

Scope of Services The intent of this scope of work is to state and define the terms and conditions under which the highly qualified and sufficiently capable Contractor(s) shall:

· Maintain satisfactory regulatory compliance for the water and wastewater systems identified, and

· Provide management, operation, maintenance and repair services for the water and wastewater systems identified in accordance with Rule 3745-7-21 of the Ohio Administrative Code, and

· State and define the terms and conditions under which the Ohio Department of Transportation (ODOT) shall compensate the Contractor for such services rendered.

It is the intent of this scope of work to ensure that all requirements, procedures, tests, inspections, service practices, component repairs, equipment renewals, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee the Department that the absence of a particular item of work, service or procedure shall not alleviate the Contractor of the sole responsibility to provide such labor, expertise, materials, equipment, services or other procedures applicable to the Agreement and practical requirements unless same is specifically excluded, prorated or deleted herein.

Water Operations The awarded vendor and all designated operators must be familiar with the conditions and requirements, written or implied, of the OEPA and the PWS permit requirements for each public water system.

Operator Licensing Minimum Requirements The awarded vendor operating a public water system shall designate a professional lead operator of record to oversee the technical operation of the public water system in accordance with paragraph (A)(1) of rule 3745-7-02 of the Ohio Administrative Code. The awarded vendor shall also designate two (2) backup operators to be responsible for operations in the absence of the lead operator. Each operator of record shall have a valid certification of a class equal to or greater than the classification of the assigned public water system or distribution system.

Operational Plan It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, holidays, weekends, and required Operator of Record visits. All required Operational Plans shall be submitted and reviewed with the District Facilities Program Administrator or their designated representative and the Statewide Facilities Contracts Administrator within thirty (30) days of award of the contract.

Minimum Service Requirements The awarded vendor shall ensure that the professional operator of record is physically present at the facility in accordance with the requirements of Rule 3745-7-03 of the Ohio Administrative Code. The operator shall be responsible for determining and maintaining the proper operating parameters required at each water treatment facility to maintain high quality drinking water and meet OEPA requirements.

Routine operation of the water supply systems includes, but is not limited to:

· Checking for proper operation of well pumps and service pumps

· Checking the integrity of the well heads

· Checking the integrity of the access points of the reservoirs

· Maintaining an adequate supply of treatment chemicals

· Checking and maintaining a residual chlorine level of no less than 0.2 mg/L and no more than 4 mg/L of free chlorine daily

· Checking for air or water leaks in the system

· Checking hydro pneumatic tanks for proper air charge and adequate system pressure

· Verifying proper operation of filter systems

· Overall visual inspection of the system and associated components

The contractor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Contractor shall be responsible for correcting any noncompliant operation. Contractor shall inform the appropriate District Facilities Program Administrator or their designated representative as soon as possible of any actions taken in this regard.

Sampling and Testing Requirements It is the responsibility of the bidding contractor to obtain and confirm the current sampling and testing requirements of each PWS prior to submission of their bid. The awarded vendor shall be responsible for sampling and analyzing water samples in accordance with the current, appropriate OEPA monitoring schedule. The awarded vendor shall be responsible for reporting sampling and testing results to the OEPA and the ODOT District. The awarded vendor shall be responsible for maintaining compliance with the current OEPA sampling and testing requirements for each PWS monitoring schedule.

OEPA Reporting Requirements The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and in accordance with Rule 3745-7-09 of the Ohio Administrative Code.

Wastewater Operations The awarded vendor and all designated operators must be familiar with the conditions and requirements, written or implied, of the OEPA and the NPDES permit requirements for each treatment works and sewerage (collection) system.

Operator Licensing Minimum Requirements The awarded vendor shall designate a lead operator of record to oversee the technical operation of the treatment works and sewerage (collection) system in accordance with paragraph (A)(2) of rule 3745-7-02 of the Ohio Administrative Code. The awarded vendor shall also designate two (2) backup operators to be responsible for operations in the absence of the lead operator. Each operator of record shall have a valid certification of a class equal to or greater than the classification of the assigned treatment works as defined in each NPDES permit.

Operational Plan It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, weekends, and required Operator of Record visits. All required Operational Plans shall be submitted and reviewed with the District Facilities Program Administrator or their designated representative and the Statewide Facilities Contracts Administrator within thirty (30) days of award of the contract.

