Questions_ _Answers.docx

Questions & Answers -- A002

Question #1

Attachment 1, Page 2 – The RFP requires operation and maintenance of valves controlling diversion of flows to the City of San Diego. It is understood that no formal agreement between IBWC and the City currently exists for acceptance of IBWC flow into the City system. Exercising of these valves would require diversion of flow on a regular basis. How are diversions to be handled in such circumstances?

Answer #1

Vales can be exercised during periods when is no flow from Mexico.

Question #2

Attachment 1, Pages 6-7 - Key personnel experience and qualifications requirements in the current RFP as compared to the previous IBWC RFP issued in 2010 indicates a notable enhancement in minimum standards for several positions. Some existing staff members may not meet these increased standards. Can existing staff be grandfathered into these key positions?

Answer #2

Section C, Paragraph C.3.2.a.(2) shall be replaced by the following:

(2) The Contractor shall provide the following key personnel with the targeted qualifications outlined below:

· Plant Superintendent

Experience

A minimum of five (5) years combined experience in the management and operations of activated sludge with aeration tanks facilities with a minimum of three (3) years of experience as an on-site Grade V Plant Superintendent for activated sludge with aeration tanks facility of equal or greater size and complexity, or a minimum of five (5) years of experience as Operations Supervisor at the SBIWTP.

Qualifications

Bachelor's degree in a discipline related to the job duties or a combination of education and experience which would be expected to provide equivalent skills, and possession of a valid Grade V WWTP Operator Certification from the California State Water Resources Control Board (SWRCB) that has been in effect a minimum of three (3) years at the time the proposal is submitted in response to this requirement.

· Operations Supervisor

Experience

A minimum of five (5) years combined experience in the management and operations of activated sludge with aeration tanks facilities, with a minimum of three (3) years of experience as an on-site Grade IV Operations Supervisor for activated sludge with aeration tanks facility of equal or greater size and complexity, or a minimum of five (5) years of experience as shift supervisor at the SBIWTP.

Qualifications

Possession of a valid Grade V WWTP Operator Certification from the California SWRCB that has been in effect a minimum of one (1) year at the time the proposal is submitted in response to this requirement.

· Maintenance Supervisor

Experience

A minimum of five (5) years of experience in the maintenance and operations of activated sludge with aeration tanks equipment systems with a minimum of three (3) years of experience as an on-site Maintenance Supervisor for activated sludge with aeration tanks equipment systems.

Qualifications

Possession of a valid Grade III WWTP Operator Certification from the California SWRCB, or a valid Plant Maintenance Certification from the California Water Environment Association (CWEA) that is in effect at the time the proposal is submitted in response to this requirement.

· SCADA Systems Analyst

Experience

A minimum of five (5) years of experience in the maintenance and management of SCADA systems and components to include repair, installation and modification of all PLC, HMI, Telemetry, RCU and Communication hardware and Software. Testing, troubleshooting and patching of system component software or firmware, responding to and documenting IT Security incidents. Experience working with Windows server and PC operating systems, Active Directory, advanced network administration, client/server functions and characteristics. Performing system administration duties including setting up new users, modifying user/group profiles, applying access controls in a role based environment and monitoring and tuning server and system resources. Proficiency in client/server software packages, relational databases and back-up and contingency operations for 24/7/365 uptime applications. Ability to install cards, drives, tapes, memory peripheral equipment and software into stand-alone or network connected PCs and network components. Evaluate, install, test and implement new servers, server operating systems and application software packages in a virtual environment.

Qualifications

Bachelor’s degree in information systems, computer science or related field. Knowledge of a variety of computer platforms, networks, software applications relating to SCADA systems, advanced methods and techniques used in the installation testing, troubleshooting and maintenance of PLCs, servers, PCs and related equipment. Methods and techniques of SCADA systems database management and administration, advanced techniques used in maintaining information systems security, user support and IT System operational documentation.

· Shift Supervisor

Experience

A minimum of five (5) years of experience in the maintenance and operations of activated sludge with aeration tanks facilities with a minimum of three (3) years of experience as an on-site Grade III shift Supervisor for activated sludge with aeration tanks facilities of equal or greater size and complexity, or a minimum of three (3) years of experience at the SBIWTP.

Qualifications

Possession of a valid Grade IV WWTP Operator Certification from the California SWRCB that has been in effect a minimum of one (1) year at the time the proposal is submitted in response to this requirement.

