RFQ- Wastewater and Drinking water licensure for IDOC lagoons.docx

IDAHO DEPARTMENT OF CORRECTION

RFQ # 1478

Sewer and Drinking water licensure for IDOC lagoons

Purpose:

The State Department of Correction (IDOC) is requesting Bids from qualified Vendors for Sewer and Drinking water licensure for IDOC lagoons

The contact for this RFQ is:

David Brooks, Idaho Department of Correction Phone: (208) 658-2012 E-mail: dabrooks@idoc.idaho.gov

Timelines

3. GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO LOGIN). The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ shall be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ shall not be relied upon. All changes to this RFQ must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

4. INQUIRIES

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the RFQ, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

5. BACKGROUND

The Idaho Department of Correction (IDOC) is a state government agency presided over by a three (3) member board appointed by the Governor of the state of Idaho and charged with the housing, care and management of Idaho’s adult felony incarcerated individuals, hereinafter referred to as “residents.” Vendor is advised that IDOC’s standard operating procedures (SOP) makes references to “offenders” or “inmates” or “incarcerated individuals” and all such references are synonymous with one another. A “resident,” “inmate,” “offender” or “incarcerated individual” is a person who is under the legal care, custody, control, supervision, and authority of the Idaho Board of Correction.

6. SCOPE OF WORK

IDOC is soliciting bids for Wastewater and Drinking water operator licensure (Licensed Responsible Charge Operator) for 3 IDOC facilities. IDOC does not have licensed personnel and needs to run under another person’s licensure.

SBC Complex licensure required:

-Drinking Water Distribution 2 (DWD2) -Wastewater Treatment 1 (WWT1) -Land Application (LAND APP) ISCC Complex licensure required:

-Drinking Water Distribution 2 (DWD2) -Wastewater Collections 1 (WWC1) -Wastewater Treatment 1 (WWT1) -Land Application (LAND APP) Mountain View Complex licensure required:

-Very Small Water System (VSWS) -Wastewater Collections 1 (WWC1) -Wastewater Treatment 1 (WWT1) -Land Application (LAND APP)

Further, If IDOC requests additional visits or if unusual circumstances arise like an emergency event or a special project, costs associated with responding, or to keep the system in compliance, IDOC and the vendor will agree on the additional costs and IDOC will be invoiced in addition to the bid price.

The winning bidder will perform services necessary to comply with IDAPA and will perform a physical inspection of the Facilities quarterly or as agreed upon. Operators need to be available for questions via email or phone at any time, but time spent communicating by phone, email or other means. If this exceeds 1 hour monthly, then IDOC and the vendor will agree on the additional costs ‘and IDOC will be invoiced in addition to the bid price.

IDOC will provide staff for daily operations/ reports/ monitoring and provide access to SCADA or other accessible technology as needed.

SCOPE of WORK for drinking water Idaho Drinking Water Distribution Class II & Very Small Water System Responsible Charge (RC) Operator Purpose The RC Operator must provide regulatory oversight, compliance review, consultation, and technical guidance. Routine operational duties, system monitoring, sample collection, maintenance activities, recordkeeping, and daily inspections will be performed by trained facility staff. The RC Operator's involvement shall be primarily supervisory and compliance-focused except during emergency conditions, regulatory actions, or circumstances requiring licensed operator judgment. This agreement does not require on-site daily operation by the RC Operator unless otherwise required by Idaho DEQ regulations or specific compliance circumstances.

