LABORATORY_ANALYTICAL_SERVICES.pdf

INVITATION TO BID

24/25-19

LABORATORY ANALYTICAL SERVICES

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: September 25, 2024

DEADLINE FOR QUESTIONS: October 2, 2024

RESPONSE DEADLINE: October 8, 2024, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

24/25-19

LABORATORY ANALYTICAL SERVICES

I. Introduction II. Instructions to Bidders

III. Insurance and Indemnification Requirements IV. Standard Instructions for Supplies, Materials & Equipment V. Project Details

VI. Living Wage Ordinance VII. Vendor Submissions

VIII. Pricing Table

Attachments:

B - 20240916_Laboratory_Analytical_Services_Attachments

C - REFERENCES

D - 20031202_Manchester LF Groundwater Discharge Permit

T - Manchester Living Wage Certification

Invitation To Bid #24/25-19 Title: LABORATORY ANALYTICAL SERVICES

1. Introduction

1.1. Summary

The Town of Manchester is seeking an analytical laboratory to provide testing and reporting services to support monitoring efforts associated with the Manchester Sanitary Landfill, Department of Public

Works, Highway Fleet Garage, Police Department Garage, MS4 system, and other Town projects, operations, and facilities. The selected laboratory shall be certified by the Connecticut Department of

Public Health (DPH) Environmental Laboratory Certification Program for the requested analyses. The laboratory shall be able to provide standard organic and inorganic parameter analyses on water and solid samples.

The Town may also request analyses of emerging contaminants, such as PFAS / PFOS." The laboratory may subcontract certain tests from another DPH-certified laboratory if prior notice is provided to and an approval is granted by the Town.

1.2. Background

The Manchester Sanitary Landfill is regulated under DEEP Solid Waste and Groundwater Discharge

Permits; these meet the requirements of the RCRA Subtitle D regulations of the United States

Environmental Protection Agency as administered by Connecticut DEEP. The quarterly water quality testing requirements, methods of analysis, and quantification limits are as specified in these permits.

The current landfill water quality monitoring program includes seventeen groundwater samples, nine surface water samples, leachate seep samples (as sampled), and QA/QC samples. This sampling occurs quarterly in January, April, July, and October.

The Manchester Sanitary Landfill, Highway/Fleet Garage, and Police Department Garage are regulated under the industrial stormwater general permit.

The Town is subject to the DEEP General Permit for the Discharge of Stormwater from Small Municipal

Separate Storm Sewer Systems (MS4).

Other Town projects, operations, and facilities may be subject to additional testing requirements. The

Town may request additional analyses on an on-call basis.

1.3. Contact Information

Project Contact:

Scott Atkin

Environmental Services Manager

321 Olcott Street

Manchester, CT 06040

Email: satkin@manchesterct.gov

Phone: (860) 647-5294 mailto:satkin@manchesterct.gov tel:(860)647-5294

Procurement Contact:

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Sanitation

Department Head:

Tim Bockus

Director

1.4. Timeline

Release Project Date September 25, 2024

Question Submission Deadline October 2, 2024, 4:30pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Bid Opening Date and Time October 8, 2024, 11:00am

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2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Tuesday, October 8, 2024

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Insurance and Indemnification Requirements

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the Purchasing Division. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident,

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

•If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

•Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence.

Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services.

The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate. This insurance requirement applies when a contractor will be performing environmental clean-up work

(decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

Version 4.2.2024

4. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. Project Details

5.1. Scope of Work or Project Details

The laboratory will perform analyses for the landfill’s quarterly water quality monitoring program, which includes groundwater, surface water, leachate, and stormwater samples; stormwater testing under the

Department of Energy & Environmental Protection (DEEP) industrial stormwater discharge general permit (or future equivalent); possible stormwater testing under the DEEP’s MS4 stormwater general permit; and solids/soils testing on wastes being characterized for possible disposal or reuse at the landfill. The laboratory will also provide on-call analytical testing services.

Sample collection is not included in the requested scope of services. Samples will be collected by Town personnel or by consultants / contractors employed by the Town.

