Operation_and_Maintenance_of_Environmental_Remediation_Systems_and_Related_Field_Services_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

222988

OPERATION AND MAINTENANCE OF ENVIRONMENTAL

REMEDIATION SYSTEMS AND RELATED FIELD SERVICES

Due Date: Thursday, May 5, 2022

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/19049

PUBLISH DATE: April 14, 2022 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 222988

BUSINESS SERVICES DEPARTMENT Page 2 of 40 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Emily Clark

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4129

Attachments:

A - OFFER AND ACCEPTANCE

F - PRICE PAGE

G - REGULARLY PROVIDED SERVICES

BUSINESS SERVICES DEPARTMENT Page 3 of 40

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 222988

TITLE: Operation and Maintenance of Environmental Remediation Systems and Related Field Services

SUBMITTAL DUE DATE: Thursday, May 5, 2022 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Tuesday, April 26, 2022

TIME: 10:30 am LOCAL AZ TIME

LOCATION: Microsoft Teams Virtual Meeting (Join Meeting)

Or call in (audio only)

+1 213-293-2303,,675269482# United States, Los Angeles

Phone Conference ID: 675 269 482#

QUESTIONS SHALL BE DIRECTED TO: Emily Clark

(520) 837-4129 emily.clark@tucsonaz.gov

Posted Date: Thursday, April 14, 2022

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDQ4MDQyZWMtOGU0NS00YTA3LWFlNzctN2NhMDllMDZkZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22652e9589-6721-4fcc-9850-5df86435b5d0%22%7d

BUSINESS SERVICES DEPARTMENT Page 4 of 40

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking sealed proposals from qualified and experienced firms and/or individuals to provide Operation, Maintenance and Repair Services for Environmental Remediation Systems;

Groundwater, Soil and Soil Vapor Sampling; and Environmental Monitoring/Extraction/Injection Well Services, as per the Scope of Work herein. It is the City’s intent to select multiple firms to provide these services.

B.2. Contact Information

Emily Clark Contract Officer Email: emily.clark@tucsonaz.gov Phone: (520) 837-4129 Department:

EGSD

B.3. Timeline mailto:emily.clark@tucsonaz.gov tel:(520)837-4129

BUSINESS SERVICES DEPARTMENT Page 5 of 40

Release Project Date April 14, 2022

Pre-Proposal Meeting (Non- Mandatory)

April 26, 2022, 10:30am

Agenda

Microsoft Teams Virtual Meeting Or call in (audio only) +1 213-293-2303, 675269482# United States, Los Angeles Phone Conference ID: 675 269 482#

Proposal Submission Deadline May 5, 2022, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDQ4MDQyZWMtOGU0NS00YTA3LWFlNzctN2NhMDllMDZkZDYz%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22652e9589-6721-4fcc-9850-5df86435b5d0%22%7d

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C. SCOPE OF WORK

C.1. General

The City of Tucson (City) Environmental and General Services Department (EGSD) is responsible for the operation and maintenance (O&M) of soil, ground water and landfill gas remediation systems at various City properties. EGSD currently conducts environmental sampling activities at seventeen (17) sites. EGSD also inspects and maintains sixteen (16) closed landfill properties. Successful firms will provide the following services to the City, on an as-needed basis: (1) operation, maintenance and repair services for remediation equipment, including electrical components; (2) soil, soil vapor, landfill gas and ground water sampling services; (3) environmental well services including, but not limited to, groundwater extraction/injection well pump repair, wellhead modification and well rehabilitation; and (4) gas collection and control system (GCCS) O&M, including landfill gas extraction well head repair, well extensions, well and system adjustments, oxygen intrusion repair and troubleshooting, lateral line conveyance install and repair, main conveyance line install and repair, GCCS blower(s) maintenance and repair, and main flare operation and maintenance and repair. The City seeks multiple firms for this work as described below in Task Descriptions. Firms or individuals interested in submitting a proposal must provide services under all four categories identified.

