Marion Pump Maintenance Technical Specifications rev1 ARFQ DEP1900000059.pdf

REQUEST FOR QUOTATION

Marion County Landfill - Lift Station Maintenance

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Environmental Protection is soliciting bids to establish a contract to provide all equipment, materials, and labor to inspect and maintenance the leachate stations at the Marion County Landfill.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means inspection and service the leachate stations at the Marion County Landfill as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

2.4 “LCAP” means Landfill Closure Assistance Program.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Minimum Qualifications

Class 1 or 2 Certified Waste Water Plant Operator

OR

Certified Electrician

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 This contract shall provide for all labor, materials, transportation, tools, equipment, supplies, and incidentals to inspect and service two (2) landfill leachate stations and all related systems at the Marion County Landfill near Farmington off Route 218. One lift station is located at the bottom of the hill and the other is located 1/2 way up the hill. The successful bidder shall conduct the following services on all lift stations:

4.1.1.1 Inspect all lift stations month and check for problems or needed maintenance. Complete an inspection record and report any problems or needed maintenance immediately to the Project Manager. (To be paid monthly)

4.1.1.2 Upon award of the contract, the successful bidder shall clean out all lift stations removing all debris, grease, and sediments. All debris is to be disposed of properly and legally. This is to be repeated every four (4) months after the first cleaning. (To be paid three times per year)

4.1.1.3 Upon award of the contract, the pumps shall be pulled, checked, and inspected. After the first inspection, this shall be done every three (3) months. (To be paid four times per year)

4.1.1.4 Oil shall be checked each time pumps are inspected. Oil shall be changed once per year. Successful bidder shall provide all oil and supplies. Please note some pumps are factory sealed and the oil cannot be checked or changed. (To be paid once per year)

4.1.1.5 For emergency response purposes, vendor shall be on call 24 hours a day 7 days a week and within a two (2) hour drive of the site.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Complete the Pricing Page by multiplying the estimated quantity by the unit price. Add your line item totals to determine the total amount of your bid.

Vendor should complete the Pricing Page in full, as failure to complete in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page through wvOASIS. If available, or as an electronic document. Vendor can download the electronic copy of the Pricing Page from the wvOASIS Vendor Self-Service (VSS) website. If responding with a paper bid, Vendors should download and/or print the assembled ARFQ document (with the highest version number) from wvOASIS and insert their unit price and extended cost for each line item.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by the Agency.

7. PAYMENT: Agency shall pay flat fee per task, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7.1 Invoicing: Invoices are to be submitted upon completion of each event or a combination of two or more events. Invoices must be submitted to the regional office listed below.

West Virginia Department of Environmental Protection

Division of Land Restoration, LCAP

601 57th Street S.E.

Charleston, WV 25304

Attn: Catherine Guynn, LCAP Program Manager

O r

By email at DEP-LCAP@wv.gov

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract

10.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this Contract.

10.2.3 Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager:

Telephone Number:_________________________

Fax Number:_______________________________

Email Address:______________________________