Contract_Operations_and_Maintenance_of_Wastewater_Treatment_Facilities_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSALS

RFP #2025-13P

CONTRACT OPERATIONS AND MAINTENANCE OF WASTEWATER

TREATMENT FACILITIES

City of Rosenberg

2110 4th Street

Rosenberg, TX 77471

RELEASE DATE: January 9, 2025

DEADLINE FOR QUESTIONS: February 14, 2025

RESPONSE DEADLINE: February 27, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/rosenbergtx

City of Rosenberg

REQUEST FOR PROPOSALS

Contract Operations and Maintenance of Wastewater Treatment

Facilities

I. Introduction II. Legal Notice

III. Specifications IV. Evaluation Criteria V. Vendor Questionnaire

VI. Pricing Proposal

Attachments:

A - Wastewater Operations Maintenance Items

Request For Proposals #2025-13P Title: Contract Operations and Maintenance of Wastewater Treatment Facilities

1. Introduction

1.1. Summary

The City of Rosenberg is seeking sealed proposals from qualified vendors for Contract Operations and

Maintenance of Wastewater Treatment Facilities.

Notice to All Vendors

The City of Rosenberg utilizes OpenGov Procurement as its eProcurement platform. All solicitations, official notices, addenda, other solicitation documents, and contracts will be posted in OpenGov.

Registration is highly encouraged to ensure you receive proper notifications.

Information obtained from any other source is done so solely at your own risk.

The City of Rosenberg takes no responsibility for information posted outside of the OpenGov

Procurement Platform or Legal Notices published in the Fort Bend Herald.

1.2. Contact Information

Blake Skiles

Procurement Manager

2110 4th Street

Rosenberg, TX 77471

Email: tskiles@rosenbergtx.gov

Phone: (832) 595-3363

Department:

Public Services

1.3. Timeline

Advertisement 1 January 9, 2025

Release Project Date January 9, 2025

Advertisement 2 January 16, 2025 mailto:tskiles@rosenbergtx.gov tel:(832)595-3363

Pre-Proposal Meeting (Mandatory) January 29, 2025, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk

2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?cont ext=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b4

4-08a5-456a-b271-bdeff233ca5d%22%7d

Question Submission Deadline February 14, 2025, 5:00pm

Proposal Submission Deadline February 27, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTU5YzI1NDQtMGZlOC00YTk2LThiMzMtZjRhMjJlNDYzZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%2200b73372-8cf6-4d8a-bf2b-d65bddc3f3ac%22%2c%22Oid%22%3a%22bacd2b44-08a5-456a-b271-bdeff233ca5d%22%7d

2. Legal Notice

2.1. Notice to Respondents

The City of Rosenberg is soliciting sealed proposals from qualified vendors for Contract Operations and

Maintenance of Wastewater Treatment Facilities.

Sealed Proposals must be submitted electronically or received by the City Secretary’s Office no later than:

2:00 pm, Thursday, February 27, 2025.

All sealed proposals must be received either electronically or at the designated location by the deadline shown. Proposals received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

All proposals will be opened, and bidder’s names publicly read aloud promptly in the City Hall Council

Chamber, at 2110 4th Street, Rosenberg, Texas 77471, at 2:00 pm, Thursday, February 27, 2025.

A mandatory pre-proposal meeting for all interested parties will be held at 10:00 am, Wednesday, January 29, 2025, via virtual meeting. Meeting details will be posted on:

https://procurement.opengov.com/portal/rosenbergtx

To obtain a copy of the Request for Proposals or submit an electronic proposal please visit:

https://procurement.opengov.com/portal/rosenbergtx

If a Respondent chooses to submit a Hard Copy Proposal, it must be delivered in a sealed envelope with a return address and clearly marked “City of Rosenberg Request for Proposals (RFP No. 2025-13P). DO

NOT OPEN IN THE MAIL ROOM.” The respondent’s firm name shall appear on the outside of the envelope.

Submit Hard Copy Proposals to:

City of Rosenberg

City Secretary’s Office

2110 4th Street * P.O. Box 32

Rosenberg, Texas 77471

RFP No. 2025-13P – DO NOT OPEN IN MAIL ROOM

The point of contact for this solicitation is City of Rosenberg Chief Procurement Officer Blake Skiles, NIGP-CPP, CPPB, CPPM, CPP, CPC. Should you have any questions or require additional information or clarification on information contained in the RFP, please submit your questions via OpenGov

Procurement at the website listed above no later than 5:00 pm on Friday, February 14, 2025.

The City reserves the right to reject any or all proposals and to waive informalities in proposals. In case of ambiguity or lack of clearness in stating the prices in any proposal, the City reserves the right to consider the most advantageous construction thereof, or to reject the proposal. The award will be made to the respondent who provides services at the best value to the City.

