ITB025839_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: REMOVAL AND DISPOSAL OF BIOSOLIDS FOR SOUTHEASTERN

CORRECTIONAL INSTITUTION

CONTRACT No.: ITB025839

CONTRACT ID: 25839

EFFECTIVE DATES: 09/22/2025 to 06/30/2028

SUPPLIER: AFFORDABLE SEPTIC SERVICE LLC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC#0000032028. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL.

This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed twenty-four (24) months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Rehabilitation and Correction, sites listed herein, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE: The Ohio Department of Administrative Services, Office of Procurement Services, on behalf of the Ohio Department of Rehabilitation and Correction (DRC), is seeking bids from qualified Contractors to load, remove, haul, and dispose of the biosolids generated at the Wastewater Treatment Plants (WWTP) of the institutions listed herein

1.1.1 PROJECT LOCATIONS

1.1.1.1 The Southeastern Correctional Institution (SCI) WWTP is located at 5900 B.I.S. Rd., Lancaster, OH, 43130 (Fairfield County). The treatment plant is accessible from Christmas Rock Rd. and is not inside the security fence surrounding SCI.

1.1.2 EXISTING SITE CONDITIONS

1.1.2.1 The existing site plan of the SCI WWTP has two sludge holding tanks with a combined capacity of 200,000 gallons. The digester tank site and location can be viewed as part of a site visit. Filling of biosolids transport vehicle(s) will be on a concrete pad with a drain located at the end of the sludge spill containment area. The Contractor shall take all precautions necessary to prevent the spillage of any untreated or treated sludge, chemicals or any lubricants and fuels during operations. The SCI WWTP Manager, or an authorized representative, shall have the authority to order the Contractor to cease operations, if an accidental sludge, chemical, fuel, or lubricant spill occurs, requiring immediate attention to eliminate the problem.

1.1.2.2 In the event of a spill of any type, it is the responsibility of the Contractor to report the incident to affected site contact, the local Health Department, the State Health Department, and the Ohio Environmental Protection Agency (OEPA). The Contractor will assume total responsibility for all costs associated with the cleanup and labor required for any spillage incident.

1.1.2.3 The Contractor must provide hauling operations that do not create a dust problem, or during wet conditions, do not create an unsightly or dangerous condition of mud on the roads, particularly any asphalt portion of the access roads.

1.1.2.3.1The Contractor will be responsible to clean accumulations of mud from the asphalt roadway upon request from WWTP personnel.

1.1.2.3.2All cleaning of the roadway and/or cleaning of the Contractor’s equipment must be done in compliance with Ohio EPA Groundwater Regulations.

1.1.3 EXISTING SLUDGE STORAGE FACILITIES

1.1.3.1 SCI currently has two (2) sludge holding tanks. The sludge holding tanks site and location can be viewed as part of a site visit. Listed below is the description and size of the two sludge holding tanks.

1.1.3.1.1Two sludge holding tanks with a capacity of 100,000 gallons each.

1.1.3.1.2Biosolids will be removed via a 4” line

1.2 SLUDGE VOLUME PRODUCTION

1.2.1 SCI estimated sludge disposal is 400,000 gallons annually with an average percentage of solids of 1.54%.

1.3 INSTITUTIONAL RESPONSIBILITIES

1.3.1 Agency will provide a Notice of Necessary Information statement, upon request, to validate the non-toxic nature of the biosolid waste.

1.3.2 Agency will provide water service in close proximity to the pickup site.

1.3.3 Agency will provide sludge characteristics monitoring as required by NPDES permit for;

Ammonia, TKN, Phosphorus, NO2, NO3, PH, Arsenic, Cadmium, Copper, Lead, Nickel, Zinc, Selenium, Mercury, Molybdenum, % Total Solids, % Volatile Solids, Fecal Coliform, and Dioxin (If Required). Sludge characteristics monitoring requirements varies with disposal methods.

1.4 CONTRACTOR GENERAL RESPONSIBILITIES

1.4.1 It shall be the responsibility of the Contractor to provide any and all labor, equipment, materials, and other resources necessary to perform all work as required, except as otherwise indicated in these specifications. Prior to beginning operations, the Contractor shall comply with all rules and be responsible for obtaining all applicable permits for biosolid land application as described in Ohio’s Sewage Sludge Rules (OAC § 3745.40).