Staffing Model

6.1 Must be a Licensed RC Operator

6.2 Must have Compliance authority

6.3 Must be the Regulatory liaison

6.4 Must be the technical resource for drinking water operations

6.5 Must be the Responsible Charge Operator as required by Idaho drinking water regulations

RC Operator Responsibilities Regulatory Compliance

6.6 Must Serve as the designated Responsible Charge Operator for drinking water compliance

6.7 Must Review monitoring data and operational records no less than quarterly

6.8 Must Ensure compliance with Idaho drinking water rules and permit requirements

6.9 Must Review corrective actions associated with monitoring violations and operational deficiencies

6.10 Must Maintain communication with IDOC Staff and regulatory agencies as required, not less than quarterly

6.11 Must Review consumer confidence reporting requirements when applicable

6.12 Must Review bacteriological, nitrate, disinfection, and other required sampling results

Operational Oversight Operating Procedures and Site Standards

6.13 Must Review system performance and operational trends no less than quarterly with facility staff

6.14 Must Provide operational guidance to facility staff

6.15 Must Conduct periodic system inspections if needed

6.16 Must Evaluate distribution system reliability

6.17 Must Evaluate storage, pumping, and disinfection effectiveness

6.18 Must Assist with operational changes that could affect compliance when needed, but not less than quarterly

6.19 Must Review pressure maintenance and water quality concerns

Documentation Review

6.20 Must Review no less than quarterly:

a. Monthly operating reports

b. Bacteriological sampling records

c. Water quality laboratory reports

d. Distribution system logs

e. Chlorine residual records

f. Water production records

g. Meter records

h. Storage tank inspection records

i. Maintenance records

j. Cross-connection documentation

k. Sign or approve reports requiring licensed operator oversight

Emergency / Consultation and or Response

6.21 Must Provide consultation during:

a. Positive coliform events

b. Water quality violations

c. Pressure-loss events

d. Main breaks

e. Service disruptions

f. Disinfection failures

g. Storage tank concerns

h. Pump station failures

i. Regulatory inspections

j. Boil water advisories

k. Emergency water supply situations

Staff Development

6.22 Must Assist when requested with training non-licensed staff on:

a. Drinking water regulations

b. Sampling procedures

c. Proper chlorine testing

d. Recordkeeping requirements

e. Standard operating procedures

f. Cross-connection awareness

g. Distribution system operations

h. Safety procedures

RC Operator Involvement

6.23 The RC Operator must be notified immediately by IDOC when:

a. Compliance Issues arise

b. Positive bacteriological sample occurs

c. Monitoring violation occurs

d. Required samples are missed

e. Water quality standards are exceeded

f. Chlorine residual deficiencies occur

Regulatory Issues

6.24 Must schedule the DEQ inspection if required

6.25 Must provide DEQ information when a request is received

6.26 Must advise if Compliance concerns are identified

6.27 Must advise if Consumer confidence report issues are identified

Environmental Conditions

6.28 Must advise on Source contamination concerns

6.29 Must advise on Flood event impacting facilities

6.30 Must advise on a Suspected contamination event

6.31 Must advise on a Backflow incident

6.32 Must advise on a Security breach involving water facilities

Quarterly RC Deliverables

6.33 Must provide Compliance review

6.34 Must provide Operations review

6.35 Must provide Water quality review

6.36 Must provide Sampling review

6.37 Must provide Regulatory status review

6.38 Must provide Staff consultation meeting when needed and/or not less than quarterly

6.39 Must provide Corrective action recommendations if necessary

SCOPE of WORK for Wastewater Class, I Waste Wastewater Licenses-Responsible Charge (RC) Operator Purpose The RC Operator shall provide regulatory oversight, compliance review, consultation, and technical guidance for wastewater treatment and land application/reuse systems. Routine operational duties, system monitoring, sample collection, maintenance activities, recordkeeping, and daily inspections will be performed by trained facility staff. The RC Operator's involvement shall be primarily supervisory and compliance-focused except during emergency conditions, regulatory actions, or circumstances requiring licensed operator judgment. This agreement does not require on-site daily operation by the RC Operator unless otherwise required by Idaho DEQ regulations or specific compliance circumstances.

Staffing Model

6.40 Licensed RC Operator

6.41 Compliance authority

6.42 Regulatory liaison.

RC Operator Responsibilities Regulatory Compliance Serve as the designated Responsible Charge Operator for DEQ permit compliance

6.43 Review monitoring data and operational records no less than quarterly

6.44 Verify permit-required reporting prior to submittal

6.45 Ensure compliance with wastewater and reuse permit conditions

6.46 Review corrective actions for permit exceedances and compliance concerns

6.47 Maintain communication with regulatory agencies as required not less than quarterly

Operational Oversight Operating procedures and site standards.

Must review performance and operational trends not less than quarterly with facility staff.

