NRTSP Wastewater Treatment Plant ORC Oversight Services.pdf

DCR—New River Trail State Park – Wastewater Treatment Plant ORC Services Contract QQ

New River Trail State Park Wastewater Treatment Plant ORC Oversight Services

I. PURPOSE: The purpose and intent of this Quick Quote is to obtain a fixed price monthly rate, for a one (1) year contract, with three (3) optional one (1) year renewals, from qualified firms to provide Wastewater Treatment Plant Operator in Responsible Charge (ORC) Services for the Wastewater Treatment Facility located at New River Trail State Park located near 116 Orphanage Drive, Max Meadows, VA 24360. Term of services to begin first of month following award and continue through (12) twelve months with renewal approximately 90 days prior to end of each (12) month term.

All Inquiries for Information Should Be Directed To: Corey Richie, Procurement Officer at corey.richie@dcr.virginia.gov. All questions must be received via email by March 7, 2024. All questions must be in writing and will be answered in writing, by email or addendum.

II. SPECIFICATIONS/SCOPE OF WORK: Contractor shall provide a fixed price bid to include services per the minimum scope below for Operator in Responsible Charged Services for the Wastewater Treatment Facility, located on the grounds at New River Trail State Park located near 116 Orphanage Drive, Max Meadows, VA 24360. Contact the Park directly for an appointment to view the affected areas: Sam Sweeney 276-613-3144 and/or TJ Nolen 276-613-3860. A site visit roster will be maintained to document proof of visit.

III. DEFINITIONS: as pertaining to the scope of work:

1. DCR – Department of Conservation and Recreation Commonwealth of Virginia State Agency

2. DEQ – Department of Environmental Quality Commonwealth of Virginia State Agency

3. Facility-Wastewater Treatment Facility located on New River Trail State Park Grounds.

4. ORC – Operator in Responsible Charge

A. GENERAL SCOPE REQUIREMENTS/CONTRACTOR REQUIREMENTS:

1. The Contractor shall provide operations consulting and oversight to the DCR New River Trail State Park Foster Falls WWTP Facility in accordance with the DEQ permit for the plant.

2. The Contractor shall provide appropriate personnel experienced and/or licensed in treatment facility process control procedures to visit the facility a minimum of (1) one day per week for facility oversight.

3. The contractor shall provide appropriate personnel experienced in treatment facility oversight to minimally include the following activity:

a) Review and advise client of facility discharge issues and monitoring problems.

mailto:barbara.layman@dgs.virginia.gov

b) Provide training to DCR staff to ensure efficiency in conducting daily/weekly monitoring for plant health and operations.

c) Review Contractor’s monitoring reports monthly with DCR staff. Contractor will provide copy each month for DCR’s records.

d) Prepare, provide consulting, and submit all monitoring and operating reports to DEQ by 10th of each month through their e-DMR system. Copies of all test results submitted, DMR, Daily Summary page, DEQ acknowledgement of DMR submission paperwork and any other pertinent information to DCR by 10th of following month for each month submitted.

e) Weekly answer questions and advises DCR’s staff of ongoing operations of the facilities.

f) Advise DCR staff of maintenance needs and repairs and notify DCR staff of operating issues.

g) Advise DCR staff when sludge tanks need pumping.

h) Check pumps weekly at all lift stations and wastewater plant tanks to ensure operational.

i) Provide maintenance record log sheets on plant progress/operations monthly.

j) Adjusts timers on surge tank to ensure even flow through plant daily.

k) Clean plant, bioclere spray nozzles and UV trough weekly to ensure efficient operations.

4. The Contractor shall provide weekly sample technician with courier service to collect permit required samples for laboratory testing.

5. The Contractor shall be responsible for monthly/quarterly/yearly testing including but not limited to weekly E. coli, monthly BOD and TSS for DMR reporting. BOD and TSS should be done in the first full week of the month.

6. Completes Ammonia, Total Nitrogen, TKN, Nitrate and other testing as needed per DEQ and/or to ensure plant health.

7. Any additional laboratory testing needed to ensure plant health or to troubleshoot issues within the system must be approved by DCR prior to testing.

8. The Contractor shall be responsible to properly securing the Facility within the limit of existing security devices as provided by DCR.

9. The Contractor shall not be responsible for ensuring DCR employees or agents securing facilities.

10. The Contractor shall provide all Personal Protective Equipment (PPE), uniforms, that may be required when conducting onsite consulting including suitable vehicles for the required staff for transportation to the facilities. Contractor should be OSHA approved for any confined space entries.

11. Contractor supplies DCR’s park maintenance staff list of needed reserve parts for emergency repairs and service needs.

