Bid Notice.pdf

ORANGE COUNTY, NEW YORK

Department of General Services PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment Systems at Various Orange County Locations

RFB-OC136-26

RFB Shell 7/2024

OPERATION AND MAINTENANCE OF

WATER, SEWER, AND WASTE WATER

TREATMENT SYSTEMS AT VARIOUS ORANGE

COUNTY LOCATIONS

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

TABLE OF CONTENTS

Notice to Bidders

Instructions to Bidders

Insurance Requirements

Bonding Requirements

Purchases by Other Local Governments and School Districts

Scope

Specifications

Term

Pricing

Payment

Submission of Bids

Additional Information

Basis Of Award

Anticipated RFB Timeline

Bid Form

Certification of Experience (References)

Questions

Non-Collusion Bidding Certification

Disclosure of Prior Non-Responsibility Determinations

Iran Divestment Act Certification

Disclosure of Contractor-Subcontractor and Substantially Affiliated Entity Relationships

Information Sheet

Non-Bidder’s Response

The following attachments are applicable to this RFB only if checked:

Attachment Form Agreement for Vendor Services Attachment 2026 County Holiday Schedule Attachment Form Labor Law Addendum to Agreement Attachment Visitor’s Building Clearance Form

Attachment Article 8 Prevailing Wage rates apply to this Request for Bids and are specified in PRC#2026022383 which is attached and incorporated and can be obtained through the New York State Department of Labor website at: http://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt.

Attachment Supplier Forms

Attachment ACH Form

Reference Documents:

Air Release Valve Locations Fire Training Center Plan Valley View Plan Valley Viel SPDES Permit http://wpp.labor.state.ny.us/wpp/showFindProject.do?method=showIt

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

NOTICE TO BIDDERS

Bids for the County of Orange RFB-OC136-26, Operation and Maintenance of Water, Sewer and Waste water Treatment Systems at Various Orange County Locations will be received by the undersigned Commissioner of the Department of General Services, in her office at 255-275 Main St., Goshen, NY 10924, up to and including Wednesday, August 26, 2026 at 3:30 P.M., prevailing time, when they shall be opened and read aloud.

Copies of the Request for Bids may be obtained beginning Wednesday, July 29, 2026 at the above address between the hours of 9:00 A.M. and 4:45 P.M., Monday through Friday (with the exception of County observed holidays), as well as through https://www.bidnetdirect.com/new-york/county-of-orange.

July 29, 2026 Renee Arnold-O’Regan, Commissioner

(Remainder of Page Intentionally Left Blank) https://www.bidnetdirect.com/new-york/county-of-orange

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

INSTRUCTIONS TO BIDDERS

Unless solicited directly by another County Department, the only official distribution source for this Request for Bid (“RFB”) is through the County of Orange (“County”) Department of General Services (“General Services”).

Additionally, most RFB documents issued by General Services are distributed through BidNet which can be accessed through https://www.bidnetdirect.com/new-york/county-of-orange. If you have obtained this RFB from a different source, you are encouraged to contact General Services to receive an official copy. You may not receive addenda or important information regarding this RFB if you are not registered with General Services as having obtained a copy of this RFB through General Services or through BidNet.

By submitting a bid, you are asking the County to accept your offer for the sale of goods and/or services. It is important that you READ and UNDERSTAND all terms and conditions contained in this RFB as well as understand the laws that govern public contracts in New York State. If you do not agree with the terms and conditions contained in this RFB you should not submit a bid.

Your bid will be considered by the County if the following conditions are met:

1. Pursuant to NY State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between the County and a bidder during the procurement process. A bidder is restricted from contacting other than designated staff from the earliest notice of intent to solicit offers through final award and approval of the procurement contract by the County Executive ("Restricted Period") unless it is a contact that is included among certain statutory exceptions set forth in NY State Finance Law §139-j(3)(a). County employees are required to obtain certain information when contacted during the Restricted Period. The designated staff contact is the Commissioner of General Services or her representative, telephone (845) 291-2792. Bidders responding to this RFB must familiarize themselves with these NY State Finance Law requirements and will be expected to affirm that they understand and agree to comply on the Bid Form provided in this RFB.

2. Bidders are responsible for reporting in writing any errors, omissions and/or ambiguities found in this RFB. All such reports, requests for information, questions, etc. must be on the "Questions Form" provided in this RFB and emailed to: GeneralServices@orangecountygov.com. No questions will be entertained by any other means. All questions must be submitted by Wednesday, August 12, 2026 at 3:00 P.M., prevailing time. Questions received after that time will not be addressed. Please be patient, questions will be answered in addendum/addenda to be shared with all interested bidders. Questions will not be responded to individually.

3. Unless otherwise specified, all bids must be made upon forms provided in this RFB, if any, as may be modified by addenda, contained in sealed envelopes clearly marked on the outside packaging with RFB-OC136-26, Operation and Maintenance of Water, Sewer and Waste Water Treatment Systems at Various Orange County Locations addressed to Renee Arnold-O’Regan, Commissioner , Department of General Services, PO Box 218, 255-275 Main St., Goshen, NY 10924 and received up to and including Wednesday, August 26, 2026 at 3:30 P.M., prevailing time. If NOT sending your bid via U.S. Mail (i.e., using FedEx, UPS, hand deliver, etc.) please use the following address: Orange County Department of General Services, 255-275 Main St., Goshen, New York 10924.