All pricing shall include delivery of sample containers, preservatives, paperwork, etc. and retrieval of samples either to/from the Town or their selected consultants (within 30 miles of Manchester Town

Hall) by the analytical laboratory.

5.2. Program Descriptions

Landfill Quarterly Monitoring Program

Seventeen (17) groundwater samples, nine (9) surface water samples, and QA/QC samples require analysis in accordance with the landfill's solid waste and groundwater discharge permits. Additionally, one to four (typ.)

leachate seep samples are collected, as identified in the field, for analysis. These samples are collected by a consultant under separate contract with the Town. Sampling and analysis occur quarterly in January, April, July, and October. A list of the current water quality monitoring parameters is attached. Groundwater samples are tested for volatile organic compounds (VOCs) twice per year. Surface water samples are not tested for VOCs. Leachate seep samples are tested for VOCs quarterly.

Landfill Gas (LFG) Condensate Monitoring

Currently, one LFG condensate sample is collected quarterly in accordance with the requirements of the

Hockanum River Water Pollution Control Facility and the DEEP's General Permit for Discharges from

Miscellaneous Industrial Users (MIU GP). A list of the current LFG condensate monitoring parameters is attached. The list of sampling parameters and the frequency is subject to change in the future.

Industrial Stormwater Monitoring

The Manchester Landfill, Highway/Fleet Garage, and Police Department Garage are subject to the current stormwater monitoring requirements of the DEEP’s industrial stormwater general permit. There are six monitoring points at the Landfill, two at the Highway/Fleet Garage, and one at the Police Department

Garage. Monitoring requirements will vary throughout the duration of this contract based on analytical results and future modifications to the industrial stormwater general permit. The sampling schedule will vary as it is weather-dependent. The current quantity, parameters, sample analysis methods, and required detection / quantification limits are attached.

On-Call Testing

Any MS4 stormwater, waste characterization, or other project / operational sample analyses would be on an on-call basis.

Program Changes

All sampling and analysis programs are subject to modifications in parameters and/or number of samples as may be required by regulatory agencies. The Town of Manchester will attempt to inform the laboratory of any significant changes as soon as possible. The laboratory is to immediately inform the Town of Manchester should these changes effect the level of service or fees.

5.3. Laboratory Certification

The selected laboratory shall be certified by the Connecticut Department of Public Health to perform the requested analyses and shall maintain this certification throughout the duration of this contract.

A copy of the current certification and associated documents shall be included with this submittal for this request.

DPH certification and list of approved parameters will be evaluated.

5.4. Sample Containers

The laboratory shall provide sampling containers, preservatives, coolers, labels, chains-of-custody forms, trip blanks, and deionized water to prepare field blanks necessary for the requested analyses. Containers shall be delivered by the laboratory to the Town department, if the Town is collecting the samples, and to the sampling consultant's office, if they are collecting the samples and their office is located within 30 miles of

Manchester Town Hall.

Containers for the landfill quarterly water quality monitoring program shall be prepared and delivered to the sampling consultant's office at least one week before the scheduled monitoring event. Containers shall be provided within a sufficient time frame to the sampling contractor to allow the testing program to continue on a timely basis.

5.5. Sample Collection and Retrieval

Samples will be collected by Town personnel or by a consultant under contract with the Town. Schedule coordination between the samplers and the laboratory is key to ensuring that laboratory analyses are conducted in a timely manner. It is the policy of the Town of Manchester to ensure that samples are received at a laboratory as soon as possible after collection and that the chain-of-custody is kept to a minimum.

Samples shall be retrieved by the laboratory from the Town department or from the consultant's office, if located within 30 miles of Manchester Town Hall, on the the day of sampling or the morning following sampling.

The laboratory shall ensure that all hold times are met. The laboratory shall notify the Town of Manchester and the consultant, if applicable, of any samples that exceed their holding times as a result of the laboratory’s performance. The Town of Manchester reserves the right to resample if holding times are exceeded due to the laboratory’s performance; this shall be done at the laboratory’s expense and the laboratory may be held to the to turnaround time based on original sample submittal.