Minimum Service Requirements

The awarded vendor shall ensure that the treatment works operator of record is physically present at the facility in accordance with the requirements of Rule 3745-7-04 of the Ohio Administrative Code. The operator will be responsible for determining and maintaining the proper operating parameters required at each wastewater treatment facility to maintain high quality effluent and meet the requirements of the NPDES permits.

Routine operation of the treatment works and sewerage (collection) system includes, but is not limited to:

· Removing and properly disposing of rags on screens and floating on surface of clarifiers

· Cleaning weirs and weir troughs

· Checking aeration tank air flow for even distribution, clean and or repair as necessary to correct air flow

· Verify proper operation of Return Activated Sludge pump

· Scraping sides and slopes of clarifiers

· Cleaning clarifiers

· Wasting sludge from clarifiers

· Decanting sludge tanks

· Cleaning sand filters and properly disposing of the waste

· Refilling chlorine supply

· Cleaning UV bulbs (once per week from May 1 through October 31)

· Overall visual inspection of the system and associated components

The awarded vendor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Awarded vendor shall be responsible for correcting any noncompliant operation. Awarded vendor shall inform the appropriate District Facilities Program Administrator or their designated representative as soon as possible of any actions taken in this regard.

Sampling and Testing Requirements It is the responsibility of the bidding contractor to obtain and confirm the current requirements of each NPDES permit for discharge limits and sampling frequencies prior to submission of their bid. The awarded vendor shall be responsible for collecting and having samples analyzed and reporting results to OEPA and the ODOT District for each treatment works and sewerage (collection) system. The awarded vendor shall be responsible for maintaining compliance with all current OEPA NPDES permit requirements for each treatment works and sewerage (collection) system.

Where industry standard practices suggest testing in addition to the monitoring required by permit, the operator will be responsible for monitoring any of the following at the frequencies recommended by the Compliance Assistance Division of OEPA for small activated sludge plants:

· Aeration DO of each tank 3 times per week

· pH of Aeration Tanks 3 times per week

· MLSS (Mixed Liquor) of Aeration Tank once per week

· RASSS (Return Activated Mix Liquor) once per week

· Percent Solids/Spin Test on aeration tanks once per week

· Percent Solids/Spin Test on RAS once per week

· 30-minute settling test of aeration tanks once per week

· Field analyze clarifier ammonia once per week

· Clarifier sludge depth once per week

· Replacing UV bulbs every 2 years (material and labor cost included in contract cost)

OEPA Reporting Requirements The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and in accordance with Rule 3745-7-09 of the Ohio Administrative Code.

Vegetation Management The awarded vendor shall be responsible for removal, management and proper disposal of all volunteer vegetation within the fenced area of the treatment works and sewerage (collection) system. Pre and post-emergent herbicides may be used at the contractor's option. If herbicide application is chosen as the method of management, the awarded vendor shall perform these services only with an Ohio Department of Agriculture licensed applicator with the proper certification. All documentation required for application along with a copy of the applicators license shall be provided to ODOT when applicable. The cost of all weed control work shall be included in the contract price for the specific site. Plant material, other than weeds, killed by application of herbicides shall be replaced at the contractor’s expense.

Pumping and Maintenance Services for Vaults and Trash Traps Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the treatment works and sewerage (collection) system are pumped to ensure satisfactory performance and field verification of quantities pumped. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

The awarded vendor shall be responsible for removal and proper disposal of trash accumulated in the trash traps as needed. The awarded vendor shall be responsible for the removal and proper disposal of sludge as needed. The Department’s policy requires disposal of sludge at a wastewater treatment plant and specifically prohibits land application of the sludge.

Non-Permitted Packaged Wastewater Systems Non-Permitted Package Wastewater Systems in use by the Department include several different types of systems containing one or more of the following components:

· Septic tank with average capacity of less than 2,500 gallons

· Leach bed piping system connected to septic tank

· Mounded leach bed piping system connected to a septic tank

· Small capacity liquid lift stations between 50-150 gallons with pumps, connected to mounded leach bed piping systems

· Unitized Aerobic Digestion Sewage Treatment Plants typically containing an inlet trash trap, central aeration chamber, secondary clarifier chamber and in some situations a final chlorine contact tank before reaching final effluent.