Danyel Swint, TRMC, City Secretary

3. Specifications

3.1. Project Background and Objectives

The City of Rosenberg (City) is currently looking to hire an outside Contractor capable of providing full-service operations and maintenance services for the City's three (3) wastewater treatment plants. The

Contractor must demonstrate its technical and financial qualifications to provide the services described herein. The Facilities include:

• Wastewater Treatment Plant #1A (2.0 MGD Permitted Average Daily Flow)

• Wastewater Treatment Plant #2 and Reclaimed/Reuse Station (4.5 MGD Permitted Average

Daily Flow)

• Wastewater Treatment Plant #3 (.050 MGD Permitted Average Daily Flow Package Plant) This plant is currently under design for expansion to 0.95 MGD capacity and is expected to be completed by 2027.

The City's Wastewater Treatment Plants have been operated by a contract operator since July 2006, and the City desires to continue contracting these services.

The selected Contractor must be dedicated to maintaining the City's objectives of outsourcing operations.

The objectives include:

• Managing operating and capital expenses.

• Minimizing or eliminating permit excursions.

• Removing the day-to-day burden of operating the system.

• Performing inspections and routine maintenance on system equipment.

• Providing technical assistance in addressing future capacity and regulatory issues.

• Operating and maintaining the Facilities in a safe, secure, effective and efficient manner.

The City is seeking qualified applicants capable of providing operation, maintenance, management, and other related services for the Facilities. The Contractor ultimately selected pursuant to the City’s procurement process shall be required to provide various services associated with all or a portion of the

Facilities. These may include, but are not limited to, provision of:

• Labor and benefits;

• Utilities;

• Residuals/sludge disposal;

• Odor control systems;

• Process chemicals;

• Laboratory and analytical services;

• Routine maintenance of Facilities equipment;

• Reporting to regulatory agencies;

• Management of the operations and maintenance;

• Preventive maintenance as per manufacturers’ guidelines;

• Risk Management Plan; if required at any time during the contract term

• Vulnerability Assessments/Emergency Response Plan;

• Compliance with Industrial Pretreatment Program;

• Compliance with Storm Water Management Program; and

• Compliance with Texas Commission on Environmental Quality (TCEQ) Texas Pollutant Discharge

Elimination System (TPDES) permit.

The Contractor will be responsible for satisfying the TPDES permit requirements and for operating, maintaining, and managing the Facilities in compliance with all other applicable local, state, and federal laws and regulations.

FACILITY DESCRIPTIONS

WWTP #1A

The 2-MGD Rosenberg Wastewater Treatment Plant is an extended aeration method of the activated sludge process facility. Off-site stations pump flow to the head of the plant where it passes through mechanically cleaned helical coarse screens. Raw wastewater flows from the head works to four aeration tanks where it is mixed with return sludge. From the aeration basins the wastewater flows to three clarifiers, where floatable materials are skimmed from the surface and the activated sludge is removed from the bottom zone. The skimmed material is periodically pumped to the aerobic digesters and the activated sludge is continuously returned to the aeration basins. After clarification the wastewater flows into the chlorine contact chamber, 12.5 % sodium hypochlorite (Bleach) is utilized for disinfection, 150 lb. cylinders of sulfur dioxide is utilized for de-chlorination prior to effluent being released. Waste activated sludge from the clarifiers is thickened and treated in the aerobic digester. The digested sludge is dewatered using a city owned trailer mounted Cs 21-4 Centrifuge Machine and the

Contractor is responsible to dispose of the de-watered sludge as a part of the base contract. The plant is equipped with a non-potable reuse water system for internal processes and to supply the off-site

(Seabourne Creek Park) re-use station. The plant is also equipped with a diesel-powered standby generator and automatic transfer switch.

It is anticipated this plant will also participate in an electrical load management program that periodically requires testing and may require mandatory electricity curtailments for specified periods of time throughout the year. The Contractor would be required to respond to all curtailment requests within the time allotted by CenterPoint Energy or other regulatory agencies. (Generally, thirty (30) minutes or less.) This treatment facility is currently operated by Si Environmental.

WWTP #2

The 4.5-MGD Rosenberg Wastewater Treatment Plant is an extended aeration method of the activated sludge process facility. Influent wastewater enters into a deep, abandoned headworks structure and flows into the plant’s lift station and is pumped into the headworks structure where it passes through a mechanically cleaned bar screen. A manually cleaned course screen can also be used if the mechanical bar screen is out of service. The wastewater gravity flows through a mechanical grit removal system and gravity flows into the splitter box, which divides the flow to two (2) parallel aeration tanks. The flow from both aeration tanks passes into a third aeration tank (channel) and then into a splitter box, which divides the flow into three (3) clarifiers. Activated sludge is continuously removed from the clarifiers and returned to the aeration tanks with return activated sludge (RAS/WAS) pumps. A portion of this sludge is also diverted to the aerobic digester. After clarification, the wastewater flows into the disinfection chamber where ultra-violet light (UV) is utilized for disinfection, prior to effluent being released. Waste activated sludge from the clarifiers is thickened and treated in two (2) aerobic digesters. The digested sludge is dewatered using a city owned trailer mounted Cs 21-4 Centrifuge Machine and the Contractor is responsible to dispose of the de-watered sludge as part of the base contract. At the present time, the

City has a contract with Magna-Flow that allows liquid sludge from other Domestic Wastewater

Treatment Plants to be offloaded into the digester using excess plant capacity. Magna-Flow dewaters the sludge using a mobile belt press and disposes of the dewatered sludge. The City has the right to terminate the agreement with Magna-Flow if the operation interferes with normal plant operations or if excess digester capacity is no longer available.

