RFP 325-584 Island Co. Waste Pumping-ExhA.pdf

Service Requirements

RFP 325-584 – Waste Pumping Services

Washington State Parks and Recreation Commission (State Parks) Page 1 of 4

EXHIBIT A– SERVICE REQUIREMENTS

1 SERVICE REQUIREMENTS

1.1 Contractor Qualifications

1. Contractor must be an established business with all required licenses, fees, bonding, facilities, equipment, and trained personnel necessary to meet all requirements and perform the work as specified in the Solicitation. The Contract must be licensed with the Island County Health Department.

2. Contractor employs Contractor representative(s) and technical trained personnel, with practical experience in assisting customers for services as described herein.

3. Contractor has capacity of providing routine services and emergency services as described herein.

1.2 Pumping and Cleaning Services

1. Grease Collection Tanks: Contractor shall pump entire contents of the waste in the tank, clean inlet and outlet baffles, and wash or scrape surfaces to eliminate cake-on substances and oily residue.

2. Septic Tank or Vault: Contractor shall pump, clean or remove wastewater and sludge from septic tank or vault, pump chambers, clean baffles, cesspools and drywells as necessary. If requested by State Parks, the Contractor shall dig out tank portals and after pumping, replace soil as necessary for the service. Digging out and soil replacement time shall be figured based on the applicable Contractor’s Job Service Charge.

3. Sewage Ejector Pump Pit and Lift Stations: Contractor shall pump, clean and remove sewage from sewage pump pit. Inspect pump float system and confirm proper operation.

4. Oil and Water Separator: Contractor shall clean the sludge trap and separator of sludge and low viscosity liquid so that it is completely emptied and cleaned out.

5. Pressure Jet Line Washing: Contractor shall pressure wash main line (outfall) pipes from the source (cleanout and floor drains) to the grease storage tank. Pipes are approximately 4 inches to 6 inches in diameter.

1.3 Service Expectations

Contractor shall provide the following:

A. Service Requirements:

a. Completion of small volume (under 10,000 gallons) waste service.

b. Completion of large volume (over 10,001 gallons) waste service request.

c. Completing the request in the most cost efficient way. For example; the Contractor shall not take two or more days to complete the job if it can be done in one.

d. The Contractor shall communicate with the State Parks so all parties are aware of the work to be done.

Washington State Parks and Recreation Commission (State Parks) Page 2 of 4

B. Service Sites

a. Service Locations: Contractor is advised to visit potential State Parks service location(s) located in Island County only, for the purpose of job and site familiarization.

b. Job Site Accessibility: To avoid unnecessary site delays, State Parks shall provide the following for the service work: ready access to pumping site, adequate room for maneuvering and pumping, easy access to tank connection, and a clearly identified pumping location. If a pumping site is not adequate for requested service, then the Contractor is to immediately notify State Parks.

c. Site Utilities: State Parks shall provide as necessary access to water connections, electrical power, and lighting to ensure service work can be performed in a safe environment. Backflow prevention shall be the responsibility of the Contractor in accordance with Department of Health standards.

d. Crew Identification: Contractor’s employees shall display their company name badge when requested and it shall be visible on the outside of their clothing while on the job when possible.

C. Service Charges

a. Pumping and Disposal: Pumping and Disposal of wastes is the responsibility of the Contractor, there shall be no additional cost to State Parks for related activities, except those charges identified herein (e.g. extra hoses, extra laborer, etc.). The cost for pumping shall include all related expenses, trucks/equipment, operator and cost for disposal of waste.

b. Gallons Pumped: Contractor will pay for actual gallons pumped based on the Contract price, with the exception of 100 gallons or less, which is a flat price rate. State Parks will confirm in writing the total gallons pumped at the time of pumping.

c. Pressure Jet Line Washing: Contractor has two charge line items for this service, an equipment charge that includes truck/equipment and driver, and a separate pressure jet line washing labor charge for the work, charges applies only to on-site work.

d. Job Service Charge: Job Service charge includes one laborer, vehicle and driver as a part of the job service charge. Job Service charges applies when additional work is not considered included in the service request (e.g. digging out for septic tanks, emergency service requests, etc.), but still necessary for the completion of the service request. Job Service charge is figured on an hourly basis. Minimum Job Service charge is 30 minutes and applies to on-site work.

e. Extra Laborer: Contractor shall provide additional laborer(s) if the service request requires extra laborers for safety reasons or additional laborers are necessary for a particular job site or job size.

f. Emergency Service: Contractor shall be paid for gallons pumped or service provided, and the on-site time to do the job according to the Job Service charge rate.