The awarded vendor shall be responsible for performing tasks required for proper operation of the treatment process. At a minimum the operator will be responsible for performing the following once per month:

· Inspection of the condition and integrity of the system

· Verification of the operation of the pumps and mechanical components

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the septic system are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. Every effort shall be made to coordinate pumping of tanks connected to these systems on a schedule representative of the system needs. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

The awarded vendor shall submit a written report following each monthly inspection to the appropriate District Facilities Program Administrator or their designated representative.

Pump Stations/Lift Stations The awarded vendor shall be responsible for performing tasks required for proper operation of pump/lift stations. At a minimum the operator will be responsible for performing the following once per month:

· Inspection of the condition of the station

· Verification of proper operation of the pumps and floats

· Cleaning of the station

The awarded vendor shall submit a written report following the monthly inspection of each site to the appropriate District Facilities Program Administrator or their designated representative.

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current ODOT contracted vault pumping vendor and be present whenever any tanks associated with the pump/lift stations are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

Preventive Maintenance The awarded vendor shall perform preventive maintenance activities in a manner that preserves the life of the equipment, keeps equipment clean and serviceable, and ensures the proper operation of the facility water and wastewater systems. Preventive maintenance includes, but is not limited to the following activities:

· Troubleshooting and adjusting equipment

· Cleaning and re-oiling blower air filters

· Replacement of filters and belts

· Cleaning air diffusers

· Lubricating pumps, motors, blowers, and other wear points

· Checking for proper operation of pumps and float switches

Removal of Equipment from Service If any system component must be removed from service during normal work hours, the awarded vendor’s technician must coordinate the removal from service with the District Facilities Program Administrator or their designated representative. The technician shall post signage on the unit and isolate the power supply to the equipment with their own lockout/tag out device in accordance with OSHA standard 1910.147.

Maintenance Program (CMMS) The awarded vendor shall utilize a Computerized Maintenance Management System (CMMS) to generate preventive maintenance work orders and track reactive maintenance tasks for system components and equipment. Any piece of equipment that is relevant to the operation of the plant must be entered in the CMMS. The awarded vendor shall provide CMMS access to the appropriate District Facilities Program Administrator or their designated representative for approval within fifteen (15) days of award of the contract.

At a minimum, each mechanical piece of equipment must be scheduled for some type of preventive maintenance at least once a month even if it is only a visual inspection that would include observing the equipment during operation for leaks, excessive vibration, overheating, and unusual noise. The original manufacturer’s manuals must be referenced when determining the preventive maintenance tasks for the equipment. Work orders shall be issued monthly or according to manufacturer recommendations, whichever is more frequent, for all types of work. All work performed shall be documented in the CMMS.

Monthly reports that list the routine, preventive and reactive maintenance tasks must be made available to the appropriate District Facilities Program Administrator or their designated representative at the end of each month.

A Failure Analysis Report must be developed and delivered to the appropriate District Facilities Program Administrator or their designated representative within seven days following the failure of any critical piece of equipment. The report should list the steps that were taken to determine the most likely cause of the failure, who participated in the investigation, a list of similar equipment that could be prone to the same type of failure, and what steps are being taken to prevent similar types of equipment failures in the future. A critical piece of equipment is one that fits either of the following criteria:

· The failure of the equipment could negatively affect the quality of the water or wastewater being processed.

· The failure of the equipment could cause a facility to be closed.

Annual Report In January of each year of the subsequent contract, excluding January 2021, the awarded vendor shall provide the Statewide Facilities Contracts Administrator with an Annual Report detailing the work performed at each contracted location, the projects undertaken, any additional work performed, provide recommendations for projects that should be completed in the coming year and any general comments regarding the overall condition of the contracted locations. The awarded vendor should coordinate with the Contracts Administrator to determine the final content and structure of the Annual Report prior to the initial submission in January 2022. The established format will be utilized for all subsequent Annual Reports.

Fines and Penalties During the entire term of the subsequent contract, the awarded vendor shall be wholly responsible for any fines or penalties levied upon any facility where they are the designated operator of record due to the neglect of the awarded vendor and/or their employees to properly maintain satisfactory regulatory compliance of the systems covered by these specifications.