1.4.2 Under Contract operations, the Contractor will decide whether to subsurface inject, belt press and land apply, or landfill biosolids. The biosolids that will be subsurface injected, or land applied on property obtained by the Contractor and authorized by the Ohio EPA. The Contractor will be required to either temporarily store the biosolids off-site or landfill the biosolids, if weather conditions prevent land application longer than the existing seven (7) month maximum storage time of the plant.

1.4.3 Under Contract Operations, the Contractor will decided whether to land apply or landfill biosolids.

The biosolids that will be subsurface injected, or land applied on property obtained by the Contractor and authorized by the Ohio EPA. The Contractor will be required to either temporarily store the biosolids off-site or landfill the biosolids, if weather conditions prevent land application longer than the existing seven (7) month maximum storage time of the plant.

1.4.4 The Contractor shall keep and maintain records which will enable the DRC, as well as the Contractor, to ascertain and determine clearly and accurately the total volume of all biosolids removed from the wastewater treatment plant, application rates and volumes applied per site.

The method of record keeping shall be proposed by the Contractor and subject to DRC approval.

Records shall conform to those required under Federal, State, and local regulations relating to biosolids.

1.4.5 It shall be the responsibility of the Contractor to obtain sludge characteristics required beyond those provided by the Agency. The Contractor will maintain records of and provide the Agency with copies of those records for any sludge characteristic monitored by the Contractor.

1.5 CONTRACTOR SPECIFIC RESPONSIBILITIES

1.5.1 SCHEDULE FOR TREATMENT AND DISPOSAL

1.5.1.1 The Contractor shall be prepared to remove, treat, load, and dispose of biosolids from the

SCI Wastewater Treatment Plant bi-annually.

1.5.1.2 Removal periods shall occur within ten (10) consecutive business days, weather permitting, until all biosolids are removed.

1.5.1.3 Contractor must provide the agency with a three (3) day notice of intent to be on the property to obtain any necessary site specific approval as required.

1.5.2 The Contractor shall be licensed by each county health department in the County in which the work is to be performed and other counties as required to handle, remove, haul, store, and dispose of biosolids from wastewater treatment plant operations in complete conformance with all local, county, State and Federal regulations concerning the loading, hauling, storage, injecting, surface applying and disposal of the biosolids meeting 40CFR503 Federal Regulations for Class B sludge and OAC § 3745.40.

1.5.3 MEASUREMENT AND PAYMENT

1.5.3.1 During the removal of biosolids, the Contractor shall use a flow meter calibrated to U.S. gallons, or the manufacturer’s listed tank capacity in U.S. gallons of the transfer vehicle.

The Contractor will be paid on the unit price bid per gallon of biosolids removed, treated, hauled, and disposed of offsite, as listed in the bid. The price bid shall be based on an estimated quantity of biosolids to be disposed of. The percent solids concentration will vary;

however, solids concentrations from 1.5% to 3.0% are anticipated.

1.5.4 Awarded Contractor shall be responsible for obtaining approved sites for all land applications and for obtaining DRC treatment plant manager approval prior to any land application.

http://codes.ohio.gov/oac/3745-40 https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title40/40cfr503_main_02.tpl https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title40/40cfr503_main_02.tpl http://codes.ohio.gov/oac/3745-40

2 STANDARD TERMS AND CONDITIONS State of Ohio Standard Terms and Conditions (revised 03/01/24) will apply to this Contract

3 CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1. ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2. DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.3 FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc.

Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.4 FIXED-PRICE WITH LANDFILL COST ADJUSTMENT During the life of an awarded contract, changes may occur in state or local rates assessed to landfills that may affect the landfill dumping rates charged to the Contractor. In such cases, the Contractor, upon thirty (30) days prior written notice, may petition DAS to increase the contract price(s) by the exact amount of the increase in landfill dumping rates. The Contractor must submit documentary evidence to fully support the claim to DAS prior to making any price adjustment to their contract price(s). If DAS approves the increase, the increase will become effective for the remaining life of the awarded contract. Approval of said increase is subject to the sole discretion of the DAS. No petitions for increase will be considered for landfill dumping fee increases assessed prior to the effective date of the contract https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