Question #3

Attachment 1, Pages 6-8 – The RFP requires that key personnel possess three to five years experience equivalent to each IBWC job title as a pre-requisite for these positions. This requirement truncates promotional opportunities for contractor facility staff. Hypothetical example – A facility operator employed at the IWTP cannot obtain the required “three (3) years of experience as an on-site Grade IV shift Supervisor” regardless of the years worked at the IWTP or the license held. (1) Is the intent of this RFP requirement to preclude existing staff from qualifying for promotion to a Shift Supervisor position in this case? (2) Can there be an option to permit appropriate promotional opportunities within facility staff?

Answer #3

See answer to question 2 above.

Question #4

Attachment 1, Page 7 - The RFP requires that staff in the Shift Supervisor position must possess a valid California Grade IV operator certification. California Title 23, Division 3, Chapter 26 relating to operators certifications indicates that personnel working at facilities of the size and complexity of the IWTP need only have a California Grade III operator's certification. It is advantageous to IBWC to maximize the potential hiring pool of possible candidates for the Shift Supervisor position as well as offering project cost savings by requiring a minimum Grade III license for this position. Is this acceptable?

Answer #4

See answer to question 2 above.

Question #5

Attachment 1, Pages 8-9 – The RFP states that “The Plant Superintendent shall designate an Acting Plant Superintendent with the same skills and qualifications who is responsible in his/her absence, and who shall maintain the Plant Superintendent’s working schedule during such absence.” Will the Operations Supervisor be acceptable to IBWC in terms of skills and qualifications to meet this requirement when the Facility Superintendent is absent?

Answer #5

The operations supervisor can act as plant superintendent in absent of Plant Superintendent on temporary bases to include scheduled vacations, training, and short term illness, BUT not long term periods.

Question #6

Attachment 1, Page 9 – The RFP states “The working hours for each Contractor personnel shall not exceed ten (10) hours per day.” Do the 10 hours refer to straight time working hours or both straight and overtime working hours? Note that California Labor Law does not restrict a workday to 10 hours. Also note that facility operations and maintenance may require greater than 10 working hours per day to maintain ongoing critical activities. It is recommended that this requirement be deleted.

Answer #6

The 10 hours refer to straight and overtime working hours.

Question #7

Attachment 1, Page 12 – The RFP requires that material removed from the Canyon Collector Systems be disposed of within seven (7) calendar days of each cleaning event. In the past two years, IBWC has designated a temporary holding site for this material so that annual accumulations can be legally disposed of efficiently and at lowest cost. Will this practice be allowed to continue? Note that practical experience has shown that obtaining required disposal permits can take considerably longer than seven days.

Answer #7

The contractor shall comply with the PWS requirements.

Question #8

Attachment 1, Page 14 – Chemicals – Sodium hypochlorite is currently added to the facility non-potable water system to control algae growth. This chemical usage should be added to the minimum requirements. The contractor shall provide 0.8 mg/L of sodium hypochlorite for algae growth control at the non-potable water system. The non-potable water usage per day is about 1.1 million gallons.

Answer #8

Section C, Paragraph C.3.2.c.(5) shall be updated to include the 0.8 mg/L of sodium hypochlorite for algae growth. The following language will be added to the PWS: The contractor shall provide 0.8 mg/L of sodium hypochlorite for algae growth control at the non-potable water system. The non-potable water usage is about 1.1 million gallons per day.

Question #9

Attachment 1, Page 15 – The RFP states “The contractor maintenance crew at SBIWTP shall not be used to perform any work on the work outside of the scope of the O&M contract scope of work (Modifications).” (1) Under this restriction, if the proposer can provide the required work through use of staff overtime which is lower in cost than subcontractors, would use of project staff be acceptable? (2) Inherent in the execution of most contract modification projects, some maintenance crew orientation, coordination, and direction of subcontractor work is required. If so, how is the contractor to accomplish these necessary oversight tasks?

Answer #9

Item 1 is No., Item 2, the contractor staff can perform contract modification administration to include escorting, orientations, coordination, direction, inspection and oversight tasks.