It is the bidder’s responsibility to clearly mark the outside of their mailing package with the RFB number and title.

Faxed or E-mailed Bids are not permitted. NO LATE BIDS WILL BE ACCEPTED - NO EXCEPTIONS!

https://www.bidnetdirect.com/new-york/county-of-orange mailto:GeneralServices@orangecountygov.com

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

4. Any alteration of the Bid Form or the Specifications portion of this RFB to suit your pricing, packaging, or manufacturing requirements, etc. will make your bid non-responsive. If clarification is required on any aspect of this RFB, it is necessary to submit questions to the Department of General Services as set forth in Item #3 of these Instruction to Bidders.

5. Each bidder responding to this RFB must include proof of its registration with the NY State Department of Labor as required by NY State Labor Law §220-i in its bid. Failure to include such proof in its bid automatically disqualifies a bidder from consideration for a contract award under this RFB.

6. As applicable and required for performance of the services described in the Scope and Specifications portions of this RFB, each bidder shall submit in its bid package a separate sealed list that names each subcontractor that the bidder will use to perform services if awarded the contract under this RFB, and the agreed-upon amount to be paid to each, for: (a) plumbing and gas fitting, (b) steam heating, hot water heating, ventilating and air-conditioning apparatus, and (c) electric wiring and standard illuminating fixtures. After the apparent low bid is announced, the sealed list of subcontractors submitted with such apparent low bid will be opened and the names of such contractors will be announced, and thereafter any change of subcontractor or agreed-upon amount to be paid to each will require the approval of the County upon a showing presented to the County of legitimate construction need for such change, which shall be open to public inspection. “Legitimate construction need” shall include, but not be limited to, a change in specifications, a change in construction material costs, a change to subcontractor status as determined pursuant to NY State Labor Law §222(2)(e) or the fact that subcontractor has become otherwise unwilling or unable to perform the subcontract. The sealed lists of subcontractors submitted by all other bidders shall be returned to them unopened after the contract award.

7. Pursuant to NY State Finance Law §165(2)(c)(ii), any bid submitted in response to this RFB which proposes or calls for the use of any tropical hardwood (as defined in NY State Finance Law §165(b) or tropical wood product (as defined in NY State Finance Law §(1)(d)) in performance of the contract resulting from this RFB will be deemed non-responsive.

8. TWO (2) UNBOUND, SINGLE-SIDED sets of all bids must be submitted, ONE (1) UNBOUND, SINGLE-SIDED SET OF WHICH MUST CONTAIN ORIGINAL SIGNATURES, including completed copies of any forms or certifications required in this RFB. Form, if any, provided in/with this RFB must be completely filled in, in ink or by typing, on the form provided in/with this RFB. Failure to respond to this RFB on any form(s) provided in /with this RFB may result in disqualification of a bid as non-responsive. Each Bid Form must be properly executed and signed by the bidder.

Any Bid Form that contains modifications, omissions, and/or erasure, is illegible, conditional, and/or unsigned will be rejected as non-responsive.

9. Permission will not be given to modify or explain a bid after it has been opened, unless clearly specified in this document (e.g., interviews). Permission to withdraw a bid prior to bid opening will be at the discretion of the County and no replacement bid may be submitted without authorization from the Commissioner of General Services.

Opened bids may not be withdrawn until forty-five (45) days after opening.

10. Basis of Award provisions vary with each RFB, please read that portion of this RFB carefully. Under some RFBs, contracts may be awarded to more than one (1) entity. The Commissioner of General Services reserves the right to waive any informality, reject any and all bids, or if noted in the Basis of Award portion of this RFB, accept any bid in whole or in part, if deemed to be in the best interest of the County.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

11. Any award under this RFB is subject to the execution of a contract between the successful bidder and the County. The County’s contract obligation is contingent upon bidder's provision of any required insurance and bonds, execution of the contract by both parties and the availability of appropriated funds for this contract. No legal liability on the part of the County for payment of any money shall arise unless and until all required insurance and bonds are provided and maintained; funds are appropriated and made available in each year of the term of the contract and all performance requirements for each payment are met. The County shall have no responsibility or liability for any of bidder's costs related to preparation of Bids, attendance at interviews, etc.; all such costs are solely at bidder's risk and expense.

12. Bidder(s) awarded a contract agree to execute the contract in the same form as the template enclosed in this RFB in the timeframe, if any, indicated in this RFB. Any supplemental agreement(s) (e.g. licensing or maintenance agreements) requested by a bidder must be included in the Bid and are subject to the discretionary approval of the County Attorney and the County Executive. For any software required in the scope of services, include any proposed license or maintenance agreement(s) with your Bid. Failure to reach agreement on contract terms and conditions may result in rejection of a Bid, rescission of an award and/or retention of Bid security by the County.

