ARFQ DCR23-132 - Specs - Wastewater Sampling, Reporting, and Inspection.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2300000132

Wastewater Sampling, Reporting, and Inspection

Revised 11-28-2022

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security, Division of Administrative Services (DAS), is soliciting bids on behalf West Virginia Division of Corrections and Rehabilitation (DCR), for an open-ended contract for the sampling, reporting, inspection, and consulting service of wastewater for the North Central Regional Jail (NCRJ) located at 1 Lois Lane Drive Greenwood, WV 26415. Additionally, the vendor would be responsible for the operation of a composite sampler and sample collection methodology each month as specified in the West Virginia/National Pollutant Discharge Elimination System Permit (WV/NPDES) for the Town of West Union, WV.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1. “Contract Services” means water and wastewater testing services as more fully described in these specifications.

2.2. “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3. “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Division of Administrative Services.

2.4. “BOD” means Biochemical Oxygen Demand

2.5. “TSS” means Total Suspended Solids

3. QUALIFICATIONS: Vendor must meet the following minimum qualifications:

3.1. The vendor must meet the minimum qualifications as specified by WV/NPDES for the operation of a composite sampler and sample collection.

3.2. The laboratory that measures the composite samples must be certified by the State of West Virginia to conduct the appropriate testing.

4. MANDATORY REQUIREMENTS:

4.1. Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1. Contract Services # 1 – Test Sampling and Inspection of Wastewater

4.1.1.1. The WV/NPDES permit for the Town of West Union, WV has requirements for the NCRJ to take composite samples of the wastewater exiting their pretreatment system before it enters the Town of West Union, WV’s collection system. A composite sampler will be setup by the vendor, but the sampler can be provided by the agency.

4.1.1.1.1. Location of the sampler is North Central Regional Jail at 1 Lois

Lane Drive Greenwood, WV 26415.

4.1.1.2. The composite sample will be taken as per the requirements of the Department of Environmental Protection (DEP) permit. As known, the DEP permit states that testing should be for a minimum of BOD, TSS, pH, and Oil & Grease.

4.1.1.2.1. The DEP permit regulations may require more testing and those regulations must be adhered to if required during the life of the contract.

4.1.1.3. Test sample will then be sent to a laboratory that measures composite samples at the vendor’s expense.

4.1.1.4. The Vendor will be responsible for inspection of the composite sampler for problems associated with conducting samples.

4.1.2. Contract Services #2 – Monthly Reporting

4.1.2.1. Analytical data obtained from the laboratory must be provided as a monthly Discharge Monitoring Report (DMR) to the agency. This report will be sent to the agency as soon thereafter as possible.

4.1.2.2. The Discharge Monitoring Report (DMR) for all samples are due to the

West Virginia Department of Environmental Protection (WVDEP) prior to the 25th of the following month. This will be completed by the vendor.

5. CONTRACT AWARD:

5.1. Contract Award: The Contract is intended to provide Agencies with an event price for the Service. The Contract shall be awarded to the Vendor that provides the services of sampling, analyzing, and reporting once per event meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages. Vendor shall include the cost of standard order delivery charges in its bid pricing and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

5.2. Pricing Page: Vendor should complete the Pricing Page by listing the price per event for the testing, reporting, and the inspections as required by the DEP permit. Vendor must complete the Pricing Page in full as failure to complete the Pricing Page in its entirety will result in Vendor’s bid being disqualified. A no bid will result in Vendor's bid being disqualified.

Any product or service not on the Agency provided Cost Sheet will not be allowable. The state cannot accept alternate pricing pages, failure to use Exhibit A - Pricing Page will lead to disqualification of vendors bid.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: Jessica.L.Burnsmcdonnell@wv.gov

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. This Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. ORDERING AND PAYMENT:

7.1. Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

7.2. Payment: Agency shall pay the unit price, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Methods of acceptable payment must include the West Virginia Purchasing Card (P-Card). Payment in advance is not permitted under this Contract.

7.3. Travel: Vendor must include the cost of travel in its bid pricing and is not permitted to charge the Agency separately for travel time. No additional fees will be reimbursed to Vendor for mileage or any other travel related expenses.

mailto:Jessica.L.Burnsmcdonnell@wv.gov

8. DELIVERY AND RETURN:

8.1. Delivery Time: Vendor shall deliver standard orders within thirty (30) working for delivery working days after orders are received. Vendor shall deliver emergency orders within fifteen (15) working day(s) after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

8.2. Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the West Virginia Division of Administrative Services.

8.3. Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

9. VENDOR DEFAULT:

9.1. The following shall be considered a vendor default under this Contract.

9.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2. Failure to comply with other specifications and requirements contained herein.

9.1.3. Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

9.1.4. Failure to remedy deficient performance upon request.

9.2. The following remedies shall be available to Agency upon default.

9.2.1. Immediate cancellation of the Contract.

9.2.2. Immediate cancellation of one or more release orders issued under this Contract.

9.2.3. Any other remedies available in law or equity.

10. MISCELLANEOUS:

10.1. No Substitutions: Vendor shall supply only Contract Items submitted in response to the

Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

10.2. Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

10.3. Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

10.4. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address:

SPECIFICATIONS