The City estimates the following breakdown under current operations needs: (1) Remediation Systems Operation, Maintenance and Repair Services (approximately 40% of contract activity), (2) Ground Water, Soil and Soil Vapor Sample Collection Services (approximately 20% of contract activity), (3) Environmental Well Services (approximately 10% of contract activity), and (4) GCCS O&M (approximately 30% of contract activity). Services under this contract will be provided on an as-needed, if-needed basis.

C.2. Site Descriptions

This section provides a description of the types of remediation systems and other sites for which the Contractor(s) would be responsible.

A. Headquarters Underground Storage Tank (HQUST) The HQUST Leaking Underground Storage Tank Site has an out-of-service groundwater pump and treat system with associated wastewater permit. The Pump and treat system utilizes air powered submersible pumps, oil/water separator, batch tank, transfer pump, and two granular activated carbon (GAC) vessels with totalizer on effluent side. The mobile (ADEQ permitted) SVE system was removed in March 2016. No active remediation is currently in progress; site closure has been received. Currently only groundwater monitoring wells exist, which will be properly abandoned.

B. Price Center The Price Center (south side of Ajo Hwy) has a Paragon Soil Vapor Extraction (SVE) system.

EGSD owns the system which is permitted through Pima Department of Environmental Quality (PDEQ). The system is currently off, going through rebound observations. There is no groundwater treatment system in operation at this facility.

C. Fire Station #10 Tucson Fire Department Station #10 has an inactive SVE system connected to a manifold

BUSINESS SERVICES DEPARTMENT Page 7 of 40 system. The system is permitted through PDEQ. An air compressor augments the SVE by sending compressed air through bubblers into wells containing free phase product to maximize mass removal rates for the SVE system. No liquid phase recovery system is in use. There is a moth-balled oil/water separator. All air driven pumps have been removed. An on-site aboveground storage tank (AST) was used to collect bailed free phase product from off-site wells; free product is removed from the AST via SVE.

D. Los Reales Landfill The Los Reales Landfill site has the following remediation systems:

1. A groundwater extraction and treatment system consisting of twenty extraction wells and three injection wells equipped with computer controlled variable frequency drives. The treatment system includes particulate filter(s), an air stripper and one vapor phase GAC vessel. The system is equipped with a SCADA system and is monitored and controlled remotely. This system is regulated under the ADEQ’s Water Quality Assurance Revolving Fund (WQARF).

2. A soil vapor extraction/air sparging (SVE/AS) system consisting of one air injection well and four air extraction wells equipped with three 1,000 pound GAC canisters, a vapor extraction system blower/motor, an air injection blower/motor and a condensate tank. This system is currently inactive and operated on as-needed basis.

3. A landfill gas collection and control system (GCCS) consisting of 119 landfill gas extraction wells (33 active and 86 inactive). The wells are connected, via a network of high-density polyethylene (HDPE) lateral piping (of varying sizes), which are connected to an HDPE header (10-12-inch). The header is installed along the perimeter of the waste footprint. The header is connected to a blower/flare system located on-site at eh southwestern edge of the landfill property. The John F Zink, Model ZEF 1030, candle stick flare, currently in use at the site has a maximum capacity of 2,690 scfm and currently operates at approximately 1,000 scfm to maintain negative pressure at the active landfill gas extraction wells. A separate blower system housed within the blower/flare system compound, consisting of a condensing unit and two Lamson blowers, is not in operation. This blower system was shut down when the City stopped delivering LFG via pipeline to TEP in November 2019. The GCCS operates continuously except for short periods during routine maintenance or emergency shutdowns, which are managed under a regulatory Startup, Shutdown, and Malfunction Plan (SSM). The system is regulated under a Title V air permit issued through PDEQ. Extraction wells in the active landfill fill areas are extended vertically in coordination with landfill fill sequencing. Replacement of failed extraction wells is expected to occur within the next two years and new wells will be installed into Cell 4A as early as 2024.