Outside Scope of Services Work Any work outside the scope of service of these specifications found to be necessary for the safety, operation and/or regulatory compliance of the systems and associated components of this contract shall be brought to the attention of the District Facilities Program Administrator or their designated representative immediately. The vendor shall submit a proposal explicitly detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by ODOT prior to repairs being made. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

The Department reserves the right to the following without affecting the terms and conditions of this contract:

· Perform any work not covered by this contract with Department personnel

· Place any work not covered by this contract out for bid

Outside Scope of Services Workflow Process Initial Contact and Site Visit Once a project is identified, the awarded vendor shall perform a site visit within five (5) working days (excluding state observed holidays) or at a mutually agreeable time beyond the five (5) working days requirement, after being contacted by the appropriate District Facilities Program Administrator or their designated representative at the project site to discuss and define the scope of work for the requested project. Compensation for the time involved for the site visit shall be built into the labor rates listed on the pricing page.

Presentation of Project Plan and Cost The awarded vendor shall present a written project plan within five (5) business days from date of site visit. A template of how the costs should be detailed is included with the excel pricing file for your use. The written plan and the pricing template shall include at least the items listed below:

· Estimated material list

· A list of which trades will be on the job

· Estimated project cost

· Project schedule as required by ODOT including:

· Estimated start date upon acceptance and delivery of purchase order

· Estimated length of time to complete project

· Project milestones (when appropriate)

· Site preparation details

· Site cleanup and waste disposal measures

· Detailed proposed labor breakdown showing number and classification of employees including on the job Site Supervisor when requested and approved by the appropriate district Facilities Department

· Construction drawings and specifications when required by the appropriate district Facilities Department or if required for permits

· Required building permits and associated fees

Notification to Statewide Facilities Operations For all project proposals more than $25,000, the vendor personnel shall communicate the proposal by email to Statewide Facilities Operations Office in addition to the requesting District staff. The proposals shall be sent to:

Timothy.Brunney@dot.ohio.gov Acceptance of Project and Commencement of Work Upon written acceptance of project plan by the appropriate District Facilities Program Administrator or their designated representative, the District will provide the vendor with a purchase order that is directly associated with the project as soon as possible. Once the vendor is in receipt of the purchase order, they will commence work in accordance with the project plan.

The awarded vendor shall not commence work without written prior approval of Project Plan and vendor receipt of purchase order, or as directed by the appropriate District Facilities Program Administrator or their designated representative.

Items Provided by the Vendor Materials and Supplies All materials and supplies shall be specifically designed for the use. The Vendor shall utilize all replacement parts from manufacturers whose parts are equal to or better than the original equipment manufacturer (OEM) components whenever possible. All parts must be installed according to manufacturer’s specifications and recognized practices. The use of reconditioned parts or components shall not be permitted under any circumstances unless OEM components are no longer available. Compensation for the time involved obtaining materials and parts shall be included in the labor breakdown portion of the approved project plan.

The Department acknowledges that vendors utilize thousands of materials and supplies that may vary between suppliers and manufacturers depending on the individual repair needs for each project. Therefore, all materials and supplies vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all materials and supplies utilized in the performance of this contract, plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendors actual cost for a part includes the following:

· The vendor’s acquisition cost from the manufacturer or supplier; and

· The shipping cost charged by the manufacturer or supplier to get the part to the vendor’s location; OR

· The shipping cost incurred by the vendor to get the part to the ODOT location

For ALL parts, the vendor shall include with its invoice the vendors’ original invoice and the Department will pay for the part including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%. If the vendor had acquired in the parts in bulk or through a prior purchase and had the parts in stock and an invoice is not readily available, the vendor should use its best estimate for the value of the part plus the vendor specified markup not to exceed 15%. All invoices and charges are subject to ODOT audit at any time.

All unused items included in the accepted project plan and cost shall become the property of the Ohio Department of Transportation and shall be stored or disposed of at ODOT’s recommendation.

Equipment Vendor Owned Equipment All vendor owned equipment used to complete the project will be paid by the department at the appropriate vendor provided rate listed in the equipment pricing spreadsheet by specific county. All equipment rates shall include fees for the equipment use and mobilization fees where necessary. Costs for operation of equipment shall be itemized and paid based on the hourly rates bid for labor.