12. Work Hours: All Services scheduled shall be performed during normal business hours between 8:00 A.M. and 5:00 P.M. Monday through Friday, except for State and Federal Holidays, unless mutually agreed upon by the Contractor and the Park Contact. Emergency repairs are exempt from these hour limitations. DCR prefers site visit is set for same day each week.

B. Mandatory Site Visit: A site visit if not already completed must be conducted. To arrange a site visit: contact Sam Sweeney 276-613-3144 and/or TJ Nolen 276-613-3860. A site visit roster will be maintained to document proof of visit.

C. Contractor licensure: The contractor must have a Virginia Department of Health (VDH) and a

Board for Waterworks and Wastewater Works Operators and Onsite Sewage System Professionals (WWWOOSSP) license and must present it as proof at time of bid.

D. AGENCY RESPONSIBILITIES:

1. DCR shall maintain ownership of facilities, easements, license, and equipment warranties.

2. DCR shall maintain and insure facility insurance.

3. DCR shall be responsible for all grounds keeping in and around facility.

4. DCR shall provide all utilities to keep facility fully operational.

5. DCR shall provide all chemicals, supplies and daily maintenance equipment for operations of the facility.

6. DCR shall provide reimbursement to costs of all off site testing when needed.

7. DCR shall provide all existing safety equipment, tools as needed for daily operations of the facility.

8. DCR shall use R&R Septic to provide transportation and approved disposal site for screenings, grit and sludge disposal at no cost to the awarded vendor. DCR shall pay for this service.

9. DCR will work with Contractor to ensure Facility hydraulic, organic, microbial presence and/or inorganic loading are within plant design parameters and treatment capabilities and ensure raw water to the treatment plant are not contaminated that which may violate ordinances or regulations.

10. DCR shall review all action plan recommendations from awarded vendor once notified of an abnormal situation as relates to prior requirement for suitability and approvals to address.

11. DCR shall be responsible for replacement, repair, upgrade, new installation, leak repairs outside the normal operation.

12. DCR will complete daily flow, UV intensity, and pH readings. Staff will clean UV trough as needed per UV intensity readings (1.6 and below).

IV. BID INSTRUCTIONS:

A. ELECTRONIC BID Submissions ONLY will be accepted for this solicitation. See Electronic Bid instructions attachment or contact eVA Customer Care at 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov for assistance prior to the closing date and time.

The awarded vendor shall provide a valid Certificate of Insurance (COI) prior to work beginning on any state owned or controlled property. Vendors that fail to provide a COI that meets the Commonwealth’s requirements as outlined in the Agency Procurement and Surplus Property Manual (APSPM) and Vendor’s Manual will not be allowed to commence work.

Please include with your bid the following items to be considered a complete bid package:

• Vendor Data Sheet (Attachment A)

• Copy of applicable license/certification(s)

It is the responsibility of the bidder to assure that his/her bid is submitted electronically prior to the time set for receipt of bids. Bids received after the time designated for receipt of bids will not be considered.

V. METHOD OF PAYMENT: All invoices shall show the Contract Purchase Order number, the exact nature of the work, the hours worked, and the contract rates charged for labor and materials.

Finance charges and or fees imposed by the Contractor on any invoice shall not be paid by the Commonwealth. The Commonwealth encourages Contractors to accept credit card payments or submit invoice to accountspayable@dcr.virginia.gov OR Mail to:

Department of Conservation and Recreation Attention: Finance 600 East Main Street, 24th Floor Richmond, Virginia 23219

VI. ATTACHMENTS:

A. ATTACHMENT A- Vendor Data Sheet mailto:eVACustomerCare@DGS.Virginia.gov mailto:accountspayable@dcr.virginia.gov

Attachment A: Vendor Data Sheet- (To be submitted at time of bid)

VENDOR DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive. (In the case of a two-step IFB, it may cause the proposal portion to be determined to be not acceptable.)

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Primary Contact:

Name: __________________________________ Phone: _________________________

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

__________ Years ________ Months

4. Vendor Information: eVA Vendor ID: ________________________________

5. License Number ______________________ if applicable to the procurement. (Please include a copy with the bid)

Additional License Title/Number if required ________________________________________________________ (Please include a copy with the bid)

6. Indicate below a listing of at least four (2) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

A. Company: ___________________________Contact: ________________________________

Phone: (_____) _____________________Fax: (_____) ______________________________

Project: ____________________________________________________________________

Dates of Service: _______________________________$ Value: ______________________

B. Company: ___________________________Contact: ________________________________

Phone: (_____) _____________________Fax: (_____) ______________________________

Project: ____________________________________________________________________

Dates of Service: _______________________________$ Value: ______________________

I certify the accuracy of this information.

Signed: ____________________________________Title: _____________________________ Date: _______________