The plant is equipped with a diesel-powered standby generator with an automatic transfer switch.

The plant participates in an electrical load management program that periodically requires testing and may require mandatory electricity curtailments for specified periods of time throughout the year. The

Contractor will be required to respond to all curtailment requests within the time allotted by

CenterPoint Energy or other regulatory agencies. (Generally thirty (30) minutes or less.)

The plant effluent discharge structure is also equipped with storm water pumps to maintain a positive effluent discharge flow during high flows in Seabourne Creek that would otherwise create a backup into the plant. The plant is equipped with a non-potable water system for internal processes and use. The plant is also equipped with a Type I reclaimed water pump station and off-site disc-filter system that will be operated and maintained by the Contractor as part of the base contract.

The Reclaimed Water Facility includes an eight-inch (8") reclaimed water line that suctions water from the downstream end of the Wastewater Treatment Plant No. 2 ultraviolet (UV) disinfection basin, two

(2) self-priming effluent transmission pumps (slab-mounted, installed adjacent to the existing UV disinfection basin, and equipped with a chlorine bleach injection tap for chlorine residual boosting), a

10-inch (10") PVC force main that carries treated effluent to the Seabourne Creek Park site, two (2) cloth-media disk filters at the Seabourne Creek Park site for final reclaimed water polishing (the final treatment unit), and an 18-inch (18") gravity reclaimed water line that discharges filtered water into the initial storage pond.

Chlorine residual onsite and at the pond may need to be monitored or supplemented to help suppress microbial growth. A chlorine injection tap on the transmission pump discharge header will allow additional chlorine bleach dosing to boost residual as needed to maintain water quality.

The plant also includes a Supervisory Control and Data Acquisition (SCADA) System to aid in process control and operation that will be operated and maintained by the Contractor as part of the base contract. This treatment facility is currently operated by Si Environmental.

WWTP #3

The .050 MGD above ground wastewater treatment plant is an activated sludge process facility. This treatment facility currently serves a small service area located along US Highway 59/I-69 consisting of a distribution center, light industrial development, and the first phase of Lamar Consolidated Independent

School District CTE Complex. The wastewater is pumped into the treatment facility via a lift station located adjacent to the facility. Digested sludge from the facility is liquid hauled to WWTP #2 by the

Contractor and dewatered for final disposal. The plant is currently under design to be expanded to a .95

MGD capacity to be completed by 2027. Contractor is responsible to dispose of the de-watered sludge as part of the base contract. This treatment facility is currently operated by Si Environmental. A diesel-powered generator will be installed as part of the plant expansion.

3.2. Scope of Services, Contractor Duties, Additional Terms and Conditions

This scope of services, Contractor duties, and additional terms and conditions shall be part of the final

Contract awarded as a result of this RFP. The Contractor shall be responsible for the continuous full-service operations, maintenance, and management of the Facilities commencing on June 1, 2025. This shall include, but not be limited to, equipment, process units, instrumentation and communications equipment, facility roads, and laboratory and building facilities. The Contractor shall furnish all labor, materials, vehicles, equipment, and consumables required for proper operations and maintenance of the Facilities, in a manner that complies with this RFP, the Contract, and all laws, rules, regulations, permits, policies, codes, and industry standards. All work required or performed by the Contractor under the Contract shall meet the standard expected of a prudent operator of a Wastewater Treatment

Facility, and any standard or requirement specified in this RFP.

Contractor shall operate on-site pump stations to minimize backup of wastewater in the collection system and reduce potential for sanitary sewer overflows in the collection system.

The Contractor shall cooperate with the City and the City's contractors who will be responsible for any upgrades / expansions of the Facilities during the course of the Contract. Contractor shall maintain compliance with all performance standards and applicable laws during such upgrades/expansions. Contractor shall also provide unrestricted access to the City and its agents for the purposes of evaluation, testing, observations, and audits. The City and its agents will work with the

Contractor in minimizing disruptions during such events.

DEFINITIONS

The terms used in this RFP have the following meanings:

Additional Contract Services means those services provided to the City by the Contractor under the

Contract that are not Base Contract Services.

Annual Base Contract Fee means the total Base Contract Fee to be paid to Contractor by the City for

Base Contract Services in a given Contract Year.

Base Contract Services means all the services provided to the City by the Contractor under the Contract for a specified sum paid monthly by the City to the Contractor as provided in the Contract.

Base Contract Fee means the specified sum paid monthly by the City to the Contractor for Base Contract

Services. This sum remains the same month-to-month and may increase or decrease each Contract Year as defined in the compensation terms of the Contract.