E. Harrison Landfill The Harrison Landfill site has the following remediation systems:

1. A groundwater extraction, treatment and reinjection system consisting of three groundwater extraction wells and three injection wells. Groundwater is extracted from the three extraction wells, each operated by an independent variable frequency drive, filtered, treated using two GAC vessels and reinjected into the aquifer. Operation of the groundwater remediation system ceased at the end of December 2015. A two-year rebound testing program was initiated in 2016. VOC concentrations in the groundwater did not rebound during 2016 and 2017 (the two-year rebound testing program), the two carbon vessels

BUSINESS SERVICES DEPARTMENT Page 8 of 40 were subsequently emptied and cleaned and remain on site for the subsequent five (5) years. Groundwater monitoring activities have been conducted annually since 2018. The groundwater monitoring conducted since 2018 has not indicated contaminant rebound (increase) in the groundwater at the Harrison Road landfill site. If contaminant concentrations in the groundwater are identified above the aquifer water quality standards in sampling conducted in future years, operation of the groundwater treatment system will resume and routine operation and maintenance of this system will be required.

2. A landfill gas (LFG) extraction system consisting of a John Zink skid-mounted candlestick flare unit, thirty-nine LFG extraction wells, and seven condensate sumps with automatic pneumatic pumps. The flare system features two Gardner Denver 40 hp 2-stage centrifugal blowers, a 10 hp Champion air compressor, an automatic inlet valve to prevent off-gassing when the operational temperatures are not met, and a cellular dialer unit to notify the operator(s) when the system goes down. Various other system components include pressure gauges, piping, a condensate knockout, various control and isolation valves, a 2,600- gallon condensate storage tank, and various electrical components including a digital chart recorder that records real time operational data. The system operates at a flow rate of approximately 200-250 scfm with a methane gas concentration of approximately 25%.

F. Vincent Mullins Landfill The Vincent Mullins Landfill site has an LFG extraction system consisting of a Shaw LFG Specialties skid-mounted candlestick flare unit, fifty-six LFG extraction wells, and ten condensate sumps with automatic pneumatic pumps. The flare system features two Houston Service Industries (HSI) 15 hp 2-stage centrifugal blowers, a 7.5 hp Champion air compressor, an automatic inlet valve to prevent off-gassing when the operational temperatures are not met, and a cellular dialer unit to notify the operator(s) when the system goes down. Various other system components include pressure gauges, piping, a condensate knockout, various control and isolation valves, a 2,500-gallon condensate storage tank, and various electrical components including a digital chart recorder that records real time operational data. The system operates at a flow rate of approximately 250 scfm with a methane gas concentration of approximately 30%.

G. Speedway Landfill The Speedway Landfill site has an LFG extraction system consisting of an EEC/IDC candlestick flare unit, twenty-three LFG extraction wells, and four condensate sumps with automatic pneumatic pumps. The flare system features a single PLC controlled 20 hp Aerovent centrifugal blower, a 10 hp Ingersoll Rand air compressor, an automatic inlet valve to prevent off-gassing when the operational temperatures are not met, and a cellular dialer unit to notify the operator(s) when the system goes down. The system operational data is recorded in real time by a digital chart recorder. Condensate removed from the Speedway Landfill sumps is contained in the same 2,500-gallon condensate storage tank used for the Vincent Mullins Landfill. This flare unit is currently not operated and all the LFG is routed to the Vincent Mullins Landfill (Shaw LFG Specialties) flare unit.

H. Prudence Landfill The Prudence Landfill site has an LFG extraction system consisting of a 5 hp Lamson centrifugal blower, eleven extraction wells, two condensate sumps with automatic pneumatic

BUSINESS SERVICES DEPARTMENT Page 9 of 40 pumps, and a 2 hp Husky air compressor. The blower system and air compressor are both enclosed in a woodshed for security and protection from the elements. The shed and a 1,500-gallon condensate storage tank are housed within a chain link enclosure. The system operates at a flow rate of approximately 100 scfm with a methane concentration of approximately 1-2%.