6.48 Provide operational guidance to facility staff

6.49 Conduct periodic system inspections

6.50 Evaluate reliability and treatment effectiveness

6.51 Assist with operational changes that could affect compliance with facility staff when needed but not less than quarterly

Documentation Review Must Review not less than quarterly:

6.52 Sampling records

6.53 Laboratory reports

6.54 Flow data

6.55 Irrigation records

6.56 Land application records

6.57 Groundwater monitoring results

6.58 Maintenance records

6.59 Sign or approve reports requiring licensed operator oversight

Emergency/ Consultation and or Response

6.60 Must Provide consultation during:

6.61 Permit violations

a. Lagoon upsets

b. Spill events

c. Discharge concerns

d. Irrigation system failures

e. Regulatory inspections

Staff Development

6.62 Must Assist when requested training non-licensed staff on:

a. Permit requirements

b. Sampling procedures

c. Recordkeeping requirements

d. Standard operating procedures

e. Safety procedure

RC Operator Involvement

6.63 The RC Operator shall be notified immediately when:

a. Compliance Issues

i. Permit limit exceedance occurs

ii. Required samples are missing

iii. Monitoring results exceed action levels

b. Operational Issues

i. Pump station failure

ii. Lagoon freeboard concerns

iii. Suspected seepage issues

6.64 Regulatory Issues

6.65 DEQ inspection scheduled

6.66 DEQ information request received

6.67 Compliance concern identified

6.68 Environmental Conditions

6.69 Spill or release occurs

6.70 Runoff is observed

6.71 Groundwater concern is identified

6.72 Land application restrictions may be exceeded

Quarterly RC Deliverables

6.73 Must provide Compliance review.

6.74 Must provide Operations review.

6.75 Must provide Monitoring review.

6.76 Must provide Permit status review.

6.77 Must provide Staff consultation meeting when needed and or less than quarterly.

6.78 Must provide Corrective action recommendations if necessary.

7. LOCATIONS

IDOC manages lagoons across the state The Department reserves the right to add facilities to the contract at any time.

The 3 currently needing licensure are:

SBC Complex-- 13500 S Pleasant Valley Rd, Kuna, ID 83634 ISCC Complex-- 14601 S. Pleasant Valley Rd., Kuna, ID 83634 Mountain View Complex-- 15505 S. Pleasant Valley Rd., Kuna, ID 83634

8. CONTRACT TERM

This contract is for one (1) year, including three (3) one (1) year renewable options for total of Four (4) years.

IDOC will notify the contractor of their intent to renew. Either party may terminate this contract or locations with a written 60 days’ notice. IDOC and the winning bidder will agree on the future years pricing when renewing additional years.

9. COST

Provide your fully burdened Total Cost on the Bid Schedule below (Attachment 2).

10. BILLING PROCEDURE

The Contractor must provide the following information with each invoice:

1 IPRO contract number 2 Dates of services 3 Total amount billed for work completed 4 Description of work completed

Invoices are to be submitted to: fiscal@idoc.idaho.gov

11. SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule

Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page –See Attachment 3

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached below - See Attachment 3

12. Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received by IDOC by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the IPRO system

Electronic Submission via IPRO Submitting electronically via IPRO, upload all of the Required Bid Submission Items and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Bid manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

13. AWARD

Award will be made, ALL OR NONE, to the responsive responsible Bidder that meets all requirements on the Scope of work and the bidder with the lowest Total Cost submitted on Attachment 2 - Bid Schedule.

After acceptance of the bid, the vendor and IDOC coordinator will discuss timetables, logistics, and requirements to ensure IDOC stays compliant. This shall occur within fifteen (15) days after award of the Contract.

14. BACKGROUND CHECKS

IDOC will require agency-specific background checks for contract support staff. The successful bidder will be required to submit an electronic background form online. A link will be provided to the successful bidder. The winning bidder and any staff will be required to submit it at least one (1) month prior to facility-entry.

15. CERTIFICATION LAPSE NOTIFICATION

The winning bidder must maintain licensure and notify IDOC one (1) year prior if they intend to allow their licensure to lapse.

16. COMPLIANCE AND TRAINING

The winning bidder must have the licensure needed to provide the services listed in the scope of work above.