Rental Equipment All rental equipment used to complete the project will be reimbursed by the department at invoice cost with no vendor markup. Compensation for the time involved to pick up and return rental equipment where delivery and pick up are not included in the rental fees shall be included in the labor breakdown portion of the approved project plan.

Plans Vendor shall be responsible for providing project plans as requested by the department and/or required for necessary regulatory permits.

Permits Any permits required by the appropriate Authority Having Jurisdiction shall be obtained by the vendor and will be reimbursed by the Department at cost. The awarded vendor(s) shall be wholly responsible for interpreting the permitting requirements for each specific project. If an awarded vendor fails to obtain the required permits for any project and is subsequently found in violation by the appropriate Authority Having Jurisdiction, all costs (labor, permit fees, stamped construction drawings, etc.) associated with obtaining the required permits shall be wholly borne by the vendor performing the work.

Labor Work Hours All work must be performed between the hours of 7:00 a.m. and 4:00 p.m. Monday thru Friday excluding state holidays. Work at other than these hours or days of the week must be arranged in advanced and pre-approved by the appropriate district Facilities Maintenance Supervisor or their designated representative. If ODOT directs and requires the vendor to perform work outside of normal work hours (nights, weekends, or holidays), the vendor shall be entitled to compensation in the form of overtime pay due to its employees. These overtime hours shall be computed and paid at one and a half times the normal hourly rate by trade.

Sign In Sign in and sign out documentation shall be recorded in the CMMS system provided and maintained by the awarded vendor.

Guarantee of Workmanship The contactor shall guarantee its workmanship and materials for a period of one (1) year from the date of acceptance by the facility and shall promptly remedy, at the contractor’s expense, all defects due thereto which becomes evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from work the awarded contractor performed.

Standard and Scheduled Service Wage Rates Standard and Scheduled Service shall be considered any on demand service and/or repairs, scheduled service and repairs, deliveries and outside scope of service work that are performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays.

Outside Scope of Service Projects amounting to less than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction by the State of Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour Administration shall be subject to the Standard and Scheduled Service Wage Rates submitted by the vendor.

Standard and Scheduled Service Response Time Vendor shall respond to a call for service from the District Facilities Program Administrator or their designated representative within four (4) hours from the first telephone, e-mail or fax request. Scheduling of this labor shall be by agreement of the District Facilities Program Administrator or their designated representative and the awarded vendor designated representative.

Emergency Service Emergency service shall be considered any unscheduled work that is provided by the vendor during normal working hours or after normal working hours upon notification by the ODOT facility. ODOT will notify vendor by phone that emergency service is required due to equipment failure. The awarded vendor shall commence emergency service maintenance repairs within two (2) hours of the first contact.

Emergency service shall be charged as an additional cost item at the rate quoted in the proposal. Bidders shall indicate the hourly cost for this service during normal working hours on weekdays, after normal working hours on weekdays and on weekends or holidays. The hourly charges, as quoted by the contractor, shall include all labor costs related to providing the emergency service.

Emergency Service Response Time Emergency service shall consist of having the contractor’s licensed operator arrive at the applicable ODOT Facility within two (2) hours after notification by the District Facilities Program Administrator or their designated representative that emergency service is needed from the first telephone, e-mail or fax request. The contactor must be capable of responding at any time of the day or night upon notification that a situation exists, or emergency has occurred. The contractor must have adequate personnel available to provide emergency services twenty-four (24) hours per day, three hundred sixty-five (365) days per year. Emergency service performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays shall be paid at the Standard and Scheduled Service rate(s) listed in the pricing documents.

Emergency Service Mobilization/Service Call Fees Vendor(s) may submit pricing and charge a mobilization/service call fee for Emergency Service and Repairs for a single repair event. This means, if multiple trips are required to the site for a single repair, only one mobilization/service call fee may be charged per site.

State of Ohio Prevailing Wage Rates Prevailing wages will only be paid on Outside Scope of Services Work performed in accordance with Section 5: Outside Scope of Services, above. Outside Scope of Services Projects amounting to more than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction by the State of Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour Administration shall be subject to the Prevailing Wage Rates calculation process below.

The Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour Administration has determined…