Question #10

Attachment 1, Page 19 – The RFP states in part “The Contractor shall report to COR within two (2) hours Category 1 flow event specified in Section VI.C.2.d.i.a) of the NPDES Permit No. CA018928, Order No.R9-2014-0009.” It is recommended that this sentence be modified to read “The Contractor shall report to COR within two (2) hours of becoming aware of a Category 1 flow event specified in Section VI.C.2.d.i.a) of the NPDES Permit No. CA018928, Order No.R9-2014-0009.” The added text recognizes that spill and transboundary events are not currently monitored on a 24/7 basis.

Answer #10

Section C, paragraph C.3.2.g.(3) shall be replaced by the following:

(3) Spill and Transboundary Wastewater Flow Event: The Contractor shall report spills and transboundary wastewater flows in accordance with Section VI.C.2.d of the NPDES Permit No. CA018928, Order No.R9-2014-0009. The Contractor shall report to COR within two (2) hours of becoming aware of any Category 1 flow event specified in Section VI.C.2.d.i.a) of the NPDES Permit No. CA018928, Order No.R9-2014-0009. The contactor shall also notify by telephone the County of San Diego Health Department and the City of Imperial Beach within two (2) hours of discovery of Category 1 flow event.

Question #11

Attachment 1, Page 19 – The RFP states “Per SectionVI.C.2.a.iii.a), the Contractor shall conduct regular review and assessment of the Prevention/Response Plan to identify improvements and modify it as necessary to reduce, eliminate, and prevent the recurrence of spills and/or transboundary wastewater flows. The Contractor shall keep the Prevention/Response Plan in an up- to-date condition and shall amend the Prevention/Response Plan whenever there is a change (e.g., in the design, construction, operation, or maintenance of the Facilities) which materially affects the potential for spill and/or transboundary wastewater flow events; or which materially affects the response required for each event. The Contractor shall include any modifications as an amendment to the Prevention/Response Plan submittal in CIWQS within 30 calendar days of making the amendment.” The contractor cannot prevent transboundary flows or spills not involving contractor activities. It is requested that this requirement be limited accordingly.

Answer #11

The contractor is required to comply with requirements of Section C, Paragraph C.3.2.g.(5)

Question #12

Attachment 1, Page 20 – The RFP in part states “The contractor shall inform the CO of any deviation of the monthly submitted staff work schedule within twenty four (24) hours.” (1) Should this information be provided to the CO, COR, or both?; (2) Does this requirement apply to circumstances when a schedule change occurs due to staff outage due to sickness or solely to pre-planned scheduled outages?

Answer #12

Item1, the contractor shall inform the CO and COR. Item 2, the requirement apply to all circumstances when a schedule change occurs.

Question #13

Attachment 1, Pages 24-25 – (1) What due dates will be required for submittal of the Plans specified in Sections C.4.7 through C.4.10?; (2) Can outlines be provided for the topics to be addressed in each of these plans?

Answer #13

Item (1); Section C, paragraph C.4.7 emergency Preparedness program and Section C, paragraph C.4.8 Hazardous Materials Management and Communications plan shall be submitted in phase one Workplan. Phase One work plan shall be delivered to the Contracting Officer's Representative (COR) within fourteen (14) calendar days of the date of award per Section C, Paragraph C.3.1.a.(3). Section C, Paragraph C.4.9 Continuity of Operations Plan (COOP) and Section C, Paragraph C.4.10 Security Risk Assessment Document shall be submitted in Phase Two Workplan. Phase Two Workplan shall be delivered to the COR within ninety (90) calendar days of the date of award per Section C, Paragraph C.3.1.a (3). Item (2) standard Outlines/templates and topics typically used for each plan can be utilized. These plans need to be site specific.

Question # 14

Attachment 1, Page 27 – The RFP states “The facility superintendent will also make sure that no new personnel are permitted to physically begin work at the SBIWTP prior to the favorable adjudication of their background investigation and/or fingerprint check. Any personnel found to be physically working at the SBIWTP and has not received a favorable adjudication of their background investigation and/or fingerprint check shall be removed immediately upon notification from the USIBWC Security Office.” Typically, the IBWC security checks for new personnel have taken several months to complete. This RFP requirement appears to be in conflict with statements in RFP Attachment 1, Page 9 which in part states “If within thirty (30) calendar days of notification the Contractor has failed to provide additional staff or perform necessary work, the Contracting Officer may seek for the work to be done by a third party. The cost of said work shall be the responsibility of the Contractor, and shall be deducted from each monthly payment of the contract amount.” Please provide clarification regarding the time frame for replacing departed staff.