13. The County maintains a unilateral right to cancel or extend the contract in accordance with the terms of any contract resulting from this RFB. If a vendor fails to perform or otherwise breaches the contract, in addition to any other rights and remedies the County may have, vendor may be listed as non-responsible and may be ineligible for future contract awards.

14. Bid security is required by this RFB and it must be included in the Bid. If Performance and/or Payment Bonds are required by this RFB, Bids must include a letter from bidder's bank or surety stating that the required letter of credit or bond(s) will be provided in the event of a contract. The letter of credit or bond(s) shall be provided for each year or relevant portion of the contract, as may be applicable.

15. Bidders must be properly registered to do business in the State of New York and furnish applicable certificates of authority/incorporation/partnership/dba, etc. with their Bid.

16. The County encourages submission of bids by Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

17. A Non-Collusion Certification, Disclosure of Non-Responsibility Determination and Iran Divestment Act Certification are included in this RFB. Bidders must complete and submit a signed original of each and the applicable number of copies of each with their Bid.

18. Supplier Forms are provided with this RFB. Bidders that have not received a purchase order in the last twelve

(12) months from the County must submit completed and signed Supplier Forms prior to execution of a contract by the County.

19. Pursuant to New York’s Freedom of Information Law (“FOIL”) (Public Officers Law, Article 6, Sections 84-90) all government records are presumptively open for public inspection unless specifically exempted from disclosure under FOIL. Bidders who have a good faith belief that information contained in their Bid is exempt from disclosure under FOIL must, at the time of their submission, request the exemption in writing, setting forth the basis for the claimed exemption. In addition, the bidder must mark each page of its submission claimed to be exempt from disclosure under FOIL with the following legend: “THE BIDDER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

DISCLOSURE UNDER THE NEW YORK STATE FREEDOM OF INFORMATION LAW.” Neither the bidder’s classification of materials as exempt under FOIL, nor the County’s acceptance of bidder’s Bid with the claimed exemption(s), should be considered a final determination as to whether the designated materials are exempt from disclosure under FOIL.

Any and all determinations as to the propriety of claimed exemptions will be made by the County and/or a court of law in accordance with applicable law.

20. If a deposit was required to obtain this RFB and related documents, the price of one full set of documents returned in good condition within thirty (30) days after Notice of Award shall be refunded. Refunds for all other copies in good condition shall be less the actual cost of reproduction per set.

INSURANCE REQUIREMENTS

During the term of the contract, or longer if required, the Vendor shall maintain, at its expense, Worker's Compensation, Disability and Liability Insurance policies of the types and minimum coverages specified in the enclosed contract template (e.g., Agreement for Vendor Services). Certificates of insurance evidencing Vendor's compliance with these requirements shall be required prior to execution of the contract by the County. Failure to submit insurance documents may result in disqualification of the bidder as non-responsible and/or the County's retention of Bid security.

BONDING REQUIREMENTS

Bid Security

An approved Bid Bond, bank check, certified check, or letter of credit in the amount of $500.00 will be required with all Bids. Personal and/or Corporate checks are not an acceptable form of Bid Security. Checks should be made payable to “Commissioner of Finance”.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

PURCHASES BY OTHER LOCAL GOVERNMENTS AND SCHOOL DISTRICTS

NY State General Municipal Law §103(3), §103(16), County Law §408-a, and County Procurement Policy allow New York State local governments and school districts to make purchases through County contracts open to such procurements by the County. THE AWARD OF ANY CONTRACT UNDER THIS RFB SHALL BE OPEN TO SUCH PROCUREMENTS. OFFERORS WHO DO NOT WISH TO ACCEPT THIS AS A CONDITION OF CONTRACT SHOULD NOT

SUBMIT A PROPOSAL.

1. The Department of General Services shall make award information on any contract resulting from this RFB available to other political subdivisions.

2. Other local governments and school districts will issue purchase orders directly to a vendor within the specified contract period referencing the County’s contract and shall be solely liable and responsible for all payments due on under the contract for that local government’s and school district’s use of the Contract. The County shall not be liable or responsible for any debts incurred by other users of any contract resulting from this RFB.

3. All purchases shall be subject to audit and inspection by the County.

4. Necessary deviations from the County’s specifications in the award of a participant contract, for example quantities or delivery points, shall be resolved between the successful vendor and the other local governments and school districts. However, at no time shall any change to price and product specifications be permitted, except where an item has been replaced by another item due to obsolescence or pricing is contingent on an outside factor (e.g. fuel at market rates) pursuant to the terms of the contract, and the vendor’s offers reduced pricing to any participant, which then must be made immediately available to all participants. If a product specification requires modification due to obsolescence, the County must approve a change of product in writing in order for it to be valid. In the event a product substitution is approved, no change in price will be permitted except when the price will be lower than the originally awarded price. Any reduced pricing shall be applicable to all other participants’ quantities ordered on or after the date such reduced pricing became effective for the initial participant receiving such pricing.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

SCOPE

The County of Orange is seeking bids from qualified bidders to provide operational and maintenance services for water, sewer, waste water treatment systems at various County locations.