5.6. Analytical Methods and Quantification Limits

In general, the Town's monitoring programs fall under standard DEEP and EPA permits and programs, and are subject to standard requirements. The solid waste and groundwater discharge permits require specific methods and quantification limits per 40 CFR Part 136.5. The analytical laboratory shall meet these regulatory requirements. Analytical results shall be reported to the maximum level of accuracy and precision called for in these regulations and by the laboratory test method.

Required parameters and detection limits for parameters in the water quality monitoring program and in the

LFG condensate sampling program are attached. The specified detection limits represent the concentration at which quantification must be achieved and verified during the chemical analyses for these compounds. Analyses for these compounds shall include calibration points at least as low as the specified minimum level.

Failure to achieve minimum quantification limits shall require re-analysis within thirty (30) days of the original sampling event. The cost of resampling, analysis, and the written explanation shall be borne by the laboratory.

5.7. Subcontracting

The laboratory shall inform the Town of Manchester of any analysis that it intends to subcontract services. The Town of Manchester reserves the right to refuse the services of a subcontracted laboratory.

Turnaround time specified in this Bid will not be varied whether or not subcontractors are utilized.

5.8. Quality Assurance / Quality Control (QA/QC) Samples

For the landfill water quality monitoring program, the laboratory shall provide containers for one blind surface water duplicate sample, one blind groundwater duplicate sample, one equipment (field) blank, and trip blanks for each quarterly event. One trip blank shall be provided for each day of sampling during the quarterly monitoring; trip blanks shall be analyzed for VOCs only. These QA/QC samples shall be analyzed at no charge.

For any other sampling, QA/QC samples will be paid for at the contracted unit prices.

5.9. Laboratory Reports / Deliverables

Laboratory analytical reports shall be submitted to the Town of Manchester and the sampling contractor within the agreed upon schedules. These reports shall include the following minimum information:

• Project identification/location

• Sample results

• Units

• Detection limits

• Quantification limits

• Chain-of-custody forms

• Date sample received

• Date sample submitted

• Date sample extracted

• Date sample analyzed

• Laboratory control sample results (method blanks, sample duplicates – minimum one duplicate per

20 samples or event)

• Electronic (Microsoft Excel) version of analytical results in spreadsheet format

• Electronic (PDF) version of analytical laboratory report, including signatures

5.10. Laboratory Turnaround / Reporting Deadlines

The laboratory shall complete all analysis and reporting within fourteen (14) calendar days of the sampling event. All bidders should be confident that they can meet this requirement: the Town will not accept bids from laboratories that cannot meet this requirement.

In the event that additional time will be needed to complete the analysis and reporting, the laboratory will notify the Town and its consultant within two days of sampling and request approval for an extended turnaround time.

For each business day that the agreed upon reporting schedule is not met, the laboratory shall pay a ten percent (10%) penalty on the analytical fees.

The Town may request expedited turnaround times for some samples. Bidders shall submit fee markups for expedited turnaround, including 24 hour, 48 hour, 72 hour, and one week time periods.

5.11. Sample Disposal

The laboratory shall hold any remaining sample for 45 days after reporting for archival or re-analysis purposes.

For the standard water quality monitoring programs (landfill groundwater, landfill surface water, landfill leachate seep, LFG condensate, and all stormwater samples), the laboratory shall dispose of these samples at no charge.

For any other sampling, sample disposal will be paid for at the contracted unit prices.

5.12. Quality of Bid Response

Bids shall include the completed attached Bid Form for water quality and the necessary supplemental and background information listed below. All respondents are encouraged to provide information regarding any additional services that may be provided which are not specific requirements of this bid document. Bidders shall submit the following information:

• Confirmation of ability to meet the required schedule for analyses and reporting

• Copy of Connecticut Department of Public Health Laboratory Certification(s)

• Sample unit pricing, test methods, and detection limits for landfill groundwater, surface water, leachate seep, LFG condensate, and stormwater samples for the periods from October 2024 through June 2026 and from July 2026 through September 2027.