The LFG extracted from the landfill is filtered through an activated carbon filter and released to the atmosphere.

I. Silverbell Landfill The Silverbell Landfill site has a groundwater extraction and treatment system (GETS) consisting of three groundwater extraction wells with submersible pumps, conveyance piping and a liquid phase granular activated carbon (LGAC) treatment system. The LGAC consists of two 20,000-pound capacity tanks in series with effluent directed through one of two parallel bag filters. Treated water is pumped to a discharge line directed to the Tucson Reclaimed Water Treatment Plant (RWTP) facility operated by Tucson Water. The system is designed to treat groundwater up to 1,100 gallons per minute (gpm). The system incorporates mechanical controls and automated controls: the well motor controllers are connected to a programmable logic controller (PLC) and remote connection to the extraction well controllers are provided by wireless remote terminal units (TRUs). Alarms from the PLC are transmitted to the operator via cellular telemetry. The system is regulated under the ADEQ’s WQARF.

C.3. Task Descriptions

A. Remediation Systems Operation, Maintenance, and Repair Services Remediation system equipment operation, maintenance and repair services conducted by the Contractor(s) may include, but not necessarily be limited to, the types of equipment and activities listed below:

1. Conduct all necessary repairs and modifications to electrical, mechanical, or plumbing apparatus (both above grade and below grade) associated with the above-mentioned systems to insure absolute minimum "Down-Time". This activity includes, but is not limited to; electrical, hydraulic, and pneumatic control equipment, packers, pumps, tanks, wells, and associated piping, plumbing, wiring, and vaults. Because of variances in equipment and systems, “absolute minimum downtime” cannot be quantified. This statement is meant to emphasize the importance of timely repairs.

2. Provide real time monitoring of active systems, including weekly site visits to monitor system influent and effluent concentrations and flow rates to comply with Pima County Department of Environmental Quality (PDEQ), Arizona Department of Environmental Quality (ADEQ), Arizona Department of Water Resources (ADWR) and/or Arizona State Land Department (ASLD) permit requirements. Adjust system components, as necessary, to optimize system performance.

3. Provide weekly site visits to monitor equipment performance. Conduct selected and normal preventative maintenance functions to operating equipment, including but not limited to;

filters, belts, hoses fuses, lubrication, fittings, mounting brackets, pneumatic pumps, transducers, and any other supporting equipment that may require replacement or cleaning. The Contractor will be responsible for procuring supplies such as filter elements, belts, hoses, etc.

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4. Provide ‘on-call’ services to respond to system malfunctions during off duty hours, as necessary.

5. Have the capabilities to troubleshoot issues with low voltage (24V) wiring and computerized equipment associated with computer controlled systems and less automated remediation systems. Must be able to access EGSD's automated systems remotely via cellular lines and personal or laptop computers. Daily or weekly system checks may be required for appropriate information gathering.

6. Prepare site specific O&M maintenance logs including a written log to ensure all necessary repairs, system checks and preventative maintenance are completely documented.

7. At the request of the City, the Contractor may be required to meet with City employees from other departments, City-employed Contractors and/or Consultants to provide information and/or training on system operations, maintenance and system performance measures.

8. Compile all system information into a site-specific monthly monitoring letter report to submit to EGSD Staff. System modifications must be depicted in a ‘shop drawing’ for inclusion into the City’s Operations and Maintenance (O&M) manuals. City personnel may request additional site-specific reporting requirements and frequencies.

B. Groundwater, Soil, and Soil Vapor Sample Collection Services EGSD conducts groundwater, soil and soil vapor sampling at numerous sites around the City.