Chemicals means 12.5% sodium hypochlorite, 40% sodium bisulfite, 65% sodium hypochlorite (HTH), 40% liquid ammonium sulfate, polymer and sulfur dioxide.

City means the City of Rosenberg, Texas, a municipal corporation.

Contract means the contract awarded to the successful Respondent pursuant to this RFP.

Contract Year means June 01 to the following May 31 during the Contract Term.

Contractor means the firm or organization awarded the Contract, and who is responsible for operating and maintaining the Facilities on behalf of the City of Rosenberg, Texas, per the Contract.

Day-to-Day Maintenance means daily maintenance duties including but not limited to daily maintenance inspections and checks, preventive and predictive maintenance tasks, and repairs.

Day-to-Day Operations means daily operational duties including but not limited to daily facility inspections and tasks, and water quality and process control decision-making.

Emergency means:

(1) Any hazardous condition relating to the System;

(2) Any degradation or contamination of the System's wastewater treatment plant(s) that results in levels for pollutants that exceed the limits allowed by the City's wastewater discharge permits;

(3) Any condition in the System that, in the opinion of the Contractor or the City, has the potential to develop into any of the emergencies listed above, or

(4) Any condition relating to the System that the City classifies as an Emergency.

EPA means the United States Environmental Protection Agency, or its successor agency by whatever name.

Facilities means the WWTP #1A, WWTP #2, and WWTP #3.

WWTP #1A means the Wastewater Treatment Plant located at 2700 Avenue A, Rosenberg, TX.

WWTP #2 means the Wastewater Treatment Plant located at 3650 N. Fairground Road, Rosenberg, TX.

WWTP #3 means the Wastewater Treatment Plant located at 411 Cottonwood Church Road, Rosenberg, TX.

WTPs means the Water Production Treatment Plants, Pumping and Storage Tanks.

O&M means operations and maintenance.

Reclaimed Water Facility means the reclaimed water line that suctions water from the downstream end of the Wastewater Treatment Plant No. 2 ultraviolet (UV) disinfection basin, the self-priming effluent transmission pumps (slab-mounted, installed adjacent to the existing UV disinfection basin and equipped with a chlorine bleach injection tap for chlorine residual boosting), the force main that carries treated effluent to the Seabourne Creek Park site, the cloth-media disk filters at the Seabourne Creek

Park site for final reclaimed water polishing (the final treatment unit), and the gravity reclaimed water line that discharges filtered water into the storage pond.

Repair or Repairs means any work required at a particular location on components of the System to prevent a failure in the System's operations or to maintain or restore the System's normal operations.

May include full or partial replacement of a component.

System means:

(1) The Facilities, and;

(2) Any additions, improvements or expansion of the Facilities.

System Capital Improvement means any planned work, parts, or equipment for the System for which funds have been appropriated in the City's approved budget.

TCEQ means the Texas Commission on Environmental Quality, or its successor agency by whatever name.

Working Day means any Monday through Friday that is not a City designated holiday.

WWTPs mean the WWTP #1A, WWTP #2, and WWTP #3. The term does not include the Reclaimed

Water Facility.

OPERATIONS

Wastewater Treatment Facilities

The Contractor shall be responsible for the continuous full-service operations, maintenance, and management of the facilities in accordance with relevant operation and maintenance manuals for the facilities, Applicable Law, and the Discharge Permits. This includes, but is not limited to, equipment, process units, facility roads, internal drainage, and laboratory and building facilities. The Contractor shall furnish and provide all labor, materials, vehicles, fuel and oil, telephone service, equipment, and consumables, including an on-site routine stock of chemicals necessary for the operations and maintenance of the System Facilities and in a manner that complies with all laws, rules, regulation, permits, policies, codes and industry standards. The Services include, but are not limited to:

• Treatment of wastewater influent delivered to the Facilities;

• Routine preventive and predictive maintenance of the Facilities, including but not limited to operating and exercising all pumps, motors, mechanical and electrical equipment on a regular basis, cleaning and painting of equipment, piping, valves, and process unit structures;

• Repair and maintenance Facilities’ equipment;

• Laboratory testing and analysis;

• Processing and disposal of process residue and sludge,

• Operation and maintenance of Type I Reclaimed Water Facility/Dual-Cloth Filter Media Station;

including the treatment, laboratory testing and analysis of Type I Reclaimed Reuse Water effluent, and

• Preparation and prompt delivery of all applicable and required filings, including discharge reports to, City and to regulatory agencies as prescribed by Applicable Law.

Contractor shall operate the City’s on-site pump stations and storm peaking basins to minimize backup of wastewater in the collection system and to the greatest extent practicable, eliminate the potential for sanitary sewer overflows in the collection system. Contractor shall operate and maintain on-site non-potable reuse water pump stations in a manner that will maintain adequate pressure and volume to all equipment, including wash-down water. Contractor will also maintain the Type I reclaimed water pump station at WWTP No. 2. Contractor shall promptly respond to electrical power curtailment requests and orders within the required time as specified by the City’s Retail Electric Provider, the electrical distribution system company, or any regulatory entity.