SPECIFICATIONS

ARTICLE I

DEFINED TERMS

In addition to defined terms provided elsewhere in this RFB, the following terms are used hereafter in this RFB, the definitions of which are as set forth in this Article I.

1. The term “3A WWTP Certification” refers to a specialized operator license requires to run a water treatment plant facility.

2. The term “Contract” refers to the contract awarded under this RFB.

3. The term “Contract Term” refers to the initial term of the Contract and any renewals and/or extensions thereof as more particularly discussed in the Term portion of this RFB.

4. The term “County” refers to the County of Orange as both a municipal entity and Orange County as a physical location within the State of New York.

5. The term “NYSDEC” refers to New York State Department of Environmental Conservation.

6. The term “OCCF” refers to the Orange County Correctional Facility.

7. The term “OSHA” refers to the Occupational Safety and Health Administration.

8. The term “Site” or “Sites” refers to the County location or locations at which the Contract services will be performed when requested by the County.

9. The term “Staff” refers individually and collectively to each individual who may be assigned to perform services under the Contract.

10. The term “SPDES” refers to a State Pollutant Discharge Elimination System

11. The term “Valley View” refers to The Valley View Center for Nursing Care and Rehabilitation.

12. The term “Vendor” refers to the successful bidder awarded the Contract under this RFB.

13. The term “Work” refers to the operation and maintenance services for water and sewer systems.

ARTICLE II

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

QUALIFICATIONS

1. CERTIFICATE OF CONTRACTOR REGISTRATION. As stated in Section 6 of the Instructions to Bidders portion of “this RFB, each bidder submitting a bid in response to this RFB must include in its bid proof of its registration with NY State Department of Labor, as required by Labor Law §220-i in its bid. Failure to include such proof in its bid automatically disqualifies a bidder from consideration for a contract award under this RFB. Failure to maintain such required registration throughout the Contract Term will be cause for termination of the Contract.

2. STATEMENT OF QUALIFICATION. Statement that specifically addresses Vendor’s experience in operating and maintaining water, sewer and wastewater treatment systems, as well as Vendor’s record of successful operations of water and wastewater treatment plants within the discharge limits of their SPEDS Permits.

3. EXPERIENCE. To be considered for a contract award under this RFB, a bidder must have a minimum of three (3) years of experience as of the date of the issuance of this RFB in performing the services described in these Specifications. Each bidder must include a completed Certificate of Experience (References) form (provided in this RFB) in its bid package submitted in response to this RFB.

4. QUALIFIED STAFF. To be considered for a contract award under this RFB, a bidder must employ at the time of submission of its bid throughout the entire Contract term sufficient number of Staff qualified to perform services under the Contract. Vendor shall identify key staff members and submit a copy of each such member’s professional resumes. Vendor must submit proof of employee training as required by OSHA for the following standards:

a. 29 CFR §1910.132-139 Personal Protective Equipment and Respiratory Protection

b. 29 CFR §1910.146 Confined Spaces

c. 29 CFR §1910.1147 Lockout/Tagout

d. 29 CFR §1910.1030 Blood borne Pathogens

e. 29 CFR §1910.1200 Hazardous Communications

5. LICENSES. Vendor shall submit clear and legible copies of NYS Operators License for Water and Wastewater Treatment Plants. License requirement for the water system are NYS Class-C and NYS Class-D Operator, and NYSDEC Wastewater Treatment System Grade 3 Operator. Vendor will require a 3A WWTP Certification to maintain the future Valley View Wastewater Treatment Plant.

6. RESOURCES. Vendor shall identify resource and support services that will be available to compliment the “Supervisory Operator”.

ARTICLE III

CURRENT COUNTY EQUIPMENT RELATING TO WATER, SEWER AND WASTE WATER TREATMENT SYSTEMS

1. CURRENT WORK SITES. Sites that are to be serviced under the RFB are listed below:

a. OCCF, 110 Wells Farm Road, Goshen, NY.

b. Valley View, Glenmere Cove Road, Goshen, NY.

c. Orange County Emergency Services Center, 22 Wells Farm Road, Goshen, NY.

d. Orange County Fire Training Center, 9 Training Center Lane, New Hampton, NY.

e. Orange County Medical Examiner’s Facility, 20 Wells Farm Road, Goshen, NY.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

2. ADDITIONAL SITES. The County reserves the right, in its sole discretion, to (a) remove any of the Sites identified in Section 1 of this Article III, or (b) add Sites not identified in Section 1 of this Article III. In the event that Sites are added during the Contract Term, the pricing for services performed at such additional Sites will be at the applicable hourly labor rate and percentage markup/discount provided on Vendor’s Bid Form.

3. FACILITY REQUIREMENTS.

a. For Staff Assigned to Perform Work at OCCF.

(i) Visitor Form. A Visitor’s Form for Building Clearance (substantially in the form provided with this RFB) must be completed for Staff who Vendor may assign to perform services at OCCF and submitted to the County Sheriff’s Office no later than ten (10) calendar days from the date of the Notice of Intent to Award informing Vendor of the County’s intent to award the Contract to Vendor. Vendor shall submit a fully completed Visitor’s Form for Building Clearance to the County Sheriff’s Office for later acquired Staff no less than five (5) calendar days prior to such Staff arriving at OCCF to perform services. The County reserves the right to deny any Staff who does not meet established security clearances and/or obey the established rules and regulations access to OCCF.