The Contractor(s) may be asked to provide assistance to City personnel with soil, soil vapor and groundwater sample collection in accordance with applicable American Standard Testing Methods (ASTM), as well as Federal, State and City approved procedures. The collection of sampling and monitoring data will depend on project specific requirements such as permits, Sampling and Analysis Plans (SAPs), Corrective Action Plans (CAP) and Remedial Action Plans (RAP). This task may include, but is not limited to, the types of activities listed below:

1. Coordinate with City personnel for collection and analysis of soil, soil vapor or groundwater samples through a City-contracted laboratory. Sampling activities will be project specific and dictated by the EGSD project manager. The City maintains an SAP with standard procedures for most sampling sites.

2. Provide equipment for groundwater sample collection, including but not limited to a water level sounder, pumps and piping for collection of groundwater samples at depths up to 600 feet below ground surface, standard field instruments (pH, dissolved oxygen, oxidation-reduction potential, conductivity and temperature) and a generator to power equipped well submersible pumps. May be requested to provide containment or GAC treatment of purged groundwater.

3. Provide a vacuum box for soil vapor sample collection in Tedlar® bags and standard field instruments (air flow rate and air temperature meter).

4. Have the ability to field decontaminate non-dedicated equipment using a steam cleaner or other appropriate method.

5. Legibly record field notes on standard EGSD forms, including exceptions to City standard procedures or unusual field observations.

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6. Compile sample collection information into a site-specific monthly letter report to submit to

EGSD Staff. Copies of field forms and Chain-of-Custody sheets must be attached to the monthly letter report.

7. Groundwater sampling services may be required for wells not equipped with pumps.

Groundwater well casing diameters are generally 5-inch, with depths ranging from 40 to 600 feet. Currently EGSD samples approximately 30 such wells on a semiannual basis;

however, this number varies.

8. Soil vapor sampling services are required for various sites. Samples are collected either in Tedlar® bags using a contractor supplied vacuum chamber or in laboratory-supplied vacuum canisters.

9. Miscellaneous soil sample collection for assessment or waste characterization purposes.

C. Environmental Well Services Environmental well services conducted by the Contractor(s) will include but not necessarily be limited to the types of equipment and activities listed below.

1. Coordinate and oversee well rehabilitations, including redevelopment, acid or carbon dioxide flushing, swabbing, bailing and other methods to insure optimum performance of groundwater injection, extraction or monitoring wells of various depths. Compile well rehabilitation information into a well-specific standard written format to be submitted to EGSD within one month of completion of work.

2. Install traffic bollards and removable steel well shelters/surface vaults. Replace, repair or adjust groundwater and vapor extraction well pads, shelters, and traffic bollards. All well modifications must conform to EGSD well head completion standards and be documented in “as built” diagrams to be submitted to EGSD within one month of completion of the work.

3. Install, adjust, repair or replace plumbing valves, check valves, flow meters, pumps, pump components and piping, as necessary. Well depths vary by site, but generally exceed 100 feet below ground surface. All piping and pump modifications must be accurately documented in “as completed” diagrams to be submitted to EGSD within one month of completion of the work.

4. Electrical troubleshooting. Determine condition of electrical pump components and electrical wiring. Repair and/or replace electrical components. All repairs and modifications must be documented in “as-built” diagrams and submitted to EGSD within one month of completion.

5. Incidental welding or metal cutting as needed to facilitate other tasks listed above.

6. Collect data for general aquifer characterization tests. Conduct pump and step tests using pumping and observation well(s). All data collected during pump tests must be provided in a completed written format submitted to EGSD within one month of completion of work.

Such data must also be provided in electronic format using Microsoft Excel or compatible software.

7. Well rehabilitation and redevelopment services are required on an as-needed basis for various sites. Groundwater well casing diameters are generally 5-inch, with depths ranging from 40 to 600 feet. Rehabilitation services may include surging, bailing, swabbing, BUSINESS SERVICES DEPARTMENT Page 12 of 40 pumping and acid or carbon dioxide flushing to clean the screened sections and filter pack of the well.