The Contractor shall perform, at a minimum of once per week, process control analysis for MLSS, VSS, SS, Influent and effluent TSS, CBOD, NH3, ph and/or others analysis in order to comply with TCEQ and

EPA Rules and Regulations and must follow City of Rosenberg’s Wastewater Treatment process control plan.

Permits

The Contractor shall operate the facilities in compliance with applicable federal, state and local regulations and permit requirements, including storm water pollution prevention plans. Compliance with discharge permits (including the reuse authorization of Type I reclaimed water from WWTP #2), shall include all effluent quality monitoring, testing and reporting requirements. The Contractor shall assist the City with any requests from the TCEQ or EPA for any additional information, records or plant data as part of basic services. The City shall be responsible for costs associated with permit renewal, with the exception of laboratory testing and reporting data for permit renewals. The Contractor shall be responsible for costs associated with providing necessary laboratory testing and reporting data for

TPDES wastewater permit renewals.

Contractor shall be responsible for all fines and penalties associated with permit violations not resulting from emergency conditions caused by acts of nature.

Utilities

The City will provide potable water and wastewater service to the facilities at no charge. Additionally, the City will be responsible for paying electricity, natural gas, and telephone service costs, if provided.

The facilities may participate in an electrical load management program that periodically requires testing and may require mandatory electricity curtailments for specified periods of time throughout the year. The Contractor will be required to respond to all curtailment requests (including tests) within the time specified by CenterPoint Energy, or other regulatory agencies. (Generally less than thirty (30) minutes.) The Contractor shall be responsible to reimburse the City for any electrical power-load management incentive payments, rebates or other monies that are withheld from the City due to a failure to curtail electrical power demand within the allotted time requirements. The Contractor shall be responsible to reimburse the City for any penalties or fines assessed to the City for failing to curtail the required electrical power demand.

The City shall be responsible to provide fuel for on-site, standby generator(s). In the event of an electrical service disruption, the Contractor shall be responsible to restoreregular operations within a reasonable amount of time. Potable water shall not be used for non-potable purposes, except for emergencies. The City reserves the right to deduct potable water costs from the base contract amount on a monthly basis, if the Contractor fails to diligently restore service and operate the non-potable water system.

Chemicals and UV Disinfection Components

The Contractor shall purchase and maintain an inventory of chemicals and UV disinfection components used or required to efficiently operate and maintain the WWTPs. These chemicals and UV disinfection components shall include but not be limited to:

• Polymer

• Laboratory Chemicals

• Chlorination / De-chlorination Chemicals

• UV Disinfection Bulbs and Ballasts

• UV Disinfection Bulb Cleaning Chemicals

As a part of the Base Cost Proposal, the Contractor shall include a cost for chemicals and a per unit cost for the replacement of UV disinfection bulbs and ballasts, including all associated labor to remove and replace each.

Odor Control

Contractor shall operate the WWTPs within the limits and capabilities of the Facilities’ equipment to effectively control odor and noise; and ensure that there is no avoidable disruption to the adjacent neighborhoods.

Customer Complaints / Public Relations

The Contractor shall function as the first and primary responder to all complaints, including noise and odor, pertaining to the Facilities. Complaints shall be tracked, and the Contractor shall notify the City of all complaints within four (4) hours of their receipt and provide the name, address, phone number, or email address, date and time. Contractor shall deal in a professional manner with residents and community groups that have concerns pertaining to odor or other facets of plant operations. Within forty-eight (48) hours of receipt of complaint, Contractor will provide the City with a written summary report detailing the complaint and corrective actions, taken or planned.

Communications

The Contractor shall maintain and operate a communications system twenty-four (24) hours a day so that it can communicate with its employees in the field and respond to requests for service. The

Contractor shall, as requested by the City, monitor telemetric signal devices installed at any of the

Facilities and notify the City if any major malfunction or disruption or other significant or unusual event involving the system occurs.

The Contractor shall maintain a regional operations office in Fort Bend County or adjacent county. The office shall maintain the same business hours as those maintained by the City unless pre-approved by the City.

Laboratory Testing

The Contractor shall perform monitoring, sampling, testing, laboratory analyses and coordination of tests done by an outside certified laboratory (as needed), and reporting for influent and effluent parameters, including the Type I reclaimed water, as necessary for process control and to ensure compliance with all applicable permits, regulations, and laws. Sampling and analysis shall be performed in compliance with permit specified methods and standards. The Contractor shall also conduct all process control monitoring and testing as recommended by the TCEQ to ensure efficient operation. The

Contractor shall be responsible for all lab testing and monitoring (including costs) required as a part of

TPDES permit renewals. Costs for all laboratory testing shall be included in the monthly Base Contract fee.

Training

The Contractor shall provide training for O&M personnel in areas of operations, maintenance, safety, plant management and supervision, laboratory, clerical, accounting etc. The Contractor shall develop and implement a written safety program specific for plant operation and maintenance. Compliance with

OSHA requirements shall be the specific responsibility of the Contractor.