• Unit pricing, test methods, and detection limits for potential additional analyses for the periods from October 2024 through June 2026 and from July 2026 through September 2027.

• PFAS/PFOS tests, parameters, detection limits, and unit prices for the periods from October

2024 through June 2026 and from July 2026 through September 2027

• Notice if PFAS/PFOS testing will be performed internally or via a subcontractors

• Three references (minimum) for similar services, preferably from other municipalities with landfill sites

• A brief description of laboratory QA/QC procedures and protocols

• Confirmation of ability to meet all insurance requirements and submit the Manchester Living

Wage Certification

Upon request from the Town, Bidders shall be prepared to submit the following information: detailed

Quality Assurance Program Plan, list of analytical instrumentation, proficiency scores (EPA WP) for previous 24 months, and hours available to receive samples (if delivered by Town or consultants).

Overall, a laboratory will be selected to provide the services requested based on their capability to provide the required services in a timely manner and at a reasonable cost. Consideration will be given as to: results of past performance evaluations, personnel, facilities, instrumentation, methodology, QA/QC plan and protocols, guaranteed turnaround time, and costs.

For this specific item, the overall quality and completeness of the proposal package will be evaluated.

5.13. Laboratory Facilities and QA/QC Procedures

Capabilities of key personnel and instrumentation as well as the description of standard laboratory

QA/QC procedures and protocols will be evaluated.

5.14. Pricing

Bidders shall provide unit pricing for landfill groundwater, surface water, leachate seep, LFG condensate, and stormwater samples.

Bidders shall also provide a full price list and the approved detection limits for all soil, solids, liquids, air, and hazardous building materials analyses that they are approved to conduct. Bidders shall provide pricing for analyses conducted between October 2024 and June 2026 and another set of pricing for analyses conducted between July 2026 and October 2027. Pricing shall include unit prices for dissolved metal filtering, sample extractions (as needed), and sample disposal.

Pricing shall also include unit prices for quarterly, semi-annual, and annual stormwater parameters required at landfills, transfer stations, maintenance garages, and salt storage facilities.

Bidders shall provide a list of PFAS/PFOS tests that they can conduct internally or through a subcontractor, the parameters included in the tests, the associated detection limits and reporting times, and the pricing.

During the term of this contract, it may be necessary to add analytical parameters, change test methods, or change detection limits. The unit prices for these changes may be negotiated and added to the contract.

Pricing for specific sample analyses and unit pricing will be evaluated.

5.15. Payment Terms

Invoices submitted for payment shall include the following information:

• Analysis performed

• Date of sample receipt

• Cost per sample of analysis performed

• Number of samples for each analysis

• Date of reporting

• Purchase order number

• Town Department

Invoices shall be submitted to the Town of Manchester.

Invoices associated with the landfill water quality monitoring program and stormwater samples shall be submitted directly to the Sanitation Division Environmental Services Manager and a copy shall be sent to the sampling consultant, if applicable.

5.16. Contract Term and Potential Extensions

The initial term for this contract shall be three years, from October 2024 through September 2027.

Bidders shall provide pricing for analyses conducted between October 2024 and June 2026 and another set of pricing for analyses conducted between July 2026 and September 2027.

Upon mutual agreement of the Town and the laboratory, pricing may be negotiated to extend this contract for two additional one-year periods.

5.17. Contract Termination

The Town may terminate this contract if the laboratory is consistently not meeting its requirements, particularly with regards to QA/QC quality and precision, schedule and coordination, and test methods. The

Town shall provide the laboratory with fourteen days written notice.

The laboratory may terminate this contract with sixty days advanced written notice.

6. Living Wage Ordinance

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $17.25 per hour for employees that are provided comprehensive health care benefits, or $25.46 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the Town Manager. The

Town Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.gov on the left side of the page. Click on Document Center, scroll to Purchasing and click on Living Wage Ordinance.

7. Vendor Submissions

7.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

7.2. Addenda *

This bid and any addenda will…