(ii) Health. When Federal, State, County, or local law requires indoor masking for the prevention/control of any communicable disease spread through droplet and/or airborne transmission, the County Sheriff’s Office/OCCF requires that such masks be an approved NIOSH N95 mask. Vendor shall require and ensure that Staff comply with this requirement if and when applicable during the Contract Term.

(iii) ID; Sign In/Out. Vendor shall require and ensure that Staff performing services at OCCF wear or carry an identification badge (and present same upon request) and fully comply with all OCCF rules and policies at all times while at the facility. Vendor shall require and ensure that Staff sign in and out at the OCCF security desk upon entering and exiting the facility during each visit.

b. For Staff Assigned to Perform Services at Valley View.

(i) COVID. Vendor shall require and ensure that Staff performing services at Valley View comply with all applicable federal, State, County, and local laws, rules, regulations, directives, orders, guidance, and requirements pertaining to the prevention/control of COVID-19 or similar communicable disease including, but not limited to, those requiring testing, vaccination, and masking as may be in effect, issued, and/or amended during the Contract Term.

(ii) Influenza. Vendor shall require and ensure that Staff performing services at Valley View wear a mask during a suspected/confirmed Influenza outbreak unless such Staff can show proof of an Influenza vaccine for the current Influenza season as per Title 10 of New York Codes, Rules and Regulations (10 NYCRR) Section 2.59, as may be amended from time to time.

(iii) ID; Sign In/Out. Vendor shall require and ensure that Staff performing services at Valley View wear or carry an identification badge (and present same upon request) and fully comply with all Valley View rules and regulations at all times while at the facility. Vendor shall require and ensure that Staff sign in and out at Valley View’s Simon Building security desk upon entering and exiting the facility during each visit.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

c. REQUIREMENTS FOR STAFF ASSIGNED TO PERFORM SERVICES AT OTHER COUNTY FACILITIES. Vendor shall require and ensure that Staff performing services at any other County-owned/leased facility comply with all security rules, entry requirements, and other regulations applicable to each such facility.

ARTICLE IV

GENERAL SCOPE OF SERVICES AND REQUIREMENTS

1. GENERAL DESCRIPTION OF SERVICES. The primary requirement of this RFB is to have the water, sewer and waste water treatment systems listed in this RFP operating and maintained in peak condition, and to ensure maximum performance of such systems under design conditions. It is not intended that this scope of services mention each particular item required, but that it give information concerning the general scope and areas of work for the convenience of the Vendor.

2. ITEMS REQUIRED TO PROVIDE SERVICES. Vendor shall provide all equipment, materials, supplies, and labor necessary to perform all Work required under the Contract.

3. MINIMIZE DISRUPTION. All services must be performed in a timely manner to limit and minimize system and equipment shutdowns which may disrupt County operations.

4. VENDOR REPRESENTATIVE. Vendor shall assign a representative to serve as the main point of contact for the County under the Contract, who will be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days per year (including federal, state, and religious holidays). Vendor shall provide the County with contact information (preferably a toll-free number) for said representative and promptly update this information as necessary during the Contract Term.

5. COMPLIANCE. Vendor shall require and ensure that all Contract services are performed in compliance with all applicable Federal, State, County, and local laws, rules, regulations, codes, and ordinances, as may be amended from time to time, including, but not limited to, licensing and permit requirements, and Title 29 of Code of Federal Regulations (29 CFR) Part 1910. Vendor will be responsible to follow all codes, rules, and regulations of the National Electrical Code, OSHA, and the National Fire Protection Association, as applicable to the services being performed.

6. CLEANLINESS OF SERVICE AREA. Vendor shall require and ensure that Staff maintain all areas where services are being performed in a constant state of cleanliness to prevent the risk of injury. All tools, equipment, supplies, and materials must be supervised at all times and not be left unattended. During all breaks, lunches, and at the end of the day all tools, equipment, supplies, and materials must be stored properly. The County will have no responsibility or liability for the tools, equipment, supplies, and materials of Vendor and Staff. Upon completion of the services, the area in which such services were performed shall be left in a neat, unobstructed condition.

7. SUBCONTRACTORS. Any use of subcontractors requires prior written approval from the County. If a bidder intends to use any subcontractor(s) for performance of any of the services specified in this RFB, it must identify such subcontractor(s) by legal name and address on a separate sheet labeled “subcontractor(s)” and include same in its bid package submitted in response to this RFB. Any subcontractor(s) will be paid at the same labor rates and parts/equipment/materials markup or discount percentage as provided on Vendor’s Bid Form. Vendor shall not subcontract more than twenty (20%) percent of the services to be performed under this RFB.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

8. NON-EXCLUSIVE. Any resulting Contract shall not provide an exclusive right to install all new related equipment for the County, and the County reserves the right to bid out such work as deemed necessary for other projects.