Staffing

The Contractor shall submit a staffing plan with a minimum of two full time qualified employees dedicated solely to cities facilities and organizational chart as part of the cost proposal. The Staffing Plan and associated organization chart will identify management and O&M personnel assigned to the City’s

Facilities. Offsite management staff, additional support staff shall be included in the Staffing Plan. Labor classification and associated salaries shall be included as part of the Cost Proposal. All O&M personnel including the Chief Operator shall possess and maintain the appropriate levels of certification required by the TCEQ and the State of Texas during the entire period of the Contract. The Chief Operator and all full-time employees shall be dedicated solely to this project and available on-site during normal City business hours at one of the Facilities. All operational duties are the responsibility of the primary

Contractor, and at no time shall the Contractor subcontract Day-to-Day Operations or Day-to-Day

Maintenance at the Facilities.

A list of proposed sub-contractors for major work elements and their role shall be included. The City reserves the right to approve or reject the use of any sub-contractor for the O&M of the Facilities. All sub-contractors shall meet the Contractor’s Emergency Response Plan and security requirements pertaining to the Facilities. Additional administrative requirements for subcontractors are included.

Contractor staff approval shall be subject to passing drug testing and security checks, conducted at the expense of the Contractor. The holiday schedule for the Contractor personnel shall not exceed the

City’s holiday list and the hours of operation shall be in conformance with the scope of this RFP.

Any change in the Staffing Plan and personnel shall require notification to the City, and Contractor shall not reduce the number or qualifications of the staff without City authorization. Failure to provide diligent efforts to comply with the Staffing Plan for a period in excess of sixty (60) days, either in the number of O&M Personnel or qualifications (certifications etc.), will result in the City withholding up to

20% of the monthly payment to the Contractor until deficiencies are addressed and the Contractor is in compliance with the Staffing Plan. During the sixty (60) day interim, the Contractor may use available non-dedicated personnel to ensure compliant operations. Withheld payment will not be subject to interest payments. Contractor will be reimbursed this amount minus the associated labor rate (including benefit burden as applicable) for the classification of absent personnel extended over the time frame of absence.

In the Cost Proposal, management and dedicated O&M staff are part of the monthly Base Contract

Fee. Include labor classifications and associated hourly/overtime rates in the Labor Schedule as part of the Cost Proposal.

Pre-treatment

If required in the future, and if authorized by the City, the Contractor will develop and implement an

Industrial Pre-Treatment Program for the City. The fee associated with the development of the Pre-treatment Program will be negotiated during the course of the contract, as required.

Risk Management Program

Each facility may be required to have a site-specific Risk Management Plan (RMP). The Contractor shall serve as the first responder for each facility and will be responsible to keep the RMP updated. The

Contractor shall be responsible to prepare any Federal or State required plans, reports or documents as necessary to ensure compliance, as needed. This includes, but is not limited to PSM/RMP Audit Reports, Process Hazards Analysis, Off-site Consequence Analysis and provide representation and documents for any Federal or State Inspections, Audits or Investigations, as required by the City.

Storm Water Management

Contractor shall be responsible for conducting storm water pollution prevention inspections according to facility-specific standard operating procedures and maintaining compliance with the City’s storm water management program.

Facility Updates and Expansions

As changes and repairs are made to the Facilities, the Contractor will maintain and update the as-built maps, Facility drawings, and manuals. These will be provided to the City in a hand-edited draft form.

Operation and Maintenance Manuals

The Contractor will maintain and update an operation and maintenance manual for each Facility.

MAINTENANCE

The Contractor shall provide sufficient number of qualified personnel to perform routine and preventive maintenance for all the Facilities. The Contractor shall provide all labor, tools, material and equipment required to perform maintenance at all facilities. Costs to perform routine and preventative maintenance shall be included in the Base Contract fee.

Routine & Preventive Equipment Maintenance

Contractor shall perform routine maintenance on all equipment as recommended by and in accordance with the manufacturer’s O&M Manuals. In addition, maintenance shall include but not be limited to operating and exercising all pumps, motors, mechanical and electrical equipment on a regularly scheduled basis, cleaning and painting of equipment, piping, valves and process unit structures. The

Contractor shall undertake a proactive maintenance program including preventive and predictive programs, as well as necessary corrective maintenance. Such maintenance programs shall be designed in conformance with the equipment manufacturer’s requirements. If no manual is available, the

Contractor shall make a good faith effort to contact the manufacturer for maintenance recommendations and/or adopt a best-practices maintenance schedule for the equipment. The

Contractor shall provide maintenance software that tracks and documents maintenance. Contractor shall maintain detailed log of all maintenance activities and shall not modify or alter computer-generated documents without the City’s written approval. Maintenance records shall include equipment Run Time records. The Contractor will provide the City with a chronological list of scheduled preventive maintenance for approval within sixty (60) days of Contract execution and thereafter by June

15 of each Contract Year. The Contractor shall have a functioning maintenance software program implemented for the Facilities within one hundred eighty (180) days of the Contract start date.