3.5. TEMPORARY FUEL ADJUSTMENT

No request for a temporary fuel adjustment may be requested for the first six (6) months duration of the Contract. Thereafter, should a statewide or national increase in the cost of fuel occur, that is greater than 20% of the cost for fuel in place at the time of Contract award, the Contractor may petition DAS to increase the Contract price(s). The Contractor will be required to provide a cost breakdown of each item to indicate the portion of their product that is attributed to fuel. If approved, the Contractor will be permitted to adjust the price(s) by the exact amount of the fuel increase. The increase will be effective seven (7) calendar days after approval. Future requests for fuel cost adjustment will be considered in six (6) month intervals, for the duration of the Contract, under the above conditions. Should a statewide or national decrease in the cost of fuel occur, that is greater than 20% of the cost of fuel at the time of Contract award or approved increase, the Contractor will advise Procurement Services of said decrease and the Contract will be adjusted accordingly. Said decrease will become effected seven (7) calendar days after notification. Failure of the Contractor to notify Procurement Services of a decrease will be considered as a default and the Contractor will be responsible to reimburse the state for any overpayments. Said increases or decreases will be effective on all orders placed on or after the approval date of the adjustment.

3.6. AUTOMOBILE LIABILITY INSURANCE

Automobile Liability insurance, including the ISO CA 99 48 03 06 Pollution Liability – Broadened Coverage for Covered Autos endorsement. Coverage shall apply to owned, hired and non-owned vehicles with a limit no less than $2,000,000 per accident for bodily injury and property damage.

3.7. POLLUTION LEGAL LIABILITY INSURANCE

Pollution Legal Liability insurance for first and third party claims, on and off-site, including non-owned waste disposal sites and transportation and disposal of waste, with a limit of no less than $2,000,000 per occurrence. If the General Liability and Pollution Liability are written in a single policy with a shared limit, the minimum limit shall be $2,000,000 per occurrence.

4. INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5. SPECIAL INSTRUCTIONS TO BIDDERS

5.1. DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so.

Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.2. BIDDER QUALIFICATIONS AND SUBMITTALS

As part of their Bid submittal, each Bidder should provide with their Bid. . If not provided as part of the bid response, the Bidder must provide said submittals within five (5) calendar days after request/notification by the Office of Procurement Services to do so:

5.2.1. The Bidder should provide a list of clients that it has served in Ohio over the last five (5) years along with the names of contact persons and their telephone numbers. The Bidder should indicate volume handled per client, as either liquid gallons or dry tons, both per treatment/disposal service and annual volume per client. This list should also indicate the Bidder’s capability and experience in both land application and landfill disposal of biosolids.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.2.2. Bidders should submit, with their Bids, written documentation of spill control procedures in accordance with all Federal, State, and local rules and regulations.

5.2.3. Bidders should submit, with their Bids, written documentation of sufficient and proper personnel and equipment to load, pickup, transport, and dispose of all biosolids collected from the site(s) facility.

5.3. STATEMENT OF COMPLIANCE

Bidders should also include a statement of understanding and compliance with current revisions of all applicable rules and regulations for the handling, transportation, storage and disposal of biosolids as ordered by the Federal, State, and local health, transportation, and environmental protection authorities.

This includes, but is not limited to, rules and regulations generated by the Occupational Safety and Health Administration (OSHA), Federal and State of Ohio Environmental Protection Agency(s) (EPA), Federal and State of Ohio Department(s) of Health (DOH), Federal and State of Ohio Department(s) of Transportation (DOT), Federal and State of Ohio Department(s) of Agriculture (DOA), the Code of Federal Regulations, the Ohio Revised Code, the Ohio Administrative Code, and/or rules and regulations from any other source recognized as a regulatory authority for the treatment, pickup/collection, transport, and disposal of such biosolids. CFR 40CFR503 and ORC 3745-40.

5.4. SITE VISIT

A non-mandatory site visit will be held on 7/16/2025 at Southeastern Correctional Institution Wastewater Treatment Plant, 5900 B.I.S. Road, Lancaster, Ohio 43130 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 10:00 AM EST, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened.

Please contact Kirk Davis by 7/15/2025 at Kirkland.davis@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility. If no requests are made to enter the facility, the site visit will be cancelled.

5.5. EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will: Multiply the estimated annual usage by the unit price submitted to arrive at the estimated total cost. Failure to bid all items may result in the bidder being deemed not responsive.

5.6. CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.