17. INSURANCE REQUIREMENTS

Within ten (10) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no exceptions to this requirement. Failure to provide the certificates of insurance within the ten (10) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

17.1 Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

17.2 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

17.3 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

17.4 Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

17.5 Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident or $1,000,000 each employee for bodily injury by disease.

17.6 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

17.7 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

17.8 The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

17.9 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

17.10 Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

17.11 Contractor shall further request from their insurance carrier that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

17.12 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

17.13 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

18 RECORDS MAINTENANCE

Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

19 AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 2-BID SCHEDULE

Wastewater and Drinking water licensure for IDOC lagoons

Please provide your fully burdened costs below. Costs must include, but not be limited to, providing all services required in this RFQ

South Boise Complex (SBC) Complex licensure required:

-Drinking Water Distribution 2 (DWD2) - Cost per year $____________________ -Wastewater Treatment 1 (WWT1) - Cost per year $____________________ -Land Application (LAND APP) - Cost per year $____________________ ISCC Complex licensure required:

-Drinking Water Distribution 2 (DWD2) - Cost per year $____________________ -Wastewater Collections 1 (WWC1) - Cost per year $____________________ -Wastewater Treatment 1 (WWT1) - Cost per year $____________________ -Land Application (LAND APP) - Cost per year $____________________ Mountain View Complex (MVTC) licensure required:

-Very Small Water System (VSWS) - Cost per year $____________________ -Wastewater Collections 1 (WWC1) - Cost per year $____________________ -Wastewater Treatment 1 (WWT1) - Cost per year $____________________ -Land Application (LAND APP) - Cost per year $____________________

Company Name of Vendor: _____________________________________________________

Contact Name/Phone: _________________________________________________________

Contact E-mail: ________________________________________________________________

Attachment 3 Signature page

Idaho Department of Correction

Protect the public, our staff and those within our custody and supervision

SIGNATURE PAGE for Use with a Manually Submitted Request for Quote (RFQ) Response

Quotes and pricing information shall be typewritten or handwritten in ink. Originals and copies of the quote shall be submitted in accordance with the solicitation documents. MANUALLY SUBMITTED QUOTES MUST INCLUDE THIS SIGNATURE PAGE WITH THE ORIGINAL SIGNATURE OF AN INDIVIDUAL AUTHORIZED TO BIND THE SUBMITTING CONTRACTOR.

NO LIABILITY WILL BE ASSUMED BY THE DEPARTMENT OF CORRECTION FOR A CONTRACTOR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS AND ANY PROPERLY ISSUED SOLICITATION ADDENDUMS IN A TIMELY MANNER FOR USE IN THE CONTRACTOR'S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE CONTRACTOR TO CONSIDER THE TERMS, CONDITIONS, AND ANY ADDENDUMS IN THE CONTRACTOR'S RESPONSE TO THE SOLICITATION.

RFQ NUMBER: 1478

CLOSES: Nov 9 2026

The RFQ response is submitted in accordance with all documents and provisions of the specified RFQ number and Title detailed below. By my signature below I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the STATE OF IDAHO STANDARD CONTRACT TERMS AND CONDITIONS and the SOLICITATION INSTRUCTIONS TO CONTRACTORS in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any SPECIAL TERMS AND CONDITIONS incorporated in the solicitation documents (e.g. Software, Telecommunications, Banking, etc.). As the undersigned, I certify I am authorized to sign and submit this response for the Contractor. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

RFQ Number: _______________RFQ Title: ___________________________________________________________________

Quoting Company Name ___________________________________________________________________________________ ADDRESS ______________________________________________________________________________________________ CITY,STREET,ZIP_________________________________________________________________________________________ PHONE:________________________________FAX:________________________________FEIN:_________________________ E-Mail ___________________________________________________________________________________________________

THIS SIGNATURE PAGE MUST BE SIGNED WITH AN ORIGINAL HANDWRITTEN SIGNATURE (PREFERABLY IN BLUE INK) AND RETURNED WITH YOUR MANUALLY SUBMITTED QUOTE FOR YOUR QUOTE TO BE CONSIDERED.

Original Signature (Manually Signed in Ink) Date

IDOC Data Sensitivity Classification - L3 Restricted image1.jpeg