ARTICLE V

OPERATION & MAINTENANCE SERVICES UNDER THE CONTRACT

1. Vendor will provide operation and maintenance services for the water, sewer and waste water treatment systems at the Sites identified in Article III of this RFB. Maintenance services shall include all corrective, predictive and routine maintenance of the subject water and sewer systems.

2. Vendor shall develop a routine maintenance schedule that will include tasks, frequency, tools and supplies needed.

3. Vendor shall schedule and perform all preventive maintenance on all equipment associated with the water and sewer systems and maintain records pertaining to such work.

4. Vendor shall calibrate all metering devices (i.e. flow meters, tank level meters, wet well level meters, etc.)

as recommended by the manufacturer(s).

5. Vendor shall perform all sampling and/or testing as required by the Department of Health and/or the NYDEC as detailed in this RFB.

6. Vendor shall complete and maintain a daily logbook.

7. Vendor shall be required to provide information and make recommendations to make updates to existing maintenance plans and support the development of a long-term maintenance strategy for the facilities identified in Article II. This includes the identification of cost-saving measures, cost-effective maintenance projects and routine/preventive maintenance program scheduling.

8. Vendor shall meet periodically with the County regarding services provided and the condition of equipment at the locations identified in Article III. Vendor shall provide suggestions and aid in the development of a capital improvement plan/equipment replacement plan to aid in the ongoing operation and/or improvement of the identified facilities.

9. With regard to any supplies the Operator requires that are provided by the County, the Vendor must provide a minimum of at least sixty (60) days’ notice in order to facilitate the timely delivery of the required supplies.

Operator will be required to provide all materials including but not limited to Chlorine, Softener Salt, Polymers, etc.

as detailed in Section 3 of the Bid Form in the event the County cannot provide the materials when needed.

ARTICLE VI

ON-CALL DIAGNOSTIC AND TESTING SERVICES UNDER THE CONTRACT

1. ON-CALL DIAGNOSTIC AND TESTING SERVICES. Vendor will obtain parts and materials, as necessary, for on-call service, only as authorized by the County. All diagnostic services required to be performed shall be reported to the County.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

2. NON-EMERGENCY SERVICE CALLS.

a. Response Time. Vendor shall respond to all non-emergency calls for service within four (4) hours of receipt and commence associated diagnostic services to determine the issue(s) with the subject system or unit within that same timeframe.

b. Cost Estimate; Commence Non-Emergency Services.

(i) Vendor shall provide a written cost estimate for any material and equipment necessary for all non-emergency issues noted during the diagnostic services (including the cost of the required part(s) billed at the percentage markup/discount provided in Section 3 of Vendor’s Bid Form.

3. EMERGENCY SERVICE CALLS.

a. Response Time. Vendor shall respond to all emergency calls for service within two (2) hours of receipt and commence associated diagnostic services to determine the issue(s) with the subject system or unit within that same timeframe.

4. TIME REQUIREMENTS. Scheduling, simply returning a phone call, or having untrained or unprepared Staff arrive at the Site where the subject system or unit is located without typically used equipment, tools, parts, materials, etc.

does not constitute meeting the response time requirements specified in Sections 2(a) and 3(a) of this Article VI and will not be eligible for compensation under the Contract.

5. WARRANTY.

a. Parts. Vendor shall warrant all parts used in the diagnostic of systems and units under the Contract for the duration of the manufacturer’s standard commercial warranty period offered for such parts. If any part fails during such warranty period, Vendor shall replace said part and restore the affected system or unit to proper operating function at no cost to the County.

6. SERVICE RECORD. The Vendor will maintain a service and inventory record for all equipment and systems to be serviced, listing all items necessary to ensure same visit diagnostics and eliminating the need for multiple visits.

7. Additional Testing. The vendor will provide any additional testing per the rate of Section 3 of the Bid Form.

This only applies to testing not listed in Section 2 of the Bid Form.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

ARTICLE VII

OCCF

1. Water System Maintenance:

a. Reference Documents: https://www.health.ny.gov/environmental/water/drinking/regulations/

b. Vendor shall:

i. Provide a Class C Operator to perform the services required under this RFB.

ii. Perform daily monitoring of automated system.

iii. Perform daily chlorine residual readings.

iv. Complete monthly operations report for the Orange County Health Department ), which is to be sent to the designated representatives at Orange County Department of Health, OCCF, and the Orange County Department of Public Works by the 10th day of the month subsequent to the reporting month

v. Perform monthly trihalomethanes and halo acetic acids (HAA5) tests to properly monitor carbon filters and quarterly tests for the Orange County Department of Health requirements.

vi. Perform cleaning of chlorinators.

vii. Perform bi-annual flushing of water system using fire hydrants located around facility.

viii. Prepare annual water quality report (based on report by Village of Florida) and corresponding cover letter. The cover letter shall be attached to the Village of Florida Annual Water Quality Report and shall state that the County purchases water from the Village of Florida.

ix. Perform all other testing required by the Orange County Department of Health for special circumstances such as water main breaks, equipment malfunctions, etc.