Answer #14

A typical background investigation can span from 30 to 90 calendar days. The contractor shall provide sufficient staffing levels at all times per the Staffing and Recruitment Plan as required in Section C, Paragraph C.3.1.a.(1). As part of the Plan the Contractor shall be able to demonstrate how they will respond to this requirement.

Section C, Paragraph C.4.14(i) of the PWS was updated revising the timeframe for providing the necessary online background investigation information (e-QIP) and fingerprint card to the USIBWC Security Office from ten (10) calendar days to two (2) calendar days.

Question #15

Attachment 1, Page 27 – The RFP states “Language similar to this Security section shall be included in any subcontracts which require subcontractor personnel to have access to an information system, access to sensitive data, regular or prolonged access to an USIBWC-controlled facility, or any combination of these three.” (1) Is the intent of this requirement that all subcontractors engaged to perform work which could involve access to information systems, access to sensitive data, regular or prolonged access to an USIBWC-controlled facility will require an IBWC security screen prior to commencement of on-site work? (2) If not, can specific language be provided for inclusion in applicable subcontracting agreements?

Answer #15

If the subcontractor is going to work at the facility for more than 180 days, they will be required to undergo the same investigation requirements as the prime contractor employees. If they are going to be intermittent or less than 180 days, they will have to be constantly escorted. However, in the case of accessing the USIBWC SCADA system/network, No. An intermittent employee working less that the 180 days without the full security screening will not be allowed access to the SCADA system/network or access controlled areas that house SCADA system components. The SCADA system is rated as a High benchmark system and access to it will require an USIBWC issued PIV card be issued prior to being allowed to access that system. The contractor will have discretion to allow an employee of this same criteria to access the contractor run Admin System/Network. That system is no longer the responsibility of the USIBWC and we cannot impose this access standard to that System. The Contractor shall be responsible for drafting appropriate language for inclusion into subcontracting agreements that is in line with the PWS.

Question #16

Attachment 1, Page 27 – The RFP states “The contractor shall ensure that any subcontractors or personnel who may be performing work at the SBIWTP for a temporary period of time are escorted at all times while on the property.” (1) Will this requirement apply to routine subcontractor services (examples – janitorial services, routine maintenance services, chemical deliveries, etc.); (2) Will the contractor be required to provide a continuous observation of subcontractors for the entire period the subcontractor is on-site at the SBIWTP?; (3) Are there specific qualification requirements for the escorts to be provided?

Answer #16

Yes, they must be escorted while at the facility. The only requirement is that they are escorted by contractor personnel at the site. They should never be allowed to access any building, structure, restricted area, etc… without an escort.

Question #17

Can you please clarify and provide the daily dosage of chemicals used for Ferric Chloride, Anionic Polymer, Quicklime Dosage, Cationic Polymer (BFP) and Cationic Polymer (DAF)?

Answer #17

Contractor shall bid this solicitation based on the chemical dosages per Section C, Paragraph C.3.2.C.(5).

Question #18

Is there any onsite space or equipment provided by the government to perform onsite quality control analyses?

Answer #18

There is a space that is currently used by the existing contractor to perform onsite quality control. The contractor shall provide required lab supplies, lab equipment and all required items to perform onsite quality control and analyses per Section C, Paragraphs C.3.2.(7) and C.3.2.(8).

Question #19

Can you please provide the last 12 months of DMR Reports including analytical data?

Answer #19

The requested information is available for review at the International Boundary and Water Commission, San Diego Field Office, 2225 Dairy Mart Road, San Diego, California. All prospective Offerors may contact Mr. Steve Smullen at (619) 662-7600 to make arrangements to review the documents.

Question #20

How will the government account for pre-existing conditions such as repairs and maintenance tasks not completed by the previous contractor and will the new contractor be reimbursed by the government for these items should they have to complete?

Answer #20

The contractor shall not be responsible for pre-existing conditions such as repairs and maintenance tasks not completed by the previous contractor.

Question #21

Currently how many personnel are onsite during day shift on the weekends for operations and maintenance?

Answer #21

Minimal contractor staffing of two operators (at least one is grade III) available on day shift on the weekends. The maintenance personnel are available on as needed bases.

Question #22

Will all items on the equipment inventory list as provided in attachment 10 remain onsite with the exception of the items identified as Veolia owned?

Answer #22

Yes.

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