8. Pump servicing and repair for groundwater monitoring and groundwater extraction well pumps. The pump sizes are generally 0.5 to 3 horsepower. This service will be on an as-needed basis.

D. Gas Collection and Control System (GCCS) Operation & Maintenance Services

1. Conduct all necessary repairs and modifications to electrical, mechanical, or piping systems (both above grade and below grade) associated with the GCCS. This activity includes but is not limited to; landfill gas extraction well head repair, well extensions, well and system adjustments, oxygen intrusion repair and troubleshooting, lateral line conveyance install and repair, main conveyance line install and repair, GCCS blower(s) maintenance and repair, and main flare operation and maintenance and repair.

2. Provide real time monitoring of active system, including regular site visits to monitor system vacuum, flow and landfill gas readings to comply with Pima County Department of Environmental Quality (PDEQ) permit requirements. Adjust system components, as necessary, to optimize system performance.

3. Provide regular site visits to monitor equipment and system performance. Conduct selected and normal preventative maintenance functions to operating equipment. Monitor condensate holding tank level and sump, condensate traps, and general site security.

4. Provide ‘on-call’ services to respond to system shutdowns and malfunctions during off duty hours, as necessary.

5. Coordinate and oversee, as needed, new LFG extraction well development, LFG monitoring probe(s) installation, and/or major system upgrades or expansions.

6. Have the capabilities to troubleshoot issues with low voltage (24V) wiring and computerized equipment associated with computer-controlled systems and less automated remediation systems. Must be able to access EGSD's automated systems remotely via cellular lines and personal or laptop computers. Daily or weekly system checks may be required for appropriate information gathering.

7. Prepare site specific O&M maintenance logs including a written log to ensure all necessary repairs, system checks, and preventative maintenance are completely documented.

8. At the request of the City, the Contractor may be required to meet with City employees from other departments, City-employed Contractors and/or Consultants to provide information and/or training on system operations, maintenance and system performance measures.

9. Compile all system information into a site-specific monthly monitoring letter report to submit to EGSD Staff. System modifications must be depicted in a ‘shop drawing’ for inclusion into the City’s Operations and Maintenance (O&M) manuals. City personnel may request additional site-specific reporting requirements and frequencies.

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C.4. Required Equipment

Contractor(s) must have personal protective equipment (PPE) and the basic tools necessary to complete the services described herein. The PPE and tools must be included as part of overhead or within the Contractor’s rate structure for labor hours and must not be billed separately to individual projects. The PPE and tools required will include, but not be limited to, the following:

A. Personal protective equipment, including hearing, eye and extremities protection sufficient to allow Contractor personnel to perform safely in a Level D work environment as defined in 29

CFR 1910.120;

B. Basic mechanics' tool chest;

C. Basic electricians' tool chest, including a meter to measure current, voltage and amperage;

D. Basic plumbers' tool chest;

E. Field instruments capable of measuring ground water levels (600’ maximum depth), pH, conductivity and temperature and air flow rates;

F. CES Landtec GEM 2000 or 5000 series instrument. Meter must be submitted to the manufacturer for calibration and service on an annual basis.

G. Normal computer and cellphone usage for daily activities.

The City may require additional equipment on a site-specific basis. In the event the Contractor believes that a project will require special equipment or tools that are not included in their overhead calculation, a detailed breakdown of the required equipment must be submitted to the City for approval prior to project commencing. Whenever possible, the Contractor will utilize City owned equipment or City contracted equipment rental companies. All equipment must be invoiced at cost based upon the daily or weekly rate.

C.5. Qualifications and Certifications

A. At a minimum, the projects must be designed to comply with all applicable federal, state and local regulations and any amendments thereto which are adopted during the life of this Contract. Therefore, it is the Contractor’s sole responsibility to be aware of and comply with all applicable federal, state and local regulations that may apply to the services described herein.