2. Sewer System and Force Main:

a. Reference Documents: Air Release Valve Locations and Pump Submittal(attached).

i. Provide a Class C Operator to perform the services required under this RFP.

ii. Perform daily monitoring of automated system.

iii. Perform daily monitoring of the liquid calcium nitrate (Bioxide) injection system into sewer force main to assure proper operation of system when pumps turn on.

https://www.health.ny.gov/environmental/water/drinking/regulations/

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

iv. Maintain dissolved hydrogen between 0-0.55 mg/l. The dissolved hydrogen sulfide level may be subject to refinement based on any complaints received about odors coming from the sewer force main.

The level of adjustment shall be determined by the Department of Public Works based on recommendation from Vendor. Such a change will be sent to the Vendor in writing.

v. Quarterly, or as needed and/or required by the County, testing for dissolved hydrogen sulfide to be done at station 66 + 20 air release manhole. The report containing the test results shall be sent to the Orange County Department of Health and the OCCF.

ARTICLE IX

VALLEY VIEW

1. History of Facility & Current Operation:

a. Complex:

The Valley View consists of four (4) buildings (housing 360 residents, administrative offices, staff, and several smaller buildings for the Water Plant, grounds keeping shop, and Wastewater Treatment Plant. Orange County Department of Social Services has two (2) buildings located on the property; one (1) large office building, and one (1) small office building. There is also a privately owned senior citizen apartment complex with ninety-one

(91) apartments adjacent to the Wastewater Treatment Plant.

b. Water Plant:

Water is supplied to Valley View by a six (6) inch water transmission pipeline that is connected to the Village of Florida’s water distribution system. The senior citizen apartment complex receives its water from a completely separate pipeline. The County maintains the six (6) inch transmission pipeline from its connection to the Village of Florida’s water distribution system to the Water Plant building. The average daily water usage of Valley View has been 26,000 US gallons per/day with the rare and occasional spikes to 50, 000 US gallons per/day. NYSDEC permits VVC to withdraw up to 80,000 US gallons per/day from the Village of Florida water distribution. The Water Plant building has two (2) Granular Active Carbon filters, Supervisory Control and Data Acquisition (SCADA) HMI for the Granular Active Carbon filters, two (2) Chlorination pumps, flow meter, backwash holding tank with 2 ejector pumps, liquid chlorination. There are two (2) water storage tanks at Valley View (on the hill across Quarry Road), which hold approximately 550,000 gallons of potable water.

c. Current Wastewater Treatment Plant:

Valley View has its own Wastewater Treatment Plant located on the property off Jessup Switch Road. All wastewater generated by Valley View and the senior citizen apartment complex is received at this plant for treatment prior to discharge. The treatment scheme consists of screening, primary treatment, flow equalization, trickling filter, rotating biological contractor, secondary settling, sand filtration, post aeration, and discharge. The treatment facility is required to meet a tertiary level of treatment with a NYSDEC SPDES permit limits of no more than 5 mg/l of ammonia; and a minimum of 7 mg/l of dissolved oxygen.

d. Future Wastewater Treatment Plant:

The new Waste Water Treatment Plant will be an activated sludge system utilizing a continuous feed sequencing batch reactor configuration as the new biological treatment process. The facility will include a headworks room with a new mechanical bar screen, along with a grit and FOG (fats, oils, and grease) removal system. New pre-equalization (pre-EQ) tanks downstream of the headworks will provide storage and maintain a balanced flow rate into the biological process. The pre-EQ tanks will be equipped with two submersible pumps (one duty, one

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment standby) operating on variable frequency drives (VFDs) for flow control to the sequencing batch reactor tanks.

Effluent from the sequencing batch reactors will be directed to the post-EQ tanks, which will also be equipped with two (2) submersible pumps (one duty, one standby) operating on VFDs for flow control to the disk filters for tertiary treatment. After the disk filters, the effluent will be disinfected through the new UV disinfection system and then conveyed to the post aeration tank before entering the existing outfall piping, Outfall 001, which discharges into a tributary of the Wallkill River.

2. Water System Operators and Maintenance

i. Provide a NY State Department of Health Certified Operator holding a Class C and Class D Operator License to perform daily operation and maintenance of the water system.

ii. Perform daily monitoring of all equipment associated with water plant, including, but not necessarily limited to, chlorine pumps, backwash ejector pumps, flow meter, storage tanks, level recorders, emergency generator and control panel.

iii. Perform daily testing for chlorine residual, phosphates, P.H. and water temperature and record.

iv. Perform monthly water sampling for laboratory pickup and test for Trihalomethanes, Coli form, Total Coli form and record results on monthly water systems operation report. Which will be billed as per Section 2 of the Bid Form.

vi. Complete monthly operations report for the Orange County Health Department ), which is to be sent to the designated representatives at Orange County Department of Health and the Director of Plant Operations at Valley View by the 10th day of the month subsequent to the reporting month. A copy of the report shall be maintained at the facility.

vii. Perform quarterly Trihalomethanes test.

viii. Perform backwashing and cleaning of chlorinators.

ix. Perform bi-annual flushing of water system using fire hydrants located around facility.

x. All water transmission line breaks will be reported immediately upon finding to Valley View and the Village of Florida if break is on the 6” water main coming from Florida.