Washington State Parks and Recreation Commission (State Parks) Page 3 of 4

g. Extra Charges: Contractor is responsible to obtain prior State Parks written approval to charge for Job Service, Extra Laborer, Emergency Service Call, and Extra Hoses before the start of the job.

h. Ferry Fees: If Contractor is required to ride a state-owned vessel, Contractor shall any pay tolls and fees as required. Fares shall be reimbursed provided proper documentation is presented to State Parks with the invoice that relates to a specific job. Standby Ferry Charge applies to ferry time delays and the time on a ferry.

i. Ferry Delays: In few cases because of emergencies or weather conditions the ferries may be temporarily shut down, this might cause Contractor’s personnel and equipment to be required to remain on the ferries between terminals or might be required to remain on a ferry over night or find another return route, if this is the case, the state will pay the state Per Diem per person or compensate the Contractor for additional mileage and labor expenses.

D. Miscellaneous Job Site Requirements

a. Electrical Switches: At the start of a job, all electrical switches that could be activated accidentally shall be locked out. Contractor shall notify State Parks before deactivating any electrical switches or systems. When job is completed, all electrical switches and system components shall be returned to an operable state.

b. Cleaning Materials: Flammable solvents or other flammable cleaning aids shall not be used.

c. Pumping Service Range: Contractor shall provide service within one hundred fifty (150) feet of the pumping location, beyond 150 feet Contractor may charge by the linear foot for extra hoses to reach the job location.

E. Job Completion

a. Job Clean-up: Contractor shall leave the work area in clean, safe and operable condition upon completion of service activity. All access panels cover plates and protective insulation shall be properly replaced.

b. Inspection Form: Contractor shall file inspection forms as required by local health department for service provided.

c. Service Inspection Report: Contractor shall note any site problems, hazardous conditions or defective equipment found during the job by documenting it on the Contractor’s Work Order and relaying the same information to the State Parks representative for corrective action. There shall be no charge to State Parks for service inspections.

d. Job Documentation: After pumping and cleaning is completed, Contractor shall supply State Parks supporting service documents, with service company name, the service location, date-cleaned and amount of material pumped.

e. Contractor’s Job Log: Each invoice shall be accompanied with a copy of the job log. The job log shall include: the arrival date and time, number of gallons pumped, any standby time, any extra laborers, any extra hoses, any other charges, signature of the Contractor’s authorized employee, and the signature of State Parks on-site representative.

Washington State Parks and Recreation Commission (State Parks) Page 4 of 4

1.4 Disposal of Waste

1. Contractor shall dispose of waste in accordance with federal, state and local laws, permits and regulations.

2. Prior to any disposal activities, the Contractor shall contact the local health jurisdiction in the county(s) where management will occur to determine management options available.

3. All waste shall be only transported, stored, recycled, destroyed or disposed of within the continental United States; unless no national capacity exists for a waste material.

Before any waste can be shipped outside of the United States, the Contractor shall obtain State Parks written approval prior to shipping waste.

4. Typically, waste management method for grease, septic and sewage is treatment followed by land application at permitted land application sites or transfer to a permitted waste water treatment facility. However, depending on the quality and source of the waste materials, other management alternatives may be necessary in accordance with federal, state, and local laws and regulations. If State Parks requests incineration of aforementioned waste material, then the Contractor shall have prior written approval from State Parks and shall be reimbursed for any additional disposal fees above the normal cost for disposal under this Contract.

5. If the Contractor determines that the waste material does not conform to State Parks description or is materially different than its description, then the Contractor has the right to refuse to handle the waste materials. If a shipment is refused by the Contractor, then State Parks shall be obligated to pay Contractor’s cost of transportation to and from site by the Contractor.

1.5 Spill and Release Responsibilities

Contractor is solely responsible for any and all spills, leaks or releases, which occur as a result of or are contributed to by the actions of its agents, employees, or Subcontractors. In the event of a spill, leak, or release the Contractor agrees to take the following actions:

1. Evacuate and warn those persons that may be affected by the spill.

2. Immediately contact Emergency Response Agencies (i.e. call 911), except at DOC facilities the Contractor shall contact the Shift Command, who will contact appropriate Emergency Response Agencies.

3. Contact State Parks representative and provide all notifications and reports as specified by local, state and federal laws, regulations and standards.

4. Clean up the spill in a manner that complies with local, state and federal laws, regulations and standards.