In addition to the manufacturer’s recommended maintenance schedules, the City has also identified the following maintenance items:

• Once each contract year, the Contractor shall inspect and affect any necessary repairs to each control panel at all facilities as follows:

o Inspect for potential problems by opening each panel and visually inspecting for loose connections, evidence of corrosion, arcing, or any unusual accumulation of particles.

o Complete infrared analysis to pinpoint any potential problems and pump cables and motors will be megged.

o Test all floats and all control circuits.

o If the station has telemetry, test all alarms for correct operation.

• Once each contract year, the Contractor shall inspect and repair each submersible pump at all the facilities that shall include the following:

o Each pump will be pulled from the wet well;

o Wear rings and impellers will be checked for wear; Pump volute will be removed if necessary to accommodate a complete and thorough inspection;

o The oil in the pump housing will be inspected for water intrusion;

o Lifting cables and pumps will be inspected, then reinstalled in the well; and.

o Complete an amperage draw test to assure the correct amperage draw.

• The Contractor will check for leaks in System piping, fittings, walls or floors. The Contractor will, at least quarterly, operate and, if needed, lubricate each valve and gate.

• The Contractor’s observation of aging or damaged equipment and infrastructure shall be reported to the City during the budget process, at a minimum. The Contractor’s annual estimated operations budget shall include recommendations for City capital repairs and replacements.

• The Contractor shall provide work orders/repair history to the City upon completion or at monthly intervals.

Contractor shall complete and have available for review a copy of its predictive and preventive maintenance program as part of the Proposal.

Warranty Maintenance

The Contractor shall perform maintenance required to maintain equipment warranties. The Contractor shall be responsible for maintaining all manufacturers’ warranties on new equipment purchased by the

City as part of repairs or capital improvements. Contractor shall assist the City in enforcing existing equipment warranties and guarantees.

The Contractor guarantees its workmanship on any work it performs on the System for one (1) calendar year following the date of the completion of the work. The Contractor will correct any defect found in the workmanship in the one-year period without cost to the City.

Basin Cleaning & Inspection

Taking basins out of service for cleaning and inspection as required to maintain optimum treatment plant performance will be negotiated as additional services during the course of the contract, provided the Contractor operates the plant in an efficient manner fully and continually utilizing the treatment processes and equipment at each plant. Accumulated solids, debris and grit shall be removed and disposed by the Contractor as part of this additional service, provided the Contractor operates the plant in an efficient manner fully utilizing the treatment processes and equipment at each plant.

Basin cleaning, including removal and disposal of accumulated solids, debris and grit as a result of the

Contractors neglect or failure to properly and efficiently operate the plant and equipment shall be considered a part of the base contract.

Building & Facility Maintenance

The Contractor shall provide routine maintenance and housekeeping functions for the plant buildings and site facilities, including but not limited to:

• Janitorial services

• Plumbing and electrical maintenance

• Building consumables

• Upkeep of building interiors and exteriors including but not limited to window washing; exterior washing; maintenance/ replacement of flooring, tile, carpet; and painting.

Site Maintenance

The Contractor shall maintain the facilities in a neat, clean and litter free condition. The Contractor shall maintain fencing, lighting, signage, roadways, and drainage at the Facilities.

Security and Visitors

The Contractor shall also maintain the security of the Facilities and take all reasonable actions to limit vandalism and other similar problems.

All visitors not associated with routine operations and maintenance of the facilities will require prior written approval from the City for admittance.

Repairs and Replacements

The Contractor shall promptly make any necessary repairs it discovers during operations, inspections or other activities. Repairs shall be specific to individual pieces of equipment. Any existing equipment that has been replaced/removed shall be returned back to the City.

Where the Contractor determines that a condition at the facility constitutes an emergency, the

Contractor shall begin making repairs within one (1) hour of the determination. If Contractor estimates the repair will cost more than two-thousand dollars ($2,000), the Contractor shall promptly inform the

City of the repair.

The Contractor shall schedule any repair which is not an emergency on a priority basis; unless the City requests the Contractor make an earlier response. The Contractor shall begin work to correct any repair which is not an emergency within one (1) week of the determination that the repair is needed. If the

Contractor estimates that the non-emergency repair will exceed two-thousand dollars ($2,000), the

Contractor shall contact the City for approval before beginning the repair. The City shall approve or reject the repair within forty-eight (48) hours of receiving the Contractor’s notification.

When requested by the City, the Contractor shall submit documentation of the cost effectiveness of

“repair vs. replacement” to assist the City in an expenditure decision.

When requested by the City, the Contractor shall solicit three (3) bids for the repair work prior to starting the work.

Any parts or materials installed as part of the repair shall become the property of the City.

The basis for inclusion of repairs as Basic Services is as follows:

• The first two-thousand dollars ($2,000) incurred by the Contractor to make the repair.

• Routine and Preventative Maintenance, as provided in the Routine and Preventative Equipment

Maintenance and Warranty Maintenance Sections of this RFP.

• The entire cost of a repair exceeding two-thousand dollars ($2,000) which is not an emergency, if the Contractor fails to obtain the written approval of the City prior to making the repair.