xi. Valley View will arrange excavation of the water main. The Water Plant Operator will assist as needed in making repairs to waterline.

xii. Notify Valley View and Orange County Department of Health once water main break has been repaired. Follow directions from Department of Health for the posting of any notification inside facilities that may be required. Vendor will be responsible for all water tests needed due to water main break.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

xiii. Operator will have several service contracts available to utilize in the operation and maintenance of the water plant:

a. Adjustments to control panel

b. Adjustments to chlorination system

c. Laboratory Services

xiv. Preparing Annual Drinking Water Quality Report and send such report to the Orange County

Department of Health, and post such in designated locations throughout all facilities. A copy of the report is to be sent to the Department of Public Works and Valley View.

xv. Perform all other testing as required by the Department of Health for special circumstances such as water main breaks, equipment malfunctions, etc.

xvi. Assist in the preparation of yearly operating budget.

3. Current Wastewater Treatment Systems Operation & Maintenance

a. Reference Documents:

i. Valley View SPDES Permit

ii. Valley View Sewer Plant Plans

iii. Future SPDES Permit to be issued by NYDEC

iv. Future Valley View Sewer Plant Plans available upon request

i. Provide a Certified Operator holding a NYSDEC Grade 3 for current plant and future plant will require a 3A Operators license to perform daily operation & maintenance of wastewater treatment plant.

ii. Perform daily monitoring of all equipment associated with wastewater treatment system including, but not limited to, mechanical bar screen, muffin monster grinder, primary tank, equalization tanks, trickle filter, clarifiers, aeration tank, rotating biological contactor, head box, wet well, pumps, and rapid sand filter.

iii. Perform daily testing of influent and effluent for P.H., settable solids, and temperature and record in log book, to include sending test samples to laboratory and all fees and expenses directly related to testing.

iv. Completion of monthly NYSDEC Discharge Monitoring Report (DMR), EPA Form 3320-1, and monthly Wastewater Facility Operation Report, Form 92-15-7 for the NYSDEC as required.

v. Both monthly water report and water/sewer report will be sent to NYSDEC and the Director of Plant Operations at Valley View by the 10th day of the month subsequent to the reporting month.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

vi. Orange County Department of Public Works maintains a contract for the clearing and cleaning of blocked sewer transmission lines, which will be available to the operator to use whenever the need arises.

vii. Assist in the preparation of yearly operating budget.

4. Valley View Sewer and Water Plant Sampling

a. The Vendor will be responsible to take all samples to the lab for analysis, and the cost of such shall be included in the proposal. Analysis parameters include, but is not limited to, the following:

b. Sewer Plant Samples

Description Approximate Annual Quantity

Total Suspended Solids (TSS) Influent 12 Total Suspended Solids (TSS) Effluent 12

Carbonaceous Biochemical Oxygen Demand (CBOD) Influent 12

Carbonaceous Biochemical Oxygen Demand (CBOD Effluent 12

Chemical Oxygen Demand (COD) Influent 12 Chemical Oxygen Demand (COD) Effluent 12

Ammonia Influent 12 Ammonia Effluent 12

Low Level Mercury Influent 12 Low Level Mercury Effluent 12

c. Water Plant Samples (now being done by County (Dept. of Health)

THHM & HAA5 28

E. Coliform 12 Total Coliform 12 Lead and Copper 10

ARTICLE X

EMERGENCY SERVICE CENTER

1. Water System Maintenance

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

ii. Perform daily chlorine residual readings.

iii. Perform cleaning of chlorination system, to include pumps, lines, and chlorination ports as needed to ensure proper flow of chlorine.

iv. Complete monthly operations report for the Orange County Health Department), which is to be sent to the designated representatives at Orange County Department of Health and the Orange County Department of Public Works by the 10th day of the month subsequent to the reporting month.

v. Perform quarterly trihalomethanes and halo acetic acids (HAA5) tests to properly monitor carbon

vi. Prepare annual water quality report (based on report by Village of Florida) and corresponding cover letter. The cover letter shall be attached to the Village of Florida Annual Water Quality Report and shall state that the County purchases water from the Village of Florida.

ARTICLE XI

FIRE TRAINING CENTER

a. Reference Documents:

i. https://www.health.ny.gov/environmental/water/drinking/regulations/

ii. Fire Training Center Plumbing Plan(attached)

ii. Perform a quarterly inspection of water system.

iii. Perform monthly cleaning of chlorination system, which shall include, but will not necessarily be limited to, pumps, lines, and chlorination injector ports to ensure proper flow of chlorine.

iv. Perform chlorine residual testing, as required by the Department of Health, to ensure proper chlorination.

PO Box 218, 255-275 Main St.

Goshen, New York 10924

RFB TITLE Operation and Maintenance of Water, Sewer and Waste Water Treatment

ARTICLE XII

MEDICAL EXAMINER’S FACILITY

ii. Perform daily chlorine residual readings.

iii. Perform cleaning of chlorination system, to include pumps, lines, and chlorination ports as needed to ensure proper flow of chlorine.

iv. Complete monthly operations report for the Orange County Health Department which is to be sent to the designated representatives at Orange County…