Compliance is required and it will be the responsibility of the Contractor to alert the City of any deviation from this requirement. All work must be performed by appropriately licensed contractors or subcontractors who will be responsible for completing the work to general industry standards and specifications. The Contractor must provide and use all personal safety equipment, barricades, guard rails, signs, lights, flares, and flagmen as required by OSHA, state, or local codes and ordinances.

B. The Contractor must show proof of the following certifications:

1. All required licenses as applicable needed to complete work under this contract;

2. OSHA 40-hour HAZWOPER course, 8-hour annual HAZWOPER refresher course, and HAZWOPER certification for all field personnel in compliance with 29 CFR 1910.120;

3. Certifications for field personnel to operate equipment necessary to complete work.

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C.6. Additional Considerations

A. The majority of the work under this contract will be conducted during normal business hours, Monday through Friday 8:00 AM through 5:00 PM. A normal work week shall be considered Monday through Friday 8:00 AM through 5:00 PM, 40 hours per week. However, when deemed an emergency by EGSD, the Contractor may be required to perform services outside of normal business hours. Overtime or after hour rates (as provided in the Price Page herein) will be allowed and paid after Contractor employee has completed 40 hours in one week and upon prior approval of a City representative.

B. The Contractor must provide a single Project Manager (PM) who will work directly with City personnel. Each successful Contractor must agree to work jointly with the City and any other successful Contractor in the performance of service under this contract. The City will provide a Statement of Work that describes the project and defines the support required. If requested by City personnel, the Contractor will provide, at no cost, a not-to-exceed budget estimate to complete the project. The City will issue a Notice to Proceed (NTP) and Purchase Order (PO), as required, to initiate requested service.

C. If a member of the Contractor’s project team changes at any time during the term of this contract, the City reserves the right to review the replacement individual’s qualifications and either accept or reject them based on their level of experience, proven ability to successfully complete the required criteria specified above, manage project budgets, and meet the time constraints of projects.

D. Once the contract is awarded, the requirements of each location will be discussed with the Contractor prior to initiation of activities. Each site has different equipment, different reporting requirements, and may have a different level of City staff involvement.

E. The Supervisor for each category of work will be the point of contact; it is expected that the Supervisor will also be the PM.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City: The City of Tucson, Arizona

Contract: The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Amendments to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Offeror that enters into a Contract with the City.

Contract Representative: The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director: The contracting authority for the City, authorized to sign contracts and amendments thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not: The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer: Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will: The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the

BUSINESS SERVICES DEPARTMENT Page 16 of 40 solicitation number and the paragraph number of the provision that the question concerns. The Contract Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation Amendment. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer or posted as a formal solicitation Amendment will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://secure.procurenow.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system. Submittal instructions and online bidding system can be found at the following link: https://www.tucsonprocurement.com/

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

https://www.tucsonprocurement.com/

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://secure.procurenow.com/portal/tucson-az.

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. Application for a City Business License can be completed at http://www.tucsonaz.gov/etax. For questions contact the City's Business License Section at (520) 791- 4566 or email at tax-license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Representative Project Experience

B. Method of Approach

C. Price Proposal

D. Project Team

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

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C. Reissue the solicitation.

E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within five (5) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SOLICITATION RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://secure.procurenow.com/portal/tucson-az.

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

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D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and

E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Representative Project Experience A. Provide a summary of the

Contractor experience with relevant sections of the Scope of Work.

B. Provide detailed information of experience in the performance of other projects of a similar nature to this solicitation. Identify the type of work and scope of work performed. Provide sufficient detail to illustrate the work scope and work quality requirements.

C. Provide a list of public or private agencies for which your firm has performed similar services within the last three years. Include a minimum of three (3) contact names and phone numbers for reference purposes.

N/A N/A

2. Method of Approach A. Provide a detailed description of the offeror’s understanding of the Scope of Work.