• The total repair cost if the repair is required because of the act or omission of the Contractor, its officers, employees, agents, or sub-contractors.

The basis for inclusion of repairs as Additional Services is as follows:

• Any amount over two-thousand dollars ($2,000) of the Contractor’s cost to make the repair if the costs are not included in the Basic Services as defined above.

The Contractor’s cost to make repairs shall include the Contractor’s actual costs for personnel, equipment, parts, and materials. In calculating the Contractor’s actual costs, the Contractor shall include any payments, rebates, credits, discounts, benefits, and other items of value received by the Contractor from the vendor resulting from the purchase of the parts, materials, or services. The Contractor shall include a personnel and equipment rate schedule for repairs as part of the proposal.

The City will not entertain any mark up on costs pertaining to parts, materials, rentals and sub-contractors. Labor and equipment costs for dedicated O&M personnel and equipment shall not be included in the costs for repair.

Sludge Disposal and Hauling

The Contractor shall assume sludge disposal responsibility, and shall remove and dispose of all wastewater sludge from the facilities as needed to assure permit compliance and maximum System capacity and efficiency. The Contractor shall be responsible for the transport of the City’s trailer mounted centrifuge unit to and from the Wastewater Treatment Plants as needed. The Contractor will provide for the collection, hauling, annual testing, and disposal of wastewater generated solid waste, sludge and scum to existing and approved disposal sites. Contractor will analyze and properly dispose of all byproducts waste generated at the treatment facilities. Each Contract Year, the Contractor shall provide estimated quantity of wastewater sludge to be disposed for the following Contract Year, the method of disposal, unit cost and the location of disposal.

Solid waste, screenings and grit will be disposed of utilizing the City’s solid waste collection and disposal service contractor.

The Contractor shall be responsible for disposal of all sludge produced at the facilities in accordance with local, state, and federal regulations.

As part of the Base Cost Proposal, the Contractor shall include a cost for disposal of sludge.

The City currently has a contract that allows liquid sludge from other domestic wastewater treatment plants to be offloaded into the digester at Wastewater Treatment Plant #2, using excess digester capacity. The City maintains the right to terminate the agreement with Magna-Flow. At such time the agreement is terminated, the Contractor shall immediately assume sludge disposal responsibility, using the City-owned centrifuge. The additional sludge disposal and polymer costs would be in addition to the

Basic Cost Proposal at a cost agreed upon by the City and Contractor. Contractor may be required to obtain a minimum of three (3) competitive price quotes as a part of the cost determination.

EMERGENCY OPERATIONS

The Contractor shall operate the Facilities during emergency conditions unless the Contractor and the

City agree the circumstances pose an eminent health and safety risk for Contract personnel. The

Contractor will provide all dedicated staff for the Facilities, or if available, for other assigned City services during an emergency unless the emergency poses a health and safety risk to Contract personnel. The Contractor shall develop an emergency and contingency operations plan (“Emergency

Response Plan”) which shall include response time and team members and submit the plan to the City for approval within thirty (30) days of Contract execution. These plans shall be reviewed annually at a minimum by the Contractor, and revised as necessary and shall include interaction and coordination with local enforcement agencies and other relevant agencies and jurisdictions. The plan shall include management of all systems and materials that may pose a threat to the safety of workers or adjacent properties. In the event of evacuation, the Chief Operator will report to the City’s designated

Emergency Operations Center or other location specified by the Executive Director of Public Services.

As part of the proposal, the Contractor shall include an approach to working with the City and other agencies during emergencies.

Upon the request of the City, the Contractor shall make additional personnel and equipment available in response to a storm, hurricane, or other natural disaster. The cost of providing the additional personnel shall be included as Additional Contract Services in accordance with the Personnel & Equipment Rate

Schedule.

REPORTING

TCEQ Compliance Reporting

The Contractor shall prepare and submit all required monthly compliance reports to the TCEQ. The

Contractor shall also prepare and submit any other operational or compliance report required by the

TCEQ, EPA or any other Local, State or Federal agency relating to the operation of the WWTPs, including

Type I reclaimed water authorization, Stormwater Pollution Prevention Plans, and other Facilities.

Monthly O&M Reports to the City

The Contractor shall submit to the City a monthly operations report before the 25th calendar day of each following month. The City requires electronic transmission of these Reports, in pdf format. This report shall include the following information for the previous month:

• Copy of Operations Log and TCEQ Operations report.

• Itemized list of all Basic Services & approved Additional Services

• Copies of Sludge and waste hauling & disposal manifests (maintain on-site)

• Copies of chemical invoices

• Preventive Maintenance activity reports

• Copies of all reports and correspondence received by or made by the Contractor to local, state and federal agencies on behalf of the City

• Copy of each TCEQ & EPA self-monitoring discharge and water reuse monthly effluent reports

• Metered flow data for each Facility

• Forecast of next month’s activities, including preventative maintenance

• Storm Water Pollution Prevention inspection forms

• Staff FTEs for the month

• Completed work order activity report of tasks, frequency and man-hour requirements

•…